Teal Lake
Village Homeowners Association
Board of
Directors Meeting
Work Session:
The work session began at 2:30 PM at the Bay Club. All
board members were present. President Gauche asked if there were any other
items to be added to the regular board meeting agenda. She stated
that she was going to add some items under old business. Tim Perry stated
that he had some items for new business and was asked what they were.
He added three new rules for consideration and a
rewrite of section 7.3 in the CC&Rs to reflect the annual assessment in
regard to the three levels of cost in assessing for different levels of
landscaping. Jim stated that there was also a fourth level and that would
be if the homeowner did not want any landscaping at all. Tim explained that
if we do the change to the CC&Rs there would have to be a vote at the annual
meeting which would require a 67% vote by the homeowners. Fran Wickeham
asked what the quorum would have to be for that vote. Tim stated that it
would be required that it be 67% of the total membership in order to change
the CC&Rs. Lynn explained that the package to the homeowners for the annual
meeting has to be postmarked by tomorrow so that vote could not occur at
that meeting. It could be done at the next Town Hall meeting.
Bob Duncan stated that as of yet the board has not
approved the annual budget for next year and that should be on the
agenda also. He said that there are a few changes but nothing big. Lynn
said that the financial report could be used to cover the financial
business.
Tim asked if there were going to be any corrections to
the minutes before presentation at the regular meeting. There was
one correction regarding the annual meeting financial report and the minutes
reflected that Bob Duncan would be presenting it. It should read that Lynn
Gauche will do the presentation.
Lynn wanted the board to take a look at the annual
meeting packet that will be going out to the homeowners. She called on
Bob Duncan to go over the budget items in the packet. Bob said that he had
to copy some items and left the meeting.
Jack Piper requested that the board members check out
the Association web site and give him feed back on it. Jim Richards
said that he had pulled up the site and found weird pictures on it. Jack
said that he would check it out.
Bob returned and handed out the financial
information. He explained the year to date execution and the page
showing the differences. He said that he had changed the posting date of
the interest earned and in landscaping there were some increases that were
skipped last year. There were several other minor changes due to the
inclusion in taxes on bids. Bob then walked the board through the annual
budget for next year.(See financial information in Meeting minutes and
homeowner packet)
Bob explained the internal annual audit and read
the report to the Board. It will be voted on during the regular meeting.
There were no questions regarding this document. Lynn suggested that the
report should be disseminated to the homeowners and that we should put it on
line with the Teal Squeal. We should not be printing the Squeal out but
rather should post it on the Village web site and not hand it out.
The board then took a look at the suggested new
rules. Tim Perry stated as requested he put together three new rules.
The rule regarding mail boxes and Tim said that the rules are just to
clarify the rules and put down the most common problems in a central
location for easy access. The parking regulations rule caused some
discussion as to where the rule should apply. After discussion it was
determined that the rule was not clear and was set aside. The proposed rule
regarding signs was set aside until the South Bay Board deals with signage
in the entire South Bay Area.
Fran Wickeham stated that he wanted to make it clear
that he had fulfilled his obligation to serve one year as he was appointed
not elected. Lynn stated that she would make it clear at the meeting that
Fran was not just bailing out after being elected.
It was discussed that the regular meeting is scheduled
for one week after the annual meeting and we should probably suspend that
meeting. It will be discussed and voted on at the regular meeting.
Regular Board Meeting:
The Board meeting was called to order by President Lynn
Gauche at 3:30 PM. Board Members present were Fran Wickeham, Bob Duncan,
Doug Schiebel, Jack Piper, Jim Richards, Tim Perry and Lynn Gauche.
Homeowners present were Dorothy Phillips and Dick Padilla.
President Gauche reviewed the agenda and added to old
business; update on delinquent homeowner dues, Cable TV refund update, new
rules for consideration, change in CC&Rs, and packet for homeowners
regarding the Budget for the annual meeting.
Lynn called for the review of the minutes of the
last meeting. Tim Perry stated that there had been one change in the
minutes. He stated that the name of the person to present the budget at the
annual meeting was changed from Bob Duncan to Lynn Gauche. A motion was
called for and Fran Wickeham made a motion that the minutes be approved as
edited and Jim Richards seconded. There was no discussion and the motion
passed.
Bob Duncan made the Financial Report. Bob
started with the report from Garth Lindsey on the annual audit of the
Association Finances. Tim Perry made a motion to accept the annual audit as
written, Fran Wickeham seconded. There was no discussion on the motion and
it passed. Bob stated that the final budget up to 7/31/03 showed that our
total net worth was $63,500.62. The interim budget through 8/28/03 showed
that our net worth was $53,535.14. (see budget reports attached to these
minutes.)
Jim Richards gave the Landscape Report. Jim
explained that he had asked his committee members to do an unofficial survey
of homeowners to ascertain what level of landscaping they would prefer. He
also stated that he had asked Tim Perry to draft a change to the CC&Rs to
reflect and multi level annual assessment to homeowners based upon the level
of service they wish. He said that there is a fourth level to consider and
that would be non-of-the above for those folks who did not want to have any
landscaping done. He explained that it would an added responsibility on the
landscape committee and Association to assure that those homeowners who
opted out would keep up their own landscaping. It would be incumbent on the
association to contract with a service to do the landscaping on those
properties and then charge the homeowner for the work. There are some who
are promoting the opt-out option and we need to have an answer. He
explained the three levels being considered. He has checked with the
treasurer and it would not be a problem to bill differently depending on
which level is desired. There was discussion regarding the policing of the
opt-out option and the idea of maybe doing it for one year to see if it
works would be feasible. Dick Padilla gave some background information for
the board’s consideration. Lynn asked about the landscaper’s ability to do
the multi level process. She said that there needs to be an exact cost of
each level so the homeowners knew what they would be paying. It was decided
that a formal survey should be done to ascertain how the homeowners feel.
Lynn asked for a motion to decide how many levels
should be included in the survey. Bob Duncan made a motion to add
the fourth level to the survey, there was a second. A discussion regarding
what services would be mandatory and Tim Perry read the current language in
the CC&Rs. There was a question regarding weather this subject would be
brought up at the annual meeting and the answer was no. It could be done at
a Town Hall meeting in the future. The question was called for and the
motion passed.
Jim continued with outlining the problems that had been
reported so that the board would be aware of the types of complaints he was
getting. The weeding has been completed front and back. The landscaping
crew takes part of the day and they all weed.
Doug Schiebel gave the ARC Report. He stated
that he had approved four requests for improvements and sent one to the
SBARC for review. He sent a letter to that homeowner explaining why that
was done.
Jack Piper gave the Communication Report. He
said that the Teal Squeal went out on time. He said that the approved
minutes and the annual audit will be on the site.
Fran Wickeham gave the Village Liaison Report.
He stated that there was just basic information (President Gauche left the
meeting to start some copying) PLVC is focusing on the Jefferson Co.
Commissioner election. They are hosting a meeting of the candidates so that
the residents have the opportunity to listen to and ask questions of the
candidates. Another issue being studied is the fund raising effort via a
Port Ludlow Visa card of which 1% of the charges would be kicked back to the
PLVC. The effectiveness will depend on how many residents apply and how
much they use the card.
Old Business:
Lynn brought up the subject of the annual meeting
packet. Tim Perry made a motion to accept the packet to be delivered
to the homeowners, there was a second. Bob Duncan stated that there would
have to be a motion at the annual meeting to waive the internal annual
audit. Lynn called for the vote and the motion passed.
The letter regarding the interest owed was sent out and
explained how to do the payment. Bob said that the delinquent homeowner
has paid his late dues and fines but has not reimbursement the association
for the attorney costs. Lynn stated that she would send out a letter to the
homeowner requesting payment.
The three new rules were brought up and it was
decided to table two of them. The one rule for board discussion was the
rule on Mailboxes. Tim Perry read the new rule and explained its purpose.
Fran Wickeham moved that the new rule be accepted and Bob Duncan seconded
the motion. The vote was called for and the motion passed on rule
#4.
A discussion took place as to who maintains the
kiosks. It was determined that the maintenance was to be done by block
volunteers.
CC&R rewrite was discussed. This rewrite was
for the multilevel landscape services annual assessment. It would change
section 7.3 in the CC&R.
Tim Perry moved that the board accept the proposed
annual budget as presented by bob Duncan, there was a second and the
motion passed.
New Business:
The subject of the October regular board meeting
was broached. After discussion it was determined that the regular meeting
would be cancelled as it would be right behind the annual meeting.
Lynn has been notified that the November meeting
location will have to be changed. She said that she would find another
location and let the board know where that will take place.
Lynn questioned the removal of trees along the
street beside her home. She stated that she was not consulted and would not
agree to that. Doug Schiebel explained that that project has been tabled.
There was a question regarding the approval of a fish
pond in the village.
The meeting was adjourned at 4:50PM.
The Meeting was reconvened at 4:52 to discuss the
fish pond that was approved. Tim Perry called the meeting to order in
the absence of Lynn Gauche. Tim was concerned that although the ARC is able
to approve changes to Teal Lake Village where there is a precedent for the
change, when there is not a previous precedent it should be reviewed by the
board. He felt that the ARC cannot be autonomous when dealing with new
changes. Fran explained the pond application and that he felt that the ARC
should be autonomous. Tim Perry stated that he disagreed that the ARC
should be autonomous but should be answerable to the Board of Directors.
Fran made a motion that the board approves the application for the
fish pond. Bob Duncan stated that he felt that under certain conditions the
Board should be able to review decisions made by the ARC if necessary.
There was discussion regarding what precedent this decision would make. The
vote was called for and the board approved unanimously the decision to allow
the fish pond. The meeting was adjourned.
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