Teal Lake
Village Homeowners Association
Board of
Directors Meeting
The meeting was opened at
3:30 PM by President Gauche. Board members present were: Tim Perry, Earl
Yim, Bob Duncan, Fran Wickeham and Jim Richards. Homeowners present were:
Bev Browne, Jack and Judy Potter, Dick Moser, Carol Katuzny, Marg
Haverstick, Millie Kyle, Bert Goldstein, Deanna Richards, Bill Taylor, Marti
Duncan, Clark and Lois Ruggles, Mary Clear and Dick Padilla.
President Gauche reviewed
the agenda and there were two items added one being an outhouse for the
landscaping crew and second being dues penalty for delinquent payments.
Terrorist Insurance and Public Safety concerns were also added. She
explained that the Town Hall Meeting Preparation section under New Business
had already been taken care of in the work session prior to the meeting.
She clarified that this was simply an assigning of tasks to the Board
members in preparation for the Town Hall Meeting.
The minutes were reviewed
and one correction was made under the Village Council Report where Village
Council was changed to SBCA Board in the body of the report. A motion was
made to accept the minutes as corrected, there was a second and it passed.
President Gauche called
for the Standard Committee Reports.
Financial Report:
Bob Duncan explained that
his report was based on the first two pages of his packet. He stated that
the first two pages reflected two months of reporting as we did not have a
meeting in December. He stated that at the last board meeting it was
decided that he need not do the three report process but he explained that
because checks and deposits come in on the day after the bank statement they
do not get posted on the statement so he must do two reports to show the
additional items. Bob went on to say that the first sheet reflects that
everything in on track and we have a balance of $47,636.79. The second page
is an interim report for December and it goes through the 30th of
the month. He stated that again items came in after the statement and he
added them to the bottom of the report. After adding in the new receivables
through the end of the month our net worth is $34, 748.90.
In response to a question
Bob said that the reason that the net worth was lower is because the amount
of income in the third month of the quarter is minimal, but the expenses are
the same. (See financial packet attached to these minutes)
Landscape Report:
Jim Richards gave the
Landscaping report. He stated that All Care was almost done with the
trimming of the common areas. They started at the top and worked their way
down the hill. They should be done by the end of this week. He said that
wildflower has backed out of their contract without giving any reason. He
has tried to call them but they have, so far, refused to call him back. He
further said that there has been some dissatisfaction with the work of
wildflower. All Care has continued to mow due to the warm weather. This
mowing is outside of the contract and they have been doing it just to keep
our grounds looking good. In answer to a question from President Gauche Jim
stated that he would be going back to other venders who have bid the weeding
project in the past and see if they are interested in picking up the
contract to do the weeding. He will also be going to other contractors and
offering the bid to All Care.
ARC Report:
Earl Yim gave the ARC
report. He said that there have not been many requests for permits during
this time period. He stated that the question of the trees growing up in
other villages and blocking our views was addressed by the SBCA. The SBCA
has again rejected the cutting of those trees even though they are blocking
previous views. The SBCA ARC is not in favor of any cutting of trees even
though there is CC&R language that protects existing views. Earl explained
that this could become an area wide problem for other villages also and that
the SBCA ARC cannot ignore it as it will not go away. He said that
Washington State Forestry has a list of trees that will hold the soil and
will not grow so tall as to block views. He suggested to them that there
should be a committee to investigate the problem. Since the request has
gone on appeal through the South Bay ARC and has been turned down it can now
be taken to the SBCA Board. We will be bringing our problem to them. Bob
Duncan asked if we planned to expand the type of trees we can plant that are
not included in the CC&Rs.
There is an application for trees on the upside of Out
Look. He stated that there does not appear to be any blockage of views from
the planting of these trees. They also want to plant trees up Crestview as
well. Woodridge agreed that there would not be any blockage either but
wanted to know where the trees would be set. It appears that the trees
would be planted in County property and that he has been told that the
county would not allow it. Because of the number of different areas of
control it is a problem. There was a discussion as to where the County
property started and left off. Earl stated that he looked at the map and
the property where the trees would go is County property. It was stated
that the idea was to screen the utility box and if so that would be county
property and they could make us take it out. A homeowner asked who and the
responsibility of taking down the trees that block views. Earl answered by
saying that there is language in the CC&Rs that makes the person whose view
is blocked responsible for the cost. President Gauche added that the trees
that are topped will not die. The power company goes down the road and tops
trees all the time and those trees do not die. President Gauche stated that
the Board cannot approve a permit unless it first checks to assure that the
result of the permit is legal.
Earl reviewed the results
of the View Task Force. He said that the task of the group was to: 1.
Define what a view is, 2. Identify trees with future view obstruction, 3.
Recommend a maintenance solution and 4. Recommend who should be responsible
for maintaining the view. (See attached report for Committee members and
the view definition.) He said that there were three areas of concern. The
first was two trees on Clear View Lane, second, one tree on Crest View and
third, three trees on Sea Vista Terrace. The responsibility for removing
those trees will be in accordance with the CC&R language. Some of the
problems have already been taken care of and the others are under
consideration.
Communications Report:
Due to the absence of Jack
Piper there was no Communications Report.
Village Liaison Report:
Fran Wickeham gave the Port
Ludlow Village Liaison Report. He stated that we seem to be getting good
coverage from the local media. The Village Council and the SBCA are looking
at the future needs of our community after PLA builds out and leave us.
They are concerned about security issues in Port Ludlow and they had a
presentation by the Sheriff’s department that was quite good. He feels that
we should do the same thing at our Town Hall Meeting. It was stated by the
Sheriff’s office that most people are traveling at the posted speed limits
in the area. The future developmental issues are incorporation, parks and
recreation, sewer and Drainage that that they need to be addressed before
PLA leaves. There was discussion regarding the expansion of the Bay Club
and architectural and design studies are ongoing. There is concern by a
homeowner that we and members of the club be included in the discussion as
to where the money is spent. To that end he presented the homeowners
resolution. After its reading there was a discussion and some of the
verbiage was changed so that the final document read:
The TLVA
Board (representing 96 residences) recognizes the need to consider and plan
for major expansion of the Bay Club due to expected growth of members of
South Bay in the next few years. It is proposed that:
1.
Members of South Bay and/or representatives of All South Bay Village boards
shall be part of the planning and decision process in regards to expansion.
2. SBCA
Board shall pass a resolution that any physical expansion or alteration of
the Bay Club that exceeds a cost of $25,000 for capital improvements be
required to have the approval of a majority of dues-paying South Bay
Members.
Fran made that resolution
in the form of a motion and it was seconded. A discussion took place
regarding the requirements placed on SBCA. Bill Taylor, a member of the
SBCA Board stressed that the discussion took place regarding future needs of
the club. The maintenance fund can be spent as needed and that before any
future capital expenses would be brought to the homeowners in South Bay at a
Town Hall type meeting for their approval. Bob Duncan stated that this
resolution was not a demand on the SBCA but rather a show of concern for
future capital expenditures in a position statement. That it is not the
intent of forcing the SBCA to change their CC&Rs. The motion was amended to
reflect the proposal above and Fran stated he approved of the amendment.
Further discussion took place regarding what the SBCA has done at the club.
The vote was called for and the motion was passed as amended. Fran said
that at the last SBCA Board meeting a new steering committee was recommended
to look at a new RV and storage area in the Port Ludlow area.
Old Business:
Under old business
President Gauche stated that the homeowner who had concerns regarding the
vote had not received a complete package of the material that was sent out
to the homeowners. Lynn stated that she gave them a complete packet for
their review. There is another home owner who is delinquent but the board
is dealing with that.
New Business:
New business started with
cost containment in the village. At the last meeting it was brought to the
attention of the Board by Bob Duncan that at the present rate, in the next
couple of years we would be in the red as far as expenses unless we have a
large dues increase to maintain the present level of services. A committee
was formed of Lynn Gauche, Bob Duncan and Jim Richards who met with the
landscaping contractor. They had several meetings with him that led to a
reduction in costs. The owner of All Care stated that he is willing to
forgo the cost increases over the next two years of the contract. Bob
suggested that we accept the generous offer by All Care. What has driven
the discussions is the fact that we are going broke as the costs increase.
We want to look at the services we provide in the community as to what the
homeowners want. Bob Duncan stated that as of the end of this year we will
go to a Calendar year rather than a fiscal year. Bob produced a financial
sheet that showed where we were in November showing that we would end up
$7500.00 in the hole. Sheet two showed that after the contract changes we
would end up $41,393 to the good. Looking to the future sheets 3 and 4,
Sheet three showed that with inflation through 2006 we would end up 74K in
the hole. Sheet four, with the new contract with All Care, using a 3%
inflation rate through each year until the end of 2006 it reflected that we
would end up with 56K, understanding that if we continue weed control that
amount would be less. There was discussion regarding offering the weeding
contract to All Care. Bob Duncan emphasized that this budget reflects
current services and hinges on what services are wanted by the homeowners
when they fill out the questionnaire that will be developed. There was a
question regarding a $7,000.00 increase in income from 03 and 04 from an
homeowner and Bob explained that we did not have all of the 97 homes paying
over that period of time. The homes paying have increased slowly over the
past two years and that is reflected in the increase.
A homeowner stated that
the board prior had considered cutting out cable TV because some homeowners
are gone during the winter and some have dishes. He hoped that would be one
of the questions on the survey. He also stated that he had heard that the
holding pond had toxic items in it and we do not have enough money
budgeted. He stated that there was an analysis done that showed the
toxics. Earl stated that he had not heard that but will check on it.
Bob Duncan went onto a
financial sheet titled “How Do We Get from - $74,955 to + $56,014”. That
sheet detailed the cost savings from the All Care contract, the reduction in
weeding and using 5% increases for the following two years. With all the
figures shown we will have a balance of $131,940.00. Tim Perry moved that
the Board accept the revised Landscaping contract as negotiated. It was
seconded and after a short discussion it was passed.
The portable toilet was
discussed and it was determined that the landscapers should provide their
own.
The problem of delinquent
payment of dues was discussed. The CC&Rs allow the Board to assess a
financial penalty. It was stated that the past board had passed a motion to
penalize delinquent homeowners. Fran suggested that we look at the minutes
and see what they passed. He volunteered to look at the past minutes and
will check on what other villages are doing. Tim Perry agreed to assist him
in that endeavor. A homeowner thought that it seemed awfully harsh
especially where there may be extenuating circumstances. Tim Perry stated
that if there are those instances where extenuating circumstances exist they
can appeal to the board.
Terrorism insurance was
brought up and Bob Duncan stated that due to action by the President of the
United States we are covered for terrorism.
The real-estate sign and
the flag poles were brought up again and it was agreed that if the
real-estate company agrees they should come down. A homeowner stated that
one pole should remain and that we should fly and American flag from it.
There being no further
business the meeting was adjourned at 4:59 PM.
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