CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for ANNUAL BOARD MEETING

September 27, 2012

Members present:
Carol Ivey, President
Duane Vincent, Secretary/Treasurer
Gary Moore, Director
Jon Bennett, Director

Vacant-5th Director board position

Also attending: Lynda Dulong and Nicole Kelly of TMG

Homeowners’ annual meeting convened at 6:40 with recording of proxies and homeowners attending which was a total of 100.  Quorum was not met.

There was half an hour of questions and answers among all those present.  Some topics were rentals, hardships, possible e-mail survey to check on homeowner opinions to see if a possible quorum requirement might be met to change CCR rules, delinquencies, homeowner responsibility for sidewalks in front of their homes, and fence responsibilities for those on a community fence on 176th and 20th, the advantage of putting messages through the Clearmeadows.org WEB site as Board members see those messages,  reserve study, attorney opinions, progress over the past year with fence washing, fence repairs, sidewalk safety repairs, Treasurer’s close scrutiny of expenditures, and how the present Board  is working with direction of TMG to follow laws and CCR’s rules.

Regular meeting convened at 7:15

Reading of the Minutes for August 23, 2012 were waived.  The Minutes were accepted as submitted.

Duane Vincent Treasurer’s  report read and accepted as follows:
 
Our balances include monies that have been collected as advance payments by homeowners through August 31, 2012.

Our US Bank Money Market Restricted Reserve Fund has $188,466.92 as of August 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 $61,919.37 as of August 31, 2012.

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

With one third of the year remaining, we are spot on budget with forty percent of the
budget funds remaining.

ARC report Carol

18407 SE 24th St. patio cover; approved and mailed 9/10/12

18521 SE 20th Way; approved fence moving, and new siding mailed 9/27 with copy of guidelines indicating what fence colors are approved AND a new ARC so homeowner may provide choice of siding paint.

2306 SE 186th Avenue; Approved for Patio cover and paint for house and trim mailed 9/23/12

2416 SE 183rd Loop approved;  Landscaping and Fence mailed 9/29/2012

 
Delinquency Report review:
Vial Fortherinham (hereafter referred to as VF) to be given list of delinquencies to review for collection.

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 four lifted sidewalks on 176th Avenue and invoice approved to be paid.

Old Business

ARC violations and remedies: discussed again with no consensus and tabled until next meeting.

Community fence: 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 soil, 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:

A homeowner expressed interest in filling the vacant Board position and will be on the agenda for the next Board meeting.

Annual Meeting to be scheduled again per legal requirements to gain additional proxies for a quorum in about a month, date TBA.

Ongoing needs and Ideas:

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

Postcards commenting on exceptionally well kept yards.

Blog suggestion: Homeowner interest in developing a communication means via the internet to provide a way for homeowners to get acquainted and share ideas and issues.

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.

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 8:00 to discuss fines reduction and other private concerns due to extenuating circumstances per meeting report from TMG.

Regular meeting re convened at 8:30 to record decisions and TMG manager Lynda will notify homeowners of decisions.

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

The meeting adjourned at 9 pm.

NEXT MEETING is scheduled for November 16, Thursday, firestation, 6:30 pm.