They expire. donated cameras. The donated cameras require ...

[Pages:5]HARRISBURG ESTATES HOA MONTHLY MEETING FEBRUARY 11, 2020 1:00 p.m.

HOA Board Members Present: Chuck McDowell, Stanley Woodbury, Lynn Draper Tom Martindale via ZOOM

Meeting was brought to order by Tom. Tom led the group in the Pledge of Allegiance. We are recording meetings for verification of Meeting Minutes. A "Thank You" was shared by Tom for the attendees. Nice turnout.

One item not on the agenda is the Open Forum. This will be held at the completion of agenda items for discussion. Please limit questions to 2 minutes. Let's remain positive.

Chuck ? Using ZOOM to record meeting for verification of minutes. This is the first attempt, so we will see how well it works for us. This is also to enable people who can't attend the meeting in person to join the meeting live. When using the microphone, please state name and address for the recording information. Additional abilities will be added to listen to a recording of the meeting. Again, please hold questions until the end of the meeting.

Tom- Zoom is in a trial and error stage at this point. First line item on the agenda a motion to accept the minutes from the meeting of 1-25-2020 quarterly meeting. Chuck made motion, Lynn a second. The vote was unanimous among the Board Directors.

Chuck - unfinished business: Talking about Zoom meeting for a while. One thing that held us up is verifying privacy or federal law. Our attorney indicated there was no issue. If no one objects, we will continue this meeting.

Currently, we have scheduled a meeting every month as well as 4 quarterly meetings, 16 total meetings a year, unless you want more. This schedule is subject to change.

Cameras in the clubhouse. We've discussed installing cameras in the clubhouse. John & Joy donated cameras. The donated cameras require a special battery costing Our attorney indicated it is okay as long as there is no personal (owner's) home captured in the film. New cameras are $35.00 each including the card. The benefit of the new cameras is you don't have to replace batteries. Another benefit is the new cameras can be monitored remotely via a mobile phone. The special batteries for the donated cameras are approximately $30 each once they expire.

Tom ? Exterior cameras need to be pointing at the clubhouse to avoid recording Installing the video surveillance would likely be creating an expectation of security. We should vote to post signage outside of the clubhouse stating "there are video surveillance cameras in use". Make sure it is not the privacy of anyone's yard. We are putting cameras only inside the clubhouse at this time. Have to have signage all around the building inside and outside. Advancement of technology today, Joy indicated the cameras they were donating are a couple of years old.

Monster Mower Lawn care and salt water conversion Luis ? new lawncare company. New year, new things, better things. Luis is in the process of showing them the community. There will be additional projects during the off season. Trimming branches on common ground, fertilizing, blowing and collecting leaves. Spray for weeds. Bushes to trim in addition to mowing. Luis turns on the sprinkler system for memorial park.

Tom ? Monster Mowers transition issues we are working through. What they are supposed to do and what Luis wants them to do. Luis is over them. We're going through transition period as you would see with any other landscaper. What you are seeing is a little confusion. Today they asked if they could come in on Friday. We're still in a transition period.

Luis always in charge of the landscapers. Luis will notify the Board (via Tom) with any concerns he has. Question about aerating the lawns. We can't do it because our water and utility lines are so close to the surface.

What if a tree falls down in your yard? Common ground trees Harrisburg takes care of them. There was a comment involving a chain saw. May need to be replaced due to age. Luis special projects to do additional work. Homeowners responsible for maintenance of trees on their property. One of the first homeowners said when they first moved to Harrisburg, they were told that the community would take care of all trees all of the time. The homeowner is responsible for maintaining their own trees.

If we hire tree trimming service with a cherry picker for 6 to 7 ft high trees, does the park cover that or the homeowner? Get the ACC involved with that decision. Homeowner who does not have grass would like their part of the HOA fees to go to tree trimming instead? Table for now. Get with ACC and work out what is best for the community. Our dues are based on an average of what everybody is doing. All homeowners pay the same amount. If we want tree trimming do we raise dues a little bit to cover tree trimming throughout the park even though some of the people don't have trees or don't want their trees trimmed? What do current CC&Rs say about the association has to do our lawn? What does the CC&Rs say about tree trimming? Current CC&Rs do not address trimming of trees. Intelligible conversation. One homeowner had a tree land on her carport? Had tree trimmer come cut it up in about an hour and a half for $650. Get with ACCIC and discuss if we need to have a tree trimming company come in once a year and go through the park and do some of this. Years ago, these trees were small enough to take care of them in a shorter time. It is difficult to drive a camper down the street without having trees hit your vehicle. Going to be an expense we all have to bear.

Chuck ? Survey Monkey- we will start using to gather information from homeowners regarding issues. Take away the issues brought up today and put a survey together for the community to respond to. Website: Survey Monkey. Please use your name and address when talking into the mike. The Board is considering the purchase of some type of boom mike that will capture all of the speech in our meetings. Intelligible conversation. Testing communication in the room as well as remotely.

Luis ? Regarding converting the pool from chlorine to salt. Process is simple. Questions? One survey we are putting out is whether or not the community wants to convert the pool to salt. Pros and cons. Needs about 700 lbs of salt to begin. Won't be 100% salt. Will still need to add a small amount of chlorine.

Salt water has great attributes. However, it is not powerful enough to kill all bacteria. Salt water can be beneficial to people but not those with certain sodium allergies. It has to do with your own ph. Conversion is costly. Luis is a CPO person licensed to operate pools and expert in balancing the water. Last year Health Dept. inspected our pool 17 times. We passed all 17 times. Salt based pools were originally designed for individual homes. There is chlorine in salt based pool. Lots of babies in pool without required diapers and protection. Baby has an accident and there is not enough chlorine in pool to keep it safe. The odor of chlorine in the pool is because of body oils and urine not the chlorine content. Chuck ? granddaughter in pool. By the time she got out of the water with a rash. Table for now. Find a professional to consult on installation and get an opinion. Send out Survey Monkey for feedback and if it is positive feedback that more people want to pursue this, we will get a number of bids and also bring in someone who is very versed on the installation and cost. Not going to save any money going to saltwater. Needs to be a community decision. Has anyone looked into an "Ozonier"? system? Much more expensive.

If we go to salt system in the pool, everything that is metal has to be replaced. Homeowners need to take responsibility for their own choices. Saltwater pool was brought up in a previous meeting expecting some immediate action. No action taken by the previous board.

Weed control. We are trying new organic recipe. Vinegar, salt & soap. Multiple applications for effectiveness. Vinegar and salt dehydrate the plant and the soap helps keep it on the weeds. Just trying this for a while because there were concerns about using a chemical based weed control. Share ideas.

Reserve study ? Stan ? we are having a new audit done to determine what needs to be updated. Our last audit was done in 2016. Reserve analysis needs to be reviewed once a year, and audited every 3 years. Challenge with previous reserve management was reserve items were paid out of operations account. Then a lump sum was transferred to the operating account from the Reserve account. Can't comingle funds. We will be opening a reserve checking account to pay for anything on the reserve schedule. Reserve schedule needs to be to reviewed annually and have an audit every three years

Our fire extinguishers are old and have to be inspected annually. We are replacing our fire extinguishers. We are replacing them with disposable ones that will last a number of years. Less expensive.

Tom - Raffle items for the annual meeting. Reach out to vendors, ask for donations to help with the turnout. Have a drawing. Something to do during ballot count. If you know of or have something to donate, please let us know.

Cindy ? Chairperson Activity Committee is also doing a raffle for a goodbye dinner and auction in April for the Snowbirds leaving. They are also coordinating the luncheon after the annual meeting. ACCIC decided they wanted to give it a rest for a year and chose not to do it this year. Thank you so much Activity Committee. Board will help any way we can. Correction on frequency of reserve study update, review every year and audit every 3 years.

Dog Park - executive decision for discussion at the end of the meeting.

Please give us feedback if you have any objections to using the computer based Survey Monkey. Much more efficient way to gather information from the community.

Stan recommends putting that survey asking for the community's input on Survey Monkey. This could be our first survey.

The Board is considering creation of an outreach committee for the purpose of enhancing our relationship with Quail Ridge RV Park and KOA. The committee would meet with them occasionally to better our relationship. Also requesting a committee to attend city and county meetings, as well as planning meetings. One concern is Highway 91 and the possibility of it being changed to handle the heavy trucking traffic. Consider "what if" situations. Homeowner shared his experience with highway 89 in Davis County. Two lane highway turned into a regular freeway. We don't have control over. Chuck challenged the assertion. In Chuck's opinion can make a difference if we are diligent in forming relationships and attending these meetings. At the very least we can lobby these different groups and mitigate potential damages. Tom agreed we cannot stop progress, but can get in front of it so we know what is coming our way. Didn't anticipate what would happen when they were planning to build a subdivision and then changed to an RV park. We need to form good relationships with our neighbors and the city to stay in front of what is going on around us.

Questions regarding the south fence. Are those of you who live along that South property line seeing people coming up from the KOA? Every once in a while we have someone who will wander into our community and see what a great community we have and want to live here. Sometimes there are people walking up a trail that ends up in someone's backyard. The Board is interested in hearing from members with unique issues like this.

What date for candidates to get their request in is February 10th. Meet the candidates event is February 15, 4:00 to 6:00.

Candidates for election are Tom Martindale, Stan Woodbury, Chuck McDowell, Jo Gonzalez and Monica Morrison. 6 total positions available. Jean Reed you have 2 more good years in you. 2 candidates with 1 year term, and the others are 2 year terms.

CC&Rs postponed any additional work until after the annual meeting. Jean printed off the entire document but has not had time to read it. When do you need feedback? Can give feedback to office or to Chuck's email. The draft of the CC&Rs has to go to all homeowners. We can email but there are still 26ish people who don't use email. The document is about 80 pages, without Articles 8-10. To print out and deliver to those homes is quite expensive. We are recommending that we print 2 copies to keep in clubhouse for those who do not use email.

OPEN FORUM: Pattie Woodbury ? Accountant was hired as a temporary fix until we can get office personnel trained to take that back from accountant. We have invited the accountant who handles our account to attend our annual meeting. Accounting firm will train our office staff on Quickbooks for the programs we use. They will do continual training. Lynn, Donna Jo, and Joy will receive the training. One of the most costly tasks they do is handling HOA owner's payments, deposit to checking accounts and tracking payments. We have negotiated our rate with them from $1700 to $1200 per month. Met with accountant and since we now do payments and deposits they reduced their rate. Accountant will be at our March meeting. We can check around to see how much a bookkeeper might cost but there is liability. The liability is having one person doing the books and, coming from a banking background, a lot of embezzlement goes on because no one else is looking at the books because they trust the individual. That's one of the issues. Another is filing our taxes processing our payroll, staying in compliance with Federal and State law. How have we managed to have our bookkeeping expense go from $1500 a year to $20,400? Maybe if we pay the office people more, they could take the books back and we wouldn't have to spend as much. Also, are we filing the best tax form? There are other forms that are not as complex that would not cost us as much to file. Option #2 is Lynn's recommendation. This is the same service we receive now, but $500 less expensive than what we pay now by $6000/yr.

Meeting adjourned at 3:10 pm

Respectfully submitted by Lynn Draper

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