MINUTES OF THE MONTHLY BOARD MEETING

SECTOR 2A AT SNOHOMISH CASCADE ASSOCIATION

7:00 PM  WEDNESDAY  SEPTEMBER 8, 2004

 

CALL TO ORDER / APPROVAL OF MINUTES

  1. Tim Rizzo called the meeting to order at 7:07pm.  Present were Tim Rizzo, Jen Stout, Sue Ann Goldman, Steve Yandl, Bill Steenis, Betty Malowney, John Patterson and Bill Malowney.
  2. Steve Yandl pointed out the correction that had been made to the August minutes regarding the insurance agency change and pointed out that the corrected version was what had been posted on the association web page.  He asked to waive the formal reading of the minutes and there were no objections.  Sue Ann Goldman moved to approve the minutes as they appeared on the web site, Bill Steenis seconded and the motion carried 7-0.
MAINTENANCE COMMITTEE REPORT

  1. Bill Malowney reported that he has investigated the cost of placing an anchor connection for portable toilets at the boat park and the cost would be roughly $125.
  2. Bill also reported that the cost of acquiring two additional garbage containers with holders similar to what are currently found in the boat park and other community play area would be about $724.
  3. Signs to warn common area users that they use the area “at their own risk” would be roughly $38 each.
  4. There was discussion of placing signs reminding pet owners of the obligation to clean up pet waste from common areas on the existing block watch sign poles.  The board advised Bill to go ahead and acquire these signs and the warning signs for the ball field letting people know the equipment is “use at your own risk”.  John Patterson moved that Bill purchase the warning signs for the ball park and 10 “poop scoop” signs for around the neighborhood, Sue Ann Goldman seconded and the motion carried 7-0.
  5. Bill Malowney indicated it was his intent to place items in the 2005 budget but Sue Ann Goldman advises that we may have sufficient funds in the current budget to take care of the more urgent projects in 2004.  Bill will try to pin down costs a bit more and the board will discuss moving forward on some of the projects at the next meeting.
TREASURER’S REPORT

  1. Sue Ann Goldman presented six reports previously emailed to all board members.  These reports should be considered part of the minutes.
  2. Sue Ann is requesting that everyone get back to her by next meeting with preliminary budget requests/expectations.  Ideally, she would like to have homeowners see the budget in October or November, prior to being asked to ratify it and pay the corresponding dues invoice.
  3. Tim Rizzo suggested that it would be meaningful to see the list of checks written with attached bank reconciliation as an additional report.  The current set of reports is getting closer to what the board feels are the most helpful to monitor finances but there are still a few minor adjustments that might be made.  All board members seem to like the balance sheet and the cash flow sheet with mixed opinions on the other reports sent out for this month.
  4. Tim Rizzo asked Sue Ann to check with our audit accountant to see if we, as a homeowner association, are obliged to report to the Washington State Department of Revenue.  We report investment income to the IRS but state requirements to report are less clear.
ARCHITECTURAL CONTROL COMMITTEE REPORT

  1. John Patterson shared the status of various homeowners who’ve been sent yard maintenance standard violation notices by email.  John shared the content of mailed responses and his opinion on how these lots were coming along.  Specific details are in ACC files.
  2. It has been more than 10 days post warning lot 2-1-007 without receiving a response or seeing adequate corrective action.  To insure fairness, John asked other board members to check this lot out prior to Sunday and if anybody objects to the commencement of $25/day non compliance charges against this lot to let him know.  John also asked that we check 1-0-055, to make sure we agree with his decision to consider their correction progress adequate.
  3. John reported that he has sent several new letters regarding the presence of driveways leading to the side (hidden) parking areas that are done in gravel rather than the required concrete.
  4. John shared a letter from a homeowner concerned that the board’s interpretation of parking rules stated in the CC&Rs goes beyond what the CC&Rs actually say.  The actual concern of this owner is that a precedent is being set for the board to impose our personal preferences on neighbors even when the CC&Rs don’t support us.  Steve Yandl agreed to send an email to this homeowner to explain this portion of the CC&Rs and assure this neighbor that there is no plan to “re-invent” CC&Rs.
  5. Tim Rizzo suggested that we might want to get Sherman Knight to draft a short letter explaining to people being assessed fines or non-compliance charges what the implications are with regard to Washington state lien and foreclosure laws.  As a minimum, we should let the neighborhood know through a newsletter article that the Association does not have to wait until a home sale or refinance to collect on a lien; we may in fact begin a foreclosure action to recover what is due.
FIELD RESERVATION REPORT

  1. Jen Stout reports that she has one soccer team properly reserving the field for upcoming Tuesdays.
  2. Other teams using the field have not properly reserved the field.  In some cases, teams have indicated to others that they have spoken to Jen and made reservations when that was not the case.
  3. Jen is making it clear to teams using the field that without reservations they are using the field without owner permission and strictly at their own risk.  Coaches should be encouraged to have paperwork with them to prove they have a reservation should there be a conflict.
  4. Jen will not be demanding the “Port-A-Potty” be installed for a one time use for several hours in a given day but will for organizations using the field for multiple days.
UNFINISHED BUSINESS

  1. Steve Yandl mentioned there are some key discussions started at various meetings over the past year that should not be forgotten.
    1. Trying to get Snohomish County Public Works to place speed bumps and/or other speed mitigating traffic features on some of our more dangerous street areas.
    2. We need to try and get a complete and accurate list of locking postal box where the parcel box locks are broken or have broken keys stuck in them.  Once we get an adequate inventory we can proceed with arrangements to do a work order and replace locks.
    3. We should discuss changing the CC&Rs to allow materials other than cedar shake for roofs.  Houses built to support cedar shake may not support the weight of actual tile (also allowed by current CC&Rs) but there are new lighter materials as attractive as standard tile and much more fire resistant than cedar.  Betty Malowney has gathered some information on rubber tiles that looks promising.  Tim Rizzo pointed out that we don’t have the luxury of a decade to decide; people will need to be considering roofs as early as the next three or four years in some cases.
  2. Each of these issues warrants more research before discussions can proceed.  However, they are all important enough to keep reminders in the minutes.
NEW BUSINESS

  1. Steve Yandl presented his proposed Architectural Control Committee rules.  The document has previously been sent to all board members for review and certain typographical errors referencing CC&R time frames were corrected to accurately reflect what the CC&R document says.  If adopted by the board, this document would be a place where rulings and interpretations of the existing rules might be documented so that future boards and Architectural Control Committees could act in a manner consistent with precedents established by this and other future boards.  If changes to this document reflected clarifications of existing rules only, they would be effective immediately after board or association action.  If any change represented a new rule (but the new rule does not counter any existing CC&R rule or restriction), the change would be effective 30 days after the results of board or association action were mailed to all homeowners.  This document would be subordinate to the CC&Rs, bylaws, Articles of Incorporation, and both state and county code.
  2. John Patterson asked that Steve Yandl insert a comment for clarification where we define the difference between temporary storage and permanent storage or parking as was discussed at the meeting.  Subject to that change being made, John made the motion to accept the new Architectural Control Committee rules.  Steve Yandl seconded the motion and it carried 7-0.
  3. The document, amended to include the change suggested by John Patterson should be considered an attachment to these minutes.  It will be posted on the Association web site and a copy will be mailed to all homeowners.
  4. Bill Steenis suggested that we find ways to expand on the yard of the month and offer recognition to more than one homeowner in a given month when recognition is warranted.  Steve Yandl will look at ways to recognize more outstanding yards in the newsletter but there was no push to alter the current “Yard of the Month” program.
MEETING ADJOURNED 8:57PM