LEEWOOD HOMEONERS ASSOCIATION MONTHTLY BOARD MEETING MINUTES

MEETING DATE: April 10 2018

TIME: 7:30 P.M.

ATTENDEES:

Board: Leona Taylor, Nathan Parsons-Schwarz, Gedion Abebe, Justin Edwards, Khaleaph Luis.

Sentry Management: Birgit Burton and Becky SuPrise.

The meeting convened with a full quorum.

This is the first meeting for the newly elected board members and Sentry Management, the property management company that was selected to manage Leewood Community. Birgit Burton, the property manager for Leewood was introduced to the Board.

Approval of Minutes

The Board reviewed the minutes from the February 13, 2018 Board and March 13, 2018 Annual Meeting, and they were approved unanimously.

Election of Officers

The Board elected Board positions, as follows: Leona Taylor, President; Nathan Parsons-Schwarz, Vice President; Gedion Abebe, Secretary; Justin Edwards, Treasurer; Khaleaph Luis, At Large Member.

Board Officer Reports

President:

· In response to the homeowner request at the February Board meeting, a rodent PSA letter was sent to the Bradwood Court row.

· 49 assessment past due letters were sent out to homeowners.

· 2017 financial information was sent to the auditors for the annual audit.

· Management companies participating in the RFP process were notified of the Board’s decision.

· February financial statements were distributed and reviewed. The board also had decided to keep the budget unchanged until the next budget year. Sentry will not add their management fee as a budgeted item; the original budget approved by the Board will be used so that we can track how costs change with the management company.

· Extensions for the 2017 taxes were done, and estimated taxes for 2018 were paid in full to ensure that the April 15th due date would not be missed in the conversion to Sentry.

· Leona discussed notifications that need to be sent as a result of Leewood HOA converting from a volunteer resident managed community to a residential property managed association. Sentry will take care of the CICB notification.

· Leona reported that she will work with her husband, the Leewood webmaster, to update the website for the new Sentry relationship. These updates include homeowner’s information, board members, email addresses and information on how to contact Sentry. Birgit will provide information on and links to Sentry that we can use on the Leewood website. Sentry will also use residents email address to communicate with them when issues arise or notifications need to be sent out. Residents will have to provide email address when signing up for an online payment or auto pay through Sentry’s website.

· Additional paperwork will be required to update CAI membership and subscriptions (Leona will reach out to Pat, if needed), insurance to include Sentry on the policy and Schwab to update for the new officers.

Committee Reports

G&M: No report. There are still unfilled committee positions. Whether we have a Committee has to be determined.

ARC: Leona forwarded the three open ARC violation letters and the current waiver letters to Sentry. This information will be loaded to the respective homeowner accounts once setup has been completed by the Sentry home office.

Sentry will soon conduct a spring walk through and verify some of the violation letters that had been sent to residents and check if the violations had been responded or corrections had been made. It was also decided to mention in the newsletter that homeowners when updating their homes should refer to the ARC guidelines on the website.

The Board discussed the need to update the design standards. Sentry also asked for guidance on areas of focus for the spring walkthroughs. Leona will work on this and also contact the ARC members to see who is willing to continue serving on the Committee.

Management Update

There was a detailed briefing by Birgit and Becky about all the responsibilities and tasks that Sentry will be in charge of, and additional discussion was conducted to clarify the responsibilities of Sentry and the services needed by Leewood. Birgit also provided her cell phone number to the Board –to be used only by the Board members in case more immediate response is needed.

There was a letter sent from a community member inquiring about a Tot Lot, and it was explained by Leona that this community member had already made an initial inquiry. The Board had responded to the community member stating that the issue has been raised previously several times by residents and was voted down each time. It was suggested that the community member come forward to assist in the set-up of a committee and to determine interest within the community. The new letter sent by the community member asks the Board to determine interest within the community. Sentry also advised that having a Tot Lot will increase the association’s liability insurance.

Old Business

The recent problem with parking was discussed, and Leona described that Leewood has a contract with Henry’s Towing Company. Board members can write tickets to illegally parked cars as warnings to the owners of the vehicles to move their cars. Leona will distribute the parking survey results to the Board.

Sentry reported that welcome packets for homeowners are estimated to arrive by April 15^th. Next Sentry presented different methods that homeowners have available to them to pay their HOA fees. There is going to be a link on the Leewood website that connects to Sentry so that online payments can be made by creating a profile/account. In the meantime, Sentry will send a payment coupon and a welcome letter to residents.

Data sharing & storage from the October 2017 minutes was discussed and considered no longer relevant with the move to Sentry. ARC database from the October 2017 minutes was also deemed no longer relevant with the move to Sentry. The gutter pan issue from the August 2017 minutes was reviewed; gutter pans had been paved over on some streets. It was decided that the Board would consider putting back gutter pans when street work was completed on the affected streets. The issue of handicap ramps was also discussed in conjunction with the need to repair sidewalk tripping hazards. Sentry was charged with getting proposals for sidewalk repair and also for street repair issues raised at the Annual Meeting. Sentry will contact contractors to get estimate on these projects.

New Business

A street clean-up was discussed, and the board approved the proposal from Professional Grounds for $1,675. It was also discussed to post a notice in the message boxes advising homeowners to park their cars away from the curb to allow the cleaners to go between cars. Depending on timing of the work, an article in the newsletter was also proposed.

The letter from American Disposal proposing a rate increase for May 1 was discussed. The Leewood contract provision on increases was reviewed, and it looks as if American can increase the rates per the contract.

Leona provided Sentry with the homeowner checks that had been received. Leona also gave Sentry the 2018 year-to-date financial records. Leona will hold onto the rest of the Association records as she continues to organize them and determine what has to be kept.

The quarterly newsletter should go out soon to announce the new Sentry relationship. The Board discussed other potential articles. Nathan will draft articles on ARC spring walk-through and design standards updates. An update on the Annual Meeting and the Board elections should also be included. Reminder on April 1 assessment due date is also important. Since people have not yet set up their accounts with Sentry, delivery of the newsletter will be as usual –door to door with a mailing to offsite owners

Executive Session

No executive session was needed.

The Meeting adjourned at 9:00 pm.