Minutes 2008-2009

Annual Meeting Minutes December 5, 2009 would not open on old website and were not transferred to this website.

Lakeside at Pole Creek Townhomes HOA Meeting Minutes – November 17, 2009

In Attendance – Fred Bryan, Chris Froetschner, Lee Reynolds, Larry Jamison (via telephone) Board approved the July Meeting Minutes Treasurer’s Report – Lee Reynolds provided the 2010 proposed budget to be reviewed in preparation for the Annual Meeting presentation. Some discussion was had and questions were asked, and Board approved draft Budget for presentation. DRC Report – DRC Members not present. DRC is in order and up to date with approved Board orders found in past minutes. Unit 20 – no contact has been made, but Board will continue to attempt to establish working relations with Owner. 2009 Meeting Agenda was presented by Fred Bryan – Board approved agenda. Road/Snowplowing - Defer to Master Board and their minutes for details on current situation and standing. Safe Deposit Box – The Board is working to place records and necessary items on to disc/memory stick to place in box along with other pertinent documents, items. Meeting Adjourned.

Lakeside at Pole Creek Townhomes Meeting Minutes – July 20, 2009 -

Establish Quorum and Attendance – Lee Reynolds (Treas), Fred Bryan (Pres) and Chris Froetschner (Sec) – 3/5 Board members; Ron Owens (DRC), Jack Corey (DRC); Dick Sprague (owner) - Approved the Meeting Minutes for the April 6, 2009 meeting - Treasurer’s Report (Lee Reynolds)– Balance as of 6/30/2009 - $15, 823.27; Expenses- Safety Deposit Box - $40, Attorney fees - $190, insurance -$625, Church of Eternal Hills donation - $50, Irrigation maintenance(Jay Dekovic) - $330 - DRC Report (Ron Owens) – Landscaping: Ron asked for guidance and a statement from the board going forward concerning requests for plantings/ irrigation system additions. Copy of such said statement of intent is included as an attachment (Attachment A) to these minutes. There are demand/warranty/species restriction/budget issues that the board must be conscientious of moving forward with landscaping/irrigation plans and implementation. The board would also like to bring to the attention and remind ALL HOMEOWNERS that the ground surrounding all townhome units is NOT the property of any individual owner and is in fact the collective property of Lakeside Townhomes HOA. Along with this reminder is notice that ALL HOMEOWNERS must contact the DRC committee and present plans of any and all planting intentions for approval. Any plantings done without such protocol being adhered to will face penalty(s) as set by the discretion of the board. The board faces potential irrigation system warranty void if the system is tampered with and the board must act in every way to prevent such matters. Among the priorities for landscaping are as follows: 1) Replace dead trees with new this summer/fall (approx 14 trees), 2) Relocate fence to Lakeside property boundary, 3) Weed Spraying/licensing requirements/costs for future weed campaign , 4) add new trees as budget allows and in line with Master Landscaping Plan. Staining - Staining is going on in subdivision...the board will contact owners who are scheduled to stain and have not yet signed contract of intent to comply with DRC/By-Law requirements. Roofs and Driveways Maintenance Schedules- intention to retrieve bids, contractors suggestions and timelines on both will be put on hold. - Roads Update – Discussion from Master PCV HOA meeting was carried over and simply outlined…refer to Pole Creek Valley Master HOA meeting minutes for detailed information on current and updated Road Status. - Other business – Owner request for variance to encroach/improve upon open space and outside of building footprint denied. Open space is a formula calculated by the County Plat Approval process and agreed upon by Developer upon Final Plat Approval. There also carries HOA increased liability with such acts. Board does not carry authority to approve such request, therefore request denied. - Meeting Adjourned - Respectfully submitted by Chris Froetschner, Secretary

Attachment A – Landscaping Guidance Statement of Intent DRC Members: Ron, Linda and Jack, At the July board meeting after discussion with the DRC members present the board of directors outlined several items concerning landscaping in Lakeside subdivision. 1. Cotton woods trees can not be planted in the subdivision. 2. View corridors must be protected. 3. Homeowners wishing to landscape on their own (which is encouraged) must submit a plan for final approval by the Lakeside DRC. 4. Extensions of the irrigation system to new trees and shrubs must be completed by the HOA contractor. The $40,000. system is under warranty and the warranty will be voided if we do not use the contractor that installed the system to make any extension to new landscaping. Home owners violating this policy will be responsible for any damages to the system and will be billed for said damages. The board also discussed the portion of the 2009 budget that was designated Landscaping and how it is to be used. 1. The dead trees that are currently hooked up to the irrigation system will be replaced. 2. The fence will be relocated. 3. If there are any funds remaining from the budgeted amount then it will be used to replace dead shrubs that are currently hooked up to the irrigation system. We also discussed the proposed 2010 budget. The DRC will put together a proposal for 2010 which will include additional landscaping and top soil. A plan will be presented to the home owners at the annual meeting in December. This plan will include entryway landscaping. Drainage problems exist in some areas and will be addressed if funds are available. Lakeside HOA Board 7/20/09

Lakeside at Pole Creek Townhomes HOA Quarterly Board Meeting Minutes April 06, 2009

Attendance- All board members were present along with Ron Owens and Jack Corey (2/3 of The DRC Board Members) Minutes – Board Approved the minutes from January 12, 2009 Treasurer’s Report – There are roughly $16,000 in available funds - 8 units were still outstanding with 2009 Annual dues. Email and US Mail invoice reminder to be sent out. - Safe Deposit Box – Board authorized Lee Reynolds to obtain one and set up ASAP - Donation to church of Eternal Hills to be paid for building/meeting use - Payment to Kent Whitmer (HOA Attorney) to be paid as well for legal fees DRC Report – Stain Schedule to be set and updated by DRC. DRC to also start process of locating new stain contractor by gathering bids. - Unit 20 – Procedure to cure staining schedule delinquency. Action to be taken this Spring/Summer. - Larry Jamison (Board Director) made a motion “as of 4/6/09, staining schedule be reduced to 5yrs from 7yrs. Due to recommendations of staining contractors and obvious neighborhood siding/exterior wear.” The motion was seconded and approved unanimously. Information and staining schedule to be reset and sent out to homeowners. - Roof Maintenance – DRC to establish baseline based on TRC estimates to be obtained. All roofs will be inspected this summer and DRC to present findings @ Quarterly meeting and/or Annual Meeting. - Snow plowing RFP to be obtained for owners who wish to participate in group discount. Individual contracts will still be executed with individual homeowners. - Landscaping Priorities – Spraying/Fence relocation/topsoil/tree replacement and planting of new. To be completed this spring/summer based upon budget allowance. - Light Pollution – Ron Owens presented ‘Food for Thought” and case for light pollution awareness. See Attached “Preserving Our Night Skies” - Dogs – deposit stations to be suggested to Master HOA - Driveways – reseal schedule to be set by DRC based upon recommendations from inspection of each individual driveway. DRC to present findings and schedule to Board for approval and enforcement. Roads – Update from Master HOA to be recommended. April 15th meeting @ TMWSD building. Water Heaters – water pressure issues may be apparent within subdivision to cause bursting/cracking. Owners should be cognizant of potential safety measures to prevent such issues and damage. Website to contain such info to follow Respectfully submitted by: Chris Froetschner, Secretary

Lakeside HOA Annual Meeting Minutes December 6, 2008

Certified a quorum Meeting Held by Chris Froetschner (Sec) and Lee Reynolds (Treas) Approved the minutes of the November 17, 2007 Annual Meeting - Sid Logeman made a motion and Jack Corey seconded. Motion passed Treasurer’s Report: Lee Reynolds - 2009 Budget and Dues structure was presented - 2008 Budget expenditures were discussed - Proposed $250 annual dues and 2009 Budget approved as presented. Jack corey made a motion and Ron Owens seconded, Motion passed Decision was made to remove the third flagpole at earliest convenience. Most likely in the Spring. DRC Report: Ron Owens updated the members on staining success and reiterated that any color change must go through DRC along with any other pertinent changes to townhomes exteriors. - Unit 20 is now delinquent and much discussion was had on procedure process. - Kent Whitmer joined and led discussion with his advice as HOA attorney and possible lien action. - Jack Corey volunteered for the vacancy DRC position Projects: - Move fence to surveyed property line - Replacing trees/Planting/topsoil improvements - Weed spraying Election of Officers: - Chris Froetschner and Lee Reynolds each have one year left to serve - Elected Officers - - Fred Bryan - - Larry Jamison - - Carol Mooney - Board to set quarterly meeting times Meeting adjourned