Orchards Home Owner’s Meeting Minutes, April 12, 2011
Location: Janet Prendergast’s home
Present: Corey Bennett, Jessica Dempsey, Janet Prendergast, Jane Button, Scott Woller
The meeting was called to order at approximately 6:35 pm
Old Business
The minutes of 03-08-2011 were read and approved unanimously. (Motion by Janet, 2nd by Scott)
Janet read the Treasurer’s report. The ending balance at 03-31-2008 was $26,590.60. The 4the dues statement was sent on April 6th. Janet will not send any more statements; the unpaid accounts will be turned over to Automated Accounts.
Janet presented the list of prioritized maintenance:
· Park irrigation system: Bulldog Sprinkler looked at the park irrigation system. The problem was that the system wasn’t turned off completely in the fall. It should be okay when it’s turned back on (the only problem may be if there was water in the lines that froze during the winter).
· Standing water in street: Meadow Glen Street-Janet received a quote for the grate on the corner of Meadow Glen and Silverthorn for $4,913. The board decided to table this maintenance until September to determine if there’s adequate funding to make the repair this year.
· Speed bumps: Scott and Cory would like to put posts at the end of the speed bumps to deter cars from driving on the sidewalks and lawns. This could eliminate the need to cut out the center of the speed bumps. Janet would get a quote from Specialty Asphalt for core drilling the post holes. The board didn’t decide to move on this idea. Jane moved to contact Mathias to paint the speed bumps and curbs and to contact AAA to sweep the streets. It was 2nd by Scott and passed unanimously.
New Business
Chris from Automated Accounts was there to provide information and answer questions regarding their collection services. Below is a summary of the information:All of their services are on-line
· They only file law suits as a last resort; they can do wage garnishments if they get a judgment
· They attempt to work out payment plans with individuals who are turned over
· They are very accommodating; they will work for the HOA
· They have a pre-collection service that is in effect for the first 30 days after the account is turned over. During that time, the service is provided free of charge.
· When they receive an account, they immediately compile all of the home owner’s information, and they send out a letter within a couple of days.
Janet made a motion to sign the contract with Automated Accounts, Jane 2nd the motion, and it passed unanimously. Chris took 12 accounts with him that evening.
The board discussed “hardship” waivers of the HOA dues for home owners who have extenuating circumstances. Scott brought up changing the by-laws so that each home owner was treated fairly.
The board reviewed Andrew’s Lawn and Tree quotation for services. We will only have him mow once a week and all other maintenance is on an as-needed basis. Janet will ask him to spray the rock beds in the swales at the Silverthorn entrance and the big pit in the park.
ARC approvals: Scott presented 2 ARC forms, and both were approved (Gallaher for a chain link fence and Crow for an 8’x12’ shed).
Janet received the board’s approval to build a concrete black fence behind the rock at the corner of Meadow Glen and Paradise.
Cory requested that we get license plate numbers of anyone we see going around the speed bumps or speeding.
Jessica has a draft of the HOA Facebook page.
The meeting adjourned at 8:05
Since the meeting, the board approved by email correspondence the following( 4 votes for the maintenance; the Woller’s did not vote; approval emails on file with secretary): (Janet’s email): I got a quote to fix the Homeowners Assn portion of the swale behind the Holiday Inn from Anderson Landscaping. They would put in an 18 inch culvert, gravel, around the sides, top soil and seed. That would take care of our section from eroding. He would probably contact Greg Bell and see if he wants his swale done also. The cost is $3200. They want to do it in the next week to 10 days while they are out here working in Cheney. This is the repair-maintenance project that Jane and I had on our repair list to get done. We have $1,000 committed right now is repairs (sweeping and painting of the speed bumps and curbs on the corners). Would you as a Board like to do this one at this time and get it done with? Let me know this week, so I can tell them.
The next meeting is scheduled for May 10 at 7:00 pm at Janet’s home.
