CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for BOARD MEETING

August 21, 2014

Members present:

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

Regular meeting convened at 6:35 pm

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

Homeowner reported SEH status regarding cows. Depending on cows availability, they will return next month.

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.

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

*1  over paid 4th Quarter 2009 dues by $75 and again overpaid Quarter 1 dues in 2010 for $50; once property sold, Homeowner was refunded his overpayments.

*2refund previous owner- homeowner  was refunded $19.50 from an overpayment in 2010 and 2011.  Because property was sold to a new owner, the $19.50 was refunded to Homeowner

*3Late Fee Charge of $125 is TMG 50% portion of Late Fees charged to residents for month; Title Fee of $250 was collected at closing on 7/8/14; Payment Plan of $30 is for 2 resident on a Payment Plan, these fees have not yet been collected from residents

*4  refund previous owner    paid 1st Quarter Assessment of $75 on 12/16/13 and 3/128/14; he paid 2nd Quarter Assessment of $75 on 4/1/14; paid 3rd Quarter Assessment of $75 on 7/1/14.  Therefore, because he paid the 1st Quarter Assessment twice for a total of $150 and the property was sold,  was refunded the overpayment of the 1st Quarter Assessment for $75.

*5  refund previous owner   had a ($86.03) balance when homeowner purchased the property; original homeowner had paid the 3rd Quarter assessment fees for $75 along with Late Fees, however, at closing original homeowner paid the Quarterly Assessments.  Therefore, a refund of $86.03 was due.

CD’s  One $50,000 CD will mature September 8 at a lower rate of .3%.  Board members will call financial institutions to check on a better rate of 5% or more.

ARC report Carol

Approved :
18202 20th Way—tree removal
17717 SE 21st St.—paint
17618 SE 22nd St.—replace windows
18204 SE 22nd St.—plant tree
2402 SE 183rd Loop—roof
18511 SE 22nd Way—roof
18407 SE 24th St.—paint
17716 SE 23rd St.—paint trim
2418 se 183 Loop—paint
Not yet approved
17815 SE 24th  St---shed-PENDING neighbor approval of set back

CHANGE;  Board agreed that sheds may be stained to match the fence if they are visible near the new community fence.  Otherwise they need to match the house, if visible to the public view.
Old Business:

Resolutions

Board agreed Carol to review resolutions on Clearmeadows website for currency.

New Business:

Landscape  

Board approved a 3% increase in Pacific’s fee bringing the monthly bill to $1,088.61 including tax.

Gary, Lynda, and Erik of Pacific Landscape toured August 18 and there was discussion regarding improved bark and plantings or boulders possibilities to use the credit from failed bark and plantings.

Plans tabled until next regular meeting as this is not the time of year to plant and amount of credit not yet provided.

NO PROPOSALS accepted at this time including the$80 P/Week bag watering of the Japanese Snowbell.  Carol to discuss with Erik of Pacific.

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. In case of emergency, TMG to be contacted.

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

Gary to call monument cleaners as seems one or two on 176th may have been missed.

Replacement fence;

1-Board approved cost overrun due to low supply and increased cost of lumber of $3,653.54 including tax. 
2-TMG to bill homeowners who had material against fence which had to be moved in order for fence to be installed for total of $322.49 including tax.
3-Additional clearing where Pacific Landscapers missed cutting plantings back two feet from the fence on the community sidewalk side for workers’ access for a total $227.64 including tax.  Pacific will be asked to provide credit in that amount.
4. Columns repair, rebuilding, eliminating one and setting new post for total $366.39 includes tax.

Compliance tours will be in:

October or November whenever the leaves have fallen, and March, 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.

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.

Board agreed and approved letters to be sent to some homeowners requesting they improve gap filler beneath the new community fence.   There are sufficient non-compliance letters remaining in the contract to the end of August to do so at no extra cost.

The good news is that far fewer non-compliance letters were needed this contract year.

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 7:45.  Homeowners’ confidential requests were discussed.  Also policy on investment rentals, title companies responsibility to inform buyers that Clearmeadows is a no-investment rentals community and if TMG files liens against homeowners with overdue accounts. Also discussed letter from homeowner who misunderstood the scope of the CCR;s to do with home warranties, problems with trees, poor soil, drainage, disclosures at time of purchase type of issues. Board approved a response to homeowner.

Regular meeting reconvened at 8:25. No action required.

Next meeting is the homeowners’ annual meeting on October 2, and the second annual meeting on October 30, each to be followed by regular board meeting same place and time.

The meeting adjourned at 8.45 pm.