spha board meeting minutes january 8, 2016 at 5135...

of 3

SPHA Board Meeting Minutes January 8, 2016 at 5135 Normandy Dr. SEAPPROVED as corrected on February 12, 2016.

Meeting called to order at 7:03PM

Members Present: Joe Feil, Robert McNally, Bette Anderson, Karen Blayney, Marilyn RottleGuests: Gerda McNally, Fran Feil

The minutes of December 11, 2015 were approved as corrected.

Treasurers report:Present Account Balances:Savings: $5078.57Front Sign Savings: $ 801.39Innovator Checking: $7471.34Total: $13350.91

Lot 57 dues for 2014 and 2015 are paid.Lot 46 still owes for 2014, 2015, 20164 liens on record for lot 27, 58, 78 and 100Lot 35 SPHA lost 2 years of duesLot 47 SPHA lost part of 2015 duesLot 101 SPHA lost 1 year dues

33 assessments for 2016 have been collected with 3 pending deposit

There are 155 lots in the SPHA with homes on 138 of those lots. The remaining lots make upthe Greenbelt.

Insurance: State Farm insurance is paid up through August 2016. Farmers insurance was askedfor a new quote and that is pending with Joe Feil. It was noted that many insurance companiesdo not insure Homeowners Associations and there will be very few quotes that can be obtained.

Fee Paid: The Secretary of State fee has been paid for SPHA.

IRS: Joe Feil will complete the annual taxes for SPHA.

Audit: A financial audit for the period from October 2015 to January 2016 is pending and willtake place before the Annual Meeting in January.

Website: Payment will be made for the Weebly website.

Covenant violation issues:

Lot # 9 - A letter was sent out to Mr. Drake about an old greenbelt issue but no response hasbeen received yet.

Lot # 18 - Bob Hahn has not removed the water line in the greenbelt, the line is a safety hazard.

20160108_Meeting_Minutes 1

of 3

Greenbelt: The Board agreed to wait for the Annual Homeowners Association meeting toapprove a list of trees to be removed on several lots. The Fir tree behind lot # 72 will be trimmedbefore the meeting (expense of about $250). Lot # 105 has two trees that are a hazard to thehomeowner’s house, this work has been moved up to the priority of trees for removal. Lot # 105has several other trees that need attention, however are not a hazard and removal or trimmingwill be complicated. Greenbelt trees leaning over Demarie Court are not a priority at this timeand will be discussed at a later date.

Homeowner Complaint: A homeowner in the Association has complained that there may be anillegal Marijuana growing operation going on in one of the homes. The homeowner mentioned

very large shed and occasional loud parties. Was there a permit for building the shed? Thehome is a rental and the Board considered contacting the owner of the home. The Board decidedit would be best for the complaining homeowner to contact law enforcement and it was not amatter for the Board. A Board member (Bette Andersen) agreed to contact the homeowner thatmentioned the problem.

Traffic: There is concern about the speed of vehicles in Shana Park.

Block Program: Fran Feil is still coordinating the Block Representative program. In order toensure the Block Reps are available, Fran Feil asked that she receive notice 2 weeks beforedelivery needed.

Legal: A few members of the Board will meet with an Attorney on January 18, 2016 about theSladek greenbelt problem. A list of questions should be prepared.

Website: The Association website has been updated with a few changes pending includingadding plat maps.

Misc. Info: It was noted that there is normally only one Annual Meeting per year. The Boarddecided one meeting was enough.

Other Business:

A letter was sent from the Association Attorney to the previous Board President Dave Boyd withJoe Feil’s name on it. The letter was opened at this meeting. The letter was a statement from theSPHA Attorney (Jessica Jensen) showing that the remaining $29 in the account had beenwithdrawn for payment.

A Certified letter was sent to Lot # 13 Steve Dilley, the SPHA President, will be reimbursed forthe cost of the Certified letter and a second letter that was sent to Lot # 9.


of 3

SPHA Front Sign: The SPHA front sign has been damaged. It was caused by a hit and run. Awitness saw a small red Ford Ranger pickup truck that caused the accident. Thurston CountySheriff’s office was contacted, a deputy checked out two leads but no solid evidence could befound. The case is considered inactive due to lack of information or leads. The Boardconsidered contacting Northwest sign for a bid to repair the sign. Considered getting concreteposts for the sign. The Board may need to get a permit or may use a previous permit. Joseph

Feil will contact a contractor that is homeowner in SPHA asking if he wanted to make a bid forthe repair work.

Joe Feil mentioned that the Board has several boxes of documents. Considered if the Boardshould acquire a filing cabinet. Where should the Board store these documents?

Photographs of the greenbelt behind Mr. Sladek’s home were examined. It appears there is stilla violation of the greenbelt and more photographs are needed. The Board agreed to wait to seethe SPHA attorney (Jessica Jensen) before taking further action. Two members of the Board(Bob McNally & Karen Blayney) agreed to attempt to get more photos before the meeting.

An agenda needs to be created for the Annual Meeting. One of the agenda items will be todiscuss having a Management Firm to manage SPHA and its cost. At least one bid will beobtained from a management company for the Annual Meeting.

Refreshments were discussed for the Annual Meeting.

The meeting adjourned at 8:30 PM, January 8, 2016

Respectfully submitted,

Bob McNallySPHA Board Secretary


SPHA ANNUAL MEETING MINUTES 2016 - with addendum

January 30, 2016

Grace Community Covenant Church (The Barn)

Attending: Bette Anderson, Karen Blayney, Steve Dilley, Joe Feil, Fran Feil, Bob McNally, Marilyn Rottle,

Call to Order: The meeting was called to order at 10:05 AM with 20 homeowners present, a quorum is

satisfied.

Introduction: The SPHA Board and then members of the audience introduced themselves.

Annual Minutes: The February 28, 2015 Annual Meeting Minutes were approved.

Treasurers Report:

The Treasurers Financial Report was submitted.

The Treasurer talked about liens, late fees and actions taken to follow up on these issues

The Treasurer discussed the November 2015 and January 2016 Audit.

Greenbelt: The previous SPHA Board recommended a special assessment to all homeowners of $100

for greenbelt maintenance. The SPHA Board President assured the members that the Annual walk

through of the greenbelt had been done and the $100 assessment would not be needed. It was noted

that the homeowner of lot 9 had moved out and was still in violation of the greenbelt for encroachment

(part of a fence). That homeowner has already been sent a letter about the issue but not responded.

Management Company: There was a discussion about using a Management Company to assist the

SPHA Board. A Management Company cannot replace the SPHA Board and there would always be a

need for a SPHA Board. Vantage, a Homeowners Association Management Company had been

contacted for a bid. It was noted the cost would be high. Other management companies will be

contacted to provide a bid for services. The covenants of the SPHA may need to be changed for a

special assessment and or continued use of a management company. It was noted that the current cost

of $90 for annual dues is a bargain. The Treasurer noted that the fees may have to go up to $99.

SPHA Board: The SPHA Board will meet on the 2nd Friday of every other month. The next Board

meeting to elect the volunteers to specific Board positions will be held on February 12 2016 at 7 PM.

The Board Meetings are open to all members of the SPHA. The following members volunteered to be on

the Board:

Marilyn Rottle, Mat Hicks, Eric Hansen, Bob McNally, Karen Blayney, Pat Schell, Carol Devine, Joe Feil,

Steve Dilley

Architectural Control Committee: The SPHA covenants allow for this committee to help maintain the

appearance of the SPHA. At the present time there is no one on the committee and it is inactive. Eric

Hansen volunteered to be on the Committee.

20160130_Annual_Meeting_Minutes 4

Budget: The Treasurer submitted the Annual Budget.

Insurance: The SPHA Board has insurance with State Farm

Dues: A change to the SPHA covenants will be needed if the dues exceed $99. Future budgets

may require the dues to go beyond $99 because of the high cost of utilities and greenbelt maintenance.

Front Sign: A hit and run caused damage to the front sign. The person causing the damage has

not been found. Repair of the sign will cost about $450 and the repair will be done in the next few days.

The structure of the sign posts was discussed.

Neighborhood Lights: An estimate for using LED Lights was obtained. The cost estimate for

each homeowner was very high and the matter was tabled. The SPHA Board will follow-up on the

possibility of obtaining a grant for LED lights from city, county or Washington State Governments.

Greenbelts: The covenant rules for greenbelts were reviewed. The request form for Altering

Greenbelt Tracts was also reviewed. There is no plan at this time for a special assessment for removal

of problem trees and the SPHA Board will try to stay within budget. A recommendation was made to

amend the covenants to prevent trees from being planted in the greenbelt.

The meeting adjourned at 11:50 AM

Respectfully submitted by

Bob McNally, SPHA Secretary

Addendum: Betty Cuddeford raised the question if the ACC should be abolished. (This Addendum was

added on 02/09/2017 after the 2017 Annual Meeting by Gerda McNally, SPHA Secretary)

20160130_Annual_Meeting_Minutes 5

of 5

SPHA Board Meeting Minutes February 12, 2016 at 5135 Normandy Dr. SE

Members Present: Steve Dilley, Karen Blayney, Joe Feil, Robert McNally, Marilyn RottleCarol Devine, Patricia Schell

Member not present: Matthew HicksQuorum established.Meeting called to order at 6:06 p.m.

Guests: Gerda McNally, Rudy Smith, Angela Smith, Kamran Behnam-Guilani

The minutes of January 8, 2016 were approved as corrected.

Treasurer’s report:Present Account Balances:Savings: $ 5,078.71Front Sign Savings: $ 363.18Innovator Checking: $ 15,075.81Total: $ 20,517.70

The Front Sign Savings account was adjusted by after a payment of $438.61 torepair the sign.4 liens on record for lot 27, 58, 78 and 10015 lots still owe: (4 of these lots have liens)Due to mismanagement, SPHA lost assessments for the following Lots:

Lot # 35: 2013 and 2014 assessments

Lot #101: 2014 assessmentsLot #31 was given the opportunity to reduce their 2016 assessment by $65 if they couldproduce documentation that they overpaid. This homeowner opted not to give proof andthe matter is settled.

The new owner of Lot #47 was sent a letter in November 2015 asking for documentationshowing the title company or the previous homeowner had made payment for 2015. Nodocumentation was submitted by the new owner; therefore, no reduction for 2015 was

justified. Lot #47 submitted a reduced payment for 2015 and their 2016 assessment to becredited as $70 for 2015 and $90 for 2016. The Board credited $84 for 2015 dues (paidin full) and determined a credit of $76 for 2016; the homeowner still owes $14 plus feesfor 2016. This was based on the homeowner not submitting documentation as requestedin November 2015 letter.


of 5

Election of Board Positions: Each Board member has a Position Number. Position 1, 3, 5, & 7are elected during an odd year. Position 2, 4, & 6 are elected on during an even year. Due tothere being a complete new Board for 2016, all Positions needed to be selected. For the currentterm odd number members would serve for one (1) year and even number members would servefor two (2) years.

Position 1: Joseph Feil Position 2: Robert McNallyPosition 3: Matthew Hicks Position 4: Marilyn RottlePosition 5: Carol Devine Position 6: Patricia Schell

Position 7: Karen Blayney

Selection of New Board Officers: Steve Dilley stepped down as President.

The following Board Officers were selected:

President: Karen Blayney, Vice President: Open,Treasurer: Joe Feil, Secretary: Bob McNally

Members at Large: Marilyn Rottle, Carol Devine, Patricia Schell, & Matthew Hicks

Since there were guests, the Board voted to adjust the agenda and have the guests statetheir concerns before proceeding with Old Business.

New Business:

Rudy and Angela Smith talked about a problem of crime in the neighborhood. They and otherneighbors nearby have seen a substantial increase of people in the neighborhood that do not livehere and seem to be going to and from the Chehalis Western Trail. They have noticed anincrease in crime and suspicious activity. They recommended that the SPHA Board look intobuilding a fence or gate along the Chehalis Western Trail behind some homes on the greenbeltthat connects the Trail with Shana Park. This would help reduce the number of unknown peopleand probably reduce some of the crime we are experiencing. A discussion ensued on this subjectabout contacting the Thurston County Commissioner for a presentation on the subject, or if theCounty can actually pay for a fence in that location. Also discussed was the idea of obtainingbids for construction, creating a new assessment to all Shana Park Homeowners to pay for thisfence or gate, can we actually lock a gate, and if so, who gets the keys. Different types of locksand keys were discussed. How high the fence could or should be, surveying property lines,determining whether the fence could or should be on County property or Shana Park Greenbelt.Will this action stop or deter crime? Should all members in SPHA have a key? Proposal to senda newsletter to all homeowners in SPHA for ideas and/or support for this idea. Can we give akey to guests of homeowners? Ensure keys are not duplicable.


of 5

Rudy Smith asked why SPHA couldn’t use Facebook for our website instead of Weebly (therebysaving some expense of paying for Weebly). The question came up of storage of bylaws, etc. onFacebook. It was decided that the two year expense for our current website of $87 was the bestway to go. An idea was proposed to have local businesses put an ad on our website to pay forthe website.

Rudy and Angela Smith need a letter from the SPHA Board stating that their construction ontheir home (re-siding) is OK and does not violate covenants or rules. Steve Dilley had givenSmiths a letter but there needed to be some corrections for the Bank. As Steve’s last Presidentialact, he will re-issue the letter to Mr. and Mrs. Smith plus send SPHA the letter fordocumentation.

Mr. and Mrs. Smith and Mr. Kamran Behnam-Guilani left the meeting after this item ofbusiness.

Old Business:

A Board member reminded all board members that communication with eachother is very important before making a decision. There seems to be somedisconnect on emails between all board members. All members should review allletters before they are sent out.

Payment to Board Members for out of pocket expenses:

1. Steve Dilley had sent two letters to homeowners. One certified to Lot #11 ask about thestatus of the removal of the shed in SPHA greenbelt and if the Board could visit the sitevia Mr. Sladek’s property. A second letter to Lot #9 sent by regular mail concerning theissue of the fence on SPHA greenbelt and a possible solution. Steve produced a receiptfor $12.60. Payment was approved by the Board.

2. Robert McNally had sent a second certified letter to Lot #11 to give the names of whoand when the visit to Lot #11 would occur. (Bette Anderson, Robert McNally & KarenBlayney). Robert produced a receipt for $11.95. Payment was approved by the Board.

Management Company: Marilyn Rottle will notify Vantage that we are not considering amanagement company at this time but possibly down the road.

Mr. Drake - Lot # 9: The Board had not received a reply about the greenbelt issue from Mr.Drake. It was agreed a new letter sent by certified mail will be sent out.

Mr. Hahn - Lot # 18: The Board agreed a certified letter needs to be sent out about greenbeltissues.


of 5

Mr. Sladek - Lot # 12: The other issue is with the brick wall built on the greenbelt. The Boardagreed to contact SPHA attorney, Jessica Jensen to request Mr. Sladek take action within 30 daysto correct his violation of the shed on the Greenbelt. The violation was to have been correctedby May 2014. If a meeting with the attorney is needed, only 2 Board members will attend. Allcorrespondence with the attorney will be done via phone and e-mail to save on costs. The otherissue concerns the brick wall built on the Greenbelt by Sladek.

Meeting with Lawyer: On January 18, 2016 several Board members attended a meeting withJessica Jensen. The meeting was to discuss what has happened in the past and where SPHA willbe going in the future. One topic was Mr. Sladek (Lot #12) and the second topic was the release

of the lean on Lot #35 and what possible recourse SPHA has. This meeting was documented byJessica Jensen and we receive a copy of the documentation. (Documentation was available forreview).

Greenbelt:

1. A homeowner on Lot #105 continues to have issue with trees in the Greenbeltoverhanging his RV and metal RV cover. Homeowner is requesting SPHA fix theproblem. The issue involves purchasing several pieces of plywood to place on top of theRV cover and then hiring a person to trim the trees back. Members of the Board were notin agreement that SPHA should pay for this problem. The trees were there before theshed was built. The homeowner can request permission to cut the branches himself.

2. The trees leaning over property on Demarie Court were not a priority and probably not aconcern for the Board.

3. Payment of $2771.85 was approved for the tree work done by Mr. Tobin. The finalcharge was more than the bid of $1700 because additional work was done per BobMcNally. It was recommended that the Board reimburse the previous bidder (CapitalLandscape) for a couple of hours of labor walking through the greenbelt. This wasagreed. This “recommendation” was actually a motion.

Front Sign: Completed and looks great. Mr. Rood will touch up the sign in the spring withsome left over paint. Thank you Mr. Rood!!

Block Representative: Still a plan in the making. Scott Christensen and Steve Dilleyvolunteered to be new representatives. Fran Feil not present, but Block Reps are in place! Sherequires adequate notice to distribute SPHA info via the reps. as stated in January 2016 minutes.

Mailbox Stickers: The Board approved creation of a sticker for mailboxes that shows the SPHAmailing address, website and email address. Steve Dilley will send a draft of the stickers to theBoard. Steve also agreed to make sure the mailboxes where the stickers are placed will be clean.

Audit: The audit went well. The auditor noticed a few receipts were missing but the auditorwas impressed with what the board accomplished in the past several months. A big complimentto the current Treasurer, Joe Feil.

Bylaws: A revision to the Bylaws still needed to be corrected.


of 5

Next Board Meeting: The meeting will probably be on March 12th 2016 at 10:00 AM. KarenBlayney the new SPHA President may not be able to make the meeting. Board memberMatthew Hicks will have to be notified. Robert McNally to contact Matthew.

Goals: Discuss the Chehalis Trail fence or gate plan. Marilyn Rottle volunteered to contact thecounty commissioner Kathy Wolfe to ask for input. Possibly rent the Church meeting room forall members to be present.

The meeting adjourned at 7:29 PM February 12, 2016

Respectfully submitted by Bob McNally.


of 3

SPHA Board Meeting Minutes March 12, 2016

The Shana Park Homeowners Association Board meeting was called to order at 10:03 a.m., March 12

2016

Members present: Karen Blayney, Joe Feil, Marilyn Rottle, Bob McNally, Pat Schell Members not attending: Carol Devine (excused) Guest: Fran Feil Mathew Hicks is no longer on the Board.

Meeting etiquette Try to keep meeting down to one (1) hour or less. Be recognized before taking the floor. Respect the person who has the floor No side conversations as it is hard to take notes if others are talking Stay on topic. New topic should be discussed under “Other”

February 12, 2016 Board Minutes as corrected were approved.

Treasurer’s Reporto Copy of Budget / Actuals given to secretaryo One check written last month has not been cashed.o There is an outstanding check that has not been cashed by Mr. Tobin for tree

work in the greenbelt. Bob McNally will contact Mr. Tobin.

Update on assessment collection & additional issueo 4 liens on record

Lot 27 placed in 2015 owe 2015 - 2016 Lot 58 placed in 2015owe 2015 - 2016 Lot 78 placed in 2012owe 2012 - 2016 Lot 100 placed in 2015owe 2014 - 2016

7 lots that still owe:o 4 of the 7 lots have liens (see above)o Lot 47 owes $14 plus fees - The Homeowner was sent a letter from SPHA in

Nov. 2015 requesting documentation of payment. The Homeowner could notproduce paperwork. The homeowner sent a reduced payment for 2015 & 2016.The last meeting of the Board, the payment for 2015 was documented as paid infull and 2016 still owe.

o Lots 44 & 142

OLD BUSINESS

Communication with all Board members (Follow up is not happening)


of 3

Letters re Covenant Violations (status)

Lot # 009: A letter to Mr. Drake was reviewed by the board and prepared to be sent bymail. The fence is about 1 to 2 feet into the greenbelt and also is about 141 feet long.Someone has been dumping grass clippings in the greenbelt.

Lot # 011: (John Sladek) Mr. Sladek called Bob McNally to report that he had removedthe shed from the greenbelt and invited a couple of board members to go over and take alook. The board planned on going over to Mr. Sladek’s residence to see what wasaccomplished on March16, 2016. The following questions were asked: The roof from thatshed was placed on another shed that might be protruding over the greenbelt. Will the roofbe used for storing items on the greenbelt? Were the trees that were planted removed?Where is the boundary pin and is it under gravel? Has everything been cleaned up? Theboard agreed to obtain new photographs of the area. A letter was prepared to send to Mr.Sladek about court fees.

Lot # 018: (Bob Hahn) – The board planned to go over to look at the greenbelt to see ifanything has been done about irrigation lines that were in the ground.

Tree update: Bob McNally will go and visit Mr. Blakely (Lot 105) to relay the Board members

view that the remaining trees that need trimming would be Mr. Blakely’sresponsibility. Before any trees are trimmed he would need to get a greenbeltmodification form and approval from the Board.

Payment to company that did tree walk through in November 2015. The Boardagreed we might pay him for walk through only if he voluntarily submits a billwithout anyone requesting one from him.

Thurston County and tree clean up at Smith Lake. A few trees had been cutdown by a previous board. The trees are blocking a drainage pipe belonging toThurston County. This blockage prevents natural drainage into the area andswale. It is estimated the cost of renting a chipper, paying for fuel, using chainsaws for cleanup of limbs and brush may cost between $350 and $800. Theboard agreed to wait to do the cleanup in mid to late April because of high waterlevels around the area. Joe Feil recommended we rent a chipper from StarRental on a Friday night, limit the hours of usage before returning it the nextMonday morning. The chipper from Star rental is capable of handling a branch9” in diameter. The chipper is the only heavy item that can be placed over thedrain field of the residence. The Board plans on centrally locating the brushbefore the date of chipping.

Block Rep Program update: Fran Feil still has the block Rep program running.

Property Management Company: Vantage was contacted and advised that the Board has tabled the idea of using a

management company for SPHA.


of 3

Website: www.shanapark.com (Joe), 2016 Budget / Actuals, meeting dates, agenda, otherThe website has a counter to determine the number of visitors to the site.

Fence along Western Chehalis Trail:The Board discussed a possible fence along greenbelt adjacent to the trail. Theintent is to reduce the number of unknown people that seem to be coming off thetrail into Shana Park near Macadam Court. In the past, Thurston Countygovernment was contacted and they do not want a gate. Residents of that areahave previously had a fence with a gate and locked it. The area is wide opennow. It was suggested to plant Holly trees along the area to discourage peoplefrom walking through. Possibly plant blackberries. Holly trees may not work ifthey are cut down. Holly trees may take 5 years or more to grow. A motion toapprove planting holly trees was not approved at this time. If a fence wasapproved it may need to be from 300 to 2000 feet. It may cost as much as $500to survey the area. The Board will go out and walk the area to see what mayneed to be done and find the boundaries. The Board is considering a newsletterto all Shana Park Homeowners about this issue.

NEW BUSINESS

Lawyer update: Sladek follow up. The next step will be Bob McNally, Karen Blayneyand Marilyn Rottle will go and visit the residence and view what has been accomplished beforefurther contact with the lawyer

By Law revisions – (Joe) The revisions from 2013 have not been completed yet.

Architectural Control Committee:Eric Hansen will handle the paperwork for two pending homes and get information backto the Board.Lot #073: 4044 Macadam Court SE. A request by Arlene to expand a bedroom.Lot #136: 5137 Viewridge Dr SE Skip’s request to construct an RV Carport. TheRV carport will be in the backyard.

Other:Bob McNally will contact Mr. Tobin to determine when the outstanding check for tree service will becashed. He will also contact the owner of Lot 105 (Mr. Blakely) about greenbelt tree trimming.Joe Feil will send out a letter to Mr. Drake, update the website, coordinate with Eric Hansen aboutarchitectural control, and contact Star Rental about renting a chipper.

The next Board Meeting is planned for Friday April 8, 2016 at 7 PM.

The meeting adjourned at 11:22 am March 12, 2016.

Respectfully submitted by:

Bob McNally2016 SPHA Secretary


of 3

SPHA Board Meeting Minutes April 8, 2016

The Shana Park Homeowners Association Board meeting was called to order at 7:05 p.m.April 8, 2016

Members present: Karen Blayney, Joe Feil, Marilyn Rottle, Bob McNally, and Pat SchellMembers absent: Carol Devin (unexcused)Guests: Fran Feil, Gerda McNally

March 12, 2016 Board Minutes as corrected were approved.

Treasurer’s Report Copy of Budget / Actuals given to secretary There is 100% accountability for the SPHA 2016 1 homeowner still owes a late fee and l homeowner had a partial payment. 4 liens on record

Lot 27 placed in 2015 owe 2015 - 2016 Lot 58 placed in 2015 owe 2015 - 2016 Lot 78 placed in 2012 owe 2012 - 2016 Lot 100 placed in 2015 owe 2014 - 2016

Lot 44 paid dues and fees. Lot 47 owes $14 plus fees. The homeowner was sent a letter from SPHA in Nov 2015

requesting documentation of payment. The homeowner could not produce paperwork.The homeowner sent a reduced payment for 2015 and payment for 2016 assessments.

Lot 142 owes late fees.

OLD BUSINESS

Letters regarding Covenant Violations (status)Lot # 009 (Drake letter) The Board proposed another letter to be sent giving Mr. Drake one oftwo choices: A. Leave the fence as is until sold, or B: Take the fence down. Joe Feil will preparethe letter for Karen to sign and then send the letter by certified mail. Previous contact with Mr.Drake resulted in a quick email after he received the letter. Note: Someone has been dumpinggrass clippings in the greenbelt behind lot #9.

Lot # 011 (John Sladek) Mr. Sladek mentioned that the shrubs still in the greenbelt are on Mr.Cardwell’s property. Issues pending are the timbers and gravel still left in the greenbelt. What ifthere were an emergency? What about liability? The settlement agreement allowed the existinggarden in the greenbelt. The Board might contact the Attorney about sending a letter to ensureMr. Sladek does not expand the garden. A motion to address the situation with Mr. Sladek wasmade. 3 members voted to continue and 2 members abstained.

Marilyn has already turning in a written report of the meeting. Karen said she would in aboutanother week and Bob stated he would have his report by April 12, 2016.


of 3

Lot # 012 (Bruce Cardwell) Greenbelt violation wall, trees and shed. In 2010 a letter was sentto Mr. Cardwell about his shed in the greenbelt. The Board considered sending another letterrequesting action. If action is not taken there was a discussion about hiring a crew to have thework done. This issue was tabled till next meeting.

Lot # 018 (Bob Hahn) Karen Blayney and Joe Feil went to look at the greenbelt. The waterlines are still present. Mr. Hahn may need to sign a liability waiver to ensure the SPHA is notheld liable if someone gets hurt. The Board does not know if there is live electricity. The Boarddecided to contact insurance company and our attorney for legal language for the letter. A newletter may be sent considering the options available and attach an alteration of greenbeltapplication. This issue was tabled till next meeting.

Tree Update:

Lot 105 (Mr. Blakely): On April 6, 2016 Bob McNally contacted the homeowner. Mr. Blakelyrequested the SPHA trim back or remove several trees that are over hanging his lot and RV port.To trim the trees will require several pieces of plywood to be placed on top of the RV port toprotect it. An estimate of $400 for trimming plus the cost of plywood. A motion was made torequire Mr. Blakely to pay for the trimming and plywood if he wanted it done. Four (4)members voted for, and one (1) members voted to have the SPHA pay for the work. BobMcNally to follow up with Mr. Blakely.

Thurston County and tree clean up at Smith Lake. The plan now is for the work to be doneon May 14, 2016. SPHA will contact Thurston County to let them know of the new date. Anewsletter may be created and sent out to all homeowners asking for help. The homeowners oflot 120, 121, 122, and 123 will be notified personally. A newsletter may be placed on all of themailboxes. An easier way to contact the homeowners may be through email but the associationonly has email for about 100 of the homeowners. The workers that volunteer will be allowed totake the firewood. The brush needs to be assembled prior to the date for chipping. Joe Feil willprovide a chain saw and cut the logs that are in the way before the date of chipping if there is anadditional person to help. Information will be posted on the website: www.shanapark.com

Block Rep Program update: Fran Feil still has the block Rep program running. One morevolunteer is needed.

Community Garage Sale Date: 2nd or 3rd weekend of August. Possibly have the Garage Saleon the same date as Woodsmuir or Indian Summer.

Website: www.shanapark.com Joe Feil is maintaining website. The SPHA owns the domainname. Budget / Actuals, meeting dates, and agenda are posted.


of 3

Fence along Western Chehalis Trail:The Board discussed a possible fence along greenbelt adjacent to the trail. A newsletter wasconsidered. More information is needed before proceeding. The idea may have to go the AnnualSPHA meeting. Marilyn Rottle will contact the Thurston County Commissioner to research.

Architectural Control Committee:Eric Hansen will follow up on Lot 073 and 136. At this time there has been no response fromthe owner of Lot 136. Lot 73 is working with the ACC.

New Business:Lot 132: There are some rambunctious dogs and there may be a danger of someone being bitten.The homeowner of Lot 131 submitted the complaint and the SPHA President responded to Lot131 with an email. SPHA has no control over this issue. If you feel you are being threatened,contact 911 or Animal Services.Lot 21: The renters have a swing set in the greenbelt and need to turn the swing set about 90degrees to get it off the greenbelt. The renters also seem to believe they own the greenbelt areabehind the house.

Lot 142: The realtors involved with the home has requested SPHA not put a lien for $15 on thehome. Joe Feil will follow up and obtain the fee within a week.

This week there was a break-in in one home in the neighborhood.

Someone shot a BB gun at a homeowner’s window in SPHA.

Bylaw revisions need to be updated (Joe) Still in the works, trying to locate all the documents

There is a need for a member of the Board to make sure all new homeowners are welcomed tothe neighborhood within the first month of their arrival. Maybe we need a welcome packet.

A lien letter will be sent out to Lot 47.

There was discussion about hiring a new attorney. Two names discussed where:a. “Skip” Hauserb. Alan Swanson

Next meeting date May 13, 2016

The Board adjourned at 8:28 p.m.

Respectfully submitted by:

SPHA Secretary: Bob McNally


of 2

SPHA Board Meeting Minutes May 6, 2016

Meeting was called to order at 7:03 p.m. May 6, 2016Members present: Karen Blayney, Joe Feil, Marilyn Rottle, Gerda McNally, and Patricia SchellMembers absent: Carol Devine – excused.Guests: Fran Feil, Mr. Drake

Bob McNally has resigned as Secretary. Gerda McNally was accepted to replace Bob asSecretary.

The April 8, 2016 Board Meeting Minutes were approved as corrected.

Treasurer’s ReportCopy of Budget / Actuals were given to secretary and will be posted on the website

Update on assessment collection & additional issueo 4 liens on record

Lot 27 placed in 2015owe 2015 - 2016 Lot 58 placed in 2015owe 2015 - 2016 Lot 78 placed in 2012owe 2012 - 2016 Lot 100 placed in 2015owe 2014 - 2016

100 percent accountability:o Lot 44: check was NSF - sending new check including Bank fees.o Lot 47: paid remaining 2016 assessments and late fees.o Lot 142: paid late fees

OLD BUSINESS

Letters regarding Covenant Violations status:

Lot # 009 Mr. Drake attended the meeting to explain the situation and come to an agreeableresolution of this issue. Joe Feil and Mr. Drake provided a short history with documentation fromthe date the request for the installation of the fence occurred and subsequent meetings /discussions.A motion was made to adjust the NE 31 feet of Mr. Drake's fence to the South to meet theexisting community property marker for Lot 9, Lot 10 and Lot 11. The motion was accepted byall members present. Shana Park will give the property owner a transferable easement for theremaining fence. When the fence needs to be repaired, it will need to be placed within theoriginal property limits of Lot 9.

Lot # 012 (Bruce Cardwell) Board will send reminder letter regarding Mr. Cardwell’s shed in thegreenbelt.

Lot # 021 is a rental. Letter will be sent to home owner regarding swing set in greenbelt.


of 2

Tree update:

Lot # 105 greenbelt trees over their property and RV shelter.Joe Feil contacted SPHA’s Insurance provider. The Board will get a new evaluation of treesfrom a tree specialist. Homeowner will be notified.

Thurston County and tree clean up at Smith LakeThere was no response from homeowners to volunteer to help with clean up. Board will get bidsfor cost of cleanup.

Garage Sale Date: Karen will follow up on setting date for Community Garage Sale.

Block Rep Program update: Pat Schell will take over coordinating the Block Rep Program.

Website www.shanapark.com Joe Feil will continue updating the website.

Fence along trail – on hold.

Architectural Control Committee: Report of progress from Eric Hansen:

o Lot # 073: 4044 Macadam Ct. SE - - Arlene’s request to expand bedroom. Waiting on plans

o Lot # 136: 5137 Viewridge Dr. SE - - Skip’s request to construct a RV Carport Skip has not responded to Eric’s or SPHA’s emails.

Other:

Joe discussed the possibility of his resigning from the Board. After discussing the need forboard members to take over more of the responsibilities, Joe agreed to stay on. All decisionsmust be from the Board and not a couple people.

By Law revisions: need to be updated. Joe is still working on it.

New Insurance Company: Board will wait until June to contact Farmers

Welcoming new residents: Gerda McNally will work on welcome letter/packet.

Mailbox cleaning: There are several mailboxes that need clean-up.

Next Board Meeting was scheduled for June 3, 2016, 7:00 p.m.

Meeting was adjourned at 8:25 p.m.

Respectfully submitted by Gerda McNally, SPHA Secretary.


of 2

SPHA Board Meeting Minutes June 3, 2016

Meeting was called to order at 7:05 p.m. June 3, 2016Members present: Karen Blayney, Joe Feil, Marilyn Rottle, Gerda McNally, Patricia Schell andCarol Devine

Quorum was established.

May 2016 Board Meeting Minutes were approved as corrected and will be posted on thewebsite.

Treasurer’s ReportCopy of Budget / Actuals were given to secretary and will be posted on the website.Update on assessment collection

4 liens on record Lot 27 placed in 2015owe 2015 - 2016 Lot 58 placed in 2015owe 2015 - 2016 Lot 78 placed in 2012owe 2012 - 2016 Lot 100 placed in 2015owe 2014 - 2016

100 percent accountability

OLD BUSINESS

Tree update:Lot 105 greenbelt trees over their property and RV shelter.The Board ordered a new evaluation for the condition of the 2 maple trees. The tree specialistrecommended removal. 3 bids were received and Sunrise Landscaping was hired to remove thetrees. Wood and debris will be left in the greenbelt. Homeowner was notified.

Thurston County and tree clean up at Smith Lake.Sunrise Landscaping was hired to cleanup wood debris from swale, and clear culvert. The woodwill be cut into 6 rounds and left onsite.

Letters regarding Covenant Violations (status)Lot # 009 (Drake letter) – Lawyer is finalizing.SPHA received a request from Chicago Title Company with questionnaire regarding issues forthe property. The Board stipulated “The new owner needs to accept the agreement made by thecurrent owner. The current fence needs to be removed within 15 years”

Lot # 011 (John Sladek) – Lawyer is finalizing letter to reinforce agreements.

Lot # 012 (Bruce Cardwell) – greenbelt violation – A letter is on the schedule to be prepared.


of 2

Lot # 018 (Bob Hahn) – greenbelt violation - A letter is on the schedule to be prepared.

Lot # 021 (rental) - Swing set in greenbelt - A letter is on the schedule to be prepared.

Garage Sale Sunday June 12, 2016 – same day as Indian Summer has their sale.

Block Rep Program update: Pat Schell took over the program from Fran Feil. Thank you Franfor your faithful management of this program for 10+ years.

Website: www.shanapark.com (Joe is updating as needed)

Fence along trail:Marilyn did make some phone calls to the County to find out our options. Still working on it - onhold for now.

Architectural Control Committee: Report of progress from Eric Hansen:

o Lot # 073: 4044 Macadam Ct. SE - - Arlene’s request to expand bedroom. Waiting on plans

New Lawyer progress – waiting for current cases to be completed.

By Law revisions – in the works.

NEW BUSINESS

Mailbox cleaning. Several Board members volunteered to clean some of the mail boxes.

New Homeowner Welcome Information. – A letter was drafted and approved. Business cardsize refrigerator magnets were approved and will be ordered.

A Board member shared a letter they received from Department of Fish and Wildlife about thepresence of Nutria in Smith Lake. This species is prohibited in Washington State and requiresmanagement by the property owners of the affected water body. See:www.wdfw.wa.gov/living/nutria.html

Next meeting was scheduled for July 8, 2016, 7:00 p.m.




SPHA Board Meeting Minutes July 8, 2016 – Approved on August 12, 2016 (jafeil)

Meeting was called to order at 7:04 p.m. July 8, 2016Members present: Karen Blayney, Joseph Feil, Patricia Schell, Marilyn Rottle, Carol Devine and Gerda

McNally

Guest: Eric Hansen – Architectural Control Committee.


Eric Hansen was introduced.

June 2016 Board Meeting Minutes were approved and will be posted on the website.

Architectural Control Committee:

Report of progress from Eric Hansen:Lot # 073: 4044 Macadam Ct. SE - - Arlene’s request to expand bedroom. Plans were evaluated by theArchitectural Control Committee and recommended to be approved. Board approved the plans.

Treasurer’s Report

Copy of Budget / Actuals were given to secretary and will be posted on the website.Update on assessment collection

4 liens on record Lot 27 placed in 2015owe 2015 - 2016 Lot 58 placed in 2015owe 2015 - 2016 Lot 78 placed in 2012owe 2012 - 2016 Lot 100 placed in 2015owe 2014 - 2016

100 percent accountability

OLD BUSINESS

Tree update:

Lot 105 Update - greenbelt trees over their property and RV shelter – work has been completed.

Thurston County and tree clean up at Smith Lake – work has been completed.

Wood at lake – will be left for now.

Letters regarding Covenant Violations (status)

Lot # 009 (Drake letter) – done.

Lot # 011 (John Sladek) – Lawyer is finalizing – update – letter to be sent.

Lot # 012 (Bruce Cardwell) – greenbelt violation– wall, trees and shed – pending

Lot # 018 (Bob Hahn) – greenbelt violation – update – pending

Lot # 021 – rental - Swing set in greenbelt – update – letter to homeowner still needs to be prepared.


Community Garage Sale Date: August 20, 2016 Saturday only - same date as Woodsmuir

Block Rep Program is working. Newsletters have been distributed. Thank you Pat Schell for takingcharge of this. Thanks to all the reps for delivering the newsletters.


Fence along trail:Update – walk through done – fence along Chehalis Trail is broken down.Still working on it getting information from Thurston County regarding help.

Other:

New Lawyer progress – still waiting for current work to be completed. By Law revisions - pending New Insurance Company – in contact with Farmers, waiting for quote. Newsletter has been delivered. Welcome letter to new home owner at 5049 Viewridge Dr. has been delivered.

NEW BUSINESS

Anton Court Update – Deming – Realtor is working on paying lien off.

4043 Shana Court – Sale pending – all assessments are paid.

Lot 20 issues – drain field in greenbelt. Homeowner wanted to know about mowing the greenbelt.

Realtor Letter concerning sale of property in SPHA - board is concerned about wording in letter. Information on eco consulting was shared Thurston County Emergency Awareness program – info was put in newsletter National Neighbor Night Out Program – information was put in newsletter.

Next Meeting was scheduled for August 12, 2016




SPHA Board Meeting Minutes August 12, 2016 APPROVED September 9, 2016

Meeting was called to order at 7:03 p.m. August 12, 2016Members present: Karen Blayney, Joseph Feil, Patricia Schell, Marilyn Rottle, Carol Devine and Gerda

McNally


July 2016 Board Meeting Minutes were approved and will be posted on the website.

Architectural Control Committee:

Report of progress from Eric Hansen:Lot # 073: 4044 Macadam Ct. SE - - Arlene’s request to expand bedroom. Plans were evaluated by theArchitectural Control Committee and recommended to be approved. Board approved the plans. SPHAmust receive copies of the permits.


Copy of Budget / Actuals were given to secretary and will be posted on the website.Update on assessment collection

4 liens on record Lot 27 placed in 2015 owe 2015 - 2016 now in foreclosure

(possible new owner – Joe following up with realtor and seller – trying tocollect all assessments and fees.

Lot 58 placed in 2015 owe 2015 - 2016 now in foreclosure Lot 78 placed in 2012 owe 2012 - 2016 Board will send certified

letter to homeowner. If no response possibly send to collections. Lot 100 placed in 2015 owe 2014 - 2016

OLD BUSINESS

Lot 073 – 4044 MacAdam - Karen will follow up on permit.

Letters regarding Covenant Violations (status)

Lot # 009 - 3845 Clearfield Court (Michael Drake) – payment to lawyer confusion. Joe will follow up.

Lot # 011 – 5531 Clearfield (John Sladek) – Letter was not sent yet, Karen will follow up with lawyer.

Lot # 012 – 5505 Clearfield (Bruce Cardwell) – greenbelt violation– wall, trees and shed – still pending

Lot # 018 – 5432 (Bob Hahn) – greenbelt violation – update – still pending

Lot # 021 – 5506 Clearfield (rental) - Swing set in greenbelt – letter to homeowner will be prepared.

Lot # 072 – 4039 MacAdam (Palen) – Trailer is parked on greenbelt between homes. Letter will beprepared.


Community Garage Sale Date: August 20, 2016 Saturday only - same date as WoodsmuirSign will be set out on entrance on Thursday. Posters to be posted on mailboxes.


Fence along trail:Still working on it getting information from Thurston County regarding help.

Other:

New Lawyer progress – still waiting for current work to be completed. Inquiring about otherlawyers. Looking for recommendations.

By Law revisions - pending New Insurance Company – will stay with State Farm for now – Joe checked with Farmers. Due

to the past business between SPHA and Farmers, Farmers elected not to provide information orinsure SPHA.

Welcome letters to new home owners – Gerda will deliver. Thurston County Emergency Management is offering training in Emergency Preparedness. Pat

Schell will be attending the next training in September. Neighborhood Watch Signs? Marilyn will call to find out how to get them. Note: Homes in SPHA

must be willing to open their homes for Neighborhood Watch. This topic will be on the Agenda forAnnual Meeting in January.

Neighbors Night Out was great. We will encourage to do more events like it.

NEW BUSINESS

Lot 121 – 5034 Viewridge Dr. – retaining wall replacement. Karen will follow up with ownerregarding County regulations.

Next Meeting was scheduled for September 9, 2016




of 2

SPHA Board Meeting Minutes September 9, 2016 Approved: October 14, 2016 at 7:00.

Meeting was called to order at 7:01 p.m. September 9, 2016 Members present: Joseph Feil, Marilyn Rottle, Carol Devine and Gerda McNally Absent: Pat Schell – excused. Guest: Fran Feil Quorum was established. Board members received email from Karen Blayney on September 8, 2016 notifying them of her resignation as president and member of SPHA Board. Options were discussed. Carol Devine agreed to chair the September meeting. August 2016 Board Meeting Minutes were approved as written and will be posted on the website. Treasurer’s Report

o 3 Liens in place § Lot # 027: placed in 2015 Payment of $630 has been received. This lien

has now been released. • Joe submitted an itemized statement

§ Lot # 058: placed in 2015 owe 2015 – 2016 (foreclosure) § Lot # 078: placed in 2012 owe 2012 – 2016

• (Board will send 2 certified letters to the two different addresses) § Lot # 100: placed in 2015 owe 2014 – 2016

o Copy of Budget / Actuals given to secretary o Budget / Actuals will be posted on the website

OLD BUSINESS Letters re Covenant Violations (status)

• Lot # 011: 5531 Clearfield (John Sladek) update –

o Karen turned this issue over to Joe in late August 2016. Joe followed up with lawyer and letter has been sent by the attorney on September 9, 2016. A copy of the letter was sent to SPHA via email.

• Lot # 012: 5505 Clearfield (Bruce Cardwell) – greenbelt violation– wall, trees and shed

o Letter has been prepared and will be mailed certified.

• Lot # 018: 5432 Clearfield (Bob Hahn) – greenbelt violation o Letter in process

• Lot # 021: 5506 Clearfield - rental - Swing set in greenbelt – update

o Letter has been prepared and will be mailed certified to property owner.

• Lot # 072: 4039 MacAdam (Palen) o Trailer parked on greenbelt – letter is prepared and will be mailed certified.


of 2

Other Old Business (status)

• Lot # 073: 4044 MacAdam – need permits – Karen Blayney followed up. Homeowner is still waiting for permit. Board will contact Erik Hansen (ACC) regarding progress.

• Lot # 121: 5034 Viewridge – Board will follow up on progress of replacement of retaining wall. Board will contact Erik Hansen (ACC)

Fence along trail:

• Update from Marilyn: Marilyn left several messages with County, but no response. This issue will be discussed at the SPHA Annual meeting. Carol and Marilyn will take pictures of existing fenced area. Need measurements of existing fence.


Other:

• Current lawyer situation – will need to continue working with current lawyer until all current cases are completed. Board is still looking for new lawyer. Recommendations are welcome.

• By Law revisions – Joe submitted the revisions for current SPHA Board signatures. • Update on Thurston County Emergency Awareness program – next meeting is on Sept. 15, 2016.

Pat Schell will be attending the Emergency Preparedness Expo on Sept 17th. • Mailbox cleaning? All mailboxes have been cleaned. • ACC information – SPHA should have list of modifications that don’t need Board approval, i.e.

replacing a deck. Will follow up with Erik Hansen for his input. • Utilize email communication – Joe and Gerda working on list of current homeowner’s email

addresses.

NEW BUSINESS

• Greenbelt tree behind Lot #083 – Homeowner contacted SPHA regarding dangerous tree in greenbelt. Board will evaluate and get bids if needed.

• Gerda will contact church for open dates in late January 2017 for the Annual SPHA meeting. • Tentative date for Annual Meeting is January 28, 2017 from 10:00 a.m. to noon. Meeting will be at

Grace Community Church on Wiggins/Yelm Hwy. Board is working on Agenda item list for this meeting. Marilyn has secured Sgt. DeHan from the Sherriff’s Department as a speaker addressing Neighborhood Watch.

• 2016 audit is planned for the first half of January 2017

Next Meeting was scheduled for October 14, 2016 at 7:00. Meeting was adjourned at 9:00 p.m. Respectfully submitted Gerda McNally, SPHA Secretary.


of 2

SPHA Board Meeting Minutes October 14, 2016 – approved Nov. 11, 2016

Meeting was called to order at 7:00 p.m.

Members present: Marilyn Rottle, Carol Devine, Gerda McNally and Joseph Feil

Absent: Pat Schell - excusedQuorum was established.

Since there is no President, Joe Feil chaired this meeting.

Secretary’s Report

September 9, 2016 Board Meeting Minutes were approved as amended and will be posted on the

website.


o 3 Liens in place Lot # 058: placed in 2015 owe 2015 – 2016 (foreclosure) Lot # 078: placed in 2012 owe 2012 – 2016 (Board has sent 2 certified

letters to the two different addresses – no response) Lot # 100: placed in 2015 owe 2014 – 2016

o Copy of Budget / Actuals given to secretary

o Budget / Actuals will be posted on the website

OLD BUSINESS


Lot # 011: 5531 Clearfield (John Sladek) update –o Joe Feil reviewed the site. The SPHA Lawyer will be contacting Mr. Sladek.

Lot # 012: 5505 Clearfield (Bruce Cardwell) – greenbelt violation– wall, trees and shedo Letter was sent. No reply. An email was sent to Bruce. He is working on issue. SPHA

asked for a deadline date. No response. New letter will be sent with request to respondwithin 2 weeks.

Lot # 018: 5432 Clearfield (Bob Hahn) – greenbelt violationo Letter in process –

New issue – building wall on property – board will contact Eric Hansen (ACC)

Lot # 021: 5506 Clearfield - rental - Swing set in greenbelt – updateo Letter sent. No reply. An email sent. SPHA asked for a deadline date. No response.

Lot # 072: 4039 MacAdam (Palen)o Trailer parked on greenbelt – letter will be drafted and sent.


of 2


Lot # 073: 4044 MacAdam – need permits – Need to contact Erik Hansen (ACC) regardingprogress.

Lot # 121: 5034 Viewridge – retaining wall rebuilt - email was sent to owner. No response.

Will contact Erik Hansen (ACC)

Fence along trail:

Marilyn and Carol have done a walk through to assess the condition of the old fence. Marilyn is incontact with Mr. Hibden from Thurston County. Will coordinate a meeting with him on site todiscuss options regarding County’s help to replace the fence.


Other:

Joe and Carol attended a workshop for HOAs. Good information and ideas were shared. Current Lawyer situation - Working with current lawyer until all cases are completed. Board is still

looking for new lawyer. Need Property Lawyer. Recommendations are welcome. By Law revisions – Joe will get missing signature from Pat. Update on Thurston County Emergency Awareness program – Pat attended the meeting in

September. Will keep on the agenda and discuss at next meeting. ACC information – SPHA should have list of modifications that don’t need approval. Like

replacing a deck. Will follow up with Erik Hansen. Utilize email communication – Joe and Gerda working on this Website fee might go up. Joe will get more information on possible discount. Still need more homeowners to become involved in SPHA Board. Ideas were discussed.

NEW BUSINESS

Greenbelt tree behind Lot #083 – Homeowner contacted SPHA regarding dangerous tree ingreenbelt. Board will get bids from Sunset and Jim Walker. – Joe will follow up.

Annual SPHA meeting will be January 28, 2017 at 10:00 a.m. at Grace Community Church onWiggins/Yelm Hwy. Board is working on Agenda list.

2016 audit is planned for the first half of January 2017

Next Meeting was scheduled for November 11, 2016 at 7:00.


Respectuflly submittedGerda McNally, SPHA Secretary


of 2

SPHA Board Meeting Minutes November 11, 2016 – approved December 9, 2016


Members present: Marilyn Rottle, Carol Devine, Pat Schell, Gerda McNally and Joseph Feil

Guest: Fran FeilQuorum was established.

Since there is no President, the chair for this meeting was Joseph Feil


October 14, 2016 Board Meeting Minutes were approved and will be posted on the website.


o 3 Liens in place Lot # 058: placed in 2015 owe 2015 – 2016 (foreclosure) Lot # 078: placed in 2012 owe 2012 – 2016

(2 certified letters to the two different addresses sent, no response) Lot # 100: placed in 2015 owe 2014 – 2016

o Bank Account: Innovative Checking Account: $ 2,451.65

Front Sign Account: $ 363.30

Contingency Savings Account: $ 5,079.93o Budget / Actuals will be posted on the website

OLD BUSINESS


Lot # 011: 5531 Clearfield (John Sladek)o Mr. Sladek contacted SPHA’s lawyer. He states he is not encroaching on greenbelt.

Lawyer will follow up.

Lot # 012: 5505 Clearfield (Bruce Cardwell) – greenbelt violation– wall, trees and shedo Homeowner has health issues. Board will work with Mr. Cardwell regarding a timeline.

Lot # 018: 5432 Clearfield (Bob Hahn) – greenbelt violationo Letter still in processo Board will contact ACC

Lot # 021: 5506 Clearfield - resolved. Swing set has been moved out of greenbelt.

Lot # 072: 4039 MacAdam (Palen)o Trailer parked on greenbelt – letter will be sent.


of 2


Lot # 073: 4044 MacAdam – resolved - permits have been received

Lot # 121: 5034 Viewridge – retaining wall has been replaced without permission from SPHA.Letter will be sent to owner. Erik Hansen (ACC) will also be contacted.

Fence along trail:

Update from Marilyn: No progress has been made with county. Joe will follow up on cost for survey.


Other:

Greenbelt tree behind Lot #083 – Homeowner contacted SPHA regarding dangerous tree ingreenbelt. Still getting bids.

Current Lawyer situation - Working with current lawyer until all cases are completed. Board is stilllooking for new lawyer. Recommendations are welcome.

By Law revisions – Joe submitted the revisions for Current SPHA Board signatures. Revisionshave been signed by all board members. Will be posted on website.

Update on Thurston County Emergency Awareness program – Pat Schell attended a meetingwith good information. This will be an item on the agenda for the Annual Meeting in January.Brochures will be available at that meeting.

ACC information – Board is working on a list of modifications that don’t need approval, likereplacing a deck. Waiting to hear back from Erik Hansen (ACC).

Utilize email communication – Joe and Gerda are working on a list with current email contactinformation.

NEW BUSINESS

Budget for 2017 was discussed. Speaker for HOA annual meeting will be Sgt. DeHan. Marilyn will confirm. Annual SPHA meeting in January 2017: Meeting agenda was discussed. The City of Olympia has annexed SPHA greenbelt next to Smith Lake. Carol will contact City

regarding when this happened, if there was information sent to SPHA, and how it impacts SPHA. Next term board member issues were discussed. Marilyn will not continue after her term is

completed. Joe Feil would like to step down as well.

Next Meeting was scheduled for December 9, 2016 at 7:00.


Respectfully submittedGerda McNally, SPHA Secretary


of 2

SPHA Board Meeting Minutes December 9, 2016 – Approved January 8, 2017


Members present: Marilyn Rottle, Carol Devine, Pat Schell, Gerda McNally and Joseph Feil


Since there is no President, the chair for this meeting was Joseph Feil


November 11, 2016 Board Meeting Minutes were approved.


o 3 Liens in place Lot # 058: placed in 2015 owe 2015 – 2016 (foreclosure) Lot # 078: placed in 2012 owe 2012 – 2016

(2 certified letters to the two different addresses sent, no response) Lot # 100: placed in 2015 owe 2014 – 2016 – property record shows Quit

Claim to new owner.

o Bank Account: (as of December 5, 2016 ) Innovative Checking Account: $ 1,938.94

Front Sign Account: $ 363.31 Contingency Savings Account: $ 5,080.06

o 2016 Budget / Actuals will be posted on the website

OLD BUSINESS


Lot # 011: 5531 Clearfield (John Sladek) update –o Mr. Sladek contacted SPHA’s lawyer. Mr. Sladek states he is not encroaching on

greenbelt. Lawyer will send letter.

Lot # 012: 5505 Clearfield (Bruce Cardwell) – greenbelt violation – wall, trees and shedo Mr. Cardwell requested to have the deadline extended because of health issues. Board

agreed to extend. Joe will contact Mr. Cardwell and let him know.

Lot # 018: 5432 Clearfield (Bob Hahn) – greenbelt violation and wall – Joe will talk to Mr. Hahn.

Lot # 072: 4039 MacAdam (Palen)o Trailer parked on greenbelt – letter will be sent week following this meeting.


of 2


Lot # 121: 5034 Viewridge – SPHA has sent letter to the owner of Lot # 121 documenting whathas occurred. No response from owner. Owner of lot # 122 will receive letter for their information.

Greenbelt trees behind Lot #097 – Trees are taking over back yard. Will have greenbelt treesevaluated at same time as getting bids on # 83.

Greenbelt tree behind Lot #083 – Homeowner contacted SPHA regarding dangerous tree ingreenbelt. No response so far from 2 tree services that were contacted. Joe will follow up.

Current Lawyer situation - Working with current lawyer until all cases are completed. Board is stilllooking for new lawyer. Recommendations are welcome.

By Law revisions are completed and are posted on the website. Utilize email communication – Contact list is being processed. 2017 assessment statements ($99) – Joe is working on getting assessments out the week after

Christmas. Review Annual January 28, 2017 SPHA meeting Agenda item list. Speaker for HOA annual meeting will be a representative from Thurston County Sheriff’s

Department.

Fence along trail:

Update from Marilyn: still no response from County. Update from Carol: (walk thru) ongoing. Board checked into estimated cost for construction of fence along trail:

o Survey Cost - Approximately $1,000o Materials – Approximately $ 8,400o Labor – Approximately $ 9,300o Taxes – Approximately $ 1,575

Website: www.shanapark.com (per RCW’s and WAC’s need 7 years of minutes and other info).(Joe is looking for info and updating)

NEW BUSINESS

New SPHA map is on website Nutria – Smith Lake update. Several homeowners met with a representative from Washington

Department of Wildlife at the site. Information will be available at the annual meeting. Thurston County Septic update. Several Board members attended County meeting on proposed

fees/tax for all Thurston County Septic System owners. Board can be contacted for moreinformation.

Large branch from greenbelt tree fell on fence between lot 130 and 131. Board will contact bothhomeowners to talk about how this can be resolved.

Revised Proposed 2017 Budget Newsletter will be drafted and sent out before annual meeting. Paid position for treasurer – requirements were discussed. Date for 2016 Audit will be 3rd week of January 2017. Special Assessment to cover 2017 budget shortfall was discussed.

Next Meeting was scheduled for January 13, 2017 at 7:00 p.m.


Respectfully submittedGerda McNally, SPHA Secretary


spha board meeting minutes january 8, 2016 at 5135...

Documents