Lake Winterwood BOD Monthly Meeting Minutes

December 11, 2023

Location: Elizabeth T's House

General Meeting (6:30 pm)

1) Meeting called to order 6:33 pm by Dave C.

2) Attendance and verification of quorum: Dave C., Elizabeth T., Chriss G., Rick S.

Michael L. - excused

Guest(s): Eydie Leighty (MyHOA-online.com)

3) Approval of Minutes from November BoD Meeting: Motion to approve.  Approved.

4) Voting Report; ratify decisions/votes taken since last meeting:  Motion to ratify.  Ratified.

Issue    Date Voted    Issue Title
20765    11/13/2023    Vote for Reimb To George T of $311.66 for General Maint from GM Acct.
20786    11/15/2023    Waive Late Fee for New Residents lot 19
20807    11/20/2023    Vote to Approve Nov Board Meeting Minutes
20829    11/30/2023    Sport Court Reservation from Wed 11/29 thru Tues 12/6 All Day for Gate Install

5) Financial Review November statement:

• Income/Dues delinquencies: two homeowners 2 months delinquent.
• Expenses: November expenses totaled $6,539.58.  One single reserve expense of $760.90 for tree removal. $503.56 for general maintenance reimbursements to George T., Rick S. and Mike T.  These were approved expenses.
• Detail on previous PLM irrigation expense $652.80: Assessment was done to determine the viability of current front entrance irrigation system.  PLM’s assessment revealed the system is outdated with multiple leaks and valve problems.  PLM’s recommendation is to install an entirely new system.  The cost to rebuild a system that has not been functioning for many years and has mainline and valve issues could easily surpass the cost for a new system.  Dave C. will seek bid from PLM and the board will determine next steps.  Follow up January BoD meeting.
• Reserve Balance: $75,464.95

6) Old Business

• Issue 20846 – Vote to approve President and Treasurer to LWW bank accounts and issue debit cards to pay for approved expenses. Motion to approve. 
• Issue 11342 – Limited Access Gate update: Installation of gate complete. Special thanks to Graeme and Lindsay C. for being willing to support the project offering access to water to complete the installation.  Thanks to Elizabeth T. for all her efforts in taking this project to completion.

Follow up on signage in process.  Elizabeth has requested quote from Zumar for two “No Parking Anytime” and reflective red/white (Standard Plan 913) signage along with red/white reflective sheeting tape.  Estimated costs: $347.83  Motion to approve.  Board approved.  Auburn Safe & Lock will be quoting on proper safety locks for the gate.

Insurance for the limited access gate is currently insured under unlisted assets.  To add the gate as an asset under our current policy it would increase our monthly premium rate by $5.  Motion to approve.  Board approved the additional cost to add the gate to our Business Policy.

• Issue 17006 – Small Lake shore damage project complete. $14,984 will be paid out of reserve account for this project. 
• Issue 20577 – Swale 1 clean up – complete. $5,896.47 will be paid out of reserve account for this project.       

Board Member Action item status:

• Proposed event/activity: Little Library – board approved “Little Library” installation up to $500. Location will be between small and large lake entry walkway (northeast side of park).  Installation to take place in Spring.
• Short Term Rentals: no required follow up at this time.
• Multiple emails per household: Clarification: Our current MyHOA-online management system offers one (Primary) Login for each lot’s account access. The Primary email is used for system notifications and violation notices. Homeowners are able to have two email addresses per household (a primary and a secondary).  The secondary email can be used to receive the newsletter and other informational notifications that the board requests to be sent to the community.  Elizabeth to follow up with Michael L. on status of mailing list on our shared platform.

LW Committee updates:

• Events: Holiday Walkabout/Scavenger Hunt: Friday, December 22^nd from 6:30 pm -8:30 pm. Two warming stations: 184^th SE cul-de-sac and SE 281^st Ct. cul-de-sac. Request for $100 budget for food/drinks for warming stations.  Motion to approve.  Approved.
• Communications: Holiday Walkabout & Scavenger Hunt flyer posted.
• Maintenance: Status: Survey to remove newspaper boxes – results: 36 in favor of removal, 3 voted to keep. With overwhelming positive response newspaper boxes will be removed by February 1, 2024. 

Maintenance Report: Fountain small lake pulsating.  Rick S. and Dwight M. assessed.  Rick S. contacted Scotts Pumps and was advised to leave fountain on for 15-20 minutes per day.  Rich H. adjusted fountain timer.  The plan is to pull the pump out in the Spring and clean filter.  Rick addressed a homeowner concern regarding PLM picking up leaves and maintaining common areas.  PLM informed and since cleared the area.  Rick also requested PLM’s follow up on repairing/reimbursement for damage done by their equipment to bridge on northeast side of park.

PLM 2024 contract is up for renewal: place on agenda for January BoD meeting

• Safety: Chriss G. gave brief update: Lindsay doing a great job researching community safety issues. Safety levels are generally higher in a community that looks and acts engaged.  Lindsay has started an Incident log, looking into proper lighting around Limited Access Gate, following up with City on Block Watch program.  Meetings to be held quarterly – next meeting: 2/13, 7 pm 

7) New Business

• Staggered CD Investment options: Rick S. has researched options through Edward Jones. Rick will reach out to Michael L. to present option and make a decision by January BoD meeting.
• Revise Park Usage Guidelines to include Limited Access Gate: Elizabeth T to work with Michael L on updating Usage guidelines.  Eydie has added Sport Court and Gate to drop down option when making park area reservations in our neighborhood management system.
• Elizabeth T. requested approval of printer toner expense in the amount of $89.17 for event printing of flyers, creating welcome packets. Requested an annual budget up to $100 per year to allow for these expenses.  Board approved reimbursement in the amount of $89.17 and adding an annual budget up to $100 for printing expenses.
• Review Parking Standards at next board meeting.

8) Next BOD Meeting:  Monday, January 8^th, 6:30 pm, Rick S’s, lot #88

9) Adjourn Meeting: Meeting adjourned at 8:11 pm