April 25, 2018
(These
minutes will be corrected/approved at the next meeting)
·
Carol
Ivey, President
·
Gary
Moore, Director absent with notice
·
Chris
White, Treasurer
·
George
Chinakos, Director attended by phone
·
Steven
Wehrman , Vice President
Meeting convened at 6:35pm.
HOMEOWNER INPUT
No homeowners attended.
NOTE: Gary is having difficulty scheduling the
meetings. Stephen will be named as vice
president rather than Gary.
The MINUTES from March 14 were approved as corrected
and will be posted on the Clearmeadows website.
The board approved contracting with Ms. Bagby for
legal work. The initial request is for Pam, our AMS manager, to review all the
resolutions and offer opinion for revisions needed, the initial request for
services from Attorney Angie is reviewing the collections resolution and
suggest revisions. Second will be the other resolutions as Pam sees is
appropriate-- all to be completed in time to be included in the annual meeting
notice which goes out in August to all homeowners. Final Resolutions will be posted on the
Clearmeadows and AMS website.
City required Bioswale upgrade proposals were
reviewed. Pam will be asked to locate referral
contact on vendors. The city Rep has
agreed to meet with two board members for guidance on selecting a vendor.
Board approved proposal for moss control
applications on all lawns.
Revised Procedure for tree removal—the homeowner needs to provide
proof of the permit requested and granted by the city of Vancouver to remove a
tree including requirement to replace it. Appropriate proofs would be and
preferred is a copy of the completed permit Or an email from the city verifying
that the permit including the permit number and information on replacement
requirement from the city or a copy of both sides of the canceled check
for five dollars with the permit number on it. Once AMS has that proof then AMC
will send an approval for the homeowner’s files and AMS files.
Tree concerns and ownership:
The Park or Association strip of land at the SE
corner of the city park.
The City Urban Forester inspected the tree due to
homeowner concerns at C129-01 and said that the tree did not need to be
removed.
AMS is
connecting with the County or City about deeded owner of that small strip once
the model home.
Trees removed without city and HOA permits will be
reported the city forester for action.
Steve is working on a picnic for the 4th.
Steve is researching the city park playground,
tables, and a summer porta potty
Steve also reported that he applied for a
mini-grant to place dog waste stations in the park. Steve will provide
volunteers/hours to maintain the stations. The proposal was discussed and approved
by the board.
The Garage sale is scheduled for Friday and Saturday
June 22nd and 23rd. Time of open and closing and Sunday is up to
each participating homeowner but may be started no earlier than at 8am.
Budget is approved not to exceed $400 to purchase banners to be tied to the
four entrance monuments and any other expenses.
We would like an E blast to go out that says “save the date for the
Clearmeadows neighborhood garage sale on June 22, 23, and 24” soon and we will
request another one closer to the date.
The revised website will allow us to increase communication with
owners who would like to help and participate with park activities.
Anyone interested in commenting on anything related to the
community is encouraged to connect by going to the Clearmeeadows.org or
Clearmeadows.com and fill in the contact form listed on the left menu column.
The Clearmeadows homeowners’ website is now
functioning properly. Any problems noted need to go through Website to the
board who will work with SmartSkill to correct any issues.
There will be future improvements, updates, posting of Minutes and maintenance each month expected to be between $25
and $50 a month. Some past homeowner’s suggestions are better pictures, the
ability to E blast information to homeowners, and FAQs, an “Angie” type list of
vendors used by homeowners. New suggestions are an E-blast set up to get
information out to homeowners signing up for such and a survey system for
question to gather homeowners’ opinions.
There will be an E blast going out from AMS
informing the homeowners the problems were temporary and the website is managed
by and for the Clearmeadows Homeowners and is up and running.
AMS will be asked to provide the e-mail addresses of
homeowners who have given permission to receive community e-blasts.
Reserve studies are required for Associations to be
funded for future expenses.
Board approved contracting with reserve study update.com LLC for current future reserve studies and recommendations at a
considerable savings.
Brian Owens presented to the board and attending
homeowners and the signed contract will be forwarded to AMS. Brian is working
on legal ownership of private drives and the group mailboxes.
Chris is researching and choosing CD investments and
the board agreed that Chris has authority and responsibility to move the CDs
for a better interest rate but will keep the board members informed.
EXECUTIVE MEETING
CLOSED TO OPEN MEETING CONVENED AT 8:15.
Decisions homeowner reviews requests:
B353-2: Board agreed to require the $1,000 fine
for an unauthorized rental.
The board agreed that the home with the failed sale
C314-02 which is an unauthorized rental can remain rented The $1,000 fine will
be frozen and the listing may lapse but the home must be relisted no later than
June 15 when schools are out and people are moving.
Executive session closed and Board meeting reopened
at 8:50. Carol will send action items to
Pam via NOTES.
Meeting ended at 8:55pm.
Next meeting will be TUESDAY June 12.
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.
VOLUNTEERS
Thank you to Kyle, Chris, Kevin, and Carol for putting out the
signs as notice of meetings.