Teal Lake
Village Homeowners Association
Board of
Directors Meeting
Work Session:
Note: The work
sessions are limited to discussion and no decisions are made during a work
session. There were several homeowners who attended the work session to
observe what discussion were taking place.
A discussion took place regarding the ARC review forms
and if they would be included on the village web page. They are not there
now but there are plans to have them available in the future. It was
mentioned that the landscaping schedule is in the process of being placed
onto the web page.
The Board members scanned the minutes from the June
meeting and made no corrections.
There was a discussion regarding secure mailboxes
within the community. A request had been received by the ARC to permit an
individual home owner to install a free standing separate mailbox next to
the general mailbox hutch on the street. The box that had been suggested
was a lock type and was quite large and costly. It was noted that there are
Post Office Boxes available in the village if homeowners are concerned about
losing mail. It was also felt that the selection of a secure mailbox model,
if any, was a job for the ARC and not the prerogative of any individual home
owner.
An ARC problem regarding alder trees was discussed as
they block the views from the Fair Wood Village. It was suggested that this
would be South Bay ARC responsibility and That Village should take the
problem there for resolution.
A brief discussion regarding the maintenance and repair
of the drainage pond took place during which it was pointed out that David
Bobanick builds holding ponds and has offered to assist in the ponds care
and repair.
There has been a late fee appeal and it was discussed
Board Meeting:
President Lynn Gauche called the regular meeting to order at 3:30 PM
at the Bay Club.
She gave a quick overview of the agenda. All of the
Board Members were present for the meeting. There were six homeowners also
present to observe the meeting.
Recording Secretary Tim Perry had previously handed out
the minutes from the June meeting asked if there were any corrections or
additions to those minutes. It was moved and seconded that the minutes be
accepted as written. There was no discussion and the motion passed.
Bob Duncan gave the Financial Report stating
that the balances as of May 31, 2003 was $55,134.43 and the interim budget
report for June shows a net worth of $41,755.72
Jim Richards gave the Landscape Report. He
stated that Sonny Bee had been gone for a couple of weeks and was not happy
with the job that had been done in his absence. Jim reported that Sonny had
fired most of the crew and supervisors and had replaced them.
Jim went on to say that they are getting caught up on
the pruning and weeding. He stated that the Landscape committee was
considering different levels of service. By doing that some homeowners
could opt out some of the services and would be charged for only what they
chose to participate in. The committee is currently working on the concept
and will continue to do so.
Jim stated that the entry sign has been redone and is
now in place at the entrance.
He stated that there has been concern regarding brown
spots in the lawns and it has not been determined if the cause in a water
problem or some kind of infestation. The problem is being worked.
Lynn Gauche asked of the committee was happy with the
different level process and he replied that they were. Lynn was also
concerned as to what the costs would be for each individual homeowner. Bob
Duncan said that it would be possible to determine individual costs for the
services they want. Jim said that All Care was willing to work with us on
that issue.
Bob Duncan expressed his concerns that we are paying
for services that we are not getting. Jim explained that his concerns were
justified and that the landscaping company is working on catching up. Jim
stated that we pay a flat rate for their work and they are not charging us
by the hour. A discussion took place with concerns about the contractor
catching up but that they should be caught up by now and the problem is that
the weeds are getting so far ahead they may never get caught up. Jim stated
that he would contact Sonny and get a schedule from him for completing the
work his contract calls for.
It was brought up that we are now paying for results
and we are not getting them. If he is not performing as required why should
we be paying the contractor? The discussion then turned into a gripe
session and President Gauche cut the discussion off for time and move on.
The ARC Report was given by Doug Schiebel. He
stated that an issue was raised by a Fairwood Village resident regarding
tree removal on our TLV common area. Doug will refer this request to the
SBCA Architectural Review Committee by virtue of the size of the trees
involved. A second issue was raised by a Sea Breeze resident who wants to
install a separate secure mailbox next to the general mailbox hutch on the
street. It was the consensus of the board that the installation of a secure
mailbox was not an individual home owner option. The community would have
to be persuaded as a whole to switch our entire mailbox system over to a
uniform secure type, rather than permit individual exceptions which would
lead to a hodge-podge of mailboxes sprouting up in the neighborhood. The
cost of such a switchover would have to be taken in account. Doug will
contact the homeowner and explain the concerns.
Lynn said that she would contact Earl regarding using
the expertise of Mr. Bobanick regarding the holding pond.
Jack Piper gave the Communications Report. Jack
said that he was putting minutes, budget documents and forms on the web
site. The landscaping plan will be on the site as well as ARC forms and
other forms that the homeowners can use to contact the landscape committee
with concerns. He stated that the Teal Squeal came out on time.
Fran Wickeham gave the Village Liaison Report.
Prior to his report he wished to be sure that Doug Schiebel was going to run
for the board. Doug said that he would be on the ballot. Fran continued
with his report stating that PLVC will be submitting remarks regarding Land
Use for PLA’s marina development proposal to Jefferson County Commissioners.
The chair of the Farmer’s Market has resigned but will
continue to assist in it’s running for the remainder of the season.
There was discussion at the PLVC meeting regarding the
use of a “Port Ludlow” credit card. This would be a fund raising activity
as 1% of the charges would be applied to the VC.
The SBCA has new officers and new members of the
board. A question was asked regarding the maintenance of the Tennis
courts. Fran stated that the project was being worked by Bill Taylor
regarding its maintenance.
Old Business:
Lynn asked Bob Duncan to review the budget vote that was
distributed in the Teal Squeal. He explained that all four issues on the
ballot were approved 88% or better.
A discussion took place regarding having an annual
audit done by an outside CPA. It was suggested that we put that issue
on the ballot at the annual meeting and see what the homeowners want to do
knowing what the expense is.
Lynn asked Tim and Fran if they had started the process
in recruiting candidates for the board. Tim Perry stated that they
had not started yet and it was pointed out that it needs to be done by
August 30th. Fran said that he and Tim will divide the list and
start calling.
Tim Perry said that the board can operate with as few
as three members and as many as seven according to the CC&Rs.
Lynn asked Fran Wickeham why he was not running and
Fran neatly sidestepped the question.
There was a concern that the minutes and associated
materials and documents cannot be found at the Bay Club. Tim Perry
stated that he had all of the minutes and materials handed out in a book
starting 8-28-02 to the current time. Tim also said that he had the book
with the Rules and Regulations in it. Knowing that we should have two sets
of these books Tim said that he will go to Kinko’s and print a copy for the
Bay Club location.
Signage was brought up as the minutes in the
last meeting said that someone was going to look at the problem. Lynn
explained that the signage problem was discussed at the PLVC meeting and we
wondered if we should be involved in that also but it was never decided as
to what to do. Tim Perry volunteered to look in our CC&Rs and By-Laws to
see what they say about signage.
New Business:
Secure Mail boxes had been requested by a homeowner. She had included a
description and picture to demonstrate what the box would look like. Doug
Scheibel stated that the box that the homeowner wanted would distinctly
different than the boxes in the rest of the village and therefore would be
denying the request. Lynn Gauche stated that if the homeowner wanted to get
a majority of homeowners to go along with her that a village wide change
could be done at the cost of the homeowners.
A homeowner from the same block stated that there was a
problem on that block with a homeowner who has Alzheimer’s and he walks the
streets collecting mail from other homeowners boxes and they loose mail.
The board stated that there were other alternatives than deviating from the
Village standards such as a Post Office Box in the village.
The audit package was covered by Bob Duncan. He
said that Garth Lindsey was ready to do the audit for the Association. The
only thing that was holding the process up was the final statement from the
bank. He should have the audit ready for the board by the middle of August.
Bob explained that the budget is now set up for
2005-2006 and he is in the process of setting a potential budget for
2006-2007. He has put into the new budget a 3% increase for landscaping.
He said that while it is the best strategy to jam a contractor for the best
price, we also have to be practical and look at the worst case scenario. He
said we could either look at 3% or 5%. Tim Perry said that he agreed with
Bob on the issue of looking at the worst case scenario at least for an
estimate as a possibility. Fran Wickeham stated that the budget for the
Association is already set because the contracts are already in place. Bob
said that was true, but there are no set contracts set for 2006-2007 and we
should let the homeowners know what the potential is. Lynn Gauche stated
that maybe we should inform them at the annual meeting in October and show
them what the budget would look like with a 3% and then a 5% increase to
give them a reference. Tim stated that we must tell the homeowners that
this is not cast in concrete but is an estimate and it could be lower.
Another suggestion was made from the floor that maybe the board should just
inform the homeowners in a more casual way like in the Teal Squeal. Lynn
stated that we could also save that information for the next town hall in
February or March. It was decided that we should not put that information
out at the annual meeting but do it at the next town hall meeting.
The board discussed a format and agenda for the
annual meeting and Lynn said that she would put the agenda together and
get it out to the Board Members to get their input.
A homeowner had asked for a penalty assessment
relief from a penalty assessment against them for a delinquent due
payment. Bob explained the circumstances to the board and the issue was
discussed. It was the general consensus of the board members that it was a
policy issue and the home owner knew when the dues were to be paid. The
Board determined that the request for relief would be denied and Lynn Gauche
said that she would write the letter to the homeowner.
A homeowner said that the homeowners should be able to
pay the dues automatically from their bank. Several Board members
and homeowners present stated that they already did that so that it was
available already.
A question was raised about a previous discussion
regarding a new weeding contract. Jim Richards said that we could
get some volunteers to negotiate a new contract. Lynn said that she
provided new numbers for the contract and Bob said that he would take those
numbers and add 3%.
From the Floor:
A homeowner stated that just spraying the beds for weeds and the only
way to keep them down is to pull them out and the Board should consider that
in any new contract.
There being no further business before the board a
motion was made to adjourn. The motion passed and the meeting was adjourned
at 4:56 PM.
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