Clearmeadows Community Association
Board of Directors Meeting
August 20, 2008
Meeting was called to order by Vice President Bea Weimer at 6:30 p.m.
Board members Duane Vincent and Monte Silliman were also present.
Carol Ivey and Brian Legate were also present.
Minutes of the 6/18/08/08 were approved with reading waived.
Treasurer’s report was read and approved.
Monte Silliman made a motion to appoint Carol Ivey to the board to fill the vacancy left when Lori Gibson resigned. Duane Vincent seconded and the motion was unanimously approved.
Duane reported that he met with Katy Matthews, the claim representative for the association’s ongoing claim against NW Management Exclusive.
Duane advised Katy that all original documents were housed at Kappes Miller.
When asked the status of the Police Report Duane again advised Ms. Matthews that all the documentation was at K-M.
The board briefly discussed the prior week’s planning meeting with Kappes Miller representatives Brett Shockley and Mike Swanson.
Overall we are still not satisfied with the performance of K-M in dealing with complaints and the cost the association is bearing for erratic and multiple notification letters going out when they (K-M) advised us at the planning meeting on August 13th of their concerns with the process the board had prescribed.
Further discussions to take place at the September planning meeting with all the board members present.
It was decided that correspondence to K-M should be cc’d to Brett until further notice.
Upon board discussion it was agreed that Duane Vincent would draft a letter (proposal only) that could be sent out by the board for CC&R violations and complaints.
NO motion or decision was made as to whether or not the board wants to assume the responsibility for this action
Repair and painting the perimeter fence:
Fence Committee (FC) member Brian Legate advised the board of the leg work he has done regarding the repair and refinishing of the parameter fences.
Trouble getting bids for repair.
Time is quickly running out for completion this year even if the association did have the money to complete the project.
Discussed replacing the entire fence with a composite product
$37/foot +/- rough bid from Premier Fencing, Hazel Dell, that Monte obtained
Discussed replacing the fence, with wood, in sections over a period of years.
Talked about the costs and the ‘acceptability’ of a special assessment.
A motion was made and approved, unanimously, to allow Carol Ivey to purchase 1 gallon of fence paint to paint over the graffiti on the 176th Avenue parameter fence.
A motion was made (Monte) and unanimously approved to appoint Carol Ivey to the ARC committee.
As a board member she will replace Lori Gibson as Chairperson of the ARC until further notice.
Annual meeting and board member election
After discussion it was decided that notification of open nominations and upcoming annual meeting and election would be included with the September 2008 dues invoice billings.
Nominations for the 5 (all) open board positions must be returned to Kappes Miller by Wednesday, October 15, 2008.
By Thursday, October 30, 2008 the board will mail out ballots to all homeowners/members.
Agreed to go back to mail-in ballots since we are having absolutely no success in obtaining proxies.
The Annual meeting will be held on Wednesday, November 19, 2008.
There will be no December 2008 board meeting.
Newly elected board members will take office beginning January 1, 2009.
The meeting closed at 8:30 p.m.
Clearmeadows Community Association