Clearmeadows Community Association

Board of Directors Meeting

September 12, 2007

15^th Street Fire Station 

The meeting was called to order by President Chris Leedle at 6:30 p.m. 

Those in attendance were Duane Vincent, Treasurer, Monte Silliman, Secretary, Bea Weimer, Vice President, Lori Gibson, Director, plus homeowner/association members Paul Gibson, Carol Ivey, Kim Codino, David Smith, John Hartney and Bryan Murdock.

• Bryan Murdock is also the association’s webmaster.

 

Also in attendance was Brett Shockey, General Manager of Kappes Miller Management, the association’s new management company.

• Mike Swanson, our designated Community Association Manager was not able to attend due to a prior commitment.

 

OLD BUSINESS 

Minutes of the 8/8/07 meeting were read and approved. 

The was no presentation of financial information for August because Kappes Miller has not yet received all the information from NW Management Exclusive/Ed Arevalo and consequently has not completed an audit. 

Treasurer Duane Vincent reported the association had $24,976.79 in non-restricted funds as of 8/1/07.  

• Detailed report to be provided by the treasurer and attached to these minutes.

 

Motion was made and approved to reimburse Treasurer Duane Vincent for the cost of re-securing a post office box at the Fred Meyer center on 164^th Ave and 20^th St. 

Director Lori Gibson brought up a discrepancy in Duane’s beginning reported unrestricted fund balance and the last balance provided by NWME/Ed Arevalo.  Further discussion was tabled until Kappes Miller has time to complete an audit. 

Motion was made by President Chris Leedle for the Board to contract with Kappes Miller to complete an audit of the Association from August 1, 2004 through August 1, 2007 of the financial accounting and bank records.

• Duane Vincent seconded.
• Unanimously approved by a vote of the board.

 

Brett Shockey (Kappes Miller) reported on what information the Association had received from NWME/Ed Arevalo:

• Minutes for 2006 and YTD for 2007.
• Insurance Policy [in force] running from 5/1/07 through 5/1/08
• Brett estimated that only 5 – 10% of the Association’s records were provided.
• No monthly financials or homeowner records were included
• Ed paid his company $2,200 in 2005 for an audit that was apparently never completed.
• Ed paid his company $2,100 in 2006 for an audit that was apparently never completed.
• In both instances Ed’s former employer, Wathen & Company, CPAs were supposedly to perform the work.
• Brett checked with Wathen & Company and was informed they had never been contracted to do any accounting work after NWME took over the management of the Association in 2004.

Brett recommended that legal action be initiated to retrieve the missing records. 

Motion was made by Monte Silliman, Secretary, and seconded by Chris Leedle, President, that before an audit was initiated (revises the earlier motion) Kappes Miller is to contract with an attorney to issue a demand letter to NW Management Exclusive/Ed Arevalo to turn over all financial information.  Furthermore if the demand letter does not yield complete results within 10 business days a civil lawsuit is to be initiated and criminal action recommended.

• The motion passed unanimously.

 

NEW BUSINESS 

Treasurer Duane Vincent presented several resolutions for approval by the board.

• The 1^st Resolution was passed unanimously.
• The 2^nd Resolution having to do with Self-Storage Rental was passed 4 to 1 with Bea Weimer, VP, opposing.
• The 3^rd Resolution was passed unanimously.
• [Copies of the Resolutions are to be provided by Duane and attached hereto.]

 

A discussion of upcoming elections followed.  Director Lori Gibson committed to preparing a letter to be sent to all homeowners/Association members soliciting names for nomination.  [Bryan Murdock’s suggestion.] 

Lori also committed to producing 1 quarterly Association Newsletter in which the board will solicit homeowners/members for a paid position publishing the Quarterly Newsletter. 

The Architectural Committee (ARC) reviewed the multiple requests they’d approved as well as 1 they’d denied to Jack Sprague and had sent back asking for additional information. 

A Code Enforcement Committee (CEC) is being formed.  

Neighborhood map will be sectioned off, scanned and forwarded to Kappes Miller by Bea Weimer.

• An easily completed form for CEC volunteers to use to assess the condition of properties for covenant compliance.
• The forms and maps will be distributed to the CEC volunteers.

 

After a brief discussion Bryan Murdock agreed to maintain the Association’s website.

• This is a paid position for which Bryan has not billed the Association for some time.
• Clarification of the billable hourly price to be forthcoming at the next board meeting.

 

An Executive Board meeting will follow the regular board meeting to address issues with a homeowner/member. 

Meeting adjourned at 8:15 p.m. by President Chris Leedle. 

Respectfully submitted, 

Monte Silliman

Secretary