Vehicle break-In on 228th Street

Just a heads up...we got an e-mail from a neighbor living on 228th street advising us that his vehicle was broken into last night. The car was parked in his driveway, and whoever commited this crime made off with quite a few of his personal belongings. Unfortunately, crimes like these do happen often, and even though we all reside in a gated community...we are not impervious to incidents like these. Safest thing to do would be to keep vigilant, not only of your own home, but of your surrounding neighbors...as often as you can. And remember to keep all your doors locked in your cars, and your homes.

Trees and Grass on 228th

Finally heard through Mark that Renaissance said it's okay to hook hoses up to their vacant houses, so if anyone has a few minutes to help water the dead trees and dead grass, that would be nice. (Of course, this should really be done by Renaissance.) It's probably too late for the trees. The grass might green up if it gets lots of water.

Dying Trees and Grass

Neighbors, as some have probably noticed, the new planting strips and trees on 228th are thirsty and in severe need of water. Jim brought this to my attention a couple of days ago. I emailed Melinda from Renaissance Homes asking for permission to hook hoses up to the vacant homes, allowing us to water the trees and grass. I have not received a reply.

I wonder if a few volunteers along 228th could "adopt" a planting strip/tree. Some of the trees may be too far gone but it's worth a shot to save them. They need deep soakings every couple of days in this heat. It would be a shame to lose them.

I am taking care of the planting strip and tree next door to my home on 229th. The grass is looking a little brown but the tree is doing well.

Found Keys

A neighbor found a set of keys (they appear to be mailbox keys). If you're missing a set, please send an email to grandfirs@hotmail.com with a brief description. If they match, I can put you in touch with the neighbor who found them!

HOA Board Meeting Notes - June 17

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.

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!

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.

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.

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.

May 26 Meeting Notes

May 26, 2010, 7pm, Grand Firs Annual Board Meeting, roughly 50 in attendance.

Mark Jones, Grand Firs Homeowner: Welcome; purpose of meeting to build good relationship with banks/builders; dispel rumors; vote to eliminate Mastro; will vote on HOA board and officers.

Introductions: Ken Paauw from WA Trust, Scott Griffin from Freestone, Tyler Sang from WA Federal, Kim Carter, Jerry Mahan.

Mr. Ken Pauuw, WA Trust (Phase 3): bank forced to collect, wants to make the best of the situation; wants to take part in making a functioning HOA; WA Trust is WA state headquartered bank based in Spokane, obtained 202 lots in March thru foreclosure; Ken and superiors at bank motivated to sell homes; introduced Scott from Freestone.

Mr. Scott Griffin, Freestone (Phase 3): currently constructing 10 homes in Phase 3; building for 25 years in Puget Sound; building 1500-3100 sq ft homes, need wide range for people to afford; same style as Phase 1 and 2 homes but no requirement on rock siding, all have 3 car garages; helped with landscaping as an effort to contribute; acknowledged they are willing to help with power and water in order to be a good neighbor; knows rumors are going around but thinks we will be happy with homes he builds; neighbors thanked Scott for landscaping; Scott invited neighbors to contact him with any questions or concerns; said he’s asked construction vehicles go thru south gate; realtor will be on site soon (Lena), invited people to come visit her; neighbors let Scott know about vandals and crooks, he will look into ecology blocks back by retention pond where most of the problems take place.

Ms. Tyler Sang, WA Federal (Phase 2): owns 84 lots in Phase 2; planning on doing nothing at this time, in “hold mode”, trying to see where market trend is going; aware of problems and are doing what they can to help; Tyler familiar with dealing with HOAs (specialty); invited neighbors to contact her with questions/concerns; question from neighbor: are you trying to make our roads public? Ken: public streets are impossible because lot lines go to middle of street, Tyler countered that roads can go public if entire neighborhood agrees; bank has received several offers from builders to buy all 84 lots, bank didn’t think the builders reflected the way this community is going, don’t want to destroy values; Ken said they get lowball offers all the time that are rejected.

Mr. Jerry Mahan & Mr. Kim Carter: four Renaissance homes sold; 2000-3000 sq ft range, average 2400 sq ft; plan to be sold out by end of the year; question from neighbor: are you going to buy the rest of the Phase 2 lots from WA Federal? Jerry: hope to; question from neighbor: can construction trucks use south entrance? Jerry: will talk to workers about that; invited neighbors to view his website (www.jerrymahan.com); neighbors thanked Jerry for installing planting strips and trees; Ken: Phase 3 can’t get occupancy permits from Pierce County until planting strips are complete; Scott: board will identify everything that needs to be taken care of in the neighborhood and will help with what they can.

Mark: Need to vote Mastro off the board; however we have unsigned bylaws, bylaws not in public records, so we are going from 80 percent rule from our unsigned copy; Jim Ehnborn: WA law allows us to vote Mastro out; formal motion was made by a neighbor under WA state HOA laws to vote to remove current officers/board members (Mastro, possibly Mastro’s wife, Selden), no opposed, all in favor (unanimous vote by those in attendance at 7:42pm). UPDATE – Total votes: WA Trust (202), WA Federal (84), Mahan (23), Grand Firs homeowners (48) = 367 of 402 (91%).

Mark Jones: Must nominate individual board positions; the following were nominated: Tyler Sang (WA Federal), Ken Paauw (WA Trust), Melinda Rowan (Winterwood Green), Scott Griffin (Freestone), Mark Jones/Rob Ihrig/Mandy Johnson (Grand Firs homeowners); question from neighbor: if we have 3 homeowners on board how would voting work? Tyler said homeowners would represent 93 votes total; a rep from the board must be on the ACC; motion made by a neighbor to nominate all, motion seconded at 7:59pm, votes later cast by paper ballot turned in after meeting (UPDATE: all members approved); question from neighbor: how will officers picked, appointed or elected? according to Tyler we don’t even need to have nominations and vote on officers; neighbor recommended we adopt the board and operate the HOA from the board, and elect officers for purpose of filing with secretary of state; another neighbor worried about the board being stacked against homeowners (if we don’t have officers), everyone assured in best interests of all parties that we work together.

Nomination/election of HOA officers tabled.

Ken Paauw: asked neighbors to vote on gates being open 9-6 (added modification that south gate will be designated as a construction entrance), would require simple majority (UPDATE: this was passed); asked neighbors to vote on flag placement, discussion about flags and who will get to put what where, neighbors asked that flags be kept in good shape, would require simple majority (UPDATE: this was passed); side discussion about a speed limit sign to be placed on 231st to deal with increased traffic on that street; asked neighbors to vote on builder’s request for removing front yard sprinklers from CC&Rs, would require 75%, however Jim says we can’t change CC&Rs at this meeting, so for now the vote is simply considered an opinion poll (UPDATE: 8 homeowners approved, WA Trust approved, WA Federal approved, 294/402 = 73%).

Mark Jones: introduced Pierce County Deputy (also a Grand Firs homeowner) to explain what the police can and can’t enforce within Grand Firs (private property).

Deputy: since we are private property we won’t always get a response, depending on why we’re calling; Grand Firs is covered by the mountain detachment which has jurisdiction from 224th to Alder lake (3 deputies); South Hill precinct (7 deputies) will respond to priority calls; Grand Firs must have a private property signs and signed agreement with pierce County in order to remove trespassers; okay to call for crimes such as trespassing, vandalism, etc; accidents are considered a civil matter; if we call to report crime, it creates a statistic so that deputies know when/where crimes are occurring, so keep calling.

Mark Jones: invited open discussion; neighbor brought up that HOA doesn’t have insurance and said individuals can get an umbrella policy from our individual insurance companies in the event we are sued, once HOA is established we can get insurance; neighbors reminded to leave completed ballots by the door.

Meeting adjourned at 8:34pm.