CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for BOARD MEETING

July 18, 2013

Members present:
Carol Ivey, President
Jon Bennett, Director
Duane Vincent, Secretary/Treasurer
George Chinakos, Director

Absent with notice Gary Moore, Director
Also present:
Michelle Underwood, Vice President of TMG
Lynda Dulong, Clearmeadows TMG manager

Regular meeting convened at 6:35

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).

Homeowners asked and heard from TMG the plan resulting from data provided at June meeting indicating possible unapproved rentals. and offered to help end the possible practice of investment rentals which are against the CCR’s. As a start, letters to be sent  to those with an address other than the home indicating the process and fine of $1,000.  Another suggestion was to call listing agents of homes for sale to be sure they know CCR’s do now allow rentals.

Homeowner complained of street parking and TMG explained government rules supersede CCR’s and HOA’s, according to legal opinion, may not fine homeowners for parking on the public street.

Homeowner requested information on handicap access ramp to the home.

Homeowner suggested CM pay for watering and mowing the city park as does another HOA in the area.  Board member will check on cost per homeowner per year.  There are many calls about the lack of maintenance of the city park which the city says is a budget issue.

Homeowner contacted Board asking if fireworks could be banned.  Discussion held and decision made that the CCR’s do not provide that authority to the Board and there is no enforcement available by the Community.
.

Reading of the Minutes for June 6, 2013 waived.  The Minutes accepted as submitted.

Treasurer's report - meeting of July 18, 2013

 
Our balances include monies that have been collected as advance payments by homeowners through June 30, 2013.

Our US Bank Money Market Restricted Reserve Fund has $89,105.71 as of June 30, 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 $68,981.16 as of June 30, 2013.

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 22 homeowners' accounts were sent to a collection agency.  Of the 22 accounts sent to collections, six have been paid off in full.

Of the homeowners placed on approved payment plans, the outstanding balances have decreased from a total of $3,700 on October 31st to under $1,000.00 as of June 30th.  We are receiving other funds through the collection process now in place.

During the month of April, three homeowners whose outstanding balances exceeded $500.00 were referred to our attorneys for collection.  This includes one homeowner who did not adhere to a previously approved payment plan.  Failure to comply with a previously approved payment plan removes the possibility of that homeowner being offered a payment plan in the future. 

Letters of request were sent in mid-February to 16 homeowners in arrears between $200.00 and $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 produce a sizeable reduction in our delinquency amounts outstanding.  We have received more than $1,250.00 through these letters.  In mid-August, three of those homeowners may have their accounts referred for collection, since their July 1st balances now exceed $500.00.

The funds in all of our accounts at both US Bank and Riverview Community Bank are protected by the Federal Deposit Insurance Corporation.

The following activity information is available for our operations checking account since the last report:

Respectfully submitted,

Duane L. Vincent
Secretary/Treasurer

Board approved Duane’s recommendation of moving $20,000 to reserve account in continued effort to meet reserve amount instructed by Capital Reserve Consultant.  TMG will transfer the funds.

ARC report Carol

Approved:

17604 SE 23rd St.—Paint siding—mailed 6/26
18510 SE 24th Circle –paint siding-- mailed 6/26
18521 SE 20th Way-fence stain to match another address mailed 6/26--
17607 SE 22nd Way—replacement fence and natural color- mailed 6/26-
17605 SE 22nd Way—replacement fence and natural color- mailed 6/26
18512 SE 20th Way—paint-mailed 7/1
18510 SE 20th Way- shrubs along driveway in front
18210 SE 22nd Street- paint siding, trim, and door mailed 7 22
17714 SE 21st Street-fence mailed 7/22/13 
2216 SE 186 Avenue –paint siding mailed 7/22/13
18516 SE 20th Way—new siding and paint (2 ARCS).

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:.

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

Old Business

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:

Duane announced that this will be his last term and the Board needs to find a board member who is willing to learn and take on the job of treasurer monitoring expenses and collections.

TMG contract will continue for two more years and Michelle stated there would be no increase during the next two years, a savings of the usual 5% over the two years of the contract.

Three proposals reviewed for replacing community fence from the corner sign on SE 176th Avenue east on SE 20th street to east corner of SE 180th sign.  The proposal from Executive Care was selected with proposal of $36,314 tax included..

Landscape proposal submitted by Pacific Landscaping presently in progress will be inspected by Board prior to approving payment of 3,041.00.

Reserve Study required was given to Lynda of TMG to be completed and sent to Carson of Capital Reserve Consultants.  The study has been pre-paid for this year.

Safer Sidewalk proposal for grinding down hazardous raised sidewalks was approved.  The proposal is for $2,626.56.  Homeowners who have signed up for e-blast of messages will be informed on how to arrange with Safer Sidewalks to take care of the hazardous sidewalks and driveways in front of their homes. Sidewalks trip hazards are the responsibility of the homeowners who live on those sidewalks.

E BLAST sign up instructions

1. Log in to website www.TMGassociation.com 

2. Go to the far right of the screen -community directory

3. Find name under listing

4. Go to page listed contacts and scroll down to communication preference - 

choose  information delivery 

Annual meeting plans were discussed and the meeting will be set for September 26.

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 8:20 to discuss homeowners private matters. Regular meeting
reconvened at 8:40 with decisions to relay to TMG.
.
Next meeting

Thursday, August 8, 2013, same place and time. Adjourned 9:00 pm