2015 Annual Meeting

• Conifer Park 6 HOA
• Annual Meeting
• 16 Owner Households, zero Renters
• Call to Order 18:30 -- Gerry Austin
• Introduction of Officers -- Gerry Austin
• Election of Officers
• Director
• Nancy Rollins nominates Heidi Jablonski
• Seconded
• Move to unanimous ballot
• Motion Passes
• President
• Gerry Austin nominates Jason Jablonski
• Seconded
• Move to unanimous ballot
• Motion Passes
• Vice President
• Gerry Austin nominates Dawn Davis
• Seconded
• Move to unanimous ballot
• Motion Passes
• Secretary
• Rick Chapman nominates Dave Black
• Seconded
• Move to unanimous ballot
• Motion Passes
• Treasurer
•  Heidi Jablonski nominates Nancy Rollins
• Seconded
• Move to unanimous ballot
• Motion Passes
• Treasurers Report -- Nancy Rollins
• Dues - 13 owners have not paid 2015 dues, with 4 also owing prior years
• Status of liens and how the liens work
• Costs, especially insurance
• Park Maintenance
• Park Committee Update -- Rick Chapman
• Old Table torn out
• Fence repair in the works
• Picnic table being evaluated for purchase
• Targeting around $1500  for concrete table similar to existing table
• Neighborhood alerts and Facebook -- Heidi Jablonski
• Points of Contact
• Drawing
• Gerry Autin and Cammy Mills $25
• Dick Stacy $50
• Move to close 18:54

ARC Improvement Form

Architectural Review Committee
Request for Property Improvement
(Submit to any member on the Architectural Review Committee) Requestor's Name:
Date:
Address:
City:
State:
Zip:
Telephone No.:
Lot Number (if known):
Nature of Request:
Drawing Attached? Yes No
Special Conditions:
Architectural Review Committee Signatures
Approved Disapproved
Dave Black beaverbigdave@icloud.com ___________________________ _________ ___________
Gerry Austin millsaustin@wavecable.com ________________________ _________ ___________
Rick Chapman rkmcchapman@wavecable.com ______________________ _________ ___________
P.O. Box 763 - Port Orchard - Washington - 98366
www.coniferpark6.com
(Last updated 7/28/2015) 

2015 3rd Quarter Board Minutes

Board Meeting 6/10

Wednesday, June 10, 2015

6:57 PM

Attendees

Michael Groah, Dave Black , Alan Mygatt-Tauber, Heidi Jablonski, Nancy Rollins, Heather Mygatt-Tauber

Agenda:

• Call to Order (Mike 19:03)
• Financial Report - Nancy
• Several inquiries on foreclosed properties inquiring on past dues
• Further review of past dues
• Properties 53 Earls Ct & 57 Saxon/Fircrest are the most past due
• Since there has been no notice of foreclosure for these properties, it makes sense to file a lien, after appropriate notice.
• Send Certified mail notice that a lien will be filed if not paid by a specific date (at least 15 days from the date of mailing). 
• What about the group of 4 in the $200 range?
• 2nd notice with note that a lien could be placed, specifying the dollar amount the lien would add to their bill. 
• Lot 21 making payments
• Give her a grace period and drop certain amount of interest
• All Others will get a past due stamp on the envelope for their 2nd Notice with newsletter.
• No answer from the Chapman's on audit

• ARC Committee -Dave
• No report from Dave
• Barb next to Sherwoods
• The piles are starting to grow
• In the past had cited illness
• Approach her and ask her if she needs help
• Give her a chance to help her
• Options are to call:
• Fire Department
• County for nuisance property
• Start the fine proceedings
• Black tarp property
• Dave, Gerry and Rick will create a new approach
• Need a plan with expectations
• Fence for dog
• Landscaping
• Visibility from the street is key
• Corner lot Saxon and Fircrest
• Grass is out of control
• Lot 61 is being repainted in a color that may be questionable
• Lot 67 backyard needs cut back.
• General Comments
• Mailbox blocking
• Facebook group
• Pin a note about conduct
• What about complaints?
• Mike will put a picture of the neighborhood
• Park Committee
• Rick is pricing wraps for the posts
• Broken table was removed
• Alan and Rick are the committee to replace the picnic table
• Heidi proposed to have the subcommittee have a proposal to the board so that a new table is in place for the picnic
• Dave will talk to the committee about the watering situation. 
• Nancy follows up with Richelle about the status of the lawn care
• Picnic
• August 5th 6:00, Meeting 6:30
• Black's will shop
• All beef hot dogs
• Black's have all the supplies
• Nancy will get the gift cards
• 1 at $50
• 1 at $25
• Heather will put on Facebook
• Jablonskis, Blacks, Groahs will help deliver notices and invitations
• Gerry grill? If not the Mygard-Taubers
• Dave will bring the cooking pot and camping stove to boil
• Jablonskis will make the flyer

• Newsletter - Dave
• Content
• The new fining regime
• Park committee and new picnic table
• Schedule
• Aim for July 10th
• Time it with when 2nd notices go out
• General mailing to the rest

• Overdue notice deliveries
• Move to close 20:36

2015 2nd Quarter Board Minutes

Conifer Park #6 HOA Board

2015 2^nd Quarter Meeting

March 25^th, 2015

Present:  Michael Groah, Rich Chapman , Nancy, Rollins Richelle Sherwood, Alan Mygatt-Tauber, Heather Mygatt-Tauber, Dave Black

Call to Order Mike 7:04

Agenda:

1.     Financial Report

a.     Dues are trickling in.

b.     Review of Past due for prior years

                                               i.     Some are settling

c.      Alan Mygatt-Tauber reviewed our CCnR’s and Lien procedures with an attorney and our lien is the lowest of the low and to become a Super Lien,which would give the HOA more teeth, the HOA would have to amend the CCnR.

d.     Records prior to Nancy are a bit inconsistent and there is a gap in custody of records.

e.     Not wise to file a Lien on 61 that is in foreclosure.

                                               i.     Lien would be a junior lien and likely the monies not recoverable.

f.      HOA License updated with Secretary of State

g.     Filed the HOA Income Taxes

h.     Move to accept Treasurers Report

                                               i.     Voted and seconded

2.     New Business

a.     Enforcement procedure notifications

                                               i.     Was expecting to be in Newsletter

                                              ii.     Special mailing with the new enforcement procedures

1.     Falls to ARC to author and then it will be mailed.

b.     Next meeting

                                               i.     Wednesday June 10^th

1.     7:00

2.     Mygatt-Tauber

3.     ARC

a.     What is the status of the Park committee

                                               i.     Need to meet

b.     Landscapers mowed etc just once per month in Dec, Jan & Feb 

c.      Wrap the posts with metal so they don’t get more damaged.

d.     Park Committee meeting on 3/28

e.     Move to form committee to explore new picnic table to replace the broken table that is being disposed of.

                                               i.     Alan

                                              ii.     Rick

4.     Move To Close 7:46 Rick

2015 1st Quarter Meeting Minutes

Conifer Park #6 HOA Board

2015 1^st Quarter Meeting

January 26^th, 2015

Present:  Alan Mygatt-Tauber, Heather Mygatt-Tauber, Nancy Rollins, Dave Black, Gerry Austin, Mike Groah, Richelle Sherwood, Rick Chapman

Call to Order (Mike) 7:36

Agenda:

1.     Financial Report

a.     Net Income $311

                                               i.     $88 prepaid for 2015 plus 1,162.46 (net) collected for prior years + interest. Only one lien

b.     What to do with Sanford property?

c.      Bank charges due to lien being paid with NSF

d.     Nancy had to buy checks

e.     A large increase in water charges

                                               i.     Park watering

f.      CD put into a new 18 month at .15%

g.     13 homeowners not current

                                               i.     Lot 64 paid for 2013 – 2014 on January 6th.

h.     Interest on past due assessments is charged at 12% per annum, per the CC&R's

i.       Interest in having Rick’s wife audit.

j.       Someone to asses the bench that needs replaced

k.     Move to accept, seconded and passed.

2.     Dues Discussion

a.     Proposed to raise the dues to $64

                                               i.     We have not raised every time we could

                                              ii.     Discussion on how the CC&R’s specify how the dues can be increased.

b.     Caution against raising when we have money in the bank

c.      Proposed capital improvements

                                               i.     Park Fence

d.     Motion to call a vote (Mike)

                                               i.     All in favor of dollar increase (1)

                                              ii.     All opposed (3)

3.     ARC Committee Problems

a.     A number of deficiencies

b.     Followed up on the written complaints

                                               i.     Trash can’s visible from the front of the house

1.     Sent out an alert

                                              ii.     Letters were not sent

                                            iii.     Fencing on Conifer Park

c.      Truck tearing up the lawn

d.     Saxon house

e.     Rental next to the Rollins

f.      Dog issues with Lot 42

4.     New Enforcement Proposal

a.     Fluid Version

b.     Maximum enforcement amount

c.      Very generous in timelines

d.     Clarification

e.     Lots of opportunities to correct before the fine process kicks in.

f.      Focus on being reasonable

g.     Motion to submit for approval

                                               i.     Seconded

                                              ii.     Passed

                                            iii.     Gerry will post online

                                            iv.      

5.     Newsletter

a.     Target mailing date by 2/14

b.     Dave will create and provide a draft

c.      New endorsement time

d.     New planting time

e.     HOA Annual Meeting

                                               i.     August 5th

6.     New Business

a.     Park Maintenance committee

                                               i.     Gerry Austin chairs

                                              ii.     Rick Chapman

                                            iii.     Dave Black

1.     Budget of $100

                                            iv.     Motioned

1.     All in favor of new committee and budget

b.     Records Retention

                                               i.     Move to table

1.     Audit plan

c.      Audit

                                               i.     Put on the next Agenda

d.     HOA Annual Meeting

                                               i.     August 5th

e.     Should we place a lien on Lot 61, now in foreclosure?Alan will follow up with the attorney

f.      Next meeting March 25th at 7:00

7.     Move to Close (Gerry) and Meeting Adjourned 8:47 PM

Covenant Enforcement Procedure and Special Assessment Schedule

Step 1:  A written complaint must be made by a homeowner of the association and retained in the Architectural Review Committee (ARC) files.  The ARC is under no obligation to identify the person making the complaint, and shall respect the anonymity of a homeowner making a complaint if requested.

Step 2:  At least two members of the ARC inspect the property to determine if the complaint has merit.  During inspection, the ARC will identify the relevant articles of the Covenants, Conditions, and Restrictions (CC&R’s) which are found in violation.    At the discretion of the committee members, the occupants of the property may be contacted during or after the inspection to inform them of the violation and to request corrective action be taken. 

Step 3:  If issues are not resolved during the inspection, a violation letter will be drafted and reviewed by at least one other ARC member.   The letter will be sent to both the property owner and the address of the property, if different, so that occupants are made aware of the violation as well.   The letter shall specify that a special assessment may be levied against the property, potentially resulting in a lien, after 60 days of the date of the letter if the violation is not resolved.   If the Board of Directors votes unanimously to reduce the 60 day period to 10 days, in accordance with the bylaws, a letter providing 10 days notice to correct the violation may be sent via certified mail as described in Step 4 and article 31 of the CC&R’s.

Step 4:  If the violation is unresolved after at least 30 days from the initial letter, a second violation letter will be sent, via certified mail, return receipt requested,  to the property owner, noting that the property is still in violation and a special assessment may be levied against the property if the violation is not resolved within 30 days. 

Step 5:  If the violation is unresolved  at least 30 days following Step 4.  The ARC may ask the Board of Directors to issue a special assessment against the property in accordance with the schedule below and article 9 of the bylaws.  If a majority of the Board of Directors votes affirmatively to issue the assessment, a special assessment will be issued against the property, and be entered into the Treasurer’s record.   A letter will be sent to the property owner informing them that a special assessment has been placed against the property.  Lien’s will be placed against subject properties at the discretion of the Board of Directors.   Lien placement and release fees will be added to the outstanding balances in order to recover these costs.

Step 6:  Following the issuance of a special assessment, if the violation remains unresolved, this process may resume at step 3, providing an additional notice letter, sent via certified mail, at least 30 days prior to an additional assessment being placed.   Special assessments may be increased in accordance with the schedule below for each violation which remains unresolved after the specified time period.   Repeat violations (such as parking or trash cans) occurring within a 60 day period will be considered to be unresolved issues.   If a violation is resolved to the satisfaction of the majority of the ARC for at least 60 days, a subsequent violation will be considered a new violation for the purpose of this process.

Special Assessment Schedule – Fines for Violation

                          

Violation	Initial Violation	Additional fine after 30 days if unresolved	Fine for each additional 30 days that violation exists.
Article 10 – Architectural Control	$10	$20	$50
Article 13 – Commercial Use of Property	$100	$200	$400
Article 14 – Nuisance	$50	$100	$200
Article 15 – Garbage / Trash	$10	$20	$50
Article 16 – Vehicle Parking	$20	$40	$100
Article 17 -  Temporary Structures	$20	$40	$60
Article 19 – Animals	$20	$50	$100
Article 20 – Signs	$20	$40	$60
Article 21 – Tree Cutting	$10	$20	$40
Article 22 – Fences	$20	$40	$80
Article 23 – Exterior Maintenance	$20	$100	$200
Article 26 – Roofing Materials	$20	$40	$60
Article 27 – Drilling or mining	$100	$200	$500
Article 28 – Clothes lines	$5	$10	$20
Article 29 – Fuel Tanks	$20	$40	$60

Guidelines for Resolution of Violations:
Article 10 – Architectural Control - Homeowner submit plans for ARC review.  ARC may require additional mitigation to resolve violation.   If plans has been submitted, the ARC may suspend the violation pending final resolution.  The board may levy up to a maximum special assessment under this process, not to exceed $25,000, per property.

Article 13 – Homeowner shall discontinue commercial use of property

Article 14 – Resident shall cease activity or mitigate conditions resulting in nuisance.   ARC may require mitigation to take place or a plan to be submitted.  So long as mitigation is being completed to the satisfaction of the ARC, and residents are pro-actively engaged in resolving the issue, the ARC may suspend the violation pending final resolution.

Article 15 – Homeowner shall appropriately screen trash containers, or submit plans to the ARC for screen construction, or otherwise mitigate violation.  If permission has been requested, the ARC may suspend the violation pending final resolution.

Article 16 – Homeowner shall not authorize any vehicle to be parked improperly on the lot and will take action to prevent people from improperly parking on the lot.  Permission from the ARC may be requested to place ‘no parking’ or ‘tow away zone’ signs on the property to keep other people from parking improperly on the lot.  Residents may request approval for the creation of additional parking strips, or expanded driveways.  If permission has been requested, the ARC may suspend the violation pending final completion.

Article 17 – Residents will cease use and dismantle temporary structures or submit plans to the ARC under the procedure described in Article 10.  If permission has been requested, the ARC may suspend the violation pending final completion.

Article 19 – Residents will remove, control, or otherwise mitigate violations resulting from animals. 

Article 20 – Resident will remove signs or request permission from the ARC.   Note:  In accordance with Washington State law, (RCW 64.38.034) this article may not infringe upon first amendment rights granted to homeowners regarding political signs.  Political signs may be displayed in a manner such that they do not obstruct traffic visibility, harass other homeowners, or otherwise create a nuisance.  Signs shall be removed no later than 7 days following the relevant election.      This covenant also may not restrict the display of the Flag of the United States (64.38.33), however, construction of flag poles shall be approved by the ARC, who may impose reasonable restrictions or mitigation, as required by Article 10.

Article 21 – Trees -  If trees are removed without permission, the homeowner shall request permission from the ARC after removal has taken place.  The ARC may impose additional restriction or mitigation of damage caused by tree removal.   If permission has been requested, the ARC may suspend the violation pending final completion.

Article 22 – The homeowner will remove the fence which is in violation, or request permission from the ARC to allow the fence to remain.   The ARC may impose mitigation, replacement, or additional conditions.  Acceptable materials have been deemed to be wood (preferably cedar) or brick.  Chain link and temporary mesh fences are prohibited.  If permission has been requested, the ARC may suspend the violation pending final completion.

Article 23 – Exterior Maintenance.  The homeowner shall repair the violation, or submit a plan to the ARC describing the proposed repairs and timeline for completion.   The ARC may suspend the violation pending final completion.

Article 26 – Roofing Materials.   The homeowner shall request permission for the project.  The ARC may impose additional restrictions and/or additional mitigation.  The ARC may suspend the violation pending final resolution.    Note:  This article does not apply to solar panels, in accordance with RCW 64.38.055, however, plans for the installation of solar panels shall be submitted to the ARC for approval.  The ARC may impose additional restrictions.     Panels should be installed in accordance with the limitations described in RCW 64.38.055(2).

Article 27 –Drilling or Mining.   The homeowner shall cease any drilling or mining activity, and submit plans for the mitigation of any damage which occurred.  If plans have been submitted, the ARC may suspend the violation pending final resolution.

Article 28 – Clothes Lines.   The resident shall remove and discontinue use of clothes lines. 

Article 29 – Fuel Tanks.  The resident shall remove fuel tanks, or submit plans to the ARC for construction of a screen.  If plans have been submitted, the ARC may suspend the violation pending final resolution.

This procedure and schedule voted on by the Board of Directors on _____________

Director Signature_____________________________________               Approve ____  Disapprove___

Director Signature_____________________________________               Approve ____  Disapprove___

Director Signature_____________________________________               Approve ____  Disapprove___