NOTE: This article is currently being edited and is not to be considered final. This message will be removed once complete.
Date: Wednesday September 13, 2023
Where: City of Covington Council Chamber Room
PowerPoint presentation by LWW Board of Directors
Meeting called to order: 6:34 pm Dave C.
Introductions
Board members and MyHOA introduced by Dave C.
Residents in attendance introduced themselves; there were 31 residents in attendance or by proxy.
Verification of quorum
City Council Briefings: Council Members: Kristina Soltys and Debra Hartsock addressed three primary topics: Safety, Cell Tower internet/cell bandwidth, Construction site on Wax Road.
o Safety: Police officers are assigned to periodically drive through specific neighborhoods. This deters crime with frequent police visibility. Crime Prevention Through Environmental Design (CPTED) has been very successful. On commercial sites the city has put up life sized statues with their eyes peering out. This has proven to make violators feel uncomfortable (feeling someone is watching) and effective in reducing crime. Printed face photos in residential windows have also detoured burglars. Current statistics show drug offenses are up 400%. Police officers are now able to make more drug arrests. Crimes against persons and auto theft are down.
o Cell Tower internet/cell bandwidth: At this time, City of Covington is not able to enhance tower internet/cell service. This is a problem that each person needs to address directly with their provider. Suggestion was to call provider regularly and get hotspot free repeaters.
o Construction on Wax Road: Creation of Community Park. Phase I in process to be completed by end of 2023. Projected costs: $1.6 million (City has received a $1.3 million grant and they have the funds for the remaining balance). Phase 2 is $6 million project which will include walking trails to connect all parks in Covington, play area, amphitheater, aquatic center, pickleball courts, parking. This is all intended to be an extension of The Station Center.
Questions: Allison M. asked if the park equipment by the police station is available/usable for children to play. Will they certify the equipment safe? What is the plan for the equipment? Will it be replaced? Debra Hartsock will research the question on how the city certifies the safety of the equipment.
Chuck S. asked about construction project off of Hwy 18. LakePointe will intersect with 204th “Covington Connector” currently in process. LakePointe property is 214-acres located in northern part of Covington. The development will include a community gathering space, 1,320,000 sq. ft. of commercial space, residential units, restaurants, entertainment options, office space, and a man-made lake.
Schools: City of Covington is in discussions with Kent School District regarding additional schools to service the area.
Reading and Approval of minutes from annual meeting September 2022: Elizabeth T. gave brief highlights of minutes while they were projected on screen for reading.
Motion made to approve. Approved
President’s Report: Dave C. gave overview of 2022/2023 accomplishments.
o Annual meeting 9/7/22, 12 monthly Board of Director meetings
o Successful events: Halloween Spooktacular (10/29), Holiday Light Contest (12/22), Easter egg hunt (4/8), Public Safety Meeting (4/26), Garage Sale (6/3), 4th of July Bike Parade (7/1), Cleanup Day (7/8), National Night Out (8/1), End of Summer Blast (8/21).
o Community Projects: New Landscape Maintenance Contract, Major Swale Restoration 1, 2, 3 addressing Stormwater Drainage Report, Major tree removal around big lake, Three Committees established, Limited Access Gate, Created Rules and Regulations – Solar Panels, Usage of Park Guidelines, Tree Removal & Replanting Guidelines in concert with City of Covington, Collection Policy, Reserve Study Onsite review.
o Addressed 24 ACC Improvement Requests
o Addressed 11 Violations/Complaints (9 closed, 2 remain open)
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 three categories; Server Storage: $40.00, Business Taxes: $9.79, Lake Pest Management: $85.91.
o Cash Balance: $57,905.71
o Reserves: $73,055.39
Questions: Debbie P. asked for clarification on the reserve study and why the numbers increase every year. Eydie L. addressed the question stating the report fluctuates on an annual basis based on capital asset expenses (repairs for bridges, benches, decks, asphalt walkways, mailbox kiosks, etc.).
Allen L. inquired if HOA has ever made investments with reserve dollars. The $3.92 in interest is minimal. Eydie pointed out that most HOAs invest in CDs, Edward Jones, Savings, Checking. This may be an area Lake Winterwood may want to research for the future.
Committee Reports
Maintenance: Rick S. gave overview of projects completed on behalf of Committee Lead, George Tantzen.
o Swale 1 clean up
o Tree removal around big lake park
o Bridges, decks, gazebo, benches, picnic tables in park common areas prepped, repaired & painted
o Beach weeded, wasp/bee extermination
o Playground sand pit weeded, wasp/bee extermination
o Pump house sprayed for wasp/bee extermination
o Signs created and put up per Usage of Park Guidelines
o Cleanup of signs and mailbox kiosks
o Horseshoe pit weeded, raked
o Cleaned, painted basketball backstop, light pole bases, utility boxes
Suggestion: Terri G. suggested the community look at upgrading the playground equipment and refreshing the playground area.
Communications: Allison Miller, Lead
o Established New Facebook Group, created a greater connection with neighbors.
o Created, posted attractive flyers, collaborated with Events Committee, promoted participation in events, included easy-to-use QR codes for RSVP/Survey
o Established Collaboration Space (Google Workspace) for document storage, event registration, survey tracking
o Goal: to disseminate information and make it more fun to read.
Question: How often does committee meet? Right now it is on an as needed basis.
Welcoming: Elizabeth Thomas
o Since last year’s annual meeting 8 new residents have been welcomed into the neighborhood. The new resident packet includes copy of CCRs & Rules, introduction to MyHOA-Online/Registration, map of neighborhood, LWW directory, latest neighborhood newsletter, fishing rules & badges, list of schools, activities, lock mailboxes.
Question: do you have new homeowners sign off on receipt and agreement to follow the CCRs? Eydie L. stated that this is done when closing escrow.
Dinner Club: Elizabeth gave overview for Lou Tantzen
o Dinner club is 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. Please inform Lou by Friday, September 15th if you are interested.
Directory:
o New directory is updated for September and will be distributed soon. It is not posted on the website to protect people’s privacy. New residents sign off on allowing contact information to be added to the directory at the time they are welcomed into the neighborhood.
Newsletter:
o Newsletters are published monthly as long as Lou receives the information on time.
Events: Amanda M. reported on Events Committee accomplishments. Committee lead vacant
o Continuation of four events from 2022: Easter Egg Hunt, Community Garage Sale, Clean up Day, National Night Out
o Created four new events:
o Halloween Spooktacular: 18 kids and 1 dog participated. Awards were given for Best Costume and Scariest Costume.
o Holiday Light Contest: 15 homes participated. Awards: Most Christmas Spirit, Most Beautiful, Most Unique Display, Best Themed and Most Creative
o July 4th Bike Parade: 40 kids participated. Awards: Most Original, Most Sparkly, Most Patriotic.
o End of Summer Blast: 20 kids participated. A great way to end Summer.
Manager’s Report (MyHOA-Online.com) Michael & Eydie Leighty
o Eydie reminded new homeowners to go online to www.lakewinterwood.org and register. To date there are 89 out of 111 residents that are registered. MyHOA-Online.com has been working with Lake Winterwood for 4 years December 1st.
o 2024 dues payment coupons will be mailed out in December.
o HOA dues can be paid through PayPal or ACH.
Question: Is Zell or Venmo available? For security reasons and account exposure, MyHOA-online does not utilize these vendors.
When one pays a year in advance, do they have to mail back all 12 coupons or just 1? A check with one coupon is sufficient.
New Business:
LWW HOA 2024 Budget Michael L. reviewed highlights
o 2024 budget has a $11,586.17 carry in from 2023
o Financial audit is required ($2,300) (can be waived in this meeting)
o Reserve study is the same as last year (3 yr contract)
o Reserve deposit is increased to $1,353/month (recommended)
o No increase in dues
Board recommends approving 2024 annual budget as presented. Motion to approve, seconded, motion carried.
Vote to Waive 2023 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 (audit occurring in 2025)
o Information available on MyHOA-online
o Financials and Budgets are available on the website
o Treasurer verifies monthly expenses, current funding, bank accounts
o Overview is reported in monthly newsletter
Question: Is there an opinion of the audit? Eydie responded, yes, there is an opinion. Nothing has been exposed. Suggestion to review financials by volunteers to ensure checks/balances to test controls. There is already a test of controls in that review of the finances is done and reported monthly. Everyone on the Board works collaboratively with MyHOA-Online to ensure we are in good financial standing. Eydie pointed out that our books and accounting of expenses is excellent and on track.
Board recommends voting to waive 2023 tax year audit. Motion to waive, seconded, motion carried and approved.
New Board Member Elections - Dave C. started by stating the vision statement and goals of City of Covington: A vibrant, engaged community, creating a socially vibrant community. That is what we would like to see in our Lake Winterwood community.
o Board is five members
o Board positions are for two years
o Three open board positions in 2023
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)
Three, Two-Year Positions
Position #1
Nominee: Elizabeth T. was elected/confirmed
Position #2
Nominee: Michael L. was elected/confirmed
Position #3
Nominee: Chriss G. was elected/confirmed
Other Items from the Floor
o Safety Committee: Lindsay C. volunteered to lead a new Safety Committee
o Dwight M. proposed removal of newspaper boxes from mailbox kiosks. Suggested putting a survey out to residents to confirm their approval of removal. Research to be done to see if the boxes are recyclable.
Lake Winterwood Community Citizen “G.E.M”(Going the Extra Mile) Award
Congratulations to Dwight Motz for his service to our neighborhood!
Thank you for “Going the Extra Mile” for our Community!
o Chief Cook for National Night Out
o Consistently participates in Maintenance Activities/Cleanup Days
o Recommends Community Improvements
o Helps out when there is a need for neighborhood support
o Collaborates well with others on community projects
Next Annual Meeting: September, 2024, date TBD, will include budget ratification for 2025 and regular annual meeting and elections.
Motion to Adjourn Meeting: seconded, motion carried. Meeting adjourned at 8:30 pm
New Board member meeting - select officer positions (note; board portion of meeting ratified by board 9/18/23 by unanimous consent)
8:35 pm Called to order: Dave C.
Officers elected
President: Dave Chavez, Jr.
Vice President: Chriss Gigliotti
Secretary: Elizabeth Thomas
Treasurer: Michael Lee
VP Maintenance: Rick Schmid
Next Board Meeting: 6:30 pm Monday, October 9th at Elizabeth T’s home.
Meeting adjourned: 8:45 pm