CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for MEETING
of

January 27, 2011

Meeting called to order at 3 PM by Carol Ivey, Vice President

Other members present:

Duane Vincent, Treasurer
David Smith, Secretary

Vacant-4th board position

Vacant-5th board position

Election of Officers:  Motion made and passed unanimously to assign positions as follows:

Carol Ivey, President
David Smith, Vice-President
Duane Vincent, Treasurer

Homeowner Open Forum: About 20 homeowners attended.  Several said the daytime meeting worked better for them than the evening meetings. The Board accepted comments and questions and participated in 45 minutes of open forum and stayed to continue after the business was conducted and the meeting was adjourned.

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

Treasurer’s report read and accepted as follows:

Our balances include monies that have been collected as advance payments by homeowners through December 31, 2010.

Our US Bank Money Market Restricted Reserve Fund has $87,723.03 as of December 31, 2010.  Through prudent fiscal management, we were able to transfer $10,000 to the fund during the month of December.

The ending balance of Clearmeadows Community Association operations checking account with US Bank was $50,878.47 as of December 31, 2010. The following activity was presented against the account:

Treasurer will do an analysis on cost of water use.

Compliance Report: Tour was done week of January 24th, letters to go out this week and a report will be provided for the next meeting.

ARC Committee report-Carol:  No requests submitted.  TMG will be asked to reduce the report to open requests and the month since last meeting report.

Delinquent accounts:  TMG will be requested to provide a report from the Collections agency for each monthly meeting which will include actions taken and results on each account they have been given.

Vacancies on the Board:  There was some interest in serving.  A person who sent in the volunteer form has been called twice but no response to those calls to date.  Afternoon meetings were favored by attendees interested in serving. 

Homeowner requests; two open hardship requests will be tabled until February meeting.  A request will be sent to Clearmeadows attorney from TMG requesting his written opinions on legal and CCR directed obligations and rights of the Board in reviewing and granting or refusing such requests with a limit of $500.00 unless there is further discussion which indicates a higher fee is reasonable..  A policy will be developed to provide legal, equitable, and consistent decisions both of sitting Board and future Boards.

Landscape proposals;

Board voted against the bid for $1,950.00 to place bark dust in the shrub beds.  Reasons are that the bark gets cleaned away up in the fall with the leaves and it builds up against the fence and holds water which damages the fence.  On the positive side, perhaps it would prevent mud from splashing on the fence which is unattractive.  The Board discussed an option of ground cover instead planted with volunteer help.

Board tabled until next month’s meeting the proposal to apply turf moss and crane fly control applications for $179,00 so that Board member can check on what level of problem there is in beds and the pocket park.

Meetings:  Since the request for time at the fire station cannot be made until AFTER a meeting, it is not possible to have a set schedule for the meetings.  Wednesdays, the first choice, is rarely available but Thursday generally is available.  We will not be permitted to put a hold on the room for both 3 and 6:30.  With three board members, if any one member cannot make the meeting schedule, then the meeting has to be cancelled for lack of quorum and no business may be done.

We expect the next meeting will be at 6:30 PM at the Fire Station Thursday, February 24th.. 

E-notice:  TMG has reported that about 175 homeowners have signed up for e-mail notices and they got the notice of the meeting being held at 3 pm once we were able to firm up the meeting time when we got board members’ schedules.

To sign up homeowners can register at the Clearmeadows Community website at www.TMGassociation.com or send an email to Rosemary at rosemary.tucker@tmgnorthwest.com so she can add their email address to their account.  TMG’s accounting system and website update each other, so if they have homeowner’s email address, they will get e-blasts whether they registered on the website or not.  But, if they sign up on the website, they can then view their account information, and all the information about the Association that is posted there. The website walks a person through registration, or if they run into difficulty, they can call TMG at 360/397-0282 for assistance.

Flyer; there was discussion of a flyer distributed by unknown person(s). It is always good to have information distributed at low cost but some corrections are in order as follows:

TMG is a local company, owned by local residents.  It has offices in Portland and in Vancouver.  The California address is for an organization which processes payments through US Bank for TMG.   The flyer was correct that the City of Vancouver does take care of streets, lights, the big park, and hydrants.  However, correction is that Clearmeadows Community Association not the City of Vancouver  is responsible for perimeter trees, sidewalks, the mail boxes , and the perimeter fence which includes the city park fence.

Discussion on how to inform homeowners of their responsibility for maintaining the perimeter fence and how to have it inspected will be tabled until the next meeting.  

Board expressed special appreciation for the volunteer work of our webmaster who got a round of applause from homeowners. 

We appreciate the volunteer who puts out and picks up the big signs in all kinds of NW weather.

We appreciate the homeowner who volunteered to paint over the graffiti on 20th and those who will be nailing the fence board back in place.

Meeting adjourned at 4:20 pm.