MINUTES for BOARD MEETING
Members present:
Carol Ivey, President
Gary Moore, Director
George Chinakos, Director
Two Director positions are Vacant
Also attended, Lynda DuLong, our TMG manager
Regular meeting convened at 6:35 pm
Homeowner input, limited to 3 minutes each; total of 15 minutes of meeting time.
Five Homeowners attended. One couple indicated total displeasure with the new community fence. Board explained reasoning for procedure and also that homeowners who back to the community fence have a fence paid for by all the homeowners and they must protect it from damage. Also that homeowners may stain their side of the fence as long as there is no change which can be seen from the community side. Another couple wanted the community to know of an escaped dog attack on their pet and do understand the legal limits of the Community Association response. Another homeowner explained issues with city park property adjacent to his yard. Another commented rumor has it the City will begin watering the big park but not for two years.
Homeowners encouraged to use the community web site
Clearmeadows.org
For messages which reach the entire Board and TMG representatives.
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.
Financial reports from TMG
Operating Account Reconciliation for MAY, 2016
Beginning Book Balance 4/30/16 $126,434.02
Total Deposits May 2016 4,116.08 $130,550.10
Checks written in May 2016
Check Number Description Amount
1017 TMG March Management Fee (2,173.50)
100010 CAU Insurance (2,193.00)
100011 Capital Reserve Consultants (450.00)
100012 City of Vancouver (48.08)
1018 Owner Refund due to Move out (37.94)
100013 TMG April Office Supplies, Extra Mgmt (247.61)
100014 Pacific Landscape Management (1,089.42)
1016 TMG May Late Fees (135.00)
JE May Reserve Transfer (3,333.00)
Total Expenses (9,707.55)
Ending Balance as of 5/31/16 $120,842.55
Reserve Account Reconciliation
Beginning Book Balance 4/30/16 $73,184.83
Total Deposits May 2016
Interest Income 15.87
May Reserve Transfer 3,333.00
Total Income 3,345.29
Ending Balance as of 5/31/16 $76,530.12
Certificates of Deposit
Riverview Bank
CD 1 Matures 9/1/2017 50,500.15
CD 2 Matures 3/8/2017 50,667.70
CD 3 Matures 9/8/2016 50,373.16
Total Certificates of Deposit $151,541.01
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.
Business attended to:
Property ownership:
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.
Board member is going to visit the original surveyors to see if there has been any change of ownership of that part of the park as has been for the main city park. In the meantime, Pacific Landscape will be reminded that this is part of the community landscaping to be maintained and may need improvements.
Board membership:
Board accepted resignation of Jon Bennet who has moved out of Clearmeadows.
Board appointed and welcomes Andrew Fadenrecht who volunteered at the last meeting to serve as a director.
Community Fence and Pocket Park fence and Pocket Park bench:
Executive Care completed the third and final phase of the Clearmeadows Community fence and replaced the Pocket Park bench per last meetings details plus an overrun of $4,639.82 which is within the contract’s permitted over run and necessitated by increased cost in boards after proposal acceptance date, a lot of clearing in the city park and removal of brush and work clearing the residents’ side of the fence line.
Landscape status and proposals:
Board reviewed Island landscape proposal submitted by Pacific and Board member(s) will meet with Mina to plan:
Island upgrade; park strip in homeowner’s front yard; changes in monument landscaping on 176th Avenue and 22/23rd entrances; thoughts on migrating bamboo from homeowner’s yard. Other proposals tabled until next meeting.
Executive meeting: convened at 7:15. Homeowners’ confidential requests regarding financials, empty home, violations responses etc. were discussed, action items recorded by Lynda of TMG.
Regular meeting reconvened at 7:45. Decisions made part of meeting.
Next meeting :
Same place, Wednesday, July 27, 2016.
Next meeting agenda item.
Status report on homeowner’s city park strip.
Landscaping plans from meeting with Mina of Pacific Landscape
The meeting adjourned at 8:15 pm.
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. Some have been sent.
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 volunteer 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?