Grand Firs Board of Directors Meeting: June 17, 2010 (via conference call)
Present: Mark Jones, Don, Tyler Sang, Mandy Johnson
(Experienced technical difficulties with conference call. Some were unable to dial in.)
Tyler received tax info from Ken, will forward to Don (who is with JC Higgins).
Tyler reviewed JC Higgins’ contract, asked Don for a couple of clauses to be written in. Per CC&Rs, if we hire a property management company, there must be a termination clause allowing us to terminate in 30 days (in order for the contract to be valid, this provision must be written in). Don will add this clause to the contract. Also per CC&Rs, we need a clause that states the HOA will not be held liable for actions done by the property manager. Don will check on this but thinks it will be okay.
Tyler asked Don if she could see a budget/expenses from a similar-sized development for comparison. Don said he can arrange that.
Hope to approve and sign a contract ASAP. Don will have budget and info to Tyler tomorrow. Possible meeting next Monday or Tuesday.
Discussed a couple of landscape bids that we can't afford.
Gate: Higgins doesn’t provide gate services. Most gated developments will have a homeowner volunteer to take care of the programming. There is a man in Orting who programs gates for a cost. For now, Mandy will continue to manage the programming (for Phases 1 and 2) on a volunteer basis. Did not discuss who would program Phase 3.
Mark mentioned that bills will start coming in, so it’s important to get signed with Higgins soon so we can begin collecting dues. Mark will put an introductory letter together, letting neighbors know that dues are coming. Board would like to see the letter prior to it being sent. Don has an example letter which he will send to Mark.
Mandy will provide Mark with the master gate list (which contains names and addresses) for mailing purposes.
Meeting adjourned.
Tuesday, June 29, 2010
Monday, June 28, 2010
Speeding on our streets...
Now that summer is apon us, and children are out playing in the neighborhood, please remember to slow down when driving on our community roads. Let's make an effort to keep all our kids safe!Have a great summer!
Tuesday, June 22, 2010
HOA Board Meeting Notes - June 10
Grand Firs Board of Directors Meeting: June 10, 2010 (via conference call)
Present: Tyler Sang, Ken Paauw, Mandy Johnson, Mark Jones, Rob Ihrig
Vote on property management company: group unanimously voted to hire JC Higgins (Ken has Scott’s proxy). Mark will meet with Higgins tomorrow.
Tyler needs tax ID for the LLC; Ken has contacted the bankruptcy trustee to obtain that.
Tyler/WA Federal has paid the Tacoma Power bill, lights still on.
Budget will be set up when Higgins is hired.
Mark brought up the south gate and asked if/when it will be operational. South gate has been closed, resulting in construction vehicles using the north gate. Ken emailed Scott to ask. UPDATE: During the meeting, Scott emailed Ken, said south gate is operational but has yet to be programmed.
Ken received a landscape bid but hasn’t looked it over, will forward it to Mark. Ken requested we obtain a bid from Blue Sky. Mark said Higgins may know of a couple businesses we could ask.
Mark will look into a master insurance policy (general liability policy in $2 million range). Tyler will look at her other properties and see who/what they use.
Mark brought up a bank account; Higgins will be able to assist in that area. Ken suggested we sign a contract with them first, then look into opening an account.
Mark discussed possible amendments to CC&Rs (example: pets/animals). Changes should be kept to a minimum due to costs for recording the documents each time.
Rob brought up Renaissance dumping construction debris on lots owned by WA Federal.
Mark asked about gate remotes: who will provide them to new homeowners? Mark will discuss this with Higgins.
Mark brought up a treasurer: should we appoint someone from within the community? Tyler said the treasurer would need to be on the board, has concerns about board being too large.
Mark would like a maximum of 7 on the board. Tyler said once Higgins in hired, we won’t need a treasurer.
Group agreed to another phone meeting on June 17 at 4:30pm.
Present: Tyler Sang, Ken Paauw, Mandy Johnson, Mark Jones, Rob Ihrig
Vote on property management company: group unanimously voted to hire JC Higgins (Ken has Scott’s proxy). Mark will meet with Higgins tomorrow.
Tyler needs tax ID for the LLC; Ken has contacted the bankruptcy trustee to obtain that.
Tyler/WA Federal has paid the Tacoma Power bill, lights still on.
Budget will be set up when Higgins is hired.
Mark brought up the south gate and asked if/when it will be operational. South gate has been closed, resulting in construction vehicles using the north gate. Ken emailed Scott to ask. UPDATE: During the meeting, Scott emailed Ken, said south gate is operational but has yet to be programmed.
Ken received a landscape bid but hasn’t looked it over, will forward it to Mark. Ken requested we obtain a bid from Blue Sky. Mark said Higgins may know of a couple businesses we could ask.
Mark will look into a master insurance policy (general liability policy in $2 million range). Tyler will look at her other properties and see who/what they use.
Mark brought up a bank account; Higgins will be able to assist in that area. Ken suggested we sign a contract with them first, then look into opening an account.
Mark discussed possible amendments to CC&Rs (example: pets/animals). Changes should be kept to a minimum due to costs for recording the documents each time.
Rob brought up Renaissance dumping construction debris on lots owned by WA Federal.
Mark asked about gate remotes: who will provide them to new homeowners? Mark will discuss this with Higgins.
Mark brought up a treasurer: should we appoint someone from within the community? Tyler said the treasurer would need to be on the board, has concerns about board being too large.
Mark would like a maximum of 7 on the board. Tyler said once Higgins in hired, we won’t need a treasurer.
Group agreed to another phone meeting on June 17 at 4:30pm.
HOA Board Meeting - June 3
Grand Firs Board of Directors Meeting: June 3, 2010 (via conference call)
Present: Tyler Sang, Ken Paauw, Mark Jones, Rob Ihrig, Mandy Johnson
Mark: Received bids from three property management companies: VIS Group ( $5.62/developed lot per month, $2.62/undeveloped lot per month, $500 start-up), JC Higgins ($5.50/developed lot per month, $2.00/undeveloped lot per month, $2000 start-up which may be deferred until we have funds rolling in), and Sureco (out of the running, price is triple of what the other companies charge).
Tyler has no experience with Higgins, Ken appears to favor Higgins.
Tyler has experience with VIS (large development in Lacey is using them).
Decision on property management company tabled for now. Will vote next week.
Tyler: Tacoma Power will not accept payment from WA Federal, so we need to register with the Secretary of State ASAP (registration set to expire soon). WA Federal willing to foot the bill (almost $4000, to be credited that amount on their dues) but Tacoma Power will not accept WA Federal’s credit card, nor will they send invoices because we are not an official HOA. Power may be cut off on June 7.
HOA officers: bank representatives not interested in being officers, makes more sense to have homeowners as the officers.
Mark Jones nominated and elected HOA president, Rob Ihrig nominated and elected HOA VP, Mandy Johnson nominated and elected HOA Secretary, Tyler Sang nominated and elected HOA Treasurer at 4:42pm.
Tyler: No need for treasurer when property management company is hired.
Ken requested another meeting to discuss bylaws and vote on a property management company. Next meeting: June 10 at 4:30pm via conference call.
Mark: property management company will want to make sure that all lots are having dues paid on them, asked if banks are okay paying $250/lot. Tyler and Ken see no problem with that.
Ken: biggest component of budget is landscaping, offered to collect a couple of bids (including Blue Sky). Mark will collect bids as well (will talk to property management company to see if they have recommendations).
Meeting adjourned.
Present: Tyler Sang, Ken Paauw, Mark Jones, Rob Ihrig, Mandy Johnson
Mark: Received bids from three property management companies: VIS Group ( $5.62/developed lot per month, $2.62/undeveloped lot per month, $500 start-up), JC Higgins ($5.50/developed lot per month, $2.00/undeveloped lot per month, $2000 start-up which may be deferred until we have funds rolling in), and Sureco (out of the running, price is triple of what the other companies charge).
Tyler has no experience with Higgins, Ken appears to favor Higgins.
Tyler has experience with VIS (large development in Lacey is using them).
Decision on property management company tabled for now. Will vote next week.
Tyler: Tacoma Power will not accept payment from WA Federal, so we need to register with the Secretary of State ASAP (registration set to expire soon). WA Federal willing to foot the bill (almost $4000, to be credited that amount on their dues) but Tacoma Power will not accept WA Federal’s credit card, nor will they send invoices because we are not an official HOA. Power may be cut off on June 7.
HOA officers: bank representatives not interested in being officers, makes more sense to have homeowners as the officers.
Mark Jones nominated and elected HOA president, Rob Ihrig nominated and elected HOA VP, Mandy Johnson nominated and elected HOA Secretary, Tyler Sang nominated and elected HOA Treasurer at 4:42pm.
Tyler: No need for treasurer when property management company is hired.
Ken requested another meeting to discuss bylaws and vote on a property management company. Next meeting: June 10 at 4:30pm via conference call.
Mark: property management company will want to make sure that all lots are having dues paid on them, asked if banks are okay paying $250/lot. Tyler and Ken see no problem with that.
Ken: biggest component of budget is landscaping, offered to collect a couple of bids (including Blue Sky). Mark will collect bids as well (will talk to property management company to see if they have recommendations).
Meeting adjourned.
Monday, June 21, 2010
Meeting Notes To Be Published
Hi Neighbors. The HOA Board of Directors has been meeting weekly since June 3. The board elected officers at the first meeting (Mark Jones/President, Rob Ihrig/VP, Mandy Johnson/Secretary, Tyler Sang/Treasurer). Notes from the meetings will be published on the blog.
We are really starting to make some progress! We are about to sign a contract with a property management company, meaning that dues notices will be mailed out shortly. Mark plans on writing a formal letter to the neighborhood soon to get everyone up to speed.
We are really starting to make some progress! We are about to sign a contract with a property management company, meaning that dues notices will be mailed out shortly. Mark plans on writing a formal letter to the neighborhood soon to get everyone up to speed.
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