We are required, according to our by-laws, to have at least one neighborhood meeting each year. This meeting is usually held in January. More information about the Frisco Ridge Homeowners Association (HOA) as well as the purpose of these meetings is here.
2024 HOA Annual Member Meeting
(Draft of Minutes, approved by Board)
Covering Calendar Year 2023
FR Annual HOA Member Meeting Minutes
Jan 25th 2024
The meeting was called to order at 6:30pm by Suzie Broyles. Zoom link was shared online and a roster of participants, both in person and virtual , is listed below. The slides presented will be made available online after the meeting.
▪ Question –if the board HOA was in fact increasing dues
Secretary's Report – Suzie Broyles
Treasurers Report/Budget – Jonathon Leidy INTERNAL
▪ Question – When is the board required to post the treasurers report?
▪ Question - If there were so many issues with White management why did we keep them for so long?
▪ Comment – Why are we limited on time for these meetings? Why didn’t we get the police station again?
▪ Comment – Jesse P. commented that HOA Board meetings are open to anyone who wants to attend.
▪ Question – do we have 100% participation in dues?I NTERNAL
▪ Question - were there any unaccounted funds at White management?
• Comment - I have mailed my check in already has it been cashed? And do I need to cancel that check?
- Introducing the Committee Chairs – Suzie Broyles
Park, Landscaping & Commons Report – Jonathan Leidy
INTERNAL
▪ Question – regarding signs and repairing sidewalks and streets. Can the city do this?
Welcome Committee – Jonathan Leidy
Jonathan Provided update for the Welcoming Committee
• Questions/Comments
Safety & Compliance – Jonathan Leidy/Suzie Broyles
None
Event Planning Committee – Emily Leidy
▪ Questions/Comments
• Comment – Suzie – Events team does a great job, and we should thank them for their good work. (applause)
• Question –for Emily– will there be 2 yard sales this year?
Communications Committee – Suzie Broyles
Suzie provided an update for the Communications Committee
• Website and Facebook Page
• Newsletters and Contacts
• Trying to go digital (where possible)
▪ Questions/Comments
• Comment – Shouldn’t we stop mailing stuff out when it costs so much?
New Business – Suzie Broyles
Miscellaneous Information/Did you know (Slide) – Jonathan Leidy
• Neighborhood Updates
• Covenants -
• Pending Projects
• Nominations for New Board Members
• Question – I suggest we hold off on spending until new board
Closing -
Attendees Present: See board sign in sheet.
Attendees Present on ZOOM: See board sign in sheet.
Jan 25th 2024
The meeting was called to order at 6:30pm by Suzie Broyles. Zoom link was shared online and a roster of participants, both in person and virtual , is listed below. The slides presented will be made available online after the meeting.
- Introduction to the HOA Board – Suzie Broyles
- Introduction to the Board members, 3 of the members are present at the meeting; Suzie, Jesse, and Jonathan
- Changed to HOA Services of Oklahoma for management of Admin/Financials/Billing/Consultation/Lists & Website maintenance
- Suzie provided some additional rationale to why this has been a priority.
- Increase due to $345 due to increased monthly costs in utilities, maintenance and investment for future projects.
▪ Question –if the board HOA was in fact increasing dues
- Suzie– – Answered - yes, board approval has been given to increase dues▪ Question –--What about more homes in the neighborhood, shouldn’t there be enough money? Also, why didn’t you bring this before the neighborhood to get a full vote
- Susie answered again and stipulated that we do not need to take it before the full neighborhood for a vote.
- Jonathon answered – we will cover more information on dues increase in change in HOA services later in the presentation.
- Be a good neighbor. Don’t just complain do something about it. Kindness is contagious.
Secretary's Report – Suzie Broyles
- The HOA board met February, March, April, May, July, August, September, November and December in 2023 and January in 2024.
- Minutes for those meetings are now available on the website.
Treasurers Report/Budget – Jonathon Leidy INTERNAL
- Our community ended 2023 with $4,787.79 in our bank account and $25,083 in our savings account. Our previous management company has not provided the December/Final reports.
- Total estimated expenses for 2023 $105,035.34. A majority of our expenses were spent in our Park, Landscaping, and Commons, totaling about $83,000.
- Utility expenses were about $11,500. Both of these areas saw an increase year over year with the addition of the pergola ($52,500), Bike Rack/Picnic Tables ($5,445.35) at the park and the fountain now running ($2,500).
- We had many added expenses that we had not planned for including insurance additions and ongoing pond maintenance. We have seen a year over year increase of 10-20% for services, including weed spraying and insurance. Our board will be sitting down to discuss potential changes and putting services out to bid for 2024.
▪ Question – When is the board required to post the treasurers report?
- Jonathan answered that it is supposed to be posted online, but due to White management not sending the latest information it has not been posted
▪ Question - If there were so many issues with White management why did we keep them for so long?
- Jonathon answered that WM was under contract for 12 months, and the fees had already been paid. It is a 90-day exit procedure, so this Board has made it a priority to move to a new Management Company.
- Jonathan answered it is on the meeting which are posted online.
- Comment –– it’s hard to understand dues increase without visibility tocosts
▪ Comment – Why are we limited on time for these meetings? Why didn’t we get the police station again?
▪ Comment – Jesse P. commented that HOA Board meetings are open to anyone who wants to attend.
▪ Question – do we have 100% participation in dues?I NTERNAL
- Jonathan – no but HOA services will help to track this and ensure dues are caught up or fees are paid
- Jonathan answered - HOA services will provide a receipt.
▪ Question - were there any unaccounted funds at White management?
• Comment - I have mailed my check in already has it been cashed? And do I need to cancel that check?
- Jonathan answered there will be an audit of the financials once the WM files have been provided.
- Also, a grace period for dues will be given for this year, with the change from WM to HOA services.
- Suzie – we will not require dues to be paid until March 1st, 2024.
- Jonathan suggested reaching out to White management or canceling the check for those who have paid WM already for HOA dues in 2024
- Jonathan answered yes.
- Susie answered – $430 a month.
- Introducing the Committee Chairs – Suzie Broyles
- Communications, Welcome, Park, Landscaping & Commons, Safety & Compliance, Event Planning
Park, Landscaping & Commons Report – Jonathan Leidy
- Report Provided by Jonathan in Kelly’s absence.
- Parks and Landscape is looking for volunteers as one of our biggest contributors has moved out of the neighborhood.
- Sidewalks curbs and streets
INTERNAL
▪ Question – regarding signs and repairing sidewalks and streets. Can the city do this?
- Jonathan Answered that this will need to be addressed by the new board if they want to discuss with the city.
- Jonathan – no, the HOA board members do not have additional insurance of this nature
Welcome Committee – Jonathan Leidy
Jonathan Provided update for the Welcoming Committee
• Questions/Comments
- None
Safety & Compliance – Jonathan Leidy/Suzie Broyles
- Jonathan and Suzie provided update for the Safety and Compliance Committee
- Compliance Reporting Form - Google form link will be added to the website for compliance reporting and tracking by the HOA board.
- Move in-out checks - The Safety and Compliance committee performs compliance checks for homes closing to sell in the neighborhood, ensuring new owners move into a compliant home.
- Chair position is OPEN - Please volunteer for this committee if you’d like to help the board keep our neighborhood safe and visually desirable.
None
Event Planning Committee – Emily Leidy
- Emily Leidy provided an update for the Events Planning Committee
- Updates from past projects and upcoming activities
▪ Questions/Comments
• Comment – Suzie – Events team does a great job, and we should thank them for their good work. (applause)
• Question –for Emily– will there be 2 yard sales this year?
- Emily answered yes, we plan to have 2 yard sales this year
- Suzie or Jonathan? Answered – We’re almost done with the presentation.
Communications Committee – Suzie Broyles
Suzie provided an update for the Communications Committee
• Website and Facebook Page
- Website and FB are easiest and most up to date place for info
- Meeting minutes, Covenants, major changes, contact info for Board
- We need your pictures for the Website and FB Page
- HOA Services of OK updates
- Website and contacts
• Newsletters and Contacts
- 2 Newsletters sent in 2023
- Need updated contact info
• Trying to go digital (where possible)
▪ Questions/Comments
• Comment – Shouldn’t we stop mailing stuff out when it costs so much?
- Suzie – yes, we are trying to capture everyone’s contact info so we can send updates digitally.
- HOA doesn’t own land under the sign on the east side of Vandament Ave. HOA does not own land under our Hwy 66 sign.
- Vandament Ave entrance signs: all solar
- Developer has offered to transfer areas to the HOA that would include the South Pond and the property our signs are on. Nothing added at the North Rt.66 entrance.
- Greenbelt behind Side Track: Could be a nice walking area, but also increased maintenance and safety liability for HOA.
- $15,000 estimate to install electricity to one and bring it to the other side of the street.
New Business – Suzie Broyles
- New HOA management company; we changed to HOA Services of Oklahoma
- Dues increase by 15% to $345 annually to compensate for increases in maintenance of public areas and utilities
- Working on acquisitions of land where signage is located as well as the greenbelt, and currently HOA maintained areas with the neighborhood signs.
Miscellaneous Information/Did you know (Slide) – Jonathan Leidy
• Neighborhood Updates
- Sewer Line Construction
- January 2024 - ?
- Tree line underbrush clearing
- October 2023 - ?
- Streets, Sidewalks, and Curbs
- City, Ours, City
• Covenants -
- A survey is being developed to poll homeowners as to what changes are desired and potential wording of amendments.
- Path to consider, in order to change covenants
- Small volunteer group to review and solicit feedback from neighbors
- Present those changes to the Board and/or Neighborhood
- Changes adopted with a full vote
- Items in the covenants being considered for amendment: Sheds, Pools, Fences, Solar Panels (Board Approval Process), clarification of obtuse or acute regulations.
- Reminder: 80% vote participation is required to amend covenants
- Living Fence
- Pergola / Park Coverings
- Bike Rack
- Fountain (regular maintenance being conducted)
• Pending Projects
- New Park Sign
- Basketball and Pickle Ball striping at court
- Replace street signs
• Nominations for New Board Members
- Dan nominated the 2023 board to stay if they wanted to serve again in 2024.
- Jonathan asked each of the members present and Suzie, Jonathan, Jesse, and Robert agreed to serve again in 2024.
- Nomination for new board member: Ken Silk – 2000 Hobo St., was nominated and approved
• Question – I suggest we hold off on spending until new board
- Jonathon answered there is nothing on the horizon, other than typical maintenance cost
Closing -
- Suzie motioned we adjourn
- Motion was seconded by Jonathan (and many others)
- Meeting adjourned - 8:02PM
Attendees Present: See board sign in sheet.
Attendees Present on ZOOM: See board sign in sheet.
2023 HOA Annual Member Meeting
Covering Calendar Year 2022
These minutes were approved at the March 2023 HOA Board Meeting. The motion was made by Suzie Broyles, and Jesse Puckett seconded the motion. They are subject to final approval at the next HOA Annual Meeting in Jan 2024, but there was not a vote on the minutes at the meeting in 2024.
Frisco Ridge HOA Meeting
Jan 26, 2023
Frisco Ridge HOA Meeting Minutes
January 26, 2023
Submitted by Lori Philo-Cook
This meeting was called to order at 6:05 p.m. by HOA President Jarrod Pierce. Board members present were Vice President Jesse Puckett and Treasurer Angela Freeman.
This meeting was virtual, and the Zoom part was moderated by Jessie Puckett who explained the chat feature so that members present could comment and ask questions.
Welcome and Introductions
Jarrod introduced the other two 2022 Board members: Jesse and Angela. He noted that the three of them were the consistent members throughout the year. Both the Secretary and the Member-at-Large eventually resigned. (Because of the vacancies, Lori Philo-Cook volunteered to take minutes.) Jarrod explained that they made it through the year—hit and miss. He talked about the five Committee Chairs being the real power in the HOA and that the HOA had great committees in 2022. Jarrod introduced each Committee Chairperson: Sam Bass (Safety & Compliance), Kelly Zachgo (PL&C), Pam Fox (Welcome Committee), Emily Leidy (Event Planning), Lori Philo-Cook (Communications). He also acknowledged that past members really helped the Board at different times of the year.
HOA Board Reports:
President’s Report: A Review of 2022 (Jarrod)
Jarrod provided a verbal report. He said that he sat down with White Management mid-year. They provide administrative services, and they helped with some compliance issues this year. He set out Board expectations.
He went on to state that we have 258 homes at Frisco Ridge, and homeowners have all votes now (with neighborhood complete, there are no votes held by developer and builders). Jarrod said there have been questions about our Covenants; he reported that it takes an affirmative vote of 80% of homeowners to make changes in our Covenants.
Jarrod reported that the Board has had communications with the developer re: the land where are subdivision signs are, electricity, the green belt between Frisco Road and Side Track, erosion issues, etc.
Other 2022 projects: Kelly and her group finished the multi-year living fence project. The stop sign was fixed, which had been a frustration. The fountain was repaired, which has been a big issue for a while. There are also some pending projects at the park including the replacement of the park sign and striping at the basketball court. And there are several ideas for the future. New street signs throughout the community. The potential for a second fountain. A pergola or picnic pavilion, a possible walking trail. Jarrod and Angela followed up with the developer about erosion issues and the developer came out and did some work.
Jesse added that our committees do so much work for the HOAe. And he gave a shout-out to Kelly Zachgo for her leadership on the Park, Landscaping & Commons Committee, stating that she does a lot.
Secretary Report (Jarrod and Lori):
Jarrod went on to report that in the absence of an HOA Secretary, minutes were not published. He went back and reviewed notes and compiled some informal minutes. These minutes will be posted on the website.
2021 HOA Meeting Minutes: Lori Philo-Cook explained that the minutes were drafted after the last HOA Annual Meeting and approved by the HOA Board. They have been on the website since then and approval is needed by the HOA. Jesse made a motion to approve the minutes and the motion was seconded by Dan Hocum. There was no dissent so the minutes were considered approved.
Treasurer’s Report:
Angela reported that the Treasurer’s Report has been posted to the website. She reviewed her written report at the meeting. The HOA started the year with $22,454 in checking and $25,015 in our reserved savings ($6,000 of this money was reserved by a previous Board with the plan to keep adding to this fund each year). In 2022, we brought in $75,939 through Annual Dues, and our expenses totaled $61,762.
She reviewed a pie chart (we couldn’t display it on Zoom) that shows expenditures by category, with the largest expense category (59%) from the PL&C Committee. This is due to the large commons area we have at Frisco Ridge. It includes mowing, trimming, irrigation repair, plants, trees, park maintenance, etc. Despite some unexpected expenses, she reported that the committee came in under budget. The second largest category is Operational Expenses (about 22%) and includes utilities such as water, streetlights, property taxes, insurance, etc. HOA management is third at 7.3%. Events was 6.6%. Communications was 4%, Safety & Compliance was .7 % and the Welcome Committee was .3%. Welcome Committee expenses are down significantly since we are no longer building new homes so there are fewer new homeowners.
The HOA ended the year with $39,591 in checking and $25,042 in savings. The full Treasurer’s Report can be seen on the website.
Angela noted that HOA dues have not increased since the HOA’s inception in 2005. The Board had considered increasing the dues from $300/yr to $350/yr but based on the year-end checking balance, opted not to. There are some large projects on the HOA Board wish list, but many would take more than one year to pay for. The new Board will have to make decisions on which to pursue.
There was a question about moving funds from checking to savings after year-end as no additional funds were moved in 2022. Lori Philo-Cook explained that the 2021 Board did move extra funds to the savings account, with the idea that the Board should try to live on its annual income, and consciously move savings funds to checking to cover unexpected expenses and to help fund larger projects that cannot be funded in one year. Jarrod suggested that the 2023 Board may want to move the funds to savings.
Committee Reports
Communications Committee (Lori Philo-Cook, Chair)
Lori reviewed her written report. Accomplishments included producing three newsletters (as planned) and making frequent updates to the website to reflect upcoming activities, committee projects, Board contact info, current compliance issues, etc. She pointed out that photos of HOA events and committee work are always appreciated and should be sent to the HOA email address for use on the website and Facebook. Weebly, our website host, was purchased by Square, and we renewed our hosting for two years instead of one to save money. Facebook is handled by Emily Leidy and her help is very much appreciated. Due to the reduced size of the Board, Lori reported that she agreed to help by preparing the Annual Meeting documents. The last topic Lori discussed is email. We no longer have a good way to send emails to homeowners. In the past, we had a list of about 50% of the homeowners but that list is no longer current. She will look into options and see if the Board would approve an email subscription service so emails could be sent to homeowners on time-sensitive issues (max of a few times/year). If approved, we will be seeking updated email addresses. When asked about compliance issues, she explained that she is familiar with them, and the service would help ensure compliance.
There was a question about how she gets topics for articles for the HOA newsletter. Lori explained that she presents a list of topics to the Board President which includes upcoming events and meetings. She coordinates with the chairpersons of the Event Planning Committee, Safety & Compliance and the PL&C Committee. Additional ideas are often added by the Board. If you have a suggestion, simply send it to the HOA email.
Event Planning (Emily Leidy, Co-Chair)
Emily reviewed her written report, explaining that special activities are an important way for homeowners to get to know one another and socialize. In 2022, the committee had many successful events. They include an Easter Egg Hunt and Cornhole Tournament in the spring, a Neighborhood Garage Sale, three Movie Nights at the park, a Golden Scoop Ice Cream Contest, a Freedom Fest Parade (a small group but it went well), the Fall Fest and Chili Cook-off, Annual Halloween event with full-size candy bars handed out, and Holiday Caroling (about 15 participated). She noted that the spring garage sale may be moved earlier in the year, and someone has volunteered to do a map of participating homes. To promote the activities, signs were placed at both entrances, flyers were placed on all front doors, stories were posted on Facebook and the website.
Emily also reported that in 2022, the Event Planning Committee invested in two Baggo/corn hole sets, a protective case for the projector and they replaced several broken plastic storage bins.
Park, Landscaping & Commons Committee aka PL&C (Kelly Zachgo, Chair)
Kelly reviewed her written report for the group. She has a good team who keep pretty busy. They try to keep projects going that a majority of people would like.
She reported that the group continues to oversee mowing, irrigation and spraying for weeds. With the pond fountain working again, we now have a maintenance contract to provide professional oversight. The committee was surprised to find that the fountain intake pump was full of mussels that had grown as big as 4-5 inches! There were also lots of fishing lines and hooks caught in the fountain, so people are asked to keep fishing lines away from the fountain. Our “living fence” along Route 66 is now complete, with a nice variety of trees and shrubs. It was done over four years to make it feasible within our HOA budget.
The PL&C has been looking at options for a pavilion or covered pergola at the park that could hold 4-6 picnic tables. Quotes were submitted to the 2022 Board, but they wanted to look at additional options. We continue to pursue painting lines on the basketball court, but we have not been able to find a contractor willing to do it. It may be time for a volunteer day to get it done by hand. We also have some dead trees to cut down, so we could use some volunteers with chainsaws. Watch for an announcement about a neighborhood clean-up effort this spring. We need volunteers. And, throughout summer, the committee can always use help with weeding the flower beds and hand spraying trees for disease and insects. If anyone needs the sprinkler system turned off for the soccer field, please contact Kelly so she can ensure that it’s turned back on after.
Kelly added several other things after reviewing her report. Our irrigation system is pretty complex. If you see any breaks or issues with it, please let her know. The committee is considering installing some solar lights near/on trees by the soccer field. The pavilion or pergola seems to be the most popular idea among residents for the next big project. It is pricey, but it looks like we have some extra money that could be used to get a good start. If you want to be involved in this or another committee project, let Kelly know. Also, we planted daffodils last year and someone was cutting them. If you see that happening, please ask the person to leave them so everyone can enjoy.
Questions:
Safety & Compliance Committee (Sam Bass, Chair)
Sam presented a brief written report. It explains that we still have a problem with signs in yards. Lawn care signs can be kept up for 2-3 days after spraying. If you have another type of sign you want to display for a short time, put it in your flower bed, not by the street. Signs should not be displayed permanently. Trailers cannot be parked in driveways or yards. If you have a trailer, it must be hidden from view of parked off-site. There have also been some issues with people driving at speeds over our limit of 25mph. This is a safety issue and endangers children at play. Sam explained that everyone knows the main things that need to be done—trailers, out-of-compliance storage buildings, etc. Another issue is overgrown yards, some of which is attributed to renters. Owners are still responsible. We all want to keep things nice and neat. Same requested copies of letters sent out in the past about trailers and Lori said she could save all of the letters by topic to a thumb drive for Sam. White Management actually sends the letters out. He also brought up the issue of wooden fences—dog eared vs straight across. The Covenants require dog eared, but he doesn’t see it as a real problem.
Welcome Committee (Pam Fox, Chair. Not able to attend due to earlier meeting time)
Pam submitted a brief written report. Welcome packets were delivered to all new homeowners. In 2022, there were a total of 20 new homeowners. Pam will continue to chair the committee and has three people confirmed to serve on the committee in 2023.
Old Business (Jarrod)
HOA Management Company:
Jarod gave White Management a 90-day notice to make some improvements, which were met. The 2023 Board can address any issues in the new year.
Outstanding Developer Issues:
Developer’s Adjoining Property Plan: (Lori PC and Jonathon)
Lori gave a quick review of the issue/concerns presented at the 2021 Annual Meeting. The concern is the developer’s plan to develop property near the pond all the way up to Highway 66, with two points of public access from Frisco Ridge Rd. The increased traffic in our subdivision is one concern, but especially where children are playing at soccer field and our park. This has been discussed at public hearings and the Yukon City Council seemed to have some sympathy for the HOA’s concerns, but the timing was not right, since the City did not have the plan at that time.
Jonathon explained that homeowners within 750 ft from the area will get notices. So, this means people living at the end of Side Track and Switch. He asked that homeowners notify the Board immediately if they receive a notice. There are two City Council members who represent Frisco Ridge: Eric, who lives on the other side of Yukon and Yolanda who lives in West Pointe. Eric doesn’t know our subdivision and he needs to hear from us. Also, consider contacting the Mayor of Yukon as well. Once we know the plan is being presented to the City Council, we will want to contact all three. Lori pointed out that maps and sample letters continue to be on our website. And info on Council members is on our website.
Frisco Ridge Entrance Signs on Highway 66 and off of Vandament:
Land under both signs continues to be owned by the developer rather than by Frisco Ridge. Kipp is the contact. Jarrod has discussed various ideas with him. The Board did a map of what land we would like to own and presented it to him. Kipp is doing a survey and will let us know what he is willing to give. He may also be willing to put in another fountain in the small pond near the Vandament entrance, if we want it and give us more land at the back entrance. Jonathon pointed out that we own the utilities under/near our Hwy 66 sign and that should help our case.
New Business
Covenant Changes (Jarrod)
During the year, the Board was asked about Covenant changes. Jarrod explained that It takes an 80% yes vote of all homeowners to change one or more Frisco Ridge covenants. So, it’s very difficult to change. Someone asked if the % could be lowered, and it was explained that it would take a vote with 80% of homeowners approving that change.
Jarrod reported that the Board has been looking at developing forms that can be used by homeowners to request approval ahead of time for solar panels, sheds/outbuildings, pools, etc. It’s really important to approach the Board or Safety & Compliance Committee before spending money.
Future Projects
Already discussed.
Board Positions (Jarrod)
There are five Board positions, and all are one-year terms. Each Board member also serves as a liaison to one of the five committees. Jarrod commented on what a good experience it was to serve on the Board. He is glad he served and learned a lot. So far, no one has put his/her name in for consideration, so no ballot was published prior to the meeting. He asked for volunteers.
Jesse indicated that he has decided that the is interested in serving again.
Jarrod pointed out that for much of 2022, there were only three Board members. That make it difficult to get things done, because it takes at least three Board members to vote.
Lori pointed out that the Covenants do not address a Plan B, if there are not enough volunteers for the Board. At the 2022 Annual Meeting, the President suggested a full-service HOA management company, but that removes a lot of control over budget, and who would represent the HOA? Perhaps an advisory board?
Jarrod opened the floor for nominations.
Lori Philo-Cook made a motion to approve Jesse, Susie, Jonathon, and Jarrod. Randy Reynolds seconded the motion. Jarrod suggested that people vote showing a thumbs up. The motion passed.
Jesse asked if all committee chairpersons are staying and all said they were.
Other Questions from the Floor
Jesse reviewed the questions that have come up on chat.
Scheduling of New Board Transition Meeting
Jarrod said that he would like to have the old and new Board meet on Feb 11 at 10am. The new members all said they could attend. Jarrod said he would send a text to the new Board members.
Motion to Adjourn
Jesse made a motion to adjourn; the motion was seconded by Angela. The meeting was adjourned at 7:55pm.
Jan 26, 2023
Frisco Ridge HOA Meeting Minutes
January 26, 2023
Submitted by Lori Philo-Cook
This meeting was called to order at 6:05 p.m. by HOA President Jarrod Pierce. Board members present were Vice President Jesse Puckett and Treasurer Angela Freeman.
This meeting was virtual, and the Zoom part was moderated by Jessie Puckett who explained the chat feature so that members present could comment and ask questions.
Welcome and Introductions
Jarrod introduced the other two 2022 Board members: Jesse and Angela. He noted that the three of them were the consistent members throughout the year. Both the Secretary and the Member-at-Large eventually resigned. (Because of the vacancies, Lori Philo-Cook volunteered to take minutes.) Jarrod explained that they made it through the year—hit and miss. He talked about the five Committee Chairs being the real power in the HOA and that the HOA had great committees in 2022. Jarrod introduced each Committee Chairperson: Sam Bass (Safety & Compliance), Kelly Zachgo (PL&C), Pam Fox (Welcome Committee), Emily Leidy (Event Planning), Lori Philo-Cook (Communications). He also acknowledged that past members really helped the Board at different times of the year.
HOA Board Reports:
President’s Report: A Review of 2022 (Jarrod)
Jarrod provided a verbal report. He said that he sat down with White Management mid-year. They provide administrative services, and they helped with some compliance issues this year. He set out Board expectations.
He went on to state that we have 258 homes at Frisco Ridge, and homeowners have all votes now (with neighborhood complete, there are no votes held by developer and builders). Jarrod said there have been questions about our Covenants; he reported that it takes an affirmative vote of 80% of homeowners to make changes in our Covenants.
Jarrod reported that the Board has had communications with the developer re: the land where are subdivision signs are, electricity, the green belt between Frisco Road and Side Track, erosion issues, etc.
Other 2022 projects: Kelly and her group finished the multi-year living fence project. The stop sign was fixed, which had been a frustration. The fountain was repaired, which has been a big issue for a while. There are also some pending projects at the park including the replacement of the park sign and striping at the basketball court. And there are several ideas for the future. New street signs throughout the community. The potential for a second fountain. A pergola or picnic pavilion, a possible walking trail. Jarrod and Angela followed up with the developer about erosion issues and the developer came out and did some work.
Jesse added that our committees do so much work for the HOAe. And he gave a shout-out to Kelly Zachgo for her leadership on the Park, Landscaping & Commons Committee, stating that she does a lot.
Secretary Report (Jarrod and Lori):
Jarrod went on to report that in the absence of an HOA Secretary, minutes were not published. He went back and reviewed notes and compiled some informal minutes. These minutes will be posted on the website.
2021 HOA Meeting Minutes: Lori Philo-Cook explained that the minutes were drafted after the last HOA Annual Meeting and approved by the HOA Board. They have been on the website since then and approval is needed by the HOA. Jesse made a motion to approve the minutes and the motion was seconded by Dan Hocum. There was no dissent so the minutes were considered approved.
Treasurer’s Report:
Angela reported that the Treasurer’s Report has been posted to the website. She reviewed her written report at the meeting. The HOA started the year with $22,454 in checking and $25,015 in our reserved savings ($6,000 of this money was reserved by a previous Board with the plan to keep adding to this fund each year). In 2022, we brought in $75,939 through Annual Dues, and our expenses totaled $61,762.
She reviewed a pie chart (we couldn’t display it on Zoom) that shows expenditures by category, with the largest expense category (59%) from the PL&C Committee. This is due to the large commons area we have at Frisco Ridge. It includes mowing, trimming, irrigation repair, plants, trees, park maintenance, etc. Despite some unexpected expenses, she reported that the committee came in under budget. The second largest category is Operational Expenses (about 22%) and includes utilities such as water, streetlights, property taxes, insurance, etc. HOA management is third at 7.3%. Events was 6.6%. Communications was 4%, Safety & Compliance was .7 % and the Welcome Committee was .3%. Welcome Committee expenses are down significantly since we are no longer building new homes so there are fewer new homeowners.
The HOA ended the year with $39,591 in checking and $25,042 in savings. The full Treasurer’s Report can be seen on the website.
Angela noted that HOA dues have not increased since the HOA’s inception in 2005. The Board had considered increasing the dues from $300/yr to $350/yr but based on the year-end checking balance, opted not to. There are some large projects on the HOA Board wish list, but many would take more than one year to pay for. The new Board will have to make decisions on which to pursue.
There was a question about moving funds from checking to savings after year-end as no additional funds were moved in 2022. Lori Philo-Cook explained that the 2021 Board did move extra funds to the savings account, with the idea that the Board should try to live on its annual income, and consciously move savings funds to checking to cover unexpected expenses and to help fund larger projects that cannot be funded in one year. Jarrod suggested that the 2023 Board may want to move the funds to savings.
Committee Reports
Communications Committee (Lori Philo-Cook, Chair)
Lori reviewed her written report. Accomplishments included producing three newsletters (as planned) and making frequent updates to the website to reflect upcoming activities, committee projects, Board contact info, current compliance issues, etc. She pointed out that photos of HOA events and committee work are always appreciated and should be sent to the HOA email address for use on the website and Facebook. Weebly, our website host, was purchased by Square, and we renewed our hosting for two years instead of one to save money. Facebook is handled by Emily Leidy and her help is very much appreciated. Due to the reduced size of the Board, Lori reported that she agreed to help by preparing the Annual Meeting documents. The last topic Lori discussed is email. We no longer have a good way to send emails to homeowners. In the past, we had a list of about 50% of the homeowners but that list is no longer current. She will look into options and see if the Board would approve an email subscription service so emails could be sent to homeowners on time-sensitive issues (max of a few times/year). If approved, we will be seeking updated email addresses. When asked about compliance issues, she explained that she is familiar with them, and the service would help ensure compliance.
There was a question about how she gets topics for articles for the HOA newsletter. Lori explained that she presents a list of topics to the Board President which includes upcoming events and meetings. She coordinates with the chairpersons of the Event Planning Committee, Safety & Compliance and the PL&C Committee. Additional ideas are often added by the Board. If you have a suggestion, simply send it to the HOA email.
Event Planning (Emily Leidy, Co-Chair)
Emily reviewed her written report, explaining that special activities are an important way for homeowners to get to know one another and socialize. In 2022, the committee had many successful events. They include an Easter Egg Hunt and Cornhole Tournament in the spring, a Neighborhood Garage Sale, three Movie Nights at the park, a Golden Scoop Ice Cream Contest, a Freedom Fest Parade (a small group but it went well), the Fall Fest and Chili Cook-off, Annual Halloween event with full-size candy bars handed out, and Holiday Caroling (about 15 participated). She noted that the spring garage sale may be moved earlier in the year, and someone has volunteered to do a map of participating homes. To promote the activities, signs were placed at both entrances, flyers were placed on all front doors, stories were posted on Facebook and the website.
Emily also reported that in 2022, the Event Planning Committee invested in two Baggo/corn hole sets, a protective case for the projector and they replaced several broken plastic storage bins.
Park, Landscaping & Commons Committee aka PL&C (Kelly Zachgo, Chair)
Kelly reviewed her written report for the group. She has a good team who keep pretty busy. They try to keep projects going that a majority of people would like.
She reported that the group continues to oversee mowing, irrigation and spraying for weeds. With the pond fountain working again, we now have a maintenance contract to provide professional oversight. The committee was surprised to find that the fountain intake pump was full of mussels that had grown as big as 4-5 inches! There were also lots of fishing lines and hooks caught in the fountain, so people are asked to keep fishing lines away from the fountain. Our “living fence” along Route 66 is now complete, with a nice variety of trees and shrubs. It was done over four years to make it feasible within our HOA budget.
The PL&C has been looking at options for a pavilion or covered pergola at the park that could hold 4-6 picnic tables. Quotes were submitted to the 2022 Board, but they wanted to look at additional options. We continue to pursue painting lines on the basketball court, but we have not been able to find a contractor willing to do it. It may be time for a volunteer day to get it done by hand. We also have some dead trees to cut down, so we could use some volunteers with chainsaws. Watch for an announcement about a neighborhood clean-up effort this spring. We need volunteers. And, throughout summer, the committee can always use help with weeding the flower beds and hand spraying trees for disease and insects. If anyone needs the sprinkler system turned off for the soccer field, please contact Kelly so she can ensure that it’s turned back on after.
Kelly added several other things after reviewing her report. Our irrigation system is pretty complex. If you see any breaks or issues with it, please let her know. The committee is considering installing some solar lights near/on trees by the soccer field. The pavilion or pergola seems to be the most popular idea among residents for the next big project. It is pricey, but it looks like we have some extra money that could be used to get a good start. If you want to be involved in this or another committee project, let Kelly know. Also, we planted daffodils last year and someone was cutting them. If you see that happening, please ask the person to leave them so everyone can enjoy.
Questions:
- There was a question about the lines on the basketball court. Kelly explained that this is on the project list but the issue is finding a contractor who can do the size of the lines needed (many machines do a different size).
- There was also a question about the frequency of mowing in 2022 and the late start behind Branch Line. Kelly acknowledged that there was an issue last spring and the areas had to be clarified with our lawn co. If you see a problem this year, please let her know.
- Later in the meeting, there was a question about adding more street lighting. Kelly explained that the city owns the lights. If you would like to see a light installed in a certain area, please contact her.
Safety & Compliance Committee (Sam Bass, Chair)
Sam presented a brief written report. It explains that we still have a problem with signs in yards. Lawn care signs can be kept up for 2-3 days after spraying. If you have another type of sign you want to display for a short time, put it in your flower bed, not by the street. Signs should not be displayed permanently. Trailers cannot be parked in driveways or yards. If you have a trailer, it must be hidden from view of parked off-site. There have also been some issues with people driving at speeds over our limit of 25mph. This is a safety issue and endangers children at play. Sam explained that everyone knows the main things that need to be done—trailers, out-of-compliance storage buildings, etc. Another issue is overgrown yards, some of which is attributed to renters. Owners are still responsible. We all want to keep things nice and neat. Same requested copies of letters sent out in the past about trailers and Lori said she could save all of the letters by topic to a thumb drive for Sam. White Management actually sends the letters out. He also brought up the issue of wooden fences—dog eared vs straight across. The Covenants require dog eared, but he doesn’t see it as a real problem.
Welcome Committee (Pam Fox, Chair. Not able to attend due to earlier meeting time)
Pam submitted a brief written report. Welcome packets were delivered to all new homeowners. In 2022, there were a total of 20 new homeowners. Pam will continue to chair the committee and has three people confirmed to serve on the committee in 2023.
Old Business (Jarrod)
HOA Management Company:
Jarod gave White Management a 90-day notice to make some improvements, which were met. The 2023 Board can address any issues in the new year.
Outstanding Developer Issues:
- It was determined that our pond did not actually need to be dredged.
- Jarod followed up with the developer about property erosion issues and they were resolved.
- Kelly’s committee resolved the issue with the fountain and hired a company to maintain it.
Developer’s Adjoining Property Plan: (Lori PC and Jonathon)
Lori gave a quick review of the issue/concerns presented at the 2021 Annual Meeting. The concern is the developer’s plan to develop property near the pond all the way up to Highway 66, with two points of public access from Frisco Ridge Rd. The increased traffic in our subdivision is one concern, but especially where children are playing at soccer field and our park. This has been discussed at public hearings and the Yukon City Council seemed to have some sympathy for the HOA’s concerns, but the timing was not right, since the City did not have the plan at that time.
Jonathon explained that homeowners within 750 ft from the area will get notices. So, this means people living at the end of Side Track and Switch. He asked that homeowners notify the Board immediately if they receive a notice. There are two City Council members who represent Frisco Ridge: Eric, who lives on the other side of Yukon and Yolanda who lives in West Pointe. Eric doesn’t know our subdivision and he needs to hear from us. Also, consider contacting the Mayor of Yukon as well. Once we know the plan is being presented to the City Council, we will want to contact all three. Lori pointed out that maps and sample letters continue to be on our website. And info on Council members is on our website.
Frisco Ridge Entrance Signs on Highway 66 and off of Vandament:
Land under both signs continues to be owned by the developer rather than by Frisco Ridge. Kipp is the contact. Jarrod has discussed various ideas with him. The Board did a map of what land we would like to own and presented it to him. Kipp is doing a survey and will let us know what he is willing to give. He may also be willing to put in another fountain in the small pond near the Vandament entrance, if we want it and give us more land at the back entrance. Jonathon pointed out that we own the utilities under/near our Hwy 66 sign and that should help our case.
New Business
Covenant Changes (Jarrod)
During the year, the Board was asked about Covenant changes. Jarrod explained that It takes an 80% yes vote of all homeowners to change one or more Frisco Ridge covenants. So, it’s very difficult to change. Someone asked if the % could be lowered, and it was explained that it would take a vote with 80% of homeowners approving that change.
Jarrod reported that the Board has been looking at developing forms that can be used by homeowners to request approval ahead of time for solar panels, sheds/outbuildings, pools, etc. It’s really important to approach the Board or Safety & Compliance Committee before spending money.
Future Projects
Already discussed.
Board Positions (Jarrod)
There are five Board positions, and all are one-year terms. Each Board member also serves as a liaison to one of the five committees. Jarrod commented on what a good experience it was to serve on the Board. He is glad he served and learned a lot. So far, no one has put his/her name in for consideration, so no ballot was published prior to the meeting. He asked for volunteers.
Jesse indicated that he has decided that the is interested in serving again.
Jarrod pointed out that for much of 2022, there were only three Board members. That make it difficult to get things done, because it takes at least three Board members to vote.
Lori pointed out that the Covenants do not address a Plan B, if there are not enough volunteers for the Board. At the 2022 Annual Meeting, the President suggested a full-service HOA management company, but that removes a lot of control over budget, and who would represent the HOA? Perhaps an advisory board?
Jarrod opened the floor for nominations.
- Jesse Puckett
- Suzie Broyles
- Jonathon Leidy
- Jarrod Pierce said that he is unable to serve due to a new job, but he said he could serve for a short time, until other homeowners agreed to volunteer.
Lori Philo-Cook made a motion to approve Jesse, Susie, Jonathon, and Jarrod. Randy Reynolds seconded the motion. Jarrod suggested that people vote showing a thumbs up. The motion passed.
Jesse asked if all committee chairpersons are staying and all said they were.
Other Questions from the Floor
Jesse reviewed the questions that have come up on chat.
- There was a suggestion that we install surveillance cameras at the back entrances off Vandament. Response: It’s a good idea, but there are two issues. We don’t have electricity or Internet service there to make that happen.
- There was a question about what will happen with the greenbelt behind Side Track when the property is developed. Jarrod reported that the developer wants to deed the greenbelt to the HOA. The previous Board did not want the liability. Jarrod said that we may have to agree to take it in order to get the land under the two Frisco Ridge signs deeded to the HOA. The developer offered to install a second fountain and may be willing to hire an arborist and have it cleaned up before deeding it to us. The developer may also be willing to have an engineer look at the greenbelt to evaluate what else needs to be done. Jesse added that the Board seeks input on big decisions. Jarrod said this area may be a good place for a walking path under consideration.
- Another question was about online voting. Is it covered in the Covenants? Lori responded by saying that it is not addressed because there was no possibility in 2005, but it is not prohibited and has worked the last three years. There was a suggestion to fine tune the online voting process for future meetings. Kelly Zachgo suggested meeting in-person next year. This can be discussed by the 2023 Board.
- There was a question again about voting to make changes in the Covenants. Lori stated that in 2021, as part of the Annual Meeting held in Jan 2022, the Board had sent out a survey to see what support there was for making any kind of change to the outbuilding Covenant, which was the covenant causing the most concern at the time. (Several options were voted on, and the response rate was low. Of those who completed the survey, there was not much support for any of the options. (Survey results are posted on the HOA website.) It was suggested that the new Board could discuss it again. Lori suggested that if the Board decides to hold a vote, it would be best to have individual votes on each Covenant change rather than putting all changes together. And, it would take a major effort in the neighborhood to get more than 80% to vote.
Scheduling of New Board Transition Meeting
Jarrod said that he would like to have the old and new Board meet on Feb 11 at 10am. The new members all said they could attend. Jarrod said he would send a text to the new Board members.
Motion to Adjourn
Jesse made a motion to adjourn; the motion was seconded by Angela. The meeting was adjourned at 7:55pm.
2022 HOA Annual Member Meeting
Covering Calendar Year 2021
These minutes were approved by the Board and then at the Jan 26, 2023 Annual Meeting.
Frisco Ridge HOA Meeting
February 3, 2022
February 3, 2022
This meeting was called to order at 7:00 p.m. by HOA President David Eggleston. Board members present were Vice President Lori Philo-Cook and Treasurer Jonathon Leidy. Absent: None.
This meeting was virtual and was moderated by David Eggleston who explained how the meeting would proceed and explained the chat feature so that members present could comment and ask questions.
Welcome and Introductions
David introduced the HOA Board members as well as the Committee Chairs. He recognized Lori for also filling in for other positions, due to vacancies and Jonathon who did a lot to help with Safety & Compliance this past year.
HOA Board Reports: A Review of 2021
President’s Report: David Eggleston
David thanked each person who has served in the past year and those who plan to continue. He explained that we are all neighbors and are in this together. He pointed out that at this point he is the only person who is running for the Board, and it is important to have a full Board to get the work done, without too much on any one Board member. He appealed for more volunteers; we need people to step up.
Secretary’s Report: Lori Philo-Cook (position is vacant),
Board Minutes: Lori explained that all Board minutes are available on the HOA website. Board meeting minutes are posted throughout the year, after they are reviewed and approved by the Board. The Annual Meeting Minutes from Jan 2021 have been posted to the website since approved by the Board in early 2021.
Approval of 2021 Annual Meeting minutes: Lori requested that the members approve the minutes for last year’s meeting. A motion to approve was made by Randy Reynolds and seconded by Jake Hanselman. All votes except one were for approval and the no vote was later changed to yes in the chat as it was made by mistake. There was an additional 19 votes to approve the minutes on the proxies that were returned.
Treasurer’s Report and Review of Expenditures (Jonathon and Lori)For medical reasons, Jonathon did not submit a Treasurer’s Report; however, Lori had worked with White Management to make the Profit & Loss Statement for 2021 more clear and that report, along with the 2021 Balance Sheet was posted on the website Jonathon did a quick review of the P&L statement. He reported that the year ended with $22,400 in checking and $25,000 in savings. Jonathon also explained that expenses have increased with the addition of more common property at the Vandament entrance, but with more homeowners in the subdivision now that it is built out, we have more income. Therefore, the Board is not currently considering a dues increase, which was discussed at last year’s Annual Meeting.
HOA Committee Reports for 2021/Plans for 2022Lori reported that written reports were submitted by Committee Chairpersons and are available on the website. Communications Committee, Board Liaison Lori Philo-CookLori reported that we published three newsletters in 2021. The website was updated regularly to promote activities and PL&C projects, and all Board minutes were posted to the website per the Covenants. She talked about the update to PayPal with multiple payment options. And, she discussed writing a variety of compliance-related letters for the Safety & Compliance Committee. Lori also recognized Emily Leidy for her work on the HOA’s official Facebook page.
Event Planning, Chairperson Emily LeidyEmily thanked co-chair Amy Van Rees for her work on the committee as well as committee members. They had a very successful committee in 2021. Events included an Easter egg hunt in the spring, a neighborhood garage sale, a summer fest that was reschedule to August, a pumpkin decorating activity (then the leftover pumpkins were used to decorate HOA flower beds), Halloween trick or treating with the HOA handing out full-size candy bars, a Turkey Trot walk on Thanksgiving with about 25 people participating, holiday cookie decorating and Christmas caroling. The committee also invested in several coolers for future events and purchased shelving to organize the storage area in order protect items that have been purchased for events. Plans are already underway for an Easter activity from 2-5pm on Sat, April 9, 2022. There will be a face painter and corn hole.
At this point, David reported that we had 61 families on the Zoom call.
Park, Landscaping & Commons Committee, Chairperson Kelly ZachgoJonathon, the Board Liaison, thanked Kelly and the committee for the work they do. A large part of our HOA budget goes to taking care of our common areas. Kelly referred to her written report for a list of projects. She noted that new mulch has aided in playground safety. She noted that the company that does our mowing takes care of trash during mowing season. And she has a family who volunteers to pick up trash other times of the year. She noted that she has small one-time projects or projects that can be done by one family, as well as larger group activities. If someone is interested in helping, please contact her. Kelly noted that over the past few years, she has learned a lot about taking care of trees, so she is happy to answer questions if homeowners are planting a tree this year. She mentioned that responsibility for the Vandament entrance was transferred to the HOA late summer. It had not been maintained to our standards. Kelly also noted that the PL&C Committee has been working on a living fence project along our property parallel to Hwy 66. Due to the cost, it has been done in phases; in 2022, the fourth and final phase will be completed. The HOA also added responsibility for mowing around the south pond. (Jonathon reported that the pond behind Hobo is not HOA property and will not be maintained by the HOA. Kelly also explained that a tree behind Branch Line was removed, and while there have been some questions about the stump, it is not being removed to protect the integrity of the soil there and to limit erosion.
Comments and Discussion
At this point, several questions and comments came up in chat and David paused to address them.
Broken stop sign: Someone asked about the stop sign that has been broken for some time. David explained that a visitor had hit it and there was a witness. The Board had tried to get it replaced by the person’s auto insurance company, but after repeated tries, the Board had voted to just replace it and pursue reimbursement after the fact. It is in a list of sign projects that need to be done including replacing some incorrect street signs, adding a new street sign, and replacing the faded park rules sign.
Lamp post globe: A homeowner reported that a globe light near Hwy 66 has blown over. Kelly said that it got replaced last week. In fact, OG&E replaced eight globes and bulbs (our subdivision streets are public streets, so the HOA does not pay for this service).
Pond dredging: a question was asked about the fountain and when the pond will be dredged. David explained that our developer had committed to taking care of this, but despite assurances, it has not been taken care and there are multiple other issues to be resolved. David also clarified that the pond rebuild project was not done by the developer; it was done by the City of Yukon because this waters drains into the public creek, which is part of Yukon’s water system.
Safety & Compliance Committee (chair position is vacant) Jonathon Leidy Jonathon, who helped with this committee, reported that multiple letters (over 30) went out to homeowners, most were about not having required trees, out-of-compliance sheds and above-ground pools. Jonathon reported that ample time is being given for planting new trees (April). Lori added some points that were outlined in the written report. One is that homeowners have reported issues that are more of a matter of personal preference and everything has to go back to what is actually in the Covenants. Also, Brandy completed over 25 inspections for homes that were closing to ensure that homes were in compliance so that new homeowners would not face unexpected issues after closing. Brandy‘s work was much appreciated. Lori also mentioned the redesign and updating of the compliance spreadsheet to track issues and results.
Welcome Committee, Chairperson Pam FoxPam reported that 39 Welcome packets were printed, compiled, and distributed to new homeowners in 2021. Covid continues to impact the personalized delivery of the packets and popcorn gifts due to the need for social distancing. She anticipates that there will be many fewer packets in 2022.
Need Volunteers: Your HOA is All Volunteer (David)David had already covered this under his President’s Report so he just mentioned that we need Board members to take care of the HOA’s business and we need committee members for all committees.Old BusinessUpdate on HOA management company (David)David reported that the Board had asked White Management to improve in five specific areas and the Board felt that they did. White Management requested an increase in their monthly management fee and the Board agreed to increase it from $200 to $350, which is in line with other companies. David signed one-year written contract, with 90 days’ notice if we don’t want to renew.
Outstanding developer issues (David)
As reported earlier in the meeting, we are still waiting on the developer to dredge the pond as was committed to by his right-hand person in writing. Erosion issues need to be taken care of behind two homes. Jonathon added that it is behind 500 Side Track St and 400 Switch Ct. There are issues with three incorrect street signs and improper installation of stop signs, causing them to fail. The pond structure was resolved by the City of Yukon, so this is no longer an issue. The Board sent a registered letter to Rick Opitz in Nov 2020 and Dec 2, 2021 and David and Jonathon met with him in Oct 2021. The PL&C Committee finally just took care of the sprinkler repair under Side Track St but still needs to be tested this spring. These issues are further complicated by Mr. Optiz’s death. We now have an attorney referral if we can’t resolve these issues. Someone asked if we have an attorney in our neighborhood and the Board asked that if there is a homeowner to please email the Frisco Ridge email box. Jonathon noted that clearing street drains of construction waste is a City of Yukon issue. The Board also requested that the develop repair the sprinkler leak under Side Track, but the PL&C Committee finally took care of this.
Green Belt Behind Side Track:
David also reported that in Oct 2021, the developer tried to get the HOA to take ownership of the green belt area behind Side Track St. The Board felt that the matter could not even be discussed until the other long-standing issues were resolved. In addition, there does not appear to be an advantage to us to take on the liability of those trees falling on fences or causing other damage, especially when the City is requiring the greenbelt to remain intact to protect the creek. There was a question raised of why the developer could deed the pond against our wishes but not the greenbelt. This was clarified by explaining that the in the original master plan for Frisco Ridge the pond was designated as part of the neighborhood, but the green belt was not.
Frisco Ridge is Complete with 258 homes (David)
David reported that all votes are now held by homeowners. The developer and builders no longer have any votes, per our Covenants. He also reported that Taber is still resolving some issues with individual homeowners, including drainage issues.
Issues with Pond, Fountain, Drainage (David)
These issues were already addressed in the discussion. The fountain cannot be run until the pond is dredged as it is too shallow now.
Follow-up on Poll Regarding Possible Change to Covenant Pertaining to Outbuildings (Lori)Lori gave an update of a poll conducted in Jan 2021, which was published on the website after last year’s meeting and was addressed in a newsletter. The poll assessed the interest in making any one of several changes to our Covenant regarding outbuildings. None of the options received sufficient support to take the next step: a formal vote. The option with the highest yes vote was 51.6%--very far away from 80%. Overall, 31 voted that they would like to change the outbuilding covenant and 22 voted against changes. The requirement to change a covenant requires an 80% yes vote (Covenant 10.2.2). In addition, Jonathon noted that 8-9% of the homes in Frisco Ridge are rental properties, and non-residential owners would be unlikely to vote. In addition, the small number of homeowners with past due HOA fees cannot vote. That removes as much as 10% of eligible votes. Lori also pointed out that there are strong feelings on both sides of the outbuilding issue. So, at this time, the HOA Board is not proceeding any further on this issue.
New BusinessIdeas for future neighborhood enhancements (Lori and Kelly)Once the last phase of the Living Fence is completed in 2022, that will free up more funds for larger projects. In addition, we had some funds left over in 2021. To get the discussion started, Lori mentioned several ideas for neighborhood projects: 1) Purchase of several picnic tables secured to the ground, outdoor benches. The PL&C Committee plans to install a bike rack at the park this year.
2) A picnic-style pavilion in our park (Lori)Rationale: Lori pointed out that it would be nice to have covered space for neighborhood activities such as picnics and barbecues, Easter, pumpkin decorating, cookie decorating and more. Currently, activities are being held out in the open or in homeowners’ garages.Funding: The project could be phased in over 2-3 years, starting with pouring a large cement pad the first year. Ideally, it would be large enough to hold 8-10 picnic tables and a place for the grill. Then, it could be finished over two additional years. Committee: Kelly has communicated that the PL&C Committee cannot take on a large project like this in addition to everything else they do. So, we would need enough interest to form a sub-committee of homeowners to research and plan.
3) A paved walking path around the soccer field (and possibly along one side of pond to tie into the cul-de-sac on the other side of the pond)
4) The Board welcomes other ideas from homeowners. Lori suggested that we could also do a survey to assess interest. David pointed out that based upon chat comments, there is a lot of interest in this pavilion.
Entrance Signs (Lori)Lori reported that the Developer did not install electric at the Vandament Ave entrance signs; the lighting is all solar (and it is not commercial-grade solar). The Board received one estimate of $15,000 to bring electric to the sign nearest the pond and then drill under the street to bring it to the second sign. Based upon the developer’s masterplan and Jonathon’s research, the HOA doesn’t own land under the sign on the east side of Vandament Ave. The Board discussed this and does not feel it is not prudent to pay to bring electricity to a sign we don’t own. At some point in the future, the Board could upgrade the solar lighting or pay to bring electricity to the sign we do own. But for now, we will plan on using solar Christmas lights or paying a nearby homeowner for any electricity we might need.
In reviewing the master plan, the Board also discovered that the HOA does not own land under our Hwy 66 sign, which is a more serious issue since it is our main sign off Highway 66. In addition, we also have the sprinkler system controls there, as well as our sprinkler system underground there.
Trash/Litter Management Issue (David and Lori)David explained that overflowing trash cans are creating a litter issue in neighborhood, particularly on windy days. Preventing litter from blowing out of trash cans is the responsibility of individual homeowners. We are getting more complaints, but it is likely homeowners don’t know it’s happening.
Lori mentioned some ideas to help homeowners: request a second trash can at no extra charge if you find you are filling one with too much trash. If you have two filled, considering holding some trash for the next week. Sign up for City of Yukon alerts so you know when trash days are rescheduled due to holidays, so you don’t put it out on the wrong day. If you notice trash blowing out, email the HOA and we can alert the owner, so they know there is a problem. We could also consider a spring clean-up day.
Developer’s Master Plan and Impact on Our Neighborhood (Lori)
David put the maps on the Zoom screen of the master plan for the development of the commercial areas now surrounding Frisco Ridge. Review of plan for business access on Frisco Ridge Road. Lori talked about an earlier hearing when the land was rezoned from residential to commercial and they Council members were responsive to Issues of safety on the entrance into our subdivision because of our playground and park. They explained that we need to come back when there is a masterplan for the development. Well now we have one. The issue is the proposal for two points of commercial access off of Frisco Ridge Rd. This will significantly increase traffic near our soccer field, park and playground. It will also increase through traffic from Vandament.
The Board is proposing that we develop a template letter and asking FR homeowners to write letters to the Yukon City Council. There was a lot of community support. Lori stated that she would draft a template and post it to the website. The template could be used as a starting point to customize letters. Lori pointed out that if we can get 50+ homeowners to write letters, it will be taken seriously. It was suggested that she post the names of our two Council members and provide a list of all Council members as well.
Election of 2022 Board of Directors: Five Members (David)David explained that a ballot was sent to all homeowners. Pam Fox, who tallied the ballots for the Board, reported that no one had added their name to the ballot. David asked for people to volunteer to serve. There were questions about what being on the Board entails and David gave an overview. Lori and Jonathon were asked why they weren’t running again. Jonathon said he would help if we didn’t get enough people. Lori said that it has been too much work with the Board so short on people, and she needs a break after three years on the Board. She pointed out that it works much better with a full Board where the work can be distributed to everyone.
In addition to David, six people stepped up and then two people removed their names. The following people were elected to the Board by everyone present and the proxies that were sent in: David Eggleston, Shane Jackson, Jarrod Pierce, Angela Freeman and Jesse Puckett.
In addition to the votes from everyone present there were 11 proxy votes and 16 ballot votes for David.
One homeowner asked about attending Board meetings to see what it is like to be on the Board. David explained that meetings are public, and homeowners are welcome to attend. Jonathon added that there are times when we cannot have visitors because of sensitive issues being discussed pertaining to individual homeowners. Lori pointed out that this occurs rarely, but the meeting could be closed at that point.
Other New BusinessNoneHomeowner Questions, Comments, Ideas (Participants)--Add lines to the basketball court, add lines for a pickle ball court. Kelly Zachgo said she would look into adding painted lines to the basketball court and see if pickle ball lines can be added, too.
--Add lights at the basketball court area. Kelly explained that it would require bringing electrical lines to that area and she will research costs to do that. (Note: the park is closed after sunset unless there is a neighborhood activity.)
All three suggestions will be added to the ideas for future projects list.”
Another suggestion was for a community book share box. Lori mentioned that maybe we could find an Eagle Scout interested in doing it as an Eagle Scout project and we pay for materials. There was support for the idea. (Note: there are sharing library boxes that can be purchased at Amazon.)
There is not a due date on the HOA dues notice. David said we will have White Management add one.
New Board Meeting
David asked for the new Board members to send him their email addresses and he will do a Zoom invite for a Board transition meeting on Feb 12 at 10 am. At that meeting, departing Board members will report their projects underway and new officers will be elected to the Board. A regular Board meeting would then be scheduled for Feb 19th or 26th.
Adjournment
With no more discussion, David made a motion to adjourn at 9:36pm. Jonathon Leidy seconded the motion, and the meeting was adjourned.
This meeting was virtual and was moderated by David Eggleston who explained how the meeting would proceed and explained the chat feature so that members present could comment and ask questions.
Welcome and Introductions
David introduced the HOA Board members as well as the Committee Chairs. He recognized Lori for also filling in for other positions, due to vacancies and Jonathon who did a lot to help with Safety & Compliance this past year.
HOA Board Reports: A Review of 2021
President’s Report: David Eggleston
David thanked each person who has served in the past year and those who plan to continue. He explained that we are all neighbors and are in this together. He pointed out that at this point he is the only person who is running for the Board, and it is important to have a full Board to get the work done, without too much on any one Board member. He appealed for more volunteers; we need people to step up.
Secretary’s Report: Lori Philo-Cook (position is vacant),
Board Minutes: Lori explained that all Board minutes are available on the HOA website. Board meeting minutes are posted throughout the year, after they are reviewed and approved by the Board. The Annual Meeting Minutes from Jan 2021 have been posted to the website since approved by the Board in early 2021.
Approval of 2021 Annual Meeting minutes: Lori requested that the members approve the minutes for last year’s meeting. A motion to approve was made by Randy Reynolds and seconded by Jake Hanselman. All votes except one were for approval and the no vote was later changed to yes in the chat as it was made by mistake. There was an additional 19 votes to approve the minutes on the proxies that were returned.
Treasurer’s Report and Review of Expenditures (Jonathon and Lori)For medical reasons, Jonathon did not submit a Treasurer’s Report; however, Lori had worked with White Management to make the Profit & Loss Statement for 2021 more clear and that report, along with the 2021 Balance Sheet was posted on the website Jonathon did a quick review of the P&L statement. He reported that the year ended with $22,400 in checking and $25,000 in savings. Jonathon also explained that expenses have increased with the addition of more common property at the Vandament entrance, but with more homeowners in the subdivision now that it is built out, we have more income. Therefore, the Board is not currently considering a dues increase, which was discussed at last year’s Annual Meeting.
HOA Committee Reports for 2021/Plans for 2022Lori reported that written reports were submitted by Committee Chairpersons and are available on the website. Communications Committee, Board Liaison Lori Philo-CookLori reported that we published three newsletters in 2021. The website was updated regularly to promote activities and PL&C projects, and all Board minutes were posted to the website per the Covenants. She talked about the update to PayPal with multiple payment options. And, she discussed writing a variety of compliance-related letters for the Safety & Compliance Committee. Lori also recognized Emily Leidy for her work on the HOA’s official Facebook page.
Event Planning, Chairperson Emily LeidyEmily thanked co-chair Amy Van Rees for her work on the committee as well as committee members. They had a very successful committee in 2021. Events included an Easter egg hunt in the spring, a neighborhood garage sale, a summer fest that was reschedule to August, a pumpkin decorating activity (then the leftover pumpkins were used to decorate HOA flower beds), Halloween trick or treating with the HOA handing out full-size candy bars, a Turkey Trot walk on Thanksgiving with about 25 people participating, holiday cookie decorating and Christmas caroling. The committee also invested in several coolers for future events and purchased shelving to organize the storage area in order protect items that have been purchased for events. Plans are already underway for an Easter activity from 2-5pm on Sat, April 9, 2022. There will be a face painter and corn hole.
At this point, David reported that we had 61 families on the Zoom call.
Park, Landscaping & Commons Committee, Chairperson Kelly ZachgoJonathon, the Board Liaison, thanked Kelly and the committee for the work they do. A large part of our HOA budget goes to taking care of our common areas. Kelly referred to her written report for a list of projects. She noted that new mulch has aided in playground safety. She noted that the company that does our mowing takes care of trash during mowing season. And she has a family who volunteers to pick up trash other times of the year. She noted that she has small one-time projects or projects that can be done by one family, as well as larger group activities. If someone is interested in helping, please contact her. Kelly noted that over the past few years, she has learned a lot about taking care of trees, so she is happy to answer questions if homeowners are planting a tree this year. She mentioned that responsibility for the Vandament entrance was transferred to the HOA late summer. It had not been maintained to our standards. Kelly also noted that the PL&C Committee has been working on a living fence project along our property parallel to Hwy 66. Due to the cost, it has been done in phases; in 2022, the fourth and final phase will be completed. The HOA also added responsibility for mowing around the south pond. (Jonathon reported that the pond behind Hobo is not HOA property and will not be maintained by the HOA. Kelly also explained that a tree behind Branch Line was removed, and while there have been some questions about the stump, it is not being removed to protect the integrity of the soil there and to limit erosion.
Comments and Discussion
At this point, several questions and comments came up in chat and David paused to address them.
Broken stop sign: Someone asked about the stop sign that has been broken for some time. David explained that a visitor had hit it and there was a witness. The Board had tried to get it replaced by the person’s auto insurance company, but after repeated tries, the Board had voted to just replace it and pursue reimbursement after the fact. It is in a list of sign projects that need to be done including replacing some incorrect street signs, adding a new street sign, and replacing the faded park rules sign.
Lamp post globe: A homeowner reported that a globe light near Hwy 66 has blown over. Kelly said that it got replaced last week. In fact, OG&E replaced eight globes and bulbs (our subdivision streets are public streets, so the HOA does not pay for this service).
Pond dredging: a question was asked about the fountain and when the pond will be dredged. David explained that our developer had committed to taking care of this, but despite assurances, it has not been taken care and there are multiple other issues to be resolved. David also clarified that the pond rebuild project was not done by the developer; it was done by the City of Yukon because this waters drains into the public creek, which is part of Yukon’s water system.
Safety & Compliance Committee (chair position is vacant) Jonathon Leidy Jonathon, who helped with this committee, reported that multiple letters (over 30) went out to homeowners, most were about not having required trees, out-of-compliance sheds and above-ground pools. Jonathon reported that ample time is being given for planting new trees (April). Lori added some points that were outlined in the written report. One is that homeowners have reported issues that are more of a matter of personal preference and everything has to go back to what is actually in the Covenants. Also, Brandy completed over 25 inspections for homes that were closing to ensure that homes were in compliance so that new homeowners would not face unexpected issues after closing. Brandy‘s work was much appreciated. Lori also mentioned the redesign and updating of the compliance spreadsheet to track issues and results.
Welcome Committee, Chairperson Pam FoxPam reported that 39 Welcome packets were printed, compiled, and distributed to new homeowners in 2021. Covid continues to impact the personalized delivery of the packets and popcorn gifts due to the need for social distancing. She anticipates that there will be many fewer packets in 2022.
Need Volunteers: Your HOA is All Volunteer (David)David had already covered this under his President’s Report so he just mentioned that we need Board members to take care of the HOA’s business and we need committee members for all committees.Old BusinessUpdate on HOA management company (David)David reported that the Board had asked White Management to improve in five specific areas and the Board felt that they did. White Management requested an increase in their monthly management fee and the Board agreed to increase it from $200 to $350, which is in line with other companies. David signed one-year written contract, with 90 days’ notice if we don’t want to renew.
Outstanding developer issues (David)
As reported earlier in the meeting, we are still waiting on the developer to dredge the pond as was committed to by his right-hand person in writing. Erosion issues need to be taken care of behind two homes. Jonathon added that it is behind 500 Side Track St and 400 Switch Ct. There are issues with three incorrect street signs and improper installation of stop signs, causing them to fail. The pond structure was resolved by the City of Yukon, so this is no longer an issue. The Board sent a registered letter to Rick Opitz in Nov 2020 and Dec 2, 2021 and David and Jonathon met with him in Oct 2021. The PL&C Committee finally just took care of the sprinkler repair under Side Track St but still needs to be tested this spring. These issues are further complicated by Mr. Optiz’s death. We now have an attorney referral if we can’t resolve these issues. Someone asked if we have an attorney in our neighborhood and the Board asked that if there is a homeowner to please email the Frisco Ridge email box. Jonathon noted that clearing street drains of construction waste is a City of Yukon issue. The Board also requested that the develop repair the sprinkler leak under Side Track, but the PL&C Committee finally took care of this.
Green Belt Behind Side Track:
David also reported that in Oct 2021, the developer tried to get the HOA to take ownership of the green belt area behind Side Track St. The Board felt that the matter could not even be discussed until the other long-standing issues were resolved. In addition, there does not appear to be an advantage to us to take on the liability of those trees falling on fences or causing other damage, especially when the City is requiring the greenbelt to remain intact to protect the creek. There was a question raised of why the developer could deed the pond against our wishes but not the greenbelt. This was clarified by explaining that the in the original master plan for Frisco Ridge the pond was designated as part of the neighborhood, but the green belt was not.
Frisco Ridge is Complete with 258 homes (David)
David reported that all votes are now held by homeowners. The developer and builders no longer have any votes, per our Covenants. He also reported that Taber is still resolving some issues with individual homeowners, including drainage issues.
Issues with Pond, Fountain, Drainage (David)
These issues were already addressed in the discussion. The fountain cannot be run until the pond is dredged as it is too shallow now.
Follow-up on Poll Regarding Possible Change to Covenant Pertaining to Outbuildings (Lori)Lori gave an update of a poll conducted in Jan 2021, which was published on the website after last year’s meeting and was addressed in a newsletter. The poll assessed the interest in making any one of several changes to our Covenant regarding outbuildings. None of the options received sufficient support to take the next step: a formal vote. The option with the highest yes vote was 51.6%--very far away from 80%. Overall, 31 voted that they would like to change the outbuilding covenant and 22 voted against changes. The requirement to change a covenant requires an 80% yes vote (Covenant 10.2.2). In addition, Jonathon noted that 8-9% of the homes in Frisco Ridge are rental properties, and non-residential owners would be unlikely to vote. In addition, the small number of homeowners with past due HOA fees cannot vote. That removes as much as 10% of eligible votes. Lori also pointed out that there are strong feelings on both sides of the outbuilding issue. So, at this time, the HOA Board is not proceeding any further on this issue.
New BusinessIdeas for future neighborhood enhancements (Lori and Kelly)Once the last phase of the Living Fence is completed in 2022, that will free up more funds for larger projects. In addition, we had some funds left over in 2021. To get the discussion started, Lori mentioned several ideas for neighborhood projects: 1) Purchase of several picnic tables secured to the ground, outdoor benches. The PL&C Committee plans to install a bike rack at the park this year.
2) A picnic-style pavilion in our park (Lori)Rationale: Lori pointed out that it would be nice to have covered space for neighborhood activities such as picnics and barbecues, Easter, pumpkin decorating, cookie decorating and more. Currently, activities are being held out in the open or in homeowners’ garages.Funding: The project could be phased in over 2-3 years, starting with pouring a large cement pad the first year. Ideally, it would be large enough to hold 8-10 picnic tables and a place for the grill. Then, it could be finished over two additional years. Committee: Kelly has communicated that the PL&C Committee cannot take on a large project like this in addition to everything else they do. So, we would need enough interest to form a sub-committee of homeowners to research and plan.
3) A paved walking path around the soccer field (and possibly along one side of pond to tie into the cul-de-sac on the other side of the pond)
4) The Board welcomes other ideas from homeowners. Lori suggested that we could also do a survey to assess interest. David pointed out that based upon chat comments, there is a lot of interest in this pavilion.
Entrance Signs (Lori)Lori reported that the Developer did not install electric at the Vandament Ave entrance signs; the lighting is all solar (and it is not commercial-grade solar). The Board received one estimate of $15,000 to bring electric to the sign nearest the pond and then drill under the street to bring it to the second sign. Based upon the developer’s masterplan and Jonathon’s research, the HOA doesn’t own land under the sign on the east side of Vandament Ave. The Board discussed this and does not feel it is not prudent to pay to bring electricity to a sign we don’t own. At some point in the future, the Board could upgrade the solar lighting or pay to bring electricity to the sign we do own. But for now, we will plan on using solar Christmas lights or paying a nearby homeowner for any electricity we might need.
In reviewing the master plan, the Board also discovered that the HOA does not own land under our Hwy 66 sign, which is a more serious issue since it is our main sign off Highway 66. In addition, we also have the sprinkler system controls there, as well as our sprinkler system underground there.
Trash/Litter Management Issue (David and Lori)David explained that overflowing trash cans are creating a litter issue in neighborhood, particularly on windy days. Preventing litter from blowing out of trash cans is the responsibility of individual homeowners. We are getting more complaints, but it is likely homeowners don’t know it’s happening.
Lori mentioned some ideas to help homeowners: request a second trash can at no extra charge if you find you are filling one with too much trash. If you have two filled, considering holding some trash for the next week. Sign up for City of Yukon alerts so you know when trash days are rescheduled due to holidays, so you don’t put it out on the wrong day. If you notice trash blowing out, email the HOA and we can alert the owner, so they know there is a problem. We could also consider a spring clean-up day.
Developer’s Master Plan and Impact on Our Neighborhood (Lori)
David put the maps on the Zoom screen of the master plan for the development of the commercial areas now surrounding Frisco Ridge. Review of plan for business access on Frisco Ridge Road. Lori talked about an earlier hearing when the land was rezoned from residential to commercial and they Council members were responsive to Issues of safety on the entrance into our subdivision because of our playground and park. They explained that we need to come back when there is a masterplan for the development. Well now we have one. The issue is the proposal for two points of commercial access off of Frisco Ridge Rd. This will significantly increase traffic near our soccer field, park and playground. It will also increase through traffic from Vandament.
The Board is proposing that we develop a template letter and asking FR homeowners to write letters to the Yukon City Council. There was a lot of community support. Lori stated that she would draft a template and post it to the website. The template could be used as a starting point to customize letters. Lori pointed out that if we can get 50+ homeowners to write letters, it will be taken seriously. It was suggested that she post the names of our two Council members and provide a list of all Council members as well.
Election of 2022 Board of Directors: Five Members (David)David explained that a ballot was sent to all homeowners. Pam Fox, who tallied the ballots for the Board, reported that no one had added their name to the ballot. David asked for people to volunteer to serve. There were questions about what being on the Board entails and David gave an overview. Lori and Jonathon were asked why they weren’t running again. Jonathon said he would help if we didn’t get enough people. Lori said that it has been too much work with the Board so short on people, and she needs a break after three years on the Board. She pointed out that it works much better with a full Board where the work can be distributed to everyone.
In addition to David, six people stepped up and then two people removed their names. The following people were elected to the Board by everyone present and the proxies that were sent in: David Eggleston, Shane Jackson, Jarrod Pierce, Angela Freeman and Jesse Puckett.
In addition to the votes from everyone present there were 11 proxy votes and 16 ballot votes for David.
One homeowner asked about attending Board meetings to see what it is like to be on the Board. David explained that meetings are public, and homeowners are welcome to attend. Jonathon added that there are times when we cannot have visitors because of sensitive issues being discussed pertaining to individual homeowners. Lori pointed out that this occurs rarely, but the meeting could be closed at that point.
Other New BusinessNoneHomeowner Questions, Comments, Ideas (Participants)--Add lines to the basketball court, add lines for a pickle ball court. Kelly Zachgo said she would look into adding painted lines to the basketball court and see if pickle ball lines can be added, too.
--Add lights at the basketball court area. Kelly explained that it would require bringing electrical lines to that area and she will research costs to do that. (Note: the park is closed after sunset unless there is a neighborhood activity.)
All three suggestions will be added to the ideas for future projects list.”
Another suggestion was for a community book share box. Lori mentioned that maybe we could find an Eagle Scout interested in doing it as an Eagle Scout project and we pay for materials. There was support for the idea. (Note: there are sharing library boxes that can be purchased at Amazon.)
There is not a due date on the HOA dues notice. David said we will have White Management add one.
New Board Meeting
David asked for the new Board members to send him their email addresses and he will do a Zoom invite for a Board transition meeting on Feb 12 at 10 am. At that meeting, departing Board members will report their projects underway and new officers will be elected to the Board. A regular Board meeting would then be scheduled for Feb 19th or 26th.
Adjournment
With no more discussion, David made a motion to adjourn at 9:36pm. Jonathon Leidy seconded the motion, and the meeting was adjourned.
2021 HOA Annual Member Meeting
Covering Calendar Year 2020
These minutes were approved by the Board and then at the Annual Meeting on Feb 3, 2022
Frisco Ridge HOA Meeting
January 26, 2021
Welcome and Introductions
This meeting was called to order at 7:00 p.m. by acting President, Lori Philo-Cook. Board members present were Jonathon Leidy, Tim Peters and Lolly Griffin.
This meeting was virtual and was moderated by David Eggleston. David explained his role to the Board in 2020; he served as HOA President until early July and for this meeting, he is helping, not as a current board member, but as a moderator. He explained how the meeting would proceed, explained the chat feature so that members present could comment and ask questions.
Lori introduced the board members as well as Pam Fox and Kelly Zachgo, chairwomen of the Welcome and Park, Landscaping and Commons Committees. Lori also explained why this meeting is virtual and how it would proceed.
Board Reports: A Review of 2020
Volunteers Needed
Volunteers are needed for all committees and also someone to manage our Facebook. Please let a Board member know if you would be able to help. We need committee chairs for the Event Planning and Safety & Compliance committees as well as members for all committees.
Old Business
Election of 2021 Board of Directors
All residents were invited to run for a Board position. There were five people that agreed to run, two of which only were running if nobody else did in order to have a full Board. Since no other residents expressed interest, ballots were sent to all residents asking for the prospective Board members be voted upon. There were no nominations from the floor. A motion was made by Dave Fauser to accept the five candidates, seconded by David Eggleston. Approved. 56 people attended the meeting and voted via Zoom, 47 ballots were returned and 7 returned a proxy enabling the Board to vote for them on this matter. The 2021 Board will be: Lori Philo-Cook, Jonathon Leidy, David Eggleston, Tim Peters and Lolly Griffin. Board officer positions will be determined at the first meeting.
Homeowner Questions, Comments, Ideas
Lolly made a motion to adjourn, Clayton seconded, meeting adjourned at 9:09 p.m.
January 26, 2021
Welcome and Introductions
This meeting was called to order at 7:00 p.m. by acting President, Lori Philo-Cook. Board members present were Jonathon Leidy, Tim Peters and Lolly Griffin.
This meeting was virtual and was moderated by David Eggleston. David explained his role to the Board in 2020; he served as HOA President until early July and for this meeting, he is helping, not as a current board member, but as a moderator. He explained how the meeting would proceed, explained the chat feature so that members present could comment and ask questions.
Lori introduced the board members as well as Pam Fox and Kelly Zachgo, chairwomen of the Welcome and Park, Landscaping and Commons Committees. Lori also explained why this meeting is virtual and how it would proceed.
Board Reports: A Review of 2020
- Lori has been on the Board for two years and as Vice President, she stepped into the role of acting President when David Eggleston resigned. Lori reported that the Board has worked hard to have open communication and have the Board be as transparent as possible. In preparation for this meeting, White Management gave us examples of what other HOAs were doing due in response to Covid concerns. Some residents were uncomfortable with the proxy but that was simply to allow those that couldn’t attend this meeting to have a voice. Lori explained that in early 2020 David begun looking into other management companies but that change was delayed by the Board after he left. We did ask White Management to improve in some key areas and the Board is currently looking at other options with regard to changing management companies. Lori reviewed the highlights of the written President’s Report that was mailed to all homeowners.
- Treasurer’s report was given by Jonathon and financial information was included in the packet sent to all homeowners along with a pie chart showing where our money is spent. In 2020 we came in under budget due to cutbacks due to Covid, particularly in events and legal fees. Jonathon reported that there are currently 233 homes with an additional 24 lots still being built on, giving us a maximum of 257 homes paying dues. In 2020 the drainage clean out was a big expense, but substantial additional work was required by the City of Yukon in order to provide flood protection. The 2020 Board made the decision that we need to try to “live” on the money we bring in each year to cover our normal operational expenses, but we also need a buffer for larger, unexpected expenses. Currently, HOA dues cover basic operating expenses, which have grown with the subdivision. We opened a savings account with $25,000 (funds from previous years), with $19,000 set aside for unexpected expenses and $6,000 for the future parking lot that a prior board had budgeted.
- Lolly gave the Secretary’s report. She asked residents to refer to the minutes from the January 2020 meeting and informed everyone that minutes from all Board meetings can be found on the website. The January 2020 minutes were sent prior to this meeting for review, and with no questions or comments, David Eggleston made a motion that these minutes be accepted. Lori seconded, and the motion was approved.
- Park, Landscaping & Commons (PL&C) - Kelly Zachgo, chairman, gave this report. She said that most information was in the packet but the bottom line is that the committee needs volunteers. She would like to have a February meeting to plan 2021. Mowing is the biggest expense and will be even more once we have to maintain the common area at the Vandament entrance. Our mowing contractor empties the trash at the park but during the winter months, when they aren’t mowing, this isn’t getting done. The living fence at the Rt 66 entrance has had two phases completed and the dirt for the mounds has been a large part of this expense. In 2020 there were issues with the irrigation system and unplanned repairs were made. It will be tested prior to use this year. In 2020, there were additional expenses for the drain channel project and there was clean up from the October ice storm. Jonathon thanked Kelly and Ron Beebe for all the work they have put in. He also mentioned there is some good hardwood available for firewood.
- Communications— Lori explained the creation of the new website in 2020 and all of the valuable information available there. Three newsletters were sent in 2020, and we developed our first comprehensive annual meeting packet that enabled us to share information with homeowners who do not attend the Annual Meeting.
- Safety & Compliance – Lori explained this committee works to ensure that covenants are enforced and homes inspected prior to closing. Brandy Davis has been inspecting homes prior to closings. This committee also needs volunteers and a Chairperson. This committee developed a tracking system for violations that enables the committee to monitor progress on resolving issues and keep track from year to year. They also developed a checklist for home closings, which is more streamlined and is more consistent. This committee does not “go looking” for violations, it basically responds to complaints and issues that are brought up by residents. Jonathon, who was the Board liaison for the committee half of the year, thanked past committee members Brent Griffin, Drew Self and Fred Weeks for their help in 2020.
- Event Planning— the report was given by Board Liaison Lolly since there is no chairman. In 2020 only the community garage sale, a home-based Easter event and Halloween events were held due to Covid concerns. She also indicated the need for a Chairman or even Co-chairs for this committee. This is crucial for the events that we like to hold each year. She also asked for residents to volunteer if only for one event even if they are not a committee member.
- Welcome Committee – Pam Fox said that in 2020 there were 52 packets delivered to new residents. Each packet contains valuable information. Due to social distancing, caution has been exercised when delivering the packets. A new FAQ and a “We Missed You” card was developed. This year, each delivery also included a welcome gift: either caramel corn or cookies.
Volunteers Needed
Volunteers are needed for all committees and also someone to manage our Facebook. Please let a Board member know if you would be able to help. We need committee chairs for the Event Planning and Safety & Compliance committees as well as members for all committees.
Old Business
- Management company update – Early in 2020 we looked into change over to NHS to manage our HOA due to issues with White Management. When David Eggleston resigned from the board this was shelved and a decision was made to have a discussion with White Management in hopes that they would improve in five key areas. At the end of 2020 White Management had improved but on the financial side we were still having issues with the financial reports. We also feel that White Management isn’t always on our side and that there may be some conflicts of interest. Lolly has found two other local management companies but before a final decision is made on this, we would like to have the 2021 dues collection process completed. We have also
- determined that due to the increased size of Frisco Ridge and the rates being charged by other companies, we will have to increase our budget for HOA management dues.
- Pond and drainage issues – The developer, in the past, had told us, in writing, that they would clean out the pond once all construction is completed. Jonathon doesn’t trust that this will happen so he went to the City of Yukon since this affects storm water runoff. The City says that the dam issues are between the HOA and the developer and advised us to contact the Department of Environmental Quality (DEQ). Jonathon contacted DEQ at the end of December but no resolution yet. The fountain is silted in so a decision was made to leave it off until the pond is cleaned out. Taber has not consistently maintained a silt barrier around the construction on Switch Court, compounding the problem. Jonathon spoke to them and they did repair the silt barrier, but it keeps getting covered by dirt. A resident questioned whether or not we need the fountain and suggested it could be removed. And someone questioned whether we need the pond and the Board responded yes, it is needed for flood control. A homeowner asked if a rock levee could be installed in place of the culvert. At this time we are waiting for DEQ to respond before exploring our options. Also, Jonathon is trying to be pro-active with the developer re: pond dredging and the pond dam needs to be repaired or rebuilt. Lori sent a letter to the developer requesting assistance on this as well as other issues but there has not been a response. Another resident was interested in a fishing dock being put in in the future.
- Other old business – A resident asked if the Vandament signs/area belong to our HOA. At this time, they do not, although the developer is trying to hand them over to us. We declined ownership until the remaining lots are developed—their response was to shut off the water. At this time there is a leak underneath the street where the developer installed the sprinkler system. We are trying to get them to repair this before we take ownership of this property.
- Possible changes to covenant pertaining to outbuildings is being explored. In reading minutes of past meetings, Lori realized this issue keeps coming up and is the source of several compliance letters as well as homeowner complaints. Feelings are strong on both sides. As part of the meeting packets, the Board decided to send a survey was sent to gauge the level of interest. Of the responses to the survey, there is probably not enough response and support at this time to proceed with a covenant change. To change a covenant, the Board needs to be certain we would have the 80% yes vote, required by our Covenants. The response was about 24%, about 51% want to make a change and about 36% do not. The final report will be posted on the website. A resident suggested that the Board use “Survey Monkey” in the future but at the current time, our email list is not complete. Pam Fox is now maintaining our email list and we are trying to get more email addresses so this may be a future possibility. A homeowner also reminded the group that a special meeting would be required for the vote.
- At the present time compliance letters are being sent to residents with non-compliant outbuildings and the recourse for the HOA if a resident does not remove the building is to place a lien on the property.
- HOA dues – Jonathon had looked at the past four years spending and feels that an increase in dues may be needed. He had proposed a 10% increase in 2021 but this was shelved to be re-visited for 2022. Our mowing and other maintenance costs will increase with the added common areas. The Board would like to avoid special assessments and the way to do this is to be certain we have funds for normal expenses.
Election of 2021 Board of Directors
All residents were invited to run for a Board position. There were five people that agreed to run, two of which only were running if nobody else did in order to have a full Board. Since no other residents expressed interest, ballots were sent to all residents asking for the prospective Board members be voted upon. There were no nominations from the floor. A motion was made by Dave Fauser to accept the five candidates, seconded by David Eggleston. Approved. 56 people attended the meeting and voted via Zoom, 47 ballots were returned and 7 returned a proxy enabling the Board to vote for them on this matter. The 2021 Board will be: Lori Philo-Cook, Jonathon Leidy, David Eggleston, Tim Peters and Lolly Griffin. Board officer positions will be determined at the first meeting.
Homeowner Questions, Comments, Ideas
- A resident encourages everyone to look at Recyclops to recycle.
- A resident asked if the City would enforce parking issues. They will only if a vehicle is immobile. They will not enforce our covenants.
- Residents are concerned about speeding. The Board has discussed either temporary or permanent signs that display the speed of motorists to increase awareness. Tim will see if a traffic study may be done and will also investigate the possibility of additional stop signs along Frisco Ridge Road. Another suggestion was speed bumps.
- Cameras at the entrances was asked about. Jonathon says that the Safety and Compliance Committee can look into this but David Eggleston says that he has had some experience with this and the infrastructure is not there. You must have internet at the entrances, power and there would be a monthly management fee. Due to the expense, this is not feasible for us at this time.
- Dues increase – a resident questioned the board’s authority in doing this. The Board can increase dues up to 15% annually without a vote, per our Covenants.
- Drainage – Several residents have had problems with drainage in and around their property. Jonathon had talked with a City rep about this and was told that any resident should notify the City if this is an issue they have. This would be a civil matter between the homeowner and builder.
- Overnight parking – parking in the street is prohibited. This is an ongoing compliance issue and any on-street parking should be short term and temporary, if at all.
- A resident noted that outbuildings must match the home but asked about fences. Other than chain-link fences being prohibited, and requirements about type and height of fences, there are no restrictions on paint colors.
- A resident asked for a copy of the 2021 budget. Jonathon responded that this has not been set yet because the new 2021 Board would be responsible for developing and approving this. (Note: the final budget will be put on the website.)
- Several residents offered thanks to Lori and the Board.
- Jonathon gave the Frisco Ridge email ([email protected]) to all and invited everyone to get in touch if they have questions, comments or concerns.
- Question About HOA Storage Expense – the Board, in 2019, rented a storage unit at Devon Self Storage to store HOA property. In December 2020 Jonathon moved our belongings to a smaller unit and pre-paid for the year to save funds.
- Dave Fauser feels that we need to follow covenants and enforce the 3” tree size. The 2020 Board agreed that any tree is better than no tree.
- Drew asked whether or not the Board can choose which covenants to enforce. Lori answered that the primary responsibility is to enforce all covenants and we try to do our best. He says there is no choice on the trees.
- A homeowner pointed out that there is a problem with street names and mail delivery for Switch and Switch Court and the Board will see how this can be resolved.
Lolly made a motion to adjourn, Clayton seconded, meeting adjourned at 9:09 p.m.
Downloadable HOA Annual Member Meeting Minutes
2023 Meeting Minutes
2022 Meeting Minutes
| final_fr_2022_hoa_annual_mtg_minutes.docx |
2021 Meeting Minutes
| final_jan_2021_am_minutes.docx |
2020 Meeting Minutes
| fr_hoa_meeting_jan_2020.docx |
2019 Meeting Minutes
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2018 Meeting Minutes
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2017 Minutes
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