Orchards Home Owner’s Meeting Minutes, March 8, 2011
Location: Janet Prendergast’s home
Present: Corey Bennett, Jessica Dempsey, Janet Prendergast, Jane Button
The meeting was called to order at approximately 7:05 pm
Old Business
· The minutes of the February 8, 2011 were read and approved unanimously.
· Janet presented the Treasurer’s report. The checking balance as of 02-28-2011 is $24,931.13. 20 home owners have still not paid dues. Janet will include the Automated Accounts orange label on the 3rd billing (and the $50.00 late fee). There are 2 homes going up for auction (3313 Thistle Creek and one of the duplexes on Meadow Glen). The largest expenditure category is for grounds—plowing and de-icer. Corey will call Andrew’s Lawn & Tree to ask Gary to get approval before plowing more than twice in any 24 hour period and one board member’s approval for any de-icing. Corey and Jessica will monitor the de-icing each morning and contact Gary if they think it’s necessary. Janet presented materials about Automated Accounts. There is no cost to the HOA to use the service, and anything collected is split 40/60. They can also file liens and we split anything collected 50/50 after court costs. Because we have 6 homeowners in foreclosure, we anticipate using the service this year. See new business for discussion and action on reserve account CD.
· All of the signs that were down were put back up by Corey and Scott except the one that needs a post.
· The Walker’s rock discussed at the February 8 meeting probably can’t be moved because the home no longer belongs to the Walker’s.
New Business
· The renewal of the reserve account CD was discussed. The Banner rate is .85% and the STCU rate is 1.65% for 15 months. Jane made a motion to move the reserve account from Banner to STCU that was seconded by Jessica and unanimously approved. The reserve account will be moved to STCU when renewed in late March.
· Janet brought up painting the curb corners and speed bumps. A motion to get a quote from Mathias Striping was made by Jane, seconded by Jessica and unanimously approved. Janet will get the quote to have for work in early spring.
· We discussed moving signs, but it would probably be too expensive. We also discussed having cutouts made in all of the speed bumps (like the one that was done on Silverthorn last year). Janet will contact Specialty Asphalt to get an estimate for doing all of the speed bumps. She will also ask if they could do the painting of the speed bumps and compare this to the quote from Mathias.
· Janet created a repair and replacement list. All board members will review the list and send their prioritized lists to Janet. One of the items on the list is whether or not we want to pay for the park maintenance. We discussed other items on the list including gravel in the common areas, replacing the boxes by the mail boxes vs. using Facebook or the website only, the sprinkler system in the common areas, the repair of the streets, and the rocks on the swale off of Silverthorn that need to be replaced. It was generally agreed that fixing the drainage in areas where it pools on the streets is the most important repair.
· We discussed violation notices. Corey has received several emails regarding notices. 3132 Meadow Glen will get an apology because their garbage can was taken in—it was the other side of the duplex that hadn’t taken in their can. This lead to a change in the bylaws . The wording in Article 10.3. will be changed to define when garbage cans need to be out of view. The motion was made by Jane, seconded by Janet and unanimously approved. See approved revision below:
10.03 Garbage Disposal.
All refuse, garbage and trash shall be kept at all times in covered
containers, which shall be kept and maintained within the enclosed structure or
appropriately screened from view, except when necessarily placed for pick up by garbage
removal services. (new wording): Garbage cans must be put away within 24 hours of garbage collection. No lumber or scrap, refuse, trash or other materials shall be kept, stored
or allowed to accumulate on any Lot. There is absolutely no dumping of any kind on
vacant lots or in common areas.
The meeting adjourned at 8:45 pm.
The next meeting is scheduled for April 12, 2011 at 7:00 pm at Janet’s house.
