CLEARMEADOWS COMMUNITY ASSOCIATION
MINUTES for BOARD MEETING
Members present:
Carol Ivey, President
Gary Moore, Director
George Chinakos, Director
Jon Bennett, Director
Director position # 5 Vacant
Also attending Lynda DuLong of TMG
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.
One concerned with SEH status regarding cows, future plans, for the property, present owners, grass and was told calling SEH would be the best source of information.
Several inquiries were about the fence, mostly the gap at the bottom and were told the 4-8” gap is a design standard to keep debris off the community fence which cases premature replacement. Any gaps outside of the standard will be reviewed by a board member and Executive Care.
One homeowner was concerned that realtors and title companies are not informing buyers of the restriction of no Investment rentals. The Board hopes to make it more publically clear via the Websites and develop other methods.
Another homeowner would like to know when his community fence is being removed so he might be able to bring in bark dust for his backyard. Executive Care will be asked to cooperate with the request
Homeowner said she does not want anything posted at her home. Postings only happen if time is too short for mailing, information is essential to the homeowner AND there is a volunteer willing to do the posting.
NOTE: 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 previous meeting was waived. The Minutes were accepted as submitted.
Financial Reports
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ARC report Carol
Approved and mailed:
17717 SE 21st St. -- fence
2303 SE 185 Ave – paint
17618 SE SE 22nd St. -- replace windows
18511 SE 22nd Way – paint
2111SE 171 Ave. – paint
17704 SE 23rd St. – fence
17816 SE 24th St. – landscaping, lawn plants
18107 SE 20th Way – paint
18614 SE 24th St. – paint
17613 SE 23rd St. siding and paint
18219 SE 23rd St. – shed
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- ADDRESS??? TMG got a message that the Post Office will replace the damaged post office box but did not locate it. Additional directions to be provided to Post Office. The Post Office does ask that the person who hit the PO box to have their insurance pay for the repair.
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.
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.
New Business:
Resolutions discussed and to be reviewed at next meeting and any revised resolutions would go out with annual meeting notice or with fees coupon in December.
Reserve Study discussion tabled until next meeting for Board review. Lynda of TMG will prepare budget but delayed because Reserve Study vendor very slow to produce data as contracted..
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 except in cases of emergency..
-TMG to ask Pacific if the moss control for $150.00 was done per accepted proposal.
Replacement fence;
Executive Care is replacing and staining Clearmeadows community fence and is about 60% or more complete and three payments have been made.
TMG has sent letters to affected homeowners so they will have time to clear away all plantings, debris, landscaping materials, rocks, etc.two feet 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 cut 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.
Homeowner objections to non-compliance letters will be checked by a board member and if not resolved will be reviewed during executive portion of the meeting.
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 7:00. Homeowners’ confidential requests were discussed.
Regular meeting reconvened at 7:50. Decisions made part of meeting and Lynda will write to requesting homeowners the Board decision.
Next meeting is Thursday, August 21, 2014, same place and time.
The meeting adjourned at 8.45 pm.