CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for BOARD MEETING

March 28, 2013

Members present:
Carol Ivey, President
Duane Vincent, Secretary/Treasurer
Jon Bennett, Director
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).

Reading of the Minutes for February 21, 2013 waived.  The Minutes accepted as submitted.

Duane Vincent Treasurer’s  report

Treasurer's report - meeting of March 28, 2013
Our balances include monies that have been collected as advance payments by homeowners through February 28, 2013.

Our US Bank Money Market Restricted Reserve Fund has $231,188.63  as of February 28, 2013.

The ending balance of Clearmeadows Community Association operations checking account with US Bank was $58,838.38 as of February 28, 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, a few homeowners are on approved payment plans and are paying as agreed; 2 have been charged off to bad debts as being uncollectible; and 20 homeowners’ accounts are at a collection agency.  Of the homeowners placed on approved payment plans, the outstanding balances have decreased from a total of $3700 on October 31st to $1537.14 as of March 26th.  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.

At our monthly meeting on February 21st, the Board to authorize transfer of $150,000.00 within our US Bank restricted reserve funds to another Riverview Community bank in the form of certificates of deposit  in order to minimize our corporate risk of loss and to protect the interests of the homeowners.   That transfer of funds occurred on March 8th.  We now have three $50,000.00 certificates, layered at 12/18/24 months at a very good rate of interest, and the funds in all of our accounts at both US Bank and Riverview Community Bank are protected by the Federal Deposit Insurance Corporation.

Respectfully submitted,

Duane L. Vincent
Secretary/Treasurer
Secretary/Treasurer

Report accepted as submitted.

ARC report Carol

Approved:

18601 SE 24th Circle-- removal and replacement of tree, Carol viewed, pictures in file
18204 SE 22nd Street --paint, medium greens siding and trim
--landscaping adding small tree and shrubs, flowers
17612 SE 22nd Way- tree removal and replacement. Carol viewed.  Sidewalk 3 inches higher than utility cover from lifted roots

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:.

Fence rep;acement  plans Get bids?

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:

BB hoop near street in alley a violation or not?

CCRS “Basketball Equipment, Clotheslines, Garbage cans, Tanks, Etc.
All basketball hoops and backboards, clotheslines, garbage cans, above-ground storage tanks, mechanical equipment, and other similar items on Units shall be located or screened so as to be concealed from view of neighboring Units, streets, and property located adjacent to the Unit. All rubbish, trash, and garbage shall be stored in appropriate containers approved pursuant to Article XI hereof and shall regularly be removed from the Properties and shall not be allowed to accumulate thereon.

Hovy Hill tree removal- all completed

Contract analysis develp questions for Michelle VP TMG

Fines analysis  What are we charging homeowner when forgive fines for late fees and for non-compliance.  CM pays for EACH letter so forgiving ll but $15 not fair to compliant homeowners?

Fines and fine forgiveness questions ie two non-compliance on same homeowner uses two letters not one per address. 

Nicole says 
The Association receives 6 compliance inspections as part of their base management service.  Any additional inspections would be charged at $300.00 per inspection.  The Association also receives an initial 240 violation letters at no charge per year.  If the letters exceed this amount in a given year, the excess letters are billed at $10.00 per letter.  Aside from this the Association is charged base fees for copies, postage, and envelopes (please see below for breakdown).

TMG collects 50% of the late fees billed to the owner along with standard copy and mailing fees.  The copy, postage and envelope charges are listed below: 

            *Copy charges are $0.15 per page for black/white copies
            *Postage (first class) are charged at actual cost per notice
            *Certified Mail is charged at actual cost plus $2.00 each
            *Envelopes for fines and late fees are $0.20 each

 
It depends on the violations.  We group together violations if they “go” together such as landscape issues (weed, water, mow, maintain, modifications to landscape areas, bark dust, etc.)  However, a paint issue would be a separate violation.  The reason for this is that a lot of times they will correct the landscape but not the paint violation, so we need to separate them in order to comply one and not the other.

We can put them in one envelope.

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

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. Put addresses in minutes?

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. Find NH blog for larger area?

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

Next meeting.
Thursday, April 25, 2013,s ame place and time.