CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for BOARD MEETING

April 30, 2015

Members present:
Carol Ivey, President
Gary Moore, Director
George Chinakos, Director
Jon Bennett, Director

Regular meeting convened at 6:30 pm

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

One homeowner attended with question most of which does not come under association ability to help.  TMG is researching what resources homeowners have regarding damage done by a neighbor’s tree.

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

Treasurer’s  report

Financial reports for February and March, 2015 were reviewed.  Board asks for basis of CD’s be included whether TMG or Bank quarterly reports.  One check was unreadable and no invoice was included.  TMG will provide data.

Other financial:

Carol to be reimbursed for stamp purchase for $43 for sending ARC forms and postcards.

ARC report Carol

Approved and mailed:
None completed.

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:

 Landscape issues--

Seasonal plantings will continue since they are included in the landscape contract.

Two proposals were reviewed for bark and improved landscaping.  Pacific has been approved to spread hemlock bark on community areas per the map the Board provided and the bid submitted and approved was for $2,646.00.  Pacific will agree not to place bark on the community fence.  Pacific to clarify how deep the bark will be.

Further improvements will be done over time as Gary and Erik of Pacific have on-site meetings with Clearmeadow map to be specific about what is removed, what will be planted, boulders placed, etc. Board agreed Gary will be point board member and will have authority to choose improvements up to $12,000 for total improvements, and that will include sales tax.

The city forester has not responded to Board regarding removal and replacement of street trees.  Homeowners are encouraged to report missing or damaged trees in the street right of way which includes front yard sidewalk trees,  directly to the city.

New Business

Compliance tours will be in April, 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 because all Board members also receive those communications and can verify reports.

ARC's for Roofs
TMG will tell homeowners who are re-roofing what CM standards are and send a copy of the ARC form to Carol but it is not necessary for the ARC committee to process the ARC form unless the roof does not match standards.

Standards are; composition shingles in any shade of brown, any shade of blue, black, any shade of gray, or any shade of brown, and dark green are approvable.

Meeting Agendas TMG agrees the Board’s meeting agenda/report will be in mailboxes by the Friday prior to the meeting. Financials would come over email and web site posting only but not in the report to save paper and postage..

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.  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 7:15.  Homeowner requests were discussed with Board and advised by Lynda. Decisions made and recorded by Lynda.

Regular meeting reconvened at 8::00.

Next meeting is Thursday, May 28, same place and time.

The meeting adjourned at 8.15 pm.