CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for MEETING

April 5, 2012

Meeting called to order by Board President Carol Ivey at 6:30 pm

Other members present:
Jon Bennett, Director
Gary Moore, Director
Duane Vincent, Secretary/Treasurer

Vacant-5th Director board position

TMG representatives present
Darla Berge
Lynda DuLong

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

One homeowner attended and discussion was held as on agenda

Reading of the Minutes for March 1, 2012 were waived.  The Minutes were accepted as submitted.

Treasurer’s report read and accepted as follows:

 Treasurer's report - meeting of April 05, 2012

Our balances include monies that have been collected as advance payments by homeowners through March 31, 2012.

Our US Bank Money Market Restricted Reserve Fund has $171,920.26 as of March 31, 2012.
One check was drawn against this account in the amount of $340.83 to pay for the removal of five diseased/dying trees.  This check reimbursed the operating checking account, from which the payment had originally been made in error.

The ending balance of Clearmeadows Community Association operations checking account with US Bank was $62,686,33 as of March 31, 2012.

The following activity has occurred in our operations checking account during the months of November through February;  March detailed activity is not yet available, since it is too early in the month of April to be able to analyze income and expenditures:

Duane L. Vincent
Secretary/Treasurer

As previously stated: Secretary/Treasurer Duane Vincent provided the board with an analysis of costs incurred by Clearmeadows Community Association and paid to TMG during the year 2011.  His findings were that all charges were legitimate and appropriate to the functions of the homeowners' association.

ARC Committee report-Carol

18210 SE 23rd Street   fence approved

Financials:

Darla and Lynda of TMG attended for the purpose of responding to questions by a homeowner interested in the accounting methods, policies, procedures, audits, reports, and Clearmeadows contract with TMG.  One hour was devoted to discussion.  The homeowner didn’t have time to submit questions in advance as planned so some questions had to be deferred until Darla could get to relative reports.

 The Board appreciates the questions, the information, and even with several years of combined Board experience, members learned new information.  Further questions will be submitted to board and TMG for replies to homeowner and copied to the board.

Collections status:

Board anticipates turning over delinquent accounts in 30 days meeting required policy, laws, and rules.

Board reviewed and discussed with Lynda the proposed demand letter proposed by TMG. The motion was made to accept the letter as a one- time offer to the homeowners scheduled to be turned over to the collection agency.  Motion seconded and passed with three voting aye, one voting nay.

Maintenance and repairs:

Sidewalk Committee: Randy of the city met with the Sidewalk Committee for specific instructions on the sidewalk problems between the HP fence north to the corner of SE 20th street on SE 176th Avenue to be scheduled for 2012.

Board approved negotiations regarding hiring TMG to co-manage the repair project along with sidewalk committee.

Project supervisor will be contacted by TMG to develop a proposal for the board to consider.

Old Business

Irrigation leak: A thank you to the observant homeowner who reported the irrigation leak. Such help saves the Association budget by avoiding wasted water.  Pacific Landscape has repaired the leak and prepared the entire system for summer irrigation.

Bark dust project:  Board approved the $2.520.00 for bark nuggets applied per map and proposal provided by Pacific Landscape.  All areas indicated were done except one side of the pocket park.  Board didn’t note that the map didn’t include extended community fence on SE 180th and SE 184th and Pacific Landscape failed to note that nuggets do not cover the same square footage as smaller bark.

 Board to discussed options—1-Pay Pacific Landscape for more bark nuggets proposed at, $1,000 plus. ---2-Or attempt to find and pay a volunteer for materials and travel to bring in and spread bark. Travel at 50 cents per mile . –3-Or leave it as is and plan on extending the bark next spring. Board approved option 2 if possible.  Otherwise issue tabled for next meeting.

Fence repairs project
Carol has noted about 20 fence repairs and the address of the homeowner whose fence is affected and will meet with contractor to expedite repairs. One fence requires the homeowner to fix their side as it is swinging free with no attached back board for the contractor to attach the street side boards to. 

Trees replacement: Carol is in touch with Friends of Trees and has a plan in place for replacement of trees for $50 each plus some volunteer time and a coordinator meeting. The trees are same Japanese snow bell but larger than the ones we had placed a couple of years ago at a much higher price. The next tree planting is January 2013.  The City Forester Nick Redmond is in agreement with the plan.

The news letter: and selling advertising to defray costs were discussed.  Currently Carol has three business people who would pay about $25 per issue for a 4”x4” ad to be included in the newsletter if and when it is created.  All in favor but time demands precluded any firm plans. Subject tabled for further discussion.

Repeat request: Debra Hentz, a Board member at Heritage would like to get Fisher’s Landing Neighborhood association started again as neighborhood associations are recognized by the city and there are benefits given to them such as grant funds for traffic revisions, leaf disposal, etc.  Is anyone interested from Clearmeadows on joining her to activate the Neighborhood Association again?

New Business

TMG Annual Workshop Saturday April 28 which is very educational for Board members. RSVP if schedules permit attendance.

Mailboxes reported and followed up by Duane and finally replaced by USPS.  This would seem to be adequate proof that mailbox repair and replacement can be removed from the Reserve Study.

Fence washing:  Gary to investigate how we might get the fence cleaned. The bark looks good but the bottom of the fence is black with splashed up mud.

Inspection tour schedule being set .

A landscape tour is being set up by TMG with Pacific Landscape.

Executive meeting no items on agenda

Next meeting is scheduled same place and time on Thursday  May 10

The meeting adjourned at 8:15 pm.