Clearmeadows Community Association
Annual Meeting Minutes

Wednesday, September 23, 2015
Location:  Vancouver Fire, Station 9
17408 SE 15th Street Vancouver, WA  98683

Establishment of Quorum
Quorum was not achieved at this meeting with 54 out of 208 needed represented by owners present or by proxy, therefore the meeting was rescheduled for Wednesday, October 28, 2015.

CLEARMEADOWS COMMUNITY ASSOCIATION

MINUTES for BOARD MEETING

September 23, 2015

Members present:

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

Also present
Lynda DuLong, Associate VP

NOTE; YOUR COMMUNITY BOARD NEEDS A DIRECTOR AND A VOLUNTEER WITH TREASURER’S SKILLS WOULD BE VERY HELPFUL.

Regular meeting convened at 7:00 pm

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

Three homeowners attended.  Two were new homeowners asking for details on policy and procedures.  One asked questions regarding the 2016 budget which TMG representative, Lynda DuLong explained.

NOTE:  Anonymous E-mail inquiries cannot be handled. Inquiries sent through Clearmeadows.org reach all the Board members AND TMG. Homeowners should feel comfortable voicing their opinions directly to TMG by phone or mail.. Courteous requests preferred.

Reading of the Minutes
For previous meeting was waived.  The Minutes were accepted as submitted.

FINANCIALS-Thank you Ruth of TMG

ARC report Carol

Approved and mailed:

18305 se 24TH Way—roof

18213 SE 24th Way—rock facade

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 
Pacific will be requested to provide a proposal for replacement of shrubs an adding shrubs on both sides of 180th avenue.

New Business:

Pocket Park sidewalk, which is community responsibility was shaved as had developed a trip hazard.

Pocket Park bench needs to be replaced and TMG will provide options, and considering a metal bench..

Irrigation-Pacific Landscape proposed and Board accepted repair of many leaks, mostly on 176th.  Several homeowners have irrigation heads put in by the developer prior to the community fence installation. Several of those lso had leaks and were repaired and heads capped.   Replacement heads will be capped if no water is preferred such on mature trees.  Where there are plants, new heads will be installed. 

Property ownership for a strip of property opposite the city park on 182nd avenue at SE corner is being investigated.  The board agreed to credit homeowner one quarter assessment to provide water to the strip which was once or is part of the city park and the city does not irrigate anymore.

Also   TMG will check on the cost and feasibility of giving the strip to the property owner to eliminate further issues of upkeep and clarity of property owned by that homeowner.

Vegetation on curbs-
Homeowners will be e- reminded to get rid of vegetation growing between curb and street to maintain community standards.

Also to not blow leaves into the street per city request and in consideration for neighbors.

Reserve study
Reserve study details, development, source of funding items and budget for  annual meeting was discussed with Lynda and Greg.

Ongoing needs and Ideas: to serve as a reminder of possible projects;

Paint Palate: Board is still considering developing a professional palate f paint colors to simplify ARC requests for both the Board and the homeowner.

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 7:15.  Homeowners’ confidential requests were discussed.
Regular meeting reconvened at 7:45. Decisions made part of meeting and Lynda will send decisions to requesting homeowners. Subjects were tree damaging community fence decision (homeowner will fix by end of October) Homeowner’s vegetation growing through community fenc , and signs in yards.

Next meeting is the second attempt at a Homeowners annual meeting on October 28 and the likelihood of  second annual meting to be held October 28., 2015, same place and time to discuss annual meeting, reserve study, TMG accounting, TMG charges, and general financial questions, fall landscaping bid requests.  TMG manager will attend.

The meeting adjourned at 8:00 pm.