CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for ANNUAL BOARD MEETING

September 26, 2013

Members present:

Carol Ivey, President
Duane Vincent, Secretary/Treasurer
Jon Bennett, Director
Gary Moore, Director
George Chinakos, Director

Also attending: Lynda Dulong and Janine Leyrer of TMG

Homeowners’ annual meeting convened at 6:30  PM with recording of proxies and homeowners attending which was a total of 85.  Quorum was not met.

President’s report

Past 18 years of annual meeting historical concerns of homeowners were presented with facts, process, community property, who is responsible for what maintenance and repairs including:

Sidewalks
Trees
Property owned by Association includes at a minimum:
Pocket park
Fence
Monuments
County records show Deeds, and  tracts 
City owns the big park, Website provided to take survey
Where do fees go, (Details are in each month’s meeting minutes)
Board transparency
No decisions other than at meetings
No meetings by board members except at public meetings
E-mail provides data so if a board member has time, they can preview it
Delinquencies procedure
Non-compliance procedure
Fence new and future details

FLEANA as important to Clearmeadows residents.

OPEN FORUM
Homeowner questions which included expansion on president’s report details
Plus new issues:
Watering the park with Clearmeadows assessment idea presented by two attendees and the cost to each home to do so.

Inconsideration of homeowners putting their leaves into the public street which is against city rules and causes leaves to blow into the yards of others.

Is the city going to provide leave drop boxes again this year?  Timing?

Barking dogs disturbing homeowners.

Scheduling irrigation to provide a savings in the water bill.

Trees extending onto neighboring property.

Noxious weeds invading neighbors’ yards.

Duane Vincent Treasurer’s  report on the proposed budget was read and noted that the success in reducing delinquencies, improved collections and frugal budgeting has allowed a drop in fees to $300 a year from $315.00 a year and the hope that the future will permit further reductions.  However, it is noted that the irrigation system is failing and may need to be replaced.

Homeowners’ annual meeting ended at 8:00 pm

Homeowners’ were thanked and invited to stay for the business meeting.

Lynda and Janine left and the Board thanked them for attending AND for providing the cookies
________________

DRAFT

CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for BOARD MEETING
September 26, 2013

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

Regular meeting convened at 8:00 pm

Reading of the Minutes for August 8, 2013 were waived.  The Minutes were accepted as submitted.

Duane Vincent Treasurer’s  report

 Treasurer's report - meeting of September 26, 2013

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

Our US Bank Money Market Restricted Reserve Fund has $122,091.68 as of August 31, 2013.

The ending balance of Clearmeadows Community Association operations checking account with US Bank was $44,683.25 as of August 31, 2013.

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

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

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 24 homeowners' accounts were sent to a collection agency.  Of the 24 accounts sent to collections, nine have been paid off in full. During the month of September, Clearmeadows Community Association is expected to receive in excess of $5,000.00 for homeowner accounts more than 45 days in arrears.

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 August 31st.  During the month of September, one additional homeowner was accepted for a payment plan.  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 were referred to our attorneys for collection.   They were 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 see a sizeable reduction in our delinquency amounts outstanding.  We have received nearly $2,000.00 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 Clearmeadows assessment from $314 to $300 annually.

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

Approved and mailed

18401 SE 22nd St.   --   painting fence inside part which shows to public view
2206 SE 185th Ave. --   paint siding and accent paint
18101 SE 24th St.  --     paint,  siding, trim,  door (form handed to handed to Board)
18111 SE 20th Way. --  roof
2204 se 184th Ave. --    paint siding,  trim
17902 SE 24th St.  --    roof 
18214 SE 23rd Street -- fence , new Hardie Plank siding,  paint door, siding, trim
17613 SE 22 Way --     siding paint
17809 SE 22nd St –      fence, front yard

Delinquency Report review:
Vial Fortherinham (hereafter referred to as VF) to be given list of delinquencies to review for collection.

Old Business

New Business:

Board reviewed several fence painting bids. Contract will be formalized and Executive Care was chosen.

Pacific Landscape review to be discussed next meeting.

Ongoing needs and Ideas:

To serve as a reminder

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.  Clearmeadows Webmaster to be contacted about possibility.

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.

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.  Three more are needed to provide sign handling to meet requirements for public notice. ANY VOLUNTEERS?

Executive meeting convened at 9:00 to discuss fines homeowners’ private concerns per meeting report from TMG.

Regular meeting re convened at 9:25 to record decisions and TMG manager Lynda will notify homeowners of decisions.

Next meeting is to be scheduled likely on a Thursday, same place and time and is the  SECOND Homeowners’ 2013 annual meeting to be followed by a Board meeting.

The meeting adjourned at 9:35 pm.