Meeting Minutes
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Minutes Annual Meeting April 2007 (unapproved)
Pioneer Ridge (Highpointe) Homeowners Association Annual Meeting Minutes April 26, 2007 Mattson Middle School Gymnasium 16400 SE 251 ST ,COVINGTON, WA
The meeting was called to order at 7:15 p.m. by the Board President, Bob Davenport.
Minutes
The minutes of the April 27, 2006 Annual Meeting were approved as presented.
Introduction of Board members
The 2005-2006 board members were introduced to the audience.
2007 Review
- Landscaping
- Overgrown vegetation removed
- New shrubs
- Seasonal Flowers
- Barking (08)
- Pressure washing of common area sidewalks and sports court contracted
- Repair of fence at drainage pond contracted
- Renovation of lawn in common area (aerate, dethatching, lime, overseeding) contracted
- Review of all governing documents
Treasurer’s Report
- Expenditures February 1, 2006 through January 31, 2007
- Actual vs. Budget see attached
- Vendor ledger (payments made) see attached
- Budget February 1, 2007 through January 31, 2008 see attached
- Status of dues collection 3 homeowners not paid up.
Treasurer’s Report approved.
Committee Reports
- Social Committee
- An appeal was made for chairpersons for the various social committees
- Welcome Committee
- Jennifer Howard and Korrin Wing volunteered to assist.
- Garage Sale
- Jackie Proffitt will coordinate the annual garage sale
- Directory
- a new directory was distributed to homeowners present. Howard, Proffitt, and Fitzwater volunteered to assist with the distribution.
- Neighborhood Watch
- Currently there is not chairperson.
Proposed changes to the Bylaws and Covenants
The proposed changes were reviewed and discussed. Signed proxies and declaration forms were collected from all present. Additional signatures will be solicited.
Discussion Items /Motions from the floor
There were no motions from the floor.
Nomination / Election of Board of Directors for 2006-2007
The following slate was nominated:
| Position | Individual |
|---|---|
| Secretary | Chris Whorton |
| Treasurer | Jennifer Howard |
| Director | Brian Borgstadt |
| Director | John Bothell |
| Director | Don Fitzwater |
| Director | Shawn Moloney |
| Director | Mark Wheeler |
The slate was elected unanimously approved with the understanding the Board would select its own President and Vice President from the Directors.
The meeting was adjourned at 8:30 p.m.
Chris Whorton
Secretary
Attachment: Treasurer’s Report
Minutes Special Meeting October 16, 2007 (unapproved)
Pioneer Ridge (Highpointe) Homeowners Association Special Meeting Minutes October 16, 2007 Whorton’s Home 26453 161ST AVE SE, COVINGTON, WA
The meeting was called to order at 7:30 p.m. by the Board President, Brian Borgstadt.
Minutes None
Introduction of Board members Board members were introduced to the audience (Jackie Proffitt). Board Members Borgstadt, Moloney, Howard, Whorton, Fitzwater, and Bothell were present.
Approval of Proposed Changes to Bylaws The Board of Trustees in accordance with the proxies received, cast 86 votes to adopt and Amend and Restate the Bylaws presented at the Annual Meeting and to change the name of the Association from Pioneer Ridge Homeowners Association to Highpointe Homeowners Association. The 86 votes represent 80% of the membership. As a two thirds vote of the membership is required to amend the Bylaws, the Bylaws are amended and restated.
Changes to Covenants The Board has received 88 signed instruments. The 88 votes represent 82 percent of the membership. As the Covenants require 80 percent of the membership to sign an instrument to amend, the Covenants are amended and restated.
The meeting was adjourned at 7:45 pm.
Chris Whorton
Secretary
Minutes Board Meetings
Minutes Board Meeting May 1, 2007 (approved)
Highpointe Board Meeting Minutes for 5/01/07
Attendees:
Brian Borgstadt President Shawn Moloney Vice President Jennifer Howard Treasurer Chris Whorton Secretary John Bothell Director Don Fitzwater Director Mark Wheeler Director
Absent: none
Meeting called to order at 7:15 PM
Organization Brian Borgstadt was selected President and Shawn Moloney was selected Vice President of the Association
The minutes of the March 15, 2007 Board meeting were approved as submitted.
The minutes of the April 26, 2007 Annual Meeting were approved with corrections for submittal at the next meeting of the Association
Treasurer’s Report
- Three homeowners have not paid their dues. Liens will be filed this month.
- Checks written in March were reported.
- The Board unanimously passed a resolution to add Jennifer Howard and Brian Borgstadt as authorized signers on the Association’s bank accounts; to retain Jacqueline M. Perriella as an authorized signer and to revoke the signature authority for David Bovee, Regina Herron, and Robert Davenport.
Landscape
- Color planting monthly maintenance was performed, report attached.
- Replacement shrubbery installation was completed.
- Connections for pressure washing were installed in the irrigation system at the Sports Court, by the electric meter, and near the picnic table.
- Pressure washing, aerating, and dethatching are pending.
Homeowners request for approval
- Lot 71 Pegg, 26446 161ST PL SE Deck (less than 2 feet off the ground) with Planter bench seating approved 3/26/07.
- Lot 86 Campbell Replacement of siding with color change New color Jungle Palm WP1240 Weiss Cascade approved 4/8/2007
- Lot 23 Wallace Changed fence location, tree removal, and new retaining wall. Plans submitted were approved subject to verification of agreement of impacted neighbor, Kim, Lot 22.
- Lot 55 Bothell Widening of driveway, storage shed installation, house color change, new walkway Widening of the drive and installation of the new walkway was approved after review of the site by the Board. Approval of the storage shed and paint color were differed pending submittal of additional information.
Miscellaneous
Revision of governing Documents Approval of 86 homeowners is required. Twenty nine approvals have been obtained.
The Board unanimously approved motion to limit the use of the sports court to the hours after 8 am and before sundown.
The Board agreed to meet the third Tuesday of the month starting June 19th.
Future agenda items
- Board Procedures
- Appointment of an Architecture Committee
- Neighborhood walk-through
- Visibility of the Board
Adjournment 8:30 PM
Chris Whorton - Secretary
Meeting Schedule Tuesday June 19th Howard’s (Maybe moved to Thursday June 21)
Minutes Board Meeting June 21, 2007 (approved)
Attendees:
Brian Borgstadt President Shawn Moloney Vice President Jennifer Howard Treasurer Chris Whorton Secretary John Bothell Director Don Fitzwater Director
Absent: Mark Wheeler Director
Meeting called to order at 7:42 PM
The minutes of the June 21, 2007 Board meeting were approved as submitted.
Treasurer’s Report All dues have been paid. There are miscellaneous late fees outstanding. These will be included in next years dues invoice or collected when the home sells. Jennifer Howard is making arrangements to have the authorized signatures on the bank accounts changed. All treasures materials have been turned over to Howard. A forecast and budget report as of May 31 and a report on all checks written during May was distributed.
Landscape ● Color planting monthly maintenance was performed. ● Aerating and dethatching of the common areas has been completed. ● Pressure washing of all sidewalks, curbs, and gutters of common areas has been completed. ● Don Fitzwater has completed repairs and painting of all barrier posts at entrances to the commons areas and at the drainage pond. Homeowners request for approval ● Lot 55 Bothell Tree removal and installation of a storage shed was approved. Shed will be sided and painted to match the house and will have shake roof. Request to change paint color will be resubmitted when color has been selected by home owner. ● Lot 49 Jensen Fence. The request was approved subject to the following conditions: 1. The portion of the fence running parallel to the sidewalk shall stop short of the Jensen Davenport property line and angle back in to the existing shrubbery such that the existing landscaping along the Jensen Davenport property line is not disturbed.
2. The fence shall be made of wood as required by the Declaration of Covenants.
3. The street side of the fence shall be landscaped. Some of the plantings shall be of a type that will reach the height of the fence within several years. The taller plantings shall be located at least every 10 feet along the fence.
4. Replacing the trees removed in 2005 with shrubbery.
● Lot 70 Powers , 26449 161ST PL SE Patio Cover No action taken, awaiting formal request for approval.
Legal Copies of the Washington Codes which apply to HOAs and copies of advice from our attorneys were distributed to all Board Members. Insurance Existing liability insurance coverage was reviewed.
Homeowner Complaints The rule for trailers being in the neighborhood was reviewed. A letter will be sent to the resident of lot 95 expressing concern about the trailer and reminding him of the rules.
Board Procedures All agreed that documented Bard procedures were needed. Board members are to bring a list of procedures needed to the next Board Meeting.
Revision of governing Documents Approval of 86 homeowners is required. Twenty nine approvals have been obtained.
Future agenda items:
Board Procedures
Appointment of an Architecture Committee
Neighborhood walk-through
Visibility of the Board
Adjournment 9:08 PM
Chris Whorton
Secretary
Minutes Board Meeting July 26, 2007 (approved)
Attendees:
Brian Borgstadt President Jennifer Howard Treasurer John Bothell Director Don Fitzwater Director Mark Wheeler Director
Absent: Shawn Moloney Vice President Chris Whorton Secretary
Meeting called to order at 7:40 PM
The minutes of the June 21, 2007 Board meeting were approved as submitted.
Treasurer’s Report
- Passed out forecast and budget report as of June 30 and a report on all checks written during June. No questions. - Bob Davenport, David Bovee, and Gina Herron have been removed from the bank signature cards. There was question on the bank side about Jacqueline Perreilla, but after a few phone calls it seems to have been straightened out.
Landscape ● Spraying of the commons areas for clover and broad leaf weeks is now scheduled for Sept on the advice of Pete’s Spray Service, the contractor ● Walk through of the commons area with landscaper is scheduled for July 27. .
Homeowners request for approval ● Lot 55 Bothell A neutral paint sample was shown at the meeting and approval given.
● Lot 70 Powers , 26449 161ST PL SE Patio Cover - Approved at meeting
Homeowner Complaints ●Letter sent to Lot 95 reviewed. All agreed that they have been much better about the trailer.
●One homeowner requested discreet visits to his yard to view the neighbor’s back yard trash. Requests letter by homeowners Assoc.
●Speeding Cars – Continues to be a problem. John offered to ask the city about requesting an electronic speedometer sign to be put up in our neighborhood.
Board Procedures No action this time.
Revision of governing Documents Approval of 86 homeowners is required. Twenty nine approvals have been obtained. Need to get more signatures!
National Night Out – no action taken. Maybe include it on the mailbox sign?
Next Meeting – Aug 30, 7:30pm, location TBD.
Jenny Howard, Treasurer
Minutes Board Meeting August 30, 2007 (approved)
Attendees:
Shawn Moloney Vice President Jennifer Howard Treasurer Chris Whorton Secretary Don Fitzwater Director Mark Wheeler Director
Absent: Brian Borgstadt President John Bothell Director
Meeting called to order at 7:40 PM
The minutes of the July 26, 2007 Board meeting were approved as submitted.
Treasurer’s Report
Forecast and budget report as of July 30 and a report on all checks written during July was distributed and reviewed.
Landscape ● Spraying of the commons areas for clover and broad leaf weeds is now scheduled for Sept on the advice of Pete’s Spray Service, the contractor
● Commons areas were walked with the landscaper Friday July 27. Need for pruning, weeds in flower beds and scrubs, weeds in sidewalk cracks were discussed. Pruning has started and is on going. ● Flower Contractors report: Color maintenance was completed for Highpoint on August 22, 2007. Less slugs this go around, cut back some of the petunias for re-growth fertilized and slug bait applied. Fall is just around the corner we will be installing the 1st to 2nd week of October! Colorscapes has grown in size of clients and will be moving your monthly maintenance visits to the beginning of the month rather than at the end of the month to better fit our schedule e-mails will follow as usual after maintenance visits. If you have any questions please call our office at 253-255-3020 or e-mail us at Colorscapes@comcast.net have a great day! Ted Jenkins / Colorscapes Homeowners request for approval ● Lot 49 follow-up letter. No follow-up letter deemed appropraiate at this time. The matter will be revisited at the next Board Meeting. ● Lot 16 Garage door color change was approved by the Board and Homeowner was so notified by Shawn Molony ● Lot 74 Homeowner was notified by City Code Enforcement that structure is in violation of City Code. Homeowner has requested information on Association procedure for Association approval of structural additions or changes from Jennifer Howard. As Howard has been unable to contact the homeowner Chris Whorton will send a letter.
Homeowner Complaints ● Information was provided to Boardmembers and homeowner on filing complaints with City Code Enforcement.
Board Procedures Chris Whorton will send copies of existing procedures and summary of past practice to Board Members.
Revision of governing Documents Approval of 86 homeowners is required. Fifty-seven approvals have been obtained and 2 no’s. Need to get more signatures. After discussion no action was taken,
Next Meeting – September 18, 7:30pm, location at Shawn Moloney’s.
Adjournment 8:45 pm.
Minutes Board Meeting September 18, 2007 (approved)
Highpointe Board Meeting Minutes for 9/18/07
Attendees:
Brian Borgstadt President Shawn Moloney Vice President Jennifer Howard Treasurer Chris Whorton Secretary Don Fitzwater Director
Absent: John Bothell Director Mark Wheeler Director
Meeting called to order at 7:35 PM
The minutes of the August 30, 2007 Board meeting were approved as corrected.
Treasurer’s Report
Forecast and budget report as of August 31 and a report on all checks written during August were distributed and reviewed. A summery of landscape expenses will be added to future reports.
Landscape ● Late summer pruning continues. Spraying of the commons areas for clover and broad leaf weeds is scheduled for September. Exact date depends on weather and contractor’s schedule ● Commons areas were walked with the landscaper Friday September 14. Replacement of the plant at the power meter which died is awaiting replacement plant. Replacement of the sod around the irrigation valve box is planned. ● The Board approved starting the removal of the ivy in the common area. The ivy on the east side of Tract C between the grass and east side of the trees will be removed.
Homeowners request for approval ● Lot 24 Casidy color change approved 9/14/2007 Door and Shutters: Rookwood Terra Cotta SW 2803; House: Downing Earth SW 2820; Base of house: Downing Sand SW 2822; Trim: Classical White SW 2829 ● Lot 49 Follow-up letter will be written requesting a schedule. ● Lot 74 Action deferred until neighborhood walk through. ● Lot 85 Bull Note will be send requesting to see plans and emphasizing the need to maintain the look of the neighborhood.
Homeowner Complaints All action deferred until neighborhood walk through.
Neighborhood walk through scheduled for October 6 at 9:30 am.
Board Procedures Board members will review documents distributed and provide markup or notes(bullet points would be fine) to Chris Whorton on what should be added, deleted or modified. Format suggestions were also requested.
Revision of governing Documents ● Covenants Sufficient signatures (88 received 86 required) have been received to approve the amendments to the covenants. After sighing by the Board President and Secretary the amended document will be recorded. The amendments become effective after recording. ● Bylaws The Board called a special meeting for October 16 at 7:30 at the Whortons’ to amend the Bylaws. Sufficient proxies (86 received 72 required) have been received to pass the amendments at the special meeting.
Next Meeting October 16, 7:30pm, location: Chris Whorton’s.
Adjournment 9:10 pm.
Minutes Board Meeting October 16, 2007 (approved)
Highpointe Board Meeting Minutes for 10/16/07
Attendees:
Brian Borgstadt President Shawn Moloney Vice President Jennifer Howard Treasurer Chris Whorton Secretary John Bothell Director Don Fitzwater Director
Absent: Mark Wheeler Director
Meeting called to order at 7:45 PM
The minutes of the September 18, 2007 Board meeting were approved as submitted.
Treasurer’s Report
Forecast and budget report as of September 30 and a report on all checks written during August were distributed and reviewed. Chris Whorton and Jennifer Howard will make update the forecast of expenditures and work with the accountant to improve the reports.
Landscape ● Late Summer pruning continues. Spraying of commons area is complete. ● The plant we lost by the electric meter at 266TH has been replaced. ● New grass has been installed around the valve box at the Sports Court ● Plans for new landscaping at the northeast corner of the Sports Court and for ivy removal are pending ● We continue to receive proactive communications from the City. Dan Wesley of the City Maintenance Staff has provided timely information regarding the drainage pond and the maintenance of the drainage swale at the front entrance.
Homeowners request for approval ● Lot 49 follow-up letter sent ● Lot 74 no request for approval received. City Code issue remains. Code enforcement will be contacted. ● Lot 85 information request has been answered and a follow-up letter sent. ● Lot 61 removal of a Cyprus tree on the north side of the property approved ● Lot 92 Burtis tree removal request received Chris Whorton will respond and get details. ● Lot 103 paint colors approved. Don Fitzwater will follow-up with owner.
Board Procedures Board members will review documents distributed and provide markup or notes(bullet points would be fine) to Chris Whorton on what should be added, deleted or modified. Format suggestions were also requested. Comments are due to Chris by 10/31.
Homeowner Complaints ● Lot 48 work is on going. Issue closed ● Lot 60 letter to be sent regarding condition of roof and yard. ● Lot 20 Homeowner proactively resolved a potential problem.
Neighborhood Walk-through The Board walked through the neighborhood on October 6. Boundaries of the areas maintained by the e association were reviewed. Areas which need follow-up with the Landscaper were noted. The Board agreed to pursue adding landscaping to screen the neighborhood in the northeast corner of the Sports Court. Concern about the mailbox sumps was expressed. Several homes which were not being maintained up to neighborhood standards were noted.
Revision of governing Documents The changes to both the Bylaws and the Covenants have been approved. Documents will be forwarded to our attorney for recording and for implementing the name change. The changes will be come effective after the documents have been recorded. Notice will be sent to all homeowners after the recording.
Other The study of security cameras from several years ago will be reviewed.
New Mailbox Postings Explanation of Boos, change to governing Documents, yard lights, daylight saving time
Next Meeting November 13, 7:30pm, at Howard’s
Adjournment 9:25 pm
