HOA Meeting Agenda for Wed., March 8th, 2023
MEADOW WALK HOMEOWNERS’ ASSOCIATION
BOARD OF DIRECTORS MEETING
AGENDA: March 8, 2023, Fruitville Public Library, 6:00 pm
1. Call to order/quorum
2. Approval of minutes of September 14, 2022, meeting.
3. Treasurer’s Financial Report.
4. President’s Report On:
1. Perimeter Painting
2. Entry Lighting
3. Irrigation
4. Planting
5. Contract with Attorney Scott Peterson for Documents Revision
6. Other business, if any
7. Adjournment [Next Meeting Dates: June 14, Sept. 13, with Annual Meeting, Dec. 5, 2023]
Reasons for the 2023 Increase in HOA Dues
As of 2022, our community of 65 homes has been in existence for about 23 years. Past all-volunteer boards have done well in maintaining the community and keeping the HOA dues at a reasonable rate, but at the 20-year mark, irrigation, lighting, and landscaping need updating.
After carefully considering current, ongoing, and future community needs, the board has decided to increase HOA dues to $765.00 per year for 2023. If you choose to pay by credit card there is an additional merchants services charge of $26 for a total of $791 due on or before January 31st.
- Wall Maintenance – recurring expense. This item is budgeted on a 5-year cycle and is fully funded. The wall is to be repaired and painted in 2023.
- Well pump for the irrigation system – recurring expense. This item is budgeted on a 5-year cycle and is fully funded.
- Rewriting HOA documents (Marketable Record Title Act) – This legally required rewrite of the HOA documents every 30 years is beginning in 2023 and not fully funded. It is budgeted to be funded to $7K over the next two years. The earlier they are completed, the less legal costs to the HOA.
- Entry lighting upgrade – one-time expense. This project is currently unfunded.
- Completion of the exit side irrigation system move to the curbing – one-time expense. This project is currently unfunded.
- Replanting the hedge along the community exit – one-time expense. This project is currently unfunded.
- Replanting the center island at the entry – one-time expense. This project is currently unfunded.
- Landscape maintenance – recurring expense. The base cost of this service is estimated to be between $1800 and $2500/month.
- Miscellaneous landscaping work – a one-time expense of up to $6000, is currently unfunded.
The HOA budget is evaluated annually. Should the board discover that dues need to be adjusted upward or downward that decision will be made at the annual budget meeting held every October.
Using a volunteer board to manage our community has allowed the HOA to hold the annual dues to a reasonable amount. Hiring a management company to handle the affairs of the HOA would result in a considerable increase.
Seasons Greetings To All
The Meadow Walk HOA’s annual meeting was held on November 30th. Forty-six homeowners appeared in person or by proxy. Frank covered the budget and explained each budget item. The board then voted unanimously to approve the budget as presented. As a consequence of the budget, the annual member dues were increased to $765.00. The invoices for the dues have been sent out. If you have not gotten yours, please contact Frank or Nancy. Their contact information is below and is also on the web page.
One of the major costs to the budget is landscaping. Frank and the board looked at 3 bids and selected the one that will hopefully provide the best service. Another major cost is electrical. Again, Frank and the board chose a contractor from three bids. Soon, the entry to Meadow Walk will be lit and visible as you approach it.
Another major cost, but not a budget item, is the repair and painting of the perimeter wall. Frank received more than 3 bids for this project. The money for the wall is already in the bank in a reserve account. While it is not a budget item for 2023, this reserve account will need to be replenished over the next several years.
Homeowners adjacent to the ponds were advised to keep about a 4 foot buffer of uncut grass along the perimeter of the ponds. This will help to keep run-off from our lawns causing algae or the growth of invasive plants.
Held over for next year is the proposal for a gardening committee to keep the entry way decorated with seasonal plantings and the like. Also proposed were written notices to homeowners who are not keeping their properties in a condition consistent with specific provisions in the governing documents. Credit for the Notice of Violation form goes to David Johnson, the former secretary. The current secretary simply fine tuned it.
Lastly, Craig Rapihana was appointed to the board by unanimous appproval. At the board meeting immediately following the general meeting, the current officers were re-elected:
Frank DeSteno | President frankmwhoa@yahoo.com
Joe Stewart | Vice President joestewart@mac.com
Nancy Woodrow | Treasurer toothfairy713@yahoo.com
Mary Lynn Endter | Secretary mlendter@gmail.com
Vivia Martin | Director vivnsrq@verizon.net
Nick Stine | Director nstiney@gmail.com
Craig Raphihana | Director bwrapihana@gmail.com
HOA Annual Meeting Agenda for Nov. 30, 2022
MEADOW WALK HOMEOWNERS’ ASSOCIATION
ANNUAL GENERAL MEETING AGENDA
November 30, 2022, Fruitville Public Library, 6:00 pm
- Call to order and establish a quorum
- Minutes from 2021 Meeting
- 2023 Budget (Board Vote)
- Notice of Use/Modification Violations
- Nominations to Board of Directors
- Gardening Committee
- New Business: Landscaping, Electrical, and Perimeter Wall Painting
- Old Business: Cross Creek Buffer Zone
- Homeowner’s Lein
- Homeowner Comments
- 2023 Meeting Dates: March 3, June 14, and Sept 13 (6 p.m. Library)
- Adjournment
Increase in dues (Payment Due no later than January 31, 2023)
Funding of Entrance to Meadow Walk
Curb Power Washing
MEADOW WALK HOMEOWNERS’ ASSOCIATION
BOARD OF DIRECTORS ORGANIZATIONAL MEETING AGENDA
November 30, 2022 (Immediately following the Adjournment of the Annual Meeting)
- Call to order and establish a quorum
- Election fo Officers
- Other Business
- Adjournment
Notice of HOA General Membership Meeting
November 30, 2022 – Fruitville Public Library, 6:00 PM
This is the Official Notice of the Annual Meeting of the Membership of Meadow Walk HOA. Your presence and participation at the HOA Annual Meeting is essential. If you cannot be present at the meeting please prepare a Proxy. Proxy forms were handed out along with this notice to each homeowner. Once your Proxy is prepared, please drop it off at 1025 Meadow Breeze Ln.
We cannot vote on matters if we don’t have a quorum of members, either by your presence or your proxy. The agenda will be finalized and posted on this website before the meeting. The Agenda will include the budget for 2023; a raise in annual dues; an update on the entry project and its funding; a homeowner’s objection to her property lien and its cost; notice of governing document violations; the painting of the perimeter wall; the forming of a gardening committee; the need for a buffer zone around ponds; and any other matters that may arise between now and the final agenda.
Board Members are Volunteers. Right now we have 6 Board Members. If you have an interest in sitting on the Board, please speak up at the meeting. The goal is to have enough Board Members so that we always have a Quorum at the three regularly scheduled meetings durning the year and the Annual Meeting at the end of the tear. The current Board consist of Frank DeSteno, President:; Joe Stewart, Vice President; Nancy Woodrow, Treasurer; Mary Lynn Endter, Secretary; Vivia Martin, and Nick Stine, Board Members at Large.
If you have concerns that you would like the Board to discuss, please send them to Frank DeSteno: frankmwhoa@yahoo.com before the meeting.
HOA Budget Meeting Set for Wed, Oct. 19th @ 6p.m.
The Meadow Walk HOA Board will be holding a budget workshop meeting at the Fruitville Library on October 19, 2022, at 6:00 p.m. You are invited to attend. Please understand, however, that your input regarding the budget will be allowed at the discretion of the Board. All comments are welcome by email after the meeting.
Please also mark your calendars that the annual general meeting of the HOA will be on November 30th, also at the Fruitville Library, starting at 6 pm. Your comments and suggestions will be most welcome at that meeting and are encouraged.
HOA Meeting Agenda for Sept. 14, 2022
MEADOW WALK HOMEOWNERS’ ASSOCIATION
BOARD OF DIRECTORS MEETING
AGENDA: Sept. 14, 2022, Fruitville Public Library, 6:00 pm
1. Call to order/quorum
2. Approval of minutes of June 8, 2022, meeting.
3. Board Action on Property Liens
1. unpaid dues; liens
4. Treasurer Needed:
5. Disscusion: Whether or not to Keep a Lawyer on Retainer
6. Entrance Project:
1. Light Post
2. Irrigation
3. Electrical
4. Landscape Volunteers
5. Funding
7. Governing Documents Rewrite Volunteers
8. Search for a new Landscape Maintenance Provider
9. Other business, if any
8. Adjournment [Next Meeting: Annual Meeting, Nov. 30, 2022]
Notice of HOA Board Meeting, Wed., Sept 14th, 6 p.m
In anticipation of the next board meeting, we have a few things to bring to your attention beforehand.
First, as you already know, the entry way to Meadow Walk is being renovated. A lot of work is still needed. However, as a cost savings measure, we are looking for volunteers to plant the island. The HOA will buy the plants, but help with planting would give us some measure of control over how plants are placed. If you have an interest, please come to the board meeting, or notify Frank, frankmwhoa@yahoo.com.
Second, we need to update our governing documents. Anyone interested in helping can contact me. My contact info is below. We are hoping to have an attorney on retainer to advise us on the process. This could be something of a long term project, but the more help, the faster we can get things done.
Third, right now Frank is our president and treasurer. We are looking for a volunteer to take on the role of treasurer. No special qualifications are needed. An interest in setting our annual budget would be helpful. Please let Frank know of your interest.
Fourth, please welcome Nicholas and Lynette Yoder [7398 DCC], who have recently moved to the neighborhood, as well as Raphael Kulawik [1005 MBL].
Finally, we have a number of missing email permission forms, likely related to the new board taking over after the death of Gary. I will be asking you to sign the needed form, by coming to your home, or looking for you at the next board meeting. Your private information is never shared and is used only for HOA business. Your email gives me the easiest, fastest and most cost effective way to inform you of HOA business.
Please Note, the Agenda for the next meeting will be posted here on the HOA website ahead of time.
HOA Meeting Agenda for June 8, 2022
MEADOW WALK HOMEOWNERS’ ASSOCIATION
BOARD OF DIRECTORS MEETING
AGENDA: June 8, 2022, Fruitville Public Library, 6:00 pm
1. Call to order/quorum
Resignation/acknowledgment of Dave Johnson
2. Approval of minutes of March 9, 2022, meeting.
3. Financial report
1. unpaid dues; liens
4. Entrance project: lighting, irrigation, shrubs, funding
5. Updated email permission forms needed
6. Governing documents rewrite
7. Other business, if any
8. Adjournment [Next Meeting: General Annual Meeting, Nov. 30, 2022]
Second HOA Meeting of 2022 Scheduled for Wed., June 8
The second HOA Board meeting of 2022 will be held at the Fruitville Library on Wednesday, June 8, at 6:00 pm. The agenda will include, but may not be limited to: an update on the entry remediation; outstanding dues and options for recovery of those dues; the funding of projects not already funded. Everyone in the Community is urged to atted if possible. A Minutes of the meeting will be published here.
The board consists of Frank De Steno, President and Treasurer; Joe Stewart, Vice-President; MaryLynn Endter, Secretary; Nancy Woodrow, Vivia Martin, and Nick Stine, Board Members-At-Large. If you have other concerns that you would like the board to discuss, please send them to Frank: frankmwhoa@yahoo.com.
