Board Members & Management Present:
- Chris (Board President/Chair)
- Kathy Engle (Secretary)
- Jolene Norcini (Community Manager, Sentry Management)
- Tori (Property/Lease Management - Mentioned)
1. Call to Order and Quorum The meeting was called to order. It was established that a quorum was met, with 20 or 21 votes represented out of the 40 total units (a 50% requirement), aided by Chris representing nine units.
2. Approval of Previous Minutes A motion was made and seconded to accept the previous meeting minutes as written. The motion passed unanimously.
3. Financial Update The community’s finances are currently under budget.
- Income & Expenses: Through July (7 months), total income was $73,199.50 and total expenses were $63,361.33, resulting in a nearly $10,000 surplus due to lower-than-expected landscaping and snow removal costs.
- Reserves: The HOA has over $200,000 in total cash on hand, with over $160,000 specifically in the reserve account.
4. Roof Replacement Project: Five original buildings have 20-year-old roofs that have reached the end of their useful life and must be replaced.
- Cost & Funding: The total project will cost approximately $180,000. The Board voted to pull $160,000 from the reserve account to fund this, which will nearly deplete the reserves but avoids an immediate special assessment.
- Bids: Bids were received from Roofmax, CK, and Granite Roofing, with Granite currently providing the most competitive quote.
5. HOA Dues Increase To rebuild the reserve funds following the roof replacements, the Board is instituting a 10% increase in HOA dues. Dues will increase by $26 to a total of $286 per month, effective January 1st.
6. Clubhouse Updates
- Internet: Wi-Fi service was eliminated to cut costs due to severe underutilization.
- Reservations: A new whiteboard calendar has been installed on the wall for residents to reserve the clubhouse space.
- Piano: The piano in the clubhouse side room is private property, but the owner confirmed it is available for any resident to play.
7. Landscape Maintenance
- Staffing: The landscaping company has experienced turnover (former manager Joe left), and Hannah is the new main contact.
- Improvements: The Board has tentatively allocated $2,500 to plant new greenery in the spring to replace dead or missing plants.
- Sprinklers: There have been recent issues with missing or unscrewed sprinkler heads. Residents are asked to submit photos if they see broken sprinklers or geysers.
- Homeowner Landscaping: Residents may plant modest additions near their own units, provided they do not damage the property or severely alter the uniform look.
8. Snow Removal & Parking Rules
- Snow Plowing: Plows typically arrive between 4:00 AM and 5:00 AM. They will shovel front sidewalks, but cannot clear driveway aprons if vehicles are blocking them.
- Parking Violations: There is strictly no street parking allowed overnight during the snow season. Violators will have warning stickers placed on their windshields and will be towed at their own expense to allow for plows to clear the roads.
9. Trash and Recycling Bins Bins must be kept out of sight from the street (behind fences or inside garages). Notices will be sent to remind tenants of this rule.
10. Election of Directors The current three board members agreed to run for re-election. No new nominations were submitted from the floor. A motion was made, seconded, and passed to re-elect the current board.
11. Open Forum / Member Q&A
- Security & Non-Residents: Several residents voiced concerns about non-resident youths coming through the gates, speeding on dirt bikes, and leaving toys (such as pools) in common spaces. The Board requested that residents take photos of license plates and rules violations so they can be officially addressed.
- Pine Needles & Gutter Cleaning: Residents along the fence line requested more frequent gutter cleaning due to heavy pine needle buildup. The HOA currently pays roughly $430 to clean the southern unit gutters annually, but the Board will look into establishing a more regular maintenance schedule.
- Dryer Vents: Clarification was made that cleaning dryer vents is an individual homeowner's responsibility, not an HOA service.
- Exterior Washing (Windows & Siding): The HOA is responsible for washing the exterior siding and vinyl fences (which are showing mold), while individual glass panes remain the homeowner's responsibility. The Board agreed to schedule exterior siding, fence, and outside window washing for the upcoming spring.
- Wildlife: A homeowner reported a bullsnake under their vehicle. While non-venomous, residents are advised to be aware.
- Gate Keys: Residents noted they did not have keys to the pedestrian gate. Jolene and Tori will order duplicate keys (~$4 each) for distribution. Once residents have keys, a block will be installed on the gate to prevent outsiders from reaching through to open it.
12. Adjournment A motion was made and seconded to adjourn the meeting. The motion passed.