Montare Homeowners’ Association Annual Meeting Clearview Center – Dec. 2, 2009

Agenda  7:00 Meeting Begins /Agenda Review/ Introductions  7:10 Election of New Board Member  7: Report Card  7: Plans  7:50 Financials  8:05 Committees  8:15 ACC  8:30 Communication  8:35 Election Result  8:40 Open Q&A  9:00 Adjourn

Meeting and Election Process  Meeting Preview  Confirm attendee sign in  Confirm quorum requirements 10% (6 households) of membership required for quorum 10% (6 households) of membership required for quorum  Record proxies  Meeting etiquette  BOD Election  Mike G.’s (lot 56) BOD term expires 12/31/2009  Continuing BOD members for 2010 are Karen B. (lot 18, 3rd year) and Ann T. (lot 19, 2 nd year)  Confirm 2010 candidates: Peter C. (lot 37) Peter C. (lot 37)  Cast ballots or confirm election of board member  Call for need of HOA secretary, replacing April (lot 52)

Montare HOA 2009 in Review  HOA Dues: Took until early Oct. for 2009 dues to be paid in full; board elected not to issue fines at the time rules allow (July 1 vs. Feb. 15)  Worked with boys (and their parents) from outside Montare who vandalized both entry signs on repair – no cost to HOA  Continued to have projects done without ACC approval; homeowners must submit form/plans and receive approval on exterior projects  Neighborhood traffic safety  Montare represented on Maltby Neighborhood Alliance (Peter, Mike)  Highway 9 widening monitoring  Expansion of service provider recommendation list on website  Insurance provider moved to 3-year premium price schedule  Agreement with Highland Vista & Summit to hold annual garage sale on final Fri-Sat of June (June for 2010)  Halloween party canceled  2009 landscaping and general outdoor initiatives:  Entryway trimming of cottonwood and alders, adding Leylands  Woodchips on two trailheads  Lawn moss/fertilization treatments (skipped thatching/aerating)  Considered trail-signs addition (‘no horses’) but decided it hasn’t happened enough to justify the cost

Montare HOA 2010 Plans  Potential Enhancements  Bark common-area beds  How often to hire arborist to walk trails to point out problem trees?  Fix selected poor drainage area of trails (73 rd St.)  Entry signs power-washing/painting  Implement annual ‘Who needs paint?’ list & friendly notification  Continue to monitor conditions of common areas/trails to make sure landscaper is following through  Community Events  Suspend voluntary social dues and consider holding picnic in park  Community Action and Participation  Maltby Neighborhood Alliance (hot buttons: Cement pumping yard; tow yard zoning request where disbanded modular home used to be; trucking business next to Maltby Community Center, Waste Management plans; Pacific Landscaping; Traffic  Highway 9: PUD moving poles; DOT taking bids (construction scheduled to start summer 2011)  Garage sale June 25-26

Finances  Coming in approximately $2.5K under budget for 2009, mostly because:  Did not use $1,000 Legal Fees  Did not use $300 Board Education  Over-guessed insurance rate by $400  Over-guessed income taxes by $280  Did not use $250 Repairs & Maintenance  Reserve fund for end of 2009 will be ~$64K (growth from $58K end of 2008, $53K end of 2007)  Dues for 2010 are $475: 5% decrease from 2009’s $500  Show 2010 budget

Community Volunteer Groups  Montare Board of Directors and HOA help  BOD: Mike G. (lot 56), Karen B. (lot 18), Ann T. (lot 19)  Treasurer: Laura W. (lot 41)  Secretary: April G-S (lot 52) (need to replace)  Accountant: Susan R. (lot 15)  ACC: Contacts-Diane S. (lot 24), Darrel V. (lot 6), Mandy N. (lot 43), Karen L. (lot 17), Linda T. (lot 23)  Five-member group provides tie-breaking abilities and is large enough to capture diverse opinions yet reach rapid resolutions  Landscape Committee: Contacts-Donna N. (lot 3), Laura W. (lot 41)  The landscape committee researches and facilitates much of the proactive maintenance and beautification of our common areas

Community Volunteer Groups  Social Committee: Contact-Laura W. (lot 41)  Need another person or two to share responsibilities with Laura  Voluntary pre-pay approach has worked but puts Laura in the awkward position of asking for funds from homes who didn’t pre-pay  Considering holding annual picnic in our own park  Neighborhood Watch: Contact-Bob U. (lot 11) taking over for Chris C. (lot 44)  Please continue to loop in Bob and the BOD on concerns that could potentially result in a threat to our community  Welcome Committee: Contact-Laura W (lot 41), Shelley C. (lot 46)  One new family this year (F. on 73 rd )  Also a family (H.) leasing lot 53 on 76 th while their Mill Creek-area home is rebuilt following a fire  Web Master: Contact-April G-S. (lot 52)  Reach April at for postings on

ACC Recap  The volunteer ACC team is in place to serve as a resource for guidance, and facilitation of approval prior to the start of exterior home and property projects as defined in our CC&R’s  All ACC related information is easily accessible on our community website  Process expectations  Timelines  Project submittal forms  Community covenants  Referrals from fellow neighbors  ACC member and BOD contact information  Plan for Success  Follow the simple procedures outlined on our website  Avoid incurring unanticipated costs through fines, and/or reworking of projects  Be sensitive to the time commitment of the volunteers and to the importance of your project by submitting projects prior to beginning work  Account for a 30-day approval turn-around time in your project plan  Ask questions up front

Communications Montare Website and Montare BOD group address: Montare Website and Montare BOD group address:  Montare BOD  Allows ease of communication to all three board members and the ability for the board to communicate as one voice  Allows immediate communication archives access to current and future BOD members  Conveys a professional business appearance to outside service providers  Montare Website:  Webmaster:  Allows us to greatly reduce communications  Provides quick reference to general community documentation; CC&R’s, and ACC process/forms  A central location to permanently house meeting minutes, calendars of events, service provider recommendations, and other information that impacts our community

Meeting Wrap Up   Election Result   Open Issues / Q & A   Assign action items   Meeting adjourned

Montare Property Reference Map