Rainbow Lakes West 3rd
HOA Board Meeting
October 16, 2017
Attendees: Brad Sweet, Keith Stutzman, Jana Pote, Dee Means, Agnes Johnson, Al Cavallaro, Mary Hill, Kenny Hughes, Terri Wolfe (HOA Management Services)
The meeting was called to order at approximately 7:00 p.m. at the home of Mary Hill, 142 S. Forestview.
Agenda items:
1. Introductions were made as many new board members were in attendance.
2. Minutes from August board meeting were approved.
3. Election of officers:
a. President: Brad Sweet
b. Vice President: Dee Means
c. Secretary: Jana Pote
d. Treasurer: Mary Hill
4. Mary, Brad and Phil will go to the bank to get signature cards changed as a result of the change of officers.
5. Contact information for board members was compiled. Terri Wolfe will send a finished list.
6. The covenants and by-laws need to be updated so they comply with state laws and other HOA’s. Previous attorneys have not been successful in making them fit our HOA. Rodney with HOA Management Services will be working to correct this problem in the very near future, hopefully before our November meeting.
a. The revisions/improvements to the covenants and by-laws must be approved by a 60% majority vote of the homeowners. A decision will likely be made at our November meeting as to how the vote will take place (special meeting, door to door by zone reps, other?).
b. The discussion clarified that covenants are the agreed-upon restrictions and protections with which homeowners agree to comply upon purchasing a home in the HOA, and that the by-laws provide the structure by which the HOA board may enforce those covenants, conduct business, and govern
themselves.
c. The board will pursue the addition of wording regarding property maintenance (mowing, seeding, painting, trash containers, etc.) as well as the extended parking of RV’s, boats, and non-operational vehicles, which could include fines for failure to comply.
d. The validity of current liens was discussed, acknowledging that new liens will need to be issued upon the approval of the new covenants and by-laws.
7. Terri Wolfe explained the function and purpose of using the services of HOA Management Services. An informational sheet will be distributed to all HOA members which should clarify exactly what we can expect from them.
a. The Architectural Control Committee will no longer accept project requests from HOA members. Rather, homeowners will submit their requests {Project Approval Request, or PAR) through HOA Management Services who will in turn present the requests to the Architectural Control Committee for approval.
b. Emphasis was placed on the fact that the homeowners are not paying additional dues at this time to finance the use of HOA Management. Because the board consists of volunteers AND few homeowners choose to volunteer to serve, the consensus among the previous and the newly-elected board members is that their services will be well worth the cost and will encourage greater homeowner participation in future years. NOTE: At the end of one year with HOA Management Services, homeowners’ dues will need to be increased to fund the cost if we continue to use HOA Management Services. The amount of the increase will be determined as the time grows closer.
8. Terri Wolfe reviewed the covenant offenses noted by HOA Management Services. Photos have been taken for documentation, and a list was provided to board members. Inspections take place approximately bi-weekly.
9. Following the removal of the small dock at the east end of Reserve A, some metal posts remain in the lake. They have been painted red to warn of the hazard. The contractor who removed the dock intends to remove the poles once the water level drops adequately, but this did not happen this year. The board retained $100 of his fee to be paid upon completion of their removal. Another bid for $800 was quoted for removal at this time, but the board feels we should wait a bit longer for an opportunity to have the original contractor complete the job for the final $100.
10. Discussion was held regarding two long-standing covenant violations. The homeowners are aware the violations, but the board is awaiting the covenants and by-laws updates before taking further action.
11. Goals of this board for the upcoming year in Rainbow Lakes West 3rd:
a. Update covenants and by-laws (current ones are available on the HOA website https://www.rainbowlakes3.com/ )
b. Emphasize social involvement (zone gatherings, annual potluck, Neighborhood Night Out)
c. Create a directory for all homeowners (names/addresses provided, homeowners may choose to add phone/email info)
d. Increase annual HOA dues if we continue to use HOA Management Services.
12. The next board meeting will take place Monday, Nov. 20 Mary Hill’s house. All meetings will be scheduled on the 3rd Monday of each month at 7:00 p.m.
Following an expression of thanks to Terri Wolfe for attending, the meeting was adjourned at 8:15 p.m.