CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for BOARD MEETING

April 24, 2014

Members present:

Carol Ivey, President
Gary Moore, Director
George Chinakos, Director
Jon Bennet, Director
Director position # 5 Vacant

The Board is sad to report that Duane Vincent, long time treasurer for Clearmeadows, passed away April 22, 2014.  Duane was a valuable and skilled Board member who was very effective at handling treasurers reporting, budget creation, collections management, and general advising from his many volunteer hours and a love of his community. The Board misses Duane and we discovered that even more as we grappled with developing data he usually provided for us.  Duane, in spite of being in assisted living hospice care, produced the treasure reports until mid March.

Regular meeting convened at 6:30 pm

Homeowner input, limited to 3 minutes each; total of 15 minutes of meeting time.

Two homeowners attended to learn how the Board operates and to learn of the next phase of the fence replacement.  

A homeowner reported a person digging up plants from the Clearmeadows monument on 176th Avenue and re-planting them in a Clearmeadows resident yard.

Reading of the Minutes for March 13 was waived.  The Minutes were accepted as submitted.

Treasurer’s report

Reserve funds are $123,264  and CDS are $150,000 plus interest.

ARC report Carol

Approved and mailed:

18520 SE 20th Way -paint

Delinquency Report review:
Vial Fortherinham (hereafter referred to as VF) is given list of delinquencies to review for collection. Reports are provided to Board members each month for review.

Old Business:

Tents  Board  and Lynda reviewed CCR’sat March meeting regarding tent structures in view of public and they are specifically unacceptable structures. Notice will be sent to homeowner. Action delayed until TMG tour.

New Business:

Landscape tour
Gary, Lynda, and Erik of Pacific Landscape toured April  15 all of Clearmeadows and improved bark and plantings will be refreshed at no cost after the fence is installed. Pacifc to tender proposal.  Other proposals  provided were not approved at this time

EXCEPT:
Board approved Pacific Landscape proposal for Moss control for $150.00.

Proposal from Quick and Clean to pressure wash all five monument signs for $340 was accepted.
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Replacement fence; Executive Care provided a proposal for continuing replacement and staining of Clearmeadows community fence (east on 20th) and phase 3(south on 176th) including ingresses and egresses.

Noted that 4th phase will be the short parks fencing.

Board approved and contract will be provided indicating:

$84,108. Including tax for fence and rebuild of pillars
$17,800 for staining and paining of pillars

Board approved this proposal. Submitted proposal details will be in contract.  Start date will depend on eather but expected to be in June.

Compliance tours will be in May, June, July, and August.  Focus will be yards, siding, and gutters in need of cleaning, debris cans not put out of sight, etc.  Homeowners are encouraged to report issues to TMG through the Clearmeadows.org website. Board members also receive those communications.

Meeting Agendas TMG agrees the Board’s meeting agenda/report will be in board members’ mailboxes by the Friday prior to the meeting. Financials would come over email and web site posting only but not in the report. Delinquencies and collections reports will be via e-mail and not in the report unless discussions to be on the agenda.

Ongoing needs and Ideas:

To serve as a reminder of possible projects;

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. 

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.

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 8:05.  Homeowner requests were discussed with Board and advised by Lynda. Decisions made and recorded by Lynda.

Regular meeting reconvened at 8:45. Decisions made part of minutes to be detailed to TMG as action items.

Next meeting is Thursday, June 4, 2014, same place and time.

The meeting adjourned at 8.45 pm.