Teal Lake
Village Homeowners Association
Board of
Directors Meeting
The meeting was opened at
3:30 at the Bay Club by President Lynn Gauché. Members present for this
meeting were Lynn Gauché, Jim Richards, Jack Piper, Bob Duncan, Earl Yim and
Tim Perry was absent with leave.
Homeowners present were:
Janet Hanz, Marg Haverstick, Alice Luongo, Carol Saber, Deanna Richards,
Jerry Rinck, Bill Browne, Dan Clinkenbeard, Patricia Bolquerin, Russ Reed,
Millie Reed, Jerry Saber.
The minutes were presented
and approved by the Board
Bob Duncan gave the
financial report. He submitted a two-page report showing the actual
expenses as compared to the budgeted amounts. The second page was the
reconciliation of the financial records. This showed that our net worth
total assets was
$45K, our net income was
$2,378.00 and our net worth as of 8-31-02 was $47k. There was a correction
in the budget due to the additional expenses for insurance. There is a
report on the finances in the monthly meeting material.
Earl Yim gave the ARC
report stating that views were becoming a problem due to the Bayview Village
trees growth as they are blocking the views of TLV homeowners. He said that
he notified Bayview and their Board’s policy is to not touch anything. He
has filed a petition with the SBC and has not heard back from them. He said
that we need a resolution on this issue quickly because the trees may
eventually affect other homeowners. Within TLV, if a homeowner wishes to
improve a view, after gaining ARC approval, it will be their responsibility
to pay for removal of the obstruction unless others who are impacted choose
to participate with payment.
Jim Richards gave the
landscape report. There was a problem with the timer at the entrance. It
was discovered that the timer does work but it was not regulated. It is now
regulated to run two days a week. Both landscape contractor provided proof
of insurance for their workers and this in on file in our minute’s handbook
for 2002-03. The quality assurance committee has held its first meeting. A
report is being prepared and will be reviewed at the next meeting of the
landscape committee, then presented to the vendors for concurrence. Pruning
is almost completed and should be done by the 30th. There will
be an annual cleaning of the common areas and new growth alders and shrubs.
Jack Piper gave the
communications report. The Teal Squeal will be put together for the next
meeting. It will be out every other month. The web site for the
association is not yet up and running but is in the works to be completed.
Lynn Gauché gave an update
on the streetlight. She talked with Sally Smith who was involved with the
negotiations for the streetlight. She stated that the light is located
right where it was negotiated to be. To have the light moved is extremely
expensive. It is the height it was negotiated to be and the style is the
same. The expense of the lighting is shared with the Fairway’s association
and Sally Smith agreed to accept a bill from us for back-payment. Janet
Hanz reported that she spoke with Terry Duff Jefferson County’s Public Works
who informed her that PLA had not received proper permits to install the
light and he would be contacting PLA. Lynn Gauché agreed to write a letter
to Greg McCarry stating that TLVA was under the impression that the light
was properly permitted when we agreed with Fairway to take over maintenance
of the light after installation. The letter will also state that TLVA is
not responsible for any costs associated with rectifying the permitting
situation.
Lynn gave an update on the
CC&R and Landscape Review committees. Both have been formed. Dave Bobanick,
Bev Browne, Dan Klinenberg, John Forte, Bert Goldstein, Joy Olsen and Don
Olsen are on the CC&R review committee. The landscape review committee is
Bill Browne, Deanna Richards and Carol Tipton. Bill Browne is heading the
LRC and Dave Bobanick is heading the CC&R review.
The CC&R Review Committee
will meet within the next week. The committee asked the Board for
recommendations of areas within the CC&Rs to address. The Board’s
recommendation was to first address areas having to do with Board
responsibility and authority, the landscaping section in article 4 section
5and the specific definitions of maintenance terms. Lynn made it clear that
the Board would not participate on either committee however would be glad to
provide clarifications as needed. The Board is looking to the committees
for recommendations
The Landscape Committee
provided a report to the Board. Bill Browne stated that the committee had
reviewed both vendor contracts and he gave a read out with recommendations
for the future. Copies are available within the minutes of the meeting.
The report was turned over to Jim Richards and a recommendation was made to
include appropriate feedback from this committee within the context of the
Quality Assurance Process and future landscape committee/contractual
planning.
Lynn addressed the letters
from Jerry and Carol Saber regarding the Annual Meeting Ballot Complaint
regarding the budget and fees vote. They felt that the issue of the budget
and the increase of dues should have been presented separately on the ballot
with the first vote being for a fee increase and then the budget approval.
Carol stated that the ballot was confusing and should have been done
differently. She stated that the vote was in violation of the CC&Rs. She
stated that her concern was not for her but for the whole association to
protect the CC&RS. Lynn read the material that was sent to all homeowners
prior to the election. That material clearly showed that there would be an
increase in the dues to support the budget as presented for the fiscal year
2002-2003. Jack Piper made a motion to hire an attorney who is licensed in
the State of Washington and familiar with Homeowner Association Law and
CC&RS and that the Board should abide by the attorneys opinion in this
matter. The purpose would be to review the CC&Rs and the Annual Meeting
Package with both ballots to ascertain if they were in violation of the
CC&Rs. The motion was seconded and there was a discussion as to a further
discussion by the homeowners. The vote was called for and was approved
unanimously.
New Business.
The confirmation of Fran
Wickeham as a new Board member was postponed since he was not present at the
meeting.
There was an update on the
TLV record keeping. Lynn Gauché stated that TLV is the only association
that keeps their records at the Bay Club or in a public place. The Bay Club
has informed TLV that they are running out of space and we must find
somewhere else to store the records. Since the Board and Community want to
keep the records easily accessible to residents, it was suggested that the
old records be taken out and stored elsewhere-leaving current records
available at the Bay Club. It was stated that the records must be kept
forever and Lynn stated that she would try to find a place to put them.
The complaints from Dick
Moser were tabled, as Mr. Moser was not there. Lynn briefly went over his
complaints and gave and over view of the Board answers. Lynn also stated
that no one Board member would answer complaints without involving the other
Board members to insure a majority opinion. Mariko Hunt’s complaint
regarding executive session meetings of the Board was clarified. In fact,
the meetings referred to as “executive” in the Teal Squeal were budget
preparation work sessions to get ready for the annual meeting. The by-laws
and CC&Rs clearly state that the Board can conduct special work
sessions/meetings with a three-day notice to the other Board members only.
Lynn also stated that the Board did not want to have secret meetings but
there are times that the Board members need to gather and share information
to be prepared for upcoming Board meetings. In the future in order to be
more inclusive, the Board will conduct work sessions, whenever possible,
just prior to the Board meeting and on the same day. The sessions will also
be posted on the Web Page when it is up and running. The work sessions will
be held at the Bay Club so that anyone wanting to attend may do so.
There was a concern that
there was not a quorum present at the Annual Meeting. Lynn explained that
with the homeowners present to vote along with the proxy ballots received
prior to the meeting, there was, in fact, a quorum voting on the issues
presented.
The annual audit was
brought up again. Bob Duncan explained that at the annual meeting there was
a general agreement that we should do an internal audit this year. Bob has
gathered the information that supports the financial processes and providing
the data for transactions last year showing there were no improprieties. He
also explained that he has reported as required by State Law. At the annual
meeting it was overwhelmingly approved that an outside audit should be
waived. Bert Goldstein stated that there were sufficient homeowners to pass
the waiver. It was suggested that a committee be appointed to review the
finances. The Board called for volunteers to do an audit or to hire an
outside entity to do the audit. It was recommended that Roger Buck be
contacted to head up such a committee.
The floor was opened to the
homeowners.
Jerry Saber restated his
and Carol’s opinion that hiring an outside attorney was not necessary and
that Carol’s advice to hold another vote should be taken.
Patricia Bolquerin
questioned why the Board did not go along with Ms. Saber’s advice.
There was a lively
discussion at this point by a few in attendance regarding the Board decision
to contact an attorney specializing in Homeowner’s Associations and that the
Board could always get “a hired gun (attorney)” to support its view of the
balloting process. The Board stated that they would be using the same
attorney that South Bay and Bay View uses, someone familiar with the
background of our community and with in-state experience in laws governing
HOAs. It was noted that Carol’s experience was in another state and with
entirely different specializations. The Board also stated that the costs
would be minimal and that if that proved not to be the case another approach
would be taken.
Since Fran Wickeham came in
during the meeting, Lynn reminded the Board that we had been looking for a
Board member from Crestview to broaden our representation. She asked Fran
to introduce himself and speak briefly about his experience. Fran shared
his background with the Board and resident’s in attendance. A motion was
made to confirm Fran as a Board member at large; it was seconded and
approved.
The meeting was adjourned.
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