Minutes
QW HOA Board – Annual Meeting
Thursday, February 25, 2021
Introductory Remarks – Alonna Bailey
Due to public health guidelines surrounding Covid-19, this meeting was held via zoom. The audience was muted with an opportunity to text in questions and comments. The meeting was given a 2 hour max presentation time.
Call to Order/President’s Report – Debra Willingham
Review of agenda.
Introduction of Board – Debra Willingham, President and Jody Wilson, Treasurer.
The HOA Board met 7 times in 2020. The HOA Board took steps to improve communication with JC Higgins on the completion of projects including community septic, wetland tracts, play chips at the park, replacement of a tree, replacement of a road sign, paint guidelines and repair of the power box at the park. The Board is also taking steps to create a greater social media presence on FaceBook through the “Unofficial QW HOA” page.
Contact information for JC Higgins and the HOA Board was presented and can be found to the QW HOA website and the aforementioned FB page.
AAdvanced Septic Presentation – Jeremiah Gunia
AAdvanced Septic is the primary service provider for the community sewage system. They complete the annual assessments and respond to emergency calls. Forty-one homes are on this system. The vast majority of homes have their own drainage fields in their own yards or adjacent yards. There has been an improved categorization of homes on the community system and trouble shooting is more efficient. Travis Johnstone is the contact person for the QW account.
ACC Committee Report – Steve Hauss (aka Jake Artley)
Committee also includes Gary Olson and Mark Pampe.
During 2020, the committee reviewed 27 items including external paint colors, additional building structures, fence stain color, patio/decking, tree removal and design change on exterior pillars.
The committee focuses on CC&R’s Article 9 for guidance on approval process. ACC does not approve building codes. The homeowner is required to access county permits for compliance to building codes.
The ACC submittal form is located on the QW website. There is no review required if the homeowner is fixing an item to its’ original sate. However, if there is a change in color, material or addition of a new structure, ACC approval is required PRIOR to the work being completed. ACC has 30 days to respond to approval requests with a general response time of 2 weeks. Forms are emailed to Alonna Bailey at JC Higgins who will then forward the request to the ACC committee. Homeowners will receive direct contact and approval from ACC regarding their proposed projects.
Additional Chat Questions/Comments – Chain link fencing is not allowed. In 2021, there will be new guidance on exterior paint colors.
Financial Report – Alonna Bailey
Graphics were shown to illustrate the current financial balances.
2020 Balance Sheet
Cash (bill pay account) – $1,738.95
Savings – $26,588.27
Reserve – $59,197.43
Total – $87, 524.65
Cash Flow spreadsheet graphic was shared. Total income for 2020 was $79,019.20 and expenses were $62,494.33.
Additional Chat Questions/Comments – All 156 lots in the community are sold. One lot is vacant and not contributing HOA dues. All dues were collected. The Reserve Fund is only used for a major capital improvement or replacement. In 2020, $7,000 was contributed to reserve fund.
JC Higgins Role with QW HOA Board – Alonna Bailey
Assist HOA Board in enforcing CC&Rs and provide statutory guidance on decision making. JC Higgins does not employ attorneys, but will offer referrals, if needed. JC Higgins provides clerical and financial services. They assist in collecting bids and information for proposed work. All decisions are ultimately made by the HOA Board. During 2020, Covid-19 required JC Higgins to reduce hours and positions. Certain vendors were not allowed to perform duties. Fines and late fees were not allowed. The number of homeowner contacts increased dramatically. In addition to Alonna Bailey, Chelsea will be joining the QW team. Chelsea will largely focus in the areas of member contacts, including ACC forms, and violations. Alonna will focus on assisting the HOA Board, financials and special projects.
New Business – Debra Willingham
Remarks to inform the community, that competitive bids for alternate management companies have been considered. The HOA Board is maintaining the business relationship with JC Higgins as they believe they have established and can maintain a positive working relationship.
The board seeks to fill a third officer role. Nominations were taken from the floor.
The community may vote to seat one of the following residents, Mark Pampe, Theresa Michelac or Cena Wilson.
A voting quorum is determined by the number of returned ballots. Ballots are due March 4, 2021. Votes will be tabulated on March 5, 2021.
The board also seeks volunteers for the following committees which will work in coordination to the board on specific tasks:
Social Committee – spearhead activities and events in the neighborhood
(Kim Mace and Emily Morris volunteered from the floor)
Neighborhood Watch – create neighborhood alert systems
Playground – Investigate options for replacement/repair of equipment and seek
information/estimates of cost for a total replacement of playground equipment.
(Emily Morris volunteered from floor)
Additional Chat Comments/Questions – Request to allow the social committee access to the funds which were budgeted to the renting of meeting space for this annual meeting.
Playground – Alonna Bailey
The current dilemma with the playground repair (slide) is that the manufacturer is no longer in business. Other playground manufacturers will not repair or replace an item on equipment which is not their own. At one point, the HOA was able to secure an independent contractor to do the the initial repair work but he is no longer working. Therefore, the repair plan has stalled.
The current financial reserve study shows that replacement of the playground is viable in 2034. The current HOA Board is committed to annually funding the reserve to meet the financial needs. The estimated cost for replacement of the playground equipment and removal of current structure is $35,000-45,000.
Additional Chat Questions/Comments – The reserve study is available for all members to review. Contact Alonna if you would like a digital copy. Depleting the savings or reserve funds is not a recommended financial strategy to fund the cost of a new playground. The playground is not the only item on the reserve study. The HOA will be seeking a proper financial strategy with the combination of an annual dues increase, special assessment and/or special fundraising activities. These funding strategies will be determined based on the findings and recommendations of the playground committee. At the time these proposals are formulated, the larger residential community will be notified. The current HOA Board will seek a community vote for this large expenditure. Repairs to the playground must be performed by professionals due to liability issues.
Review of 2021 Budget – Alonna Bailey
Graphic illustrating the 2021 proposed budget was shared. Line items were reviewed.
There has been no increase in HOA dues for 9 years. Traditionally, HOA’s increase dues every other year. The HOA Board will consider a dues increase which will be presented to the community at the 2022 annual meeting.
In the past, the HOA Board has not been always funded the reserve with adherence to the guidelines. The reserve is 66% funded. The current HOA Board is committed to funding the reserve at the annual recommended levels.
Significant costs have surfaced in the maintenance of community wetland tracts around the QW neighborhood. The current estimate for the cost to maintain Tract M is $11,000-12,000 with annual maintainence costs, thereafter. These areas must be addressed as they have had direct negative impact on homeowner’s property.
The reserve study also indicates that replacement of landscaping is due in 2021 with a projected cost of $11,000.
Mailboxes are due for upcoming replacement at $1600 each. They will be replaced at a rate of one per year.
Additional Chat Quesitons/Comments – Comment made about a special assessment for playground which requires a 51% vote from the community.
Community Wetlands – Jody Wilson and Homer Wood
Homer Wood presented graphic illustrations and detailed explanation of wetland tracts. Some of the tracts have assigned responsibility to Pierce Co. In 2020, the current HOA Board became aware of the tracts for which the community is responsible.
The role of the HOA Board is to encourage Pierce Co. to maintain their areas. However, the Board has no influence on the type of work that is done or the schedule of maintenance. Conversely, the HOA has full responsibility for the scope of work completed in the other tracts and will be creating a schedule of annual maintenance to limit excessive expenses.
Special thanks for Homer Wood for his generosity of time to this community project.
Open Forum –
Remarks about violations and interpretation of the CC&Rs. The current HOA Board and JC Higgins are developing strategies to improve this area of service and improve communication. Violation disputes are reviewed by the Board and grace is administered often.
The HOA Board and JC Higgins will not respond to complaints listed on the QW Neighborhood FB Page. Members must email the Board or JC Higgins, directly.
Meeting Adjourned
