Clearmeadows Community Association

Board of Directors Meeting

February 20, 2008 

Meeting was called to order by Vice President Bea Weimer at 6:33p.m.

• Directors Duane Vincent, Lori Gibson and Monte Silliman were present.
• President Chris Leedle was absent.
• Mike Swanson, the Association’s representative from Kappes Miller was present.
• There were about 25 non-board members present.

 

Treasurer’s report was read.

• Lori Gibson questioned some K-M charges and Mike answered her questions.

 

Minutes were read and approved. 

KM Representative Mike Swanson confirmed there were about 85 proxies and with the roughly 30 members in attendance there was not the required quorum (209 members required) to hold an Annual Meeting.

• The plan is to get another plea for proxies out and try to hold the Annual Meeting and election of officers in April 2008.

 

OLD BUSINESS 

Audits: We are in possession of the 2003 FYE audit.  We are proceeding with audits for the fiscal years ending December 31^st, 2004, 2005, 2006 & 2007

• Tom Wait questioned the audit requirements and Duane Vincent explained the state requirement for audits for organizations collecting over $50,000 per year.

 

Landscaping: The board is in receipt of 2 proposals from the Assn.’s landscape contractor, Pacific Landscape Management for work:

• The board authorized the treat for Moss and Crane Fly control for $165.00
• The board postponed authorizing the re-barking the Assn’s property at a proposed cost of $1,650.

 

Insurance Claim for Embezzlement: Director Lori Gibson filed the necessary police report and the Non-Waiver Agreement was signed by Lori and Bea Weimer to send to Katy Matthews, Claim Representative for the Assn’s insurance carrier.

• Discussion followed to update members in attendance that have not recently attended a board meeting.

 

Sign Repair: Director Lori Gibson in her role as Chairperson of the Architecture Review Committee (ARC) signed the contract with Vancouver Granite to sandblast and letter the 2 small signs along 176^th Avenue and the larger sign at the corner of 176^th Avenue and 20^th Street.  The contract was witnessed by Vice President Bea Weimer. 

Mike Swanson of K-M brought a check for $700.00 representing the Assn’s down payment payable to Vancouver Granite.  

Mike Swanson, K-M Representative, reported he has been in contact with, but has not received a payment from the parents of the girls who admitted to de-facing one of the 176^th Avenue signs.  The parents had asked for more detailed information.  The information is in Mike’s possession and he’ll be moving forward with collecting the funds. 

Liens:  The Executive Board, in its closed meeting, discussed requests from Homeowner Members to waive certain fees; made decisions on those requests and instructed Mike Swanson on the appropriate action for each. 

The board reviewed a list of late fees assessed by the prior management company and approved waiving of several $5.00 fees where sufficient evidence was not in its possession to confirm there validity. 

Storage Facility:  The Assn’s storage facility is prepaid until September 2008.  Before that terms expires the board will decide whether or not to renew the lease, find an alternative solution to storing items – primarily Easter, 4^th of July and Christmas items plus several folding canopies used during events, sell or donate the items. 

TO-DATE THERE HAS BEEN NO VOLUNTEERS STEPPING FORWARD TO PLAN AND ORGANIZE EASTER OR JULY 4^th EVENTS.

• Tom Wait said he’d be willing to help with a July 4^th event and had heard that it was a money-maker in the past.
• Lori reviewed the 2006 financial report regarding the July 4^th event and confirmed it lost money.
• Duane also said it lost money due to the ‘freebies’ given away.
• Lori said that she too would be willing to help but could not chair the committee.
• Monte explained that a committee would need to come forth with a budget that showed the HOA would be repaid the seed funds.

 

[The board budgeted funds for 2008 to provide ‘seed’ money for such events if volunteers organized and presented an acceptable budget that would return those funds to the Assn.] 

If not volunteers step forward by the April 16, 2008 Board Meeting to present a July 4^th event the event will be officially cancelled for the 2^nd consecutive year and it is very likely that funds will not be appropriated for that event in the 2009 budget. 

CC&R Review:  The CC&R Review Committee has prepared a proposal for the board to consider.  The board completed a preliminary review and will be submitting some questions to the committee prior to the March 12, 2008 Executive Board Meeting.

• The board expects to approve a clear set of rules and guidelines at the March 19, 2008 Board Meeting.

 

Several members in attendance questioned what was happening with ARC approvals and with CC&R monitoring.

• Wild house and trim colors were mentioned.
• Cars parked on the streets were discussed.
• It was suggested that a Color Palette be approved and questions were raised regarding who was approving the non-original color schemes that were brought before the ARC.

 

[Chris Leedle joined the meeting coming directly from the airport.] 

Monte ran through the preliminary Good Homeowner List to garner opinions from the members present. 
 
 

NEW BUSINESS 

There was no new business. 

The meeting closed at 8:00 p.m. 

Respectfully submitted, 

Monte Silliman/s

Secretary

Clearmeadows Community Association