CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for BOARD MEETING

June 5th, 2014

Members present:

Carol Ivey, President
Gary Moore, Director-absent with notice
George Chinakos, Director
Jon Bennett, Director
Director position # 5 Vacant

NOTE;  YOUR COMMUNITY BOARD NEEDS A DIRECTOR AND A VOLUNTEER WITH TREASURER’S SKILLS WOULD BE VERY HELPFUL AS WE LOST OUR TREASURER IN MAY.

Regular meeting convened at 6:30 pm

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

No homeowners attended in person.  - mail inquiry: signs on community property such as election and open house signs.  Open house signs are permitted during the hours the home is open for showing.  Political signs are permitted on residents’ yards but not on community property.

Anonymous E-mail inquiries cannot be handled and senders should feel comfortable voicing their opinions directly to TMG by phone if not willing to reveal their e-addresses. This would give them current status of the issue. Courteous requests preferred.

Reading of the Minutes for April meeting was waived.  The Minutes were accepted as submitted.

Treasurer’s report

ARC report Carol

Approved and mailed:

18219 SE 23rd Street  shed light brown paint
18614 SE 24th Street cream siding, green trim paint
17613 SE 23rd Street-shades of brown paint siding and trim
18511 SE 22nd Way-paint  siding medium gray, trim cream

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:

Damaged Post Office box-  TMG got a message that the Post Office will replace the damaged post office box.  The Post Office does ask that the person who hit the PO box to have their insurance  pay for the repair.

Cleaning of monuments- Proposal from Quick and Clean to pressure wash all five monument signs for $340 was accepted and project was done end of May.  No bill presented yet.

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

New Business:

Audit: Required annually, reviewed and signed by Board and will be mailed to TMG 6-9-2014

Community Insurance renewed for the year.

Reserve Study discussion tabled until next meeting for Board reviewwith Lynda of TMG advising.

2015 budget will be developed with Lynda of TMG at the July 24 meeting along with annual meeting preparation.

ARC form requirement enforcement. Board discussed the feasibility of a fine if homeowner does major changes without submitting an ARC form.  Discussion tabled.

Signs resolution.  Board discussed revision of 1998 signs resolution in view of evolving Federal rules and safety issues.

Maintenance information going to homeowners needs to be educational material such as leaflets, Web sites, such as WSU Master Gardeners URL but should not include commercial vendors data or products to avoid any appearance of promotion of vendors.

Landscape  

-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.

-Request to be made to Pacific and TMG that ALL non-emergency irrigation and landscaping at cost over the monthly fee be presented as a proposal and have Board approved prior to work being done in order to ensure payment for that work.

-TMG to ask Pacific if the moss control for $150.00 was done per accepted proposal.

-Board did approve a irrigation repair of $1,582.10 which was done without prior written proposal.

US Bank statements TMG is getting US Bank account contacts and addresses updated with statements going to Carol instead of Duane’s address per his widow’s request.

Replacement fence;

 Executive Care provided a contract for continuing replacement and staining of Clearmeadows community fence (east on 20th) and phase 3(south on 176th) including ingresses and egresses.

Board approved contract and the fence will be started on 20th   Street on June 23rd weather cooperating.

TMG will send letters to affected homeowners so they will have time to clear away all plantings, debris, landscaping materials, rocks, etc.one foot back from the fence for access for workers to build the new fence.  The letter will include the cost to the homeowner if the workers do it for them.

Pacific Landscapers will be cutting plantings back two feet from the fence on the community sidewalk side for workers’ access.

Compliance tours will be in May, June, July, and August as provided as part of TMG contract.  Focus will be yards, siding, and outsides of 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.
Regular meeting reconvened at 8:30. Decisions made part of meeting to be detailed to TMG as action items.

Next meeting is Thursday, July 24, 2014, same place and time.

The meeting adjourned at 8.45 pm.