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Where: City of Covington Community Room
PowerPoint presentation by LW Board of Directors
Meeting called to order: 7:15 pm Amanda M.
Introductions
Board members and MyHOA introduced by Amanda M.
Residents in attendance introduced themselves; there were 20 residents in attendance or by proxy.
Verification of quorum
Reading and Approval of minutes from annual meetings September 2020 & 2021: Elizabeth T. gave brief highlights of minutes while they were projected on to wall for reading.
Motion made to approve. Approved
President’s Report: Amanda M. gave overview of 2021/2022 accomplishments.
o Annual meeting 9/1/21, 12 monthly Board of Director meetings
o Successful events: Easter egg hunt (56 participants), Cleanup Day (20 participants), Garage Sale (20 households), National Night Out (100+ participants).
o Community Projects: Creation of Committees, Park/Security Solutions, Tree Removal
o Addressed 24 ACC Improvement Requests
o Addressed 13 Violations/Complaints
Treasurer’s Report: Michael L. gave brief overview of August expenses.
o YTD revenue and expenses are on track/slightly under budget in some categories. Over budget in single category; Tree Maintenance & Removal: $989.45. Expense can be absorbed in General Maintenance.
o Cash Balance: $50,385,85
o Reserves: $75,180.55
Landscaping/Maintenance Report: Dave C. gave overview/status of projects completed/in process
o Bridge repair work
o Graffiti removal from CenturyLink utility box, refreshed paint on utility boxes south end of big lake
o Removed unsightly weeds along SE 279th Pl. and general clean up of common areas around big lake. Gazebo pressure washed, floor repainted. Asphalt patch repair
o Two out of six unlocked mailboxes have been replaced with new locked mailboxes.
o Addressed removal of nutria from big and small lake. Critter Control has changed hands. Need to rebid this project.
o Tree removal is a big maintenance item. We have a plan in place to remove hazardous and diseased trees in common areas and greenbelt. Awaiting a final bid from Pacific Arboriculture. Angela N. asked if we plan to replace any of the trees removed. The board is looking into tree replacement. We have homeowners offering Japanese Maple and Cedar trees. Lou T. suggested looking into a grant program or other avenues to access and replace trees.
o Big lake fountain pump was repaired.
o Addressing City of Covington Stormwater Inspection Report requiring swale cleanup.
o Limited Access Gate to be installed on SE 279th Pl. east side of entrance to sport court.
Limited Access Gate: Elizabeth T. and Dave C. gave historical overview of security concerns and purpose of installing a limited access gate.
o Illegal Parking / Stolen cars in cul-de-sac
o Drug use / Suspicious activity
o Nonresident fishing / Trespassers
o Trespass Violations Table located on main page https://myhoa-online.com/article/trespass
o 36 reports of illegal/suspicious activity (see report on myhoa-online.com)
Board review of options
o Security patrol ($1,500 monthly)
o Limited Access Gate (one-time $10,000 cost)
Question from floor was asked if the plan was to eliminate the sport court parking lot. The limited access gate would prohibit parking on the sport court which was intended for basketball and pickleball play. During special events the court may be used for parking overflow when approved by the board.
Committee Reports
Welcoming Elizabeth Thomas
o Since last year’s annual meeting 11 new residents have been welcomed. Four families are present tonight: Lee family, lot #7, Chapman family, lot #93, Miller family, lot #79, Noon family, lot #80
o Two homes on the market, lot #95, lot #25 with one more to come on the market soon, lot #55
o Other families welcomed include: Aikens family, lot #107, Elder family, lot #61, Vosper family, lot #101, Pritchard family, lot #82, Nikituyuk family, lot #71, Kunwar family, lot #87 and R. Schmid, lot #88
o Recommended adding a welcome notice of new residents in the newsletter much like we celebrate kid’s birthdays. Will have new residents approve before their name is published in the newsletter.
Dinner Club Lou Tantzen
o Lou gave overview of dinner club like a progressive dinner where one couple hosts and three other couples bring side dish, salad, dessert. We have had themes in the past: murder mystery, holiday theme, cultural food theme. Even if you do not like to cook we have had hosts arrange to meet in a restaurant. Would like response/sign up by 9/9. Angela N. expressed concern for child care. Are children allowed to participate in dinner club? Lou explained we have allowed children to attend in the past. It is really left up to the host.
Directory Lou Tantzen
o Lou explained that she does the directory, let her know of corrections and updates.
Newsletter Lou Tantzen
o Lou stated that the newsletter is published monthly as long as she receives all the necessary details (board meeting minutes, announcements, edits). It is a great place to announce upcoming events like wedding/engagement/newborn announcements.
Manager’s Report (MyHOA-Online.com) Michael & Eydie Leighty
o Eydie reminded homeowners that announcement of dues for 2023 will be mailed in December.
o Question from the floor, Lou T., asked why it was not possible to access two different emails per household. Michael Leighty stated the system was set up to accommodate one primary name/email per household. Two emails are allowed if one of the residents is a board member. Then a separate email is required to allow access to board sensitive information. Michael did say that it is on his list of things to do to allow access of two emails.
New Business:
LWW HOA 2023 Budget Michael L. reviewed highlights
o 2023 budget has a $10,517.17 carry in from 2022
o Financial audit is required ($2,300) (can be waived in this meeting).
o Reserve study is less for this contract (3 yrs) than previous
o Reserve deposit is increased to $1,056/month (recommended)
o Capital improvements was added to fund the limited access gate
o Tree maintenance has been removed from the operations budget
o Will be funded through the reserve budget
o No increase in dues
Board recommends approving 2023 annual budget as presented. Motion to approve, seconded, motion carried.
Vote to Waive 2022 Tax Year Audit Michael L. reviewed highlights
o Last two audits occurred for 2019, 2020 tax years
o Performed audit when transferred to MyHOA-online
o Recommended audit performed every four years
o Recommend perform next audit for 2024 tax year
o Information available on MyHOA-online
o Financials and Budgets are available on the website
o Treasurer verifies monthly expenses
o Overview is reported in monthly newsletter
Board recommends voting to waive 2022 tax year audit. Motion to waive, seconded, motion carried and approved.
Lake Winterwood Community Citizen “G.E.M”(Going the Extra Mile) Award
Congratulations to George Tantzen for his 13 years of service as a Board of Director Member!
Thank you for “Going the Extra Mile” for our Community!
o 2000/2001 Treasurer
o 2002/2003 President
o 2008 Treasurer
o 2009/2010 President
o 2012 Secretary
o 2013 President
o 2017/2018 President
o 2020/2021 President
New Board Member Elections
o Board is five members
o Board positions are for two years
o Two open board positions in 2022
o Being a board member means
o Volunteer position with a desire to make a difference in our community
o Two year commitment
o Must be in good standing (up-to-date with dues)
Two Year Positions
Position #1
Nominees: Dave C., Dave C. was elected/confirmed
Position #2
Nominees: Chris Mc., Chris Mc. was elected/confirmed
Committees Chris Mc. presented highlights
o Purpose: Increase community involvement and improve communication to residents
o Categories
o Communications – Community outreach and engagement, Facebook page
o Events – Coordinating events such as Easter Egg Hunt, Cleanup day, National Night Out, Garage Sale, Holiday events (and coming up with new ones).
o Maintenance/Improvements – Neighbors that want to help with maintenance issues in coordination with the board such as gazebo painting, bridge strut repair, maintain lake pump – activities like what is done during Cleanup day.
o Committee Structure – will act as an extension of board. Still in infant stage, the board is working through the details.
o Sign up if interested
Other Items from the Floor
o Fish Stocking the Lakes – George T. represented Larry O. in asking if the HOA would be stocking the lakes this year. Board voted not to stock lakes this year due to historical issues of trespassers poaching the fish from our lakes posing a confrontation and safety issue with residents. George stated that our LW Lake was posted on a website as a public fishing lake. Will research and send the web address to board. Michael Leighty suggested we request the website be taken down.
o Playground area upgrade – Angela N. asked if it was possible to upgrade our current playground with more robust equipment. Eydie stated there were specific guidelines for quality equipment. Safety and maintenance are a concern. Must have commercial grade set. George explained that a previous homeowner did research and presented the board with a proposal to upgrade the play area. George T. also said he had looked into acquiring the play equipment from elementary schools or parks looking to get rid of their equipment. Suggested Angela get involved with the maintenance/improvement committee to share a strategy, develop a proposal and present to the board for approval.
o Amend ByLaws – Amanda M. suggested we amend our bylaws regarding conducting our annual meeting on a specific date/time in September.
o Current language: The annual meeting of the members shall be held on the first Wednesday in the month of September in each year, at 7:30 p.m.
o Desired language: The annual meeting of the members shall be held in the month of September with the date and time to be determined by the Board of Directors annually.
o Motion to approve was made and approved by those present. Eydie was not certain if we needed to send email to all homeowners or if separate ballot/proxy was required to amend our bylaws. Will research and confirm
Motion to Adjourn Meeting: seconded, motion carried. Meeting adjourned at 9:07 pm