CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for MEETING

August 23, 2012

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

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

Vacant-5th Director board position

Also attending: Lynda Dulong of TMG

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 release the room by 8:30).

Several homeowners attended with concerns on fence and sidewalk status, improved removal of diseased bushes on 180/4 streets, and on-street parking. One was concerned about the negative tone of fine letters and board will review verbiage.

Reading of the Minutes for July 19, 2012 were waived.  The Minutes were accepted as submitted.

Duane Vincent Treasurer’s  report read and accepted as follows:

 Treasurer's report - meeting of August 23, 2012

I will be presenting a proposed 2013 annual budget to the board this evening for their approval and submission to the homeowners as part of the annual meeting packet.  We are able to propose an annual budget with no increase to the annual HOA assessment due to prudent management and conservation of funds on the part of the Clearmeadows Board of Directors.

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

Our US Bank Money Market Restricted Reserve Fund has $187,798.11 as of July 31, 2012.  From this account, we paid $3301.12 during the month to Safe Sidewalks, LLC to shave concrete and remove trip hazards from sidewalks on SE 176th Avenue.

The ending balance of Clearmeadows Community Association operations checking account with US Bank was $68,354.25 as of July 31, 2012.

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

Proposed budget presented by Duane L. Vincent Secretary/Treasurer and discussed and accepted as is for Homeowner vote.

ARC Committee report-Carol

Approved/Denied:
2209 SE 186th  Roof approved
18317 SE  24th Way  Paint color not approved
18521 SE 20th Way Paint color not approved
18109 SE 23rd Street paint approved

Financials:
Collections status;
Report from Columbia Collections. Form signed to let Columbia submit a delinquent account to litigation.
Delinquency Report reviewed.
Vial Fortheringham discussion and resulted in motion passed to accept VF proposal and resolution pending questions answered to satisfaction of Board regarding out-of-pocket costs and disposition of accounts VF does not wish to pursue.

Maintenance and repairs:

Sidewalk Committee: The City Forester, Nick Redmond agreed to view trees to instruct on how much tree roots may be cut to prevent further lifting.  Carol to call him again.

Marc of Executive Care removed diseased bushes on 180th and 184.  Carol is in contact with him regarding start of sidewalk removal and soil and bark installation expected to be done before Labor Day.

Old Business

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.

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:

ARC violations and remedies discussed and tabled until next meeting.

Annual Meeting documents reviewed and revised.

Reserve study:  3rd year required second level study fee paid in advance and there will be no fee for update for next year.

Contract signed by treasurer to provide for required annual audit.

Ongoing needs and Ideas: 

To serve as a reminder if there is time or homeowner interest in helping in any way.

TMG distributed postcards to homeowners with exceptionally well kept and designed yards. A homeowner was very appreciative of a positive notice.  Records will be kept so other homeowners may view those yards and addresses (but no names) will be in meeting minutes.

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.  Clearmeadows 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 6:45 to 7:00 and at 7:40 to 8:00 to discuss fines reduction and other private concerns due to extenuating circumstances per meeting report from TMG.

Regular meeting re convened at 8:00 to record decisions and TMG manager Lynda will notify homeowners of decisions.

Next meeting is scheduled Thursday, same place and time on September 27, 2012 and is the Homeowners’ annual meeting to be followed by a Board meeting.

The meeting adjourned at 8:35 pm.