May 6, 2021
Hello Sara Grulich and J&M Management,
On behalf of the Maple Hills HOA, we would like to schedule a Zoom call on Thursday, May 6th, regarding various questions that the newly create HOA has after our first meeting.
First, we would like to provide you with our solidified roles on the Maple Hills HOA Board:
David Jenks will serve as President and serve a first term of 3 years
Thomas Grissom will serve as Admin Secretary and serve a first term of 2 years
Peter Watkins will serve as Treasurer and serve a first term of 1 year
To help the Zoom call move along in a timely manner, we will list all the items we have questions regarding, so we can discuss the answers to our questions at the meeting.
Thursday, May 6, 2021
Start 6:34p
J&M Management questions:
o Can you please provide the Board a copy of the late notices for HOA payments that are sent for past due payments which should include 30-45 days, 75 days, 95 days, and 9 months?
Unable to process the lien because of moratorium due to Covid
Fines include: 12% per year is the finance charge and a $50 fee to management company
o Can you please provide us with the process of filing a lien for non-payment of HOA dues, and the cost for county filing and administrative fees?
-Certified Letter of the past due amount, 30 days to pay
-J&M takes the file and files the lien, board will have to sign and notarized
-$399 for county filing and administrative fees, paid upfront by the HOA and then added to the homeowner.
o Are there any liens currently on any properties? Are liens administered by an attorney? What is the name of the attorney with whom J&M contracts?
-No current liens
-Sara is going to send a list of potential liens
o Can you please provide the Board with any copies of community members’ reported non-compliance violations and their outcomes?
-Sara has templates for how to keep your lawn care and newsletter
o Per the J&M contract, you provide inspection of Maple Hills once per month, would you send us copies of the monthly inspection report prior to compliance letters being delivered to the homeowner, so they can be reviewed by the Board and potentially handled by the community first?
-Sent to the board on May 4th
-If we approve the list, she sends out the notices
-Parking is an issue and should be for guest only
o Has J&M received any appeals in regards to the monthly inspections and have there been any actions taken for non-compliance?
-Fine structure: 3rd notice in a rolling 1 year of violations, fine amount: starts at $50 then each 30 days period it doubles for the same infraction
-Sarah is going to send over infraction policy notices to the board
-Beyond the 6th notice there is just $100
o The Board would like an insurance review. Would you provide agency contact information?
Amy at J&M will review all insurances to get the best rate
Insurance covers the board and the community (Currently, Travelers)
o Can you please provide the Board digital access to homeowner account records and ACC Records by lot number to review past requests?
Sara is going to ask to see if we can gain access to lot number request
o How are members notified of permits that are needed by the city?
HOA doesn’t need to be involved for city permits
o Can you please provide the Board with access to Quickbooks or provide a regular schedule to send us financial information?
-Not able to provide Quickbooks info
-Banking and Invoices will be sent to the board on a regular basis, we can not have access to Quickbooks
o The Board would like a review of the maintenance contracted, does J&M confirm that the maintenance company is fulfilling their contract?
-J&M contracts with a handyman but is an extra charge and we could really go with anyone
Cascade Green Landscaping contract questions - Jeremy - Owner:
o Can you please provide the Board with a map detailing the responsible areas within Maple Hills that are maintained by Cascade Green Landscaping?
Map sent to board on May 4th
Aardvark Bark estimate $12,000 to re-bark the neighborhood
o During monthly inspections does J&M Management ensure that Cascade Green Landscaping is fulfilling their contract and maintaining all necessary areas?
-Contract is a yearly amount and broken into monthly payments
-J&M monitors the best they can
o Per the scope of work for Cascade Green, turf areas are fertilized 4 times per year and shrubbery is fertilized 2 times a year. Per Cascade Green they contract out all fertilizer applications to “True Green Commercial”. Can the Board please be provided with the fertilization schedule?
-Sara is going to get a schedule for True Green fertilized and Cascade Green Landscaping
o Per the scope of work, Cascade Green provides garbage control. I know this has been an issue in the past with emptying the trash can in our neighborhood. Before we speak with Cascade Green, can you please provide us with any and all communications with Cascade Green regarding emptying the trash can?
-Potential Waste Management company
o What recourse do we have if these things are not being done?
o There is a dying tree and another tree that looks like was struck by a car when coming into the neighborhood that needs to be diagnosed and/or trimmed, is this covered with the Cascade Green contract? Or do we need to hire someone outside of Cascade Green?
-Tree Service has been contacted
Maintenance/Lighting:
o Who provides maintenance of the grounds and facilities? The Board would like a review of the maintenance contracted, does J&M confirm that the maintenance company is fulfilling their contract?
-Handyman
o We currently charged for lighting and have noticed that some of the lighting in the community is either non-functioning and/or broken. Is there a way to determine where all the lighting is placed to ensure what we are paying for and to repair any additional lights that are broken?
-We rent the polls from PSE but we are charged for the electricity of the light polls
Lennar:
o Coming into the entrance Lennar has provided no landscaping, we expect them to make appropriate improvements to match the other side of the entrance road. What are their plans of making that side of the roadway presentable? There is also an area on the corner of 208th Ave and 259th Place within the community that has not been maintained. Do we know if Lennar had any plans for that space and or does Cascade Green need to be landscaping that area?
Lennar asked for pictures but Sara hasn’t gotten a response
Trac G - Cascade should have a plan to weed and maintain that area
Lot 92 - want the boulders
o Do we have an ETA on when Lennar is taking out their signs within Maple Hills?
Still no answered by Lennar
o There appears to be a contract between Lennar and LakePointe to add a concrete fence to the back of the homes along 204th Ave. Who owns the fence, the homeowner, or the city? The stain on the concrete fence is not Sherwin Williams Covered Bridge SW3508, which is the Maple Hills community stain. Please confirm who chose the strain and what their plans are for correcting the error.
-Lennar customer care
-Homeowner
-Ava is the builder liaison
End 8:29p
