February 2020 Meeting Minutes

The Orchards HOA Monthly Meeting Minutes

Date: Monday, February 10, 2020

Start:6:06pm

End:6:32pm

Members Present: Rachel Blom, Phillip Sinelli , Brian Crow,  Bill & Diana Healey, Erin Every

Motion to start meeting by Rachel. Meeting called to order at 6:06pm

Treasurer Report

Motion to approve payment of bills by Phillip, seconded by Rachel. All in favor. Motion carried. 

Bills; Copy Junction $56.00, Lawn and Tree $5,406.89

Treasurer stated that over 50% of Owners have paid their dues, He will be sending out second notices this weekend.  Treasurer completed transfer of the $7,600.00 to road fund.

Previous Meeting Minutes

Motion to approve previous meeting minutes by Erin, seconded by Phillip. All in favor. Motion carried. 

Old Business:

1. Looking into a Management Company to fill Board positions.  Rachel is waiting to hear responses from companies in regards to cost of filing in the positions if needed.  She will let the HOA know costs as soon as they are available.
2. Resident asked about maintaining the landscaping on the corner of the entrance on Paradise and Meadowglen.  Motion by Diana to just let the landscaping thrive/parrish on its own so we do not have to add a sprinkler system and dig up the road at this time. Seconded by Rachel. All in Favor. Motion carried.
3. Road Maintenance. Last year was an “off year”.  This year the HOA will be having the roads sealed.  This will be done in July/August timeframe.  HOA is waiting on CNH Asphalt to send over and estimate. CNH Asphalt slotted to give an estimate on January 20, 2020.

New Business:

1. Motion to shave speed bumps down. Erin motioned to have the speed bumps shaved down, Phillip Seconded.  The Cheney Fire Department verbally stated to a member of the Board that the speed bumps were never approved by them.  The previous Board in the year they were installed never received approval or information on how they were to be placed, etc.  The Fire Department will possibly be sending a letter to the HOA to have them removed if they are not in compliance. Erin stated that they are a nuisance.  People just drive off to the side or on the sidewalks to bypass them.  Also, they create problems for snow removal, such as finding companies to plow with the speed bumps. Leaving the HOA with limited options on hiring companies to plow and maintain the neighborhood.  HOA board member, Rachel will be looking into companies and cost to removed the speed bumps.
2. Motion to look into speed limit signs.  Rachel motioned to replace old and worn down speed limit signs and to obtain information on where and how many speed limit signs the neighborhood needs.  The Board will look into this matter.
3. An inquiry was made by a resident asking why there are two bank accounts.  Treasurer responded, “There are two bank accounts due to the interest rates being better at STCU where the HOA’s CD’s and Savings accounts are held.  Banner Bank is where our checking account is held.”
4. HOA will be adding Kris Bahr to all accounts as she is the new President. 

Motion to adjourn meeting at 6:32 by Rachel, seconded by Brian. All in favor. Motion carried. 

January 2020 Meeting Minutes

The Orchards Annual Meeting Minutes

Date: 1/11/2020

Start: 11:01

End: 11:42

Members Present: 

Ashley Watts, Tim & Kris Bohr, Bill & Diane Healey, Dave & Trish Flouerdew, Richard Parks, Jane Button, Erin Every, Brian Crow, Hary Batty, Tom Neubauer, Rachel Blom

Treasurer Report

1. Last Years Expenses
2. 2019 Income
3. Income and Budget 2020 Proposal
4. December 2019 income and expenses was presented and went through
5. Community member asked for clarification as to why Road Repair Fund was only $7,600.00 when $10,000 is usually put in. The Board said they will confer with the treasurer and report back to confirm that The Board wanted to adjust funds to other projects. 
6. Clarification needed for the column on the budget that said Neighborhood Lawn and Tree and Maintenance  

Motion to approve income and expenses for December 2019, Income and Expenses for 2019 Income and Expenses, and proposed budget by Ashley Watts, seconded by Bill Healy. All in favor, motion carried. 

Open Forum

1. The Board discussed the need for volunteers to prevent having to hire out to property management companies
1. It was discussed that members of the community still meet with the outside hires, but duties like treasurer tasks, paperwork, fines and notices are covered by the outside hires
2. There was a motion to look into the cost and procedures for seeking outside hires by Jane Button. Seconded by Brian Crow. All in favor, motion carried. 
3. A new secretary will be put into place starting January 2020. Erin Every will take the place of Ashley Watts. No vote needed as no one ran against her
2. A community member brought up an issue with landscaping at the corner of Meadowglen and Paradise Road
1. They have been maintaining the area themselves and asked for support from The Board
2. Sprinklers and water connections needed to spare extra expense from the home owner
3. This will require tearing up the road so The Board expressed the need to wait to work on some type of road repair or sidewalk project to fix the issue at the same time
3. Road Sealing
1. A community member brought up the need to check the road repairs needed in the near future
2. What is the schedule currently for road sealing? 
3. What phase are we currently in?

4. Bylaws
1. A community member asked where to find the bylaws 
2. The new secretary posted a link in the Facebook page and will email a copy to everyone once duties have been fully passed on

Motion to end the meeting by Rachel Blom at 11:42 am, seconded by Hary Batty. All in Favor, motion carried. 

Orchards Home Owners Association

Income and Expense Report

December, 2019

Income :

Dues $ 70.00 

Fines / Fees

Late Charges

Other Income 

Total Income : $ 70.00 

Expenses :

Neighborhood Lawn $ 1,535.49 

Cheney / Utilities $ 103.28 

Copy Junction $ 292.45 

Total Expenses : $ 1,931.22 

Balance in Checking on December 31st, 2019 $ 17,620.19 

Balance in Savings as of December 31, 2019  (0.00 divident credit) $ 12,380.97 

Balance in CDs as of December 31 2019   (divident credit) $ 98,647.63 

Net assets $ 128,648.79 

Orchards HOA Budget 2020

100x homes $350.00 = 35,000

Expenses

Grounds- $14,000.00

Insurance $1,600.00

Office Supplies $500.00

Yard if the Month Gift Cards $100.00

Repairs and Maintenance $5,000.00

Improvements $4,000.00

Safe Deposit Box $45.00

Taxes/ Non Profit Fees $500.00

Utilities $1,500.00

Transfer to Road Reserve $7,600.00

Total - $34,845.00

Remainder $155.00

December 2019 Meeting Minutes

The Orchards HOA Meeting Minutes

12/9/19

Start: 6:00 pm

End: 6:15 pm

Members Present:

Philip S.

Heather S.

Rachel B.

Erin E.

Brian C.

Treasurer Report:

City of Cheney                                    $104.28

No Income

Update others from drive****

Motion to approve payment of bills and report by Ashley, seconded by Rachel. All in favor, motion carried.

Emergency Planning Suggestion:

Water Main                 How much to fix and how to prepare?

$18,000                       What improvements can be made?

Example Improvements:                     water meter, road costs

Motion to approve looking in to improvements and cost estimates by Philip, seconded by Brian. All in favor, motion carried.

Old Business:

Brian to check on Winter Contract with Neighborhood Lawn and Tree

New Business:

1.      Annual Meeting prep

a.       Philip will have budget projection and income/expenses ready

2.      Annual Winter Letter being sent out The following week

3.      Schedule new member meeting following the Annual Meeting

Motion to end the meeting by Rachel, seconded by Erin. All in favor, motion carried.

A reminder of our snow removal policies...

Please re-read the snow removal policies as it is your responsibility as a homeowner/renter to know and abide by them.
SNOW REMOVAL

Snow plowing and snow shoveling are essential parts of maintaining safe streets and sidewalks

in our neighborhood during the winter months.  We need your help in doing this. We adopted the City of Cheney’s snow removal ordinance and want to make sure you are aware of what it is plus any other relevant by-laws. 

If you will be out-of-town, it’s even more important for you to plan ahead if you normally park on the street.

If you need to hire somebody for snow removal, contact us, as we have recommendations to offer.

1)  Each time two or more inches of snow accumulates and so long as that snow remains uncleared,

no vehicles shall be parked or left standing upon any street.  (Cheney Municipal Code 11.48.070)

2)  If your vehicle is parked in the street and blocks the plow and/or your car is plowed in, you will be

issued a fine, your vehicle may be removed and impounded at your expense, and you will be

responsible for paying the cost for the plow to come back thru to plow the area your vehicle was

parked in.

3)   When snow accumulates 2 inches or more sidewalks must be cleared of snow at least once in

every 24 hr period to avoid buildup. If you are in non-compliance, you will be given one warning and

24 hrs to remedy it before we hire somebody at your expense.  Failure to keep sidewalks clear

may also result in a $50 fine per occurrence, per snowfall of 2 inches or more until remedied.

4)  Sidewalks are to remain clear of any obstruction that prevents clear passage.  All sidewalks

must have a minimum of 4 ft clearance at all times. Vehicles are not to be parked on the sidewalks. 

Failure to comply may result in a $50 fine each vehicle, per occurrence, per week until remedied.

5)  If your vehicle is parked in front of a fire hydrant or parked in the fire lane side of the street, you are

illegally parked and your vehicle may be cited and/or towed, at your expense. 

6)  Homeowners are responsible for clearing snow & ice at least 3 ft from the fire hydrant

on their property. (International Fire Code Fire Protection Water Supplies Section 508.5.5)

October 2019 Meeting Minutes

The Orchards HOA

Monthly Meeting

10/8/19

Present:

Rachel Blom
Ashley Watts

Phillip Sinelli

Brian Crow

Bill Healy

Called to Order: 6 pm

Approve old meeting minutes

Treasurer Report

Dues/Income                           $122.50

City of Cheney                        $445.47

Auto Rain                                $79.44

Maintenance                            $400.00

Motion to approve bills by Rachel, second by Brian, all in favor, motion carried.

Read August and September minutes, motion to approve by Ashley, second by Rachel, all in favor, motion carried.

Old Business

--Water shut off & Auto Rain sprinkler blow out both taken care of

--Dead trees and trees growing up and into fences from property next to railroad tracks: Railroad never responded to Rachel’s formal written complaint and phone calls

New Business

--Replace stop sign (Meadowglenn + Paradise). Blom family will likely do the grunt work & look into the regulations required to put it in. City of Cheney guy will call and go over details

--Looking at moving funds from CD to savings to put towards improvement projects. Adding trees, maintenance, etc.

--Storm Drains: Discussed the possibility of adding markers so that the plow team does not pile snow on top of them. Philip will get estimates on cost and application

Meeting adjourned: 6:23 pm

September 2019 Meeting Minutes

The Orchards HOA

August 13, 2019

Members Present

Rachel Blom

Ashley Watts

Brian Crow

Called to order 6:00pm

Read and approved July meeting minutes, approved by Rachel, second by Brian, all in favor, motion carried.

Treasurer Report

Motion to approve

Income $175

Expenses         Auto Rain                    $81.68 (backflow)

                        NLT                            $435.60 (mowing, weed & feed)

                        City of Cheney            $287.79 (watering, etc.)

Motion to approve by Ashley, second by Rachel, all in favor, motion carried.

Old:

--A post was made to The Orchards FB group about opening positions. The board will also send out a fall letter with the same information

New

--No new business until the following meeting where the board will go over shutting off water, the fall letter, etc.

Meeting adjourned 6:15

August 2019 Meeting Minutes

The Orchards HOA

August 13, 2019

Members Present

Rachel Blom

Ashley Watts

Brian Crow

Called to order 6:00pm

Read and approved July meeting minutes, approved by Rachel, second by Brian, all in favor, motion carried.

Treasurer Report

Motion to approve

Income $175

Expenses         Auto Rain                    $81.68 (backflow)

                        NLT                            $435.60 (mowing, weed & feed)

                        City of Cheney            $287.79 (watering, etc.)

Motion to approve by Ashley, second by Rachel, all in favor, motion carried.

Old:

--A post was made to The Orchards FB group about opening positions. The board will also send out a fall letter with the same information

New

--No new business until the following meeting where the board will go over shutting off water, the fall letter, etc.

Meeting adjourned 6:15