TEAL LAKE VILLAGE ASSOCIATION

ANNUAL MEETING

SEPTEMBER 28, 2009---BAY CLUB---3 p.m.

As APPROVED at the November 16, 2009 Board  of Director’s Meeting

The meeting was called to order at 3:04 p.m. by President, Mel Caskey. 

Board members in attendance: President, Mel Caskey; Vice President, Sharon Zablotney; Treasurer, Dan Clinkenbeard; Landscape, Don Carlson; ARC, Simeon Baldwin; Secretary, Russ Michel

Russ Michel announced that there was a quorum of 68, which included mailed-in ballots and 32 homeowner lots represented with 41 attendees.  Sign-in sheet is attached to these minutes.  [Section 4 of the Bylaws for Teal Lake Village states that the presence at the meeting of members entitled to cast, or of proxies entitled to cast, twenty-five percent (25%) of the votes of the total membership shall constitute a quorum for any action except as otherwise provided in the Articles of Incorporation, the Declaration, or these Bylaws.]

Three members-at-large volunteered to count ballots.  Those mailed in were opened at the meeting.  A checklist was maintained to make sure that those who had mailed in ballots and attended the Annual Meeting were only voting once.  Checklist attached to these minutes.

BOARD REPORTS

Russ Michel - Secretary

TLV Board Meeting Minutes from July 27, 2009 were presented.  M/S/C to accept minutes as presented.

TLV Board Special Meeting Minutes from August 26, 2009 were presented.  M/S/C to accept minutes as presented.

Russ announced that the meeting was being recorded for the purpose of preparing the written minutes.

Don Carlson – Landscape

Forty Landscape Requests so far this year which was 24 less than last year.

Don asked for questions regarding landscaping since some attendees are holding their ballots:

1)      Adjustment to sprinkler patterns is the responsibility of the landscape contractor. Replacement of faulty sprinklers are the responsibility of the homeowner. Noted that Four Seasons could have done a better job adjusting the sprinklers at the beginning of the growing season.

2)      TruGreen indicated they would sign our contract as specified.

3)      It is part of the contract to annually remove red alders.

4)      Concern about thistles in the common area.

5)      TruGreen’s first year contracted price is the same as Four Seasons was three years ago.

6)      TruGreen comes with good references.

7)      Concern voiced about a neighbor taking out all plantings behind their home.

8)      Discussion about changing the drainage patterns – intentional or unintentional.

9)      Would be a good idea to document and distribute the responsibilities of the landscaper versus the homeowner.

10)  Recommended that a written policy be defined regarding removal of landscape plantings including mature trees.

11)  Weeding at the entrance is responsibility of the landscape contractor.  Individual landscape bed weeding is the responsibility of the homeowner.

12)  The contract is a three year contract.  Each party has the ability to terminate contract after one year.  There is not a cancellation fee.

13)  TruGreen has included broadleaf control in the common area that will include spraying as well as mowing.  Voiced concern about spraying.

14)  Mole control is not part of the landscape contract.

Those holding their ballots were asked to vote so they could be tallied.

Dan Clinkenbeard – Treasurer

Dan presented the Income and Balance Sheet for eight months ending August 31, 2009.  The Balance Sheet shows Total Current Assets (cash) of $82,518.78 as compared to $62,396.87 on August 31^st last year.  Dan reports that expenses continue to satisfactorily track to budget with normal variations.  Dan recommends that the available cash balance be approximately three months of expenses (about $40K)

If approved by vote, there will be a $400 dues credit for first quarter of 2010 regardless of the selected landscape contractor.

Only one homeowner is delinquent in payment their homeowner’s dues.

Dan presented the informal audit report performed by Garth Lindsay for calendar year 2008.  Copy attached to these minutes.

Dan provided a forecast for TLV’s portion of detention pond maintenance expenses for 2009 – 2018 and discussed how the pond level is currently maintained during storm events.

Simeon Baldwin – Architectural Review Committee (ARC)

Twelve permits granted to year to date versus thirty permits last year.  Permits were processed for house re-painting, installation of satellite dishes, tree removal and pruning, deck replacement / alteration, and re-painting, house remodel, addition of shutters, and flag pole installation.

Issue we are facing is view preservation not just in TLV but also trees that impact TLV views in adjoining villages.

Simeon reminded audience that Landscape Permits are required when trees and large shrubs are planted that could impact your neighbor’s views and aesthetics.

It was suggested that a pamphlet be developed for new homeowners.

Discussed how to address homes that need to be re-painted and homeowner doesn’t take action.

President’s Report – Mel Caskey

Gary Moore: Report on the Port Ludlow Drainage District -  There was an ad-hoc committee formed.  South Bay predominately has infrastructure in place.  Expenses are primarily for maintenance.   Gary’s sense is that there is a general lack of support for South Bay to form a Drainage District.  It is up to the individual homeowner and not a Board action.  Al Theely is the BayView resident that currently is looking after the detention pond.

Replacement of the Teal lake Village Entrance Sign –  Two bids received.  $2,000 for the sign and $185 to install.  Budgeting $2,500.  Board recommends thick cedar versus urethane.  Contractor authorized to proceed.

Mel expressed a big “Thank You” to Dick Allyn, Deanna Richards, Jim Tipton, and Bob Forster for their help in developing the 2010 – 2012 landscape contract.

BALLOT RESULTS – Sharon Zablotney

70 votes cast of a potential 98.

Tally sheet attached to these minutes.

OLD BUSINESS – None

NEW BUSINESS

It is increasingly difficult to find potential Board members – homeowner’s who have approximately 4 hours per month so our Homeowner’s Association can continue to be self-governed.  Karol Cushenbery and Fran Wickeham (past Board member) were recognized for stepping up as new Board members.  Every year, two new Board members are required to keep the Board active.

ADJOURNMENT - M/S/C to adjourn at 4:35 p.m.

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