LWW Board Meeting Minutes
Date: October 14, 2020
Location: Virtual, online

General Session Attendees: Board: George T, Bryan C, Tom C, Ben M, Dave C; Eydie L
Homeowners: Tim M, Jerry D, Tiffany L, Mike T, 

General Session:

• Review/Approve September meeting minutes
  • Approved/Ratified August meeting minutes by 3 of 5 board members
  • Approved/Ratified issues voted on outside of a board meeting, 3 of 5 board members approved, posted below
  • September meeting minutes approved by 5 of 5 board members
    
    
• Confirmed board positions: Voted and Approved as follows:
  
  • President: George Tantzen, Secretary: Bryan Collins, Treasurer: Ben Mahaney, Maintenance VP: Tom Chase, Vice President: Dave Chavez.
    
    
• Issues reviewed during executive session:
  
  • Issue #11094; homeowner request to investigate and possibly remove a tree in the green belt, board members will meet tomorrow, look at the tree and determine next steps;
  • Issue #10863 homeowner concerns about ACC project approved by the board discussed, approved draft response, George to send draft to board via email next week for approval;
  • Issue #8409 regarding tree that fell on white vinyl fence along 180th ave se; after discussion, motion to take no further action and close the issue made, seconded, voted and passed unanimously;
  • Discussed issue of erosion on small lake, George, Tom and Bryan will meet at lake tomorrow to look at the matter and determine next steps;
  • Jerry D: Paint Pickle ball court lines; Cascade Sports bid: $750ea x 2 courts. Discussed resealing/surfacing the whole court for $7k+; Ben mentioned it’s not budgeted in 2020, will consider this for a future project; painting lines for pickle ball courts was approved by the board in Aug. board to budget in 2021 for $1500; Jerry will pursue a second bid also suggested waiting until spring to paint;
  • Reviewed open violations, most have been corrected and issues closed.
    
    
• Financial Review
  
  • Review September statement: Eydie/Ben:
  • 4 homeowners late on dues payments, notices have been sent;
  • Sept expenses over budget by $3k;  $1,000 pest removal at big lake, other expenses not budgeted in September but in line year to date; Tree removal expense continues to be over year to date due an increase in trees removed this year. Water continues to be over year to date due to leak earlier in the year;
  • year to date actual expenses at the end of expense of column on the P&L and the summary do not match due to some pass-through expenses due to transferring our bookkeeping to MyHOA-online from Oliveira CPA.
  • Year to Date Reserve total in the summary doesn’t match the total on the Profit and Loss Statement; Eydie to follow up.
  • Will research improving interest amount in investment account; Ben to follow up.
  • Mike T asked to have his name removed from the Edward Jones account; Ben to follow up.
    
    
• Requests for Approval:
  
  • Garage door, need clarification from homeowner, once received issue will be resent to board for approval.
    
    
• Maintenance Projects:
  
  • Fallen Tree SW side of big lake, removed by neighbor volunteers, thanks George for coordinating, and thanks to all the volunteers who helped.
  • Tom: Yellow no trespass Signs around lakes: question whether to keep them in place? A bit of an eye sore? After discussion, decision to keep in place, believe they have been effective;
  • Tom: Pump House Door has been painted was painted by Tom, issue closed;
  • George: neighbor Sue K replanted winter plants at front entrance sign, thanks to Sue, it looks great.
  • Need to winterize sprinkler lines at front of neighborhood, fountain at big lake; Tom and George to follow up.
    
    
• New Business:
  
  • Discussed homeowner’s letter to board regarding activity at end of cul-de-sac by big lake: Tom will write draft of concerns and possible solutions and email to board for approval to submit to the city for consideration; George will cut tree branches blocking no parking signs from view;
  • Halloween: note from homeowner seeking guidance on trick or treating:  Board/HOA doesn’t regulate Halloween, homeowners can participate as they choose, recommend following guidelines for distancing, masks, if you do participate; George to write draft response to homeowner;
  • Ben: reviewed Trespass tracking system, developed a log with vehicle, license plates, description of trespassers, behavior, etc idea to discover repeat trespassers and report those to the police; also the goal is to not to approach the known belligerent trespassers, report them to the police instead; Eydie will post list to our website home page so board members can access;
  • How to handle executive session next time; two separate meeting logins, 6:30 and 7pm; executive session to be held before general session, this way issues discussed can be voted on during the general session that follow.

Date for next meeting: Nov 11th 6:30pm executive session, 7pm general session.