Vintage Hills HOA Annual Homeowners Meeting Minutes
November 8, 2023, 7 pm, Via Webex

Attendees

Carl Scheurman, President

Chrisy Meeker, Vice President

Jeff Neir, Treasurer

Katie Kosty, Secretary

Jessi Jagne, Director at Large (absent sent proxy)

Lee Howard, Director at Large 

Eydie & Michael Leighty, Management 

20 proxies plus Additional Homeowners attended in person:

1) Call Meeting to Order - (Carl)

• Welcome

• Verification of quorum (20% x 141=29)

• Quorum reached at 7:30 PM with 11 in person and 20 proxies=31, another joined later for a total count of 32

Board of Directors - Year Term Expires:
Carl Scheurman (Pres) - 2023 (no quorum in 2023, stays on until replacement is elected or appointed), new term ends 2025
Jeff Neir (Treas) - 2023 (no quorum in 2023, stays on until replacement is elected or appointed), new term ends 2025
Jessi Jagne (At Large) - 2023 (no quorum in 2023, stays on until replacement is elected or appointed), new term ends 2025
Katie Kosty (Sec) - 2024
Lee Howard (At Large) - 2024
Additional officers:
Chrisy Meeker (VP) - 2024

2) Reading/Approval of Minutes from November 2022 Meeting (Katie)

• Motion to approve - APPROVED

 3) Treasurer's Report Review Board Approved 2024 Budget (Jeff)

• Ratification vote for board-approved budget (unless 51% of all owners vote to reject it, it passes by default, with or without quorum per RCW)

  • Carl and Dean have spent significant time in replacing pieces as needed over the years (THANK YOU!!!!). Community will need to hire contractors to complete major overhaul.
  • Years past, we put in about $16k annually into reserves for large item replacement/maintenance (parks, irrigation systems, monuments, etc.)
  • Want to bring reserves back up faster than in previous years
  • Want to be 100% funded in reserves
• Budget in 2024 is a lot higher than 2023 per increase in homeowner dues to $600.
• HOA Management fees to remain same for 2024
• Insurance, landscaping, irrigation, water increases
• Added in $5000 in bark this year
• $3,000 to fix drainage in new park
• Transfer to reserves
• VOTE TO APPROVE 2024 BUDGET: APPROVED (Per RCW, budget passes unless 51% rejects)

• Vote to waive 2023 tax year audit

• VOTE TO WAIVE AUDIT: APPROVED

4) HOA Manager’s Report (MyHOA-Online.com LLC-Eydie)

• Accounts receivable status

  • Changes this year: moved in Nov. 2022 but still get mail to the wrong address! Please ensure payments go to the PO box.
  • 5 homes owing dues for 2023
  • 1 partial payment due
  • 4 in arrears
  • TOTAL: $2572 outstanding
• Most already covered
• Good shape

• Annual invoicing process reminder

  • Late fees will be charged with interest going forward
• Plan to send out sooner this year - ASAP
• No longer taking split payments at recommendation of legal council

• Address change reminder

5) Old Business

• Mailboxes and covers

  • Dark bronze color
  • Removal, disposal, replacement of units, provide keys to postmaster
  • Coordinate with post office, want to minimize disruption as much as possible
  • Chrisy to find out for sure
  • Usually only a day or two but mail is held at post office until safe to deliver again
  • Current boxes are out of code; these new ones will be within codes
  • Carrier assigns box numbers, we have no control over this but will let you know if that happens
  • Need to be filled with concrete
• Board decision to remove covers and replace mailboxes
• New style of mailboxes
• Vendor available to start end of November
• What will be the mail pick up procedures during renovation?
• Is this new box more secure than current ones? Referring to the break-in earlier in 2023 
• What about the holes from removal of covers?

• Landscaping

  • Brightview is in 2nd or 3rd year
  • None are perfect but they communicate well
  • Considering several alternatives that are still attractive in the neighborhood
  • What would be the cost savings vs. cost of the changes?
  • Changes will be communicated through FB before anything major is done
• Mentioned during budget portion
• Looking at replacing some of the grass strips to save on landscaping and water costs

• Community Awareness

• Block Watch Update

• National Night Out

• OK turnout

• Egg Hunt

  • Plan to do again
• BACK AGAIN AFTER COVID!
• Big treat for kids
• Good turnout 🙂

6) New Business

• Reserve Study updated, change in contributions recommended

• Discussed during Budget section 

• 5 positions up for election in January (3 whose terms ended in 2023 without a quorum and 2 whose expire in 2024)

  • Looking for candidates
• 2 year terms
• Lee will be departing from the board
• Vote in January 2024

• New committees formed - need volunteers

• Recurring area - want homeowner participation
• Welcoming, Food Trucks, Social, Compliance (split neighborhood into quadrants to track yard issues), Block Watch?, whatever you want to see in our neighborhood

• Open forum from floor

  • May have to check with King County because it’s considered a “sensitive tract”
  • Eydie has a contact to use
  • Also has some concerns about encampments in the green belt. How would we deal with it if someone moved in there?
    • Easier to remove from private property. Just need a trespass agreement with APD.
    • VH is responsible for maintaining property but is owned by the City of Auburn. Have to follow the city’s process, not private property. 
    • City has had success removing encampments with new ordinances in place.
  • General question
  • On 127th, anyone else have concerns about speed?
    • 40% goes over the limit
    • Max speeds of 55 reached!
    • Have seen cars doing donuts in the streets
    • Cars are passing on the street
    • 301st street speed is getting crazy
    • If we complain more, does it get more attention?
    • Yes - complain at city council meetings! More the merrier and more often.
  • Ongoing problem
  • City did a speed study this year
  • City streets, not VH owned so everything has to be done through the city. 
• Kevin Chan: trees in green belt. VH has taken down some of the large trees there to reduce risk to homes, the homeowner is concerned about some next to his property. Need to consult an arborist before making a decision. 

8)  Next BOD Meeting:  Immediately following this meeting

9)  Next HOA Meeting: (TBD, January 2024)

10) Motion to Adjourn Regular Meeting

ADJOURNED AT 8:36 PM