EDGEWOOD VILLAGE HOME OWNERS ASSOCIATION

MINUTES OF 2006 ANNUAL MEETING

 

 

The Annual meeting of the Edgewood Village Homeowners Association (EVHOA) was held on July 14, 2006 from 11:00am to 1:30pm at the South Bay Community Center.  The meeting was called to order by Ken Stahl, President.  67% of Edgewood Village lot owners were present.  Proxies were received from 3 of the 9 homeowners (HO) who were not present. An agenda was provided to all HOs in advance of the meeting.

 

Welcome and Introductions

The current 2006 Board members were recognized.

Ø      Ken Stahl, President

Ø      John Walker, Vice President

Ø      Al Standish, Treasurer

Ø      Peggy Kulm, Secretary

 

Architectural Review Committee (ARC) Representatives were recognized

Ø      Gale Kulm, Edgewood Drive

Ø      Jay Sewards, Deer Hollow Circle

 

The Port Ludlow Emergency Response Plan Captains and Co-Captains were recognized. It was noted that the Captain position for S9 is open.  The importance of the role of Captain was emphasized and HOs from S9 were encouraged to volunteer for this position.

Ø      Paul Yturri, Captain, (S8)

Ø      Al Standish, Co-Captain

Ø      Open Position, Captain (S9)

Ø      Jack Kappler, Co-Captain

 

All Edgewood Village Home Owners who were present introduced themselves. A list of those who attended the meeting and proxy votes received are listed on an attachment.

 

Approval of 2005 Annual Meeting Minutes

The membership verbally approved the 2005 minutes taken by John Walker. Several members stated that they had not received the email copy sent to all members in June.  Peggy Kulm will email the minutes to all HOs with email addresses and mail the minutes to the 2 HOs on file as preferring postal service. (Note: done following meeting)

 

Treasurer’s Report

The attached financial statement was presented by Al Standish. The budget is balanced and the Reserve Account remains below the target of $4000. All dues for 2006 have been received.

For a notional $4000 budget

Ø      Minimum water fees and required annual backflow valve inspection fees will consume 14%

Ø      Taxes, Insurance and license fees will consume 18%

Ø      Cost of doing business, e. g. postage, P. O. Box, supplies, will consume 3 %

Ø      Remaining 65% can be apportioned between landscaping maintenance and event refreshments

Ø      60 % of $4000 ($2400) will buy 90 hours of maintenance service assuming 90/10 % labor/material split or about 12 hours per month during “growing” season.

 

The Board of Directors decisions included:

Ø      Continuing Spring Picnic as a partially subsidized event

Ø      Establishing $4000 as target for Reserve Fund

Ø      Replacement of previous landscape contractor with fully insured, licensed and bonded alternate

 

Alternatives to not using reserves include:

Ø      Levy supplemental assessment in 2006

Ø      Increase dues in 2007

Ø      Invade Reserve Fund further for overages

Ø      Reintroduce volunteer clean-up day(s)

 

Common Property Landscape Report

John Walker reported that our common property landscaping service is now being provided by Four Seasons at a cost of $270 per month.  EVHOA will provide or reimburse for any agreed upon materials and plants. The demand for cutting & trimming remains relatively high in cool & rainy weather. Landscaping Service maintenance tasks include:

Ø      Mowing, weeding, fertilizing, trash collection and selective tree/shrub pruning and staking if required in the seven  common areas

Ø      Pre-emergent weed control in mulch/barked and graveled areas as required in winter and early spring.

Ø      Removal and replacement of dead plants as necessary and requested.

 

Some homeowners expressed concern that the landscaping service was not fully aware of the common property areas that should be included in the maintenance tasks.  John will discuss this fully with the incoming Board member and meet with the service to ensure that they are aware of the boundaries.

 

Concerns were also expressed about the drainage lagoons and potential silt deposits in the common property area.  These are issues that will need to be faced in the future. There was no clear consensus on how it should be handled.

 

Activities this year included:

Spring Clean-up Day & Picnic: The Edgewood Village Spring Clean-Up and Potluck Lunch took place on Monday, March 27, 2006 from 9:00am to 12:00pm and were followed by Lunch from Noon – 2 PM.  This was the 8th annual clean up of the Edgewood area and potluck lunch was a success with 80% of the Edgewood Village homeowners participating.  The lunch was held in the lower cul-de-sac in the Edgewood Drive area.

 

Villages Entrance Irrigation Systems: Olympic Water & Sewer required an annual backflow valve inspection. The inspection for Edgewood Drive and Deer Hollow has been accomplished.  Certificates, as required, were submitted to Olympic Water & Sewer.

 

2005-2006 Board of Directors Major Programs

Firewise Program: John Walker

A fire risk and hazard severity assessment of Edgewood homes with the PL Fire Department is planned for this year.  The intent is to help all homeowners recognize how to best protect the area around their homes from fire hazards. 

 

Fire Alarm Battery Day with Port Ludlow Fire and Rescue: Peggy Kulm

This event was the result of the discussions that took place at the annual EVHA Board meeting in October 2005.  The objective was for the Port Ludlow Fire & Rescue emergency responders to spend time with the Edgewood Homeowners, in their respective homes, replacing smoke alarm batteries and sharing home and life safety information and literature.  The event was held on Wednesday evening, April 5, 2006 and was a great success.  Ten firefighters led by Administrative Fire Chief, Arlene Obtinario, visited the Edgewood Drive area and with 9 households participated.  5 homes had fire alarm batteries replaced and 4 homes were visited to provide fire safety. The participants and the Port Ludlow Fire & Rescue team recommended repeating it for the Deer Hollow area with the possible addition of a fire extinguisher demonstration.

 

During the annual meeting, the homeowners agreed the event should be replicated in the Deer Hollow area.  In addition, the PLFR team should be invited to attend the 2007 Potluck Lunch and demonstrate the use of fire extinguishers.

 

Village Common Property Management Program: Ken Stahl

Ken presented an idea about a program that could improve the safety of, maintain and enhance where possible homeowners visual views and values (see attached proposal).   Some of the key elements included:

 

Ø      Develop EVHA Community Common Property Program & Goals

Ø      Evaluate and implement the FIREWISE Community Program

Ø      Identify adjacent Port Ludlow Villages and Organizations that might have an interest

Ø      Develop and implement a management program for natural resources

Ø      Develop Program Budget and Funding Alternatives

Ø      Gain Community Approval

 

The homeowners engaged in a discussion of Ken’s proposal but suggested more information was needed before making a commitment.  Some homeowners recommended that a smaller, better defined, and more focused piece of the proposal might be of more interest to the community.

 

Emergency Response Information Sheet: Al Standish & Paul Yturri

Homeowners were asked to complete a survey to determine what kind of equipment/tools would be available in an emergency.  All homeowners were asked to return the information to their Block Captains/Co-captains.

 

Resolution Process for Neighborhood Concerns: Ken Stahl

Ken discussed the following procedure that should be used to resolve CC&R issues.

 

When an EVHA property owner has an unresolved issue with a neighbor regarding EVHA CC&R’S, the following procedure will be followed in an attempt to resolve the issue:

 

The EVHA property owner should write a letter to EVHA Board of Director’s President with copies to the EVHA ARC Representative as well as the neighbor who is thought to be in violation of the EVHA CC&R’S.

 

The letter should contain the complainant’s as well as the property owner who is in violation’s addresses and the specific section and language of the EVHA CC&R’S that refers to the details of the violation.

 

The EVHA ARC Representative and one member of the EVHA Board of Directors will meet with both parties individually to discuss the possible violation and then hold a joint meeting in an attempt to resolve the issue.

 

If the issue remains unresolved at this point, the Board of Directors along with the EVHA ARC Representative will meet and determine what action will be recommended or taken consistent with authority provided to the Board by the EVHA CC&R’S.

 

The EVHA Board of Directors President will then respond to both neighbors regarding the actions to be taken.

 

Every effort will be made to attempt the resolve the issue within 60 days after the letter was received.

 

If the unresolved issue has to do with the SBCA CC&R’S, then the EVHA complaint should then contact the SBCA ARC Representative.

 

2005-2006 Board of Directors Accomplishment: Ken Stahl

Ken outlined the accomplishments of the Board over the past year.  See attached.  During the meeting, he pointed out numerous projects that needed the volunteer efforts of the EVHOs.  A lack of volunteers continues to hamper projects such as Emergency Response teams and the FIREWISE Community Program.

 

Election of New Board of Directors: Ken Stahl

Two new Board members were elected: Dean Larson and Lani and Dick Adams (shared position).  The Board positions / members are:

Ø      President/Peggy Kulm

Ø      Vice President/ Lani and Dick Adams (shared position)

Ø      Treasurer: Ken Stahl

Ø      Secretary: Dean Larson

 

Following lunch, a Guest Speaker, Mr. Dennis Crawford, Director of Emergency Programs, Department of Emergency Management Vice Sheriff’s Department, Jefferson County spoke about disaster preparedness in the Port Ludlow community.  He outlined the sources of assistance and the current community members in the organization.  Mr. Crawford also demonstrated a disaster supply kit and advised the meeting attendees where to get the supplies.  He also discussed the importance of an Emergency Financial First Aid Kit.  Each household attending the meeting received a set of handouts with the information that Mr. Crawford discussed.  In addition, the materials were sent via mail to those homeowners who were not able to attend the meeting.

 

The annual meeting adjourned at 1:30 PM

 

Respectfully Submitted

Peggy Kulm, Secretary

 

9/14/2006