CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for BOARD MEETING

August 8, 2013

Members present:

Carol Ivey, President

Jon Bennett, Director

Duane Vincent, Secretary/Treasurer

Gary Moore, Director

Absent with notice George Chinakos, Director

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).

Homeowner submitted more data on possible unapproved rentals in Clearmeadows.  The data will be sent to TMG to be reviewed and letters will be sent.

More discussion was held about the pros and cons of paying for summer maintenance of the city park.

Reading of the Minutes for July 18, 2013 waived.  The Minutes accepted as submitted.

Treasurer's report - meeting of August 8, 2013  Accepted as submitted.

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

Our US Bank Money Market Restricted Reserve Fund has $120,179.73 as of July 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 $56,160.46 as of July 31, 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; two 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, seven 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 $800.00 as of July 31st.  We are receiving other funds through the collection process now in place.

During the month of August, three homeowners whose outstanding balances exceeded $500.00 may be referred to our attorneys for collection.   They will be offered a payment plan in lieu of collection action.

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 produce a sizeable reduction in our delinquency amounts outstanding.  We have received more than $1,250.00 through these letters.

We were able to transfer $20,000 from our operating fund to the restricted reserve fund (major maintenance projects) during July.  More than half of that sum was generated by our collection process, which has been very successful.

I am pleased to report that due to the fiscal policies of the Clearmeadows Community Association Board of Directors, along with our enhanced collection effort, results in my being able to prepare a budget for consideration that reduces the annual HOA assessment from $314 to $300 annually.

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

ARC report Carol

No new ARCS have been received.  New procedure is that TMG will mail the ARC forms to Carol for approval by ARC committee in hopes of simplifying the process. Currently, they are send via e-mail which has more potential of loss and paint chips do not copy accurately so must be mailed anyway.

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

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.

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:

E BLAST sign up instructions

This enables TMG to send out messages of interest to homeowners.

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

The fence proposal from Executive Care was selected with proposal of $36,314 tax included.  A contract will be submitted about August 12 and fence replacement phase one (SE 20th Street from 176th to 180th and ingress and egress of 180th,  to start the end of August and homeowners affected will receive a mailing about process and  expectations.

2014 budget  motion was made seconded and carried to approve the 2014 budget. The budget will be ratified at the Annual Meeting on September 26th.

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 performed and board inspected the grinding down of hazardous raised sidewalks. The proposal approved for payment and  is for $2,626.56.  

Annual meeting plans were discussed and the meeting is 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 no issues

Next meeting Annual homeowners meeting  then regular board meeting a 8 PM.

Thursday, September 26, 2013, same place and time.

Adjourned 8:45  pm