CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for BOARD MEETING

February 21 2013

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

Vacant-5th Director board position

Also attending: Lynda DuLong, TMG Community Representative

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 reports raccoons are on the prowl for pet food left outside and they are a menace to pets.

Homeowner concerned about street lights out.  Here is the number for City Operations. 487-8177  Street lights out, graffiti on city property, park maintenance

Reading of the Minutes for January 24, 2013 waived.  The Minutes accepted as submitted.

Duane Vincent Treasurer’s  report

Treasurer's report - meeting of February 21, 2013

Our balances include monies that have been collected as advance payments by homeowners through January 31, 2013.

Our US Bank Money Market Restricted Reserve Fund has $227,225.90 as of January 31, 2013.

The ending balance of Clearmeadows Community Association operations checking account with US Bank was $63,335.63 as of January 31, 2013.

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, 4 homeowners are on approved payment plans; 2 have been charged off to bad debts as being uncollectible; and 17 homeowners’ accounts are at a collection agency.  Of the homeowners placed on approved payment plans, the outstanding balances have decreased from a total of $3,700 on October 31st to $2,258 as of January 31st.  We are receiving other funds through the collection process now in place.

Letters of request were sent in mid-February to 16 homeowners in arrears between $200.00-$499.00 (excludes 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.

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

Report accepted as submitted.

ARC report Carol

Approved:
17809 SE 22nd Street-Paint and Landscape (2 forms)
2416 SE 183rd Loop- Landscape
18204 SE 22nd Street-paint

Delinquency Report review:
Vial Fortherinham (hereafter referred to as VF) has been given list of delinquencies to review for collection. There has been good response and positive results.
Maintenance and repairs:.

Nothing to report this month.

Old Business

ARC violations and remedies:
Resolution provides for friendly reminder followed by fines  if revisions are done with no form being submitted to TMG for Committee approval..

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 and the board members adding to their time to handle the other three signs. .  Requested that other homeowners help  to provide sign handling to meet requirements for public notice. ANY VOLUNTEERS?

New Business:

Transfer of funds;  Board agreed to have treasurer move approximately $150,000 from Reserve Account at US Bank  to a Restricted Reserve Fund account at Riverview Bank which is covered by FDIC insurance into 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.

Meeting dates; are 3rd or 4th 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
See if more trees are in need of removal and replacement

Hardship review;
Lynda and Board members reviewed attorney opinion and CCR’s as refresher of appropriate demands and approvals of hardship requests.

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

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

((fence and missed billing notices fine)

Convened at  7:30 to discuss issues when a homeowner needs privacy consideration and open meeting re-convened at 7:45   and decisions noted by Lynda of TMG for action.
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Next meeting.
March 28, 2013 same place and time. The meeting adjourned at  8:20 pm.