CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for MEETING

July 19, 2012

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

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

Vacant-5th Director board position

Also attending: Lynda Dulong of TMG

PRESENTATION BY:  Vial Fortheringham, attorneys,  regarding collections.

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).

Three homeowners attended with concerns on fines, basketball hoops, ARC forms, and non-compliant yards.  The CCR’s on basketball hoops and method of revising CCRs, the process of sending letters and subsequent fines were explained.

Homeowners are concerned with the condition of the large park.  They are encouraged to call the city in hopes for more frequent mowing and weeds control.

Reading of the Minutes for June 14, 2012 were waived.  The Minutes were accepted as submitted.

Treasurer’s  report read and accepted as follows:
 
Our balances include monies that have been collected as advance payments by homeowners through June 30, 2012.

Our US Bank Money Market Restricted Reserve Fund has $183,828.26 as of June 30, 2012.

The ending balance of Clearmeadows Community Association operations checking account with US Bank was $62,514.98 as of June 30, 2012.

The following activity has occurred in our operations checking account during the month of June:

Duane L. Vincent     Secretary/Treasurer

ARC Committee report-Carol

Approved:

2209  SE 186th Avenue -- roof
2112 SE SE 176th Place -- tree removal and replacement
17900 SE 24th Street -- roof

Financials:

Collections status:
A motion was made, seconded and carried by the Board approved to turn over any account that remains unpaid, a portion of which is at least 90 days past due and account unpaid balance is at least $500, the Association shall refer the account to Collection Attorney, Vial Fortheringham contingent on proposal and resolution to be provided.  All legal fees and other costs incurred in collection against the delinquent account shall be assessed against the delinquent Owner. TMG will be receiving information for a final decision to be made at the August meeting.

Maintenance and repairs:

Sidewalk Committee: John of Safe Sidewalks has submitted invoice for approval and payment.  The City Forester, Nick Redmond,  will advise on how much tree roots may be cut to prevent further lifting.  Carol called on 17th as nothing from Nick.  He is on vacation until 20th.

Marc of Executive Care has provided a bid for both sidewalks and removal of bushes.

Pacific Landscaping has submitted a bid for bushes removal and a second for removal of stumps to plan for replacement.

Old Business

Fence washing: Bill submitted by Quick-N-Clean for $542 tax included for fence washing. Bid was for just SE 20th Street and just tops and bottoms but crew was observed doing full fence washing.

Fence repairs project: Handyman Crew has submitted their bill for $542 for approval and payment.

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.  Contract signed and sent 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?

New Business:

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 7:30.
Fines reduction and other private concerns due to extenuating circumstances per meeting report from TMG.

Regular meeting re convened at 7:50.

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

Next meeting is scheduled Thursday, same place and time on August 23, 2012. On agenda will be planning for the annual meeting in September.

The meeting adjourned at 8:35 pm.