Arbor Lake Townhome Association DRAFT -- Minutes of the Homeowners Association Annual Meeting -- DRAFT April 21, 2015

Transcription

1 Arbor Lake Townhome Association DRAFT -- Minutes of the Homeowners Association Annual Meeting -- DRAFT April 21, 2015 Board Members Present: Bob Wiesenthal, Bob Bowden, Jan Lewis, Linda Schultze, Ken Lewis, Paul Meier, Jan Milne, Ron Prewett, Bob Oleson, and Sherie Star, ALTA Board Secretary and ALTA Property Manager. Board Members Not Present: None Bob Wiesenthal, President, called the meeting to order at the Charbonneau Country Club, Wilsonville, OR at 7:05 pm, and greeted the homeowners present. Sherie Star announced that there was a quorum for the conduction of business, represented by 36 unit owners in attendance and a total of 129 proxy votes. Bob Wiesenthal welcomed those present and recognized new homeowners from 2014 and this year. There were 21 new homeowners in 2014, 3 new homeowners so far this year, and 20 new homeowners in This represents a change in ownership of approximately 17%. Sherie Star, Property Manager and Board Secretary, and Ann Higgins, Bookkeeper were introduced and recognized for their ongoing efforts and contribution to the association. Board members were introduced, and Bob Bowden was especially recognized and thanked for his 6 7 years of service on the Architecture Committee, as well as Past President and Vice President, as he retires from the Board this evening. The 2014 annual meeting minutes, as provided to attendees, were open to review. A motion and second to the motion was brought from the floor to accept the minutes as written. The motion passed unanimously. President s Remarks: Changes, improvements, and contributions to the association this past year include bark dust program, geese control, pool improvements, landscaping projects, and trees. The President noted that potential home buyers are impressed by observation of home improvements, new landscaping, new roofs, and tree replacements, showing that Charbonneau was where they want to live. Bob Wiesenthal encouraged homeowners to present ideas and suggestions to the Board, which may or may not be implemented, or may not be implemented immediately, but will receive serious consideration by the Board. He encouraged homeowners to work together, and with their contractors, especially regarding use of guest parking. Parking on the street should be avoided whenever possible. There are special rules regarding the overnight parking of campers. The Property Manager should be contacted for any special request. It is the goal of the association and the board to be reasonable and work together, while keeping in the mind our governing rules and CCRs. 1 - DRAFT

2 Finance Report: Jan Lewis presented a financial review of 2014, showing that actual expenses were within 98.7% of the budget. The small surplus was moved into Reserves. 92.4% of available funds are held in Reserve Accounts. Monthly dues are in good order, with the exception of two unoccupied homes, past dues for which total over $14,000 in Receivables. ALTA financial records are audited each year. Copies are available on request. The budget for 2015 is $806,000, representing a 1.6% increase over last year. No major changes occurred, and annual bark dust application to 1/3 of our homes is included as an operating expense. As the economy improves, we will see increases in labor costs and materials. If the minimum wage (currently $9.25) goes up, ALTA will feel the effect, mostly in Landscape where Garron Grounds workers are primarily hourly workers. ALTA CCRs: Jan Lewis presented a proposal to amend the ALTA CCRs. The first change is regarding repair and replacement of gutters. The change proposes that gutter replacement and repairs come to an end when gutters on all homes have been replaced one time. Approximately 175 gutter replacements have taken place to the best of the Board s knowledge and records. Discussion and questions included developing a standard for new gutters when replaced by the homeowners, and determining if a home had received a gutter replacement as they were entitled to. The other change, more of a housekeeping issue, involves the painting schedule, which according to the CCRs is every 4 years. It is well known that ALTA has been on a 5 year cycle for many years. The Board is researching the possibility of extending the cycle, or creating a flexibility in the schedule based on actual necessity and cost. In other words, the new language will read painting intervals to be at intervals as reasonably determined by the Board. It was noted that 50 homes will be painted this year, and no deviation from the 5-year cycle is imminent. The consensus from the attendees was to move forward with a draft amendment to submit to the homeowners for approval at a later date. Reserve Funds and Reserve Study: There is currently approximately $507,000 held in reserves for pools, landscaping, etc. The Reserve Study was first completed in 2005 and is reviewed and updated every 3 years. The good news is ALTA is very fiscally sound. However, it is difficult to project 30 years in advance, so the Reserve Study is necessarily a very fluid document. Funds must be kept liquid, and as a non-profit, the association cannot invest these funds, nor does the association want to expose the funds to risk. The funds are deposited in 3 separate financial institutions in order to stay below the FDIC-insured threshold of $250,000 per account. IRS Resolution for 2015 was read and a motion from the floor was requested to approve the resolution which allows ALTA to transfer excess operating funds for the year to Reserves. A motion and second from the floor so moved, and was unanimously approved by voice vote. Architecture Report: Ken Lewis reported that the committee reviewed many Architectural Change Requests (ACR) for new roofs, decks, patios, driveways, walkways, trellises, etc. Any changes that impact what your neighbor sees requires an ACR. Some ACRs may require neighbor acknowledgement 2 - DRAFT

3 of the proposed change. We are proud of our community and want to maintain standard of consistency. An ACR is not needed for home maintenance or repairs. Painting: Last year 51 homes were painted, and gutters were cleaned. This year 50 homes will be painted and some or all pool houses. The committee will begin pre-inspections soon. Paint color samples will be distributed and homeowners are reminded that roof mates must agree on the color. Included in the painting are the courtyard gates. A homeowner can opt out of hand painting the gate. If a powder coat application is desired, that is then handled by the homeowner. The Committee is researching extending the paint cycle, which has indicated that extending the cycle to 6 years would result in a 3-5% increase in painting costs per home, and a 7 year cycle would result in a 10% increase in painting costs per home. So overall costs would be higher per home, but result in a lower annual budget because few homes would be painted on a 6 or 7 year cycle. A concern is added deterioration. An example would be a fence that could last for 5 years, but would not last for 7 years. ALTA also wants to keep our homes looking fresh, so the difference between a 5 year cycle and a 7 year cycle will be visible. Roofing Standards: The Charbonneau Country Club has updated the roof installation standards. Shake roofs will no longer be allowed, and there is new standard for transitioning between roofs that are on the same elevation as an adjoining neighbor who does not replace his roof at the same time. The new standards will be published in the Charbonneau Directory to be available in May. There was a comment from the floor about the unsightliness of excessive patching of existing shake roofs. Landscape Report: Jan Milne reported on landscape maintenance and improvements for the year. A recent project included re-landscaping a common area at the west end of Middle Greens Road by the guest parking pad. ALTA s contract with Garron Grounds is structured for general maintenance and workers must not be requested to perform tasks when they are required to complete contract work within their work schedule. Pruning is scheduled for 6 times a year, with the objective to prune plants when needed and at the proper time. Pest Control: This is a big budget item. Crane fly and bill bug are sprayed annually, if the golf course sprays. Azalea lace leaf bug is also sprayed, and is budgeted again this year at an estimated cost of $6,000. The Committee is researching the possibility of saving some budget dollars in his area. Bark dust: 81 homes will receive bark dust this year in early June. This year s application includes homeowners who didn t receive bark dust in 2013 or /30 Program: In 2014, 13 homeowners received credits totaling $9,199 from ALTA, with relandscape projects resulting in over $42,000 spent. This program is part of the annual budget, 3 - DRAFT

4 and has to be approved every year. ALTA sets aside $10,000 in the expense budget to contribute to landscape renovation projects that are designed and installed by Garron Grounds for the homeowner, and approved by ALTA. Trees: Strong winds this past fall and winter saw many fallen branches and a couple of toppled trees. Several homeowners have removed street trees and replaced them with the new specified street tree, the Karpick maple. Karpick maples were selected to replace sweet gum and honey locust street trees. Approximately 34 existing sweet gum trees were also treated to reduce help reduce by up to 70% the cockle burrs they produce. Removal of two large trees at the Village Crest Pool is being considered. Their size and continual shedding is compromising the pool s infrastructure and equipment life. Projects: A major renovation of the landscape on the Arbor Lake Drive side of the Arbor Lake pool is being reviewed, and 1 2 irrigation zone splits are expected to be completed this year. Squirrel damage: Homeowners are requested not to feed the squirrels, which are a wild animal in the rodent family. Squirrels need water after being fed, and seek out sprinkler heads not only for the moisture they need, but they gnaw on the plastic heads as a means to keep their teeth short. Garron replaced more than 150 heads last year that were damaged by squirrels. This is a fairly significant impact on the expense budget at a cost of up to $30 per head in labor and materials. Pools Report: Paul Meier reported that of the 4 association pools -- located at Village Crest Lane, Old Farm Road, East Lake Court, and Arbor Lake Drive -- 2 or 3 will open on Memorial Day weekend and 1 or 2 may open earlier or later depending on the weather. The same is true when 2 or 3 of the pools typically close after Labor Day, with 1 pool remaining open until as late as the end of September if the weather remains dry and warm. Last year there was a request to increase the water temperature several degrees. This request was accommodated at Village Crest pool to test the effect on utility costs and equipment. There was little difference in utility costs, but the effect on equipment is not yet determined. The temperature at this pool will be increased again this year. Contact the Property Manager if you need a pool key. The key opens the gate of all 4 pools. Pool Safety: The pools belong to the homeowners and their guests to respectfully enjoy and use. Rules, set by the State of Oregon, are posted at each pool and can be found in the ALTA Handbook. In particular, homeowners must accompany guests, no lifeguard is on duty, pets are not allowed in the pool or pool enclosure, and glass containers and food is not permitted. Homeowners are asked to lower the umbrellas when they leave the pool area, and make sure the gate latches behind you. Last year an umbrella was knocked over by the wind, taking a glass topped table with it. Broken glass got into the pool, which had to be closed, drained, cleaned of 4 - DRAFT

5 glass and re-filled. This cost over $800 in labor and materials impacts the use of the dues that homeowners pay each month. Election of New Board of Directors: Sherie Star, ALTA Board Secretary, announced the receipt of 129 proxy ballots, voting for the nominees: Steve Conway (first term), Bob Wiesenthal (second term), Paul Meier (second full term), and Bob Oleson (second full term). No nominations were brought from the floor, and the newly elected directors were welcomed to the ALTA Board of Directors. Homeowner Forum: A homeowner asked about lack of watering by the golf course last summer, which affected the lawns of many homeowners. Bob Wiesenthal explained the decision that was made not to water the roughs, which is not an unusual practice for golf courses. Bob Bowden reported that the new president of the golf club stated today that this will not be repeated this year, and is working on setting up regular meetings of the golf club and homeowner association presidents to discuss and resolve common issues. Homeowners were encouraged to call the Charbonneau Golf Club President directly with any issues or concern. Bob Wiesenthal informed homeowners of several recent car prowls and cautioned homeowners to be careful to lock their vehicles and not leave valuable items inside. No further business was brought before the board or homeowners. An attendee expressed the appreciation of the homeowners for the dedicated service by the Board of Directors to the homeowners and the association. A motion and second was brought from the floor to adjourn the meeting at 8:45 PM. The motion passed unanimously. Respectfully submitted, Sherie Star ALTA Board Secretary ALTA Board Secretary 5 - DRAFT