CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for ANNUAL BOARD MEETING

Second attempt

November 15, 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’ Second annual meeting convened at 6:35 pm.

 Quorum was not met, total attendees and proxies for both meetings is 107 100 short of required quorum to hold an annual meeting.

A group of homeowners attended and discussion was held for one hour which included concerns about dangerous sidewalks, bad choice of trees for small lots, leaves accumulated on sidewalks causing dangerous walking conditions, non-compliance with Clearmeadows standards, unauthorized rentals, policy and progress of collections of delinquent accounts and company vehicles in driveways.

Carol to communicate with Safesidewalks who did the sidewalk smoothing on 176th Avenue to see if they would do work on sidewalks for homeowners and possibly provide a better price if there were a group wanting their services.  TMG will provide information via E-Blast for those signed up for the messaging service.

Minutes for 2011annual meeting minutes approved.

Current Board members Duane Vincent and Carol Ivey were appointed to fill two year term for two of the three vacant positions to serve beginning January, 2013.

Meeting adjourned at 7:35.

CLEARMEADOWS COMMUNITY ASSOCIATION

ORGANIZATIONAL BOARD MEETING

November 15, 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

Regular meeting convened at 7:35

Reading of the Minutes for September 27, 2012 waived.  The Minutes accepted as corrected.

Duane Vincent Treasurer’s  report 

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

Our US Bank Money Market Restricted Reserve Fund has $196,406.88 as of October 31, 2012.

The ending balance of Clearmeadows Community Association operations checking account with US Bank was $68,722.48 as of October 31, 2012.

The following activity information is available for our operations checking account

since the last report:

With regard to collection of delinquent accounts:  Clearmeadows Community Association is currently owed $42.000 in accounts overdue more than 90 days.  This reflects the general state of the national economy, which has not yet recovered from the recession.  Many of the homes in our community are burdened with mortgages that exceed the current value of the residences.

Operating within the restrictions imposed by provisions of the Revised Code of Washington as well as carefully following the advice of legal counsel, the Board has addressed the issue of delinquent accounts in such a manner as to also protect the homeowners’ credit ratings if at all possible.  We have offered incentives such as payment plans to induce repayment of outstanding balances.  

In accordance with resolutions adopted by the Board and distributed to every homeowner, every homeowner in arrears of more than $500.00 has either paid off the amount demanded, been placed on a payment plan or sent to collections.  Currently, 7 homeowners are on approved payment plans; 2 have been charged off to bad debts as being uncollectible; and 17 homeowners have had their accounts sent to a collection agency.  

It is my intention to ask the Board to approve sending letters of request in mid-February to every homeowner in arrears more than $200.00 (excluding those on approved payment plans or in the collection process) asking that the arrears be promptly attended to.   That, along with collection efforts currently in progress, should see a sizeable reduction in our delinquency amounts outstanding.

In order to minimize our corporate exposure to Federal income tax, and to protect the interests of the homeowners, it is my intention this evening to ask the Board to authorize transfer of $20,000.00 from our operating fund to the restricted reserve fund; in the past three years, we have rarely had less than $50,000.00 in our non-interest bearing operating fund, and it would be prudent to transfer the requested amount to an interest bearing account which can only be tapped for major maintenance expenses.  The Board has been very frugal with our money, and the operating account has been augmented by nearly $10,000 in fines assessed and collected in 2012, according to TMG.

Respectfully submitted,

Duane L. Vincent

Secretary/Treasurer

MOTIONS:

Board approved Duane’s proposal of the letter being sent to homeowners who are delinquent in February.

Board approved Duane’s proposal to move funds from the operating budget to restricted funds before the end of the year.

Duane will facilitate moving collections to VF.

ARC report Carol

Approved:

17717 SE 23 St – Paint - sample on garage door

 2202 SE 184th Avenue - Shed

18606 SE 23rd Circle - roof

2103 SE 183 Avenue -  tree removal AND replacement-  sidewalk damage

17606 SE 23rd  -  tree removal, damage to sidewalks and utilities

2111 SE 181st Avenue  -  Trim, navy blue replacing unapproved color

2403 SE 180th Court  - replace, move and stain fence

17602 SE 23rd St.  - cement sidewalks by home

17815SE 20th Way -  fence

Delinquency Report review:

Vial Fortherinham (hereafter referred to as VF) has been given list of delinquencies to review for collection.

Board agreed to pull collections currently with Columbia and send to VF.

Maintenance and repairs:

Carol met with Eric of Pacific Landscape about monument plantings for fall and next spring.  The soil will be lowered so the plants do not block the sign.

Old Business

ARC violations and remedies: 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?

Tree replacement:

Friends of Trees will be planting replacement trees Saturday.  Carol will be the required volunteer to get the trees and help planting them.  

Carol requests reimbursement for $150 paid for the three pink Japanese Snowbell trees and for planting of them by FoT.

 Board approved reimbursement and TMG will be asked to send a check.

New Business:

Duane requests $10 for partial reimbursement of past year’s expenditures on paper, postage, and ink cartridges used for benefit of treasurer reporting.

 Board approved reimbursement and TMG will be asked to send a check.

Leaf drop containers are scheduled for Saturday and Sunday.  This is for the entire area, not just Clearmeadows and is next to the City owned Park at 23rd Street at 181 and 177 Avenues.

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 8:20 to discuss fines reduction and other private concerns due to extenuating circumstances per meeting report from TMG.

Regular meeting re convened at 8:35 to record decisions and TMG manager Lynda will notify homeowners of decisions.

Next meeting. Proposed a short meeting might be held December 13 if there are agenda items to warrant it.

The meeting adjourned at 8:45 pm