SBHA Meeting Notes from November 2016 to July 2017
July 2017
Jamie Volunteer time to create online Payment options using Stripe Software provided by Manwarring Web Solutions
July 2017 Report from Rudd & Co
July 2017 Agenda
Attendance: Jamie Braithwaite, Josh, Sallie, Jen, Marius, Erin, Crystal Wilkerson, Patti Fielding, Ted Heckathorne,
Approve Meeting Minutes from June - wait on Josh
Division Reps
Treasurer Report
Rudd & Co
Bookkeeper Options
$15 hourly rate
10 hours a month. $150 per month. July $250.
Straighten out for $300 to get things in order.
Requirements for Position
Continuity - one place from year to year to year
Two signatures from the board.
Jen suggests Bookkeeper does not pay the bills. She tracks the assessments and violations.
Have Rudd run it. Have scope. Take time to figure it out.
Seeking a part time bookkeeper.
August Meeting Agenda
Welcome
Annual Board Business
$40 annual assessment
Idaho Statute 55-115
Seeking part time bookkeeper
Division representatives
Treasurer's Report by Jen Keathley
Online tools by Jamie Braithwaite
Fiber Internet presentation by Josh Chandler
Stonebrook Property Values presentation by Maris Cukurs
Board Member Nominations
Annual Meeting
Division Leaders attend. Encourage Attendance.
Josh explain the investigation of FIber Internet
Agenda
Fiber Internet presentation Josh Chandler
3 approaches
Nothing
Company that does it all for us
Lay our own fiber and maintain
Budget & Assessments
Treasurer Report
3 New Board Members needed
2 year terms
1 year as officers term
President
Vice President
Treasurer
Secretary
East Representative
West Representative
Architectural Committee Director
Division Representatives
1-16 Division
Violations
Josh Presentation Idaho Statue 55-115
Trees
Trailers
June 2017 Notes:
Location: Jennifer Keathley
July Meeting will be on July 12 7pm at Jamie Braithwaite
August Meeting will be on the Aug 16
Approve Meeting Minutes from May
Reading Free Library - Presented by Katie Stokes APPROVED
Treasury Monthly Report
RUDD & CO
Voted in May to go to $40 annual.
Marius Concern: Hourly Payment vs. Annual Contract. A piece of paper signed by both parties.
One of the arguments is the same place and same billing system
Advantages of the 3rd party system
Josh Suggestion:
We need a scope of work - a proposal for the assessments and the increase.
Erin would like to avoid the conflict of interest, understandable sensitive.
Sally suggestion: Handle it on our own. Section leaders in each district to help follow up, gas syphoning, hand deliveries.
Funding
How much money do we need in our bank?
Sprinkler System in Lots A&B
Tree replacement
Weed Spray $100 per application for 4 per year
Tree Bug Maintained
Reservoirs and how much?
We need a discussion of why
Newsletter & Door Hanger Sponsors - presented by
August Meeting $40 Assessments
Sally will find a location.
Entry Violation
Tree Trimming Pricing/Quotes
Weeds Pricing/Quotes
Crossing Guard City Traffic Meeting
June 13 @3pm
740 Park Ave, Idaho Falls, ID
Architectural Committee Report
Violations
Steve Martinson
Abandoned car on Haven Lane
Geri Stenquist
House on Brookside
Christine Fortner
Tree on Brooskide broken branch repair
Crotens
On Arden, the neighbor tree cut down. Is there a requirement to maintain the tree in the easement.
Is the obligation to maintain?
The language is not clear to replant the tree.
It is not obvious from the covenants that you have to replant. We can take the position.
250 Arden Drive - Josh will contact.
Online Reporting Tool
Need Letter wording for:
Trees - Reminder letter - no threaten
Trailers $50 for 7 days
Shrubs on sidewalk - Reminder letter - no threaten
Trash & Visual annoyance - nuisances - Call the city phone number
Josh & Marius:
Law says. We do it.
If we have the issues. Come to the next board meeting in 30 days. Or Correct it. Or we will have a vote. And fine you.
Online Payment Tool
Decide on Assessment Fee
Create wording/plan to communicate to the community
JOSH:
Come up with very specific for August Meeting
Fiber Internet
3 approaches
Nothing
Company that does it all for us
Lay our own fiber and maintain
Budget & Assessments
3 New Board Members needed
2 year terms
1 year as officers term
President
Vice President
Treasurer
Secretary
East Representative
West Representative
Architectural Committee Director
District Representatives
1-16 districts
Violations
Josh Presentation Idaho Statue 55-115
Trees
Trailers
Online Payment
Guest Speaker?
Real Estate Market Analysis - Marius
City Council - John Radford - Hot Topics in the city.
PTO President - Nikki to address the neighborhood regarding crosswalk
May 2017 NOTES
Stonebrook HOA Board of Directors Meeting May 3rd 7:00pm
Attendance: Maris, Erin, Jen, Josh, Sally, Jamie
Location: Jennifer Keathley
Treasure Concerns regarding budget & Rudd Co
Last invoice from Rudd & Co
$80 for general bookkeeping is steep.
Ideas: Monthly? Hourly?
Problems? Delinquencies
- Dave and Carol Shipman have been divorced
Curtis - Curtis Stewart
Carol Coach
Boon, Woodworth, Wilkerson,
Old Information, Not kept up, 3 year
HOW DO WE KNOW?
HOW WOULD RUDD KNOW?
Compare the city records every year
Recommendation to have Doug Salbot come to the next meeting?
529-9276
Josh’s weird idea:
Doesn't it seem that we really need one really good full time person.
We can’t afford. We dont want to pay. We dont need a full time. 1 - 8 hour a week a week at most.
Went to other HOAs and Waterford, Bristle Heights, South Pointe, HOA Manager Co-op. If we have enough people to manage all of us.
Depends on the sides
Letting HOA know
Violations notices
Issues with Continuity.
We have 2 jobs going on.
1. Financial side - Rudd & Co is great
What was the original contract that Rudd & Co was asked to do.
2. Management side - We need to find this missing piece.
Audit Position
Budget for 2016 to 2017
Costs and readjust the assessments.
INSURANCE quote: $325 per year if paid in full discount ($361)
same policy, canceled.
General liability commercial property
MOVE FORWARD send email to Jamie:
As a board, make a list of the concerns, have them address each item on the list.
Make a list of division of labor
Specifics of what Rudd & Co does
Specifics of what needs to get done but we do NOT want Rudd & Co to do.
Part time Book Keeper or Co-Op
We need to have Meeting Minutes, 1st item to approve minutes from last meeting.
What are we going to say “in the witness chair”
Josh: meeting minutes opinion: all it needs to say is discussed, x & y, less detail better, votes and decision are important, leave it flexible, if you want a record - or is not a record - make them flexible/maluable.
Violation letters & associated fines
ASSESSMENTS vs. DUES
Violations:
Very important piece of the management
Criteria for violations change
Menu of Violations fees
Trees - Reminder letter - no threaten
Trailers $50 for 7 days
Shrubs on sidewalk - Reminder letter - no threaten
Trash & Visual annoyance - nuisances - Call the city phone number
Newsletter & delivery options
Change due to assessments
Weeds trees dandelions
Review before it is mailed
Contact information
By laws for our community
Parking
Last sentence misleading
If either of these city ordinance violations exists please contact dispatch
Trees & Shrubs
Pedestrians (sp)
District reps out of the newsletter and into the agenda for the meeting
Suggestions - for newsletter deliver and mail to owners
Architecture committee concerns regarding roofing and future exterior renovations
2 that just came in
New roof - let them do whatever they want.
Shed - Blue shed approved with vote.
City ordinances so many feet from property line
in harmony.
Fiber internet update
Josh update:
So many ways to go
At this point
Either
1 option we have talked about
1 option frozen by indecision of other ways to think about it and other possibilities.
Evolving science going on and forward
The city is in the same position - they honestly do not know what to do.
The other thought - wonder if we could go to the city and ask them to help us and test out this concept. Like you to help us offering a guarantee on loans for utilities providers or those building the lines.
Big concern: specific IPS provider
Still raise dues financially
The community is “not like us” we do not know what will happen with the vote.
Push the city harder.
I would like to see the city, build it, own it, bond it.
The only people that can get fiber in ammon or people with money.
May yard sale
May 20 - Rain or Shine
Real Estate agent sponsor a door hanger on Cedar Ridge
Tree Trimmer sponsor maybe?
August annual meeting & gathering
August 16 Meeting
Budget get done on June
$30 now
$35 Josh proposed
$40 Erin Proposed
June Meeting June 7th at 7pm at Jen’s
April 2017 MEETING Agenda
Stonebrook HOA Board of Directors Meeting April 5th - 7:00pm Representatives & Enforcement committee invited
Location: Jennifer Keathley
District Representatives and Enforcement committee welcome
Type Form website/violation reporting
Fiber Internet Discussion
Calendar & Newsletter
Stonebrook Community Yard Sale - May ___, 2017
Annual HOA Meeting - August ____, 2017
Stonebrook Community Block Party - August ____, 2017
Website cost
March 9th - $71.76 for hosting annually
Paid
Domain name? Who is paying
March $350 Type Form cost
Manwaring doing the payment and invoicing
Stripe Service - Payment Security
Add on fee for online payment $1.00 convenience fee
Rudd & Co Confusion
Master List - still need a solution
Lots - Charging per lot for HOA fees
Online Payments - still in the works
Marius - only bill once a year. Is it going to get more complicated
Insurance Policy & $700 Line Item
NV Designs Invoice returned and check voided
April 2017 MEETING Agenda
Stonebrook HOA Board of Directors Meeting April 5th - 7:00pm Representatives & Enforcement committee invited
Location: Jennifer Keathley
District Representatives and Enforcement committee welcome
Type Form website/violation reporting
Fiber Internet Discussion
Calendar & Newsletter
Stonebrook Community Yard Sale - May ___, 2017
Annual HOA Meeting - August ____, 2017
Stonebrook Community Block Party - August ____, 2017
Website cost
March 9th - $71.76 for hosting annually
March $350 Type Form cost
Stripe Service - Payment Security
Rudd & Co Confusion
Master List
Online Payments
Insurance Policy & $700 Line Item
NV Designs Invoice returned and check voided
MARCH MEETING NOTES
March 1, 2017 from 7-8:00pm Attendance @ Josh’s house: Erin, Sally, Josh, Jamie, Garth, Jen
To-Do: Garth online payment for HOA dues
To-do: Josh letter for liens of HOA dues and late payments $1.00 per month delinquent
To-do: Sally hand deliver the letters
To-Do: Jen update the public list database of persons check against the assessor's list.
To-do: Josh Contact the other utilities companies to run infrastructure
To-Do: Jamie online report and violations Type Form
To-do: Rep from each district
Calendar
Community Information Gathering discussion about FIber Optic Lines in Stonebrook
April 5th - 7:00pm Representatives & Enforcement
May goal is to be at Sunnyside.
Next Meeting: April
Finance Update - Jen
Treasurer Report - handout
Insurance - covers liability or maintenance issue, etc, legal bills
To-Do: Website contract for Manwaring
All American Yards - snow removal, trees, etc
Rudd & CO - what we have done from July to December and then projected. If we continue as we are going it will cost more than that for future
Do we know if anyone has done anything about any other delinquencies?
DO we know if lots are charged or household?
RIght approach to collecting delinquent?
For reference - Southpoint is $350 per year
Taping to the front door?
Recording Lien to the county cost $10
DONE - Electronic Bank access
Aging Document for overdue HOA
Figure out how to pay HOA online?
Fiber Update - Josh
Education Update - Short of Long Story.
Some may love the idea. Some will hate it.
Say we are not like Ammon. They can choose to have it to your house. You can decide who will they choose.
IF we own the lines we can be closer to ammon - we are not planning on owning the lines.
Do you Dont you - trying to see both sides.
Things to think about:
Thought I would put it out and see what people would say
Not sure how strong this is what we want to do.
Understand there are lots of ages, incomes, etc. to consider
Not sold on what is the right approach
We do not have a lot to do, people just say yes and then it gets done.
Read in more detail on city Fiber report and they have studies that one of the problems is that people that want to wire for fiber they want to cherry pick in the high income areas like Stonebrook, Canterbury, Southpoint. The Density is more important per number of houses on the line.
John Radford -
Josh thinks maybe having the city do it is the better idea.
Once they lock us in there is no competition - how long is the contract - what point do we have access to change -
Infrastructure in place becomes tricky part, guarantee 5 years and then it is over.
We have not explored creative financing.
Infrastructure is 5 to 6 years for $900K to wire up the neighborhood
$3000 a month in Ammon vs $100 per installation
HYPOthetically $3000 over $20 years. We are raising dues by $150 per year to make the $3000 over time.
HOW THEY DO IT. HOW WE DO the education of Fiber.
How is the HOA involved in this? The only we can do it is
We can negotiate something if we are unsatisfied with their service. Pay for breakup fee. THen get a new service provider. Who owns the lines? Once they have the wire they will have the wire.
John Radford - cherry picking problem - force it upon you - what model will it cost and be? Get an idea from the city of what the cost will be. The city coming in a buying the lines or leasing the lines. Josh suggested to do it to John everyone pay a small fee to get the entire city done. Pay for it. You have to because there is no other answer.
Property Value related in getting the lines to the houses. Part of the infrastructure to the community. It improves property value.
It is just pipes!
If we own the infrastructure - it bugs people if they do not own it to run their information on it.
Connect into 96 dark fiber on Sunnyside road. Once you connect you have lite your neighborhood up.
We need a builder and financier. We need a financial plan. Could be done. Long road. Pretty doable. A couple of local banks that would consider it as a real estate dues.
We like raising it to $200 vs. raising it to $600.
Ammon provided packet from Erin. Choices. Education.
Ask Centurylink, if we had our own network would you be willing?
New neighborhoods are running fiber instead of copper.
EDUCATION: Look at this opportunity. Do you want to Opt In?
WOrth exploring the option of calling Cable One and Century Link and saying if we had our own fiber network would you give us Fiber internet? Concern is that they would say no.
Representatives
District 1: Matt Larson and Kent Oakeson
District 4:
District 6: Andrew Bennett
District 9: Jason Simmons
District 10:
District 12: Jeff Boag
District 14: Jarom Manwaring
District 16: Jen Keathley
Newsletter Update
Calendar:
May Garage Sale: Third Saturday in May
Sunnyside Elementary School Crossing Guards - concerns - liability issue
Drones letter - you can do illegal things with it
Good Neighbor!
Property Management Update - Erin
Update with Rudd&Co Doug
Neighborhood Watch update
FEBRUARY MEETING NOTES
February 8, 2017 from 7-8:00pm Attendance:
NOTES
Marius:
Decide as an HOA - Neighborhood watch program.
Budget “Story” presented for the fiscal year
Standard Letterhead for violation letters
Management company?
Bristol heights using a company in Bosie and it is terrible
FAA and Drone Laws
--Josh write paragraph for newsletter
--Jen go to bank and get electronic access
--Erin approach with Doug
--Josh put together the education for FAQ regarding Fiber Internet
--Garth contact Manwarring about mailing from the online app
--To DO: Division Advocates: 16 people
Next month meeting March 1, 2017 @7pm
At Josh’s house
-------Agenda
Fiber Internet
To-Do: Josh present Fiber options as discussed in January Meeting
Maris Note: For your information. – one of the HOA’s that I have a property, they are installing fiber with a bandwidth of 100 to 200 mbps. The cost is $15 per unit the first year and $20 per unit the next four years of a five year contract. This is for 117 units.
Newsletter
To-Do: Sally putting together
To-Do: Erin get articles to Sally
*Drone laws
To-Do: Jamie write a President welcome letter
Jen: over $500 whenever we have Rudd & Co do a mailing
Website & Welcome
To-do: online FAQs, online Newsletter, Welcome folder & new move in information.
DONE: Type 16 CC&Rs and put on website with City Code
DONE: Jamie update emails, 1993 Amendment,
Rudd & Co
To-Do: Jen get report from Rudd&Co of $3,000+ fees
Jen: over $500 whenever we have Rudd & Co do a mailing
Jen: Missing October
To-Do: Bid for clinical tasks for Violation Letters & follow up visits.
Budget:
Maris Note: All of our expenditures should be according to a budget. I presume that the last board made a budget before keeping the assessment at $30.00. If they did not, we need a budget before we decide on newsletters or other expenditures.
Question
Jennifer Lords forwarded message from Pam Shearer :
Jennifer Lords gave me your email. I have buyers that are moving into Stonebrook and they have a lot of HOA questions I was wondering if you could help me out answer some of them. I sent them a link for your website but they still have a few.
They were looking for the HOA Rules & Regulations
Have there been any "Special Assessments" and if so for what when and how much.
Architectural Committee Guidelines
Any Pending Law Suits against the HOA
If you could just let me know if any of this applies and I will forward your answers onto them.
Thanks for all your trouble.
--NO PENDING LAWSUITS
--
FYI
JANUARY MEETING NOTES
Meeting NOTES January 4, 2017 7-8:00pm
Attendance: Jamie Braithwaite, Garth Braithwaite, Jen Keathley, Josh Chandler, Maris Cukurs, Sally Henrie
February 8, 2017 from 7-8:00pm
Internet: Josh Chandler
To-DO: Full model for February meeting
Improve home values
Options on how to structure to get it into the neighborhood
OPTION 1: As a group create a neighborhood service provider. Everybody is able to pay dues and get fiber included in the dues. Dark fiber goes to both schools. Buy internet wholesale and then sell it retail. Formula to sell - 100 people, 100 megabits service, need pipe ratio correct.
OPTION 2: Get a partner to help do it.
OPTION 3: Get the city to do it.
Discussion: Centurylink has quoted for high speeds through the telephone wires. What if city wants to do it? Can our neighborhood be a starter community for the city? There are going to be certain people that do not want High Speed Internet. 55-115 Legislation regarding HOA. Sell at different tiers of participation. What about owner or rental properties?
In 2016: 316 house paid, 60 unpaid. Canterbury participate? Watorford participate?
Need a separate LLC to avoid the nightmare.
Before we do it we need to find out what Century Link is going to be presenting.
CableONE is claimed to be slow. Too many pigs at the trough.
Incentive for early pre registrations for getting in early.
A lot in how we package and pitch the idea
An investment in this neighborhood for houses will increase.
Real Question: Is raising the dues ACTUALLY something we can do? What is your minimum participation to make it? i.e. 300 of 350 homes.
If voting takes place in corporate level. Usually it is a 50% member with a written consent. A meeting could be easier if you get a quorum to vote.
LEGAL QUESTIONS: What are procedures to change? How much will it cost - per house - and upfront investment. Permitting for the city of Idaho Falls.
Our job as an HOA is to maintain our position as a desirable neighborhood to move into instead of the new neighborhoods. Combat it with something that they don’t have - Fiber internet.
Mailbox: Jamie
Taken out by the snow plow. Fixed with calls from Jen Lords to the City and Post Office. HOA owns the actual boxes. Post office owns the key & space inside each box. Brenda Jamison *** East Harvest Run Drive reported issue. Mailbox located directly between 172 and 168 Harvest Run Drive.
Brenda asks “How can we upgrade to rectangular boxes instead of square?”
See google picture
Violations: Jamie
Website demonstration. Moving forward with
---------------------------------------------------------
Review Assignments from December meeting: January 4th
DONE: Garth Form and Josh letter, then Jamie contact Rudd & Co
Work In Progress: Consideration of Tree fine and Trailer fine
Work In Progress: Erin Newsletters and FAQs articles
Will do in Spring after snow melts: Sally will find and talk to her :) about Christmas Lights
TO-DO: Yard Sale dates
DONE: Jen Signatures with Cindy at Bank of Idaho
Meeting: December 7th @ 7-8pm
Attendance: Jamie Braithwaite, Garth Braithwaite, Jen Keathley, Sally Henrie, Josh Chandler,
DECEMBER MEETING NOTES
Old Business
Review December Assignments
Old Business
Review November Assignments
Done: Josh Chandler: Writing up legal explanation of responsibility of members of the covenants, management & obligations for website. Legal letter for violators for architectural control committee
DONE: Jamie Braithwaite updated website with original 7-14-1992 By-Laws
DONE: Jamie Braithwaite updated map & 16 division CC&Rs
DONE: Maris Cukurs will email Jamie Braithwaite the covenants on file for all 16 sections
New Board Communication
To-Do: FAQs page on the website
Paper Newsletter
Maris Cukurs: This is about the right time to consider a newsletter to all owners. This would be a good media to share the city ordinance information that you had in the covenants draft and also how to contact the new board members.
Review Website content update www.Stonebrookhomeowners.org
Bylaws https://docs.google.com/document/d/1QNIyKF8ydAoZR_13-Ym5sRg7dN5pcd62gG2EE2p_h-A/edit?usp=sharing
Covenants https://docs.google.com/document/d/1SvqivLIJed7jG4AN_MXP65B-CqbtWzxIytA3UV9Nywc/edit?usp=sharing
Clarification in the following areas from City Code:
8. Temporary Structures & Trailers
10. Garbage and Refuse Disposal
13. Trees
Maps
Update Calendar
Trash/Recycling
Street Sweeper
Yard Sale
2017 Annual meeting
Board of Director Meeting Schedule
Architectural Control Committee Responsibilities
Property management company
TO-DO: Form and letter, contact Rudd & Co
Violations
Letter
Reasonable Fines
Future Communication
***Entry-way trees discussion
Wall and Stone wall on Sunnyside
Welcoming & Event Committee Responsibilities
Christmas Lights at Entry
TO-DO: Sally will find and talk to her :)
Sherian Lewis contacted me (Maris Cukurs). (She is a former board member, an artist, and was involved with the new signage at the entrance)( She lives at 277 Brookside) She volunteered to show someone how the holiday lights have been installed at the entrance and she also said that there are provisions of how to hang banners at the entrance.
Welcome Packet
For current homeowners
For new move-ins
Contact homeowners
MailChimp?
Next Door App?
Facebook
Website
Upcoming Events
May 2017 Community Yard Sale
3rd Saturday in May
August 2017 Annual Meeting
Suggested date 2nd Wednesday in August
Community BBQ?
Suggested date 2nd Friday in August
HOA Board Meetings
2nd Wednesday each month as needed
Semi-Annual Tree Trimming Community Service Project?
Neighborhood Improvements
Entry Way
Semi Annual Tree Service Project?
Contact local scout troops
Send postcards for those who would like to Opt Out of project
Fiber Optic Neighborhood Improvements https://maps.idahofallsidaho.gov/Fiber/
NOVEMBER MEETING NOTES
Previous Meeting: November 9, 2016
Attendance: Jamie Braithwaite, Josh Chandler, Garth Braithwaite, Erin Dupree, Jennifer Keathley, Sally Henrie, Maris Cukurs, Richard Beem
Website updated by Jamie Braithwaite
Idaho Falls City Code added for reference on website by Jamie Braithwaite
Added DUES page
Added CC&Rs page
Seeking contact information for Calendar
Seeking forwarding information for emails
Rudd & Co contact is Jennifer
Seeking new move-in list, current HOA members
Future Contact for welcoming committee
Property Management Company
Vic Jacobson - Daughter with property management company contact?
Officer Election/Group Decision & Positions:
*President
Jamie Braithwaite,
**Vice President
Josh Chandler,
*Welcoming & Event Committee Chair
Garth Braithwaite,
**Architectural Control Committee Chair
Erin Dupree,
**Treasurer
Jennifer Keathley
*Secretary
Sally Henrie
**Board of Director Member
Maris Cukurs
Meeting Adjourned 7:45pm