Montare Homeowners’ AssociationMontare Homeowners’ AssociationAnnual MeetingAnnual Meeting

Clearview Center – Dec. 2, 2009Clearview Center – Dec. 2, 2009

Agenda

7:00 Meeting Begins /Agenda Review/ Introductions7:00 Meeting Begins /Agenda Review/ Introductions 7:10 Election of New Board Member7:10 Election of New Board Member 7:20 2009 Report Card7:20 2009 Report Card 7:40 2010 Plans7:40 2010 Plans 7:50 Financials7:50 Financials 8:05 Committees8:05 Committees 8:15 ACC 8:15 ACC 8:30 Communication8:30 Communication 8:35 Election Result8:35 Election Result 8:40 Open Q&A8:40 Open Q&A 9:00 Adjourn9:00 Adjourn

Meeting and Election ProcessMeeting and Election Process

Meeting PreviewMeeting PreviewConfirm attendee sign inConfirm attendee sign inConfirm quorum requirementsConfirm quorum requirements

10% (6 households) of membership required for 10% (6 households) of membership required for quorumquorum

Record proxiesRecord proxiesMeeting etiquetteMeeting etiquette

BOD ElectionBOD ElectionMike G.’s (lot 56) BOD term expires 12/31/2009Mike G.’s (lot 56) BOD term expires 12/31/2009Continuing BOD members for 2010 are Karen B. (lot Continuing BOD members for 2010 are Karen B. (lot

18, 3rd year) and Ann T. (lot 19, 218, 3rd year) and Ann T. (lot 19, 2ndnd year) year)Confirm 2010 candidates:Confirm 2010 candidates:

Peter C. (lot 37)Peter C. (lot 37)Cast ballots or confirm election of board memberCast ballots or confirm election of board memberCall for need of HOA secretary, replacing April (lot Call for need of HOA secretary, replacing April (lot

52)52)

Montare HOA 2009 in ReviewMontare HOA 2009 in Review HOA Dues: Took until early Oct. for 2009 dues to be paid in full; 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. board elected not to issue fines at the time rules allow (July 1 vs. Feb. 15)Feb. 15)

Worked with boys (and their parents) from outside Montare who Worked with boys (and their parents) from outside Montare who vandalized both entry signs on repair – no cost to HOAvandalized both entry signs on repair – no cost to HOA

Continued to have projects done without ACC approval; Continued to have projects done without ACC approval; homeowners must submit form/plans and receive approval on homeowners must submit form/plans and receive approval on exterior projectsexterior projects

Neighborhood traffic safetyNeighborhood traffic safety Montare represented on Maltby Neighborhood Alliance (Peter , Montare represented on Maltby Neighborhood Alliance (Peter ,

Mike)Mike) Highway 9 widening monitoringHighway 9 widening monitoring Expansion of service provider recommendation list on websiteExpansion of service provider recommendation list on website Insurance provider moved to 3-year premium price scheduleInsurance provider moved to 3-year premium price schedule Agreement with Highland Vista & Summit to hold annual garage Agreement with Highland Vista & Summit to hold annual garage

sale on final Fri-Sat of June (June 25-26 for 2010)sale on final Fri-Sat of June (June 25-26 for 2010) Halloween party canceled Halloween party canceled 2009 landscaping and general outdoor initiatives:2009 landscaping and general outdoor initiatives:

Entryway trimming of cottonwood and alders, adding Entryway trimming of cottonwood and alders, adding LeylandsLeylands

Woodchips on two trailheadsWoodchips on two trailheadsLawn moss/fertilization treatments (skipped Lawn moss/fertilization treatments (skipped

thatching/aerating)thatching/aerating)Considered trail-signs addition (‘no horses’) but decided it Considered trail-signs addition (‘no horses’) but decided it

hasn’t happened enough to justify the costhasn’t happened enough to justify the cost

Montare HOA 2010 PlansMontare HOA 2010 Plans Potential EnhancementsPotential Enhancements

Bark common-area bedsBark common-area beds How often to hire arborist to walk trails to point out problem How often to hire arborist to walk trails to point out problem

trees?trees? Fix selected poor drainage area of trails (73Fix selected poor drainage area of trails (73rdrd St.) St.) Entry signs power-washing/paintingEntry signs power-washing/painting Implement annual ‘Who needs paint?’ list & friendly notificationImplement annual ‘Who needs paint?’ list & friendly notification Continue to monitor conditions of common areas/trails to make Continue to monitor conditions of common areas/trails to make

sure landscaper is following throughsure landscaper is following through

Community EventsCommunity Events Suspend voluntary social dues and consider holding picnic in Suspend voluntary social dues and consider holding picnic in

park park

Community Action and ParticipationCommunity Action and Participation Maltby Neighborhood Alliance (hot buttons: Cement pumping Maltby Neighborhood Alliance (hot buttons: Cement pumping

yard; tow yard zoning request where disbanded modular home yard; tow yard zoning request where disbanded modular home used to be; trucking business next to Maltby Community Center, used to be; trucking business next to Maltby Community Center, Waste Management plans; Pacific Landscaping; TrafficWaste Management plans; Pacific Landscaping; Traffic

Highway 9: PUD moving poles; DOT taking bids (construction Highway 9: PUD moving poles; DOT taking bids (construction scheduled to start summer 2011)scheduled to start summer 2011)

Garage sale June 25-26Garage sale June 25-26

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

Community Volunteer Community Volunteer GroupsGroups

Montare Board of Directors and HOA helpMontare Board of Directors and HOA help BOD: Mike G. (lot 56), Karen B. (lot 18), Ann T. (lot 19)BOD: Mike G. (lot 56), Karen B. (lot 18), Ann T. (lot 19) Treasurer: Laura W. (lot 41)Treasurer: Laura W. (lot 41) Secretary: April G-S (lot 52) (need to replace)Secretary: April G-S (lot 52) (need to replace) Accountant: Susan R. (lot 15)Accountant: Susan R. (lot 15)

ACC: Contacts-Diane S. (lot 24), Darrel V. (lot 6), Mandy N. (lot ACC: Contacts-Diane S. (lot 24), Darrel V. (lot 6), Mandy N. (lot 43), Karen L. (lot 17), Linda T. (lot 23)43), Karen L. (lot 17), Linda T. (lot 23) Five-member group provides tie-breaking abilities and is large Five-member group provides tie-breaking abilities and is large

enough to capture diverse opinions yet reach rapid resolutionsenough to capture diverse opinions yet reach rapid resolutions

Landscape Committee: Contacts-Donna N. (lot 3), Laura W. (lot Landscape Committee: Contacts-Donna N. (lot 3), Laura W. (lot 41)41) The landscape committee researches and facilitates much of The landscape committee researches and facilitates much of

the proactive maintenance and beautification of our common the proactive maintenance and beautification of our common areasareas

Community Volunteer GroupsCommunity Volunteer Groups Social Committee: Contact-Laura W. (lot 41)Social Committee: Contact-Laura W. (lot 41)

Need another person or two to share responsibilities with Need another person or two to share responsibilities with LauraLaura

Voluntary pre-pay approach has worked but puts Laura in the Voluntary pre-pay approach has worked but puts Laura in the awkward position of asking for funds from homes who didn’t awkward position of asking for funds from homes who didn’t pre-paypre-pay

Considering holding annual picnic in our own parkConsidering holding annual picnic in our own park

Neighborhood Watch: Contact-Bob U. (lot 11) taking over for Neighborhood Watch: Contact-Bob U. (lot 11) taking over for Chris C. (lot 44)Chris C. (lot 44) Please continue to loop in Bob and the BOD on concerns that Please continue to loop in Bob and the BOD on concerns that

could potentially result in a threat to our community could potentially result in a threat to our community

Welcome Committee: Contact-Laura W (lot 41), Shelley C. (lot 46)Welcome Committee: Contact-Laura W (lot 41), Shelley C. (lot 46) One new family this year (F. on 73One new family this year (F. on 73rdrd) ) Also a family (H.) leasing lot 53 on 76Also a family (H.) leasing lot 53 on 76thth while their Mill Creek- while their Mill Creek-

area home is rebuilt following a firearea home is rebuilt following a fire

Web Master: Contact-April G-S. (lot 52)Web Master: Contact-April G-S. (lot 52) Reach April at montareweb@live.com for postings on Reach April at montareweb@live.com for postings on

www.montarehoa.wordpress.comwww.montarehoa.wordpress.com

ACC RecapACC Recap The volunteer ACC team is in place to serve as a resource for The volunteer ACC team is in place to serve as a resource for

guidance, and facilitation of approval prior to the start of guidance, and facilitation of approval prior to the start of exterior home and property projects as defined in our CC&R’sexterior home and property projects as defined in our CC&R’s

All ACC related information is easily accessible on our All ACC related information is easily accessible on our community website community website www.montarehoa.wordpress.comwww.montarehoa.wordpress.com Process expectationsProcess expectations TimelinesTimelines Project submittal formsProject submittal forms Community covenantsCommunity covenants Referrals from fellow neighborsReferrals from fellow neighbors ACC member and BOD contact informationACC member and BOD contact information

Plan for SuccessPlan for Success Follow the simple procedures outlined on our website Follow the simple procedures outlined on our website Avoid incurring unanticipated costs through fines, and/or Avoid incurring unanticipated costs through fines, and/or

reworking of projectsreworking of projects Be sensitive to the time commitment of the volunteers and to Be sensitive to the time commitment of the volunteers and to

the importance of your project by submitting projects prior to the importance of your project by submitting projects prior to beginning work beginning work

Account for a 30-day approval turn-around time in your Account for a 30-day approval turn-around time in your project planproject plan

Ask questions up frontAsk questions up front

CommunicationsCommunications Montare Website and Montare BOD group email Montare Website and Montare BOD group email

address: address:

Montare BOD Email Montare BOD Email Montareboard@live.com Montareboard@live.com Allows ease of communication to all three board members Allows ease of communication to all three board members

and the ability for the board to communicate as one voiceand the ability for the board to communicate as one voice Allows immediate communication archives access to Allows immediate communication archives access to

current and future BOD memberscurrent and future BOD members Conveys a professional business appearance to outside Conveys a professional business appearance to outside

service providersservice providers

Montare Website: Montare Website: www.montarehoa.wordpress.comwww.montarehoa.wordpress.com Webmaster: Webmaster: Montareweb@live.comMontareweb@live.com Allows us to greatly reduce email communicationsAllows us to greatly reduce email communications Provides quick reference to general community Provides quick reference to general community

documentation; CC&R’s, and ACC process/formsdocumentation; CC&R’s, and ACC process/forms A central location to permanently house meeting minutes, A central location to permanently house meeting minutes,

calendars of events, service provider recommendations, calendars of events, service provider recommendations, and other information that impacts our communityand other information that impacts our community

Meeting Wrap Up

Election Result Open Issues / Q & A Assign action items Meeting adjourned

Montare Property Reference Map