2023-01-10 2022 Annual Meeting Minutes (only owner portion ratified)

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Vintage Hills Division V Homeowners' Association
Minutes for Annual Meeting and BOD Meeting on January 10, 2023

1) Call Meeting to Order noon (Matt Rivera, President)

2) Attendance

3) Reading/Approval of Minutes

Nov 4, 2021 Minutes read and ratified Motioned, Seconded, Passed (MSP) M-Matt, S-Scott, passed unanimously.
The board ratified the following votes for entry into the minutes which occurred between meetings by unanimous consent:
MSP- Motioned to ratify and enter into minutes by Matt, 2nd by Scott, passed unanimously:

Passed Voting Results Report - 2021-11-05 to 2023-01-10

Account Name Issue Date Voted Issue Title

Vintage Hills V 13670 1/14/2022 Tree Roots Damaging Homeowner's Property--Pacific Arboriculture $606

Vintage Hills V 13785 1/22/2022 TIMS CONTRACT RENEWAL- URGENT DUE JAN. 1

Vintage Hills V 14107 2/9/2022 Vote To Approve MYHOA To Sign 2021 Engagement & Tax Filing Dx

Vintage Hills V 12405 4/24/2022 Vote For REVISED Scotch Broom Removal Around The East Pond $1668.02 Tim's

Vintage Hills V 15819 6/30/2022 ACC Request To Paint House

Vintage Hills V 15768 7/26/2022 Irrigation Controller Repair Tim's Landscaping $898

Vintage Hills V 17591 12/14/2022 2023 MGT Recommended Budget And Notice/Agenda For Board Approval

Vintage Hills V 17970 12/20/2022 Vote To Approve Meeting Date Of Jan 10, 2023 (Tues) Via Webex For Rescheduled 2022 Annual

Vintage Hills V 17844 1/6/2023 Vote To Renew Tim's For 2023 Was $188.27 Now $207.00 (done in sppecial meeting 1/6/22 by majority vote

Failed Voting Results Report - 2021-11-05 to 2023-01-10

Account Name Issue Date Voted Issue Title

Vintage Hills V 17844 12/20/2022 Vote To Renew Tim's For 2023 Was $188.27 Now $207.00

Vintage Hills V 17793 1/6/2023 Play Chips Beauty Bark Project Tims $2175.58--Declined

4) Reports of HOA Manager and Officers

Report of the HOA Manager: review of MyHOA month-end financials invoice billings etc.--bills go out by tomorrow, had to wait for budget ratification to assess owners. Eydie reviewed the budget and account balances.
Status of Accounts - Operating and Reserves--all owners are paid in full, cash flow made it necessary to borrow from reserves, to be repaid in 2023 due to not having the December prepaids coming in like we normally do.
President's Report - Care and compassion were taken in creating the budget. It was not taken lightly.

5) Old Business

Mailbox enclosure(s) project to remove or replace second one (city right of way permits etc. vs. removal of shelter and install new cluster box
2022 projects:
- Noxious weed removal
- Tagging incidents
- Tree removal due to encroachment
- Playground inspection plans cancelled--discussions re: tot lot to continue
- Location of irrigation system controller

6) New Business

Election for 2-yr term currently held by Matt Rivera that ended Nov 2022 (board members stay on until their replacements are appointed or elected per RCW) MSP-motioned by Tom to re-elect Matt, 2nd by Sophal, passed unanimously.
Discussion and ratification of Board-approved 2023 annual budget. MSP- Motion to approve by Matt, 2nd by Tom, passed unanimously (also passes by RCW without a vote as less than 51% voted against.)

7) Next BOD Meeting:

ran concurrent due to workday time limitations. Next planned meeting immediately following the 2023 4th qtr annual meeting.
Board business conducted during this annual meeting:
- Board voted unanimously to stay in the same officer roles for another year.
- Jan 6, 2023 Board meeting minutes to be approved online due to time constraints.

8) Next HOA Meeting

9) Motion to Adjourn Regular and BOD Meeting 1235 pm, MSP, adjourned by Matt

10) Board Meeting and Exec Session if required (Board Members / HOA Manager Only)*

*Board meeting held simultaneously since no owners were present, normally held immediately following the meeting.