Sept 2018 Board Meeting Minutes

Maple Ridge Estates HOA BOD Meeting

September 19, 2018

Minutes

Call to Order

    • Attendance
      • Rick, Bob, Janet, Pete, Helene, Michael
    • Approval of Meeting Minutes
      • June Meeting Minutes Approved with the following exception
        • Board verified that at the June HOA meeting there was a vote in favor – for quote received of $2,200 – received from Northwest Playground. This was a correction to the meeting minutes from June minutes stating $1,800 was approved.
    • Welcome New Members
      • No new members

Treasurer’s Report

Financials Report out

  • 30 homes still owe for 2018
  • Pete hand delivered notices to house that were returned in the mail, total 9 returned.
    • Pete mentioned putting out sandwich boards to remind people to pay dues.
  • The website billing was transferred from prior President to HOA
  • Open items
    • Pete to see who’s name the Bank of America account is in, should be in HOA name.
    • Pete tasked with coordination of the Audits for 2016 and 2017, Shannon and Vaughn volunteered to perform the Audit.

 

Committee Reports

Maintenance

Work Completed

      • Monument
        • Bark around monuments – Work completed
      • Common Area Maintenance
        • Dethatch/Reseed
        • Janet requested the play structure company to provide maintenance/tune up.

Open Items

      • Quote for Park Trail graveled to be refreshed
      • Dead tree to be addressed – meeting to discuss trees next week
      • Lighting at Monuments – Rick to follow up with prior President of HOA
        • Camber found no power to lower Monument lights – needs to know where breaker is located
        • Camber looking for location of transformer.

ACC

Work Completed

      • One house with Christmas lights.
      • One house with a boat park in front yard.
      • 2 trees on both sides of 158th st have been dropping pine needles and need to be addressed.

Open Items

      • Vacant house (upper) has lawn overgrown.  Bob hand delivered letter to the home.
        • Next step Bob will issue a certified letter telling them to clean up or HOA will at a cost to the owner.
      • Bob (and potentially Janet) will talk to the owner of a home on 158th about a non-functioning car and general maintenance issues

 

General Discussion Items:

 

  • Pride of Ownership award – in surrounding neighborhoods, example Fairwood West HOA. Board discussed in general if quarterly award, could incent with discounted dues.  Will put on the agenda for the Annual meeting.

 

  • New Board Positions
    • Hire HOA Service – Property Mgmt Company – Rick presented that it costs about $3000 for general administrative services. This will be put on the Annual Meeting agenda

 

  • Neighborhood Picnic
    • Helene presented that 67-people attended, lower that 2017 which had 160 people attend.
    • Helene coordinating with City of Renton for a grant equal to $2 per person.
  • Garage Sale –Summer 2019 same time as Fairwood
  • 2018 Meeting Schedule
    • Annual Board Meeting – November 13 2018 Fairwood Library
      • 2 drawings for ½ HOA dues.
    • Website/Facebook Updates
      • Michael and Helene to post upcoming HOA meeting dates/locations, and keep updated with photos.

 

 

Date/Time/Location of Next Meeting:  Annual Board Meeting – November 13 2018 Fairwood Library

 

 

 

 

June 2018 Board Meeting Minutes

Call to Order

    • Attendance
      • Roseana, Rick, Bob, Janet, Pete, Helene, Michael
    • Approval of Meeting Minutes
      • April Meeting Minutes Approved
    • Welcome New Members
      • ew members to be added to email list and website

Treasurer’s Report

  • Financials Report out
    • 9 Houses have sold in 2018 YTD
    • Need to transfer the website billing from prior President
    • Pete and Rick to review the HOA banking accounts
    • Tax Return has been filed.
  • 2018 Dues Report – about ¾ have been paid.
  • Audit Update
    • Open Action for Pete. Shannon and Vaughn have volunteered to support the Audit.

Committee Reports

  • Maintenance
      • Monument – Canber
        • Lighting – Board voted in favor to request a lighting assessment. Janet to request for proposal pricing with a not to exceed amount $ and/or hrs
        • Bark around monuments – beauty barks around the 2 monuments.
          • Board voted in favor of Canber – quoted $975
      • Common Area Maintenance – Spring 2018
        • Play Area Structure
          • Board voted in favor – for quote received of $1,800 – received from Northwest Playground.
          • Request to company to assess the play structure maintenance/tune up.
        • Dethatch/Reseed – Postponed to Fall 2018
          • Board voted in favor – Quote from Canber – $2,611.
        • Park Trail graveled to be refreshed
          • Request Canber for a quote.
        • Dead tree to be addressed
          • Janet to request Canber to pull out the dead tree.
  • ACC
    • Open Items
      • Addressed: “Chickens” were removed in April
      • Addressed: Cul-de-sac off 158th, parking issues has been resolved
    • New Business
      • Pride of Ownership award – in surrounding neighborhoods. Board to evaluate if this should be implemented. Set up for monthly or quarterly award, could incent with discounted dues. Rick to request sample criteria for the program.
      • One house with Christmas lights (in cul-de-sac near the park).
      • One house with a boat park in front yard.
      • 2 trees on both sides of 158th st have been dropping pine needles and need to be addressed.
      • Vacant house (upper) has lawn overgrown.
        • Will attempt to contact the homeowner(s) for first notice. Next step, board will hire company to address the maintenance and charge to owners.

New Business

  • New Board Positions
    • Board to Consider hiring HOA Service – Property Mgmt Company
    • Administrative Services – take meeting minutes, maintain website, send letters?
    • Rick to get quotes.
  • Neighborhood Picnic
    • Helene coordinated with City of Renton – invited some City Officials
    • Board will provide hotdogs/chips/drinks/water balloons
    • Potluck style from neighbors
    • Scheduled: Wednesday, August 8th (5pm-8pm)
    • Helene to print out fliers and get distributed
    • Roseana to update Facebook and Website
  • Garage Sale – Board voted against a community wide sale. To be revisited in Summer 2019.
  • 2018 Meeting Schedule
    • 1st month of the quarter, 3rd Wednesday of the month
      • September 19th, 2018
      • Annual Board Meeting – November 7th or 14th 2018? Rick to reserve library.
  • Website/Facebook Updates
    • Post reminder of upcoming HOA meeting dates/locations

Date/Time/Location of Next Meeting: Wednesday, September 19th @ Bob’s House

 

 

April 2018 Board Meeting Minutes

Call to Order

    • Attendance
      • Roseana, Rick, Bob, Janet, Pete, Helene, Julie
      • MRE Residence: Michael and Angela
    • Approval of Meeting Minutes
      • January Meeting Minutes Approved

Treasurer’s Report

  • Financials Report out
    • Some HOA invoices are starting to be paid
    • 6 Houses have sold in 2018 YTD
    • Tax Return
      • Extension has been filed by Rick
      • Pete and Rick will coordinate submitting the Tax return
  • Audit Update
    • Open Action for Rick. Shannon and Vaughn have volunteered to support the Audit.

Committee Reports

  • Maintenance
    • Spring Clean-up – Fri, April 27- Sun, April 29
      • Facebook/Website were updated
      • Bob/Helene to place the Signage in the neighborhood to advertise the Spring Clean-Up
    • Monument Lighting – Canber
      • Pending response from Canber
    • Common Area Maintenance – Spring 2018
      • Play Area Structure
        • Quote received of $1,800 – received from the Company who installed the structure
        • Pending quote from Canber
        • Structure needs maintenance, it was noted that some components are lose. HOA has the necessary tools, so will address.
      • Dethatch/Reseed – Spring 2018
        • Pending response from Canber to check when is the appropriate time to address
      • Park Trail graveled to be refreshed
        • Pending Janet to action
    • Tree Evaluation and Maintenance (park area and common area)
      • City of Renton, Forestry department, met with Janet to review the Trees in both the Park and down on 138th Place SE (right of way use). City of Renton has scope to maintain the area off of 138th Place SE.
        • An inventory was done of the Trees, and noted that 7 trees are dead and need to be removed.
        • Note: Canber keeps maintenance of the sidewalk in this area. This will continue.
        • Pending: Homeowner to remove debris pile that is bordering on the common area, during the Spring Clean-up.
      • Janet to contact and get quotes from Canber and other Tree companies to assess the costs for the Park.
    • Street Maintenance
      • Lower neighborhood streets will be repaved in 2018
      • Upper neighborhood streets will be repaved in 2019
    • Other Items
      • Upper monument-shrubs are dead but there is a known problem with the irrigation
      • Janet contacted Cedar River Water, who provides the maintenance for Fire Hydrants. It was noted that MRE is scheduled for paint refresh in Summer 2018.

ACC

    • Open Items
      • House off 158th – all issues have been addressed
      • Rental Property Maintenance – will need monitoring, to be addressed again in Fall 2018. Last completed in Nov 2017.
      • House off 138th – all issues have been addressed. (pool, trailer, and cars parked on yard).
      • Noise Complaint-issue has been address. No further complaints noted.
      • House off 158th –still open item, needs to be address with homeowner
    • New Business
      • “Chickens” are to be removed by Saturday, April 21st
      • Cul-de-sac off 158th, spoke with 2 residences/homeowners about parking on the round-a-bout

New Business

  • Neighborhood Picnic
    • Helene will take point on planning and coordinating with City of Renton
    • Board will provide hotdogs/chips/drinks
    • Potluck style from neighbors
    • Target: Wednesday, August 8th
  • New Board Positions
    • President – Rick (new)
    • Vice President – Michael (new)
    • Treasurer – Pete
    • Secretary – Roseana
    • Maintenance – Janet and Helene
    • ACC – Julie and Bob
  • 2018 Meeting Schedule
    • 1st month of the quarter, 3rd Wednesday of the month
      • July 18, 2018
      • October 17, 2018
  • Website/Facebook Updates
    • Post reminder of upcoming HOA meeting dates/locations

Date/Time/Location of Next Meeting: Wednesday, July 18 @ Helene’s House

January 2018 – Board Meeting Minutes

Call to Order

 

    • Attendance
      • Brian, Roseana, Rick, Alberta, Bob, Janet, Pete, Helene
    • Approval of Meeting Minutes
      • Annual Meeting Minutes to be published
    • Welcome to New Members

Treasurer’s Report

  • Financials Report out
    • Sales Tax increased in 2018
    • 1 Home sold (had been long-term overdue on HOA dues)
  • Audit Update
    • Open Action for Rick
  • 2018 Dues Report
    • Due invoice to be sent Feb 2018. Will also include CCR Summary (one pager)
    • Note: Roseana and Shannon selected for the ½ Dues drawing

Committee Reports

  • Maintenance

 

      • Monument Lighting – Canber
        • Still open item
      • Common Area Maintenance – Spring 2018
        • Bark – Spring 2018
          • Surrounding Play area in park
          • Quote received of $1,800 – received from the Company who installed the structure
          • Will request a quote from Canber
        • Dethatch/Reseed – Spring 2018
        • Park Trail graveled to be refreshed
      • Other
        • Some dead trees being noted in the park/common area
        • Debris pile on border of residential/common area.
        • Common area off 138th St need to be cleaned up by Canber
        • Upper monument-shrubs are dead but there is a known problem with the irrigation
        • Janet contacted City of Renton maintenance department regarding paint refresh on the fire hydrants, pending response
        • Rick and Helene to support Janet with open items
        • Spring Clean up – Fri, April 27- Sun, April 29
          • Facebook/Website to be updated
  • ACC

 

    • Open Items
      • House off 158th – Still open issue to be addressed before Jan 28th, HOA to send certified warning letter
      • Rental Property Maintenance – has been completed and cleaned up
      • House off 138th – prior issue resolved with pool and trailer in driveway, but new issue is with the renters parking the car on the yard.
    • New Business
      • Noise Complaint-Pending further conversation with surrounding houses before speaking directly to the home. Note: City of Renton noise ordinance – amplifiers are illegal
      • House off 158th – front yard needs to be addressed
      • Christmas Lights – warning
        • Reminder to be posted on Facebook and Website
        • Bob to print out a reminder to take down by Feb 15th and deliver to the houses with lights.

 

New Business

  • New Board Positions
    • President – TBD
    • Vice President – TBD
    • Treasurer – Pete
    • Secretary – Roseana
    • Maintenance – Janet and Helene
    • ACC – TBD
    • Bob, Rick and Luke to be slotted
  • 2018 Meeting Schedule
    • 1st month of the quarter, 3rd Wednesday of the month
      • April 18, 2018
      • July 18, 2018
      • October 17, 2018
  • Website/Facebook Updates
    • Post reminder of upcoming HOA meeting dates/locations

Date/Time/Location of Next Meeting: Wednesday, April 18th @ Rick’s House

Annual Board Meeting Minutes- November 2017

  • Call to Order

 

    • Attendance
      • Brian, Roseana, Rick, Alberta, Bob, Julie, Janet
    • Approval of Meeting Minutes
      • Meetings minutes approved.
    • Introductions
    • Meeting Overview

 

  • Treasurer’s Report

 

    • Financials Report out (on behalf of Treasurer)
      • Noted an increase in outstanding HOA dues – 37 lots still outstanding
        • 24 from 2017, 3 owing 2 years, 4 owing 3 years and 6 owing for multiple years
      • 8 houses sold 2017 YTD, and 10 homes in 2017
    • Audit (Volunteers needed)
      • Board will be represented by Rick, and HOA members who volunteered are Shannon and Vaughn

 

  • Committee Reports
  • Maintenance

 

        • Monument Lighting – Canber
          • Still open item
        • Play Structure Update
          • Issue with structure has been corrected.
        • Common Area Maintenance – Spring 2018
          • Tree Removal
            • Cleaned trees the park and “skirted” some trees
          • Bark – Spring 2018
            • Surrounding Play area in park
          • Dethatch/Reseed – Spring 2018
          • Trail in park: needs gravel to be refreshed
  • ACC

 

      • Open Items
        • House off 158th-storage trailer has been discussed and will be address before end of Nov
        • Pool/Trailer in Driveway, these issues have been resolved but now a car is parked in the yard
        • Rental Property Maintenance – 15607 140th Place Southeast
  • Business

 

    • Thank You to 2017 Board Members
    • New Members: One new member joined – Helene Gilroy.
    • Drawing for ½ off dues: Shannon and Roseana

MRE Fall Cleanup

Fri, Oct 6th-Sun, Oct 8th.

As we head into the Fall season, the HOA will be providing a dumpster on-site for disposal of yard waste.

Dumpster will be placed by the neighborhood park.  Note: these are to be used for yard waste only.

September Meeting Minutes

Attendees:

Roseana, Janet, Rick, Brian, Alberta and Bob

Prior Meeting minutes

  • June 2017 meeting minutes (sent via email), approved

Treasurers Report

  • Not discussed as Treasurer was not in attendance
  • Audit to be completed near year-end. Rick will contact HOA members to be part of the Audit committee.
  • CY16 to be audited by the Annual Meeting (eta Nov 2017)

Maintenance

 

Prior Business

    • Still open item: Play structure- Bob still in contact with the company to discuss the play structure issue. A representative will be sent out to assess the structure.
    • Still open item: Janet/Rick to look for a licensed Arborist who could come assess the trees in the Common Area. Rick has a contact
    • Closed: Mutt Mitts- Alberta found a cheaper alternative on Amazon and has ordered supplies. Both Alberta and Janet have keys and bags for the stands.

New Business

    • Action: Janet to contact Canber to take down dead tree from the park.
    • Action: Plan to re-bark the park in Spring 2018.
    • Action: Janet to contact Canber or another Electrician to assess the lighting at Lower monument. Based on lower monument, will also get the upper monument assessed.

ACC

 

Prior Business

  • Still Open items: Bob contacted the homeowner off 158th again, still an open issue being addressed. Letter will be sent to inform that homeowner that action will be taken by Nov 1st (either homeowner can address or the HOA will enforce the CCR to remedy the violation).

 

  • ACTION: Need to define process for informing residents that yards need to be maintained.

New Business

  • Rental property (Lakeshore) company will come by end of September to clear out the yard to address any potential rat issues.
  • Home that had pool and trailer will be fully addressed by EOD 9/12.
  • ACTION: Fall Clean up. Janet to contact the company for the dumpster. Potentially will have 2 locations (one lower-same spot, and one upper).
    • Fri, Oct 6th-Sun, Oct 8th
    • Bob will put up the board to make the announcement around Sept 29th
    • Roseana to update the website and facebook.
    • Flyers to be sent out

 

Next Meeting and Topics:

  • Next meeting is Annual HOA meeting in November 15th (Wednesday) 7-9pm
    • Flyers to be printed
    • Website and Facebook to be updated