Clearmeadows Community Association

Board of Directors Meeting

October 22, 2008 

Meeting was called to order by President Chris Leedle @ 7 p.m.

• Board members Bea Weimer, Carol Ivey and Monte Silliman were also present.
• KM representative Mike Swanson plus 3 home owners were present

Minutes of the 8/20/08 were approved with reading waived.   

Treasurer’s report was approved with reading waived. 

OLD BUSINESS 

Appeals – were read by Carol Ivey, Chairperson of ARC.

• Recommendations were made by ARC for each appeal.
• Board approved/denied each on case-by-case basis.

ARC Review & Decision

B 343 approved for paint and awning

C 402 approved for fence

A 108 approved for fence

C 402 Approved for paint

B 211 Awning approved

A 249 Approved for paint and siding

C 417 Approved for paint

B 226 Approved for alley parking strip 
 

Tree Replacement – board reviewed a proposal from Pacific Landscape Management for replacing 5 dead Maple trees along 20^th St.  Board requested that KM seek a revised proposal to include several dead trees along 176^th Avenue too.

• Board member Carol Ivey suggested getting a 2^nd proposal and was given authority to pursue a 2^nd proposal and report back to the board at the November 12, 2008 board meeting.

Fence Project – the board discussed the proposal Brian Legate had secured from A-1 and voted to have an A-1 representative make a presentation including submission of a written contract for the board’s consideration at the November 12, 2008 if possible.

• Board member Monte Silliman agreed to email Brian Legate to notify A-1 of the board’s request.

Insurance – Mike Swanson explained that the insurance claim was stalled pending the board’s acknowledgement/agreement of the details of the financial audits that had been drafted.

• Upon instruction from the Board, Board member Monte Silliman signed the agreement that the Draft audits accurately reflected the financial condition of the Clearmeadows Community Association for the fiscal years 2004 – 2007.  The acknowledgement was taken by Mike Swanson and will be submitted to the auditors who will produce the Final audit.  It will be presented to the insurance company so the claim process can be completed. 
• The ‘undocumented expenditures’ identified by the auditors exceeded $13,500.

Homeowner Dues & Fines 

Motion was made, seconded and unanimously approved that the initial $5.00 late fee and $23.50 late letter charge could not be waived. 

Mike Swanson, KM representative, agreed to research whether language could be included on invoices reminding homeowners that absence of an invoice does not excuse a homeowner from the liability or create a circumstance whereby a late fee would be waived. 

NEW BUSINESS 

Budget – Mike Swanson presented a modified budget that included a $5.00 increase in quarterly dues, in part to compensate for late and non-payments. 

• Upon review and discussion it was decided by the board that we would forgo the increase at the current time and instead look into methods of turning non-compliant homeowners to collection.
• The board reviewed the original 2009 budget proposal and decided to table modification or approval until the November 12, 2008 meeting in order to have time to review it more thoroughly.

Late Fee Notification – Board instructed KM to limit late fee notification to once per quarter.  This will limit both the Associations’ and the homeowners $23.50 letter fee cost. 

Annual meeting and board member election – it had been decided at the August 20, 2008 board meeting the open nominations for the upcoming annual meeting would be solicited in a newsletter that was to accompany the October dues invoicing.

• Since the board did not meet in September and the dues invoices needed to be sent no newsletter was included.
• The board decided that it would try to hold a Planning Meeting prior to the November 12, 2008 board meeting and determine the best method for going forward with a call for nominations and balloting.

Other - Carol made a proposal that homeowner requested instruction for submitting violations of CC&Rs via the Association’s website to incorporated into the homepage.

• This will be discussed at the November 12, 2008 board meeting.

Due to a time restraint no further new business was discussed. 

The meeting closed at 9:00 p.m.  

Respectfully submitted, 

Monte Silliman/s

Secretary

Clearmeadows Community Association