January 25th, 2022 HOA Board Meeting

January 25th Officer Meeting Agenda
Lane, David, Eva, Melissa, Chris

  1. Approval of meeting minutes
    1. Eva motioned to approve Lane second. All approved
    2. Meeting minutes will be sent out via email within 3 days of the most recent meeting; all board members must respond with their comments and/or approval
  2. Community Comment
    1. (Name redacted) – created a list of known homeowner violations and she reached out to Lane for an update on what the board is doing to reach out to these homeowners
      1. Lane let her know that it’s on our agenda to create a form letter to send. 
      2. David will re-visit the list and revise as needed; has a form letter created
    2. (Name redacted) – emailed with concerns about 1) how votes were collected via proxy prior to meeting and 2) reimbursement of neighbors sidewalk repairs – he thinks the expense should be shown on the budget
      1. Expense cannot be listed in the budget because we are not aware of the cost in advance, but we will show it on the YTD expense report 
  3. ACC Approvals
    1. No new approvals
  4. New Homeowners
    1. No new homeowners
  5. Website Updates
    1. Lane to go through updates
      1. ACC Approval form on website – Lane/David to discuss
        1. Concern about homeowners needing to choose which covenant is in violation – will this deter people from using it? – decided to make this not mandatory
        2. Do we need to add a ‘next steps’ – NO
        3. Can we setup an auto-reply to let them know that their request was received?
    2. Discuss additions – hold discussion until next month
  6. Payment Methods
    1. Only ACH will be added as a payment option (HOA charged 1%)
    2. No credit card payments for fees because HOA is charged 3% + $.25 per transaction. The current QuickBooks setup doesn’t provide a way to address this.
      1. Chris would like to research this credit card option with Quickbooks for 2023 HOA Dues payments to allow more options for homeowners to pay their dues 
      2. Do we want to add a line item for this onto next year’s budget? If we do, and the entire amount isn’t used for fees, we have to claim that money as income on our taxes 
    3. Instructions on invoice for options – online bank pay, cashiers check, money order personal check, Chase bank pay (Zelle), and added ACH option 
  7. Dealing with Violations
    1. Approval of website form
      1. Approved form without mandatory drop down to choose violations (see 1.a.i.1)’ 
    2. Discuss procedure for sending – below are some options
      1. Step 1: Send letter notifying homeowner of violation.  Within 10 days, if they do not respond either with proof of completion or steps to rectify…
      2. Step 2: Second letter sent giving them 30 days to complete
      3. Step 3: Attorney letter? Arbitration? Other?
      4. OR
      5. Step 1: Send letter notifying homeowner of violation.  Within 10 days, if they DO respond either with proof of completion or steps to rectify…
      6. Step 2: Homeowner and HOA rep schedule a time to meet on the property to approve completion 
    3. Approval of initial violation letter format – hold on approval
      1. Reviewed Lane’s draft of the letter
      2. We need to decide if this is a ‘courtesy’ letter or a ‘first notice’ – everyone submit a draft to discuss by Feb 1 
  8. Mailbox Letter Discussion
    1. Chris would like to send an email asking anyone who thinks they need repairs to contact us
    2. Melissa thinks we should just send a notice that we are starting replacements and if someone wants to make a request they can reach out
    3. Chris will re-draft the letter 
    4. Need to gather an accurate list of what mailboxes/posts were replaced and in what year 
  9. Stuffing Envelopes