Lake Winterwood BOD Monthly Meeting Minutes
August 14, 2023
Location: Rick S's House
General Meeting (6:30 pm)
1) Meeting called to order at 6:41pm by Dave C.
Dave C. took a moment to give a shout out to Rick S. for all his time and efforts with the upkeep of the park. Rick helped prep and paint the picnic tables for National Night Out (NNO) and took care of the yellow jackets/bees by the pump house. His work is very much appreciated. Shout out to George T. for repair of our park benches. Thank you!
2) Attendance and verification of quorum – Board Members in attendance: Dave C., Michael L., Rick S., Amanda M-W. Elizabeth T. – excused
Guest(s): Eydie Leighty from MyHOA-online attended via Webex
3) Approval of Minutes from July BoD Meeting – Motion to Approve. Approved.
4) Voting Report; ratify decisions/votes taken since last meeting - Motion to ratify. Approved and ratified.
Issue Date Voted Issue Title
19756 7/15/2023 Approve Sound Legal to update Collection Policy per Law Change
19776 7/17/2023 Minutes for July 2023 Meeting for Board Approval
19901 7/25/2023 ACC to Paint Home and Rv Garage a new color
19966 8/08/2023 ACC Request Landscape Change
20053 8/09/2023 ACC Request to Paint Home/ Paint Color Change
19914 8/11/2023 Greenbelt Tree Removal by Pacific Arb $760.90 Repairs & Upkeep
19898 8/11/2023 ACC Fence Replacement with New Style of Fence
20109 8/14/2023 ACC to Replace Fence, Install Side Yard Fence
19943 8/14/2023 2023 Reserve Study for Board Approval
20103 8/14/2023 Reimburse R. Schmid for Maintenance Supplies For Hornet Spray & Stain
5) Financial Review July statement:
• Income/Dues delinquencies – One homeowner is several months behind, consistently. We have two homeowners who are at least one month delinquent this month.
• Expenses: July expenses totaled $7,858.99 including a double payment to Wildlife Wizards. A refund has been requested.
• Reserve Balance: $71,999.39
6) Old Business
• Board Member Action item status:
Finalize 2024 budget ; vote to approve and include in 2023 Annual Notice. Budget was reviewed, recommendation was to carry over $11,586.17 to balance budget for 2024. Motion to approve and include in Annual Notice. Approved.
• Review open issues from the issues system: Amanda M.
• Issue 11342 – Firegate update: fire permit submitted to City of Covington, waiting for final approval. The permit cost $1,759.35. We are within budget with the combined cost of the fire gate permit and firegate bid.
• Issue 19951 – LAW, New collection policy: The board was notified by Eydie that the Fine Schedule that was on the website was removed. The information is still available within other documents. The board reviewed the proposed Collection Policy drafted by Sound Legal Partners and discussed the non-sufficient fund fees and the annum percentage. Eydie will follow up to verify the charges in the policy are consistent with LWW CCR’s and notify SLP of our proposed language change to correct our organization’s name.
• Issue 19921 – 2023 Annual Meeting Notice: The board reviewed the proposed agenda for September 13th Annual meeting and all approved. Eydie will email documents for one last review. Notices must be mailed out by August 23rd.
• Issues 19795 & 19797 – Weeds in ditch management – Still open issue.
• Issues 20108 & 20059 – Request to Remove Trees - Tree removal request was sent to City of Covington for issue 20108; homeowner was notified to contact City of Covington for issue 20059
• LW Committee updates:
Events: National Night Out 8/1: Spectacular event: 108 participants, 39 homeowners (35% of our community) and 10 Representatives (City Council members, Police and Fire Department). A grand time was had by all. Dave C. talked with many neighbors about block-watch sign-ups.
There is a plan to have an “End of Summer” event before school starts, scheduling it for Monday, August 21st.
Communications: Prep for Annual meeting, Save the date flyer with QR code created. Need to update with possible neighborhood survey (review of past events, Neighborhood Block Watch, areas for improvement) before placed in mailbox kiosks.
Maintenance: Playground area improvements (debris removed from sand box, sprayed for bees), Benches repaired, picnic tables and benches painted, sprayed pump house to rid of bees/yellow jackets.
7) New Business
• Annual Meeting Planning – Date tbd. Will look to schedule when all board members are available to meet.
• Need for additional Dogi-Pot holders on upper west walkway of big lake – It was proposed that 2 additional bag holder stations be installed at the park, one located at the top of steep trail by light post and another at the bottom of the North Field to improve accessibility having doggy bags available for dog owners to clean up after their dogs. Dave C. will look into potential costs.
• Irrigation assessment front entrance – The board approved to allocate $700 for Pacific Landscape Management (PLM) to evaluate current irrigation system, no one has come out yet. Dave C. will follow up with landscape company.
• Swale 1 management – Another clean out is needed to help maintain swale 1. We will request a proposal from PLM to cut back vegetation.
• Request and vote to spend $250.00 for room reservation deposit to City of Covington for upcoming Annual
Meeting – The deposit will be refunded as long as room is left in good order. Motion to approve. Approved.
8) Next BOD Meeting: Annual Meeting Wednesday, September 13th, 6:15 pm Covington City Hall.
9) Adjourn Meeting – 8:37pm