Officers' Jan. 12, 2017 Meeting
Fox Hill Homeowners' Association
Jan. 12, 2017 Special Officers Meeting
Fox Hill Homeowners Association
Ann Mendenhall's Home
Kim Zangar, Secretary
for printable pdf file
Board Members Attending:
President Ann Mendenhall,
Vice President Mikel Costello,
Treasurer Sonya Ybarra,
Secretary Kim Zangar
Observing Homeowner: Ralf Schreiner
Annual Meeting Room Agreement for fire hall was signed. This is for the March 1st Annual Meeting.
Gate Problem -
Sonya gave a brief update on problems we
have been having with the front gate. Justin,
Southgate Fence, came out Tuesday to evaluate
the electronic system which is approximately 10
years old and can no longer add/program new
remotes This system is no longer being
manufactured and the company has changed its
technology. Frank at Southgate believes the system will encounter more problems in the future and we may need a new microprocessor and the cost for that part may be thousands of dollars plus installation. Southgate has been asked to write up an estimate for what we need and suggest alternatives including wireless
and high-speed internet systems. We do not have any money left in the current budget, so this will most likely be something that needs immediate attention from the new
Mikel Costello recommended we go wireless if we require a new system. Mikel will be researching available options and estimates for a decision to resolve the gate problem. Mikel Costello (with the help of Larry Ganders) will be taking over gate responsibilities for Kelly until March 1st. (This topic of discussion was not originally on agenda.)
Petition from Homeowners - Ann
Petition of and for the Fox Hill Homeowners:
We, the undersigned homeowners of Fox Hill Homeowners Association (HOA) agreed as follows:
1. We direct and require the HOA Board to cease all actions involving the removal of grass/soil
by the asphalt pavement of Fox Ridge Lane SE
along any lot owned by a member of the
2. No homeowner shall be required to remove grass/soil along the edge of the asphalt pavement of Fox Ridge Lane SE and replace it with gravel or
make any changes to the grass/soil.
3. However, if a homeowner does not
remove such grass/soil and replace it with
gravel, that adjoining homeowner shall be solely
responsible to make all required and necessary
repairs to the asphalt pavement which actually
results from not removing the grass/soil and
replacing it with gravel. The adjoining
homeowner shall hold the HOA harmless for all
costs related to such repairs.
40 signatures (representing 41 lots) on the
Per our attorney, James Randall, a petition does NOT override a vote of the Association. In addition, statement number three is not binding/legal-liability cannot be transferred. Mr. Randall felt the petition should definitely be discussed at the upcoming Annual Meeting.
Ann has contacted a representative from HATTON GODAT PANTIER to speak at our March 1st Annual Meeting. HATTON GODAT PANTIER is the company that completed the original stormwater study for the Association in October 2013. He will explain the recommendation for gravel.
There are still 5 lots that are non-compliant with the Association vote and have not put gravel next to the road.
Ann Mendenhall moved that money needs to be allocated in the 2017 budget to bring all homes into compliance. This was seconded by Mike Costello and approved by board. $5000 will be set aside for this expense.
Ann's Action Item: Get bids for remaining non-compliant lots to have 18-24
inch gravel barrier put in. Mikel Costello suggested we do not get bids from current vendors working in our neighborhood to avoid an awkward situation.
Budget - Sonya
We only have 3 more bills (water,
electricity and phone) coming in before March
1st. We are still waiting on a small refund
check from Mr. Electric. He had said he would
give us a discount and mail a partial refund for
replacing the LED light at gate entry several
months ago. We recommend using a different
electric company in the future with more
reasonable rates. Our 2016 budget was $20,000.
We went over by approximately $3000 (see
detailed budget). The additional spending was
primarily due to legal fees.
Budget: * Move $800 from storm water maintenance
to road maintenance (crack repair). Need
to address scotch broom in wetland area. It
needs to be removed with heavy equipment or
mowed. Increase to $3500 from $3200. Add
$1,000 for possible tree removal. Upon
homeowner's request, HOA is responsible for
removing dangerous trees in the green belt. A
dangerous tree is defined as being dead/dying
and in imminent danger of hitting a home. All
other trees of concern will need HOA approval
(via an ACC Application) for removal at the
Ann Mendenhall will be discussing the need for a HOA Tree Policy at the Annual Meeting.
Annual Meeting Agenda Preparation - All
Opening Prayer (Jerry Kester offered to give opening prayer)
Guest Speaker (regarding gravel next to road)
Petition Update & Discussion
Budget Review & Vote
Gate System Update
Dangerous Trees (tree policy needed)
Board Accomplishments (bullet list included with agenda)
HOA Board Vacancies (voting required)
Open Discussion / General Housekeeping
Note: Pass all notebooks & keys to new board at the March 1st meeting.
Ann's Action Item:
Put together final agenda for March 1st Annual Meeting and send out to all homeowners by Feb. 1, 2017. Agenda that was sent out with annual dues was from last year.
Minutes from September 27th Board Meeting were reviewed and approved by all board members.
Hummingbird at Fox Hill
Fox Hill Homeowners Association
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