MINUTES OF THE MONTHLY BOARD OF DIRECTORS MEETING

SECTOR 2A AT SNOHOMISH CASCADE ASSOCIATION

7:00 PM   WEDNESDAY    November, 9, 2005

 

CALL TO ORDER / APPROVAL OF MINUTES

  1. Jen Stout called the meeting to order at 7:14 pm.  Present were Jen Stout, Bill Steenis, Steve Yandl, Betty Malowney, John Patterson, Bill Malowney and Trina Coleman.  Amy Key arrived a few minutes later.
  2. Steve Yandl asked to waive a formal reading of the minutes and there were no objections.  Steve Yandl made a motion that the minutes of the October minutes be accepted.  John Patterson seconded the motion and it passed 5 – 0.

MAINTENANCE COMMITTEE REPORT

  1. Bill Malowney reported on his attempts to repair a vandalized mail box on 152nd St very near Snohomish Cascade Drive.  It appears that an attempt may have been made to steal the entire cluster of locking mailboxes.  There was damage to bolts, studs and bending of the box pedestal.  We will need to contract to have repairs made and properly re-fasten the box to the concrete sidewalk.
  2. Bill reports the sprinkler lines have been shut down and winterized.
  3. Skinner landscaping has a supply of paint and will be doing some touch up painting on the common area fence.
  4. A homeowner on the east side of 72nd Dr. had contacted the Board with a request that we do some removal of blackberry canes.  While the berries are invasive, nobody felt they would do serious damage to the existing trees in the buffer area.  Individual homeowners will need to continue cutting back the canes that encroach on their lots.
  5. Skinner has asked that all work requests be handled with email or fax to ensure communications are clear and tasks don’t get forgotten.  This simple request will be honored.
  6. Last year we had told Skinner that he had pre-approval to handle simple repairs that were under $1000.  He was not comfortable undertaking projects that were not specifically approved so that policy is being dropped.
  7. Several trees damaged in recent storms are scheduled to be trimmed.
  8. The Scout troop has again committed to mulching Christmas trees to refurbish the trail east of 72nd Dr.  Bill asked John Patterson if he could arrange for the scouts to also bring a few small loads to dress up the trail west of 156th St and south of 155th Pl.  John didn’t see a problem with getting that done.  Steve Yandl made a motion that we donate $500 to the scout troop (we donated $300 the last time which was a bargain for the work we’re getting for free).  Bill Steenis seconded the motion and it passed 5 – 0.
  9. Bill reports that he has emailed Skinner and is still waiting for a response regarding the cost of placing larger rocks along the final five or six feet of our gravel trail to reduce gravel being pushed to sidewalk and street.

TREASURER’S REPORTS

  1. Amy Key previously emailed Board members the usual set of financial reports.  Those reports should be considered part of the minutes.
  2. Amy had also emailed each Board member a copy of a draft budget for 2006.
  3. Bill Malowney commented that he thought he could handle expenses with $39,900, a bit less than what was itemized on the draft budget.  With the pending entrance area improvements being an unknown the group argued we should keep the higher amount in the budget and consider transferring any excess to a reserve fund after actually spending the money for the project.
  4. One of the suggested changes on the budget was that we list the various incomes together at the top and operating expenses together below, just to make the total budget easier for non accountants to easily evaluate.
  5. We discussed reasons that we have been staying well within the budget this past year.  Mid year, the PUD shifted charges for the street lights to individual homeowners greatly decreasing our electric bill.  We had fewer tree problems after storms.  We have had to pay to fix problems resulting from vandalism but we’ve had less vandalism to common areas than in years past.
  6. Amy commented that the long term capital fund analysis does not show replacement of the toy structures at the tot lot areas.  Bill Malowney will get some estimates and correct that situation.  It was suggested that we consider toys that are more open than the boat structure we now have to limit vandalism by older kids and improve safety for the smaller kids.

REVIEW NEW BALLOT

  1. Steve Yandl shared the ballot to be used for budget approval, awarding of proxy and a CC&R amendment to allow more roof materials.
  2. The request for proposed amendment to CC&Rs would read “Record an amendment to Section 6.2.2 of the Declaration of Covenants, Conditions, Restrictions, and Easements for Sector 2A at Snohomish Cascade Association(CC&Rs).  This amendment would replace the sentence that currently reads Roofing materials must be cedar shingle, shake or tile. with the sentence Roofing materials must be cedar shingle, shake, tile, or certain specific brands of fiberglass architectural shingles as the Board may from time to time designate by rule as being appropriate.”
  3. Steve Yandl made the motion that the ballot be accepted and that we mail it out with invoices and budgets in December.  John Patterson seconded.  The motion passed 6 – 0.

ARCHITECTURAL CONTROL COMMITTEE REPORT

  1. Bill Malowney distributed a summary report on all recent and pending violation notices and ACC requests including status on each.
  2. Bill reported that most of the violation notices recently sent out had resulted in a response from the homeowner.  His plan is to send out second notices to those few who failed to respond at all and provide a deadline, after which a fine of $100 per day will be imposed.  Board members had no objections to the plans for the fines.
  3. A number of homeowners who responded directly to Bill or in writing to the Board or ACC either didn’t agree that they were violating the CC&Rs or wanted exceptions made in their case.  Bill and other committee members pointed out that most of the responses were from homeowners who had failed to obtain advanced approval of their projects as required by the CC&Rs.  Despite that, in the interest of fairness and to maintain consistency when reviewing future requests, the ACC requested clarification from the Board on several of the issues raised.
  • The Board felt that if a homeowner is storing a vehicle, trailer or other similar equipment on the side of the house or behind the house, the entire portion of the lot over which the vehicle must pass to get to where it is parked is considered driveway.  This is true even if items are never parked on this section of driveway and even if the driveway is only infrequently used.  If the fence includes a large vehicle gate, it’s clear the stretch of lot from that gate to the street or primary driveway is driveway.  As such, these areas must be done in concrete; not gravel, bare ground, or mulched ground.
  • The only materials approved for siding on sheds is solid wood lap siding, typically cedar or redwood.  ACC approvals given in the past when the homeowner stated they were using “plank” wood siding, were given based on the assumption that the planks were solid wood rather than plywood or other laminated wood product.  While some laminated siding material looks fairly good, much of it isn’t, especially if poorly maintained so the best way to assure long term appearance is to stick with the guidance in the CC&Rs and insist on cedar lap siding (or other quality wood).
  • Several homeowners argued that since their sheds were not adjoined to the house, they should not have to paint it the same color as the house.  When Leavitt Companies had the Architectural Control Committee, their policy was to insist that sheds be the same color scheme and materials as the house.  The Board would prefer that people paint sheds using the same scheme as the house but will encourage the ACC to consider other options.  If a different color scheme is requested for the shed, the ACC must be convinced that the colors blend with the surroundings both on the lot and the surrounding area.  For example, a bright red shed would be considered a “hard” or “hot” color and would be disapproved.  Regardless of color, the paint job must be maintained, just as for the house.  In cases where the ACC approves clear or cedar color stain, homeowners must be aware that the finish will not last as long as a paint job and that they will be expected to re-apply the stain every three to five years or sooner if needed.
  1. Several Board members reported on spotting a metal type roof covering acting as a sort of car port for a parked boat.  The indicated that such structures should not be permitted.

YARD OF THE MONTH, PROGRAM UPDATE

1.      Bill Steenis reported that the program was a great success.  One homeowner has agreed to pay for a sign that he mistakenly disposed of.  Some homeowners indicated they didn’t care to have the sign as recognition but nearly everyone had fun with the program and generally yard appearance has improved.  Bill is storing the signs at his house.

2.      Bill passed out samples of the scoring sheet for holiday decoration judging.  He reminded the group that judging would occur December 13.

OLD BUSINESS

  1. Trina Coleman had previously been asked to consider taking a position on the Board of Directors to fill the position vacated by Les Ostermeir.  Trina said she would be willing to volunteer.  Steve Yandl made a motion to appoint Trina to the Board, Jen Stout seconded and the motion passed 6 – 0.
  2. Amy Key volunteered to do the Association tax return as part of her duties as Treasurer.
  3. Steve Yandl reminded the group that the meeting next month would be on the first Wednesday of December, rather than the second Wednesday as usual.  This will be December 7.

MEETING ADJOURNED 9:07 PM.