CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for MEETING of

October 27, 2010

Meeting called to order at 8:00 by Bea Weimer, President

Other members present:

Carol Ivey, Vice president
Duane Vincent, Treasurer
Absent with notice David Smith, Secretary

Vacant-5th board position

Rosemary Tucker, TMG representative

Homeowner Open Forum; homeowners commented during Annual Homeowner meeting, notes attached.

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

Motion made and passed to accept below financial report submitted by treasurer Duane Vincent.

Treasurer’s report – meeting of October 27, 2010

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

Our US Bank Money Market Reserve has $77434.95 as of September 30, 2010.

The ending balance of Clearmeadows Community Association operations checking account with US Bank was $48,352.07  as of September 30, 2010. The following activity was presented against the account:

    1080     PACIFIC LANDSCAPE MANAGEMENT               1054.95

Item 1074 is for title transfer and late fees.

Item 1075 is the monthly management fee to The Management Group.

Item 1076 is copy and postage costs related to the annual meeting.

Item 1077 is copy and postage costs.

Item 1078 is for water usage.

It was noted that TMG has successfully collected on some delinquent accounts.

Treasurer will obtain signatures required by TMG for the reserve account and get them to Rosemary.

ARC Committee report-Carol

18603 SE 24th Street - paint approved
17612 SE 20th Way- front porch rebuild-approved
2204 SE 181st Ave- new roof approved

2011 Budget; ratified. There was no annual meeting quorum for a “not approved” vote.

Collections agency proposal tabled last meeting was voted on, 2 yeas, 1 nay.  Proposal accepted as written September 17, 2010 and TMG is directed to provide homeowners exceeding the threshold delinquency with demand letter and information regarding collection process.

Pacific Landscape is placing the entrance plantings.  The Pacific representative will be asked what their contract with Clearmeadows provides regarding oversight to sprinkler system since homeowners have reported the pocket park was dry enough to appear to endanger the dogwood trees. Homeowners were encouraged to report any dry areas or damaged sprinklers that need attention to TMG and best to do it through the Clearmeadows.org web site on reporting form because that goes to Board and several TMG representatives.

Annual meeting continuation was discussed.  To save the Association’s budget on postage and mailing costs, it was decided that the continuation meeting would occur on December 9 at fire station # 9. This means information can go out with the billing for 2011 for dues of $314.00 which is the previous $200 annual fees plus the $114.00 necessary to build up the professional reserve account required by the reserve study done in August. That full study is available on both the Clearmeadows web site and the TMG Web site.  Other information would be how to access both web sites, how to submit e-mail address for announcements or information or reminders, a repeat of the reserve fund information provided at the meeting which helped homeowners understand the need, new proxies to enable a formal election, etc.

A homeowner in a related profession who agreed to help with trees, sidewalk problems and other landscaping issues will be contacted by Carol for possible plans.

Closed session: two hardships were considered, one passed 2 yeas, 1 nay; another 3 yea –0 nay; three requests for waiver of fine considered, and some adjustment decided with requirements of no further violations  2 yeas, 1 nay each;  TMG to advise homeowners with restrictions and requirements.

New Business:
December;
-Research on if non-compliance in “public view” would include from parks and alleys or if rules are “street view”.
-Research on rules regarding painting of homeowners’ side of community fence.
-Appointments to vacant positions.

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

Thank you to the homeowner who rescued the meeting notice sign thought to be lost after the September meeting.

Thank you, Rosemary for bringing cookies to the annual meeting.

Meeting adjourned at 8:45 pm. ______________________________________________________________________
NOTES FROM FIRST ATTEMPT FOR HOMEOWNER ANNUAL MEETING HELD OCTOBER 27, 2010

Proxies and attendees represented 83 homes of the total 414 in the community.

No election was possible because of lack of quorum.

Requests for volunteers to fill board vacancy and for next terms vacancy closed with no appointees. 

Questions and discussion held regarding:

Increase in fees and that they are recommended by the professional reserve study done, the new and protected reserve fund set up and that there is an obligation to maintain the common areas and property;

Protection against misuse of Reserve funds; Rosemary explained the requirements of using the reserve funds including multiple signatures on checks, a discussion, motion, and approval during a regular Board meeting, documentation, and that all board members participate in the discussion. Rosemary also covered the independent audit approved by the board to be done every year of both the process, procedure, and expenditures done for and by Clearmeadows Association.

Landscaper duties and oversight required by TMG and the Board; homeowners encouraged to be vigilant and to provide information about problems via the Clearmeadows.org web site so both board and several TMG representatives get them.

Is landscaper responsible for repairs of bench in the pocket park; the bench was actually repaired by Duane Vincent, treasurer to save over $100 of the association fees.  Repair is responsibility of the association.

Why the budget is ratified without a majority vote of the homeowners; CCR’s rules are that the budget is ratified and business can continue to be done for the community if there is not a quorum with a majority vote to reject it as written.

Request for better communication with the homeowners; however, several recognized that many homeowners are not attentive to communications to them from TMG.

Why repainting the home the same color requires an ARC request; because a color, which was never approved and has caused complaints would not be repeated with fresh paint if an ARC request is submitted.  Pink, orange, purple variations cause the most homeowner complaints.

The time line of ARC approval; time requested by the committee is generally more then is needed in most cases by the current committee.  Response could be delayed if committee members are not immediately available for review and signatures.

Why doesn’t TMG do inspections of the homeowner side of perimeter fence; the cost is not in the contract and would be high as it would likely take 6 hours or more.

E-mail group list from TMG for information homeowners could use.  TMG representative Rosemary Tucker said that was a service possible and all were encouraged to send her an e-mail saying they wished to be on the list.  One request was that a reminder that the quarterly payment was due be sent to those on the group list.

One homeowner with professional skills volunteered to help with assessing damage on the homeowner side of the community fence and to advise on tree and sidewalk issues the Board must resolve. 

CLEARMEADOWS HOMEOWNERS ASSOCIATION
RECESSED ANNUAL MEETING MINUTES
Vancouver Fire Station #9
17408 SE 15th Street
Vancouver, WA 98683

October 27, 2010

BOARD MEMBERS                    
PRESENT                                          Bea Weimer
                                                            Carol Ivey
                                                            Duane Vincent

BOARD MEMBERS
ABSENT                                             David Smith, with notice

MANAGEMENT                                           
REPRESENTATIVES                  Rosemary Tucker, Community Manager
PRESENT                                         

CALL TO ORDER                        This meeting was called to order at 6:30 p.m. by Bea Weimer.

ESTABLISHMENT
OF A QUORUM                             Quorum of 50% was not established.  Owners present in person or by proxy totaled 83.

BUDGET RATIFICATION       The 2011 approved budget was ratified because quorum for ratification is not required.

NOMINATIONS                            Volunteers to serve on the Board were requested to be forwarded to the Board or Management.

ELECTION OF
BOARD MEMBERS                     Election could not be conducted due to lack of quorum. 

OPEN FORUM                               Owners present were provided the opportunity for owner input with lengthy discussion provided on topics of their choice.  Concerns and suggestions were discussed and noted for the Board’s consideration.

ADJOURNMENT/RECESS      The meeting was recessed at 7:55pm to reconvene on December 9, 2010. 

Respectfully submitted:

_________________________________
Rosemary Tucker, Community Manager