Stonebridge Annual Homeowners Association Meeting October 18, 2015 Page 1. Stonebridge Homeowners Association Annual Meeting Minutes October 18, 2015

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1 Stonebridge Homeowners Association Annual Meeting Minutes 1 CALL TO ORDER; QUORUM ESTABLISHED Board Members Present: Elliott, Ellis, Michael, Susan, and Ken Chairperson Elliott determined a quorum of Homeowner Association Members (HOA) households were present. Number of households represented equaled 24 including Dan James (owner/developer of 9 lots pending sale/disposition by deed to private individuals). When the question was asked of the membership, no objections were expressed to the announcement that a quorum was present; a quorum that included Mr. James, who would cast one vote. Chairperson Elliott called the meeting to order at 3:05 p.m. 2 REVIEW OF 2015 INCOME/EXPENSES AND PROPOSED 2016 BUDGET (ATTACHED BALANCE SHEET AND PROPOSED BUDGET DISTRIBUTED TO MEMBERS PRESENT) Treasurer Michael reviewed the balance sheet as of. Review and responses included: o Assets Notation on the reserve account (35 percent of assets), which is required by state statute to be maintained in an account separate from other assets. Money set aside in the reserve account can only be used to pay for certain expenditures as enumerated in statute. o Liabilities Includes unpaid payables and outstanding dues. No liens have been placed on any properties because of nonpayment of HOA dues. Board decision is to be lenient towards unpaid dues at this time. Concern expressed about uncollected dues. Questionable whether the cost of filing a lien on properties for unpaid dues would be cost effective. Some unpaid dues are owed by homeowners experiencing hardship. The Board determines hardship. There is sufficient operating capital to cover debts. Estimate of $1200 of uncollected dues. Future expenditure (liability) for road maintenance was discussed. Mr. James confirmed that there will be a final lift of asphalt applied to subdivision streets once all homes have been sold, placed/constructed and completed. Once the final lift is applied, the HOA should anticipate required street maintenance (asphalt sealing work) to be needed in about years. o Review of 2016 Proposed Budget: Income from dues on 50 homes at $300/year = $15,000. Expenditures were reviewed including insurance, utilities, maintenance, professional services, administrative expenses and meetings/social gatherings. Reiteration that reserve account can only be used for certain expenditures. Ending balance estimated to be -$320. If the estimated shortfall is realized, the Association account equity will cover. Treasurer Michael noted the budget presents a Page 1

2 realistic picture of income and expenditures anticipated. The estimates were based on trending/experience of past HOA income and expenses. Discussion followed on potential expense-trimming suggestions: Water is $600 a year and used primarily to water the common area gazebo park. Cutback suggestions included: watering less often, replacing some or all of the lawn with barkdust. A homeowner is currently taking responsibility for watering the gazebo park area and receives remuneration through a discount on HOA dues. Landscaping contract was discussed ($5000/year). The contract was awarded to current contractor through a bid process. Exploration of less expensive options was discussed. After discussion, individuals or businesses can bid on the landscaping services contract, which expires in January Bidder will be evaluated to determine if they have the ability to properly fulfill the terms of the contract for maintenance of all the common areas including needed equipment and manpower for weekly maintenance. Contractor is also required to dispose of yard debris collected from the common areas. 3 PERMANENT CHANGE OF DATE OF ANNUAL HOA MEETING Secretary Susan noted the Bylaw requirement that the annual HOA meeting be the last Monday in September while the CC&R requirement is the first Saturday in October. The Community Room was unavailable this year on either date -- October 18 was the first Sunday open for the meeting space. After offering some ideas and some discussion by the membership, Secretary Susan suggested the members vote on changing the requirement to state that the annual meeting will be held on a Sunday in October. At the end of the meeting, present household representatives voted (by ballot) on this proposed change to the annual HOA meeting date. 4 CORRECTION OF TYPOGRAPHICAL ERRORS IN CC&RS AND BYLAWS Secretary Susan described some of the typographical errors discovered in the CC&Rs and Bylaws, including misspellings, missing words, grammatical errors, and inconsistencies. In addition the association is referenced as Summit Ridge in one place instead of Stonebridge and this should be corrected. Proposed corrections will not alter the meaning/intent of the documents. Once the corrections are made, the updated documents will be filed and recorded as required. There will be a small recording fee. At the end of the meeting, present household representatives voted (by ballot) whether to authorize the secretary to make the corrections/changes as proposed. 5 PROPOSAL TO PURSUE INSTALLATION OF CLUSTER MAILBOXES FOR STONEBRIDGE Secretary Susan summarized the recent activities by the Depoe Bay Postmaster reference discontinuation of free mailboxes to Depoe Bay residents. Some HOA members have free post office boxes while others are required to pay a fee. Due to controversy, the Postmaster s decision to end all free post office boxes was delayed; however, this issue will be revisited after the first of the year. The cost for a small post office box is currently $50/year. Secretary Susan advised that the Postmaster suggested a cluster mailbox for the Stonebridge Association. At the time of initial development, developer Dan James was unable to secure postal delivery to the new subdivision and new households were required to receive mail service by procuring a post office box. Page 2

3 Secretary Susan and the Postmaster reviewed potential sites for a cluster mailbox, including one box for each subdivision address, one box for the HOA,six larger parcel lockers, and four slots for outgoing mail. If a parcel is too large for the parcel locker, the mail carrier will deliver the parcel to the door. Mr. James has agreed to install the cluster mailboxes. A roof for the mailboxes is planned, which will protect mail from elements when delivering and retrieving mail; the roof will also extend the life of the mailboxes. The site selected is opposite the current HOA bulletin board. The estimated cost of covered cluster mailbox units is $5200 and the cost of installation is $5000. Based on this estimate, each property would be charged a special assessment of $100 to cover this cost. This would be a one-time charge. Discussion followed: o When will this occur was asked by a member. Secretary Susan said this would possibly be next year. The Post Office is going to readdress and start discussions again about ending free post office boxes in January. o A member brought up three issues summarizing opposition: 1) Safety concerns about vehicle activity around the mailbox. 2) Suggested a roof was not needed. 3) This member s household would not use the mailbox. o Are there a plan to have the cluster mailbox area lighted was asked by a member. No plans to light the area are in the current proposal; however, this will be followed up as a good idea. Feasibility and costs for lighting can be looked into. o A comment was made about the inequity of the expense of the $100 for the potential cluster mailbox assessment because a future homeowner wouldn t have this assessment. This was followed by someone else pointing out this could be addressed at the time of resale of a home as one of the conditions as well as having mail delivery as one of the selling points. o A suggestion was made to establish additional contingency funds for unexpected expenditures such as this; that is, a fund designated for things that could potentially benefit the neighborhood.discussion followed. Treasurer Michael commented on how to realistically and/or cost effectively develop another contingency fund(s). o A member referred to the constitutionality pertaining to assurance of mail delivery. Also, the Depoe Bay City Council is looking into this matter and was said to be in communication with the US Postal Service. A suggestion was made to contact the Council to determine the status of these talks. This matter was not a matter for a vote at this time. However, Chairperson Elliott asked for a show of hands of the membership to determine whether the Board should pursue looking into the potential of cluster mailboxes. Support to continue pursuing was given with 14 hands raised to pursue and 5 hands raised not to pursue. 6 DISASTER PREPAREDNESS Chairperson Elliott opened up for discussion on the interest of the membership to form a committee for Disaster Preparedness. Stonebridge is well known higher ground and in the event of earthquake/tidal wave activity, our development will likely be inundated with residents and tourists looking for safety/refuge. There was lengthy discussion about local college and county sponsored speakers who give informative, scare-worthy talks about the likelihood of such catastrophes and how to prepare. One suggestion was to develop a list of skill sets present among our Association for possible resources to tap to prepare for and utilize in a disaster situation. A member advised that there is an upcoming presentation sponsored by the community college. Page 3

4 Support was expressed for continued exploration of hosting a disaster preparedness presentation. There might be costs associated; i.e., rental of the community hall. It was suggested that the presentation could be opened up to the community at large. After the presentation, the Association members could decide on whether they want to serve on a committee. The information received at the presentation would give members a better idea of what needs to be addressed for a plan for disasters. People offering to serve on the committee at the time of the annual meeting included: Joanne Sugarbaker, Karen Andreika, Bob Wheatley, Cathy Wheatley and Jim Carroll. Elliott, Joanne, and Karen said they would get together to organize a future community meeting with a disaster preparedness representative. 7 FEEDBACK REQUESTED FROM MEMBERSHIP ON HOW CCRS AND BYLAWS SHOULD BE ENFORCED/HOW TO DEAL WITH INFRINGEMENTS Treasurer Michael introduced this topic. He reviewed the primary responsibilities of the Board, which includes paying the bills of the Association. Members have been coming to the Board with complaints about non-compliance with the CCRs and Bylaws. All members signed these documents indicating they would comply with the provisions. Sometimes, these provisions are subject to interpretation. Treasurer Michael commented on the spectrum of viewpoints on enforcement there are those who favor a literal/strict interpretation for compliance, while there are those who are of the opinion that it is their property and their right to determine how they will utilize their property. The Board has been lenient enforcing the rules. Treasurer Michael advised the Board members would like to hear from the membership about what we want as a community. Comments to and from the Board included the following: o There should be no selective enforcement. o No desire to have the neighborhood become a police state. o Desire expressed to develop a sense of home or homey environment. o Look to cause for why there is non-compliance; find a way to work together or offer assistance if an issue could be resolved. o Support for literal but friendly enforcement. Avoid selective enforcement. o Distaste for the No Skateboarding sign was expressed. It was explained that this was done for liability purposes and to satisfy the insurance carrier, thereby saving money on liability insurance. o Support expressed for strict enforcement, citing the reason why they moved to Stonebridge was because there are rules in place that will protect property values. o Acknowledgement that the Board has an important role to play in upholding the underpinnings of the agreed upon Association rules. Suggested that it is important for self-policing; it is everyone s responsibility. Seek ways to approach one another to determine if a member might be having issues and needs help; consider ways to help one another if possible. o Board wants to avoid an us versus them mentality. 8 DESIGN COMMITTEE Chairperson Elliott gave design Committee Member Lynn Smith the floor. She reviewed how the Committee has been operating with requests (applications) for changes and improvements to members properties. She was seeking direction from the membership on how to the Committee should proceed with its charge to facilitate compliance with the CCRs. o Discussion included that the membership wants to keep up the community. Page 4

5 o The Committee looks first to determine whether a change to the property affects adjacent properties. o Committee is playing it by ear with regard to decision-making noting the spectrum of members who are property rights advocates to those who want strict enforcement of the CCRs. The Committee seeks a balance by looking at how an activity on a property affects the whole. o Recommendation that members review the CCRs and the responsibilities of the HOA membership to protect natural resources (within and adjacent) including the protection of South Depoe Bay Creek. o Committee considers terrain alteration activity with concerns directed toward tempering projects that will adversely affect drainage on neighboring properties. o Simple plants and landscaping improvements have not been a problem; however, care must be taken with changes in elevation affecting drainage. Also, if a homeowner plans to repaint the exterior of their home the same color, then there are no concerns. o A Member praised and thanked the Committee for doing a good job. One of the primary concerns is to enforce rules with a guiding factor to be that of protecting property values. o Ms. Smith suggested, if people are uncertain about whether they should proceed with a planned property improvement, or contact a Committee member to determine whether a formal application should be submitted for Design Committee approval. This is helpful to a homeowner to avoid a situation where an improvement will need to be redone to correct an adverse impact on a neighboring property. o A member suggested that homeowners talk to their neighbors to find out if there are concerns or objections to a proposed project. o Reiterated to the membership to please review the CCRs. Current CCRs are dated March 14, The updated CCRs, if corrections are approved by the membership, will be forthcoming. 9 HOW SHOULD INFRINGEMENTS OF CCRS/BYLAWS BE REPORTED IN BOARD MINUTES? Secretary Susan requested input from the membership on the above question. After discussion, majority of the membership (by a show of hands) indicated infringements should be listed by address only in meeting minutes. 10 OTHER ISSUES Members discussed outside lights. There are members who like the darkness for stargazing while some members have family members who work late at night and want to have outside lights on until all household members are safely home. Acknowledgement from members on the safety issue but for care to be taken so lights do not shine on neighboring properties. Rules pertaining to outside lighting are vague; language says to have lights point down. Paul requested members using the RV park to keep in assigned spots, this helps keep RV spots open to accommodate the size and shape of the RVs that need to park within RV park. Paul agreed to get a list of those who are assigned spots in the RV park to talk to them about staying in assigned locations. Page 5

6 11 ELECTIONS Chair Elliott called for ballots to be cast on election of the Board (three members) and for the two issues that were outlined on a display board for the membership to cast their votes. (One ballot for each property.) The names and issues on the display board included the following: o Vote for three: Ken Jolin DeAnn Norton Susan Sylvester Ellis Tuller o Vote Yes or No: Change of annual meeting date. Correction of typo errors. Ballots were collected and submitted to Dan James. He and his secretary will tally votesand Secretary Susan will post results the next day. Announcements were made for an upcoming Halloween Witches Food Drive and the HOA Christmas Party on December 5. Canned and dried food may be brought to either Penny Thompson s or Doris Moody s homes. 12 ADJOURNMENT Chairperson Elliott adjourned the meeting at 5:20 p.m. The nest Board meeting will be Tuesday, December 1, at 5:30 p.m. at the Northwest Homes Office, 3414 N. Highway 101, Depoe Bay. Respectfully submitted, Susan Sylvester, Secretary Transcribed by Cathy Wheatley Approved by the Board: December 1, 2015 Page 6