Executive Board meeting minutes from Thursday (6/15). Attending: Greg Hoffman, Jason Stirpe, Julien Anderson, Kelvin Nesvog, Dennis Costa, Joel Hess
● Motion to nominate Joel Hess as treasurer - Jason moved, Dennis and Greg approved
● Greg presented HOA bylaws stating that ACC requests must be presented in writing
○ Possibility to change this process going forward - Greg will draft letter requesting electronic submittal and removal of $200 fee for member vote.
● New PO box/address acquired and posted on website
○ Possibility of sending all HOA dues at same time to simplify billing/accounting processes.
● ACC submission considerations
○ Stoddard’s request for fence-needs to be submitted in writing to HOA address
● Detention pond maintenance - Letter from Snohomish County Public Works. Inspected May 6, 2017 approved for one year. Gregg has questions about maintenance to date ie trees growing in pond, should they have been removed? What are the responsibilities/requirements of Robinett re failure to perform regular maintenance?
● Discussion of road maintenance, JB contacted 4 road contractors, only received response from Highline Pavement Maintenance. Chip sealed needs to be planed and replaced. Sealing of paved roads as needed will cost approximately $11,000. Fill cracks on trench and seal coat on cul de sac. Seal coat for whole neighborhood? Input from Don Ross on work needed to bring road up to reasonable standard.
● After November 15, 2005 (ten years) Robinett responsible for maintaining ponds, roads, collecting dues, enforcing ACC guidelines. They did not meet these requirements. Greg has reviewed HOA documents and wants to consult an attorney to ensure the HOA has a legitimate case before contacting the developer. Anticipated cost $300. Approved by all present.
● Reserve study for HOA reserves? Was HOA intentionally underfunded?
● Fining policy - based on existing rules and guidelines which were presented and approved last meeting. Enforceability? Proof of infraction or violation of county law required before penalty phase invoked. Presentation of policy - will be uploaded to Eaglecrest HOA site.
● Sign and entrance plans - possibility of partnering with school art program to design signage?
● Proposal to go forward with postal box. $30 for lock box. Concrete, steel post, wiring (if necessary) Jason can organize installation with other members of HOA.
● September 27th meeting reminder
Executive Board meeting minutes from Wednesday (5/10). In attendance were Jason, Kari, JB, Dennis, and Marc who discussed the following:
— Discussed having an all residents potluck on Saturday, July 22nd. Marc has for action.
— Discussed how to change the main entrance gate code. Jason has for access.
— Discussed main entrance landscape maintenance. Dennis has for action.
— Discussed main entrance sign. Kari has for action.
— Discussed options required to shut the main entrance gate 24/7 and allow access to the USPS. Jason has for action.
— Discussed road cracking and repairs. JB and Jason have for action.
— Notified that two new motors were installed at the main entrance gate. Cost $1306.00.
— Notified that 2016 taxes were filed and accounts reconciled.
— Voted to award Calvin a $50.00 gas card to provide compensation for the blackberry clearing near both entrances. Kari has for action.
— Voted to mail a copy of the Violation and Finning Policy to all residents. Kari has for action.
— Next meeting Wednesday, September 27th.
Executive Board meeting minutes from Sunday (2/26). In attendance were all Board members who discussed the following:
— Voted to begin quarterly meetings. Next meeting scheduled for May.
— Voted to confirm that small wildlife control was not the responsibility of the HOA.
— Voted to purchase liability insurance for Eaglecrest. Kari has for action.
— Discussed noise ordnance concerns and associated HOA actions.
— Voted to close both gates beginning on April 1st.
Executive Board meeting minutes from Sunday (12/11). In attendance were all Board members who discussed the following:
— Board of Directors to act as the Architectural Control Committee
— Quarterly letter format to the all residences. Brian will draft the initial letter.
— Voted to raise dues from $200 to $220 with an annual evaluation to ensure we are able to cover all associated costs within Eaglecrest.
— PUD repaired the broken street light near the west gate.
— Voted repair the west gate.
— Voted to investigate improved technology associated with the east gate e.g. opening the gate from a mobile phone.
— Voted to begin a QuickBooks subscription as a method to maintain HOA records.
Executive Board meeting minutes from Saturday (12/3). In attendance: Jason, Kari, and Marc who discussed the following:
— Check received for $19,565.49 and will be deposited in our new Coastal Bank Account during the week of 12/5.
— Streetlight is out near the west gate. Kari intends to discuss with PUD when changing the mailing address.
— Kari to investigate an online subscription to Quick Books.
— Conducted a review of the Eaglecrest website created by Jason.
— Intend to review community CCR’s during the next Executive Board meeting.