Stonegate Annual Meeting

February 18th, 2010

6:30 PM
Caldwell Senior Center

1. Opening
a. 6:50pm – Roll Call
i. Board members present: Brent Orton, Jim Porter, Amanda Gigray, Karla Baker
ii. Homeowners present: Adam and Brittany Brown, Brad and Joanna Bartrop, and
JD Hendrick (later Van Lybyer)
2. Introductions
a. Mr. Porter handed out sigh in sheet and agenda
b. Power point slides
c. Mr. Porter thanked Ms. Scott and Ms. Nightingale for their service during the last year.
3. Financial Report
a. A total of $3813.42 is still past due
b. Mr. Orton mentioned that the past due is less that when MGM handed management
back.
c. 4 members started a payment plan, 3 have kept with it
d. It was explained that the Board wanted to get things going and they were willing to
forgive back interest, not many members took advantage of this offer, now this offer is
no longer available.
e. A question was asked of why MGM was still listed on the budget; Mr. Orton explained
that we still had a contract with them in 2009.
f. It was said that the budget has higher amounts for community events to try and bring
back a sense of community to the subdivision.
g. J-Dub’s contract was renewed with no changes from last year, he also agreed to winter
pickups
h. There is $800 budgeted on the retention basin. A discussion of the work done to resolve
the retention pond continued. Mr. Orton explained that we cannot change the volume of
the pond by removing materials. The pond sits next to a canal and the elevation of the
ground water is above the surface of our pond. The next option we plan to pursue is a
bentonite liner in the canal to reduce inflow, and later on the possibility of piping the
canal, as the bentonite liner will not be a permanent solution.
i. Concern over mosquitoes and the potential health effects were brought up. It was
suggested to make sure and call the County Mosquito Abatement program if they get
bad.
j. There was money used last year for bark replacement in the front. The work was done
by subdivision member volunteers and dead trees were removed.
k. There is $750 budgeted for new trees and landscaping plants to replace ones that have
died.
4. Current Business
a. The Board asked members how rigid the Association wanted to be on CCNR violations
and past dues. Some violations have gone on for years. The Board desires input from the
members as to how strict we want to be.
b. It was commented that people know that HOA dues have to be paid when they
purchased the home. It is unfair that some of us pay and others don’t. There are several
home with 3 or more years past due.
c. It was asked how many homes in the subdivision are currently in foreclosure. There is 1
in foreclosure and we did not have a lien on the property prior.

Stonegate HOA Meeting Notes 1 of 1

 d. It was asked if the past due members are homeowners or renters. Most of the past due
members are homeowners. There may be one that is a rental that may have a lien.
e. It was asked what if the amount past due is over $500. Do the members want the board
to consider garnishing wages?
f. Some people were afraid when they got behind, but the Board has tried to work with
members that have responded
g. There are currently 3 properties with liens
h. Ideas were discussed about the idea of neighborhood good will and dues incentives. The
Board asked members present for comments. The Board would like to send senior
graduates a gift card again this year.
i. Ms. Nightingale and Ms. Scott were sent a gift card for thanks of their service.
j. It was discussed the idea of offering free sprinkler blowouts for members whose
payments are on time. There was 1 member in favor, and no other comments.
k. Our bylaws state that we have to have a quorum to vote. There are not enough members
present to vote.
l. The Board asked for nominations to fill the empty Board position.
m. The Board also asked for input on changing the Annual Meeting date to March, and to
change the due date of the assessments. These items require a vote.
n. Mr., Porter noted that the lack of participation at this meeting meant we could not vote
so the budget cannot be approved.
o. Motion: Mr. Porter motioned that these issues of the change of the Annual Meeting date,
the change of the assessment dues dates, and the approval of the budget can not be
approved due to the lack of a quorum. Mr. Orton seconded the motion with the
amendment to the motion that all members present vote and be recorded. Vote: All
members present raised their hands: Mr. Orton, Mr. Porter, Ms. Gigray, Ms. Baker, Mr.
and Ms. Brown, Mr. and Ms. Bartrop, and Mr. Hendrick.
p. Mr. Bartrop and Mr. Hendrick agreed with the idea of changing the assessment due
dates.
q. Mr. Hendrick noted that with the quorum rules, the next meeting would require half the
number of members to have a quorum. The Board could re-notice and try again. Mr.
Hendrick felt that that would be appropriate.
r. The Bartops did not see what else would motivate more members to come.
s. The suggestion of a mail vote was raised.
t. Motion: Mr. Porter motioned to have the items listed and mailed to members with
voting rights. Mr. Orton seconded. Vote: All members present approved.
u. The Board asked if anyone was interested in joining a committee.
v. Ms. Barbosa stated that the HOA web site was not current.
w. The notice delivered stating the location change did not include the time; this caused
confusion for members.
x. The Board asked what time frame would work best for a subdivision yard sale. It was
suggested that we have one at the beginning of the summer and one at the end. It was
agreed that the first subdivision yard sale would be on the weekend of June 2nd.
y. The Board asked if April 17th worked for the annual cleanup date. It was agreed that the
annual cleanup date would be April 17th.
z. If anyone has see green handled loppers that went missing from the last annual
cleanup day, please contact any of the Board members.
aa. National Night Out is an event coming up. Mr. Hendrick suggested we invite the Fire
Fighters
bb. The idea of a subdivision barbeque was brought up. It was suggested in September, but
that may interfere with hunters. It was also suggested in May.
cc. It was stated that some members have had mail stolen

Stonegate HOA Meeting Notes 2 of 2

 dd.
It was also stated that holiday decorations were destroyed
ee.
It was also stated that a suspicious person was seen in the neighborhood.
ff.
There was a recent break in.
gg.
These are all good reasons to start a Neighborhood Watch
hh.
Questions were asked of the time and responsibility to be a Board member or a
Committee member.
ii. Ms. Bartrop said she me be able to help with National Night Out
jj. Two nominations were made for Ms. Brown and Ms. Bartop for the open Board
position.
kk. Mr. Hendrick made the suggestion for placing signage for events at the entrance of the
subdivision.
5. Close
a. Mr. Porter thanked those who attended for coming.
b. The Board will prepare and mail ballots
c. 8:18 P.M. – Motion: Mr. Porter motioned to adjourn the meeting. Second: Mr. Orton.
Vote: Unanimously approved.

Stonegate HOA Meeting Notes 3 of 3

 Board of Directors & Officers: Personnel
Update
 2010 Budget
 Northeast Stormwater Pond Update
 Election of New Board Member and Items for
Vote
 Committees and how to get involved
 Suggestions for Events
 Planned/Scheduled events
 Summary & Discussion
 Questions & Conclusion
 Board of Directors and Officer Assignments
 Jim Porter: Board Member – President
 Brent Orton: Board Member – Vice President
 Amanda Gigray: Board Member – Treasurer
 Karla Baker: Board Member – Secretary
 Tanya Orton: Assistant Treasurer
 Special Thanks to past board members serving
in 2009
 Alicia Brown: Past Board Member - Committees
 Jennifer Scott: Past Board Member – Committees
Income: Budget ’09 Actual ’09 Budget ‘10
Dues + Interest $9000 $6,644.32 $9,000

 2009 Remaining Past Dues: $3,229.42

 Interest is being charged on these accounts.
 To avoid enforcement such as certified mailings, liens
on your home, and further litigation:
Please set up a payment plan!
We want to work with you and your family budget!
Expense: Budget ’09 Actual ’09 Budget ‘10
Administrative $1,383 $1,549.68 $2,119

 Postage: We purchased extra to be used in 2010

 Printing/Office: We purchased Quick Books for
managing accounts
 Tax Preparation was done for free
 Community Events: $42 = advertising cost for
Subdivision Yard Sale. We would like to do more
community events in 2010
Expense: Budget ’09 Actual ’09 Budget ‘10
Contracts: $ 5,700 $ 5,475 $ 4,575

 We cancelled our contract with MGM in March.

This will save our HOA $5,400 annually!
 We are renewing contract with JayDub’s
Lawnmowing
 They are providing great year round maintenance at a
great price.
 Thanks for the great job at mowing, fertilizing, sprinkler
maintenance, and landscape maintenance!
Expense: Budget ’09 Actual ’09 Budget ‘10
Common Area: $ 800 $ 434.96 $ 2,575

 Landscape Upgrade:
 2009: New Bark added and dead trees/plants removed –
Thanks to all who helped!
 2010 plans: We are adding several trees and plants
 Spring Clean Up Day scheduled for Saturday April 17th.
 Please come help out and enjoy the potluck!
 Sprinkler Repair: Need to add filters to leaking valves
 Common Area Repair: See next slide
Expense: Budget ’09 Actual ’09 Budget ‘10
Enforcement: $- $ 60.56 $ 1,500

 Thanks to all home owners who are making payments and paying
your dues! We are slowly recovering past dues.

 No need for enforcement if families work with the Board. We are

willing to work with you and your family budget!
 It is your responsibility to contact the board!
 Email: stonegatesubdivisionhoa@gmail.com
 Mail: P.O.Box 1516, Caldwell, ID 83606

 If dues are not paid and no payment arrangements made:

1st : 12% Interest is charged on Past Due amounts
2nd: Certified Mailing is sent
3rd : Lein placed on home for the amount outstanding
4th: Further litigation as needed
Expense: Budget ’09 Actual ’09 Budget ‘10
Miscellaneous: $ - $ 86.05 $ 350

 Neighborhood Good Will:

 Honor Graduates: In 2009 the board started a new
tradition to honor High School Graduates in our
subdivision by sending them a gift card
 Last year we honored Mason Menieur
 Who are our 2010 Graduates?
 Thank you to Past Board Members:
 Gift Cards were sent to Alicia Brown and Jennifer Scott for
their great service.
 Dues Incentives:
 If you pay your bill tonight in full you get a 5% discount!
 Nominate Members for Board of Directors

 Voting on Three Issues:

 Elect 1 new Board Member
 Change Annual Meeting Date for 2011
 Propose to move Annual Meeting to March
 Change Assessment Due Dates:
 Propose new assessment due dates of
March 30th and September 30th
 Neighborhood Watch Committee
 Parks Committee
 Newsletter Committee
 Activities Committee

 Please sign-up!
 Events HOA Membership would like to see.
 April 17th: Annual Cleanup Day & Potluck
 Yard Sale
 Subdivision Potluck
 Board of Directors & Officers: Personnel
Update
 Northeast Stormwater Pond Update
 Committees and how to get involved
 Suggestions for Events
 Planned/scheduled events
 Summary & Discussion
 Questions & Conclusion
 Stonegate Homeowners Association
Proposed 2010 BUDGET
February 18th, 2010

Ordinary Income/Expenses Budget 2009 2009 Actual Budget 2010

INCOME
Annual Dues (75 homes x $120) = $9,000 $ 9,000.00 $ 6,644.32 $ 9,000.00
Incidental income (transfer fees, Interest) (included in above) $ -
2009 Past Due Accounts ($3,229.42) $ 3,229.42
Total Income $ 9,000.00 $ 6,644.32 $ 12,229.42

EXPENSES $ -
6200 - Administrative
6210 - Annual Meeting $ 30.00 $ 25.00 $ 40.00
6220 - Insurance $ 1,040.00 $ 1,032.77 $ 1,050.00
6230 - Bank Fees $ 15.00 $ - $ 15.00
6240 - Postage $ 126.00 $ 198.80 $ 200.00
6245 - Post Office Box rental $ 42.00 $ 44.00 $ 44.00
6250 - Printing and Office Supplies $ 50.00 $ 207.11 $ 100.00
6260 - Tax Preparation $ - $ - $ -
6270 - Community Events $ 50.00 $ 42.00 $ 750.00
6280 - State Tax $ 30.00 $ - $ 30.00
Total 6200 - Administrative $ 1,383.00 $ 1,549.68 $ 2,229.00
6300 - Contract
6310 - Landscape Contract $ 4,800.00 $ 4,575.00 $ 4,575.00
6380 - MGM Management $ 900.00 $ 900.00 $ -
Total 6300 - Contract $ 5,700.00 $ 5,475.00 $ 4,575.00
6400 - Common Area
6410 - Power $ 200.00 $ 214.81 $ 225.00
6420 - Common Area Repair $ 200.00 $ 9.19 $ 1,500.00 *
6430 - Sprinkler Repair $ 100.00 $ - $ 100.00
6440 - Landscape Upgrade $ 300.00 $ 211.96 $ 750.00
Total 6400 - Common Area $ 800.00 $ 435.96 $ 2,575.00
6500 - Irrigation
6530 - Irrigation Water Assessment $ 350.00 $ 307.67 $ 330.00
Total 6500 - Irrigation $ 350.00 $ 307.67 $ 350.00
6600 - Enforcement
6620 - CCR Enforcement/Attorney $ - $ - $ 350.00
6630 - Collection Enforcement/Small Claims $ - $ - $ 350.00
6640 - Certified Mailing $ 42.56 $ 100.00
6650 - Leins $ - $ 18.00 $ 50.00
Total 6600 - Enforcement $ - $ 60.56 $ 850.00
6700 - Miscellaneous
6720 - Neighborhood Good Will $ - $ 86.05 $ 150.00
6730 - Dues Incentives $ - $ - $ 350.00
Total 6700 - Miscellaneous $ - $ 86.05 $ 500.00

6999 - Uncategorized Expense $ - $ - $ -

$ - $ - $ -

TOTAL EXPENSES 8,233.00 7,914.92 11,079.00

Net Ordinary Income 767.00 -1,270.60 1,150.42
Fund Balance $ 17,341.98