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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

June 2017 Meeting Minutes

Attendees:

Roseana, Janet, Pete, Rick, Brian, Julie, Alberta and Bob

Visitor: Helene

  • Prior Meeting minutes
    • April 2017 meeting minutes (sent via email)
  • Summer Picnic
  • Date: Saturday, July 22nd.
  • Time: 11am-2pm
  • Entertainment: Tug-a-war rope (Janet), Parachute (Julie), Water Balloons, Sprinkler
  • Note: Janet has the key for the watermain
  • Need to contact City of Renton, to see if the neighborhood can borrow the “Games” trailer.
      • Food: HOA will purchase
      • Tables: boards members will bring a few
      • Marketing: Social media, website and printed flyer (Helene and other board members to hand out)
  • ACTION: Rick will draft the flyer
  • ACTION: Will pass out flyers the weekend June 30th-July 2nd
  • Treasurers Report

 

Prior Business

  • 2/3 HOA dues have been paid.

New Business

  • Spring Clean Up invoice has been paid
  • Maintenance

 

Prior Business

  • Spring Clean Up
    • Note: there was a lot of debris just thrown on the ground (not in the dumpster). Dumpsters filled quickly, may need to increase to 2 next year. Look at old Facebook post which included some etiquette tips for the dumpster
      • Canber trimmed the trees and the neighbors’ responses have been positive
      • Canber suggested dethatching grass every other year.
      • PENDING: Canber action regarding the tree stump
      • Play structure: Pete has the ladder in his backyard.
        • Janet received parts for the play structure.
        • ACTION: Bob will attempt to install the parts, found the tool
        • Ladder has chipped paint, will need to seal the paint. There is a new ladder in Pete’s yard, but look to repaint the current ladder.
      • Mutt Mitts Update: Janet got the keys from Shannon and boxes of the bags and refilled the stations. Janet and Alberta each have keys for the boxes.
        • ACTION: Alberta to look for other bags (lower cost options).

New Business

  • ACTION: Alberta to look for lower cost options for Mutt Mitts replacement. New box option and bags (biodegradable option?).
  • ACTION: Janet to look for a licensed Arborist who could come assess the trees in the Common Area. Rick has a contact.
  • ACC

 

  • Prior Business
    • RV and Boat have been moved. Vegetation has been trimmed for the house off of 158th.
  • Still Open items: contacted the homeowner off 158th regarding the wood pile/fencing material and BBQ pit are still on the driveway. Have contacted the homeowner multiple times, will follow up verbally again before sending a note.

 

New Business

    • reviewed the roof being installed on 158th st and approved the material.
    • ACTION: Need to define process for informing residents that yards need to be maintained.
    • ACTION: will follow up with the rental property management company to get the yard maintained.
    • ACTION: will contact Homeowner regarding the renters who are parking on the sidewalk.

     

     

     Next Meeting and Topics: Tuesday, September 12th Brian will host.

    • Garage Sale weekend of June 23rd-June 25th. Signs have been put up and will update Facebook.
    • City of Renton has a projector and sound system to rent for Movie nights.     
    • Fall Clean up will happen late Sept/early Oct

     

    April 2017 Meeting Minutes

    Attendees:

    Roseana, Janet, Brian, Alberta, Bob, Pete

    • Prior Meeting minutes
      • Feb 2017 meeting minutes (sent via email)
    • Treasurers Report
      • HOA due letters have been sent out.
      • Some overdue payments have been made.
    • Maintenance

     

    Prior Business

    • Canber quote for common area discussed: proposal of $2,285, HOA to cover 100%.
            • Vote-APPROVED to proceed.
            • ACTION: Ask Canber to assess if any other trees in the common area need to be trimmed or taken down.
            • ACTION: Janet will provide the neighboring housing a verbal notice prior to the trees being removed.
          • Play structure Update: Pete has the ladder in his backyard.
            • ACTION: Janet to see if Shannon had provided her the tool needed to install the ladder.
            • ACTION: Janet to call the company directly to inquire if the play structure has been redesigned or if there are any known issues with the model. Brian will look for email from the local sales rep.
          • Mutt Mitts Update: Janet got the keys from Shannon and boxes of the bags.
            • ACTION: Alberta to look for other bags (lower cost options).
            • New Business
          • Spring Clean-up for first weekend in May
              • ACTION: Janet to get updated quote and reserve for May 5-7th.

          • ACTION: Alberta/Bob to put up the sandwich boards set up no later than April 23rd. Roseana to update Facebook page and Website with announcement.
            • **Add note with verbiage regarding the compostable bags that can be picked up weekly…instead of adding those to the dumpster.
          • Dethatching of the grass in the common area. In the past had it done but then with heat wave didn’t take.
            • ACTION: Janet to request a bid from Canber for the following:
              • thatching of grass
              • removal of the tree stump (of the tree that fell in 2016).
    • ACC
      • followed up with the resident regarding the RV.  Sent a certified letter to the homeowner as a 1st warning. Will follow up and see if RV comes back. If needed will send a 2nd letter indicating a fine and/or lien.
      • contacted the homeowner off 158th regarding the wool pile/fencing material and BBQ pit taken care off by first weekend of May.
      • contacted the homeowners of the house off 158th regarding the vegetation growing over the sidewalk. Indicated they will have it taken care of in 2 weeks.   
      • Pending- RE: pre-printed signage (garage sale, annual meeting, etc.). Bob has gotten new markers and will test out the current signs.

     

    • Board Goals for 2017
    • Open Item: Board to discuss updating CCRs.
      • Board members to review other neighborhood CCRs to do a gap analysis and propose additions or updates to the current CCRs (% of renters, liability of renters to the owners, enforcement of violations, etc.)

    Next Meeting and Topics: June 14th (Wednesday) to be hosted by Janet

    • Garage Sale (3rd weekend in June) along with other neighborhoods
    • Picnic (tentative late July/early August)
    • City of Renton has a projector and sound system to rent for Movie nights.     

     

    February 2017 Meeting Minutes

    Attendees:

    Roseana, Pete, Janet, Rick, Alberta, Bob, Julie

    • Prior Meeting minutes
      • Annual meeting-November 2016
    • Assign Board roles for 2017
      • President: Brian
      • Vice President: Rick
      • Secretary: Roseana
      • Treasurer: Pete
      • Maintenance: Janet
      • ACC: Alberta/Bob (Chair) and Julie
    • Treasurers Report
      • Pete to send out 2017 HOA notices in March
      • 28 (out of 156) outstanding home dues for 2016, about half for more than one year
      • Decision to attach condensed set of CCRs and Request for new Board members
        • Summarized rules: RVs/Cars parked for extended time, yard maintenance (sidewalk maintenance), Contacts (roof, paint, etc)
        • ACTION: Janet/Rick to work on drafting these prior to March. Proposed FAQ format. Will also include the notification that Christmas lights need to be taken down.
    • Maintenance
      • Common Area
        • Tree Trimming
          • Canber quote “limb up 7 pine trees”
          • Need to ensure the 7 trees include the 2 trees the one resident was concerned about. There is also a row of Fir trees.
          • Need to clarify the expectations of what is meant by trimming the trees. Will the trees be skirted or limbs taken up completely on one side? Should the trees just be removed completely?
          • ACTION: Janet/Alberta to meet in the park with the resident to discussed the trees in question and to clarify the expectations. Schedule appointment with Canber to follow up.
          • As discussed and voted (approved) to trim/wind-sail the tress, the HOA will pay 100% of the costs. Pending the final cost estimate.
      • Play structure
        • Last status was pending Shannon to contact the manufacturer for a specific tool needed to attach the new piece.
        • ACTION: Janet to contact Shannon regarding the status.
      • Mutt mitts
        • Need to get the key transferred to Maintenance and copied so multiple people can reload them.
        • Also, need to check if we have supply or if we need to order more. Proposing to find a type of lower priced bags that will fit the dispenser, perhaps biodegradable.
        • Janet to contact Shannon to get the key.
    • ACC
        • Status of RVs/Trailers which have been notified.
          • What leverage does the board have if residents are not responsive to the request to move/violation notifications?
          • Letters have been sent and discussion was had during the annual meeting.
          • ACTION: Next step will be to send a follow up letter (certified).
        • Note: Some police reports have been submitted for vehicles being parked for extended periods of time in the street.
        • Note: cars parked for an extended period in resident’s driveways is under the HOA purview.

    • ACTION: ACC to discuss with Resident off 158th St that has had wood piled in driveway for an extended period.
    • ACTION: ACC to see if any homes still have Christmas lights, will then start to follow up in March timing.
    • ACTION: Home off 158th has some ground vegetation growing over the sidewalk, will contact the resident.
    • Board Goals for 2017
      • Proposed purchases for 2017
        • Fix electrical/lights at monuments (North and South):
          • ACTION: Rick and Brian to contact electrician(s) to get price quotes, will follow up with board via email for vote.  
        • New sandwich boards:
          • ACTION: Alberta/Bob to get price quotes for pre-printed signage (garage sale, annual meeting, etc), will follow up with board via email for vote.
      • Board to discuss updating CCRs.
        • Board members to review other neighborhood CCRs to do a gap analysis and propose additions or updates to the current CCRs (% of renters, liability of renters to the owners, enforcement of violations, etc).

     

    Next Meeting: Wednesday, April 5th @ Alberta and Bob’s home  

    Topics to be discussed include the Spring Cleanup (first weekend in May)