Teal Lake
Village Homeowners Association
Board of
Directors Meeting
Regular Board Meeting:
Bob Duncan opened the regular
board meeting at 3:30 PM., all of the Board members (Bob Duncan, Jack Piper,
Jim Richards, and Doug Schiebel) were present and homeowners Tim Perry and
Richard Rudy were present also.
Bob reviewed the agenda for the
meeting and asked if there were any changes. There were none.
Bob called for the review of the
minutes of the last meeting of 11/24/2003. A motion was called
for and Jim Richards made a motion that the minutes be approved and Jack
Piper seconded. There was no discussion and the motion passed.
Bob asked Tim if he was going on
follow up on the minutes from the annual meeting. Tim said that at the last
meeting Lynn said she had the minutes down and would get the associated
paper work that go along with the minutes to Tim. Tim and Lynn missed each
other due to each being out of town and Tim did not receive the information.
Tim said he will follow up with Lynn on obtaining a summary of the minutes
for the annual meeting. There was a mention of the annual meeting write up
by Bev Browne and that these would be expanded upon by the official minutes
from Lynn.
Bob Duncan made the Financial
Report. Bob stated that the final report up to 11/30/03 showed that our
total net worth was $54,532.00. The interim budget through 12/30/03 shows we
are $3,319.00 under budget (to the good). He will have the final 2003 budget
figures ready for the next meeting. The 6 month interim budget will then be
ready to go to the CPA for audit and a report.
Jim Richards gave the
Landscape Report. Jim said we have a report from Washington State
University on the status of out lawns red thread issue. The information on
how to deal with the problem has been faxed to Allcare. Jim will follow up
in the spring to make sure the thatching and fertilizing are done
appropriately as these are really the two issues that can be done to address
the problem. There is not much we do about the drainage or the soil
composition but individual homeowners may want to address these issues on
there own. Jim reported we have a second weeding bid, as well as Allcare,
and he will be polling his subcommittee to get there recommendations to
bring to the board at the February meeting so we act on it in February and
execute it in March. It looks like Allcare is about $200.00 a month below
the Bestcare bid. This is for weeding for 2004 only. The entire contract is
moving forward on the final review for the RFP. He plans on distributing the
RFP to selected vendors in May. He thinks we do not want to advertise. The
committee and homeowners can come up with an exhausted vendors list and he
thinks we do not need to advertise. Tim Perry is going to be working on the
language change for the CC&R’s to allow for the various levels of billing
and has said he will have it to Jim by the end of next week as well as a
boiler plate for a proposal to go before the homeowners for them to express
their druthers on the modifications of the CC&R’s to accommodate several
levels of service. Bob asked if it was going to include the length of the
contract. Jim said the way the RFP is written, it is open ended, and this is
historical that we have left the bidding open ended for the bidders to bid
on one, two, or three year agreements. We have some history within the
village of people objecting strenuously to tying us to a vendor for more
than a year or two. Three year or five year labor agreements are generally
what are sought in industry just to keep you out of negotiating constantly
which you don’t want to do. Jim’s proposal is to send the agreement out with
a clear understanding that we are at least most seriously interested in a
three year agreement.
Bob raised the question of should
the Board take a position in favor of an extended contract and have Tim
prepare something to modify the CC&R’s to clarify it and then submit it to
the homeowners? Jim thought there might be multiple issues. Shall we and if
so for how long? Bob stated that the last contract ran on a three year
period and the language of the CC&R’s is not very clear. Tim brought up the
fact that we had taken this issue to an attorney to look at it and determine
if the Board was within its rights to hold a three year contract and the
attorney said yes. The attorney reviewed the CC&R’s and by-laws and
determined the board was authorized by the CC&R’s to go for a multiple year
contract. Bob agreed but still thought something could be written to clarify
it. Tim said he would look at it to see if he could simplify it. Bob said it
should be clear in the package going to the homeowners that we are going for
a three contract and want there support on this. Jim mentioned that Bay View
and Inner Harbor are on one year agreements. Jim stated that a multi year
contract may or may not be advantages. Jim wants to have the flexibility to
be able to get the best deal and not be tied down to a particular time
period. Tim said he would simplify the language and send it to Jim.
Doug Schiebel gave the ARC
Report. Doug wanted to correct a misconception that our ARC could
approve pruning of trees. This type of approval has to come from the
Southbay ARC. Doug has two requests pending right now. One from a homeowner
that states common area trees are interfering with their view. Actually it
is a large fir tree that cannot be topped but may be thinned and the other
is shrubs that may be on his property which he could trim himself. The other
homeowner also has two issues, one deals with three small trees that are
growing to block his view of the harbor area and the other issue is the
request to thin a large fir tree. The second issue was sent to Southbay ARC.
The small trees could be replaced with a variety that are smaller at
maturity but would have to be paid for by the homeowner and the replacement
trees approved by ARC prior to any action being done. Doug will write up an
agreement on what has to be done/approved to replace the three small trees.
Bob asked if there were any policy clarification requested by ARC to make
their job easier. Doug asked that it be clarified that trees are part of the
view also. Tim brought up that in the January 27, 2003 board meeting it was
established what a view is, what a tree is, and what the rules are for
cutting down a tree. Bob asked Doug to look into those minutes and come back
next month with a proposal to modify or append those definitions.
Jack Piper gave the
Communication Report. Jack requested that input for the Teal Squeal be
submitted by the end of the month. It was agreed that instead of a January
issue we will have a first quarter issue to give time for all to submit
articles. Jack stated that there was nothing new going on with the web site.
There was no Village Liaison
Report.
Old Business:
Bob brought up candidates for
board positions. We have a new volunteer present at this meeting. The new
candidate is Richard Rudy. Bob asked if anyone had questions for Richard
Rudy. Bob asked a motion was called for to appoint Richard Rudy to the board
Doug made the motion and Jim seconded. The motion passed. Due to Richard
Rudy’s past experience on boards, it was motioned that he be appointed to
the President position. The motion was seconded and passed. Bob said he
would write the President article for the next Teal Squeal. It was also
motioned, seconded, and passed, with one objection, that Jack Piper assumes
the Secretary position. Bob asked if the were any other possible candidates.
New Business:
Bob addressed collection of
outstanding dues by one homeowner that we had to initiate a collection
action against who was not paying his late fee penalties and legal fees from
the collection action. Lynn was going to follow up on it but Bob has
contacted the lawyer to see if the legal fees were stated in the original
letter to him. If so, we will go for the whole thing. Most people are paying
in the first month with a few paying in the second month with him being the
only one paying in the third month. The question Bob has is if some one owes
$5.00 or so, do we go to the lawyer and have him send them a letter or do we
send them on from the board. Bob suggested a form letter that could be given
to the accountant that could be sent out with there dues that they are
delinquent on penalties. If the home owner ignores the letters then we would
go to the attorney.
With respect to the disposition
of lot 74, Doug reported that it is going forward with direct discussions
with Greg McCary. The discussion is about improving the landscaping.
On the tree health issue, Bob is
preparing an article for the Teal Squeal that address what is covered in the
event of a fallen tree.
There being no further business
before the Board the meeting was adjourned at 4:45 PM.
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