Minutes of August 6, 2006 Board Meeting
The meeting was held at the home of Peggy Kulm on August 6, 2006 at 2:00PM. Present were Peggy Kulm, Lani and Dick Adams, Ken Stahl and Dean Larson. John Walker met with the Board to discuss landscaping and Firewise.
1. Welcome
Peggy welcomed the new Board members and thanked all for coming.
Action Items:
Ø Each member of the Board was asked to review their files for copies of the CC&Rs for SBCA and EVHOA and if they do not have copies, notify Dean Larson and he will obtain the necessary copies.
Ø Peggy Kulm will prepare a list of all homeowners and assign each of the Board members names of homeowners to contact and make certain that the E-Mail address and other contact information is correct. HOs will be asked to notify the secretary of changes.
2. Landscaping
John Walker explained that although Four Seasons is currently doing the landscaping, they are working with a verbal contract. Lani and Dick Adams will meet with John Walker and Four Season’s representative on August 7 for a walk around to discuss the 6 common areas where Four Seasons will handle the landscaping. Four Seasons is currently paid $270/month to take care of these 6 common areas during the period of high growth, and discussions are required to determine what will be required during the period of relatively low growth. The side of the county road is the responsibility of the county and not Four Seasons.
Action Items:
Ø After the discussion with Four Seasons, a formal written contract should be prepared by Lani and Dick Adams and presented to Four Seasons.
Ø Lani and Dick Adams should contact the county to be certain that the sides of the road are mowed on a routine basis.
3. Review of annual meeting minutes
Action Items:
Ø Each of the Board members should review these minutes and advise Peggy Kulm of any modifications.
Ø Ken asked that the difficulty in recruiting volunteers to help with projects which benefit the EVHO be stated in the minutes.
Ø Ken will provide a summary of the recommended resolution process for the minutes.
4. Annual Meeting
The annual meeting was well attended and there were many positive comments. Some items to consider in the future are: (a) Is a speaker required at each annual meeting or only if there is a subject of mutual interest? (b) Are meetings too long or about right? (c) Should a questionnaire be sent to the members prior to the meeting to check on items to discuss at the annual meeting?
5. Treasurer’s Report
Total current Assets as of July 31 were $8257.74.
Action Items:
Ø Approval was given to pay a Four Seasons Invoice of $390.24.
Ø Approval was given to move $2000 into another 6 month CD.
Ø Ken Stahl was asked to make arrangements to get all Board members on the signature approval for checks to facilitate payment of invoices when some Board members are unavailable.
6. Dates for meetings and functions
Unless there is a need for a special meeting, there will be a total of three Board of Directors meeting along with the Annual Meeting. The tentative schedule for the remaining meetings is October 23, sometime after January 20 and again approximately 2 weeks prior to the Annual Meeting. The Annual Meeting will be held in July and cleanup in March.
Action Item: Exact dates for the above meetings and functions will be determined at the October Board meeting.
7. Attendance at monthly SBCA meetings
One member of the Board will attend the monthly meetings (first Friday of each month). The schedule for the remainder of 2006 is as follows:
Ø September 1-Peggy Kulm
Ø October 6-Ken Stahl
Ø November 3-Lani Adams
Ø December 1-Dean Larson
8. Goals for the new Board year
(a) Firewise Program: the Board members agreed that this would continue to be a project for the new Board year. Dick and Lani will lead the effort and Ken Stahl will assist.
(b) Village “walk around.” John Walker this will do this with Lani and Dick on August 7. Action Item: At a later date Dean Larson will ask John to take him on a “walk around.”
(c) Home Safety Community Program with PLFR. We will invite PLFR to attend the spring picnic and give a demonstration on the use of fire extinguishers.
(d) SBCA Web site for Posting of Relevant EVHOA information. Peggy recommended that Board switch to posting community information on the SBCA web site. She made an initial contact with Rich Grim and he has agreed to set up a site within the SBCA for EVHOA. Postings would include: Board Members names, positions and email addresses, ARC representatives, Captains of Emergency Response, calendar of events, minutes of meetings, and financials. Action Item: Peggy will make contact with Rich Grimm and ask for a model for preview and Dean will follow up by sending the materials to him.
(e) Common Property Management. It was decided that the most effective element of Ken’s original suggestions would be Firewise. It would be desirable to do more but the lack of volunteers makes it almost impossible.
9. Port Ludlow Emergency Response Plan
John Walker has agreed to fill the open position of Captain (S9).
Action Items:
Ø Peggy Kulm will tell John Walker, Paul Yturri (Captain (S8)) and Al Standish (Co-Captain (S8)) about Community Emergency Response Training (CERT).
Ø Peggy will contact Administrative Fire Chief, Arlene Obtinario, to determine when PLFR will offer the training.
The next meeting is scheduled for October 23. Action Item: Peggy will query the Board members about the best time and place.
Dean Larson, Secretary
Draft 8/7, Revised 8/13, 2006, Final 8/15