MINUTES OF THE MONTHLY BOARD MEETING

SECTOR 2A AT SNOHOMISH CASCADE ASSOCIATION

7:00 PM WEDNESDAY JULY 14, 2004

CALL TO ORDER / APPROVAL OF MINUTES

1. Meeting was called to order at 7:14 pm. Present were board members Tim Rizzo, Jen Stout, Steve Yandl, Betty Malowney, John Patterson and Bill Steenis. Also present were Bill Malowney (chairman of Grounds and Maintenance committee), Estelle Rizzo (Association member) and Brian Skinner (landscape maintenance company).

2. Steve Yandl asked to waive the reading of the June minutes which have been posted on the web site without corrections from the original. There were no objections. John Patterson moved to accept the minutes, Betty Malowney seconded and the motion carried 6 – 0.

GROUNDS AND MAINTENANCE

1. Brian Skinner reports that preliminary sprinkler repairs have been performed and a summary has been sent to Bill Malowney (who has received the info). Vandals have stolen some of the 9V timer batteries disrupting some clock cycles and requiring replacement. Further preventative measures may be in order. Drought stressed areas are currently on a daily watering schedule, most areas are set for every two or three day watering. As sprinkler heads need to be replaced, Brian is replacing with a more heavy duty commercial type head that should last much longer and be easier to adjust for appropriate coverage at a cost only moderately higher than our existing light duty plastic geared heads. A rain sensor has been installed to moderate the schedule of the busiest zones.

2. Trails have been cleared as well as area immediately adjacent to storm water detention ponds.

3. Bill Malowney has checked with Silver Lake Water to make sure that our watering schedule was in compliance with the water conservation restrictions they sent out to individual homeowners.

4. Bill Malowney instructed Skinner to replace the half dozen sprinkler heads in the ball field already identified as damaged with “K ring” type and to contact us as more are discovered in other areas.

5. Skinner also reported on some potholes in the outfield area. Bill Malowney asked him to bring out some topsoil to fill in the holes to remedy any potential hazards to field users.

6. We have a couple homes where the developer set up their sprinkler zones to water part of the common area. When they shut down the system or the zone, common area grass dries out. We discussed payments to these owners to get them to keep these areas watered.

7. Tim Rizzo indicated he has some trees that have outgrown their location and he would like to move them to the common area. Skinner will take a look at the trees and they can determine if this will partially mitigate our need to replace trees downed (danger after storm damage) with three healthy trees for each one taken down. Bill reported that we need to introduce 24 trees to the NGPA areas. Bill is checking with the scouts for help on planting.

8. Bill Malowney reported that follow-up fertilizer and herbicide applications should result in corrections of the issues we had with common area lawn not being up to standards.

9. We discussed the fact that Skinner is not terribly interested in dealing with the weeds in sidewalk spacers. The comment was made that one of us could just buy a few gallons of Round-Up and do it ourselves, just walking through the neighborhood.

ATTORNEY RESPONSE TO OUR INQUIRIES

1. Bill Malowney reported on the letter of response he received from our attorney, Sherman Knight.

2. Mr. Knight advised that we shouldn’t collect any fees or deposits for the use of our baseball field or other common areas. As long as we don’t collect money, any injured party would have to establish four key elements before we would take on any liability over the injury. Short of willful neglect or gross negligence, this would be tough for any injured party to establish. As soon as we charge a fee or deposit, our level of vulnerability to legal action goes way up. Additionally, it turns out that charging for use would nullify our insurance coverage.

3. Mr. Knight is providing language that can be put on a small sign and posted at the ball field that would further protect us from liability.

4. The tough question was on our ability to enforce yard maintenance standards on individual homeowners based on the CC&Rs. Mr. Knight feels that although our CC&Rs are somewhat vague on the standards, so long as we document comparisons between problem yards and the adequately maintained yards in their immediate vicinity, we can enforce the CC&Rs using the mechanisms outlined (including fines and/or having the maintenance performed with compensation through special assessment). He detailed the probable scenarios if such an issue ends up in court. His practical suggestion was that we begin a more systematic program of sending out warning letters as smaller maintenance issues come up to resolve these issues before they become a source of friction between neighbors. In short, nip the problems while they are still minor. We should take pictures to document comparisons. We should get letters on file from neighbors who don’t feel certain yards meet standards to establish the neighborhood norm and comparisons should primarily be between the questionable yard and yards in close proximity (within two or three lots in all directions)

ARCHITECTURAL CONTROL COMMITTEE REPORT

1. John Patterson reported that he would utilize a draft letter that we discussed for informing residents their yard maintenance was substandard. The letter would serve as a template; individual letters would be customized to fit each situation. In addition to the four yards we had used as sample problem yards in our letter to Sherman Knight, there were several others brought up by John who need to get “ultimatum” type letters. It was agreed that there can’t be selective enforcement of maintenance provisions. Mail will be sent registered to make sure John has documentation in his files for any time schedules regarding fines and other enforcement measures.

2. We discussed options for getting more frequent comprehensive inspections of all lots, similar to what Mike Summitt used to do with his weekly drive through. We tried to find ways to accomplish this without putting a significant added burden on John Patterson.

3. Bill Malowney volunteered to contact Silver Lake Water District regarding the maintenance along the driveway entrance to their water tower.

4. John Patterson was invited to ask for more help, if and when it appears this new policy of intensified observation and swifter warning notification becomes too great of a burden to handle.

COMMON AREA RESERVATION ISSUES

1. Betty Malowney shared concerns that recently announced zoning issues causing many Little League ball fields to be put off limits will result in a significant increase in demand for our baseball field.

2. Jen Stout has done a great job since taking over but she has had to struggle to get Little League officials and others to notify us of schedule changes or updates.

3. It was suggested that we ask Little League to start next year’s scheduling and presentation of proof of insurance in February or sooner.

4. We need to suggest to Little League that they bring extra garbage cans and that they schedule more frequent service on portable toilets if the usage ends up being five or six days per week.

5. We may want to set a limit for days we will reserve the field to others to make sure our own residents have ample opportunities to play a little ball or otherwise use the field when organized teams are not present.

6. Some neighbors have inquired if we can’t keep the portable toilets after the Little League is finished with the field. This would have to be at Association expense but it would provide “comfort” for those spending long periods of time at the field and hopefully limit use of adjacent woods and yards as a toilet area.

WELCOME BASKETS

1. Steve Yandl reported that Connie Limesand had inquired about turning over the “Welcome Basket” duties to Linda Robison. The concern was avoidance of a conflict of interest since Linda has a home business through which she could acquire such baskets for our new residents. Steve had informed Connie that there probably wasn’t a problem but the board would need to see a sample basket to be sure we were getting the value we expected. In the last conversation between Steve and Connie, Connie reported that no change would be made until Fall so we had time to consider.

2. Steve Yandl asked the board to consider dropping the welcome basket program. While it is certainly a nice gesture and is appreciated, we should take a look at what the goal of the program is and evaluate whether or not spending $25 or more on a gift for new residents achieves that goal. If so, is the goal worth the amount spent? Steve’s suggestion was for the Secretary to prepare a welcome letter that politely informs new residents of the CC&Rs plus helpful information such as key phone numbers.

3. It was felt that the initial goal was to get new resident’s attention and increase awareness of the association, CC&Rs, and perhaps encourage participation.

4. It was suggested that if Jen Stout with her “Occasional Angels” committee might be able to buy flowers or a gift basket when appropriate because of a hardship but routine gifts for new arrivals might not be the best investment of the Association’s money.

5. After discussion, John Patterson moved to discontinue the Welcome Basket program immediately. Steve Yandl seconded the motion. The motion passed 5 – 0, Jennifer Stout abstained.

TREASURER’S REPORT

1. Sue Ann Goldman wasn’t present at this meeting. She did email a set of monthly reports that should be considered part of these minutes.

2. Nobody voiced any questions or comments based on our review of these reports, other than that several directors felt Tim might be able to aid Sue Ann in trimming the reports.

MEETING ADJOURNED AT 9:15 PM