MINUTES for BOARD MEETING
Members present:
Carol Ivey, President
Gary Moore, Director
George Chinakos, Director
Chris White, Director
One Director position is vacant
Regular meeting convened at 6: 35.
Homeowner input, limited to 3 minutes each; total of 15 minutes of meeting time.
Homeowners asking about compliance rides history and plans. Discussed.
Homeowner asked about TMG costs to homeowners upon sale. Message sent to TMG via Clearmeadows.org.
Homeowner asked about flags. Soigns and pennants permitted and about an ARC form for a fence.. Policy explained and he will be sent guidelines.
Reading of the Minutes
For previous meeting was waived. The Minutes were accepted as submitted.
Business attended to:
Non-compliance letters are sent out upon non-compliance tours and when the homeowners report an issue and it is verified by a board member. The Board will let TMG know if they want to see a report on non-compliance in the meeting agenda report. Otherwise, it may be seen by the Board members by going to the TMG site regarding Clearmeadows.
TMG will provide the meeting packet by e-mail and by regular mail to be received at least by the Friday prior to a meeting to give board members time to review it and check on issues during the week-end.
TMG will do e-mail blasts to homeowners requesting e-mail notices about various seasonal or events like not putting leaves into city streets and keeping the drains free of leaves to avoid flooding, placing refuse containers so that the sidewalk is available for pedestrians, remove holiday decorations on schedule, etc.
The Board needs only the financial reports to do with decisions needed to be made on hardship requests, payment agreements, settlement proposals, or accounts VF wishes reviewed by the Board. The full report is available to the Board on the TMG website regarding Clearmeadows.
Community fence needs washing this year. Board decided April after the rains hopefully lighten up meaning less mud will splash up onto the fence would be a good time. Gary is the contact for the fence washer contractor.
Party in the park for the 4th of July. Volunteers and Committee leader is needed. The park is supposed to be cred for by the City this year. A budget of $1,500 was mentioned. Community interest will be evaluated at the next meeting.
Financials discussion:
Financial reports and bank statements for the months after the last meeting will be included in the meeting packet which comes on email and in the mail before the week-end prior to the meeting giving board members time to review prior to the meeting.
Board reviewed reports for January and February.
Matured Riverview CD was combined with the 50K savings account and put into a 6 month CD.
Carol had signboard inserts for the meeting announcement signs completed and submitted receipt for $82.94 for reimbursement.
Executive Care Invoiced for $4,286.14 for removal and repairs due to tree downed by storm on 180th, repair of fence from car accident on 20th, and moving a section of fence back from the electric utility box as required by the city.
Carol to take on task of getting the stump ground down.
Person who damaged the fence on 20th Street has been sent a bill for repair including the projected cost of staining the new boards.
George is taking the lead on gathering bids on insurance. Bill for renewal tabled until 4/15 meeting when Board will review bids obtained by Pam of TMG. Approval deadline is 4/30/17
Architectural Requests
Three were reviewed by the Board.
Delinquency Report review:
Vial Fortherinham (hereafter referred to as VF) is given list of delinquencies to review for collection. Reports will be provided to Board members as requested for review and are available on the TMG website for review if Board members want to look at it.
Homeowners encouraged to use the community web site [clearmeaows.org] for comments, reporting, complaints or suggestions which go to the Board and TMG.
NOTE: Anonymous E-mail inquiries cannot be handled. Homeowners should feel comfortable voicing their opinions directly to TMG by phone or mail. Courteous requests preferred.
Landscape status and proposals:
Pacific Landscape proposal for bark dust tabled until the next meeting as Board wants to see a map indicating the areas proposed for bark.
Executive meeting:
There is one hardship to expire 5/11/2017.
One payment plan was reviewed and countered.
The meeting adjourned at 8:30 pm.
NEXT MEETING IS SCHEDULED FOR April 19.
Ongoing needs and Ideas: to serve as a reminder of possible projects;
Paint Palate: Board is still considering developing a professional palate of paint colors to simplify ARC requests for both the Board and the homeowner.
Postcards commenting on exceptionally well kept yards. Some have been sent and several comments of appreciation were received. Homeowners may use the website to suggest recipients.
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?