CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for MEETING
of

February 24, 2011

Meeting called to order at 6:30  PM by Carol Ivey, President

Other members present:

David Smith, Vice President
Duane Vincent, Treasurer and Secretary

Vacant-4th board position

Vacant-5th board position

Homeowner Open Forum: homeowners attended and discussion topics were if the Clearmeadows “common responsibility” actually includes all perimeter fences, park fences, perimeter trees, and sidewalks as stated in the Reserve Study.  The mailboxes ownership is not clear because officials of the United Post Office told homeowners that they were not unless marked “PPROPERTY of Federal Government” which isn’t the case in some or most of the mailboxes. However a USPS employee was repairing a mailbox and told a homeowner that USPS does take responsibility for them. So the ensuing question is, should the Association have reserve funds in place in the event the UPS follows through with their official stand and does not replace the mailboxes or maintain them when needed.

A homeowner said homeowners need to be aware there are marauding raccoons in the neighborhood and they shouldn’t be feeding them.  The raccoons have been known to come into kitchens through dog doors this past summer.

Another homeowner who has experience with construction, feels the rotted wood between the lower facing horizontal boards on the perimeter fence needs repairing this summer to keep the fence viable longer. This will require getting bids from contractors willing to take on a relatively small job which has been difficult in the past because of their high cost of being licensed, insured, and bonded.

Reading of the Minutes for January 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 January 31, 2011.

Our US Bank Money Market Restricted Reserve Fund has $ 91700.19 as of January 31, 2011.

The ending balance of Clearmeadows Community Association operations checking account with US Bank was $ 61348.33 as of January 31, 2011. The following activity was presented against the account:

A question was raised during the December 2010 meeting regarding our water bills.
The reason the water bill is high toward the end of the year is that the latest bills paid during a year represent water usage during the summer months.  For the year 2009, our water bills totaled $1332.87; for the year 2010, our water bills totaled $1057.37 – a net reduction of $275.50.

Duane L. Vincent
Treasurer

Compliance Report: Board reviewed the tour report, mostly non-compliance with trash cans, leaves in yards and basket ball hoops in sight.

ARC Committee report-Carol
Two requests were approved

18510 SE 20th, garage door color
2403 SE 180th Court  removal of trees with required replacement.

Delinquent accounts:  Board reviewed and will ask questions of TMG regarding non-collectibles due to foreclosure

Vacancies on the Board:  No volunteers for the two vacant positions

Homeowner requests; TMG to forgive late fees occurring with accounts which are current for those homeowners who sent in the quarterly dues amount for last year without including the additional higher amount for 2011 quarterly fees and for those homeowners whose payments were returned because they went to the previous TMG address.  There is no negative effect on the Clearmeadows accounting.

 Landscape proposals; The board inspected landscape and with homeowner opinions decided to delay crane fly and moss treatments until next year.

Next Meeting:  April 6, 2011 at the fire station.  The Board decided to try the first Wednesday of each month to see if the fire station is more likely to be available and to give the board more time to study the TMG generated report prior to the meeting.  That report comes about 2 to 5 days prior to the present meeting schedule because TMG can’t develop it until financial statements are received.

NOTE:  if a board member cannot attend the meeting, then the meeting has to be cancelled for lack of quorum and no business may be done.

The Board plans to have some meetings during the day per the request of those homeowners who preferred that time.

E-notice:  TMG has reported that about 175 homeowners have signed up for e-mail notices and those homeowners will get notice of assessments due and meetings planned and any other notices deemed helpful to homeowners.

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.
Executive session:  The board discussed delinquent accounts, one apparent violation of leasing rules and three hardship requests which had been delayed while waiting for legal advice. 

Out of executive session the Board approved three hardships to be granted only when TMG receives documentation verifying the hardships  and to be limited to one year. 

The violation will be given notice of fine and a fine unless documentation of a sale is received and verified by TMG.

Other issues discussed and possible agenda items:

Can we use volunteer help to do small repairs or does that create liability.

Discussed was how to inform homeowners of their responsibility for maintaining the homeowner side of the perimeter fence since several areas are being damaged by plants, soil, using the fence as a retaining wall for planter beds, rocks and so on.   

Board discussed a possible plan for settling responsibility for the repair, maintenance, replacement of perimeter landscaping, trees and sidewalks, including the large park 3 foot fences.  The attorney has given his opinion that the perimeter fence is the responsibility of the Association.  Written sources disputing that will also be provided to the attorney in the event additional information changes that written opinion. .  At the next meeting the Board will meet early to have the executive session first to give homeowners more time for their input.  Homeowners are requested to bring verifiable written facts which an attorney may verify and write an opinion as to what a court of law would rule on that question.  It is hoped that the attorney will have his opinion provided by the May meeting nd the board may continue with plans for maintenance, repair and replacement of common areas as advised by the Reserve study.  That Reserve Study Report is posted on the TMG WEB site.

The Board expresses appreciation to the homeowner who puts out and picks up the big signs in all kinds of NW weather.

The board also expresses appreciation to the homeowner who painted over the graffiti on 20th and to the board member and homeowner who nailed the fence board back in place.

Meeting adjourned at 8:30 pm.