MEADOW CREEK HOMEOWNERS' ASSOCIATION ANNUAL MEETING MINUTES
Date: Tuesday, November 17, 2015
Location: Hope Lutheran Church, Bozeman MT
Board Members Present: Martha Koscinski, President; Bill Erickson, Vice President; Kevin Thane, Secretary/Treasurer Others Present: Jeremy & Marie Donaldson, Legacy Properties (HOA Manager)
Call to Order: President Koscinski called the meeting to order at 7:12 p.m. and reported that more than the required quorum of 15 percent of owners was represented with 54 owners in person and 30 owners represented by proxy.
Proof of Notice: Martha Kosckinski reported that the notice for the annual meeting was sent on November 6, 2015, via first-class mail, with documents attached, to all owners of record in full compliance with the Meadow Creek Bylaws.
Approve Minutes: Bill Erickson moved to approve the minutes of the November 13, 2014 Annual Meeting. Martha seconded the motion, which passed unanimously.
Meadow Creek Update: Martha introduced the Board members and Legacy Properties. She also introduced the Landscaping Committee, Playground Committee, Design Review Board, and the Welcome Committee.
Martha thanked those that participated in the Earth Day clean up and stated that over 30 people helped clean up the subdivision.
Items that the Board has worked on and accomplished throughout the year include:
Replaced 15 street lights with LED lights using retro fit kits.
The Board continues to work on getting the traffic light on Graf turned on. There was a traffic study done in May and another one will be done in 2016.
Century Link damaged sprinklers and landscaping on Graf . They will be making those repairs in the Spring.
The Board has hired a new snow plowing company this year. The HOA is responsible for plowing the alleys and shoveling the sidewalks that are the responsibility of the Association. The City is responsible for plowing the streets and some of the sidewalks within the subdivision.
The Board continues to work with the attorney in an attempt to resolve the lawsuit.
Discussion and Vote on 2016 Budget: Kevin presented the proposed 2016 budget with an increase in dues to $310.00 for the year. He stated this budget is based on what has been spent in 2015 and additional expenses the Board expects for 2016. A homeowner asked if there is a Meadow Creek Homeowners' Association target amount and date the Board is trying to reach for the reserves that are being set aside. Kevin stated they have not yet established a target amount or date. The storm water maintenance and repairs will be the biggest expense taken from the reserve account. Currently there is $13,500 in reserves and at the end of 2015 there will be around $23,000. The reserve account should be built up over time so that special assessments do not have to be assessed. Martha noted that the reserves will help with items such as sidewalk maintenance, irrigation repairs, and major work needed in common areas. The reserves are a savings account for emergencies and capital improvements. Following a vote by ballot, the proposed 2016 budget was approved with an increase in dues to $310.00. 75 For, 6 Against.
Playground Proposal: Steve Wiechmann reported that an email was sent with the playground proposal. Questions were asked by those present and included:
Are any funds set aside for the playground? Kevin stated that there is $600.00 from the garage sale that was held this summer. The Board approved to set aside roughly $2,400.00 at the end of 2015 and any Design Review Fees since Matt Faure resigned will go towards the playground. The Board also approved to set aside any remaining money from the 2015 budget.
Has the City approved the playground? Steve stated that yes they have.
Does the playground assessment include Blocks 1, 2 and 3? This was answered with a no.
Who is responsible for the liability insurance? Steve stated the City of Bozeman would be liable and Martha stated that the HOA would also want to have liability coverage; the cost of which is approximately $225 per year.
How much maintenance is involved with the proposed playground? Steve stated that the wood chips will be the biggest maintenance item.
How will dogs be kept out? Steve stated that the Board could look into putting signs up. He reminded owners that the City leash law exists in the park.
If this proposal does not pass, what happens to the money that is being set aside? Kevin stated that the money will stay in the playground account and any future Board could decide to use the money for something else.
Following a vote by ballot, the proposed playground was approved with a special assessment of $130.00 per lot/living unit. 54 For, 28 Against
Introduction of Candidates for Board of Director Vacancies: Martha reported that the Board will be increasing from 3 members to 5 members. Each candidate was introduced. There were no nominations from the floor. Following a vote by ballot, the following board members were elected by majority vote: Bill Erickson, Steve Wiechmann, Mary Schlosser, and Nate Card.
Discussion of Removal of Blocks 1, 2, and 3: Martha reported on the history of the high density lots on Blocks 1, 2 and 3. She stated that Block 2 was left out of the 2010 Covenants and the owners do not feel as though they are part of the Meadow Creek subdivision. The owner of Block 3 filed the current lawsuit against the HOA and Kevin Thane. According to the City, owners cannot say they are not part of an Association that they were initially a part of. There are pros and cons to both sides of this discussion. The City requires an agreement to be made regarding the storm water. The Board is trying to see if homeowners want to move forward with an agreement. Kevin noted that there is no written agreement that the lawsuit would go away if the HOA decides to remove these lots from the Association. Martha stated that she was told the lawsuit would be dropped if these lots were removed. More discussion followed and Martha asked for a show of hands for those in favor of removing these blocks. The majority of those present raised their hands. More discussion followed and many homeowners seemed to be concerned about keeping Block 3 in the Meadow Creek subdivision because it seems to be part of the subdivision due to its close proximity to the neighborhood.
By consensus, the meeting was adjourned at 9:02pm.