​MINUTES OF THE BOARD OF DIRECTORS’ MEETING
SECTOR 2A AT SNOHOMISH CASCADE ASSOCIATION
7 P.M.   TUESDAY   APRIL 7, 2020
Because Governor Inslee ordered residents to stay at home in response to the COVID-19 pandemic, this meeting was conducted using Zoom, hosted by John Alleman.  Most reports were distributed in advance by email.
 
CALL TO ORDER / PRESENTATION OF MINUTES
  1. Nicole Klages called the meeting to order at 7:00pm.  Present electronically were Matt Hale, Nicole Klages, Tanya Edwards, John Alleman, David Divoky, Bill Steenis and Steve Yandl. This was the entire board and enough for a quorum.
  2. Minutes of the March 2020 meeting were reviewed and approved.
TREASURER’S REPORT
  1. Steve Yandl reported on current financial status. 
    1. Currently $136,545 in the checking account (operational funds).
    2. There is $16,919 in the long-term reserve.
    3. We have $5,709 in operational reserve.
    4. Before receiving our professionally prepared reserve analysis, the plan was to transfer $62,075 from checking to the long-term reserve ($43,550 owed from previous years and current planned contribution of $18,525) and moving $13,390 to the operational reserve. Last month, the board approved attempting the recommended funding levels from the study which means a target in our reserve account of $106k.  That will require $89k to be moved from checking to reserve.  This will require that the $13,390 budgeted to go to the operational reserve will go to the capital reserve instead and reductions in the landscape improvements and landscape repairs budget lines.
  2. As of the meeting, 12 members still need to pay their 2020 assessment.  A second batch of late invoices has been mailed, those who didn’t have amounts due from previous years now owe $468 for assessment plus two months interest.
  3. We’ve received notification that a sale is being completed on the Robles house.  Bankruptcy trustee will pay us the approximately $2,000 owed the HOA at closing.
MAINTENANCE COMMITTEE REPORT
  1. David Divoky updated the board on his progress for mailbox/cluster box replacement0
    1. Phase 2 of the project was completed installing the remaining 7 cluster boxes purchased for us by the contractor.  Five were installed on one day and the remaining two on a second day.
    2. We agreed to complete replacement of the 11 remaining old boxes in 2020.  The fact that stay at home orders are still in force, notification of owners getting new boxes is better since we’re pretty much assured someone will be home at most properties.
  2. We’ve received our initial reminder to have backflow certification performed on our four meters.  Steve Yandl will contact A-bat once water is turned back on.
  3. Trail clearing has nearly been completed by Skinner Landscaping.
  4. Washington Tree and Lawn applied moss control early spring treatment but missed several areas.  Brian Skinner has been in contact with them and they’ll be out to complete the job asap.
  5. We received a report from a homeowner about unauthorized construction going on adjacent to our greenbelt in the southernmost lot within the City Farms Plat.  Steve Yandl filed a report with the enforcement section of Planning and Development services.  The case number is 20-104426.
ARCHITECTURAL CONTROL COMMITTEE REPORT
  1. Homeowner request for projects.
    1. Greg and Laura McLaughlin – Approval granted for backyard shed.
    2. Steve and Susie Barrett – Approval granted for temporary placement of dumpster in support of some interior remodeling.
    3. Jay Birn – Approval granted for house paint color scheme.
  2. Complaints, CC&R violations
    1. None in the past month.
OLD BUSINESS
  1. Drainage remedy for boat park play area which is needed when we install new play equipment if not before.
    1. Matt Hale reached out to 5 businesses and only received a bid from a small company in Monroe.  We do already have a quote from Kyle Woods.
    2. Matt suggested we may not need to completely replace the timber surrounds which would save money on the job.
    3. Matt suggested breaking the job into three (3) sub-projects.
      1. Fix the drainage with French drains once we know where play equipment will be anchored.
      2. Deal with grass restoration where the boat toy was previously located, getting rid of the timbers that are still in place.
      3. Put in wood play chips.  We may be able to save money by having a large amount delivered and making this a community work project.
    4. We discussed postponing the grass placement where the boat was to save money.  While there is uncertainty regarding finances after the COVID-19 issue, it still makes sense to move forward on getting this part of the job done early enough so the grass can thrive.
    5. Matt said he would assemble a summary report with approximate costs for each element and distribute by email.  We can use this summary as a guide when we get quotes and/or finalize plans for the play equipment replacement and general restoration of the boat park.
  2. Tanya has been in contact with the play structures contractor.
    1. We’re looking at structure plan #2 (previously shared at a board meeting) plus the addition of a climbing wall and spinner toy (extras possible because of Go Fund Me page collections).
    2. Color options are still open.
    3. The GoFundMe will be extended to the end of April to allow more participation.
    4. The structure contractor is roughly 30 days out (lead time).
    5. The final plan is very close to the previously reviewed Option #2.
    6. We don’t want to pay the contractor for storage so we won’t place the order for equipment until we know we can complete the drainage project and put together a community build for the actual equipment and possibly play chip distribution.
    7. Preferred order would be to have the drainage issues addressed prior to equipment installation but we’ll need to know fairly precisely where footings need to go so, we don’t put a drainage ditch in the same location.
    8. Tanya will be sharing a drawing of the equipment layout which isn’t a CAD drawing but may be enough to plan the drainage work.
NEW BUSINESS
  1. We discussed what to do about the annual meeting which normally would be the first Tuesday in May.
    1. We considered doing the meeting with Zoom.
    2. One way or the other, ballots for a new board will be mailed so we can conduct an election by mail through May.
    3. There was unanimous agreement to move the annual meeting to the first Tuesday in October.  Should we still be under stay at home requirements, we will need to adjust accordingly.  It may be necessary to notify membership with a separate mailing by first class mail, but we can include the information about the switch to October along with mailed ballots to hopefully avoid the need for more mailings.
MEETING ADJOURNED AT 8:00PM.
                                                                        __________________________
                                                                        Steve Yandl, Secretary