Eagle Lakes Estates HOA Annual Meeting (Draft until approved in November 2021)
11/10/2020
Call to Order: 7:03 pm
Quorum established:
- Proof of meeting notice delivered in person the weekend of October 10-11, 2020 or mailed 30 days prior, on 10/10/2020. Posted 14 days prior and again 1 week prior to the meeting on the website and community board.
- Elicia Kellenberger introduced the board members:
- Elicia Kellenberger – President
- Arnold Ruben – Vice President
- Joan Hughes – Treasurer
- Amy French – Secretary
- Elizabeth Healy – Maintenance
- Amy French read last year’s annual meeting minutes
- Richard Shera motioned to accept the minutes
- Stella Pritchard seconded the motion to accept the minutes
- Minutes accepted by the members attending the meeting
- Elicia Kellenberger read the President’s Report (will attach an ecopy)
- Elizabeth Healy presented the Maintenance Report (will attach an ecopy)
- It was brought to the BOD's attention on the evening of 11/10/20 that Elizabeth Healy is not on the deed of a home in Eagle Lakes Estates, though has been a resident for more than 23 years. The BOD will review this information and seek legal opinion as to whether she must resign.
- Joan Hughes presented and explained the 2020 budget and the 2021 budget proposal (will attach an ecopy)
- Homeowner thanked Joan for the detailed budget report and stated that he would have liked to see last year’s budget next to it for comparison
- Homeowner asked if the budget is more than a 10% increase then do the homeowners need to vote on the budget (the budget increase was approximately 21%)
- Elicia Kellenberger explained the homeowners do not need to motion to vote to accept the budget
- Arnold Ruben presented the Vice President (will attach an ecopy)
- Homeowner asked why the letters for powerwashing driveways and sidewalks stated a 14 day compliance before a fine would be levied. Homeowner would like reminders sent rather than the letters that were sent.
- Elicia Kellenberger explained that the letter stated that the homeowners were requested to correct the violation within 14 days. If they were unable to do so, to please contact the BOD and provide a response. Homeowners could notify the HOA board if more than 14 days would be needed.
- Notice of the walk-around and its “look-fors” was posted on the website and the community board 2-3 weeks ahead of the walk-around in hopes that less violation letters would need to be sent
- Amy French offered a suggestion of a calendar on the website that would be consistent and provide homeowners of when walk-around would occur and their focus.
- Bryan Hughes read the ACC report
- Homeowner stated that if someone knew their neighbor was in violation of the governing documents to just tell that neighbor rather than report to the ACC.
- Elections
- Christopher Bradshaw withdrew his name for consideration
- Josh Chandler – wants to be on the board to promote harmony, less restrictions, and to give back to the community
- Amy French – has been secretary for the past two years, has worked to modernize the HOA board
- Joan Hughes – has been treasurer for the past few months, is a bookkeeper, familiar with bookkeeping software
- Arnold Ruben – has been Vice President, wants to give back to the community
- Unfinished Business
- Please familiarize yourself with our website
- We will be resealing the roads in 2021
- Thank you for notifying board members about keeping trucks/boats overnight
- New Business
- Property Management Company – Sentry (Sentry)
- Company was vetted and we received good reviews from current HOAs
- Sentry will attend all monthly meetings
- Will take notes
- Keep documents secure
- Take care of banking and financial requirements
- Have the ability to accept credit card payments
- Homeowner asked where to send a check and Elicia stated that for now, all checks should be sent to the P.O. Box
- Eagle Ridge installed a security camera on the N.W. corner of Eagle Ridge Drive and the entrance to our community
- They asked our HOA to partner for the cost however the board did not have enough information to feel comfortable with the partnership.
- Homeowner asked who owns the data – Elicia stated that Eagle Ridge HOA owns the data
- Electronic Voting and Electronic Meeting Notification
- Elicia Kellenberger explained the process for electronic voting and electronic meetings.
- Homeowners can voluntarily sign both consent documents and keep the revocation forms with them if they choose to revoke consent to electronic voting or meeting notification
- Mr. Caves (attorney) explained that homeowners are not forced to only vote electronically if they consent, they can still vote by proxy or in-person
- Homeowner asked if we will have to hire a company to handle electronic voting
- Mr. Caves (attorney) explained that the HOA will need to work with a company that handles secure electronic voting
- Mr. Caves explained that the consent for electronic meeting notices means that if voluntarily signed, homeowners will get all notices about meetings electronically. The electronic meeting notice will supplant the paper meeting notices.
- Elicia asked if we could email walk-around notices. Mr. Caves said “yes”
- Mr. Caves explained that the only thing that should not be sent electronically would be enforcement letters.
- Election Results
- Amy French was re-elected to the board
- Joan Hughes was re-elected to the board
- Arnold Ruben was re-elected to the board
- Josh Chandler received votes and was thanked for his willingness to serve
- Q&A for Mr. Caves
- Homeowner asked if legal fees incurred for non-compliance of homeowners could be recouped?
- Mr. Caves said if the homeowner is delinquent on assessments, then yes, but not for violations that do not go through litigation
- Mr. Caves explained that before you sue a homeowner, mediation is required. Payment for mediation by each side of the mediation separately
- Until a lawsuit is settled, the legal fees are not recoverable.
- Homeowner asked about the cost of electronic voting
- Elicia Kellenberger attended a webinar about electronic voting and said the cost is about the same as renting a space and sound system for our annual meeting.
- Mr. Caves explained that his firm charges approximately $350 for a single vote regardless of the or approximately $700 for unlimited voting
- Amy French asked about using Zoom for virtual board meetings
- Mr. Caves said that it is allowed and might increase participation from homeowners
- Homeowners need to be notified of Zoom link in meeting notification
- Homeowner expressed appreciation that the board is looking into lake maintenance and would like the option to provide feedback before a decision is made
- Homeowner asked if homeowners would vote on lake updates or does the board. Elicia explained that the board will make the final decision but will seek input from homeowners
- Homeowner asked that gratitude for the board members and their contributions be formally recorded in the minutes
- Richard Shera motioned to adjourn meeting at 8:50 pm
- Many homeowners seconded
- Meeting adjourned at 8:50 pm