Annual Membership Meeting
February 7th, 2022
7:00 PM
Attendees: 2021 Board of Directors— President Craig Conwell, Vice-President Lori Ann Jacobson, Secretary – Amanda Stroschein, Director – Judy Kibler. Treasurer Chester Watts and homeowner members of the Association.
- Call to Order — President Conwell called the meeting to order at 7:06 PM
- Calling of the Roll and Certifying Proxies — Secretary Stroschein noted that 9 members were in attendance. Four Directors, five members were in person. Calling of the roll was dispensed because a sign in log was maintained and is on file.
- Proof of Notice of the Annual Meeting — Secretary Stroschein reported that the meeting had been announced to the membership via Mail delivered packets on January 4th, email and Facebook reminders were sent on January 28th, and signs were placed on Friday, February 4th. Each packed included notice of the meeting, a meeting agenda, 2022 budget, and a revocable proxy form. Two proxies were delivered to the board.
- Disposal of Unapproved Minutes of the 2021 Annual Meeting — The minutes were read and accepted as submitted on a motion by Mr. Fleming seconded by Mr. Jacobson and approved on unanimous voice vote.
- Treasurers Report — Treasurer Watts outlined 2021 income and expenses and noted the 2021 budget adopted in the November 2021 meeting. Homeowners’ assessments will remain at $100 per property for 2022 as approved by the Board of Directors at the December 2021 meeting. Motion to accept Treasurer Watts’s report was made by K. Conwell and seconded by A. Jacobson and approved on unanimous voice vote.
- Committee Reports- ACC — No report Fining — No report
- Election of the 2020 Board of Directors-
- Number of Board seats to be authorized: The membership passed a motion, to set the maximum number of board seats at seven. The board expansion was noted due to four incumbent members and if more volunteers were available, they could be seated. The motion to accept was made by L. Jacobson, seconded by B. Fleming, and pass unanimously by voice vote.
- Nominating Committee Report: The Board of Directors acted as the nominating committee and President Conwell reported that no members had requested nomination at this time.
- Nominations from the floor —Nominations was made by President Conwell for Treasurer Watts, to become a voting board member, in which he agreed. Sonny has invested many years of his life supporting the HOA. President Conwell noted that it is good to have a person with familiar experience to help guide the associations decisions and thanked Sonny for his willingness to help.
- Election, tabulation, and announcement of 2022 Directors — Since there was only one nominee for one of three open spots, no vote was necessary. If any homeowner would like to volunteer their time, we have positions available in a directorship/member at large capacity.
- Old Business — President Conwell addressed the concerns of the 2021 annual member meeting:
- On the illegality of the bylaws and how they were instated. While the method that was used (single vote), was a bit questionable, some pieces were valid. If there is a continued concern on the changes, it would be advised to form a committee to visit the by-laws again and created a multi-vote ballot to get a better representation.
- On the alleged IRS concerns of operating as a Not-for-profit, this section of the IRS code specifically states that HOAs with operating incomes of over $150,000 are subject to restrictions. At an average of $5,7000, Melissa Oaks HOA is well below those limits.
- On the suggestion of hiring a management company to conduct the HOA business, it was noted that while this sounds like a great idea so that no one must volunteer their time, there still must be a board in place. Thus, paying for someone to do the business of the HOA and not getting a good return, is not worthwhile. It was noted that another HOA in the area with over $35,000 per year in operations was paying close to $9,000 and there are cars parked in the yards and cars on blocks, is that management company doing the job?
- New Business — Homeowner issues:
- Constant noise from open garage, rev’ing engines and car parking in the street was noted. These items have been witnessed to the Sheriff’s office and will be consider in violation of the nuisance section of the CC&Rs.
- Trailers parked in Driveways – Trailers need to be behind fences, and are in violation of the CC&R’s
- Open Forum
- Retention ponds are a concern for the property owners adjacent to them. Several homeowners have placed work requests and called the county for help with the flooding that occurs during the heavy rainfalls that we get. Continued work requests are going to be necessary to place an importance on retention pond maintenance by the county.
- Cars parking in the street – It is against the CC&Rs to park cars on a regular basis in the street. Infrequent parking would not be a concern, but if it is noted that a homeowner is regularly parking in the street, a warning may be issue.
- Cars parking across the sidewalks– This is actually a finable offense by the Sheriff’s office. Please make every attempt to get your vehicles fully into your driveway, the board recognizes that our driveways are short, but we need to do a better job of making it easy to use the sidewalks.
- Trash Receptacles are to be removed from the street and placed out of view (in garage or behind a fenced/screened area. This is becoming a regular problem on both streets, and house numbers will be collected for repeat offenders and a warning issued.
Adjournment —
- The meeting was adjourned at 7:47 PM with a motion by A Jacobson a second from A. Stroschein, and a unanimous vote from the floor.
2022 Board Members:
Craig Conwell – President – 1905 Elodie Lane
Lori Ann Jacobson – Vice President – 1962 Elodie Lane
Amanda Stroschein – Secretary – 1921 Elodie Lane
Sonny Watts – Treasurer – 1912 Elodie Lane
Judy Kibler – Director – 1958 Elodie Lane
Minutes submitted by:
Craig Conwell – President
Melissa Oaks HOA