9:00 am in the Clubhouse The following is the Minutes for the March meeting of the VDL HOA Board: I. Call to order II. III. IV. Gary Mansell called the Board Meeting to order at 9:00 AM Roll call The following Board Members were present: Gary Mansell, Ken Johnson, and Brad Neal. Phil Tracey and Oliver Kurabi of 3Stripe Management attended via conference phone call. Loren McCandlish was not present. Review of Agenda Approval of Minutes from Last Meeting The Board approved the February 18, 2016 Meeting Minutes on March 10, 2016 by email vote. V. Treasurer s Report VI. VII. A. Budget Report: no report provided, since there was insignificant change from the February s report which was given two weeks earlier. B. Bills: 1) Nunez Construction: a. No invoice for January and February. According to Brad Neal, the invoice should be $1601.47. Brad Neal made a motion to pay this invoice when received; motion seconded by Ken Johnson. Motion passed. b. December invoice has discrepancies with the billed amounts and credits Brad Neal has emailed corrections Back to Jose Nunez. When 3Stripes receives a revised invoice, Oliver Kurabi will contact Brad Neal to ensure the corrections have been made. c. For future work, other than the yearly maintenance contract, bids will be requested from other vendors, including snow removal for next season. Secretary s Report- No report provided. Committee Reports A. Architectural Control Committee (ACC) Ken Johnson who is chairman of the committee reported no changes since the February report. VDL Board Meeting Minutes Page 1 of 1 March 27, 2017
B. Building and Grounds Committee Vista Del Lago Board Meeting Minutes 1) Gary Collins was unable to attend the Board meeting; however, he did provide a proposed contract for this coming season landscaping maintenance work that was submitted by Nunez Construction. a. The total value of the proposed contract is $8600 which is the same as last year. b. This year s proposed contract does not include fertilizing; however, last year s contract also did not include fertilizing. c. Last year, we paid Nunez Construction $35 per trip to dispose of grass clippings. d. Ken Johnson made a motion to accept the proposed contract, except all parenthesis shall be removed. Brad Neal seconded the motion. The motion passed. C. Financial Committee (Inactive) D. Membership Committee No report E. Social Committee No report F. Special Pool Committee - No report F. Special Committee for Resolving Issues with Chelan County G. Special Committee for RV Storage Area 1) Report received from Jeff McCann who is chairman of Special RV Storage Lot Committee. All moneys for storage spaces have been received, except for two spaces. 2) Discussion on when payments should be due for storage spaces. Tabled to next meeting subject to a review of the licensing agreement and discussions with Jeff McCann on making the due date May 30th. A change in due date will allow us to relicense a space(s) at the beginning of summer when payment is not made or license is canceled. VDL Board Meeting Page 2 of 2 March 27, 2017
VIII. Property Manager s Report Oliver Kurabi of 3Stripe provided the following report: A. Owner s Complaints none B. Other Issues: 1) Lot 70 - Lean was assessed for full amount due, so we will be collecting on this. Closing date is March 10, 2017 2) Ken Johnson asked about the process when HOA cleans up a lot. HOA first pays for the clean-up bill, and then the lot owner is subsequently billed. a. Lot 70 invoice is from day of service, June 23, 2016. The $105 for lot clean-up will be wrapped into lean b. Lot 27 also had a charge of $105 for lot clean-up. Oliver Kurabi to confirm whether the HOA has been reimbursed. c. Utility trailer exists under carport on Lot 62. Construction materials are also stacked on the lot. This is out of compliance without a work order. Oliver Kurabi will follow through with next steps with instructions to submit work order. IX. Open issues & Standing Agenda Items A. CC&R, Bylaws, and Binding Site Plan Revision Status 1) Special Meeting after Board Meeting to review proposed changes to CC&R and Bylaws. 2) Letter to Hank Lewis at Chelan County Planning Department stating HOA members do not disagree with the proposals in attorney John Groen s Letter: no HOA member has submitted exceptions or comments to the contrary. Ken Johnson made a motion to send the letter to Hank Lewis. Motion seconded by Brad Neal; and motion passed. B. Status of Consent Letters for Using Email Notifications - no updates C. Status of Certificate of Exemptions (CE) - no updates D. VDL Rules Review and Revisions 1) Review and Acceptance of Revised Community Center Rules: Brad Neal made a motion to accept revised rules; Ken Johnson seconded the motion. The motion passed. The revised rules are attached to the Minutes as Attachment A. 2) Add rule requiring an owner to notify the Board or Property Manager when a sale is pending and again when a closing date is established - Tabled to address in CC&R revisions. E. Voting Process VDL Board Meeting Page 3 of 3 March 27, 2017
1) Revised CC&R and Bylaws should be available to vote at the June HOA General Meeting. a. Voting should be by paper ballot in lieu of raised hands. b. Paper ballots to be filed. c. Oliver Kurabi suggested adding proxy to paper ballot d. Owner can either allow a proxy vote by the Board or individual. Oliver will send example documents to Gary Mansell on Monday. According to Oliver Kurabi, the language in these examples has been reviewed by attorneys. 2) Oliver Kurabi suggested assigning Directors of the Election which would be comprised of three to five non-board members who would conduct the election and count the ballots. 3) Oliver Kurabi will provide examples of other CC&R voting rules. F. Age Compliance of Rules for Renters - tabled until next meeting G. Financial Reports, prior to 3Stripe s contract are missing. Oliver Kurabi will attempt to locate copies of the past reports. H. Reserve Study Recommendations - tabled I. Guidelines for Snow Plowing VDL Streets - tabled J. Website Contents There are two different levels of access. Brad and Heidi Neal offered to help Phil Tracey in completing a split between public and VDL HOA Member access, i.e. identify what content or files should be accessible to only HOA Members. X. New business A. Nunez Construction Contract for VDL Maintenance see Section VII. B. 2.). B. Guest Registration Process Discussion: Email continues to be generally acceptable; however, we should have a template or form the includes at least: 1) Guest names 2) Contact information for responsible adult guest. 3) Dates when guest will be occupying the lot. 4) Confirmation that the guests know the VDL Rules C. Restrictions on Paint Color Tabled to next meeting D. Spring Newsletter - send articles and requests to Gary Mansell VDL Board Meeting Page 4 of 4 March 27, 2017
XI. XII. Vista Del Lago Board Meeting Minutes E. Discussion on coupon sent having wrong amounts copied over from previous document: 3Stripe has sent corrected notices. Off-Agenda Items Announcements and Thank You XIII. Next Board Meeting Date Next Board Meeting will be on April 1, 2017 at 9 AM. Following the Board Meeting, a Special Meeting will be held to review proposed amendments to the CC&R and Bylaws. XIV. Adjournment Brad Neal made a motion to adjourn the meeting; Ken Johnson seconded the motion. Motion passed; meeting adjourned at 10:57 AM VDL Board Meeting Page 5 of 5 March 27, 2017