November 18, 2021
Maple Hills Board Meeting Minutes (see downloadable meeting presentation file for additional details)
1. Call to order – 6:03pm
2. Roll call. Introduce board members to all attendees.
3. Open forum. Each resident present may express their concerns for up to five (5) minutes. A manager or member of the board may give a brief response. Speakers must observe proper behavior and rules of decorum. Speakers may not transfer their time to others.
Ankit Khani
Lot 199 - close to 203rd Ave and 204th Ave
We share a wooden fence shared with 204th
Can we request a concrete fence on the West side of 204th Ave?
Older street lights on the west side, the street lights need to be updated to match the rest of the community
Darren Groth
Certificate for the website - he is blocked and can’t access the website
Dave is going to register the website through Cloudflare
During the move from Developer to homeowner
Please outline and publish a process for complaints
What is the process for items that need to be addressed and how are they determined?
When does the board elevate issues to the whole community before taking action?
What is the threshold of expenditure allowed under closed meeting protocol?
Staci Groth
Security in the community
Gate, Security Guard, Neighborhood watch
Landscaping makes it hard to see cars coming onto 258th
Turning left from 205th Pl onto SE 258th
Adding a stop sign, cross walks
4. Approval of last meeting’s minutes
5. Presentation of reports
Treasurer’s report
Q: How are delinquent dues going to be handled?
Landscaping of Tract L100 and Tract C
Stain common area fences
Q: Are some of the areas that have already been stained going to be re-stained?
A: Potentially, it will have to be determined around the estimate of the work. We will try and make the community as uniform as possible.
Restoration of Tract G
Under current discussion with Lennar and their error clearing Tract G
Correct the color of the concrete fence on 204th Ave. SE.
In current discussion with Oak Pointe and Lennar regarding the staining of the concrete fence will also discuss with them adding a fence to the west side of 204th Ave.
Rules and Regulations
Additional rules and regulations will posted on the HOA community website – mapleshillswahoa.com, in the Documents section. These are a clarification of some rules as determined by the CCRs.
After a 30 days review, these updated rules and regulations will be adopted.
Q: Katie Beilke – what are the new rules and regulations regarding?
A: Dave Jenks read some examples of clarifying CCRs.
Website - maplehillswahoa.com
Landscape company contract
Management company RFP
Our new property manager is Windermere Property Management South.
Fourth quarter schedule
12/16 – Board Meeting
Notification of annual dues
January Annual Meeting
6. Manager’s report
We heard from Dawnette Fletcher, Community Association Division Manager, Windermere PM South, LLC, who demonstrated their homeowner access portal.
Email: maplehills@wpmsouth.com
Website: WWW.WPMSOUTH.COM
7. Old business
Items from this meeting’s special reports will be included on the next open meeting agenda.
8. New business
Manager’s report added to agendas
Annual calendar
Annual meeting
Board of director elections
Open meeting schedule
Monthly executive board meetings (second to last Thursdays)
Quarterly open board meetings (last Thursday of March, June, September and December)
*Interested in participating in a community clean-up project to clear brush and blackberries in the open tract by the west section of the community. – Please contact the HOA Board: maplehillswahoa@gmail.com
Other items from open forum will be considered for new business at the next open meeting.
9. Questions
Katie Beilke - How would we like communications going forward? (Through the management company)
Mike & Cathy - Restoring Stop Signs and paint on sidewalks - 258th and 206th
Crystal Watkins/Staci Groth/Pete Watkins – There is going to be a wreck on 205th PL SE, there is need of a Stop sign, and the additional of a no outlet or dead end sign
Jennifer Lengyel – For those that pay HOA dues monthly when will the portal be up. HOA dues portal opens Monday 11/22/21
Thomas Grissom - Parking, bring your ideas to the annual board meeting in January
Staci - Violations in the community, how have those been handled. Notices go out, fines that double monthly, and the board has taken it among themselves to speak with homeowners
Dorothy & Jay Hart - What about the back gate and the access point?
Currently a private road, there is some discussion of opening that road once additional homes are added. HOA Board will look into this further
Neighborhood security around us on the Nextdoor app is bad, once 204th Ave is completed the security needs for this community are going to increase
Not a fan of security guard because the neighborhood is susceptible to crime when they aren’t patrolling
Gate is a good solution – added to the board agenda items
10. Adjourn - 7:28pm
