CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for MEETING of

July 29, 2010

Meeting called to order at 6:30 by President Bea Weimer

Other members present:

Carol Ivey, Vice President
Duane Vincent, Treasurer
Absent With Notice David Smith, Secretary
Vacant- Board Position

Other attendees-    Rebecca Blaisdale, TMG
                                Rosemary Tucker, TMG

Guest—Dick Fenn of Summer’s Walk who offered information and assistance if Clearmeadows’ homeowners wanted to pursue setting up a neighborhood watch system like Summer’s Walk has set up and is using with nearly 100% participation of 402 homeowners. 

Rosemary Tucker was introduced as our new representative from TMG and spoke of her many years’ experience with community associations in Seattle, Kauai and other areas.  The Board welcomes Rosemary and congratulates Rebecca on her promotion and thanks her for her guidance over the past year.

Homeowner Open Forum; homeowners attended and commented.

Reading of the Minutes for June waived. Motion made and passed to accept Minutes as submitted.

Motion made and passed to accept below report.

Treasurer’s report – meeting of July 29, 2010

Our balances include monies that have been collected as advance payments by homeowners through June 30, 2010.

Our US Bank Money Market Reserve has $77144.01 as of June 30, 2010.

The ending balance of Clearmeadows Community Association operations checking account with US Bank was $57643.65 as of June 30, 2010. The following activity was presented against the account:

Item 1056 – represents the share of late fees and also ownership transfer fees collected by and owed to TMG.  These are “pass through” expenses charged to the homeowners involved, and do not represent an actual cost to the association.

I have instructed TMG to pay Community Underwriters the full balance owing for a year’s insurance.  The reason for paying the amount is to avoid a monthly service fee, which would total $84.00 for a full year.

Duane L. Vincent, Treasurer

Proposed budget presented by treasurer and discussed.  Budget analysis and costs estimates indicate a lack of funding for required fence replacement, estimated to be needed in approximately 8 years.  Costs for both cedar fencing, which has higher maintenance costs, and composite fencing, which has higher initial cost but much lower maintenance costs were developed and provided.

Homeowners will be surveyed as to preference of cedar or composite replacement fencing as it affects the amount of money, which must be raised and reserved.

Motion made and passed that TMG will arrange to have a reserve study be done, not to exceed a cost of $3,000 for professional analysis of estimated expenditures which will be required of the community in the future.  This will be ready prior to the next meeting for final draft of proposed budget for 2011. 

Monte Silliman volunteered to once again serve as a board member.  Monte was appointed to fill the vacant position of member at large term which runs to December 2011.

Board decided to stay with once a month non-compliance reports to be included in the meeting packet as that process is working well. TMG to review non compliance reports procedure to be sure they stay on the reports until cleared.

Discussion held on the scheduling and place of the next three meetings to facilitate the annual meeting notice requirements.  Carol will work on the schedule immediately.

ARC Committee report-Carol

2115 SE 186th Avenue new siding, painting, new roof --- approved
17604 SE 22nd Way, new fence --- approved
2111 SE 181st Avenue, shed --- approved

The Board reviewed the Compliance Inspection report and discussed with TMG representatives the time line for letters sent which is first Friendly Reminder.  If reported as not complied, then Notice of Fine is sent out when re-reported if 14 days have passed.  Fine letter is sent when once again reported as non-complying in another 14 days.  All reports submitted are written and TMG responds with information on process and re-reporting.

Direction was given to TMG regarding policy and procedure for requests for waiver of fines.

Board discussed letter of intent provided to TMG by Collection Agency and will request TMG to provide a change in the split of collected funds reflecting discussion during the presentation.

The Board requested a legal opinion regarding maintenance of the perimeter fencing to determine if the fencing is an Association responsibility to repair or individual homeowner responsibility. A review of Attorney Eric TenBrook’s written opinion supports the case that the fencing is in fact an HOA responsibility to maintain. As such, the Board will move forward with a Reserve Study to get expert advice on remaining lifespan and replacement cost. As this is a major component of our Reserves, the Board has also asked that a survey be sent to all homeowners to solicit input on options for replacement to include cedar or composite fencing, with costs for each outlined along with the proposed impact on dues with either choice for owner review and response. 

Board went into closed session to discuss hardship requests.

Board’s decision that extension of hardship was granted 3 yea, 1 nay

Board’s decision that hardship request for one year was granted, 3 yea, 1 nay. 

The Board expresses appreciation for the volunteer efforts of several homeowners. 

Suggested agenda items:  Homeowners’ responses to revised resolutions and guidelines.

Meeting adjourned at 8:30 pm.