CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for BOARD MEETING

April 25, 2013

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

Vacant-5th Director board position

Also present: Lynda DuLong, TMG manager

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).
No homeowners attended.

Reading of the Minutes for March 28, 2013 waived.  The Minutes accepted as submitted.

Duane Vincent Treasurer’s  report

 Treasurer's report - meeting of April 25, 2013

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

Our US Bank Money Market Restricted Reserve Fund has $85,148.17 as of March 31, 2013.

Our Riverview Bank CD deposits are in the amount of $150,000.00.

The ending balance of Clearmeadows Community Association operations checking account with US Bank was $63,236.55 as of March 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, 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 $1658.34 as of March 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.  We have received more than $520.00 through these letters.

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

Report accepted as submitted.

ARC report Carol

Approved:

18601 SE 24th Circle-  Remove and replace street tree. Sidewalk damage. Mailed 3/23
18521 SE 20th Way- Fence approved color & provided guidelines. Mailed 4/1
17707 SE 23rd St .- new roof, black mailed 4/22
No ARC required security lights at 18613 SE 24th Circle. TMG advised resident
18204 SE 22nd St.- (1) planting tree near front door.
-(2) Repainting siding and trim
17612 SE 22nd Way - Removal of large tree as lifting sidewalk above city utilities cover

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:.

Work plan; for 2013 items;

Fence replacement plans status-Lane Fence submitted bid for cedar fence, will provide one for Vinyl.  Another bid is expected with walk through.

Community sidewalks on SE 180th, 184th and SE 20th

Walkthrough to be set up with John of safer sidewalks, and Marc of Executive care for fixing sidewalks on 20th and ingress and egress on SE 180th and SE 184th.

Board to pursue with Pacific Landscape what could be done to improve ingress and egress on SE 180th and 184th with ground cover, bark.

 Will set up fence washing when the weather is dryer and less dirt splashing up on the fence.

Community fence spot repairs and homeowner side repairs are needed.

Determination if more community street trees are in need of removal and replacement.  City Forrester has been contacted for opinion on both community and homeowner street trees.

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:

Work plans for TMG non-compliance tours, new resolutions to go in August with annual meeting notice, refine fence guidelines to indicate street side should be neighbor friendly, and tree replacement needed in original sites.

Trees disappearance

Board discussed and voted 3 Aye to one Nay (Duane) that if it is evident that a tree was planted by developer or builder, and is missing, a new tree must be planted per guidelines which is 6 foot tall and 1 ¾ inches in diameter.  There are exceptions such as the tree would interfere with city utilities .Noted that the city forester recommends the Japanese Snowbell(ball) as a low maintenance, slow growing, attractive tree. Also noted that Friends of Trees organization sells and plant trees at a reasonable price.

Landscape improvements

Fence status

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

Convened at 7 pm.  Board and Lynda discussed ten homeowner communications.. 

Meeting re convened at 7:45 and TMG provided decisions and action items.
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Next meeting

Thursday, May 23, 2013, same place and time.

Adjourned 8.45