CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for MEETING

May 10, 2012

Meeting called to order by Board President Carol Ivey at 6:35 pm

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

Vacant-5th Director board position

Homeowner Forum: (3 minutes each homeowner but limited to 15 minutes of meeting time.  Board members are volunteers with limited time to contribute and we try to be release the room by 8:30)

Homeowner had questions about the ARC approval process and provided information and will have TMG contact him with more information. 

Reading of the Minutes for April 5, 2012 were waived.  The Minutes were accepted as submitted.

Treasurer’s  report read and accepted as follows:

Treasurer's report - meeting of May 10, 2012

Our balances include monies that have been collected as advance payments by homeowners through April 30, 2012.

Our US Bank Money Market Restricted Reserve Fund has $171,920.26 as of April 30, 2012.

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 month of March.  Detailed activity for April is not yet available, since it is too early in the month of May to be able to analyze income and expenditures:

Duane L. Vincent
Secretary/Treasurer

ARC Committee report-Carol

17805 SE 24th Street approved for paint
17814 SE 24th Street approved for arborvitae hedge
18001 se 24th Street Approved for planting of replacement tree
17607 SE 23rd Street Approved for tree removal due to lifting sidewalk, driveway, foundation and close to utilities

Financials:

Darla and Lynda of TMG attended last meeting, per agenda item and responded to questions from homeowner and requested further questions be submitted for more answers while they had access to records at the office. There has been no further communication or questions from homeowner.

Duane to check with TMG accounting re billing for Pacific Landscape as seems to be late or duplicate billing and payment.

Board approved reimbursement to Duane for expenditure of $14.16 for paint for marking sidewalk repairs.

Board approved payment to non-homeowner for meeting sign placement, pick-up and storage and he has given up the service. We appreciate it, especially efforts during cold and wet weather.

Collections status: Board agreed to begin using _ QCI, Inc. (Quick Collect Incorporated) collections for the next group of deficient accounts once proper notifications have been done and agreement provided for signature.  There has been some success in collections.

Maintenance and repairs:

Sidewalk Committee: Repairs needed were marked on 176th, Phase one, with color coded triangles for grinding down, replacement, or removal per recommendations from the City of Vancouver Representative.

Diamond Concrete is to meet with committee member next week as schedules permit and provide a bid.  TMG will provide other names to bid from approved vendors who they have experience with.

TMG contractor declined to manage the project.

Old Business

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 discussed options—decision made to look at doing more bark next spring as the budget allows. 

Fence repairs project
Carol met with Handyman Crew member regarding 21 fence repairs and repairs are planned, estimate provided was for $542.00. Bid accepted by Board contingent on contractor approval of further details provided by carol.

It was noted there are many fences needing homeowner attention to their side of the community fence regarding rotting boards and fence pushing out onto sidewalk area due to dirt, vegetation and rocks being placed against it.

The news letter: No new discussion regarding news letter to homeowners.  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.

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 (HOA’s are not) 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:

Reserve study:  Law effective January 2012 requires a second level study this year.  Cost is $1,250.00 discounted if paperwork and payment submitted by end of May.    Board approved payment now for discounted cost study to be done in time for budget preparation. Study will remove mailbox repair and replacement from the study as USPS is responsible.

Signs handling (put out, pick up, store) needs new volunteers.  We thank the one homeowner who is handling one of the signs.  Three more are needed to provide sign handling to meet requirements for public notice.

ANY VOLUNTEERS?

Fence washing: Gary has gotten two bids.  Board approves up to $500 for fence cleaning along all community fencing with proof of licensing and bonding to do bottom and tops of fences.

Inspection tour was done on Tuesday, May 8.  Clearmeadows is looking much better this year. So far in this contract year, 84 letters have been sent out.

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

Ideas: 

TMG suggest postcards go out to homeowners with exceptionally well kept and designed yards. Perhaps include information in meeting minutes. Board agrees this is a good idea as low-cost to be done as Board time permits.  Addresses but not names may be included if posted in minutes so other homeowners may take a look.

WEB site addition; Homeowner comments on vendors they have used and how they felt about the quality of the work, maybe some helpful hints.  The Board would not be recommending them but it could save some homeowners’ time and effort in doing all the research to find a vendor who does a good job.  WEBmaster to be contacted about possibility.

Discussion held about FAQ’s on the WEB site.  For example, a homeowner was surprised that homeowners are responsible for the lifting sidewalks in front of their homes even though they belong to the city.  Homeowner suggested those who have signed up for e-mail notifications could get that information.  The city cites for sidewalks in dangerous condition. WEBmaster to be contacted about possibility.

Executive meeting

7:40 convened executive meeting to discuss hardship requests.
8:15 reconvened regular meeting.

Board voted approving one hardship as meeting requirements per legal advice.

Further discussion of budget details and completing paperwork forms needed for Reserve Study.

Next meeting is scheduled same place and time on Thursday, June 14, 2012

The meeting adjourned at 8:35 pm.