CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for BOARD MEETING

January 24, 2013

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

Vacant-5th Director board position

Regular meeting convened at 6:30

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).

 Homeowner was interested in how to contact board members , why he didn’t get coupons to pay for the year, and that the link to pay by credit card did not work.

The homeowner with the request about Safersidewalks repairing residents’ sidewalks and a possible group discount did not attend but the Board has information.

(See vendor data in new business.)

Reading of the Minutes for November 15, 2012 waived.  The Minutes accepted as submitted.

Duane Vincent Treasurer’s  report

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

Our US Bank Money Market Restricted Reserve Fund has $223,262.37 as of December 31, 2012.

The ending balance of Clearmeadows Community Association operations checking account with US Bank was $52,764.90 as of December 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.

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 been sent to collections.  Currently, 6 homeowners are on approved payment plans; 2 have been charged off to bad debts as being uncollectible; and 21 homeowners have had their accounts sent to a collection agency.  Of the 6 homeowners on approved payment plans, the outstanding balances have decreased from a total of $3,700 on October 31st to $2,526 as of December 31st.  We are receiving other funds through the collection process now in place.

The Board has approved 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 further build our restricted reserve account and to minimize our corporate exposure to federal income tax, the Board has transferred an additional $20,000.00 from our operating fund to the restricted reserve account, the funds of which may only be spent for major maintenance projects at Clearmeadows.

Because our assets now exceed the dollar amount guaranteed by the Federal Deposit Investment Corporation, it is my intention this evening to ask the Board to authorize transfer of $150,000.00 within our US Bank restricted reserve funds to another financial institution in the form of certificates of deposit.  It would be prudent to transfer the requested amount in order to minimize our corporate risk of loss and to protect the interests of the homeowners.

Respectfully submitted,

Duane L. Vincent
Secretary/Treasurer

ARC report Carol

Approved:

17809 SE 22nd Street—removal of hot tub pad and install of drainage system

Delinquency Report review:
Vial Fortherinham (hereafter referred to as VF) has been given list of delinquencies to review for collection. There have been response and positive results.
Board agreed to pull collections excepting one account currently with Columbia and send to VF.
Maintenance and repairs:.

Old Business

Leaf drop containers were well used and appreciated and no problems reported.

ARC violations and remedies: tabled until next meeting TMG rep. to attend.

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 planted replacement trees Carol participated in organizational meeting and planting.  It poured rain but volunteers were very efficient and effective.

Homeowners may be interested in contacting FoT for their tree needs.

New Business:

Board Officers assigned for 2013; no changes.

Transfer of funds;  Board agreed to have treasurer investigate and move approximately $150,000 from Reserve Account to another local institution covered by Federal bank or Credit Union insurance and into Federally insured Certificates of Deposit.  The purpose is to gain better interest and to be fully insured.  Federal insurance caps at $250,000 per account holder.

Compliance tours;  Months best for TMG tours were discussed and chosen by Board for rest of contract of September 1, 2012 to August 30 of 2013 and for the following he following contract year 2013/14 for the six  pre-paid in TMG contract.

Meeting dates; are 3rd Thursday of each month to be discussed at each meeting and dependent upon availability of Fire station # 9

Work plan; for 2013 items;
Community sidewalks on SE 180th, 184th and SE 20th
Community fence spot repairs and homeowner side repairs

Community events; none planned as present Board cannot find a CCR permitting or encouraging such even though past events were very popular and appreciated by many including the board members who put personal effort into them.

Homeowner requested vendor site on the Clearmeadows.org
WEB site.

 Carol will contact WEB master as how that would work.

Vendors with experience with Board members are:

Safersidewalks;  john@safesidewalks.com  vendor who did the grinding of high areas on Clearmeadows sidewalks on SE 176th Avenue.  A homeowner asked if contractor would repair residential sidewalks and provide a group discount and John agreed.

 Side, NW Inc.;   360 513 2556, Vendor who replacedand painted siding on several homes in Clearmeadows. Also roofs, windows, doors.

Sawtooth Roofing; a vendor who had the best bid and board member very satisfied with the new roof.

Discussion items TMG representative at next meeting

     ARC requests not submitted remedy, process, and follow up

     Non-compliance fines and time line

     Hardship definitions per attorney letter

Fines schedule per contract, CCR’s, and Resolutions like how much, how often, how increase, cost to CM budget

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

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 of a Frequently Asked Questions section

Executive meeting

Convened at 7:20 to discuss issues where a homeowner needs privacy consideration and open meeting re-convened at 7:45 and decisions will be relayed to TMG for action.
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Next meeting.
February 21, 2013 same place and time

The meeting adjourned at 8:40 pm.