The Orchards Annual Meeting Minutes
January 6th, 2018
The meeting was called to order by president, Tom
Neubauer at 11 am at the Cheney Public Library. There were 12 homeowners in
attendance and current Board members, Tom, Rachel, Janet, and Ashley.
Treasure’s
Report
Janet Prendergast went over three handouts with
members present
·
2017 Income/Expenses
·
2017 December Income/Expenses
·
2018 Proposed Budget
No motion was made to approve income/expenses and will
later be approved by the board at the January 8th meeting.
There was a motion to approve the proposed budget by
Janet, and was unanimously passed.
Janet also noted that The Board moved money to a new
CD which has been labeled the Road Repair Fund. These funds will be used for
future road repairs and maintenance. Janet also noted that 66% of 2017’s
expenses went to snow plowing and grounds maintenance. It should be noted that
the board will review their contract with Neighborhood Lawn and Tree and
provide more guidelines on mowing, weedwacking, plowing, etc. to help reduce
costs.
Old Business
·
New fencing was put in at the entrance of
The Orchards
·
A new water meter was not put in as
budgeted in 2016 at the swales on either side of the RV/Guest parking
area. Board did not get up-to-date pricing, but in the past years, it was
estimated at $3,00 to $5,000 to put that new meter in so that
the swales can be maintained in accordance with the By-Laws which
call for grass and mowing.
·
Fire Lane painting did not get redone in
2017 due to painting companies not offering their services or bids for a
smaller job like this. The Board has a stencil and will likely do it themselves
in the Spring
New Business
Proposed Dues Increase for 2019
·
Due to the expenses being so high for
2017, particularly with landscaping/snow removal, The Board proposed raising
dues to $375 for 2019, but not to exceed $400
·
A discussion followed with members
providing pros and cons of the $25 increase in dues
o
Pros-Some members were receptive to the
increase to provide for future road repairs and improvements to the
neighborhood. Also, The Orchards have not increased dues in 10+ years and
inflation needs to be considered in order to keep the neighborhood running
smoothly, The Orchards allows for a monthly payment options, and The Orchards
Board Members do not send anyone to collections until around March.
o
Cons-Members were concerned because city
utilities are already going up, there are members on fixed incomes, some
members do not receive raises every year to keep up with inflation, dues being
requested after the holiday season can be difficult for families to provide
dues on time, and because of inflation, there will always be another time when
dues need to be increased again.
·
There was a motion to allow for The Board
to put out a ballot which will allow members to vote and see the pros and cons
of raising dues to $375 in 2019 or to put less money into the road reserve fund
and keep the dues the same at $350 by a member and was passed unanimously.
Changes to By-laws and CC&Rs
·
The Board would like to make changes to
the By-Laws and CC&Rs to avoid future confusion with homeowners. The Board would
like the by-laws to be the dominating document to clear up the conflicting
rules in the CC&Rs
·
An example was that a homeowner was asked
to move their trailer, but pointed out that the rules also state that everyone
needs to have a tree in their front yard, so it appears that The Board picks
and chooses rules, when in reality the CC&Rs rules are outdated and do not
account for how members live today.
·
The main issues that need to be changed
are as follows:
o
Trailers
being parked on the homeowner’s property Currently, the rules
state that the trailer needs to be behind a fence, but The Board feels that if
the trailer is parked nicely next to the house and made to look presentable,
then it should be allowed.
o
Parking
in fire lanes Currently there are signs posted and red
stripes in certain areas, but are not obvious enough that the whole side of the
street is a fire lane. The rules are clear, but the signage and striping has
not been enough to keep people from parking there.
o
Garbage
Cans Currently, the rules state that the garbage can needs
to be put out-of-sight, but some feel that it would be acceptable to be put at
the side of the house.
·
The goal is to only have one document that
has clear and fair rules that work better with the times.
Plowing
·
Snow needs to be shoveled within 24/hrs on
sidewalks to ensure safe walking conditions. The homeowner will be issued a
warning and then if it is still not shoveled within 24/hrs of said warning,
then The Board will hire someone to shovel and the homeowner will be billed
accordingly
New Board Members
·
Open positons for the 2018 Board were the
Treasurer and Architecture Committee Leader
·
Mr. Philip Sinelli was originally on the ballot
to be ARC Committee Chair, but offered to fill the open treasurer position, and
was voted in unanimously
·
There was a tie for ARC Committee Chair
between Mr. Brian Crow and Mr. Harry Batty. Mr. Batty offered to give the
official title to Mr. Crow and said he is willing to help Mr. Crow with any ARC
duties. Members agreed unanimously with this decision to appoint Mr. Brian Crow
as ARC Committee Chair.
Motion to end the meeting by Rachel at 12:30pm and was
seconded by Tom.
