CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for MEETING
of

December 1, 2011

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

Other members present:

Duane Vincent, Secretary/Treasurer
Jon Bennett, Director
Gary Moore, Director

Vacant-5th Director board position

Regular Board meeting called to order at 6:30.

No Homeowners attended.

Reading of the Minutes for October waived.  The Minutes were accepted as submitted.

Treasurer’s report read and accepted as follows:

Treasurer's report - meeting of December 01, 2011

Collection efforts of funds due Clearmeadows Community Association by homeowners whose arrears are in excess of $500.00 are in process.  There are certain procedures that according to law must be followed prior to involving a collection agency, and these are being strictly adhered to.

Our balances include monies that have been collected as advance payments by homeowners through October 31, 2011.  Analysis of our cash flow reveals that we will be able to transfer funds from our operating budget to the Restricted Reserve Fund prior to December 31st.  Prudent management indicates that we do not need to keep as high a balance in the operations checking account as we have in the past.  I will therefore be making a recommendation to the Board this evening as to how much money to transfer to the Restricted Reserve Fund.

Our US Bank Money Market Restricted Reserve Fund has $127464.59 as of October 31, 2011.

The ending balance of Clearmeadows Community Association operations checking account with US Bank was $76823.57 as of October 31, 2011. The following activity was presented against the account:

Duane L. Vincent
Secretary/Treasurer

Treasurer Duane Vincent presented, motion made and passed that $25,000 be moved from the general operating funds into the restricted use reserve funds.  The board is hopeful that in the future fees may be reduced with conservative use of the operating funds, creative repairs of the sidewalks and trees on 176th.  Also the Board expects the next Reserve Study will eliminate the amount reserved for repairs of community mailboxes which are evidently the responsibility of the federal government.

There is a presentation planned for the January meeting from a different Collection Agency to take over delinquent accounts. 

ARC Committee report-Carol

Approved:

2212  SE 176th Place –Trim  paint
18208 SE 22nd Street siding and paint

Delinquent Account reports reviewed.

Tree removal: The tree Committee met with the city arborist Nick Redmond t.  Permit request has been mailed and when approved, Carol will pick up the permit and give Pacific Landscape the go-ahead to remove the four dead trees on 176th and 20th.  This will come from the  Restricted Reserve account. Tree replacement plans to be on agenda for future meeting to be done during the rainy season.

Randy of the city has been informed of the plans for sidewalk grinding and cut back and cutting of tree roots and barrier placement.  He is doing an inspection and will call to meet with the Sidewalk Committee for specific plans on the sidewalk problems between the HP fence and the corner of SE 20th street and 176th Avenue to be scheduled for 2012.

Board reviewed rules of granting hardships to be sure they are following CCR’s, Attorney instructions, policy, procedure, resolution and treating all homeowners’ requests equally. 

Executive meeting convened at 7:00 pm.

Board came out of executive meeting at 7:45.  Motion made, passed regarding decisions as made on hardship requests, and TMG will be advised of decisions and action items.

The meeting adjourned at 8:00 pm