Eagle Crest Community Association Annual Meeting Overview
Planning for the Eagle Crest Community Association's annual meeting, volunteer board members, candidate vote, and the importance of local government approval for Eagle Crest. Includes images and details of the association structure and processes.
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Eagle Crest Community Eagle Crest Community Association Annual Meeting Association Annual Meeting ( (photos removed photos removedto permit website presentation) to permit website presentation) RECOMMEND REVIEW IN NOTES PAGE VIEW RECOMMEND REVIEW IN NOTES PAGE VIEW INCLUDES SOME PRESENTER NOTES FOR SLIDES INCLUDES SOME PRESENTER NOTES FOR SLIDES
Association Volunteers Association Volunteers February 2 February 22 2, 2024 , 2024 Board President Board Vice President Board Treasurer Board Secretary Sharon McIntyre Dan Booker Jimmy Saiku Debb Leach (David Templin) Wayne Salazar Rod Franz Cliff Aaker Jennifer Jackets Herm Eerkes and Terry Sherman Patti & Don Stucky Board Talon Court Member-at-Large Architectural Committee IT Support Committee Landscaping Committee Neighborhood Watch Committee Welcome Committee
Association Volunteers Association Volunteers February 2 February 23 3, 2024 , 2024 (Vacant) Dan Booker Jimmy Saiku Debb Leach Board President Board Vice President Board Treasurer Board Secretary Board Talon Court Member-at-Large Architectural Committee IT Support Committee Landscaping Committee Neighborhood Watch Committee Welcome Committee Wayne Salazar Rod Franz Cliff Aaker Jennifer Jackets Herm Eerkes and Terry Sherman Patti & Don Stucky
2024 Board Member Vote 2024 Board Member Vote Board President candidate Steve Jolly
Why Why an Eagle Crest an Eagle Crest Community Association? Community Association? Local government approval needed prior to building Eagle Crest
Why Why an Eagle Crest an Eagle Crest Community Association? Community Association? Local government approval needed prior to building Eagle Crest CC&Rs (Covenants, Conditions and Restrictions) descriptions of what the Eagle Crest community would look like/how operate submitted and approved by the City (1994)
Why Why an Eagle Crest an Eagle Crest Community Association? Community Association? Local government approval needed prior to building Eagle Crest CC&Rs (Covenants, Conditions and Restrictions) descriptions of what the Eagle Crest community would look like/how operate submitted and approved by the City (1994) An Association of Owners was established responsible for ensuring CC&Rs adhered to
Why Why an Eagle Crest an Eagle Crest Community Association? Community Association? Local government approval needed prior to building Eagle Crest CC&Rs (Covenants, Conditions and Restrictions) descriptions of what the Eagle Crest community would look like/how operate submitted and approved by the City (1994) An Association of Owners was established responsible for ensuring CC&Rs adhered to Builder departs/Board of Directors established, made up of owner volunteers to represent Eagle Crest owners in oversight, management and execution of CC&R responsibilities
Why Why an Eagle Crest an Eagle Crest Community Association? Community Association? Local government approval needed prior to building Eagle Crest CC&Rs (Covenants, Conditions and Restrictions) descriptions of what the Eagle Crest community would look like/how operate submitted and approved by the City (1994) An Association of Owners was established responsible for ensuring CC&Rs adhered to Builder departs/Board of Directors established, made up of owner volunteers to represent Eagle Crest owners in oversight, management and execution of CC&R responsibilities Committees established to help carry out specific community duties and work on behalf of the Board
Meeting Topics Meeting Topics Committees work: Architectural Welcome IT Support Neighborhood Watch Landscape Board of Directors work Value of Volunteer work Association Budget/Cost Projections Questions/Discussions
Architectural Architectural Committee Lot improvement info and approvals Builder/owner compliance with covenants
Welcome Welcome Committee Patti and Don Stucky Patti and Don Stucky Welcome new residents City and community info Assistance opportunities
Info Technology Info Technology Committee Cliff Aaker Eagle Crest website Community roster upkeep Newsletter/E-Alerts distro Email address groupings
Neighborhood Watch Program Neighborhood Watch Program Herm Eerkes & Terry Sherman * Notification/coordinate block captains and call trees * E-Alerts (originate) * Ready to appropriately communicate incidents from suspicious activities to unintended garage doors open * Community signage * Wilderness area trespassing (work with OHPD)
Community Area Community Area Landscape Landscape Committee Committee Jennifer Jackets Collects bids/contracts our landscaping work in community areas
Community Area Community Area Landscape Landscape Committee Committee Jennifer Jackets Collects bids/contracts our landscaping work in community areas Tree removal need assessments/bids/contracts when appropriate
Community Area Community Area Landscape Landscape Committee Committee Jennifer Jackets Collects bids/contracts our landscaping work in community areas Tree removal need assessments/bids/contracts when appropriate Assists with liaison with City/develop plans/contract with earth moving contractors (Eagle Crest Detention Pond)
Trimming and planting (volunteer work) Trimming and planting (volunteer work)
Tree trimming Tree trimming
Landscape Landscape Committee Vol Work Parties Qtrly lot landscaping/maint inspections (notifications when needed)
Landscape Landscape Committee Vol Work Parties Qtrly lot landscaping/maint inspections (notifications when needed) Eagle reserve area cleanup/protection
Landscape Landscape Committee Vol Work Parties Qtrly lot landscaping/maint inspections (notifications when needed) Eagle preserve area cleanup/protection Organize volunteer work parties for brush clearing/trimming/ planting/disposal in Eagle preserve, highway and community front entrance areas
And * Highway adjacent to Eagle Crest trash clean up weekly
And * Highway adjacent to Eagle Crest trash clean up weekly * Installing watch, no trespass signs
And * Highway adjacent to Eagle Crest trash clean up weekly * Installing watch, no trespass signs * Water line restoration AND MORE !
Eagle Crest Detention Pond Eagle Crest Detention Pond
Eagle Crest Detention Pond Eagle Crest Detention Pond (Hwy side view) (Hwy side view)
Eagle Crest Detention Pond Eagle Crest Detention Pond (Capital Drive view) (Capital Drive view)
Board of Directors volunteer work Board of Directors volunteer work Dan Booker, Jimmy Saiku, Debb Leach Liaison work with outside interests such as: - Attorneys - Property Mgrs - Landscaping firms - Bankers - Realtors - Builders - Insurance reps - Title companies - Law enforcement - Fire Dept pers - Post Office workers - City & County reps - State Wildlife employees - Eagle Crest owners/renters
Board of Directors Board of Directors volunteer work Project involvement: * Retention pond research, upkeep/maintenance coordination and contracting * Insurance coverage solicitation/contracting * Oversight/solicitation/contracting of businesses * Committee oversight, coordination and admin support * Owner/resident information distribution * Covenant info distribution, assistance and enforcement RECENT/UPCOMING Reviews * Covenant/Amendment review and consolidation
Board of Directors Board of Directors volunteer work Staying informed and responsive to recent national trends HOA insurance increases 2021 Florida Condo collapse origin - Condo Structural assessments mandatory end 2024 - Reserve requirements (reportable to State)
Board of Directors Board of Directors volunteer work Staying informed and responsive to recent national trends HOA insurance increases 2021 Florida Condo collapse origin - Condo Structural assessments mandatory end 2024 - Reserve requirements (reportable to State) Short term rental restrictions increasing housing shortages/living disruptions
Board of Directors Board of Directors volunteer work Staying informed and responsive to recent national trends HOA insurance increases 2021 Florida Condo collapse origin - Condo Structural assessments mandatory end 2024 - Reserve requirements (reportable to State) Short term rental restrictions increasing housing shortages/living disruptions HOA Property Management - All current expenses remain with addition of property mgt expenses - $20-$50 per unit per month (+$240-$600/year in dues) Workload dependent - Board of Directors/committees still required/homeowners liable/oversight duty - Some given fine/lien enforcement authority - No/unresponsive Vol Board govt imposed Property Mgt/fines - Vol Board (Done for you)/Prop Mgt (Done to you)
The $ Value of Volunteer Work The $ Value of Volunteer Work 100 s of hours of physical/admin volunteer work keep costs down VOLUNTEERS HELP KEEP OUR DUES LOWER
Eagle?Crest?Community?Association ?2024?Financial?Budget Percentage? of?Budget 2024?Actual 2024?Budget Beginning? Balance $20,462.58 Income: Homeowners? Dues Dues? Late? Payment? Penalty Dues? in? Arrears? Interest Bank? Interest Special? Assessment CC&R? Reimbursement Total? Income $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? - - - - - - - 20,790.00 $? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? 0.00% - #DIV/0! #DIV/0! $? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? 0.60 - 0.00% #DIV/0! #DIV/0! $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? - 20,790.60 $? 0.00% Expenses: Administrative Annual? Meeting? Expense Postage Supplies Bank? Charges Printing? /? Copies? /? Newsletters $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? - - - - - $100.00 $60.00 $14.00 $0.00 $0.00 0.00% 0.00% 0.00% #DIV/0! #DIV/0! Sub? Total $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? - $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? - $174.00 0.00% Landscape Grounds? Contract Detention? Pond? Grass? Mowing Special? Landscaping? (Trees) Storm? Drain? Vault? maintenance Detention? Pond? Maintenance Detention? Pond? Berm? &? Excavatio Water Backflow? Prevention Plants? and? Materials Sub? Total $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? - - - - - - - $6,513.00 $5,685.12 $0.00 $1,049.00 $124.09 $0.00 $100.00 $67.00 $112.89 $13,651.10 0.00% 0.00% #DIV/0! 0.00% 0.00% #DIV/0! 0.00% - $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? - 0.00% Other?Expenses IRS? Non-Profit? Income? Tax? Report Liability? Insurance PO? Box? Rental Mailboxes? Replacement Annual? Report,? WA? Sec? of? State Attorney/CC&R? Amend? Fees Website Sub? Total $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? - - - - - - - - $0.00 #DIV/0! $2,623.32 $237.30 $0.00 $20.00 $4,000.00 $90.15 $6,970.77 0.00% 0.00% #DIV/0! 0.00% 0.00% 0.00% 0.00% - Expenses? Total Cash? Flow $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? - - $? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? - $20,795.87 0.00% Ending? Balance:$20,462.58 Bank? Balances: Checking: Savings: Bank? Total: 14,446.06 $? 6,016.52 $? ? ? ? 20,462.58 $? Eagle?Crest?Community?Association?-?PO?Box?1336,?Oak?Harbor,?WA?98277?-?EIN:?91-1597510
Eagle?Crest?Community?Association 5?Year?Budget?-?WORKSHEET Beginning?Balance: Dues? Actual/Recommended Income: Homeowners? Dues? tobe? Collected Dues? Late? Payment? Penalty Dues? in? Arrears? Interest Bank? Interest Special? Assessment CC&R? Reimbursement Total?Income 2022 Actual 2023 Actual $23,639 $200 $12,600 $100 $18 $1 $0 $10 $12,729 2024 2025 2026 2027 2028 $21,096 $200 $12,600 $20,463 $330 $20,790 $330 $330 $330 $330 $20,790 $20,790 $20,790 $20,790 $40 $10 $1 $0 $0 $0 $0 $1 $0 $0 $0 $0 $1 $0 $0 $0 $0 $1 $0 $0 $0 $0 $1 $0 $0 $0 $0 $1 $0 $0 $12,651 $20,791 $20,791 $20,791 $20,791 $20,791 Expenses: Administrative Annual? Meeting? Expense? (5%) Postage? (5%) Supplies? ? (8%) Bank? Charges Printing? /? Copies? /? Newsletters/Covenants Sub? Total $0 $0 $0 $10 $156 $166 $0 $0 $100 $60 $14 $0 $0 $174 $105 $0 $15 $0 $3,000 $3,120 $110 $63 $16 $0 $0 $190 $116 $0 $18 $0 $0 $134 $122 $0 $19 $0 $0 $141 $13 $0 $0 $13 Landscape Grounds? Contract? (2yr? contract,? 8%? incr) Detention? Pond? grass? mowing? (8%) Special? Landscaping? (trees)? (8%) Storm? Drain? vault? maintenance? (10%? in? 4yrs) Detention? Pond? Maint? -? signs,? etc.? ? (8%) Detention? Pond? Berm? &? Excavation? (in? 30? yrs) Water? (June-Sept) Backflow? Prevention? (8%) Plants? and? Materials? (5%) Sub? Total $4,981 $5,105 $6,513 $5,685 $6,513 $5,685 $1,136 $7,034 $6,140 $7,034 $6,140 $1,227 $7,597 $6,631 $0 $50 $0 $0 $0 $0 $57 $0 $1,052 $14 $115 $3,363 $0 $0 $0 $0 $1,049 $124 $0 $0 $1,154 $169 $134 $0 $100 $72 $200 $145 $0 $100 $78 $210 $156 $0 $100 $84 $250 $0 $0 $0 $0 $100 $67 $113 $100 $91 $263 $108 $9,755 $5,088 $13,651 $13,841 $13,707 $14,992 $16,004 Other?Expenses IRS? Non-Profit? Invcome? Tax? Report Liability? Insurance? ? (8%? increase) PO? Box? ? rental? (5%? increase) Mailbox? Replacement? (box? +? install)? (in? 30? yrs) Annual? Report,? WA? Sec? of? State Attorney/CC&R? Amend? Fees Website? (5%? ) Sub? Total Total?Expenses: Average? Expense? per? Lot Cash?Balance/?Emergency?Fund Checking? Acct? -? routine? spending? &? emergencies "Set? Aside"? Savings? for? future? Excavation? (5%) "Set? Aside"? Savings? for? future? mailbox? (5%) Total? Savings? for? Pond? excavation? &? Mailboxes Ending?Assets?=?Checking?+?Savings $0 $0 $0 $0 $0 $0 $0 $2,297 $212 $7,402 $20 $2,429 $226 $755 $20 $2,623 $237 $2,833 $249 $3,060 $262 $3,305 $275 $3,569 $288 $0 $20 $0 $20 $0 $95 $0 $0 $20 $0 $104 $3,704 $18,829 $299 $26,504 $20,857 $1,048 $469 $5,646 $26,504 $0 $20 $0 $110 $3,987 $20,132 $320 $27,162 $19,923 $1,100 $492 $7,239 $27,162 $20 $0 $99 $0 $86 $0 $4,000 $90 $6,971 $20,796 $330 $20,457 $19,147 $905 $405 $1,310 $20,457 $86 $10,017 $15,271 $242 $21,096 $21,096 $3,516 $13,285 $211 $20,463 $20,463 $3,197 $20,158 $320 $21,089 $18,404 $950 $425 $2,686 $21,089 $3,441 $17,338 $275 $24,542 $20,413 $998 $447 $4,130 $24,542 Fiscal objectives: Maintain minimum $20K checking acct to cover unanticipated emergencies (BUT does not account for inflation). Minimizing increases to dues. avoid special assessments, but utilize if necessary for emergencies that deplete our cash reserve. Self-help projects can no longer be anticipated due to a lack of volunteers. Projected expenditures are increased for landscaping. 2024 Renew Landscape contract with 3M&M, est 8% increase and also $1,000 additional for added maintenance of Hwy20 common area. 2024 Estimate 2 additional detention pond grass cuttings per year to control grass (mandated by City) Est $2,632 per additional cut. 2024 update 30 year old CC&Rs planned. Est $4,000 legal fees and $3,000 cost to print and distribute to homeowners the following year or sooner.
Treasurers Report 2024 2024 Opening Balance: $20,463 Ending Balance (?): $20,457 Dues + Penalties collected: $20,790 Expenses: $20,796 Per lot: $330 Major Expenses: Grounds contract $6,513 Insurance $2,623 Detention Pond $6,858 Legal expenses $4,000 (Reserves set-asides $1,310)
Over the years 2018 ----------------------------------------------------------------------------------------------------------- $150 dues $200 $200 $200 2019 2020 2021 2022 2023 $200 $200
Over the years 2018 ----------------------------------------------------------------------------------------------------------- $150 dues $200 $200 $200 2019 2020 2021 2022 2023 $200 $200 Inflation Inflation Inflation Inflation Inflation 2.3% 1.4% 7.0% 6.5% 3.4% 25% increase ------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Over the years 2018 ----------------------------------------------------------------------------------------------------------- $150 dues $200 $200 $200 2019 2020 2021 2022 2023 $200 $200 Min wage Min wage Min wage $11.5/hr $12.00/hr $13.50/hr Inflation Inflation Inflation Inflation Inflation 2.3% 1.4% 7.0% 6.5% 3.4% 25% increase ------------------------------------------------------------------------------------------------------------------------------------------------------------------------
California Minimum Wage California Minimum Wage 20 19 18 17 16 15 14 13 12 11 10 2017 2018 2019 2020 2021 2022 2023 2024 2025
Washington Washington & & California California Minimum Wage Minimum Wage California Washington 20 19 18 17 16 15 14 13 12 11 10 2017 2018 2019 2020 2021 2022 2023 2024 2025
Washington Washington & & California California Minimum Wage Minimum Wage California Washington 20 19 18 17 16 15 14 13 12 11 10 2017 2018 2019 2020 2021 2022 2023 2024 2025
Over the years 2018 ----------------------------------------------------------------------------------------------------------- $150 dues $200 $200 $200 2019 2020 2021 2022 2023 2024 $200 $200 $330 Min wage Min wage Min wage Min wage $11.5/hr $12.00/hr $13.50/hr $16.28/hr 41% increase Inflation Inflation Inflation Inflation Inflation 2.3% 1.4% 7.0% 6.5% 3.4% 25% increase ------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Over the years 2018 ----------------------------------------------------------------------------------------------------------- $150 dues $200 $200 $200 2019 2020 2021 2022 2023 2024 $200 $200 $330 Min wage Min wage Min wage Min wage $11.5/hr $12.00/hr $13.50/hr $16.28/hr 41% increase Inflation Inflation Inflation Inflation Inflation 2.3% 1.4% 7.0% 6.5% 3.4% 25+% increase ------------------------------------------------------------------------------------------------------------------------------------------------------------------------ Example: Insurance Insurance Insurance Insurance Insurance $1,035 $1,035 $1,059 $2,297 $2,429 135% increase
Additional expense factors Additional expense factors Legal 30 year old Covenants (Review/eliminate or modify to comply with laws) Printing of CC&Rs (electronic/in print) easier to refer to incorporating Amendments Other legal guidance (as/when needed)
Additional expense factors Additional expense factors Legal 30 year old Covenants (Review/eliminate or modify to comply with laws) Printing of CC&Rs (electronic/in print) easier to refer to incorporating Amendments Other legal guidance (as/when needed) Revised Code of Washington (RCW) reserves Needed accounts Mailbox replacements Major dredging requirement
Over the years 2018 ----------------------------------------------------------------------------------------------------------- $150 dues $200 $200 $200 2019 2020 2021 2022 2023 2024 $200 $200 $330 Inflation Inflation Inflation Inflation Inflation 2.3% 1.4% 7.0% 6.5% 3.4% 25% increase ------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Association Association 5 Year Budget Projection 5 Year Budget Projection Financial goals for developing Forecasted Budget:
