CALL TO ORDER / APPROVAL OF MINUTES

Tim Rizzo called the meeting to order at 7:05 pm. In attendance were Tim Rizzo, Jen Stout, Sue Ann Goldman, Steve Yandl, John Patterson, Bill Malowney, Betty Malowney, Mike Summitt, and Brian Skinner (landscaper).
John Patterson moved to accept the minutes or the August 2003 meeting presented by Steve Yandl. Sue Ann Goldman seconded. Motion carried 7-0.

BRIEF UPDATE FROM LANDSCAPING COMPANY

Brian Skinner (owner of our landscaping company) introduced himself to new board members.
Brian pointed out improvements made to sprinkler system and common area trails.
There is an ongoing emphasis to improve soil fertility for sod health. Alderwood soil hardpan creates a situation where it is near impossible to keep sod watered in dry periods even though in moist season the topsoil gets saturated and anaerobic. Nitrogen is not bound well, requiring extra fertilizer. Lime and aeration yearly will make gradual improvement. Brian suggested gypsum and top dressing sod in the ball field when the budget allows.
Bill Malowney commented that he and John Patterson had discovered two additional sprinkler zones, previously unknown. One of these zones is actually on a lot (off the common area). Arrangements were made with the owner to have access in return for watering a portion of their lot along with the common area. There may be a need to add even more zones, specifically to maintain shrubs on perimeter of ball field.

NO COMMITTEE CHAIRPERSONS REQUESTED ADDITIONAL MONEY FOR THE 2004 BUDGET

GROUNDS AND MAINTENANCE REPORT

Bill Malowney reported that the committee had a maintenance person re-stain picnic tables and do other upkeep maintenance in play areas. Gravel will be added to parking areas and one more session of trail maintenance is planned for autumn.
Clearview project still expected for landscaping around concrete bunkers. Bill will contact the group to get an idea on time schedule unless work is done by October 1.
Eagle scout project to utilize concrete donated by Cadman is on schedule for October 2 or 3. Tables and benches are built.
Bill proposed new rules for organized groups wishing to make use of the common area play areas.

Groups reserving the field must hall out their own trash on a daily basis.
Arrangements must be made by the group to have a portable toilet at the field.
The group must have a minimum of $1,000,000 in general liability insurance in force with an admitted carrier listing Sector 2A at Snohomish Cascade Association as an additional named insured. A copy of the policy must be presented to the board prior to using the ball field.
Group must give the Association a check for $500 to be deposited in our account prior to use of the field. A refund will be issued after the use, less any costs the Association incurs to repair the field or fulfill any of the specified requirements (added trash pickup or repair of sprinkler heads, for example).
Bill will prepare a form that Nancy Popham can use to check off requirements. The group requesting use of the field will need to have a copy of this form, signed by Nancy or a board member, on hand at the field while they are using it. This will facilitate checking by a board member or by any homeowner who suspects an outside group is using the filed without the appropriate approvals.
Groups will not be charged to use the field, which would increase the association’s potential liability. The $500 collected is strictly a damage deposit and will be refunded quickly and in full provided the group takes proper care of the field.
Steve Yandl made a motion to accept these conditions to use the field as Bill Malowney presented them. Sue Ann Goldman seconded. The motion was carried, 7-0.

Bill presented his proposed 2004 budget requirements to Sue Ann. This budget represents a $3,200 increase over 2003. This incorporates anticipated cost increases, sprinkler system repairs and enhancements and landscape maintenance adjacent to the fire station.
Bill considers only two items appropriate for our new long-term capital improvement reserve fund. That would be the common area fence and the two detention ponds. Other common area property should be maintained on an ongoing consistent basis. Detention pond cleanup would run $5k to $7k for the pond in the NW corner and $9-$12K for the pond in the NE corner with cleaning required in the 9-12 year time frame. Bill’s estimate would require accumulating $35k in the next decade to cover fence maintenance and repair and the two detention ponds getting cleaned within that ten year time frame. Bill proposed collecting this money as a special assessment to be deposited in a separate CD designated specifically for fence and pond maintenance. The discussion moved to a special assessment of $25 per year as a good starting point to get the fund established, understanding that this may increase as plans for the fence (new fence, major repairs, vinyl replacement fence).

ARCHITECTURAL CONTROL COMMITTEE / CC&R REPORT

John Patterson reported that the work truck of Neil and Mary Ross continues to be parked adjacent to their lot as it has been for many months.
John has written a letter to Jason Mun over the issue that his new shed has vinyl siding, not cedar as he said he was going to do in his request. The shed is way past due for completion and request to the ACC was only made after contact was made by Mike Summitt.
John has written a letter to Patricia and John Sharp (was Patricia Angeloff when house was purchased) regarding the bright yellow paint job that was not approved. No response yet and 30 days will have passed in a couple weeks.

TREASURER’S REPORT

Sue Ann Goldman provided reports to be included with these minutes.
In summary, we have $2,692 in checking and $48,008 in CDs.
Tim Rizzo requested that Sue Ann produce a year to date profit and loss in the future to give a better picture than a single month P&L.
Sue Ann is preparing for the audit in accordance with the requests from the auditor. Sue Ann reports that she has minutes, bank statements, insurance paperwork and there are no dues receivable written off. Invoices from vendors are available. Sue Ann felt that she needed copies of all bids over $2500 but Tim suggested the auditor probably asked for contracts over $2500, not bids (Sue Ann will check to confirm). We don’t have a reserve analysis but we do have copies of budgets. Sue Ann has the books in QuickBooks as well as standard “paper” books that she can make available to the auditor.

UPCOMING MEETING SCHEDULE

October 10, 7:00pm at Malowney’s
November 12, 7:00pm at Yandl’s
December 10, 7:00pm at Yandl’s (subject to change)

TIM RIZZO ADJOURNED THE MEETING AT 9:20PM