This meeting was called
to order by President Lynn Gauche at 3:30 PM. Lynn explained that this
meeting was rescheduled from February due to prior commitments of Board
Members. Board members present were Lynn Gauche, Earl Yim, Fran Wickeham,
Bob Duncan, Jim Richards, Jack Piper and Tim Perry. Homeowners present
were Dick Padilla, Dan Clinkenbeard, Marg Haverstick, Bert Goldstein, Tom
Albus and Bev Browne.
Lynn explained that we
were altering the agenda to facilitate a guest speaker who would address a
question of planting along a strip of property along the south side of
Outlook and around the corner onto Crestview. Mark from PLA is the plat
expert for PLA and was present to explain who owns the property along the
south side of Outlook and the east side of Crestview. Mark explained the
Plat process and how the property is laid out for homeowners, County
right-of-way as well as the utilities right-of-way. He went on to explain
that there may be landscaping in the county right of way that was put
there by the original builder. Ultimately he said that because the
property in question is in the county right-of-way that if we wanted to
plant in that area it would require our getting a permit from Jefferson
County. He explained that if they did permit the planting they would have
a hold harmless agreement signed so that they could dig up the landscaping
to work on the utilities or make improvements in the right-of-way. There
was a motion made to approve the planting of trees, by homeowners, along
Outlook providing the homeowners obtained a permit from Jefferson County
to do so. The motion was seconded and approve by a unanimous vote.
Lynn asked for a review
of the minutes from the January 27th Board meeting. Tim Perry
asked if there were any additions or corrections to the minutes. It was
moved and seconded that the minutes be approved as written. There was a
short discussion regarding some balance figures and the minutes were
approved by unanimous vote.
The Treasurers report was
given by Bob Duncan reported that the Final Budget Execution through
12-31-02 balance was $34, 348.75. The Interim Budget Execution through
1-30-03 showed a balance of $56,494.64. He told the Board that we have
again changed accountants and that the fee for that service had not
change.
Jim Richards gave the
Landscape report. He stated that Wildflower is no longer doing the
weeding. He is now in the process of getting bids from other landscape
services to replace Wildflower and is checking the insurance and bonding
of those companies who are responding to the call for bids. He said that
All-care is up to date and the first mowing has been done. All of the
landscape requests have been turned in so that the landscapers will know
what needs to be done. He said that about 20% of the homeowners have opted
out of weeding. The light was out at the entrance to the village as the
bulb had burned out, it has been replaced. Jim has contacted PLA and has
been assured that upon the sale of the last home in the village the two
outside flagpoles will be taken down. Lynn Gauche has contacted PLA and
the representatives of the realty company to see if that can be
accomplished prior to the Town Hall Meeting. A question came up regarding
notifying the homeowners regarding weeding their beds until a new
landscaper can be found to do it. A notice will be placed into the Teal
Squeal regarding this issue.
Earl Yim gave the ARC
Report. There were just a few applications one or siding and the other for
a landscape permit and he has handled them. Earl will be writing an
article for the Teal Squeal regarding trees.
Jack Piper, in the
Communications Report, stated that the Village web site has died and he is
attempting to try and get another site to use. He stated that he is
updating the Village Roster and needs articles for the Teal Squeal by the
19th.
The Village Liaison
Report was given by Fran Wickeham. He reported some highlights of the PLVC
and SBVC. The future planning committee has recommended that Port Ludlow
not attempt to incorporate at this time. The Village Market will be going
again this year and will have new managers for it. The Port Ludlow
Festival will again take place and there is new management for that also.
It promises to be less commercial and less political. Recycling is looking
at possible changes by Jefferson Count and there is a move to support
Skookum to continue the maintenance of the recycling area at the Village.
The golf course is looking at setting up rules for walkers as they are
concerned about liability if a walker gets hit by a golf ball. They are
looking at regulating the times that walkers can use the course. The
trails committee is looking at placing signage in Port Ludlow marking the
trails for walkers. The SBCA is concerned regarding the Villages having
their own ARCs as there have been permits granted that were not done
properly and trees were topped and cut down but not in accordance with the
SBARC permits. The process for improving the Bay Club is moving quite
slowly and there will future updates at its progress. Firewise Community
Workshop is scheduled for April 5 and will be put on by both Port Ludlow
and Sequim. They are looking for volunteers who are interested in
attending the workshop to focus on the realities in preparedness, planning
and successful implementation of fire awareness and safety for communities
like ours. There were several comments on the tree problem and Fran stated
that there will be some information forthcoming from the PLVC on this
issue.
Old Business
Lynn Gauche suggested
that we look at some dates for the next board meeting as well as the
annual meeting. It was suggested that the board suspend the meeting for
March due to the Town Hall Meeting. There was a motion to suspend the
march meeting with the caveat that if there are pressing issues we could
briefly meet after the Town Hall meeting. The motion was seconded and
unanimously approved. The date for the Annual Meeting for the year was
discussed. The discussion took place regarding the day it should be on.
Most felt that a weekday would be better and after discussion the 22nd
or 29th of October and it will be put before the homeowners to
decide.
The subject of delinquent
homeowners was discussed. The Board presented a rules and regulations
handbook and three new rules that cover the problem of homeowners who are
delinquent in paying their quarterly assessment. It was emphasized that
this is just the first step in establishing easy to read and understand
set of rules and regulation as dictated by the Constitution, CC&Rs and the
By-Laws of Teal lake village. The handbook is self explanatory and the
three rules cover the 1% assessment for dues not paid within the
prescribed 30 days and the 25.00 fine imposed for due not paid in full by
the end of the quarter. Tim Perry read the booklet and rules for the Board
members and homeowners present. There was discussion regarding the rules
and some confusion. It was determined that by switching the first and
second rules that it would be much clearer. Lynn Gauche stated that
previous boards had stated that they had approved similar rules, this
Board could not find any evidence that having been done and decided to
publish the rules at this time. Other rules will be added to this booklet
as needed. Bob Duncan stated that most homeowners pay within the 30 day
limit and a few pay in the second or third month. It was also noted that
this rule would take effect as soon as it was approved by the board. There
was a motion made to approve the publishing of the Rules and Regulations
booklet and the three new rules as edited presented. The motion was
seconded and approved unanimously. The notification for the homeowners
will be placed into the monthly assessment bill and in the Teal Squeal.
The Board determined that
a copy of these rules and a letter from the Board be sent to the
delinquent homeowners notifying them of the new rules and that the
Association will start charging the delinquent fees if they do not pay
their full dues.
There was a discussion
regarding Lot 74 which is an unbuildable lot in the Village. It is felt
that the lot could be a civil liability to the Association. It was
recommended to the board that they check with PLA and determine what area
is common area that we would be responsible for. Earl Yim and Jack Piper
agreed to look into our liability.
The Board looked at the
agenda for the Town Hall meeting. President Gauche pointed out that she
has placed time limits on each presentation. Tim Perry suggested that the
time for the Jefferson County Sheriff’s Office to put on the Crime
Prevention Program was to short. It was pointed out that the primary goal
of the meeting is to allow input to the board from homeowners. Bob Duncan
said that it would not take but ten minutes to present his material. The
time for the presentations was adjusted and there was a consensus to the
agenda. The strategy for presenting the survey packet to the homeowners so
that they would understand that this survey was only the beginning of the
process was discussed and that the board could not estimate the length of
time to complete the process.
It was suggested that
because time had run out on our use of the room that the Board should meet
for an hour on Saturday to discuss the survey process.
The meeting was
adjourned.