January 2025 Meeting Minutes
Motion to 4:32pm - PJ
Thomas 2nd
Meeting Minutes
Motion to approve by PJ at 4:57pm
2nd by Tammy
Financial Report
Reviewing of the Financial Report
Kelly is going to look into moving our General Contingency Fund into a separate account so we are not taking out of operation, which makes it clearer on what money have to spend on Contingency and projects
What was our ending operation budget in 2023 and what was our ending budget in 2024
Officer Designation
Thomas Grissom - President
Tammy Fierst Chan - Secretary
PJ Valdez - Treasurer
Confirm Committees and the Board member leading
Budget - Tammy
Landscaping - Thomas & PJ
ACC - PJ
Communications - Thomas
Social/Event - Thomas & PJ
Unfinished Business
Reimbursements
Landscape Committee Dump Run
Jolene Bleistein Submitted $77.00
Motion to reimburse by Tammy
2nd by PJ
Website Reimbursement
Thomas Grissom submitted $209.09
Motion to reimburse by PJ
2nd by Tammy
New First/Courtesy Violation Letter Review
First/courtesy notice is changing
1st and 2nd Fine letters will remain the same
*Enforcement, Kelly is going to send HOA Board a copy to add to the website under Documents
Review Discuss L100 & Tract C
Reviewed new Heritage Proposal
*Tammy is going to follow up with Heritage's Proposal for additional clarification
Ask Bare Roots for an official quote?
*We going to submit for an additional quote for landscaping of L100
Order needed to complete Tract L100
Prep the Ground
Drainage
Irrigation
Planting
Bark
Do we need additional Landscapers quotes?
Kelly is going to send a list of Landscapers
How often do we want to meet with the budget committee?
*Tammy is going to follow up with the Budget Committee regarding this.
*Kelly is going to provide a Separate the year-end Financial Report to give to the Budget Committee
By-Laws Update
Update of number of board members - will need quorum
Should change verbiage to, the Board of Directors shall consist of (3 or 5) directors
Change of Annual Meeting date from January 2nd
Voted to change during the Annual Meeting
Annual Meeting to change to the same time at the Budget Meeting, which has to be sometime in the 4th Quarter
Quorum was voted down at the Annual Meeting
Other changes will be discussed at another time
Payment Plans by Homeowners
Motion to approve payment plans for PJ
2nd Tammy
Lot 149
Lot 147
Lot 192
Lot 44
Motion to approve payment by Tammy
2nd by PJ
Russell King - Jan $250, and $600 in February
CD coming to mature
Motion to Rollover over the CD another 6-month by PJ
2nd by Thomas
What does our insurance cover?
Kelly will get this information for us for the community meeting next month
*Kelly will reach to the City to join our February Meeting, Thomas to give her the information
Review Volunteer Service Agreement
Kelly is going to send the HOA Board copies of the Volunteer Service Agreement just unplanned work
We would have volunteers sign for each project and then we send over to Management
City wants Brookfield to fix the pothole on 256th
Ben from the city is pushing on Brookfield, who is then pushing on the contract to fix the pothole. The City will hold the bond until the pothole is fixed
City wanted to update the Shire Hills StormWater Pond Verbiage by taking out the name
The City and Lennar are working on the contract to take the Maple Hills name out of this Storm Pond
Update of Community email addresses
*Theresa will send an updated email address for owner
Lennar and City - Maple Hills III & Maple Hills IV - Punch List
City was working with previous Lennar contract to finishing the punch list then that person left Lennar. City is back to beginning explaining items that are needing to be completed.
Andy Johnson & Ben Parish from the City of Covington have been working Lennar
Thomas is going to contact Andy and Ben
Storm Clean up payment
Motion to pay Pacific Arboriculture in the amount of $2.831.40 approved by PJ
2nd by Thomas
Brookfield lawyer fee reimbursement
Email: October 25, 2024
HOA lawyer thinks we are going to have to fight over the owner fee reimbursement
We would like to push back on recovering the owner fees, as per the Expansion Agreement and the payment of fees “even if the Association is unsuccessful”
Thomas would like to continue to fighting for reimbursement,
2nd by Tammy
Motion to Adjourn at 6:32pm by PJ
2nd Thomas
