Board members present: Jessica Joyner, Mike Pendleton, Sarah Keally, Kristina Myers, Daniel Baldwin, and Jill Jenkins.
Residents present: Kerry Wingell (2219), Karen Walker (2207), Lynn Kunkle (2216)
General discussion:
- Large dog pooping along bus path daily despite the signs asking dog walkers to clean up after their pet.
- New Landscapers doing a great job cleaning up and beautifying the common areas already, noticed by several board members and even received an email from a resident saying so.
- Jill would like to restructure the files so all the contracts are together.
Accounting/Homeowners Association Software:
- Jill asked the Wheelwright tax her accountanting friend, and they recommended Quickbooks as the best accounting software out there. They recommended not updating the current version and it would still be useful.
- The tax accountant friend has helped her to navigate the current accounting software to speed up tasks required by the Treasurer to complete.
- HOA software: talked to our Alliance Community and they are working on a quote for the cluster financials
Tree Work:
- Kerri did a walkthrough to look at the trees, recommended some trees trimmed, some removed and then add grass
- Talked to the landscaping vendor about picking up the leaves (per the contract) instead of blowing the leaves into the woods. He also discussed drainage issues with leaves and cleaning up yards. Landscaping company will provide some solutions on drainage.
- Tree committee charter
- Dan & Mike drafted a charter and sent out to the board to review this morning.
- Board member comments regarding draft charter:
- Additional clarity about who exactly is selecting the tree assessment professionals is needed.
- Yes, it should be 1 chair, 1 member for minimum number of Tree Committee members.
- I agree, we need details on if they can hire/engage a new company or is the selection of the vendor a decision of the board. My thought is that they can get bids, but the board will need to review and approve a vendor before any work is completed. (allows us to control finances).
- Can we add in a note about emergency work? If emergency work is required (e.g. a tree falling in someone’s house) the tree committee shall be engaged but decision making will revert back to the board. I am thinking we need this as we coordinate with more than just the tree vendor, last time we talked to RA, the lawyers and our insurance.
- We should ensure that any time they meet with tree professionals, the board needs to be notified in a reasonable amount of time so that a board member can participate. Possibly include: These meetings will also be communicated to the community so they can attend as well.
- We should also include that if the board finds that the tree committee is not fulfilling their stated purpose, members can be asked to leave or the committee can be disbanded. This requires a majority vote by the board.
Concrete Contract – assigned to Danny
- He has been contact with the contractor and wanted to clarify if it was just for sidewalks and walkways – yes
- Danny will ask contractor to come out next week to start working on a major project
- Jessica and Danny to walk community on 3/12 to review areas needed.
Erosion work
- 2249 has water running by and collecting by that house at the bottom of the hill, also include as part of the community erosion project
- Kristina sent an email about the erosion work
Trash services update
- Trash service has been going well with no more hiccups.
Survey results – updates
- Sent to the board for review, no additional findings beyond what was previously noted. Feedback will be included in 2019 projects.
Little Free Library
- Designs reviewed and will be submitted for DRB approval. Requested location was moved to further in the community between 2241 and 2243.
- Plan to include for the spring cluster cleanup.
Financials
- Jill has had problems with our billing with the lawyer and tried to contact the vendor several times. Still no response after 3 weeks.
Tree Work:
- Kerri did a walkthrough to look at the trees, recommended some trees trimmed, some removed and then add grass
- Talked to the vendor about picking the leaves up, discussed drainage with leaves and cleaning up yards
- Long term, addressing the leaves will help with ongoing issues with erosion work
Cluster Cleanup Date:
- Confirmed Looking at April 27 for Spring Cluster cleanup as it’s after Easter
- That date works best with everyone at the meeting
- Jessica requested us to provide input on projects for cluster cleanup to do:
- Will NOT need to paint benches – landscaping will do this as part of their 2019 work.
- Don’t need more flowers – landscaping will do this as part of the 2019 work
- Build and paint Little Free Library–Board members should send their vote for the best option you like based on options in this month’s agenda. Install the weekend before Cluster Cleanup and then paint it during the cleanup.Cutting and painting needs to occur before the cluster cleanup and then it can be assembled the day of the cleanup.
- One suggestion was to put the free library by the sidewalk at the entrance to give users more room and less likelihood to get strangers in our neighborhood.
Treasurer Duties:
- Delay getting notifications from Trash Company and asked Sarah to reach out to Bates Trucking to send her that contact information for billing.
Review of Cluster Survey results were discussed.
- Jessica gave a brief update of new responses
Financials – no real update
- Weird things that Jill noticed – inventory management and others; discussion with Easton to clarify.
- Billed back in April to Michelle Anderson for inventory assets and wanted clarification on what that bill was for.
- Jill pulled a list of those who are paid ahead and those who still owe – contacting residents who owe by email and requested payment.
- Jill still needs access to the bank accounts and has been making deposits – will try to get access on Saturday.
- Any receipts for the Wheelwrighter this past issue?
Next Meeting: April 11 @ 7 PM, 2233