MINUTES OF THE MONTHLY BOARD OF DIRECTORS MEETING

SECTOR 2A AT SNOHOMISH CASCADE ASSOCIATION

7:00 PM   WEDNESDAY    November 14, 2007

 

CALL TO ORDER / APPROVAL OF MINUTES

  1. Meeting was called to order at 7:07pm by Bill Steenis.  In attendance were Bill Steenis, John Patterson, Jen Stout, Steve Yandl, Ron Lee and Trina Coleman.
  2. Jen Stout presented the minutes of the October meeting.  Steve Yandl moved to accept the minutes, Trina Coleman seconded and motion passed 6 – 0.
TREASURER’S REPORT

  1. Steve Yandl reports that the finance reports from the bookkeeper through the beginning of the month were posted on the web page.  The amount showing on the Accounts Receivable report for Lawrence was a report fluke resulting from a carryover from the previous year and would be purged at the end of 2007.
  2. Steve reports that we currently have $25,600 in checking which will get us through the year without tapping either reserve account, even if we opt to do tree replacement this year where we removed Quaking Aspens along Snohomish Cascade Drive (project to be discussed under maintenance section).
MAINTENANCE REPORT

  1. John Patterson reports that we should consider moving some of the shrubs along Snohomish Cascade Drive, particularly the ‘Burning Bush’ shrubs that are now big enough that they crowd each other unless regular significant pruning is done.
  2. John has removed the damaged plastic bubble covers from the boat toys and disposed of them.  John has the special tool provided by the manufacturer for any future removals.  He suggests that we don’t replace the bubbles at the current time and just leave openings.  The undamaged (mostly upper level ‘port holes’ were left in place.  Trina Coleman suggested that if upper level bubbles had to removed in the future, we should replace them in the interest of child safety and the Board concurred.
  3. The sign from the small tot area with the misspelling was replaced by Speedy Sign at no cost and is not installed.
  4. John has been contacted by homeowner David Larsen who has expressed interest in helping out on various committees or projects where the Board might need added help.
  5. John asked that we place a small thank you note in the newsletter to homeowner Gayle Rubino who, along with her triplets assisted John and his wife Jan in the volunteer cleanup of the storm debris after our big windstorm.  This effort kept us from having to pay an extra amount to the landscape company as storm cleanup is outside the realm of our basic contract.
  6. John reports that there are four new sections of fence to replace portions either damaged or starting to fall apart from decay.  Priming and painting will be put off until next Spring when better weather returns.
  7. John announced his intention to not run for the Board again in Spring.
  8. John reports that he had spoken to Tom Harris with South Snohomish Little League.  They would like to begin their use of our boat park field approximately March 1 through the end of May.  They plan to bring in their sand/soil mix to dress the infield as they have in past seasons.  Use would be Monday through Friday, 5:00pm – 7:00pm;  Saturdays 9:00am to 1:00pm.  They would like to reserve the entire block of time if possible.  Jen Stout confirmed with Ron Lee that he plans to continue with the responsibility of being the Board’s contact/lead person for field reservations.  John reports the contact number for Tom Harris as 402-0515.  Steve Yandl reported that the HOA will bring in an extra 64 gal Waste Management bin to mitigate the excess trash issue.  The league will still be asked to cart away plastic water bottles and other recyclable waste. Bill Steenis pointed out that we should remind them that we would reserve one or more days for an Easter egg hunt as we did last year.  Jen Stout agreed to email copies of the required forms to Ron Lee so he could contact the league with our insurance and other requirements.  She reminded the group that insurance documentation and other paperwork needed to be in our hands before any uniformed players were allowed to use the field.  Jen Stout said she would check with Gold Creek Community Church to see if there was an anticipated schedule for the Easter egg hunt which would allow us to block off those days and allow Little League to plan around that restriction.  John Patterson moved that Ron Lee be given the go ahead to set up the arrangements with Tom Harris for Little League use with the conditions just discussed.  Steve Yandl seconded.  The motion passed 6 – 0.  As in the past, Little League will provide and maintain the portable toilet but only for the time period they have the field reserved.
  9. Steve Yandl reported that we have a quote from Skinner Landscape Service Inc to replace the Aspens we had removed with (10) 5-7’ “Excelsior” Western Red Cedar, (1) 1&1/4 cal “Katsura” trees and (5) 1&1/4 cal “Jackmontii” Birch trees in selected beds with staking, fertilizer stakes, and one year guarantee at $3,600 plus tax.  Steve suggested we move forward this year rather than postpone as we would get the best pick of the freshest trees and would not have to worry about the irrigation needs of the freshly planted trees as we would if we planted in Spring or Summer.  Moreover, the sooner we plant the sooner these trees will grow to a height that will fill in the gaps created when the more mature but problematic Quaking Aspens were removed.  Steve was also in favor of following Skinner’s suggestion to remove the four Leyland Cyprus recently planted in the common area by the homeowner on the other side of the fence and give those trees back to the homeowner for her personal use in a more appropriate setting (they would tend to grow too tall and not well enough anchored with their root systems to avoid being blown over, nor would the blend with the current tree/shrub mix).  Steve Yandl made the motion that we approve the bid, giving Skinner the OK to use his discretion on placement as well as the OK to move shrubs as required and return the Leyland Cyprus to the homeowner who planted them.  Jen Stout seconded.  The vote was 4 in favor, John Patterson opposed and Ron Lee abstained (felt he lacked knowledge about trees).
ARCHITECTURAL CONTROL COMMITTEE REPORT

  1. Allen Kerr was unable to attend but had passed along a bit of information to Steve Yandl who provided a recap.  Allen had not had a chance to do his follow up visit with our attorney, Sherman Knight, but had a few weeks off work and was planning to do so during that time frame.
  2. Allen had followed up with David and Veronica Beardsley regarding concerns they had over the new cyclone fence.  They have expressed an interest in adding additional fencing at the bottom of that cyclone fence to provide a more secure barrier at their own expense which nobody on the Board objected to.  Board members did not feel we needed to install ‘No Trespassing’ or ‘Private Property’ signs based on guidelines previously received from County Surface Water Management even though it would be a fairly inexpensive measure to implement.
  3. Steve Yandl reported that Allen probably wouldn’t have sufficient time to speak with the attorney, write a newsletter article and prepare an item for the January 2008 ballot, with regard to asking the membership to approve a change to the CC&Rs that would clear up how and when trailers, boats, RVs and other craft could be stored in full or screened view.  The deadline for newsletter submission would be the 22nd and deadline for ballot changes December 1 so it might be that such a vote would likely have to be postponed until Spring.
YARD OF MERIT

  1. Bill Steenis distributed copies of the judging form to be used for holiday decoration awards.  A copy will be placed in the newsletter with a short article.
  2. Judging will be Monday evening, December 17.
OLD BUSINESS

  1. 2008 budget – As agreed in discussions prior to the meeting, the budget will be presented for vote as agreed upon at the October meeting.  The invoice for 2008 dues will be simplified to show the annual dues as $310 and dropping all mention of a special assessment in support of the long term capital fund.  Members can review the budget to see that $40 out of their $310 is being directed into the long term fund and simply treated as an operational expense.  The long term fund will still be kept as an entirely separate fund for major fence repairs or replacement or detention pond dredging/major repairs.
  2. Insurance coverage – Bill Steenis and Steve Yandl reported that they’ve been in contact with Steve Jackson of Lovsted Worthington regarding a switch of insurance agents from Neville and Neville, leaving our primary liability policy with Safeco.  Steve Yandl reported that he has also been contacted by homeowner Mary Gardner with Meier Insurance agency who has expressed an interest in having her company present what they might be able to do for us if we used their services.  Steve’s remaining question for Steve Jackson was simply a check to make sure that we would not have any financial penalty for cancelling and renewing with Safeco prior to the end of our policy term.  Board members again voiced the opinion that our basic million dollar policy with Safeco was not sufficient and we should investigate augmenting with a second policy (different from the D & O insurance we do have).  Bill Steenis will contact Steve Jackson to get remaining questions answered.  We will check what it would cost to double or triple our liability coverage.
MEETING ADJOURNED AT 8:16PM