Meeting Minutes

Sutton Place HOA Board Meeting Minutes

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February 27, 2023

1. MEETING  DETAILS

Date: February 27, 2023

Time: Called to order at 6:02 pm​

Location: Beth Blair’s home, 473 S Kansas Loop, E Wenatchee, WA 98802

 

1. ATTENDEES: All board members

Beth Blair

Bethany Eichler

Michael Cole

Paul De Korte

 

1. AGENDA:

 

1. Bill for Board insurance

   1. Our annual bill for Board liability insurance is due in April: $765.90.

   2. Michael Cole motions to approve and pay the insurance.

   3. Bethany seconded the motion.

   4. All voted in favor; none opposed.

   5. Motion passed to pay the Board liability insurance bill for the period: 04/05/2023 – 04/05/2024.

 

1. Financial report: President Beth Blair

   1. We have spent more than $500 in office supplies and budgeted for $300.

   2. Landscaping: this is going up because of inflation and additional areas that the current company did, but was not included in the contract. They want to include it if we renew the contract, and thus will charge more.

   3. HOA Dues will need to go up due to inflation, increased costs of landscaping, and office supplies for all the notice mailers.

   4. In house we do:

      1. Poop removal

      2. Irrigation

   5. Legally we are required to have a certain level in reserves.

   6. More people who opt in to electronic consent will lower our admin expenditures.

 

1. Mailbox update: Bethany Eichler

   1. Bethany spoke to US Postal Service officer about getting a mailbox for the HOA  attached to the community area with address number: 472 S Kansas Loop.

   2. They were going to call back the next day but never did.

   3. Bethany will go back to the post office and follow up.

   4. Our annual fee for our UPS mailbox is due in March.

 

1. Dog waste bag container key:

   1. We never received one so Beth will call the company to see whether we can get a key issued.

   2. If not, as an alternative, Paul will put a lot in himself.

 

1. Schedule of fees and fines:

   1. After passing of bylaws, the Board must create a Schedule of fees and fines.

 

1. Electronic payments:

   1. Beth Blair will create a Zelle account so payment may be made directly to HOA bank account.

 

1. Bylaws:

   1. Reviewed draft with all suggested changes by board members together as a board.

   2. Circulated via email for review and voting at next Board meeting.

 

1. Last meeting’s minutes:

   1. Michael took these in Bethany’s absence and will circulate them prior to the next Board meeting on March 6, 2023.

 

Meeting adjourned at 6:47 pm.

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January 24, 2023

Board Members Present:  Beth Blair, Bethany Eichler (via phone), Paul De Korte, Michael Cole

Board Members Absent: None

Visitors: Dave from 415

Location: Beth Blair’s house (473)

 

Called to order a 6:01 pm

 

Minutes Approved from prior meeting.  Unanimous

 

Special assessment was sent out and is due by February 1, 2023.

 

Bi-Laws discussion moved to the agenda of February meetings.  Michael and Paul need to comment back by e-mail by 2/1/2023.

 

Dave had his annual dues for 2022 withheld at closing. The check has not yet been cashed according to the bank.  ACTIN ITEM:  BETH  Investigate to see if this went to Stimac. E-mail Dave with resolution

Next 2 meetings:  Monday February, 27 and Monday march 6

 

Adjourned at 622 pm

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November 16, 2022

1. CALL TO ORDER: Beth Blair called the meeting to order at 5:57 pm

 

1. ATTENDEES:

   1. Board members: Beth Blair, Michael Cole, Bethany Eichler, Paul DeKorte

   2. Other owners: Glenda Escalera (485), Andre Perez (481)

 

1. AGENDA: President Beth Blair led discussion of the following items of business:

   1. Special assessment: plan of action

      1. Draft letter by Bethany sent for board review by Monday Nov 21

      2. Feedback of board by Wednesday Nov 23

      3. Second draft by Nov 28

      4. Mail letters by Dec 1

      5. Require payment by February 1st

      6. Include website again in this communication

      7. Payment currently accepted by check, cashier’s check or money order (see below, adding treasurer to bank account)

      8. Include notice of next meeting on Jan. 24, 2023 @ 6pm.

   2. Adding treasurer to bank account

      1. Michael Cole needs to be added to the HOA bank account

      2. Beth and Michael will go Monday Nov.21 to add Michael

      3. Once bank notifies that paperwork is ready, Bethany Eichler (secretary) will sign off as well

      4. Beth/Michael will check to see if we can set up automatic payment to our account for fees, to allow homeowners to pay dues/special assessments electronically.

   3. HOA Mailbox: UPS is increasing rent for our mailbox

      1. Beth suggested we check with USPS to see whether we can get a mailbox added for the empty 472 lot, as we were able to add a trashbin under that address.

      2. Michael will ask USPS about this on Nov. 21 while at Post Office

      3. UPS cost is hundreds a year, so this would be a good cost savings

      4. UPS box is currently paid/leased through April

   4. By-laws

      1. Beth Blair circulated a draft of proposed by-laws for board members to review prior to our January meeting

      2. Michael made three suggestions he agreed to send via email.

      3. All board members will send all suggestions to secretary via email by Jan 9, 2023.

      4. Secretary (Bethany E) will compile them into a draft before the next board meeting

      5. We will vote on each at the next board meeting

 

1. Next board meeting

   1. Board agreed on next meeting date, which will be included in assessment letter since we have received electronic consent in writing from only five homeowners.

   2. Next meeting: January 24, 2023 at 6pm

2. Other business

   1. As mentioned previously, we received consent to electronic notice from only five homeowners

   2. Oral consent given at meeting by above-named attendees, Glenda, Michael, Paul and Bethany.

3. Open floor for homeowner questions

   1. Beth opened the floor to questions, and none were raised.

1. ADJOURNMENT:

   1. Michael moved to adjourn the meeting

   2. Meeting was adjourned at 6:24pm.

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Sutton Place HOA Board Meeting Minutes

September 21, 2022

1. CALL TO ORDER: Beth Blair called the meeting to order at 6:03 pm

 

1. ATTENDEES: Beth Blair, Michael Cole, Bethany Eichler

 

1. AGENDA

   1. Updates

      1. Community trash bin is supposed to be delivered on Friday, September 22, 2022

      2. Fence quote: painting company came today to give a quote; they would be available to start Tuesday, September 27, 2022; we need to choose a stain color.

         1. We have the funds to cover this until a special assessment can be collected

      3. A house recently sold in our development had never paid dues, so these were collected upon the sale (2021 and 2022 dues and 12% late fees)

      4. OVERDUE DUES: 9 properties outstanding for 2022 and 4 outstanding for 2021

         1. Notices were mailed September 9

         2. Michael and Beth will file liens as soon as permissible

   2. Prior meeting minutes

      1. Paul De Korte was called and appeared by telephone at this point

      2. All board members acknowledged that they reviewed the meeting minutes that Bethany Eichler emailed to board members ahead of time for the last three meetings: Annual Meeting on 05/17/2022, Executive Session on 06/06/2022, HOA Board Meeting on 07/25/2022.

      3. Beth Blair moved to approve all minutes as presented

      4. Michael Cole seconded the motion

      5. All board members voted in favor of approving the minutes: MINUTES APPROVED

   3. New business

      1. Electronic consent: Beth proposed requesting consent from homeowners to accept electronic notice of meetings (which must be given individually and can be revoked at any time)

      2. Articles of Incorporation: Beth filed these and is listed as registered agent

   4. Action items for board prior to next meeting

      1. Review proposed bylaws prior to next meeting in order to vote on them at the next meeting on October 26, 2022. We will check with Paul if this meeting needs to be rescheduled in order for him to be able to attend.

      2. Next meeting:

         1. Pass bylaws

         2. Draft special assessment letter

         3. Stuff mail

Meeting adjourned at 6:36pm

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Sutton Place HOA Board Meeting Minutes

July 25, 2022

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1. ATTENDEES: Beth Blair, Michael Cole, Bethany Eichler (in-person); Paul DeKorte (by video call for motions / voting)

 

1. LOCATION: 423 S Kansas Loop, East Wenatchee, WA 98802 (Bethany Eichler’s backyard)

 

1. CALL TO ORDER: Beth Blair called the meeting to order at 7:04pm

 

1. AGENDA

1. 2022 Election ballot verification and Results

   1. Reviewed written notices received via the HOA address, from all homeowners designating voters for multi-owner properties:

      1. Received 2 notices from owners of multi-owner properties

      2. Received 1 notice for a property that has a sole owner

   2. Opened all 8 sealed envelopes received by mail at the HOA address:

      1. All votes were valid

      2. The legally required 20% quorum (13 votes) was not reached.

      3.  The board reverts to the 2021 board.

2. Withdrawal of board members:

   1. Beth informed the board that she and Bethany received notice of resignation from the board from Alyssa Lenicka and Luke Hedtke prior to the meeting.

3. Election of Treasurer

   1. Beth Blair motioned to elect a treasurer.

   2. Bethany Eichler seconded the motion.

   3. Beth Blair nominated Michael Cole for treasurer, who has accounting experience

   4. Michael Cole accepted the nomination

   5. Discussion: Beth noted that she has been acting treasurer since Will Gant, the former treasurer, sold his home, and Michael Cole is an accountant and highly qualified for the role.

   6. Paul DeKorte, appearing by telephone, voted in favor of electing Michael Cole as treasurer.

   7. Beth Blair, Bethany Eichler and Michael Cole all voted in favor as well.

   8. Michael Cole was elected treasurer for 2022-2023

4. Common Areas Update

   1. Landscaping:

      1. Beth volunteered to be point of contact with the HOA’s landscaping company, since Alyssa Lenicka previously volunteered in this role.

      2. Beth arranged for invoices to be emailed to the HOA email address in lieu of Alyssa’s email address.

   2. Pet waste update

      1. Beth discovered that the communal walkway has a physical address, so was able to open a Waste Management account for the HOA. The cost is $45/month.

      2. This alleviates the need for board members to include the pet waste in their own trash bins.

      3. Michael Cole will update the budget to reflect this decreased monthly fee for waste removal.

5. Irrigation

   1. Beth confirmed 2022 taxes have now been paid.

6. Notices

   1. Late dues: Notices can be mailed on August 1st. The board agreed to send late notices to all fourteen (14) delinquent units/homeowners for 2022 HOA Dues.

   2. 2021 lien proceeding: the board agreed to move forward with the lien process on all five (5) delinquent units/homeowners for 2021 HOA Dues.

7. Sutton Place Bylaws

   1. Sutton HOA currently has no bylaws.

   2. Beth provided a partial draft of potential bylaws which she drafted based on other local bylaws.

   3. Board needs to review the draft bylaws to provide feedback and discuss at the next board meeting.

8. Fence Staining

   1. We need to get quotes; Alyssa Lenicka was heading this up so the board will do additional research. Specifications are: Fourth Street side of fence (outside) and outside of all common areas, and no rain within 72 hours and not below a certain temperature (to confirm).

9. Other business: Open Floor to HOA member questions

   1. Bethany noted that she currently doesn’t have access to meeting minutes for the Annual Meeting or Executive Session due to a broken laptop; repairs are expected by early August. We will therefore have to vote on those minutes at the next meeting.

10. Next Meeting Dates:

    1. Tuesday August 23, 2022 @ 7pm

    2. Wednesday August 21, 2022 @ 7pm (Location to be announced via letter)

    3. Wednesday October 26, 2022 @ 7pm

    4. Letter including meeting dates will be mailed to all homeowners and will potentially include a notice that future meeting notices will be announced on our website.

Meeting adjourned @ 8:03pm

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SUTTON PLACE HOA EXECUTIVE SESSION MINUTES

June 6, 2022

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MEETING  DETAILS

 

Meeting Requested by: Bethany Eichler (secretary)

Purpose: validity of the election/votes counted at the annual meeting on May 17, 2022

 

Date: June 6, 2022

Time: Called to order at 7:09 pm

 

Location: Bethany Eichler’s home, 423 S Kansas Loop, E Wenatchee, WA 98802

 

1. ATTENDEES: All former board members, as the election validity is at issue

Alyssa Lenicka

Beth Blair

Bethany Eichler

Lukas Hedtke

Michael Cole

Paul De Korte

 

1. AGENDA:

 

1. Validity of election:

   1. Bethany cited relevant laws and CC&Rs indicating that so many of the votes counted at our May 17, 2022 annual meeting were by proxies and not in accordance with CC&Rs, that we did not reach a quorum.

   2. Consensus was reached that the vote was invalid, and options to move forward were proposed and discussed.

2. Vote

   1. Michael Cole moved to hold a new election.

   2. Paul De Korte seconded the motion.

   3. All board members voted and the motion passed unanimously.

3. Next Steps and Timeline

   1. The board discussed the next steps and a timeline for holding a new election:

      1. June 14th: draft and mail letter to all HOA members announcing invalidity of election, reasons, voting requirements, and new nomination form

      2.  June 29: Deadline to respond

      3. July 8th: mail out new ballots

      4. July 22nd: deadline for submission of ballots

      5. July 25th, 7pm: Board meeting to announce election results

   2. Tasks were assigned.

 

 

Meeting adjourned at 8:07 pm.

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