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Montare Homeowners’ Association Annual Meeting Clearview Center – Dec. 2, 2009

Montare Homeowners’ Association Annual Meeting Clearview Center – Dec. 2, 2009. Agenda. 7:00 Meeting Begins /Agenda Review/ Introductions 7:10 Election of New Board Member 7:20 2009 Report Card 7:40 2010 Plans 7:50 Financials 8:05 Committees 8:15 ACC

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Montare Homeowners’ Association Annual Meeting Clearview Center – Dec. 2, 2009

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  1. Montare Homeowners’ AssociationAnnual MeetingClearview Center – Dec. 2, 2009

  2. Agenda • 7:00 Meeting Begins /Agenda Review/ Introductions • 7:10 Election of New Board Member • 7:20 2009 Report Card • 7:40 2010 Plans • 7:50 Financials • 8:05 Committees • 8:15 ACC • 8:30 Communication • 8:35 Election Result • 8:40 Open Q&A • 9:00 Adjourn

  3. Meeting and Election Process • Meeting Preview • Confirm attendee sign in • Confirm quorum requirements • 10% (6 households) of membership required for quorum • Record proxies • Meeting etiquette • BOD Election • Mike G.’s (lot 56) BOD term expires 12/31/2009 • Continuing BOD members for 2010 are Karen B. (lot 18, 3rd year) and Ann T. (lot 19, 2nd year) • Confirm 2010 candidates: • Peter C. (lot 37) • Cast ballots or confirm election of board member • Call for need of HOA secretary, replacing April (lot 52)

  4. Montare HOA 2009 in Review • HOA Dues: Took until early Oct. for 2009 dues to be paid in full; board elected not to issue fines at the time rules allow (July 1 vs. Feb. 15) • Worked with boys (and their parents) from outside Montare who vandalized both entry signs on repair – no cost to HOA • Continued to have projects done without ACC approval; homeowners must submit form/plans and receive approval on exterior projects • Neighborhood traffic safety • Montare represented on Maltby Neighborhood Alliance (Peter , Mike) • Highway 9 widening monitoring • Expansion of service provider recommendation list on website • Insurance provider moved to 3-year premium price schedule • Agreement with Highland Vista & Summit to hold annual garage sale on final Fri-Sat of June (June 25-26 for 2010) • Halloween party canceled • 2009 landscaping and general outdoor initiatives: • Entryway trimming of cottonwood and alders, adding Leylands • Woodchips on two trailheads • Lawn moss/fertilization treatments (skipped thatching/aerating) • Considered trail-signs addition (‘no horses’) but decided it hasn’t happened enough to justify the cost

  5. Montare HOA 2010 Plans • Potential Enhancements • Bark common-area beds • How often to hire arborist to walk trails to point out problem trees? • Fix selected poor drainage area of trails (73rd St.) • Entry signs power-washing/painting • Implement annual ‘Who needs paint?’ list & friendly notification • Continue to monitor conditions of common areas/trails to make sure landscaper is following through • Community Events • Suspend voluntary social dues and consider holding picnic in park • Community Action and Participation • Maltby Neighborhood Alliance (hot buttons: Cement pumping yard; tow yard zoning request where disbanded modular home used to be; trucking business next to Maltby Community Center, Waste Management plans; Pacific Landscaping; Traffic • Highway 9: PUD moving poles; DOT taking bids (construction scheduled to start summer 2011) • Garage sale June 25-26

  6. Finances • Coming in approximately $2.5K under budget for 2009, mostly because: • Did not use $1,000 Legal Fees • Did not use $300 Board Education • Over-guessed insurance rate by $400 • Over-guessed income taxes by $280 • Did not use $250 Repairs & Maintenance • Reserve fund for end of 2009 will be ~$64K (growth from $58K end of 2008, $53K end of 2007) • Dues for 2010 are $475: 5% decrease from 2009’s $500 • Show 2010 budget

  7. Community Volunteer Groups • Montare Board of Directors and HOA help • BOD: Mike G. (lot 56), Karen B. (lot 18), Ann T. (lot 19) • Treasurer: Laura W. (lot 41) • Secretary: April G-S (lot 52) (need to replace) • Accountant: Susan R. (lot 15) • ACC: Contacts-Diane S. (lot 24), Darrel V. (lot 6), Mandy N. (lot 43), Karen L. (lot 17), Linda T. (lot 23) • Five-member group provides tie-breaking abilities and is large enough to capture diverse opinions yet reach rapid resolutions • Landscape Committee: Contacts-Donna N. (lot 3), Laura W. (lot 41) • The landscape committee researches and facilitates much of the proactive maintenance and beautification of our common areas

  8. Community Volunteer Groups • Social Committee: Contact-Laura W. (lot 41) • Need another person or two to share responsibilities with Laura • Voluntary pre-pay approach has worked but puts Laura in the awkward position of asking for funds from homes who didn’t pre-pay • Considering holding annual picnic in our own park • Neighborhood Watch: Contact-Bob U. (lot 11) taking over for Chris C. (lot 44) • Please continue to loop in Bob and the BOD on concerns that could potentially result in a threat to our community • Welcome Committee: Contact-Laura W (lot 41), Shelley C. (lot 46) • One new family this year (F. on 73rd) • Also a family (H.) leasing lot 53 on 76th while their Mill Creek-area home is rebuilt following a fire • Web Master: Contact-April G-S. (lot 52) • Reach April at montareweb@live.com for postings on www.montarehoa.wordpress.com

  9. ACC Recap • The volunteer ACC team is in place to serve as a resource for guidance, and facilitation of approval prior to the start of exterior home and property projects as defined in our CC&R’s • All ACC related information is easily accessible on our community website www.montarehoa.wordpress.com • Process expectations • Timelines • Project submittal forms • Community covenants • Referrals from fellow neighbors • ACC member and BOD contact information • Plan for Success • Follow the simple procedures outlined on our website • Avoid incurring unanticipated costs through fines, and/or reworking of projects • Be sensitive to the time commitment of the volunteers and to the importance of your project by submitting projects prior to beginning work • Account for a 30-day approval turn-around time in your project plan • Ask questions up front

  10. Communications Montare Website and Montare BOD group email address: • Montare BOD Email Montareboard@live.com • Allows ease of communication to all three board members and the ability for the board to communicate as one voice • Allows immediate communication archives access to current and future BOD members • Conveys a professional business appearance to outside service providers • Montare Website: www.montarehoa.wordpress.com • Webmaster: Montareweb@live.com • Allows us to greatly reduce email communications • Provides quick reference to general community documentation; CC&R’s, and ACC process/forms • A central location to permanently house meeting minutes, calendars of events, service provider recommendations, and other information that impacts our community

  11. Meeting Wrap Up • Election Result • Open Issues / Q & A • Assign action items • Meeting adjourned

  12. Montare Property Reference Map

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