Estates of Bradley Park

Estates of Bradley Park Homeowners Association
Annual Meeting Minutes
May 12, 2014

The annual meeting was convened at 7:15 PM by president Karen Purvis. Forty-six homeowners were represented either in person or with proxies.
Karen summarized accomplishments from the past year. The signs at the entrance to the neighborhood were repaired and video surveillance signs posted. Dan Vessels summarized the results of a walk-around with Puyallup police and cautioned residents to maintain property and pick up any newspapers or other dropped items so that there is not an appearance of vacant homes. Because our neighborhood is near the park, police are required to respond to any call within 3 minutes. If suspicious activities are seen, you should call the police non-emergency number, (253) 841-5415.

Karen passed around a sign-up sheet for Association committees. These include the Design and Development, finance, special projects, and welcoming committees. Committee assignments will be made from sign-ups at the next Board meeting.

Maureen Walsh, Treasurer, summarized finances for the past year, and anticipated for the remainder of 2014. Annual income is from association dues, interest payments, and fees for Association transfer of ownership paid by the seller or buyer (they decide). Expenses are for common space landscaping maintenance, sprinkler system maintenance, irrigation, office expenses, and attorneys’ fees. If you see a leak in the irrigation system, please email Maureen at mkw23477@msn.com. She gets emails on her phone.

Bob Cook, D&D Committee Chair, summarized the responsibilities of the D&D committee and current projects. Current projects include painting the outside fence where sections have been replaced, and repairing damage to the back common space from garbage and recycling trucks driving over the lawn. A walk-around to check for property inspections is scheduled for June.
Dan Vessels, Board member at large, summarized the proposed changes to the Covenants, Conditions, and Restrictions (CC&R) for the association.

The first item on the ballot is to change Section 2.09 to provide that fines and penalties assessed for noncompliance may be converted to liens on the property if not paid. This measure failed.

The second item is to change Sections 6.01 and 10.03 to move responsibilities for landscaping maintenance on individual properties from the HOA to the individual homeowner. The only question about this item was to clarify what “yes” and “no” votes meant. A “yes” vote would move the responsibility from the HOA to the individual homeowner. This measure passed.

The third item is to change Section 10.01(b) to prohibit parking of boats, trailers, and commercial vehicles at each home for longer than 48 hours. There were several questions asking for clarification about what constitutes a commercial vehicle. Dan’s response was that commercial vehicles are “not customarily used as a means for general transportation”. The example used was for an 18-wheeler, but some homeowners present were concerned about ambiguity in this definition. Dan emphasized that exemptions from this requirement could be obtained by appeal to the Board. There were other suggestions about alternative wording, but the requirements of the CC&R is that any wording of a proposed change must be noticed to the homeowners at least 2 weeks prior to the vote. This measure passed.

The fourth item was to change Section 10.02(d) to make neighborhood parking requirements consistent with the requirements of the Puyallup Municipal Code Section 10.36.110 which specifies that cars cannot be parked for greater than 3 days. There was a question about whether this provision limited the number of cars that could be parked near a residence. It does not. This measure passed.

The fifth item was to add a Section 16.10 that would limit the number of rentals in the neighborhood. At the present time, there are 14 rentals among the 57 homes in the neighborhood. This provision would limit rentals to 11 homes, but would exempt current homeowners, so a current homeowner could rent their home, but a future owner could not unless the number of rentals was fewer than 11. Several homeowners present expressed concern that this provision would not be fair, and would limit the number of potential buyers of their home because future homeowners would not have the option of renting the property. The provision would also require homeowners who rent their homes to provide a copy of the lease to the HOA. This measure failed.

There was an error in vote counting, so the meeting was recessed to reconcile errors and seek votes from homeowners who were not present or represented at the meeting. For a measure to pass, it needed at least 46 “yes” votes to meet the approval criterion in the CC&R. The results of the voting are as follows:

Measure                                  Yes No Results
Section 2.09 (Fines to Liens)             41 10 Failed
Section 6.01 (Landscaping)                51 0  Passed
Section 10.01(b) (Trailers parking )      46 5  Passed
Section 10.01 (d) (Puyallup parking rule) 51 0  Passed
Section 16.10 (Rental Limits)             35 16 Failed

Several issues were identified that will be addressed by the Board in the next year. One was to consider adding lights at the mailboxes to reduce the likelihood of mail thefts. A second was to consider having a neighborhood event for Halloween since it will be on a Friday this year. A third was to look at problems of trash being put in other people’s garbage cans. A fourth was to repaint the yellow no parking markers on the curbs.

After the annual meeting, a Board meeting was held. The purpose of this meeting was to elect Board officers for the 2014-2015 year, since this election must be completed before May 31 to comply with state law. The officers selected were:

President       Leon Leonard      leonleonard@q.com
Vice President  Dan Vessels, Jr.  dvesselsjr@gmail.com
Secretary       Karen Purvis      mohawkjet@aol.com
Treasurer       Maureen Walsh     mkw23477@msn.com
At-Large        Sharon Cook       lmtdedtn670@msn.com
At-Large        Sue Harvey        grandmasue10@hotmail.com

The meeting was called to order at 7:10 PM by the President, Karen Purvis. Attendees were board members Karen Purvis, Sharon Cook, Leon Leonard, Sue Harvey, and Maureen Walsh. D&D Chair Bob Cook also attended.

Secretary’s Report. The minutes of the April 15 meeting were approved as revised.

Treasurers Report. Income included dues payments. The expenses were for landscape maintenance, copying, postage and legal fees. The approval for legal fee payment was approved separately by the board. Financial statements are available for homeowners to review upon request. Three properties still have not paid all of their 2013 dues and interest, six have not yet paid anything for 2014, and 28 properties are paid in full for 2014.

D&D Committee. Notices for deficiencies will be sent to homeowners after the annual meeting. Leon will contact a painting contractor to get a bid for painting the outside fence. Action on pavers for the small alley mailbox was deferred to the next meeting.

Annual Meeting Planning. Nominations received for Board positions included Sharon Cook, Sue Harvey, Leon Leonard, Karen Purvis, Dan Vessels, and Maureen Walsh. Since these are all returning members of the Board, no voting for Board positions will be done at the annual meeting. A voice vote for the entire slate will be requested by the Chair. Since there are six persons nominated, the chair will not vote in the event of a tie.

For the annual meeting, ballots for the CC&R revision measures will be prepared by Leon. The ballots will be put into envelopes labeled with the owners name and lot number for each property. Those envelopes will be distributed to owners or proxy holders when people check in for the meeting.

Karen will have nametags and pencils available.
Maureen will prepare the envelopes and a sign up list.
Bob will prepare two boxes for the ballots and the envelopes.
Sue and Sharon will be responsible for sign ins and distribution of the ballots.
Dan will present the ballot measures to be voted and respond to questions.
Karen will prepare the annual meeting agenda, report on last year’s activities and accomplishments, and solicit signups for committees.
Maureen will present the treasurers report.
Sue and Sharon will count the ballots.

Karen will announce the next meeting of the Board at 7 PM on June 9 at Sue’s home, 2815 5th Street.

In the event that 80 % of the Association members are not present or have proxies for the meeting, ballots will be sent by mail to homeowners who were not present, and the meeting will be extended until those ballots are received.

We reviewed what proxies had been received or notices provided that homeowners would be attending the meeting. Assignments were made of Board members to contact homeowners who have not yet provided proxies or indicated they would attend the meeting.

Annual Meeting. The annual meeting will be held on Monday, May 12, 2014 at 7 PM at Dan Vessels home, 516 29th Avenue SE.
The meeting was adjourned at 8:30 PM

Hey everybody!

The annual meeting is on May 12 at 7:00 PM Dan and Brittany Vessels home, 516 29th Avenue SE!

Hope to see you there!
-HOA

The meeting was called to order at 7:10 PM by the President, Karen Purvis. Attendees were board members Karen Purvis, Sharon Cook, Leon Leonard, Dan Vessels, and Maureen Walsh. D&D Chair Bob Cook arrived at 7:40 PM.

Secretary’s Report. The minutes of the March 10 meeting were approved as revised. Karen requested that the minutes of the March meeting be posted on the website. The minutes of this meeting should be posted on the website after being reviewed by board members this week.

Treasurers Report. Income included dues payments. The only expenses were for landscape maintenance. Financial statements are available for homeowners to review upon request.
Annual Meeting Notice. Attorney Kelly DeLaat-Maher prepared a formal draft of amendments to the CC&R. Copies were provided to each Board member prior to the meeting. A draft of the notice to the annual meeting, nomination form, and proxy form were prepared by Karen and provided to the Board for review. Several revisions to the letter were suggested by Board members. The Board discussed the likely cost of installing a sprinkler system and maintaining the properties in the neighborhood if the CC&R revisions are not made. The estimated increase in dues for each property would be $180 per month for maintaining the landscaping, watering and sprinkler system maintenance plus at least $5000 to install a sprinkler system in each property and hook to a common water supply. This estimate will be included in the letter.

Revisions were also made to the Board nominating form and the proxy form. The letter, the Board nominating form, the proxy form, and the proposed changes to the CC&Rs will be sent to each homeowner on April 18.

Eighty percent of the homeowners must approve any change to the CC&Rs, so this would be 46 homeowners. Each of the changes to the CC&Rs will be voted separately. Each of the current Board members was assigned lots from which to obtain proxy forms, if the owner was not planning on attending in person. The assignments were:

Dan Lots 23 to 30
Leon Lots 49 to 57
Maureen Lots 19-22 and 45-48
Karen Lots 31 to 38
Sue Lots 15 to 18 and 41 to 44
Sharon/ Bob Lots 1 to 14 and 39 to 40

Maureen will provide contact information for any lots that are rentals.

Annual Meeting. The annual meeting will be held on Monday, May 12, 2014 at 7 PM at Dan Vessels home, 516 29th Avenue SE.
D&D Committee. Notices for deficiencies will be sent to homeowners after the annual meeting.

The next Board meeting will be at 7 PM Monday, May 5 at Karen’s house, 510 28th Avenue SE to review nominations for the Board and prepare the materials for the annual meeting.
The meeting was adjourned at 8:40 PM.

The meeting was called to order at 7:09 PM by the President, Karen Purvis. Attendees were board members Karen Purvis, Sharon Cook, Leon Leonard, Dan Vessels, Sue Harvey and Maureen Walsh. D&D Chair Bob Cook arrived at 7:50 PM.

Secretary’s Report. The minutes of the February 17 meeting were approved as revised. The minutes of this meeting should be posted on the website after being reviewed by board members this week.

Treasurers Report. Income included dues payments. The expenses were for landscape maintenance, post office box rental, and stamps. Forty-six of the 57 homes in the neighborhood have paid at least ¼ of the 2014 annual dues. Only 2 homes still have some portion of their 2013 dues due. There are currently 14 homes in the neighborhood that are rentals.
D and D Committee. Nothing is going on. Pavers are needed in front of the north alley mailbox to protect the soil, and a section of fencing on 7th Street SE needs painting. These items will be addressed later in the spring. A walk-around to identify maintenance issues will be at the end of May or early June.
Old Business. The Board discussed whether each property can only be represented by one person on either the Board or the D&D committee. A decision on implementing this rule will be made by the Board after the annual elections. If enough volunteers cannot be found to fill positions on the Board and the D&D committee, it may be necessary to appoint one or more D&D committee members who are from the same residence as persons on the Board.

CCR Revisions. Dan prepared a draft of amendments to the CC&R. These include
• Section 2.09 Fine schedule for CC&R violations.
• Section 6.01 Clarification that homeowner has responsibility for landscaping their property and that it is not the responsibility of the Association.
• Section 10.01 (b) Trailers, fifth wheel, utility etc.
• Section 10.01(d) Provision for on-street parking to be consistent with Puyallup Municipal Code (PMC10.36.110) which specifies that cars cannot be parked for greater than 3 days.
• Section16.10 limiting the number of rentals in the neighborhood to 15 homes.

Section 6.01 is especially important because a provision included to address landscaping maintenance for undeveloped lots, was not deleted when all the lots were built. Consequently, the current language in the CC&R requires the Association to provide landscaping maintenance and irrigation for the entire neighborhood. This requirement would include installation of a neighborhood wide irrigation system as well as payment for landscaping maintenance and water. Maureen was asked to get an estimate from our current landscaping maintenance company of those costs to be included in the request for owners to vote or provide proxies at the annual meeting so that this provision can be removed.

After review by the Board, the proposed amendments will be sent to counsel for review.

Annual Meeting. The annual meeting will be held on Monday, May 12, 2014 at Dan Vessels home. Proxies will be needed for homeowners not attending the meeting. The proxies will be for each absent homeowner to specify someone to vote at the meeting on their behalf. The proposed CC&R amendments will be included in the letter being sent to notify homeowners of the annual meeting. Karen will draft descriptions of responsibilities for each committee. An invitation for persons who would like to be nominated to the Board will be sent, with nominations to be returned by May 1. The annual meeting notice should be sent early in April.

The next board meeting will be at 7 PM Tuesday, April 15 at Leon’s house, 2820 6th Street SE.
The meeting was adjourned at 8:40 PM.

The meeting was called to order at 8:05 PM by the President, Karen Purvis. Attendees were board members Karen Purvis, Leon Leonard, Dan Vessels, and Maureen Walsh.
Secretary’s Report. The minutes of the January 12 meeting were approved as submitted. The minutes of this meeting should be posted on the website after being reviewed by board members this week.

Treasurers Report. Income included dues payments. The expenses were for landscape maintenance, copying, and attorney fee. Forty-three of the 57 homes in the neighborhood have paid at least ¼ of the 2014 annual dues. Only 3 homes still have some portion of their 2013 dues due. The budget for 2014 was approved and is available for review by homeowners.

D and D Committee. Pavers are needed in front of the two alley mailboxes to protect the soil.

According to Dan, a lighter brown color was approved for painting lot 7.
A letter with a warning about a possible $25 fine needs to be sent to homeowners who have not taken action on items identified in the last D&D committee letter. This letter should be sent the first of May.

New Business. Leon requested that the attorney used for lien letters might also be used for other legal questions regarding HOA rules and law. Maureen will check with the lien attorney to find out if his firm has an HOA specialist.

The Board discussed whether each property can only be represented by one person on either the Board or the D&D committee. The issue will be discussed at the next meeting. Additional volunteers will be needed to fill vacancies on the Board and the D&D committee if this rule is implemented.

CCR Revisions. Dan will prepare a draft of amendments to the CC&R for review by the Board at the March meeting. These will include

• Section 2.09 Fine schedule needs to be changed to specify failure to pay fines will result in a lien
• Section 6.01 Clarification that homeowner has responsibility for grass parking strip in front of home, as well as trees
• Section 10.01 (b) Trailers, fifth wheel, utility etc.
• Section 10.01(d) Provision for on-street parking to be consistent with Puyallup Municipal Code (PMC10.36.110) which specifies that cars cannot be parked for greater than 3 days.

After review by the Board, the proposed amendments will be sent to counsel for review.

Annual Meeting. The annual meeting will be held on Monday, May 12, 2014 at Dan Vessels home. Proxies will be needed for homeowners not attending the meeting. The proxies will be for each absent homeowner to specify someone to vote at the meeting on their behalf. The proposed CC&R amendments will be included in the letter being sent to notify homeowners of the annual meeting. A sheet describing responsibilities of the board, the D&D committee and the other committees will be included with the meeting notice. Board members are encouraged to bring drafts of committee responsibilities to the March meeting. The annual meeting notice should be sent early in April.
The next board meeting will be at 7 PM March 10 at Dan’s house, 516 29th Avenue.

The meeting was adjourned at 8:30 PM.

CONSENT IN LIEU OF MEETING OF
BOARD OF DIRECTORS
ESTATES OF BRADLEY PARK
_______________________________________

RESOLUTION

By consent in Lieu of Meeting, the Board Members of the Estates of Bradley Park consent to the following action. The Board of Directors previously instituted a fine schedule in accordance with Article 2.09 of the Declaration of Covenants, Conditions and Restrictions (CC&R’s) governing the Association. This resolution formally adopts the following schedule as previously implemented. Upon a motion duly made and seconded, the following resolution was adopted by the required majority vote:

RESOLVED, that the following penalties may be prescribed and assessed against owners for violations of the CC&R’s: Following notification of noncompliance and failure to correct noncompliance within 30 days of notification (calculated from three days after date of mailing), a $25.00 fine will be incurred for the first 30 days, a $50.00 fine will be incurred from the 31st – 60th day, a $100 fine will be incurred from the 61st – 90th day. There after a $25.00 per day fine will be imposed.
A copy of the fine schedule will be posted on the Estates of Bradley Park website (www.estatesofbradleypark.com) as well as mailed to all owners in accordance with section 2.09 of the CC&R’s.
There being no further business to come before the Board, the meeting was duly adjourned.

DATED this __________ day of ____________________, 2013
BY: ___________________________________________ President
BY: ___________________________________________ Secretary
ESTATES OF BRADLEY PARK