MINUTES OF THE MONTHLY BOARD OF DIRECTORS MEETING

SECTOR 2A AT SNOHOMISH CASCADE ASSOCIATION

7:00 PM   WEDNESDAY    December, 13, 2006

 

CALL TO ORDER / APPROVAL OF MINUTES

  1. Jen Stout called the meeting to order at 7:00pm.  Present were Jen Stout, Steve Yandl, John Patterson, Brian Schmidt, and homeowners David and Veronica Beardsley, Don and Debbie Armstrong and Dan Howard. {Trina Coleman arrived about 7:13pm and Bill Steenis about 7:40pm}
  2. Steve Yandl presented the minutes of the November meeting.  John Patterson commented that in item #2 under the maintenance report section, the final two homeowners given by lot number reference had remedied their gate situations.  Item #3 regarding the trimming of trees that were beginning to obstruct pedestrians on the sidewalk had been completed.  Under item #5, the homeowner named had corrected the situation impacting the common area fence.  John Patterson moved to accept the November minutes, Jen Stout seconded.  The motion passed, 4 – 0.
HOMEOWNER PRESENTATIONS

  1. Homeowners from three different households (“members”) were in attendance and wanting to present arguments on issues.  Jen Stout explained that each would be given 10 minutes to present but that decisions might not be made until later in the meeting or possibly at some future meeting.  All were invited to stay and observe the remainder of the meeting if their schedules allowed.
  2. Dan Howard asked if the fine imposed (common area vehicle gate correction, November 2006 minutes) could be deferred until after December 15, 2006, with half being paid by January 15, 2007 and the second half by February 15, 2007.  Jen Stout asked for a reliable means of contact since it appeared his new cell phone wasn’t yet set up with voice mail.  Steve Yandl asked if the Board was still on their email blocked senders list and Dan said he wasn’t sure.  Dan stated that his cell phone number would be the best way to let him know the decision.
  3. Don Armstrong pointed out a number of inconsistencies in the letter sent to them by the CC&R committee regarding the carport type structure they are currently utilizing to shelter their boat.  Don and Debbie distributed a letter with the specifics of their arguments.  They don’t feel they are violating any of the CC&Rs and also feel that the temporary canopy type structure they acquired, if properly maintained, is a more attractive solution than other options that might be permitted.  Don also presented a set of digital images of similar structures and other less attractive structures in Gold Creek and in Sector 2A.  Don had been in contact with the property manager for Gold Creek 1 and discussed their reasoning for the Architectural Control Committee permitting these structures in Gold Creek 1.  Don claimed that there are 4 such structures in Sector 2A (13 in Gold Creek).  Don and Debbie explained that they had attempted to use a high end boat cover last winter but ended up with mildew and other moisture problems because such covers are inadequate in our wet climate.  They ask that we not only consider allowing their cover but that we amend the CC&Rs to allow such covers the same as they do in Gold Creek 1.  Trina Coleman commented that the Architectural Control Committee really wouldn’t want to base decisions on what is being done in Gold Creek 1 because we’re aware that many of their standards would be objectionable to Sector 2A homeowners.  Steve Yandl commented that ballots just sent to the membership included an invitation to comment on this and similar issues in the hope that we gain a sense of what the majority wants to see for ACC standards.
  4. David and Veronica Beardsley confirmed that all board members had received their argument letter including pictures which they had distributed.  David argued that damage to the common area fence between their lot and one of our storm water detention ponds was not due to their negligence and even if it was that was not something the CC&Rs would allow us to remedy through the use of fines.  David did agree with Steve Yandl’s comment that the gate they built in the fence constituted a trespass on the common area and that the RCW did grant authority for the association to impose fines, however, they had permanently sealed the gate (albeit, not in the schedule set in the letter they were sent by the maintenance committee).  David pointed out that the fence is 5 ft inside their property and that while there is a slope easement benefiting the county for that 5 ft. there is no fence easement.  By the fence being in that location, Beardsleys are denied any use of that land which they contend they pay property tax on.  David and Veronica were informed that the maintenance committee was investigating the feasibility of placing a cyclone fence on the true property line and giving the bordering homeowners the option of contributing through special assessment to incorporate “privacy slats” if they so desired.  David Beardsley commented that was what probably should have been done by the developer or builder for the original fence and he was not opposed.  He indicated that he would like to discuss the particulars with the board, if and when such a plat was decided on.  David confirmed that the condition of the current fence has not deteriorated to the point where we would need to take immediate action to prevent a safety problem for their children.
MAINTENANCE COMMITTEE REPORT

  1. John Patterson indicated that Boy Scout Troop 91 would mulch collected Christmas trees on January 6 in our neighborhood and apply the new mulch to portions of our common area trail network.
  2. John reported on the status for getting unapproved gates in the common area fence permanently closed.  The gate to lot 2-1-001 isn’t yet sealed but the homeowner was notified later than the others and is still within the 60 day time frame being allowed for those with man gates as opposed to vehicle gates.  The gate to lot 1-0-027 had to be secured by Brian Skinner after the owner failed to sign for the certified mail notification.  Gates to lots 3-0-105, 3-0-104 and 1-0-028 were taken care of by the individual homeowners.
  3. We have a quote from Town and Country fence to replace the common area fence along the west edge of the detention pond in our NE corner that was damaged in a windstorm as well as the fence along the east edge of the detention pond in the NW corner damaged by decay and mechanical abuse and possibly improperly located.   John met with Snohomish County Surface Water Management and they indicate that if we choose to do so we may relocate the fence in the NE corner closer to the street in order to move away from the beginning of the slope down to the pond and enhance stability.   The option being investigated is cyclone fence with privacy slats with the exception that we would retain a small section of wood fencing just south of the southernmost fence to better match the existing fence of the adjacent homeowner.
ARCHITECTURAL CONTROL COMMITTEE REPORT

  1. Trina Coleman reported that the committee didn’t meet this month because of travel schedules.
  2. Steve Yandl assured the committee that if a house were sold with uncorrected CC&R violations; he would notify the escrow or title company prior to closing when they made their standard inquiry to check on liens or other pending matters against the lot.
  3. Trina reported that issues with lot 3-0-117 have yet to be resolved.
TREASURER’S REPORT

  1. Steve Yandl confirmed that all board members had received the set of financial reports furnished by Jennifer Russell as well as the emailed summary of checking account balance vs. pending expenses through year end.
  2. Copies of the 2002 audit were distributed.  Steve shared some suggestions made by the auditor in a separate letter.  The auditors suggest that we take measures to insure we follow our own policy requiring two signatures on each check and also that we make certain expenses submitted by members are valid and only reimbursed once.
  3. Steve proposed a policy where photocopies of receipts from directors, officers, other members as well as invoices from the bookkeeper would be made.  The check number written to cover those submitted expenses would be written on that photocopy and both board members signing the check would also initial the photocopies of the receipts in order to insure that a given expense was only reimbursed a single time.  The treasurer would maintain a file of these initialed copies and forward to the auditors at the time of any audit.  John Patterson made the motion to implement this policy, Trina Coleman seconded and the motion passed 6 – 0.
  4. Steve confirmed that $8,645 would be moved into the Long Term Capital fund in January when the CD for that fund is due to mature.  The CD will be renewed for a 6 month period and funds collected for the fund in 2007 will be added at that time.
  5. Steve reported that CityBank will not be providing copies of checks beginning in 2007.  Pictures of the checks can be requested but there is a fee if there are more than 5 requests per month.  To have free access to images of all checks, Steve Yandl will sign up for on-line banking but access will be restricted to viewing account activity only (no on line bill pay or account transfers).
  6. There was a discussion of what happens to recorded liens when a trustee’s sale occurs.  Steve Yandl made the motion that when we have a recorded lien that has not yet been removed, all subsequent assessments will be billed to the homeowner on a month to month basis for the amount of the assessment amortized over the year with interest at 2% per month.  The homeowner would be given the option to pay the entire amount (the amount billed to all other members who don’t have an existing recorded lien) and such a payment would stop the month to month invoicing.  John Patterson seconded the motion.  The motion passed, 6 – 0.
NEW BUSINESS

  1. There was a discussion of whether or not Dan Howard’s request to defer and split payment of his fines should be honored.  Dan had agreed to pay $225 by January 15 and $225 more by February 15.  John Patterson made the motion to allow the payment plan and only record a lien with the county if one of the payments were made late.  Jen Stout seconded the motion.  The motion passed 6 – 0.
HOLIDAY DECORATION AWARDS

  1. Bill Steenis reported that 15 winners were determined and would be receiving signs.
  2. There were a number of other well done yards but it was felt that doing something like “honorable mention” might diminish the prestige of the actual awards.
  3. Bill was pleased with the dedication of the judges who helped with the awards.
MEETING ADJOURNED AT 8:12PM

 

ADDENDUM:  On Saturday, December 16, Jen Stout requested a vote by email to approve her plan to provide holiday gifts for several of the individuals who support the HOA.  The suggested amounts would be $50 for Skinner Landscape Services’s foreman, $35 each for his crew members, and $50 for our postal carrier, Tammy.  By Sunday evening the 17th, a unanimous vote was returned by email (6 – 0).