Clearmeadows Community Association

Board of Directors Meeting

January 17, 2008 

Meeting was called to order by President Chris Leedle at 6:35p.m.

• Directors Duane Vincent, Bea Weimer and Monte Silliman were present as were members Dave Westom, Brian Legate, Gary Moore, Tom Waits and Carol Ivey.
• Director Lori Gibson was absent.
• Mike Swanson, the Association’s representative from Kappes Miller was present.

 

Minutes were read and approved. 

Treasurer’s report was read. 

KM Representative Mike Swanson had no additional financial information to report.

Treasurer Duane Vincent reported he had just received a complete copy of the 12/31/07 financial statement from KM.  Since the board had not had time to read the report no action was taken.

• Mike believes KM can put the entire monthly financial statement and Account Receivable aging on the Boards website so all board members will have the complete report.

 

Old Business 

Electric Bill: Mike Swanson addressed the request from the HOA meeting regarding whether or not the Association had been over-billed for electricity.

• He reported that the questioned amount represented an annual billing amount.
• Most of the Association’s electricity expenses are billed annually.
• A second bill, for power to signage and the sprinkler system is billed monthly.

 

Pacific Landscaping:  Mike also reported on charges that had been questioned at the last meeting as possibly over-billings.  He talked to Pacific Landscaping and determined the Association had not been previously billed for May ’07 sprinkler repairs and tree replacement.

• The bill in question, $714.12, represented that work.

 

Sign Lighting:  Duane checked out the situation with the lighting.  Further information reported under “New Business”. 

Insurance:  Mike and Chris had both been in touch with the Association’s insurer regarding possible recovery for missing funds from the previous management company.

• Insurer is in possession of the forensic audit.
• Duane and Chris will provide Mike authorization to represent the Association in dealing with the insurer.

 

Legal:  While agreement to initiate legal action against the previous management company was approved by the board at the November 28, 2007 meeting preliminary discussions with Vial Fotheringham LLP (attorneys) indicate that it will not be cost-effective to pursue legal action unless damages exceed $30,000.

• Duane reported that, to the best of his knowledge, the amounts positively identifiable would not exceed $10,000.
• Mike Swanson, KM, concurred as did President Chris Leedle.
• Since Director Lori Gibson was not able to attend the meeting and because Lori has done much of the legwork regarding the missing information no further action was recommended or approved at this time.

 

Fence:  Member Brian Legate asked for an update regarding repairs/replacement of the community fences.

• It was explained that at the October 10, 2007 board meeting it was ultimately determined that the fence would be addressed prior to dry weather in 2008 and a committee would indeed be formed to recommend a plan of action.

 

New Business 

Signs:  Treasurer Duane Vincent read the proposal the Association has received from Vancouver Granite to sandblast the lettering into the 2 small entrance signs on 176^th Avenue and the larger sign at the corner of 176^th Avenue and 20^th Street.

• The total cost of the sandblasted gold lettering is $1,271.35.
• This amount is significantly less than the cost of replacing the gold glue-on letters and sandblasting is far less susceptible to vandalism.
• Duane reminded the board that the parents of the girls who admitted to vandalizing 1 of the signs have been billed approximately $1,800 which represents the cost of repairing only the sign they admitted defacing.

 

MOTION:  A motion was made and seconded (Monte and Chris) to approve the contract with Vancouver Granite per their proposal.

• Motion approved unanimously.

 

Member Dave Westom suggested the board check into the cost of re-blasting and color replacement for future reference. 

Resolutions & Guidelines:  the board approved the acceptance of 6 documents regarding:

• director and volunteer conduct;
• board member areas of responsibility;
• revision to Notice and Fines;
• dues dates, late charges, collections and liens;
• financial policies and procedures;
• meetings

 

These documents will be posted to the Associations’ website as soon as possible. 

Annual Meeting:  the annual meeting is scheduled for Wednesday, February 20, 2008 and the Fire Station on 15^th Street.

• Chris Leedle has already secured the meeting room for that date.

 

Everyone was reminded that we need 209 member proxies to hold a valid election. 

A newsletter is scheduled to be mailed shortly which includes an article explaining the by-laws require over 50% of the members (homeowners) to be present or submit proxies. 

Chris closed the meeting at 8:00 p.m. 

Respectfully submitted, 

Monte Silliman/s

Secretary

Clearmeadows Community Association