CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for MEETING

June 14, 2012

Meeting called to order by Board President Carol Ivey at 6:40pm

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

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 relates a year of efforts to get a statement of how he owed fines.  TMG to investigate and let Board and homeowner know results and action taken. Homeowner feels all letters assessing fines should include a statement showing how fines were calculated.

Homeowner wants community to know of a cat mauling so if there are repeat incidents, there could be an investigation of cause.  Police and animal control were called.

Reading of the Minutes for May 10, 2012 were waived.  The Minutes were accepted as submitted.

Treasurer’s  report read and accepted as follows:

Treasurer's report - meeting of June 14, 2012

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

Our US Bank Money Market Restricted Reserve Fund has $179,858.84 as of May 31, 2012.

The ending balance of Clearmeadows Community Association operations checking account with US Bank was $59,449.15 as of May 31, 2012.

The following activity has occurred in our operations checking account during the months of April and May:

Duane L. Vincent
Secretary/Treasurer

ARC Committee report-Carol

18608 SE 20TH Circle - fence
17613 SE SE 22nd Way - siding   Paint ARC to be submitted later
2301 SE 182nd Avenue -   roof
2202 SE 184th Avenue - fence
2402 SE 180th Court - remove two trees and replace one as the other is next to utilities 
17607 SE 23rd - removal of tree and not required to replace it since narrow tree well
17805 SE 24th St. - paint 
18502 SE 22nd Way - paint, roof,

Financials:

Collections status:
Board agreed to begin using QCI, Inc. (Quick Collect Incorporated) collections for the next group of deficient accounts however; there has been no success in processing paperwork. Jon will call Chris to find out why the delay.  Tabled until next meeting.

Maintenance and repairs:

Sidewalk Committee: John of Safe Sidewalks has submitted a bid for those areas which can be “shaved” down to safe levels. 

Board approves this bid of $3,301.12.  Carol to inform John to get the repairs on the schedule and for John and Marc to coordinate.  The City Forester will advise on how much tree roots may be cut to prevent further lifting.

Marc of Executive Care will provide a proposal for the areas left which require removal (about 7 areas) and some replacement of cement and fill in places not needing new cement with soil and bark. Marc does root cutting.

Old Business

Fence repairs project:

Carol met with Handyman Crew member regarding fence repairs and repairs are planned, estimate provided was for $542.00.  Details have been provided and Board agrees to have the repairs done acknowledging they are temporary fixes as damage from homeowner side limits methods of providing fence stability until the community fence can be replaced.

In the meantime, as time permits, homeowners will be notified to correct issues on 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.

Reserve study:

Law effective January 2012 requires a second level study this year.  Carol signed and sent the contract to TMG May 16 within the deadline for discounted cost of $1,250.00 for processing for Reserve study to be done this summer.

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: Board approved up to $500 for fence cleaning along all community fencing with proof of licensing and bonding to do bottom and tops of fences.  Bid has been received for fence along just 20th.  The board approved the bid contingent on the bid including possibly a few areas on 176th Avenue. Gary to contact vendor. 

New Business:

A landscape tour was done with Board member, TMG member and Erik of Pacific Landscapers.  There are diseased bushes on 180th and 184th.  Erik will submit a proposal to remove bushes and separate replacement bid to be submitted by Erik.

Carol to request a bid from Marc also for removal.

Ideas:  ongoing as a reminder if there is time or homeowner interest in helping in any way.

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 convened at 7:40
Fines reduction and other private concerns due to extenuating circumstances per meeting report from TMG.

Regular meeting re convened at 8:00

Board voted and decisions to be sent to TMG for action.

Next meeting is scheduled Thursday, same place and time on July 19, 2012

The meeting adjourned at 8:25 pm.