Elliott Farm Homeowner’s Association
Annual Homeowners Meeting
October 23, 2012
The Elliott Farm Home Owners Association annual meeting was called to order at 7:05pm by Dale Prior, President. The Board members present were Dale Prior, Linda North, Chris Rodrigues, Heidi Adamson, and committee person Rob Wick. Joy Church, bookkeeper was present. Seventeen homeowners, including the Board members were also present.
Dale welcomed all the homeowners and thanked them for coming. The Board members were introduced, as well as our webmaster Bruce King, and thanked for all the work they have done this past year. There was not a quorum present so he explained that nominations for Board and committee positions would be accepted but that an official vote would not be taken. The minutes were read and approved as written.
Fire District 40: Tally Hall, Battalion Caption for Renton Fire Department spoke regarding fire safety around the house. He mentioned that cooking equipment is the leading cause of home structure fires and home fire injuries. Please never leave food cooking on a stove unattended. He also reminded us to test our smoke detectors to be sure they are in working order. We again thanked the fire department for sending their engine to our August Nights Out event.
Bookkeeper/Treasurer Report: Joy Church went over the balance sheet and stated we are in good financial condition and have sufficient funds to carry us through the rest of the year. She mentioned that we have 2 CD’s maturing this year, one in February and another in December.
Heidi Adamson went over the spread sheet which indicates we are well within our 2012 budget. She also mentioned that at the first of the year we had 8 homeowners past due and are now down to 5. We have decided to avoid using the legal services of our attorney for collection of these delinquent accounts and are turning them over to a collection agency who will only take a small percent of what they collect, thus lowering collection expenses. We will continue using the attorney to place liens on properties that become 2 or more years delinquent. We have also begun collecting a transfer fee of $150.00 when a home is sold. She mentioned there is currently a positive balance of $3,500 showing which is set aside for arborist work to our green belt that should be done by the end of the year.
There was a review of the 2013 budget which shows no increases in the line items, but shows we have separated a few line items so they better indicate what they are used for.
Landscaping Report: Rob Wick explained that he took over this position mid-year. Upon speaking with Malone’s, our current landscaping company, he stated he wanted to see our common areas maintained as an example to our homeowners of how we would like all homeowner properties maintained. He will walk the areas with Malone’s every 3 months, giving them a list of those items needing additional attention. At this time he is satisfied with the work they are doing but will not hesitate to seek bids from different landscapers should the need arise. He mentioned we are currently working with an arborist to determine if there are any trees in our green belt that pose an immediate risk to homes. Chris Rodrigues is also working on this project and mentioned that there are several trees that have been identified that will need attention. Bids are currently being taken.
Rob also mentioned there are several trees and shrubs that are becoming overgrown at both entrances and around the tot lot and sport court that will need major trimming or replacement in 2013. There will also need to be some irrigation work repaired or replaced. There is an ongoing problem in getting Malone’s to empty the garbage cans we maintain in several places. It was suggested we remove them.
One homeowner asked if the trail between The Gables and Woodward could be altered in some way so it isn’t as steep to climb. Dale explained that it is water, sewer easement and has to be left as it is so maintenance trucks can drive on it.
Architectural Control: Chris reported on the feedback received from homeowners after each received an evaluation card indicating the overall condition of the outside of their property and home. Generally the responses were favorable and as a result of these evaluations many homeowners cleaned up their front yards, some homes were painted, and fences repaired. There still remain some compliance issues and those homeowners will be contacted again in the near future. Heidi reported there had been several requests for the committee to approve paint colors for their homes. She reminded us that before doing anything major to the exterior of our homes or landscaping we should get an approval from the Architectural Control representative first. In one case a home was painted an unacceptable color and had to be redone.
Vice President Report: As mentioned above, Chris Rodrigues is working with arborists to determine what trees in our green belt area need immediate attention, and headed up the evaluation of all our properties to help identify those that are not in compliance. This continues to be an ongoing project. He reported we were successful in getting the abandoned street sweeper and commercial truck removed and continues to work at getting some homeowners to remove unsightly storage on the side of their home, a fence issue, and residents leaving garbage cans out.
Presidents Report: Dale stated that 2012 has been a little more challenging than in other years. Earlier this year there was a lawsuit filed by one homeowner where he felt he should not have to pay legal fees or delinquent fees that were charged to him in our efforts to collect back due annual assessments. The judge did award him a much smaller amount than what was requested. From this a lot was learned about documentation, and collection efforts will be handled differently.
Dale also reminded all residents to be alert to any unwanted activity throughout the neighborhood. As is happening all over, we have had a few burglaries and some vandalism in our area. He again asked that all residents leave their outside lights on all night as this is a good deterrent. Also never hesitate to call 911 if you suspect or see anything unusual happening. Keep garage doors down when not in use and be sure cars left outside are locked.
We have one Board and one Committee position available. He asked if there were any volunteers. Shirleann Nold volunteered to fill the secretary position and Nicole Collier volunteered to handle the Architecture Control position. Each was thanked and will be appointed to these positions.
- Collection Policy – Dale reviewed the existing collection policy and the changes being suggested. A motion was made and approved to accept the changes. A copy of the collection policy will be posted on our website.
- Stop Yield Signs – Dale explained we have had no response from the county DOT on this. He plans on writing one more letter, and then if no response we will close the issue at this time.
- Homeowner questions and concerns – There were questions and concerns from homeowners throughout the meeting (mentioned throughout the minutes) discussed and answered.
The meeting was adjourned at 8:30pm. The Board meetings are held the 4th Tuesday of every month at 7:00pm at the Nativity Lutheran Church. Residents are encouraged to attend.