SBHA Meeting Notes March 2018

March 2018

NOTES:

  • 316 Accounts Managed & Updated by Jamie Braithwaite

  • Newsletter: snail-mail info

    • Squarespace Website: Info, Contact & Payments

    • Xero: Online Accounting Software 30 day trial

  • Bookkeeper: James Lea

  • Rudd & Co: Kent cut ties & get Key to PO Box

    • PO Box: Kent get Key if needed for new one

  • Bills: forward to new PO Box

  • Checks from Bank: Snow removal, Mowing, Manwaring, etc.

  • Google Voice Phone Number: (208) 718-2366

  • June Invoices: Jamie Print & we stuff as a board in May.

  • According to the tax returns that have been filed for Stonebrook, the EIN is ***********

  • The bank and routing numbers are given to Treasurer

  • GOING with a Bookkeeper: $3000 Annual for bookkeeper services

    • $312 annually Upgrade Squarespace website to basic commerce will cost $26/month

    • $360 annually Xero online tool will cost $30/month

    • Transaction Fees for online payments

    • PO BOX

  • $21.50 100 printable checks will cost $21.50

  • $54.00 500 envelopes

SBHA Meeting Notes February 21, 2018

Location: Jamie Braithwaite House

Feb 21, 2018 at 7:30pm

February Meeting Agenda:

  • Approve Minutes January Meeting

    • January Assignments:

      • Set up post office box

      • Monthly Responsibilities for bookkeeper

      • Responsibilities turned into Contract

      • Real Estate Report

      • Covenants Summary

  • Website

    • Assessments

  • Rudd & Co

    • Josh talk to Patti

    • Possibly look at other options

  • CC&R

    • Rewrite possibly?

    • Marv Smith, lawyer in town

  • Entryway Trees Bid

    • $688 for Trees at the entry with Lawn Tech

    • Ash Bore $169 by Lawn Tech

    • Reprimand letter from Chris Fredrickson

  • Real Estate Report

Stonebrook Homeowners Association Management and Bookkeeping

Jamie Braithwaite, President

Stonebrook Homeowners Association

VIA EMAIL AND HAND DELIVERY

January 25, 2018

Patti Fielding

Re: Stonebrook Homeowners Association Management and Bookkeeping

Dear Patti:

This letter is to outline for you the duties and expectations of the Stonebrook Homeowners Association (“SBHA”) Board related to bookkeeping and management services we previously discussed with you.  You will perform these services as an independent contractor and not an employee of the SBHA.

As we explained, we would expect you to track your time spent fulfilling tasks set forth herein and to invoice the SBHA monthly for time expended.  We will pay you for your time at the agreed-upon rate of fifteen ($15) per hour expended on SBHA business.

In addition, we would like your invoice to include details, by date, about what tasks were performed and how much time was spent on each task.  This will allow the SBHA to get an idea as to the time required for theses tasks for purposes of budgeting and benchmarking going forward, and will be valuable.   

We expect that, in general, you should be able to complete the assigned tasks in fewer than fifteen (15) hours per month.  If you find that more time is required for any reason, please obtain authorization from the President and/or Treasurer of SBHA.  Given the seasonal nature of the SBHA’s activities, we imagine that most months will require much less than 15 hours, but there may also be months in which more time is required.  

Subject to the directions you receive from the Treasurer or President of the Board (or another authorized Board member), we expect you will perform the following tasks:

  1. Producing and sending annual invoices to SBHA members for assessments.  Our fiscal year is July 1 to June 30, and there are 316 homes to be invoiced and collected on.

  2. Deposit collected funds into SBHA account.

  3. Tracking payments and follow to-be-established collection procedures if payment is not received—including writing letters, filing liens, and other steps as necessary.

  4. Continuously updating records as new information is received (for example, from title companies) and verifying the name, address, and other information of each homeowner from county records on at least an annual basis. Transmitting a copy of each change to a designated member of the SBHA Board.

  5. Tracking bills and expenses and preparing needed checks for signature by association officers to pay bills received.  On average we receive 2-3 bills per month.

  6. Sending standardized covenant violation letters as the Board deems necessary.  Recent average has been 5-10 such letters per year

  7. Preparing and transmitting to the Board for review a quarterly report and an annual report detailing the results of activities, including finances, collection efforts, verification efforts, enforcement efforts, etc.

  8. Receiving mail for SBHA.  As a one-time matter, we will want you to establish a post office box to which mail can be directed.

  9. Answering questions from title companies, as needed, regarding homeowner assessment payments

  10. Preparing and filing an annual tax return, if, as, and when required

  11. Acting as the Registered Agent for the SBHA

  12. Other duties as requested by the Board

[signature page follows]

We hope these duties and terms are acceptable to you.  If they are, please execute where indicated below and return to me at your earliest convenience.  We look forward to working with you.

Sincerely,

Jamie Braithwaite

President

I agree to and accept the terms and conditions set forth above.



______________________

Signatures


cc: The SBHA Board



SBHA Book Keeper Status January 23, 2018 to February 8, 2018

Kent & Josh, 

What is the status on the Stonebrook HOA bookkeeper agreement?

Rudd & Co sent the January 2018 Customer List and it is a great time to compare our records to Rudd&Co records and make sure all is updated as needed.

Are we ready to have the book keeper send out late notices? 

Are we ready to pull the plug on Rudd & Co?

Please advise,

Jamie Braithwaite

On Thu, Jan 25, 2018 at 4:57 PM, Josh Chandler wrote:
> Finishing touches going on the letter right now.

On Sun, Feb 4, 2018 at 7:54 PM, Kent Okeson wrote:

I'm good with the letter.  Any feedback, Jamie?

Thanks,

Kent


Stonebrook HOA Feb 8, 2018, 9:07 PM

to Josh, Kent, Kent, Josh

Thank you! Looks great!I have updated the address and added my signature.
Kent can you also close up shop with Rudd & Co.
If you need me there my schedule is flexible.
I will send the letter to Patty.

Thanks,

Jamie

SBHA Meeting Minutes January 17, 2018

Attendance: Joni, Sally, Jamie, Kent. Resident Madonna Bishop

Location: Jamie Braithwaite House

Jan 17, 2018 at 7:30pm

January Meeting Agenda:

  • Approve Minutes November Meeting

    • Assignments:

      • Set up post office box

      • Monthly Responsibilities for bookkeeper

      • Responsibilities turned into Contract

      • Real Estate Report

      • Covenants Summary

  • HOA Violations/Complaints

    • Facebook Messenger Contact: We just moved in to our home in Stonebrook  and recently received a note and a copy out of the HOA covenants. Telling us we could see it in-line. Apparently we Didn't get permission or something for our shed? When we moved in we asked people who told us not to worry about it so we didn't.  We have read the covenant and are still not sure what is wrong with our shed nor who we need to talk to. Could you please let us know what person we need to speak to about this issue. Thank you, Scott and Madonna Bishop

  • Treasurer Report

    • Not much. 2-3 checks a month. Cut by Rudd & signed by Kent.

  • Bookkeeper/Rudd Co Status

    • Met in November - Draft assignment

    • Sent to Josh - follow up - needs to be done

    • Needs to be wrapped up.

    • Get Quickbooks file from Rudd & Co

  • Residence Report

    • Records & Payments

    • Online payment comparison

    • Real estate report

  • Fiber Report

  • Website

    • Squarespace vs. Wordpress/Typeform

    • MOVE FORWARD.

  • Calendar

    • Yard Sale

    • Community Block Party

      • How do we pay for it.

      • Tickets, wristband, etc.?

      • Donations

      • Sponsorship

    • Annual Meeting

  • Social Media

    • Nextdoor app

      • Change boundaries


  • Online Newsletter


3rd week in February


SBHA Website Changes Suggested January 10, 2018

HOA Board

I have been working on streamlining the website, payment tools, and violation reporting tool.  I have created a sample website using SquareSpace.  We have had 98 online payments since July 2017 and 9 violations reported on our current set up. I want to utilize and encourage an online newsletter for electronic communication with our homeowners.

Please review the site and share your opinion.
It is a free 14 day trial site using visitor access linkhttps://stonebrookhomeowners-associati.squarespace.com/

This site charges per month or annually depending on the plan we purchase.https://www.squarespace.com/pricing/ I suggest $18 business plan per month.

We currently are paying for Wordpress Hosting through Manwaring for the website and domain and TypeForm hosting for payments and violations.

Please advise.
Thanks, Jamie

SBHA Meeting December 2017

We will not have a meeting today. 

Please reply all and email your assignment results, questions, concerns, etc. 
Thank you. We will meet in person in January. 

Jamie

I would like to propose the 2018 Community Events for approval:

  • May 19 - Community Garage Sale 8am-3pm always happens on the 3rd Saturday

  • August 8 -  Annual Stonebrook 2017 Homeowners Meeting Date: August 8, 2018 @ 7pm Location: First Evangelical Lutheran Church 455 W Sunnyside Road, Idaho Falls, ID 83402

 HOA Executive Board Meetings

  • 2nd Wednesday each month as needed

  • 30-35 day notice after violation report pursuant to Idaho Code Section 55-115

Website & Online Payment Communication November 8, 2017

Jarom, 

Thank you for helping the Stonebrook HOA. The typeform website is working for gathering our fees but is limiting to only allow one entry of $40 for the payments - as far as I can see.  I have not done a huge amount of research.  

I am looking for a better online payment system. Do you have any suggestions? I am wondering if we could make a squarespace website work? 
Our needs are:  

  • cost efficient

  • easy to use and maintain

  • accepts online payments

    •  $40 annual fee

    • adjustable late fee when applicable

    • adjustable violation fine when applicable

If you have any ideas please let me know.

Thanks,

Jamie

—————————-

Jamie,
It looks like you can allow the site visitor to enter an amount they would want to pay. Does this work?

https://www.typeform.com/help/let-respondents-choose-how-much-they-want-to-pay/
Jarom