MINUTES OF THE MONTHLY BOARD OF DIRECTORS’ MEETING

SECTOR 2A AT SNOHOMISH CASCADE ASSOCIATON

7PM  TUESDAY  NOVEMBER 8, 2011

 

CALL TO ORDER / PRESENTATION OF MINUTES

1. Bill Steenis called the meeting to order at 7:20pm.  Present were Bill Steenis, Steve Yandl, Cheryl Carlson, Evan Adolf, Nicole Klages and Don Jordan.
   
   
2. Steve Yandl presented the minutes of the October 2011 Board meeting.  Evan Adolf moved to accept the minutes, Don Jordan seconded and the motion passed 6 – 0.
   
   TREASURER’S REPORT
   
   

1. Steve Yandl reported on current financial status.  The long term capital replacement fund (certificate of deposit) has $44,851.  The operational reserve (money market account) has $10,872.  Current balance in checking was $8,744 with $6,460 outstanding for a true balance of $2,284.  With anticipated expenses of $7,871 for the remainder of the year, there is a $5,587 shortfall.  Steve advised he would be transferring $6k from the operational reserve to cover that shortfall.  Steve indicated we will forego the gratuities we’ve given to Skinner’s crew in the recent past and simply send holiday cards to minimize amounts drawn from already depleted reserves.
   
   
2. Steve distributed the proposed HOA budget for 2012.  Budget total is $84,474, compared to $82,745 for 2011, a 2% increase.  Dues would increase from $335 per member to $342 per member.  The suggestion was made to consider decreasing the frequency of newsletter mailings to quarterly or go completely electronic with reminders and current updates on facebook to save mailing costs.  Potential cost saving measures with regard to the newsletter will be investigated.  After discussion on ways to save money, Don Jordan moved that the budget presented be sent to the membership for ratification and used to determine 2012 annual assessments.  Evan Adolf seconded and the motion passed 6 – 0.
   
   
3. Steve reminded the group that we had approved a special assessment for each of the next four years to bring our long term capital replacement reserve to the correct amount.  The $9,880 that was to have been contributed from 2011 assessments was not transferred and $31,839 was removed to pay legal expenses making us short about $41,719.  We had decided current year fence repairs  of $4,175 should come from this fund so the long term fund is ‘owed’ $37,544  This calls for a $38.00 special assessment, each of the next four years, in addition to the contribution already built into the budget.
   
   
4. Total annual assessment for 2012 will be $342 + $38 or $380.
   
   
5. Bill Steenis still plans to re-evaluate the reserve fund analysis to see if we should adjust the amount needed which might alter the special assessment needed from 2013 to 2015 assessments to get back on track.
   
   MAINTENANCE COMMITTEE REPORT
   
   

1. Repair of 14 fence panels was completed.  Cheryl Carlson reported we would hold off on painting the new panels until next year after 2012 dues have been collected.
   
   
2. The possible hazardous tree issue was determined to be a situation where the tree9s0 in question were on Gold Creek 1 property.
   
   ARCHITECTURAL CONTROL COMMITTEE REPORT
   
   

1. Steve Yandl reported on how we would handle the canvas tent structure issues.  For the two members permitted to retain tents or patio covers because of statute of limitations we will still check from time to time on condition and will insist they be well maintained and presentable.  New structures in other member yards will not be automatically approved.
   
   
2. Member on 150th Place who has received multiple letters in the past on yard and lawn issues did inform the ACC that he purchased a new lawn mower.  Steve Yandl will contact him and make sure the new mower gets used sufficiently often and weeds get pulled.  Board discussed the option where the HOA does maintenance and charges the owner.  While allowed by the CC&Rs, the ACC feels this remedy has many drawbacks and should only be used as a last resort.
   
   
3. We had a discussion on the challenges of enforcing standards where the rules allow the ACC to use arbitrary judgments.
   
   OLD BUSINESS
   
   

1. Bill Steenis and Steve Yandl reported that Om and Shiv Sharma and their son Sanjeev (Steve) filed a lawsuit against the HOA calling for a return of the $30k they paid to settle their lien for an unapproved rental situation.  HOA attorney, Sherman Knight, informed Thom Graafstr (Sharma’s attorney who also represented Aaron Guimont) that he wasn’t representing the HOA in this matter.  We have not been served yet but the complaint has been filed according to the Court’s website.  The matter has been submitted to the HOA’s insurance company.
   
   
2. Steve Yandl reported that he had located the database of locking mailbox assignments that had slid under other files in the filing cabinet turned over by Sue Ann Goldman when she resigned as treasurer and moved away.  Having the correct match between mailboxes and house numbers will help immensely, if and when boxes need to be replaced.
   
   
3. We discussed the possibility of acquiring a storage locker for the HOA so that no director or officer is burdened with storage of large containers of archived paperwork.  Evan Adolf will check on costs.
   
   NEW BUSINESS
   
   

1. We discussed the HOA position on political signs.  Current policy is that the HOA permits a moderate number of signs for levy measures but no signs for specific candidates in any common areas.  Individual homeowners are allowed to display political signs on their own property during election season.  Nobody on the current Board had any interest in changing any aspect of this policy so no vote was called for.
   
   MEETING ADJOURNED AT 8:24 PM
   
    
   
    
   
               _________________________
   
               Steve Yandl, Treasurer