MINUTES OF THE MONTHLY BOARD OF DIRECTORS MEETING

SECTOR 2A AT SNOHOMISH CASCADE ASSOCIATION

7:00 PM   WEDNESDAY    February, 8, 2006

 

CALL TO ORDER / APPROVAL OF MINUTES

  1. Jen Stout called the meeting to order at 7:20pm.  Present were Jen Stout, Bill Steenis, Steve Yandl and John Patterson.  This is one more than the three required for a quorum.
  2. Steve Yandl reviewed the minutes of the January meeting which have been posted on the Association web site for three weeks without corrections being required.  John Patterson moved to accept the January minutes, Jen Stout seconded and the motion was passed 4 – 0.

VOTING FOR CC&R AMENDMENT & 2006 BUDGET

  1. Steve Yandl reported that 142 ballots have been received so far.  We’ve received 42 checks from homeowners who didn’t also send a ballot and 63 homeowners who have not yet sent anything in.  On the CC&R amendment to expand roofing materials, we have 131 yes votes.  To achieve the 75% affirmative vote required to pass the amendment, we need 55 more yes votes.
  2. Steve distributed lists of the homeowners who sent checks but no ballots and suggested that board members phone or otherwise contact as many as possible to invite them to submit a ballot.  A set of duplicate ballots has been printed for all who might need one and available at the registered office.

DISCUSSION OF WORK DISTRIBUTION

  1. The group discussed the likely possibility of “burnout” resulting from a disproportionate amount of busy work falling to a small cadre of individuals.  Bill Steenis suggested the possibility of paying some members of the Board for certain tasks but there is still significant opposition to that idea.  No vote was taken on the matter.
  2. Jen Stout suggested we contact some of the teens advertising various services in the newsletter and see if there was interest in being paid to help with certain association tasks, for example, preparing mailings.  There was unanimous enthusiasm for this idea which the Board can vote on if we find the young people are interested.
  3. The group agreed that we should generally try to plan ahead and make sure someone gets blank checks from Amy Key when she expects to be out of town.  As it stands, we have a number of directors and officers who can provide one of the two signatures required on each check but the burden of preparing every check falls completely to Amy.  For reasons of accountability and  to insure proper record keeping, it’s still important that the Treasurer prepare all routine checks and most non routine checks and anyone else who fills out a check must promptly provide the Treasurer an accurate report of all transactions complete with appropriate documentation (receipts, etc.).

PARK RESERVATION REQUESTS AND USE

  1. Jen Stout reported that she has received some reservation paperwork from three different accountable persons involved with South Snohomish Little League.  She will contact the league and determine who her primary point of contact will be regarding scheduling issues.
  2. Little League has asked for a block of Saturday sessions 9:00am – 4:00pm and after school times.  No requests received yet from any other groups who have historically reserved the field from us.
  3. Little League paperwork verifying insurance with us as additional named insured has us listed as “Snohomish Cascade Association, Sector 2A”.  While our name is “Sector 2A at Snohomish Cascade Association”, it was felt their listing was sufficiently clear to assure we are covered.
  4. Jen wants to turn this duty over after this season or sooner if anyone is interested.  We will run an ad in the newsletter to recruit someone new.

HOA PARTY SUPPLIES

  1. Jen Stout ran an ad in the February newsletter to see if anyone could help take any of the association party supplies off her hands to restore some of her personal storage space.  So far, there have been no takers.
  2. The supplies are primarily picnic type items used for the July 4 neighborhood picnic which was dropped for lack of volunteer support for organizing and conducting the event.
  3. Steve Yandl made the motion that Jen see if she could give the items to individuals in the next month and then either give the remainder to Goodwill or take it to the dump.  John Patterson seconded the motion.  The motion passed 4 – 0.

TREASURER’S REPORTS

  1. Amy Key is on vacation and bank statements were not available to her in time to prepare reports before her departure.
  2. Amy will prepare the usual reports on her return and those reports will be included as part of these minutes.

MAINTENANCE COMMITTEE REPORT

  1. Steve Yandl gave the maintenance committee report on behalf of Bill Malowney.  Steve reported that fortunately we had no calls on problem trees needing removal after the last big wind storm.
  2. The group reviewed the revised bid from Skinner Landscape Services, Inc. (Bid #303) to replace sections of our gravel walking trail with pavers.  The area was reviewed by Bill Malowney with Brian Skinner and Bill agreed the number of square feet converted should be increased to adequately deal with some odd slopes on the trail.  The rate for the job remains at $12.60 / ft².  The total before tax is now approximately $2,472.  Skinner requests 50% in advance with balance due 10 days from completion.  There were no objections to this amended proposal and the Board would like work to begin as soon as we are able to get the advance check written and signed.
  3. After researching our plan to have the PUD place a light over the parking area at the boat park, it turns out that they will not do the installation for free with a commitment from us to keep it lit for a period of time.  Bill has obtained a bit that indicates the total job would cost just under $6,500.  Board members present at this meeting felt this was a smart investment but the size of the expenditure warrants further discussion.  We will place information in the newsletter and invite feedback from members.

ARCHITECTURAL CONTROL COMMITTEE REPORT

  1. Steve Yandl reported for Trina Coleman.  Since Amy Key was on vacation and no members of the ACC were present, there was no way to confirm that the homeowner sent certified mail regarding their shed paint color had received their notice.  Board will follow up and implement fines as outlined in the letter to the homeowner.
  2. Shed request from new homeowner, Strumbeta, was received and discussed.  ACC members will be notified that letter with request has been received.
  3. Discussed counterproposal of John Hanson regarding his gravel driveway distributed by email earlier for review by members.  Decision was to allow John to restore the driveway to grass but to advise him that if he planted over the top of the gravel he placed, ACC would be monitoring and instituting immediate fines if the lawn did not flourish.  Board preference would be to remove the gravel prior to planting lawn.  If lawn is planted, the pad behind the fence is not to be used for parking boats, RVs, or other vehicles or trailers.  Deadline is April 30 with $100 per day fines starting May 1.  Board secretary will write the letter to Hansons to be sent certified mail within the next 7 to 10 days.  Hanson is to be advised that the existing shelter with a metal roof must be removed by the same deadline of April 30 and that any plans to replace with a different structure would require advanced approval of the ACC.

MEETING ADJOURNED AT 8:22PM