CLEARMEADOWS COMMUNITY ASSOCIATION
MINUTES for HOMEOWNERS MEETING
July 31, 2019
(These minutes will be corrected/approved at the next meeting)
MEMBERS PRESENT
• Carol Ivey, President
• George Chinakos, Director
• Paul Gibson, Director
MEMBERS ABSENT
• Chris White, absent with notice
• Steven Wehrman, absent with notice
Pam Halse, AMS Manager
Meeting convened at 6:30 pm.
HOMEOWNER INPUT
Two homeowners attended the meeting. One requested an update on the park, and the other
homeowner is part of FLENA and shared the information about the adult exercise area, the improved
soccer field, the improved basketball area and playground. She will also see what she can find out what
is required to have the heritage tree plaque replaced. Stephen may have some information on that, and
they will connect.
Also, homeowner wanted advice on what to do about a home that is receiving repeated non-compliance
letters and fines because there has been no improvement in several years due to a non-communicative
homeowner. Advice was to call “311” to be transferred to somebody that might do something due to
the fire hazard and the code violations.
MINUTES
The minutes from the previous meeting were approved unanimously as submitted and will be posted on
the AMS and Clearmeadows website.
TREASURER’S REPORT
As Chris was absent, Pam filled in as treasurer and provided the treasurer’s report with good news on
the interest earned on the CDs moved into Edward Jones CDs.
1
MANAGEMENT REPORT
Architectural review report was discussed. The architectural review committee consists of Chris and
Carol who approve requests or return them for more information or a change via email. AMS then
sends the resulting decision to the homeowner in a formal letter.
In the meeting report, the board would like the compliance report after a tour consisting of only new
reports with name, address, non-compliance issue, and which letter sent.
The first Annual Meeting is confirmed for Wednesday, September 11, 2019, at Fire Station #9 at 6:30
p.m.
Pam presented the budget for 2020 with some revisions, such as increased initial outlay for collections
due to Vial Fotheringham (VF) collections attorney changes that require upfront fee payment to be
repaid later by the delinquent homeowner. A new attorney contract was considered later during the
meeting. Pam noted that according to the 2020 Reserve Study, Clearmeadows is 127 percent funded,
which can be an important fact to homebuyers and is very positive for the Association. Carol noted that
this amount will diminish each year as costs are increasing. General wisdom is that a small increase
every year is better than a larger increase in assessment when Clearmeadows drops below the 100%
funded point in about five years as projected. There will be no increase in quarterly assessments for
budget year 2020.
A board member asked for clarification of two payments made to TMG under $400 each and Pam will
check the May reconciliation and reply to the board.
The board selected Alexsis Ducich of Barker Martin as a new collection attorney and made the decision
to accept their advice to go with the hourly fee rather than the flat fee. The board agreed to this but will
monitor it. It is anticipated that four delinquent accounts will be set up by the annual meeting
September 11 to analyze if it is a good idea. If it is not, the board may go with flat fee instead.
The updated collection resolution as reviewed by Alexsis Ducich was presented to the board and was
unanimously approved. The revised resolution will go out with the notice of the annual meeting of
September 11th.
Delinquent accounts were reviewed. VF agreed to honor their original contract on old collection
accounts provided the Association does not add any new fees to the delinquent account ledgers. If new
fees are added, then that delinquent account will be moved over to the new collection attorney, as their
fees are $100 less per hour.
Board approved awarding the tree trimming job as proposed by Pacific Landscape Management to
Pacific unless a bid due to come in August 1 is lower. If that bid is lower than Pacific
Landscape, discussion of that new bid in comparison to the Pacific proposal will be on the next board
meeting agenda following the annual homeowners meeting on September 11.
Monument facings appeared to be failing and Pam will get bids from vendors to inspect all four
monuments and provide bids for repair to be on the board meeting of September 11.
2
NEW BUSINESS
Regarding the path to the (former) HP fence issue, Paul is going to check into an economical way to put
the fallen off bottom boards back in place. At the next meeting the board can discuss the advantage of
a cyclone fence across the entrance to keep out users of that path for undesirable activities and graffiti.
On permitted tree removals and failure to replace as required, it was proposed that there be a
committee to collect those names and contact the City Forester to see if a permit was requested and
issued and what the city required for replacement. Resulting data would activate non-compliance fines.
Paul would head up that committee.
Also suggested that a committee be appointed to monitor damage to the community fence by
homeowners using the community fence boards for planting beds or soil retention which will rot the
fence. Also, the committee would report damage to the street side of the fence due to new bark
application by Pacific as being placed against it or irrigation heads washing the stain away. This damage
should be remedied by Pacific.
It was reported that the mailbox break-ins appear to have ended upon the arrest of a criminal breaking
into mailboxes, which is a federal crime.
EXECUTIVE MEETING
Convened at 7:30 p.m.
Lot A222-01: The board approved 1/2 hour of attorney time to define an ambiguous, non-typical
hardship request granted.
Lot A314-03: Board unanimously approved waiving $75 of the $100 fine since the Owner complied the
violation. The Owner is responsible for the $25 administrative fees.
Research of CC&Rs by the board for a less than total conformance of a yard fence/lattice structure in the
front yard to be provided at the next meeting.
The board decided that possible misappropriation of the use of another homeowner’s gate post was a
neighbor-to-neighbor issue not covered by HOA CC&Rs.
Meeting returned to general session at 7:50 p.m.
Carol signed the following documents: Revised collection resolution and contract with the new
collection attorney, approval of audit as submitted.
Meeting adjourned at 8 p.m.
Next meeting will be Wednesday , September 11, 2019.
VOLUNTEERS
Thank you to Kyle, Chris, Kevin, and Carol for putting out the signs as notice of meetings.
3