AGENDA for BRIDLESTONE HOA BOARD MEETING

MINUTES for BRIDLESTONE HOA BOARD MEETING March 1, 2016

1. Roll Call  Bill Bryan, Barb Richter, Macy Ruiz, and Tammy Burney were in attendance.

2. Violation Hearing  No homeowner hearing letters sent in January or February.

3. Approval & Filing of Minutes: Board Meeting – January 18, 2016, Annual Meeting February 11, 2016  January 18th minutes were approved and posted on website. Annual meeting minutes along with the 2015 Budget Review & 2016 Budget document, Annexation document, and Zip Code link were posted to the website.

4. Election of Officers  Bill Bryan remains President, Macy Ruiz is Vice President, and Barb Richter is Treasurer/Secretary. Positions were voted and approved.

5. Debrief Annual Meeting – Action Items  Zip Code Change – Bill to lead. ACTION: Bill to contact Bryan Syvrud, Joseph East, and Gene Schreck potential volunteers from meeting to research and make recommendations about changing zip code to 28277.  Back Common Property – Macy to lead. ACTION: Macy to contact Doreen Syvrud to discuss potential solutions. ACTION: Tammy to check on “poop station” that AMS may have available. Bill to check on cost for “poop station”.  No Parking Signs – Barb to lead. ACTION: Barb to check with Ashley Harts, volunteer from meeting, on research for installing No Parking signs on South Crest.  Communication Billboard – ACTION: Tammy to provide options and cost for communication billboard to erect at front of neighborhood.  Trash Can Storage – ACTION: Tammy and Bill to conduct drive-thru on March 15th. Continued review of mailboxes will be completed during same drive-thru.  Annexation Lot Deed – ACTION: Tammy to provide copy of front property lot specifications to board.

6. Financial Report – Association Management Solutions a. Status operating account: $45,047.90 as of January 31, 2016 b. Status reserve accounts (money market, CD): $27,098.75 as of January 31, 2016 c. Outstanding 2016 dues/lien status: 14 outstanding unpaid 2016 annual assessment. Pre-lien letters to be sent on March 3rd.

ACTION: Tammy to find out about application of annual assessment and outstanding annual assessment late fees. Report shows that a homeowner has had $40 in outstanding annual assessment late fees but account is current. Board under impression that annual assessment payment was to be applied 1st to outstanding late fees with remainder to annual assessment. Otherwise, how will late fees be collected?

7. AMS Contract Review/Discussion 8. Update Section 6 – all HOA board members can provide direction to AMS.  Update Addendum A, Section D, Item 6 – meeting hours should be 2 hours vs. 1.5 hours.  Addendum B, Item 6 – Clarified that the HOA pays the $10 hearing notice fee and homeowner pays all fines.  Update Addendum B, Item 9 – homeowner to be charged $20 per ARC submission  Addendum B, Item 10 – Clarify purpose of $125 annual fee vs including in overall contract price. ACTION: Tammy to communicate questions to Alan for feedback and finalization of contract.

9. Violations/ARC Update  CCR/ARC Violation Guideline document updated to align with AMS process. ACTION: Barb to update and finalize document.  CCR Summary document reviewed. Document can be used for drive-thru violations. ACTION: Tammy to look into application of Article IV, Section 5b for Account #30711903. ACTION: Barb and Macy to look at property Account # 30712137 and provide feedback to Board.  New ARC document. ACTION: Barb and Bill to meet and discuss details to include in ARC document.  AMS fee for ARC submission – Board approved $20 fee to be paid to AMS by homeowner for each ARC submission.

10.Property Landscape  Bids/Decision: Board approved renewal of landscape contract with Harbor Landscape.  Harbor Landscape - $856 monthly, all services included  Coleman Burnette - $1,250 monthly, all services included  Designia - $1,040 monthly, addt’l cost for irrigation opening & closing + 2 inspections = $500, lighting 6 inspections = $200, holiday decs = $46 per hour

ACTION: Tammy to obtain signed landscape contract with Harbor Landscape.

 Front Entrance – removal or cutting of shrubs/enhancement ideas  Trim bushes to 6’ = $875  Remove bushes = $900; stump grinding = $450; 8 Nellie Stevens = $1,760; 4 weeping Cherry trees = $720; 18 azaleas = $1,530

ACTION: Barb to get quote for design of front entrance landscape.

Next meeting date & location – HOA/Violation Board Meeting: Tuesday, April 12th at 7:00pm, 15000 Bridle Trace Lane