MINUTES OF THE MONTHLY BOARD OF DIRECTORS MEETING

SECTOR 2A AT SNOHOMISH CASCADE ASSOCIATION

7:00 PM   WEDNESDAY    October 8, 2008

 

CALL TO ORDER / APPROVAL OF MINUTES

  1. Bill Steenis called the meeting to order at 7:05pm.  Present were Bill Steenis, Steve Yandl, Ron Lee, Joyce Bowen and Cheryl Carlson.
  2. Steve Yandl presented the Minutes from the September meeting.  Because that meeting involved several conversations with homeowners who made commitments to correct CC&R infractions, the actual digital recording of the meeting will be retained for the time being.  Joyce Bowen moved to accept the Minutes.  Ron Lee seconded.  Motion carried 5 – 0.

TREASURER’S REPORT

  1. Steve Yandl reminded the group that the standard set of reports from the bookkeeper was posted on the web.  There were no questions any of the reports.
  2. There is $56,047 in the long term capital fund.  We will transfer $1,235 from checking into this fund to correct an error where $8,645 of the current assessment was moved into this fund ($35 per member) rather than the $45 per member ($9,880) that had been decided on for the 2008 budget.
  3. There is $23,400 in operating reserve (money market account).
  4. There is $33,513 in checking with $3,967 in outstanding checks.  We also have $1,586 in requested checks, not yet written.  We anticipate $2,200 in emergency maintenance expense for hazardous tree removal.  Subtracting these amounts plus other anticipated normal expenses through the end of the year, it’s expected we will finish 2008 with a bit under $15,000 in checking, roughly what we began the year with in checking.
  5. Audit is complete.  We should have the final reports for distribution in several weeks.  Josanne Eisenman (auditor) raised some issues for our consideration.
    1. In August 2007, the conversion of our CD that represented our operational reserve was moved from a CD to the new money market fund but support for that action was not found in the Minutes.  The Board concurs that this was the agreed upon action and so notes in these Minutes.
    2. Undeposited funds should be deposited more quickly; ideally every week.  Steve Yandl feels that with Joyce Bowen being on the Board and available to handle deposits most days, we will not have a problem with this in 2009.
    3. We should change the date of the invoice to be the same as the due date (January 1) on our annual assessment invoices to avoid some funds being posted to the year prior to when they’re being collected for and making multiple auditor’s adjustments necessary.  This change will be easy to implement.
    4. Check #1875 for $410 to Jenderus Forensic Accounting may have been for $40 too much.  This was for two invoices; tax preparation and the monthly bill (Invoice #564) which appears to be for $120 but paid at $160.  Nobody on the Board objected to approving this transaction as is.  Treasurer will keep a closer eye on matching invoice amounts, particularly in payments to the bookkeeper.

MAINTENANCE

  1. Cheryl Carlson reported that 14 fence sections appeared in need of repair.  However, the majority were on both sides of Snohomish Cascade Drive, west of 67th Drive in situations where the absence of retaining walls to hold back soil and mulch plus previous repairs by homeowners complicated any potential repair and all but assured the rapid demise of any new fence sections.  The consensus of the Board was that Cheryl advise the homeowners in question that they needed to correct certain issues before we move ahead with fence repair and that we immediately have the work done on sections where no such issues exist.
  2. Steve Yandl reported on the new cluster box unit (locking mailbox) on 152nd Street that replaced the three old style units on that block (one of which was destroyed by vandals).  Steve reported that the contractor, Eric Gilchrist had failed to provide an invoice, and the just under $1500 was paid to Eric on completion of the installation plus removal of old boxes.  Steve also reports that as the old style boxes deteriorate to the point where they either can’t be repaired or repairs would be more than $100, replacements with new CBUs would be made using the regular portion of the budget set for repairs.  The Board will be consulted if it becomes necessary to utilize any reserve funds to handle these replacements.
  3. Steve Yandl reported that the crew from ‘Best Tree Service’ was coming October 9 to remove hazardous trees from the buffer area west of 72nd Drive off the 158th Ave cul-de-sac.  Cost will be $2,123.65.  Best Tree Service is licensed and insured, license checks out as current and they come highly recommended.
  4. Steve Yandl reported that he has sent an email alert to the property manager for Gold Creek 1 on behalf of our homeowners on the west side of 67th Drive alerting the HOA to the presence of hazardous trees in their NGPA common area.   The request is for their Board of Directors to consider removal of the hazardous trees.

ARCHITECTURAL CONTROL COMMITTEE REPORT

  1. Joyce Bowen reported that the parking of RVs and boats in plain view has greatly decreased.  There was only one boat observed adjacent to a house and this homeowner has already agreed to put of a screening gate in the near future.
  2. Several minor issues were reported to Joyce for followup.
    1. Covered mulch in a driveway remaining an unreasonable amount of time.
    2. Street sign down at intersection of 67th Drive and 154th Place that appeared to be pushed over when the homeowner removed a tree.
  3. Several reports were made of a car parking overnight in the boat park parking area.  As long as there was no problem activity associated with this vehicle, it was agreed we would not need to deal with it unless homeowners raised concerns.
  4. The most recent roof replacement using Presidential TL material looks excellent.
  5. Three houses are in obvious need of painting, others are close.  We agreed to use more newsletter reminders and address the specific problem houses early next Spring when weather is better for painting.
  6. CrossFit home business has had some parking issues that went beyond what they agreed to correct but the noise issues have been improved since our discussion at the meeting last month.
  7. Bill Steenis reported on his recent conversation with our attorney, Sherman Knight.  The Board agrees unanimously that we want Mr. Knight to write followup letters two the parties involved in our two problem rental situations.  We are also ready to entertain any suggestions he might have for legal options that would expedite correction of these problems, but agreed we’re willing to simply wait for house sales to collect on liens if that is our only acceptable option.  In the case of the Gillum/Sharma situation, the only percentage ownership remedy that would get us to stop collection of fines is 100%.

YARD OF MERIT

  1. Bill Steenis reports one missing sign and three or four with minor damage.  He will make repairs over the winter season before we need the signs to make awards again in Spring.
  2. Holiday judging planned for December 15.

BOAT PARK ISSUES

  1. Steve Yandl shared copies of the paperwork from SSLL last year with Ron Lee.  Clearly, we were listed as an added named insured last year.  Ron will contact the league and ask for the same arrangement this year.
  2. The Board is very pleased that SSLL is working these issues out now, well before the start of the next season.

MEETING ADJOURNED AT 8:07PM