Alicia Glenn Homeowners Association
Annual Board of Director Meeting Minutes
December 13, 2021
1) Call Meeting to Order 740pm (Megan)
2) Attendance and verification of quorum (1 required) --- Megan Anderson present, sole board member remaining. Eydie present for mgt.
A revision of agenda was made to appoint Sarah Erdman and Jared Allen to the board prior to continuing with additional business. Megan, as sole remaining board member appointed them both to the board. The meeting then continued as usual.
3) Reading/Approval of Minutes from 12/14/20 - approved unanimously
Review and ratification of all votes taken since the last meeting, approved unanimously as follows:
Passed Voting Results Report (none failed) - 2020-12-15 to 2021-12-13
| Alicia Glenn |
11461 |
1/1/2021 |
Dec 14 2020 BOD Meeting Minutes For Approval |
| Alicia Glenn |
11303 |
1/29/2021 |
Operations Expenditure Tor Bark And Play Chips Aardvark Bark $6428 |
| Alicia Glenn |
11722 |
3/12/2021 |
Acc Tree/Shrub Removal Request |
| Alicia Glenn |
11846 |
4/8/2021 |
ACC Add Air Conditioner Or Heat Pump |
| Alicia Glenn |
12030 |
4/22/2021 |
Vote To Select And Purch A Boulder With Alicia Glenn Engraved On It For $6K Orca Sign--From Reserves |
| Alicia Glenn |
12030 |
4/22/2021 |
Vote To Select And Purch A Boulder With Alicia Glenn Engraved On It For $6K Orca Sign--From Reserves |
| Alicia Glenn |
12066 |
4/25/2021 |
ACC Front Yard Renovation |
| Alicia Glenn |
12143 |
5/10/2021 |
ACC Driveway Extension Request |
| Alicia Glenn |
12422 |
6/8/2021 |
ACC Request To Install Artificial Turf |
| Alicia Glenn |
12647 |
7/14/2021 |
Vote To Add Mo Compliance Inspections And Data Entry To Mgt Svc At $50/Hr |
| Alicia Glenn |
13128 |
8/17/2021 |
ACC Remove Front Yard Tree Being Engulfed By Shrubs |
| Alicia Glenn |
13143 |
8/22/2021 |
ACC Landscape Change |
| Alicia Glenn |
12739 |
9/3/2021 |
Unauthorized Screen Added To Garage Door--CC&R Violation Turned To Acc Requ |
| Alicia Glenn |
13234 |
9/9/2021 |
Tagging On Perimeter Wall --Mgt Authority To Remove Graffiti Up To $500 Per Occurrence |
| Alicia Glenn |
13534 |
10/27/2021 |
Downed And Dead Trees Requiring Maintenance-$440 PA Appr-Vote For Perimeter |
| Alicia Glenn |
13658 |
11/18/2021 |
2022 Mgt Proposed Budget And Notice For Board Approval |
| Alicia Glenn |
13534 |
11/22/2021 |
Downed And Dead Trees Requiring Maintenance-$440 PA Appr-Vote For Perimeter |
| Alicia Glenn |
13567 |
11/30/2021 |
Recommended Lien Warning And Send To Collections If NR In 30 Days |
| Alicia Glenn |
13046 |
12/3/2021 |
General Lawn Care Incl Mow Strips - Weeding, Water, Mow-$50 Fine Waiver Requ |
| Alicia Glenn |
12120 |
12/3/2021 |
Treat All Lawn Areas For Weeds And Mow Regularly--$350 Fine Waiver Requ |
| Alicia Glenn |
12121 |
12/5/2021 |
Entire Front Yard Needs To Be Weeded-Fine Waiver Req. |
4) Reports of Officers: President, Vice President, and Treasurer
- Review of MyHOA Month-End Financials Packages/Invoice Billings, 9 owners in arears, most just owing a fine and have 30 days to pay, one top debtor in lien warning status with check on the way.
- Status of Accounts - Operating/Reserves balances reviewed
5) Property Manager’s Report (Eydie MyHOA-Online.com LLC)
6) Old Business
- Entrance Monument--project complete, right of way permits needed every 5th year at $120 per year.
- Barking landscape areas and adding play chips--done every 3 years
- Landscapers--Discussion regarding performance and decision made to look for another company, Eydie has a bid request out already. We will wait and review it before deciding. Need to sign new contract by Jan 1st, currently on month-to-month.
- Irrigation repairs will likely continue with each start up due to age.
- Graffiti tagging was removed twice.
7) New Business
- Nomination and election for board positions--Megan agreed to remain President, Jared will be Treasurer and Sarah will be Secretary. Board voted unanimously.
- Rule changes proposed for garbage can storage and oil on driveways was discussed. Legal opinion on changing the cans ruling based on CCR verbiage is in review. Management explained the violation process and the board will review the rules and propose any other changes once we hear back from legal if any are to be made in either rules or CC&R amendment. Discussion on why owners must keep up yards even if the HOA landscaper is not doing a good job. Owners do not get a waiver due to vendor performance, it is the boards job to stay on top of vendors and if they don't do a good job, replace them, that is what has been happening for over a year now, so it's time to go to bid now that the contract is up for renewal.
- Discussed changing of permissions in site for new board and gave a site tour. Discussed confidentiality and client attorney privilege with new board members.
8) Next BOD Meeting:
Immediately following next annual meeting unless one is called out of necessity sooner.
9) Next HOA Meeting:
December 2022, specifics TBD
10) Executive Session if required (Board Members/PM Only)
Delinquencies/Aging Report/Fines/Liens (Actions Proposed and/or Taken)
Homeowner Payment Plans (Status)
11) Motion to Adjourn Regular Meeting 8:41 pm