MINUTES OF THE MONTHLY BOARD MEETING

SECTOR 2A AT SNOHOMISH CASCADE ASSOCIATION

7:00 PM  WEDNESDAY  OCTOBER 13, 2004

 

CALL TO ORDER / APPROVAL OF MINUTES

  1. Tim Rizzo called the meeting to order at 7:12 pm.  Present were Tim Rizzo, John Patterson, Sue Ann Goldman, Steve Yandl, Betty Malowney and Bill Malowney.  Bill Steenis had to attend a different meeting but he joined the group during the Maintenance Committee report.
  2. Steve Yandl informed the group that no changes had been made to the minutes of the September meeting after they were posted to the web page and asked to waive a complete reading.  Sue Ann Goldman moved to accept the minutes, John Patterson seconded the motion and the motion carried 5 – 0.

ARCHITECTURAL CONTROL COMMITTEE REPORT

  1. John Patterson reported that both owners recently talked to about boats parked for an excessive time had agreed to remedy the situation right away.
  2. John also reported on the response to registered mail sent to owners with lot ID 1-0-084.  Rather than simply replace their gravel driveway with concrete as requested, they are planning a remodel to be done in conjunction with the driveway improvement.  The have promised to respond this month after working details out with bank and contractor.
  3. John reported, regarding lot 1-0-006 that the owners have failed to respond to registered mail sent on September 29.  The complaint was over the use of improper shingles on their shed.  The ACC files show that Mike Summitt sent multiple letters to these owners with no record of any response from them.
  4. The owners of lot 1-0-086 have made progress on yard maintenance on schedule according to the plan they proposed to correct deficiencies.  John will continue to monitor progress on the remaining corrections needing to be made.
  5. John reported that he had one more discussion with one of the owners at 1-0-054.  In the Spring of 2003, they promised in writing to build a fence that would conceal the work trailer being kept in the side driveway in full view of the street.  They had other projects pending inside and trying to do everything at once would have constituted a hardship so Mike Summitt granted them a six month variance to complete the fence.  After being allowed to keep the trailer exposed for 6 months, they apparently decided to forego the fence and acquire storage space for the trailer outside the neighborhood.  There is a history of disputes over how long the trailer might be “temporarily” stored in an unscreened spot.  John has informed the owner that they can expect fines for violations and will be mailing them a copy of the new Rules and Procedures of the Architectural Control Committee to spell out the exact parameters for having the trailer or other items unscreened in the driveway.
  6. The progress made thus far and the letters with fairly belligerent tone from the daughter of owners at 1-0-007 was discussed.  The original “30 day warning” letter was sent on July 19 with a follow-up notice that fines would commence in 10 days sent on August 26.  As of September 13, inspection revealed that some progress had been made but it was not adequate based on the clear request made by the Architectural Control Committee.  Based on letters sent (with concurrence of the board at previous meetings), these owners should be fined for 17 days (8th to 26th).  There were delays in notification from the owners to the committee because the post office was not aware of John Patterson’s role and didn’t properly handle a response addressed to his name; thus the board favors adjusting the period for fines from 17 days to 12 days or a $300 fine.  The board made this as a suggestion to the Architectural Control Committee; reduction of the fine is at the discretion of the ACC.
  7. Steve Yandl reminded the board that Section 11.8 of the CC&Rs states that any notice sent by registered or certified mail to a homeowner may be considered received two days later.  It is proper that the post office makes multiple attempts to deliver but the ACC or the board needn’t wait for proof of delivery to start the countdown period for corrective actions requested.
  8. Steve Yandl suggested that to avoid future mail delays with owner responses to the Architectural Control Committee, owners should be instructed to send their response to the registered office of the Association which is 6921 158th St SE  Snohomish, WA  98296-8627.

MAINTENANCE COMMITTEE REPORT

  1. Bill Malowney reports that the storm water retention pond semi-annual maintenance has been completed by Skinner.
  2. Several of the NGPA signs are being moved to more appropriate locations (with the county’s blessing).
  3. The signs detailing maintenance status (“play at your own risk”) on play equipment have been put in place at both tot park areas.  Bill also acquired 3 of the 10 signs approved for reminding dog owners of the leash law and requesting they comply with poop and scoop policy for their pets.  There was no price break for buying all signs at once so Bill will wait to see if more are appropriate before spending the funds.
  4. Bill needs to follow up with the Boy Scout troop to see about planting trees in the NGPA to satisfy mitigation requirements after we removed several hazardous trees this past big wind storm.
  5. Bill’s proposed budget for maintenance of common areas and anticipated safety and repair costs is an increase from $35,600 in 2004 to $36,500 for 2005.  Most of the increase is an increase to Skinner for landscaping, in accordance with the multiple year contract established with him.  Bill listed some improvement projects that would be desirable but stressed that he would prefer postponing non-essential expenses to raising member dues.
  6. One such project would be to spend roughly $650 to acquire two additional garbage cans for play areas with a similar heavy wood outer container to what we currently have.  These are heavy enough to deter thieves but not large and imposing like an industrial trash container.
  7. A second project would be to spend about $750 to extend sprinkler lines to cover a few select areas that have actually been watered by several homeowners with their sprinkler systems in the past.  We can’t require individual homeowner’s to provide disproportionate support of the common areas unless we can fairly compensate them.
  8. Bill also suggested that we consider moving evergreen trees that are close to dwarfing the birch trees around them from the traffic islands to areas where they can grow without causing problems.  The cost of moving them at this point would be about $285.
  9. Top-dressing and over-seeding the baseball field at a cost of $2200 is another project.  Little league has sanded and leveled the infield but long term health of the outfield really calls for top dressing and leveling.
  10. The final suggested project would be to add plantings around Snohomish Cascade Drive, just north of where it intersects 150th place and south of where it will intersect with Puget Park Drive (148th) when the park and 148th extension are complete.  Bill estimates this project cost to be about $1700.  This project would only be undertaken after the county has completed the park entrance so we can best integrate what we do with what gets placed there by Public Works and the Parks Dept. and more importantly so we don’t spend money on things the county might already be planning on doing at county expense.

UNFINISHED BUSINESS

  1. Steve Yandl opened a brief discussion of an email received with comments on the unfinished business discussion at the last board meeting (mentioned in the newsletter to assure all members were invited to submit ideas).
  2. The issue raised which we had not considered in the past was that if we ever do get Public Works to place speed bumps, there will be a negative impact on the ability of emergency responders to get around the area quickly.
  3. Tim Rizzo mentioned a solution that might slow racers without affecting emergency responders as much as speed bumps might be traffic islands in key locations.

TREASURER’S REPORTS / BUDGET DISCUSSION

  1. Sue Ann Goldman presented six reports that should be considered part of these minutes.  They are “Statement of Cash Flows”, “Balance Sheet”, “Deposit Detail”, “Check Detail”, “Profit and Loss Budget Overview”, and “YTD comparison with % of Budget”.
  2. Sue Ann expressed concern that we consistently erode our operational reserve.  Bill Malowney reminded the group that much of this was due to one time expenses like fixing the drainage at the ball field and tree removal from NGPA and buffer areas.  Bill Steenis inquired about the actual balance in the current year if adjustments were made for the way dues received in the previous year were handled and Sue Ann responded that we were very close to taking in what we spent in the current year.
  3. Bill Steenis suggested that assessments for the long term capital improvement fund be shown as income and that a corresponding expense be shown for the transfer of those funds into the separate (protected) fund.  The suggestion was made that we simply look at a single annual assessment number and show the breakout in the budget rather than have two separate assessments on a single invoice.  This doesn’t change the fact that the operating funds and long term capital funds shall remain completely separate except that the capital funds may very briefly be in the same account as operational funds prior to renewing the CD where long term capital funds are held.
  4. Tim Rizzo suggested that when early checks were received for the next year’s assessments, rather than postpone depositing them until January 1, Sue Ann should carry them in a deferred category.
  5. Sue Ann shared that Mr. Duncan, our CPA auditor, expressed the opinion that we were very much under funded in the capital improvement fund and might have to collect a significant special assessment should a major fence repair or replacement be needed in the next decade.  Increasing assessments for this fund from $25 to $35 would greatly improve stability in that regard.
  6. Sue Ann shared her anticipated increases in utility and insurance costs.
  7. Increasing collections for the long term capital fund from $25 to $35 and increasing the normal annual assessment for operating funds from $255 to $265 to cover the regular budget will result in a total annual assessment of $300.  John Patterson made the motion to accept this proposed amount.  Bill Steenis seconded the motion.  The motion carried 6 – 0.
  8. Tim Rizzo asked Sue Ann if she had checked with Mr. Duncan to confirm that we do not need to be paying the state B&O (Business and Occupation) tax.  Sue Ann said she had checked and we do not need to pay B&O tax.

MEETING ADJOURNED AT 9:45 PM.