Timberline Ridge Homeowners Association
Annual Meeting Minutes
November 17, 2009 7:00pm
Blackwell Elementary School
11 members and 9 proxies were represented at this meeting.
1. Reviewed the 2009 expenses and financial statements.
Treasurer Ron Zanco presented the near final 2009 expenses and financial statements. Our Association remains in solid financial shape with all 2009 dues collected and no major deviations from the yearly budget.
In addition, the Association has in general reserve an amount equivalent to one half year’s annual dues, with additional reserves for the tennis courts, playgrounds and irrigation.
2. Approved a financial records audit for 2010.
With the end of Ron Zanco’s term as HOA Treasurer and the election of Mike Powers to this role, the attendees approved the motion for a financial records audit. This audit will be undertaken in 2010.
3. Approved the budget proposed for 2010. (See attachment budget report.)
Ron Zanco presented the proposed budget for 2010 and it was approved by the attendees.
The timing for the next tennis court resurfacing was discussed. The Board will investigate the cost for this work and evaluate timing and budgeting options for its completion.
4. Presented the Architectural Control Committee report.
Craig Hally presented the ACC report. As committee chairperson, Craig reinforced the HOA requirement to seek approval on exterior house projects, specifically those in full view of nearby neighbors, such as house painting or significant landscaping alterations.
In 2009, Craig presided over and approved 1 structural request and 1 landscape project. He also managed requests, approvals and complaints from a set of house painting projects in the neighborhood.
In 2010, Craig would like to collect and make available a standard palette of colors that would help members make decisions on acceptable exterior paint colors. In addition, Craig would like to begin the collection of a set of recommended home repair vendors for paint, windows, etc.
The Architectural Control Committee needs additional volunteers to help with these activities. Please contact Craig Hally for more information.
5. Presented the Landscape Committee report.
Eric Nelson presented the Landscape Committee report. As committee chairperson, Eric’s main responsibility is overseeing the work of Brandywine, our current landscape contractor. In addition, throughout the year, Eric has also completed a range of maintenance projects directly, including fence repair, tree disposal, playground equipment replacement, monument repair, and sprinkler head replacement.
Eric detailed our current list of issues with our landscaping contractor, which includes insufficiently detailed billing, pre-billing for work not performed, over-billing, a lack of responsiveness to our inquiries and concerns, and general work quality.
Our current landscaping contract is up in March 2010. Eric and the Board will evaluate our current provider and strongly consider either a full replacement or the limiting of Brandywine to regular maintenance only (mowing, trimming and leaf removal) and contracting separately for additional work, such as irrigation system maintenance, seasonal color planting, fertilizer, bark mulch application and tree removal. This decision will be made in early 2010.
The Landscape Committee needs additional volunteers to help with these activities. Please contact Eric Nelson for more information.
6. Presented the Pond Committee report.
Mike Powers presented the report for the newly formed Pond Committee. The Pond Committee was formed to evaluate options and make recommendations for dealing with the poor condition of landscaping surrounding the community’s water retention ponds. It was Burnstead’s excavation work in and around the ponds in 2007-2008 that created the current set of landscape problems and damage to the irrigation system.
7. Reviewed the Policies for Management of Timberline Ridge.
Greg Graceffo reviewed the list of key reminders and most common issues regarding homeowner maintenance in the neighborhood. The list was provided as a handout during the meeting and is included again at the conclusion of these minutes.
During the past year, the Board conducted a walkthrough of the neighborhood to assess adherence to these standards. In 2010, the Board will repeat this walkthrough process and take the additional step of sending notices to homeowners where appropriate.
8. Elected one officer for the Board of Directors.
Mike Powers was elected to the Board to serve a 3 year term to replace Ron Zanco. We welcome Mike to the Board.
The Board and the Association thank Ron for his 3 years of excellent service to the neighborhood as Treasurer. Thankfully, Ron has indicated that he will stay involved with the management of Timberline Ridge as a volunteer on the Landscape Committee.
9. Discussed New Business.
· North Playground Drainage. Tim Jors raised the issue of ground water accumulation in the north park during heavy rains. It was agreed that Tim would research the cost of installing adequate drainage.
UPDATE: Since the annual meeting, Tim not only completed his research but also took it upon himself to dig and install the required drainage himself at a total cost of $40. We thank Tim for investing the time and the effort to help the community!
· Neighborhood Monument Holiday Lights. Greg Gilbert proposed that we decorate all of the neighborhood monuments this season. It was decided that Greg and Teri Gilbert would research the costs and make a proposal to the Board.
UPDATE: After obtaining approval for the expenses, Teri and Greg Gilbert not only solicited volunteers, but managed the entire decoration and post-holiday storage process. Special thanks to them as well as others who served as decorating volunteers, including Craig Hally, Ted Leland, Michael Patten, Eric Nelson, Sandy and Dean Weinmeister, the Derheims and the Alcorns!
· Irrigation System Expansion. The issue of irrigation system expansion and maintenance was discussed, as well as the potential need for an expanded irrigation reserve. It was agreed that these issues would be explored by the Board in the coming year after the on-boarding of our new Treasurer and a final decision on our landscaping contractor.
· TR Trails Reforestation. Tim Jors raised the need to plant additional trees along and within the TR trails, in order to compensate for the number of trees lost in recent years to wind, etc. It was agreed that Tim would research the issue and report back to the Board.
· Emergency Preparedness Committee. Ned McGarry volunteered to lead a newly-formed TR Emergency Preparedness Committee. Please contact Ned if:
1. You would like information or assistance on making your household better able to react to a disaster or emergency, ranging from a common medical event to a major earthquake.
2. You feel you are reasonably prepared for an emergency, but you would like to be kept in the loop regarding preparedness efforts among households close to you. Ned will facilitate this communication.
3. You are interested in being an Emergency Preparedness group leader for a group of 15-20 households in the community. Ned is looking for 10-15 such individuals to play a key role in facilitating preparedness efforts within their group.
Interested families and individuals should contact Ned with their contact details and information on how they would like to get involved or learn more.
Ned is available at firstname.lastname@example.org and 425-836-9998. Thank you Ned for taking on this important initiative.
HOA Board of Directors Contact Information
Treasurer; Pond Committee
Vice President / Secretary
Architectural Control Committee
Timberline Ridge Homeowners Association
The following is a list of key reminders and most common issues regarding homeowner maintenance in the neighborhood. It is provided as a quick reference to the standards outlined in the neighborhood CC&Rs.
A link to the full Timberline Ridge By-laws and Declaration Documents is available here: http://timberlineridge.org/page/Timberline-by-laws-and-declaration-documents.aspx
The Owner shall maintain exteriors in a neat, clean and sightly condition at all times (Article X Maintenance of Lots):
- Grass should be mowed at least twice monthly during the growing season and should not exceed 6 inches in length (Article X Maintenance of Lots Section 1).
- Flower and shrub beds are to be reasonably free from an overgrowth of weeds (Article X Maintenance of Lots Section 1).
- Garbage cans are to be stored out of sight from the street view of your home (Article III Residential Area Covenants Section 9).
- Exterior house paint is to be kept in good condition, and homes repainted when required. A paint chip is required for the ACC to approve (Article IV Architectural Control Committee).
- Exterior home trim is to be kept in good condition and repainted when required. A paint chip is required for the ACC to approve (Article IV Architectural Control Committee).
- Christmas and holiday lights placed on homes are encouraged but must be removed (including gutter clips) no later than February 1st. Exceptions may be granted for other holidays such as Chinese New Year.
- Campers, trailers and recreational vehicles are not to be stored on an owner’s property or the street itself (Article III Residential Area Covenants Section 12).
- No one may occupy or live in a camper, trailer, or recreation vehicle as a “temporary residence” at any time for a period beyond fourteen (14) days (Article III Residential Area Covenants Section 5).
- Sidewalks and streets are to be kept clear at all times except on the day of trash pickup. This includes all forms of personal and athletic equipment.
New Structures and Improvements:
- No building, fence, wall recreation facilities, or other accessory structures (e.g. sheds & decks) shall be commenced, erected, or maintained upon the Properties, nor shall any exterior addition or change or alteration be made until the plans have been approved in writing by the Architectural Control Committee. Cease work until you obtain approval. (Article IV Architectural Control Committee).