Clearmeadows Community Association

Board of Directors Meeting

November 12, 2008 

Meeting was called to order by Vice President Bea Weimer @ 6:30 p.m.

• Board members Chris Leedle, Carol Ivey and Monte Silliman were also present.

Minutes of the 10/22/08 were approved with reading waived.   

No treasurer’s report as Treasurer Duane Vincent was absent. 

OLD BUSINESS 

Fence – Brad Remsing, owner of A1 Retrofit, LLC made a presentation to the board per the board’s request regarding completion of common area fence repairs plus power-washing and painting of the entire common area fences.  After completing his presentation and answering the board’s question Brad left the meeting. 

MOTION: a motion was made, seconded and unanimously approved to contract with A1 Retrofit, LLC for the completion of fence repairs, which are to be completed – pending the lack of severally inclement weather – prior to calendar year-end, 12/31/08 and power-washing and completely repainting the common area fences as soon as weather permits in the Spring of 2009.

• The fence repair contract is for $11,000 plus tax with a contingency for fence post replacement as recommended, and subject to board’s approval, at $150 per post.
  • BOARD APPROVED up to $15,000, plus taxes, be paid for these repairs
  • Board member Monte Silliman was appointed to deal directly with A1 Retrofit, LLC and authorize, on the boards’ behalf, post replacement or other extraordinary repairs up to this $15,000 limit without additional approval by the majority of the board of directors.
• Power-washing and complete fence painting is contracted for $16,700 plus tax.

Pending Insurance Claim – the board discussed the pending insurance claim to recoup funds which it believes were fraudulently paid.  After discussing the protracted claim process that has been on-going for over 1 year a decision was made per the following motion: 

MOTION:  a motion was made, seconded, and unanimously approved to appoint former board member Lori Gibson to chair a committee of two (2) which included current board member Carol Ivey authorization to communicate on the Association’s behalf for all insurance recovery efforts.  Furthermore, the insurance committee and Lori Gibson, specifically, is authorized to recover all data, including bank checks from as far back as the Insurance Fraud Investigator will allow recovery.

• Pursuant to this appointment Lori was furnished the financial audits for years ending 12/31/2002 through 12/31/2007.
• As timing is of the essence, all persons with data are hereby requested to release same to this Insurance Recovery Committee as quickly as possible.

ARC Review & Decision

C143 approved for HDTV Sat dish installation   

B 343 approved for storage shed  

Tree Replacement – Director Carol Ivey met with 2 nurserymen regarding solutions to dead and dying trees along SE 176^th Ave and SE 20^th St.

• Both told her now was not the time to replace the trees, but that Spring would be better.
• They had alternative tree (variety) recommendations too.
• Decision on replacement will be made after the first of the year (2009)

Budget – Board briefly discussed the 2009 budget.  Carol had some questions and agreed to contact KM representative Mike Swanson for answers/clarification.  No action was taken. 

NEW BUSINESS 

Reimbursement – Board approved reimbursement to Director Bea Weimer for a roll of stamps, $41.75, to be used by the board for business mail.  

The meeting closed at 9:00 p.m.  

Respectfully submitted, 

Monte Silliman/s

Secretary

Clearmeadows Community Association