Annual Meeting Minutes 2013

Minutes

The Orchards HOA Annual Meeting

January 07, 2013

7:00 pm   Meeting Opened

            Present:  Jessica Dempsey, Janet Prendergast, Corey Bennett, Brad Fillmore, Scott and Heather Woller, and guest, Mike Dempsey and Officer Matt Pumphrey of the City of Cheney Police Department.

            As our first order of business, Officer Pumphrey addressed the Board regarding a letter that the Cheney Police Department received from a homeowner in the Orchards who resides on Meadow Glen Lane.  His letter had a detailed and extensive list of complaints; some were repeats of issues which the Board of the Orchards Homeowner’s Association had previously addressed.  New complaints were:

·         Removal of Fire Lane signs on Silverthorn by the mailboxes

·         Snow plowed from Meadow Glen should not be deposited on his property

·         Sites problem with runoff water that collects on the corner of Meadow Glen and Whispering Oak

·         Displeased with fence on Silverthorn; potion falling over belongs to 3006 Silverthorn

·         Meadow Glen sign needs repair (which one)

·         Addition of Fire Lane signs on Whispering Oak (there are 2 there already)

·         Discharge of airsoft guns in the woods behind his house

The Secretary will send a letter to Mr. Smith regarding these new complaints with a carbon copy to Commander Rick Campbell of the Cheney Police Department.

New Business:  The Board, and one Board member’s husband, were the only HOA members in attendance at this Annual Meeting.  Corey Bennett was re-elected as President of the Association, Jessica Dempsey was re-elected as Vice President, Janet Prendergast was re-elected as Secretary, Heather and Scott Woller were re-elected as ARC Chair, and Brad Fillmore was elected as Treasurer for 2013.

President’s Report:  Corey told the Board that he has gotten emails complaining about snow removal, and one from Debi Bell regarding the fence behind her house being knocked over into her yard.  Corey is going to talk with Gary regarding the snowplowing complaints (start deice down past mailboxes) and let Mrs. Bell know that the fence in question belongs to the Holiday Inn and she will have to contact them regarding repairs. 

            Treasurer’s Report: Brad Fillmore presented the Income/Expense report for January 1, 2012 through December 31, 2012 and the Budget for 2013.  He and Janet will do an Audit of the 2012 books.

Old Business:   The deposits were made to the Road Repair Reserve Repair Fund Certificate of Deposit and also to repay the $5,000 borrowed for the installation of the new drainage grate at Silverthorn and Meadow Glen.  The RRR Fund has $51,684.17 in it.  We propose looking into sealing all of the asphalt roads in the Orchards if we can financially.  This money would come out of the RRR Fund rather than as a surcharge to the homeowners.  This is what we have been saving this money for each year, to maintain our roads and extend their life.  The regular Board meeting will be January 8, 2013 and the Board will discuss at that time the To-Do List for 2013.

The next Board Meeting will be January 8, 2013 at 6:30 pm.

November Meeting Minutes

Minutes

The Orchards HOA Board Meeting

November 13, 2012

6:30 pm   Meeting Opened

            Present:  Jessica Dempsey, Janet Prendergast and Heather Woller.

            Secretary’s Minutes:  The October minutes were approved with the following correction:

                       

New Business:  Erika and Keith have sold their house.  They will be moving.  Discussion followed on whether to transfer the Treasurer’s books back to the Secretary, or contact someone to finish Erika’s term and then move on with the Board for 2013.  It was moved and seconded that the books should be turned over to Janet and she will be interim Treasurer until elections at

the Annual Meeting in December for 2013 officers.  Unanimously passed.                                

            Treasurer’s Report: Janet for Erika

·         Income/Expense Report for October 1^st through October 31, 2012. Balance on hand Oct. 1st was $24,513.18; ending balance Oct. 31th is $23,918.98.

Bills to be paid: 

·   City of Cheney                       $     77.11

§  Neighborhood Lawn and Tree   $   521.76  

§  National Barricade                   $   181.74

§  Auto-Rain                                $    65.17

                     Total                    $   845.78  

                       

It was moved and seconded that we pay these bill, the motion was unanimously passed.

Old Business:

·         Discussed potential new treasurers.  Jessica will contact Kelly and Janet will call Brad Fillmore.

New Business:

·         No new ARC applications

·         Due to the transfer of treasurer’s duties, and Income/Expense for January 1^st through December 31^st of 2012 will not be done for Annual meeting.

·         We will not be able to audit the treasurer’s books either.  The checkbook has been reconciled each month, but right now Janet will not have time to go through the checkbook and get it ready.  Perhaps when we get a new Treasurer we can finish these things off.

·         Janet will do a Budget for 2013 to present at the Annual meeting.

·         Janet will reserve the Library, hopefully for Monday, January 7^th at 7pm

·         Corey needs to do a letter regarding the Annual meeting by December 7 so that it will go out 30 days before the meeting. 

·         Janet will create the Dues Statements for 2013 to enclose in the letter so we can combine the mailings.

Next meeting will be December 11, 2012 at 6:30 pm at the Secretary’s home.

October Meeting Minutes

Minutes

The Orchards HOA Board Meeting

October 09, 2012

6:30 pm   Meeting Opened by Corey Bennett

            Present: Corey Bennett, Jessica Dempsey,  Janet Prendergast and Erika Klauss.

            Secretary’s Minutes:  Reading of the September minutes was waived.

            Treasurer’s Report: Erika Klauss

·         We received $200.00 dues income for September.

·         Income/Expense Report for Sept. 1^st through Sept. 30, 2012. Balance on hand Sept. 1st was $25,365.53; ending balance Sept. 30th is $24,513.18.

·         Monday’s Duplex at 3204/06 MGL has been sent to collection.

·         Erika will not be at the November meeting but will prepare the Income/Expense report.

Bills to be paid: 

·   City of Cheney                             $   238.43 *

§  Neighborhood Lawn and Tree        $   527.57  

§  NL&T-Maint 3011 MGL                   $     81.53

                          Total                    $   847.59 

·         The City bill seems excessive.  Perhaps due to #4 valve sticking open????  Need to remember for next spring to have that fixed.

                       

It was moved and seconded that we pay these bill, the motion was unanimously passed.

           

Old Business:

·         Irrigation system in the park turned off Sept. 24^th

·         System has been blown out

·         Non-Profit renewal done

New Business:

·         No new ARC applications

·         Erika and Keith have sold their house.  They will be moving.  Discussion followed on whether to transfer the Treasurer’s books back to Secretary, or contact someone to finish Erika’s term and then move on with the Board for 2013.  It was moved and seconded that the books should be turned over to Janet and she will be interim Treasurer until elections at the Annual Meeting in December for 2013 officers.  Unanimously passed.

·         Discussion of other Board members on who will be staying for next year.  Corey said that he will be deployed every four months for four months.  The Board felt he could still be President, with Vice President stepping in for him when he is gone.  Jessica wants to consider a bit before committing for next year; Janet will do Secretary, and we need to see if Scott and Heather wish to remain in ARC position.  It was also discussed that Corey and Scott could switch positions.  Discussion followed on contacting Monica Denton to see if she will finish out Erika’s term and then fill the Treasurer’s position next year on the Board. 

Next meeting will be November 13, 2012 at 6:30 pm at the Secretary’s home.

September Meeting Minutes

Minutes

The Orchards HOA Board Meeting

September 11, 2012

6:30 pm   Meeting Opened by Corey Bennett

            Present: Corey Bennett, Jessica Dempsey,  Janet Prendergast and Erika Klauss.

            Secretary’s Minutes:  Reading of the August minutes was waived.

            Treasurer’s Report: Erika Klauss

·         There was no income for August.

·         Income/Expense Report for Aug. 1^st through Aug. 31st, 2012. Balance on hand Aug 1st was $26,320.32; ending balance August 31^st is $25, 365.53.

·         There are still three homeowners with dues owed.  Duplex at 3204/06 MGL has been sent to collection; House at 3314 TCL has paid $200.  They will be called and warned they are going to collection; House at 121 PCL still has not paid nor sent a check as they promised.  Jess will talk with them again.  If no resolution, will be sent to collection.

Bills to be paid: 
·         City of Cheney                      $   187.96
§  Neighborhood Lawn and Tree          766.34
§  Spokane Pro Care (sprinkler)      $     88.05
                  Total                        $1,042.35

                       

It was moved and seconded that we pay these bill, the motion was unanimously passed.

It was moved and seconded that Erika pay the $10.00 non-profit fee for the Association to the State of Washington, and fill out the accompanying paperwork.  This is usually submitted in October. 

           

Old Business:

·         Stop/Waste Valve:  Scott got a bid from Spokane Pro Care for $396.76.  Corey went with the second vendor, Auto Rain, to look at the valve.  It was their opinion that the valve is not broken, but has been turned too far in the past.  They do not believe it needs to be repaired, and Corey marked the white tube with “On” and “Off” to facilitate whoever blows the system out in the Fall and turns it on in the Spring.  It was felt by the Board that we should have Auto Rain do the blow out of the system this fall. Janet to call them after she has had the City turn the irrigation water off for this year.  Corey requested that we ask Auto Rain to do the work in the afternoon, after 4pm so that he can be there when it is done.

·         Janet reported that after two letters to the owners of 126 Pine Crest Lane about the condition of the yard, the weeds in their swale, the noxious weeds in their back yard and the weeds in their gravel area that she contacted the Noxious Weed Board and the Cheney Code Enforcement Department.  The Cheney Enforcement Officer sent the homeowners a letter giving them until September 7^th to clean up their property or be fined.  On the 6^th of September the work was done. 

New Business

·         ARC Applications:  None known of

·         Corey reported that someone had turned on one of the sprinkler stations by getting in to the valve box.  Mrs. Bell called him at work, but he wasn’t able to get down there until he got home from work.  The system ran all day long.  Discussion followed and the Board feels that we need to find a way to lock those boxes so that no one can get in there and mess with the timer or turn on the system.  Janet to call Gary about this.

·         Yard-of-the-Month:  Erika suggested that we award the YoftheM to the occupants of 3012 Meadow Glen Lane.  She was given the last gift card and the sign to put in their yard.

·         New By-Law regarding no solicitation in the neighborhood.  Corey proposed that we add a by-law stating no solicitation.  It was suggested that we just do signs, but he did not want to do that.  Jessica and Erika were concerned that a by-law or signs would make it hard for the neighborhood children to sell tickets to functions or projects at school.  After discussion, the Board approved an addition to the By-Laws, but no one volunteered to take on the process. 

·         Empty property at 3011 Meadow Glen Lane.  Erika said that she has been mowing the lawn at this property which is in foreclosure.  The Board felt that she should contact Gary Grimmett of Neighborhood Lawn and Tree and tell him to mow the lawn, pull or weed whip the weeds in the gravel area and spray the gravel area.  We will invoice the homeowner for the labor.  The Board asked the Secretary to send the homeowner a letter in regard to the condition of their property.

·         Letters to Homeowners re: yard condition:  There are several yards in the Orchards that are yellow.  The homeowners or tenants are choosing not to water the yards.  The secretary was asked to send letters to 3016 MGL (one to renters, one to homeowner); a letter to 3112 STL; to 3310 MGL; and 3011 MGL Grey Eagle LLC.

·         Gary Grimmett, Neighborhood Lawn and Tree, asked if he could prune the trees on Silverthorn.  The Board discussed the request and decided that they would put this project off until the Spring of 2013.  Janet is to call Gary. 

Next Board meeting will be October 9, at the Secretary’s home.

            The meeting was again adjourned at 8:00 pm.