March VDL HOA Board Meeting Minutes Saturday, March 5, :39 AM

Transcription

1 I. Call to order at 9:39 am II. III. IV. Roll call Gary Mansell, Ken Johnson, Phil Tracey (conference call), and Oliver Kurani of 3Stripe (conference call) Review of Agenda Approval of Minutes from Last Meeting A. The Board approved Meeting Minutes for January 16 on January 29, 2015 by vote. V. Treasurer s Report VI. VII. A. Current Expenses and Income - we are running under budget, see 3Stripe website for financial reports. B. Owners of four lots are currently behind on paying quarterly assessment, but none of the owners is more than 60 days overdue - no collection action taken. C. By vote, the Board agreed to have Gary Collins purchase twelve new lounges from Costco for $98 plus tax, which is only $20 more than the cost of repairing the old ones. We will be offering the old ones for sell in the upcoming newsletter. If we sell for $20 apiece, we will be within the furniture budget. D. Ken Johnson made a motion to accept the financial report except for the way the indicated category for janitorial and landscaping expense 3Stripe will correct the category of the janitorial and landscaping expense. Phil Tracey seconded the motion passed, and the motion passed. Secretary s Report N/A Committee Reports A. Architectural Control Committee B. Building and Grounds Committee - not present. Gary Mansell provided the following updates: 1. Rainwater Runoff Control Project at west common area is nearly complete. There is some incidental damage at areas near the construction that we will expect Jose to repair. Ken Johnson will send an to Gary Collins to request repairs by Jose. 2. Gary Collins has picked up twelve new lounges for the pool area. These lounges will replace the worn and torn existing lounges. 3. Gary Collins will request proposal from Lakeside Heating for providing a programmable thermostat in Clubhouse. This will allow users of the clubhouse to reset the temperature for a few hours in lieu of locking up the thermostat. Page 1 of 1

2 VIII. 4. By vote, the Board has agreed to remove the propane tank, since it is no longer used for heating the pool. Oliver Kurabi stated that 3Stripe has notified AmeriGas to remove the tank, and we are waiting for a date when they will remove it. C. Financial Committee (Not active) D. Membership Committee Chairperson not present E. Social Committee Chairperson not present F. Development Committee see section VIII A. G. Special Committee for RV Storage Area Chairperson not present Open issues & Standing Agenda Items A. CC&R Revision Status: a former VDL HOA Board had retained attorney John Groen to complete the negotiations with the county and process a revised CC&R document. John Groen who is a land use attorney was a partner in the Groen, Stephens and Klinge law firm, which had offices in both Bellevue and Leavenworth. However, Mr. Groen is no longer with this firm, and the firm is now Stephens and Klinge serving the Puget Sound area. Mr. Groen is currently practicing in public law in lieu of private law. Attorney Charlie Klinge has taken over our land use case, and the VDL Development Committee met with Charlie Klinge to discuss next steps in resolving the issues with Chelan County. He recommended against changing the existing CC&R document until negotiations with the County are complete. He also recommended using an attorney in Chelan County who is familiar with the individuals and processes in the Chelan County; he recommended an attorney in Chelan County. Charlie Klinge will assist the attorney in Chelan County. There was a meeting with the attorney recommended by Charlie Klinge, and he is reviewing the revised CC&R documents as reviewed and marked-up the HOA attorney, Hearing Examiner s documents, and documentation created by John Groen. More information will be available at the next Board meeting. B. County Negotiations Status see VIII B. C. Owner s Complaints - none D. Costs for documentation required when selling VDL property Oliver Kurabi will provide an article for the newsletter that will explain the cost and process for owners selling their VDL property. E. Pool 1. The Board created a Pool Committee in name. A budget for this committee will be included in the budget for the next fiscal year. The Board and 3Stripe will define the roles and responsibilities of this committee. This committee must also be added to the By-Laws. Page 2 of 2

3 IX. 2. New pool sign for next season: "No Lifeguard in Attendance must be changed to reflect the additional hours for children and other changes. Gary Mansell will submit wording for the sign at the next Board meeting for Board approval. Oliver Kurabi will then obtain bids for the new sign. 3. Secure pool: a cypher lock similar to the one on the clubhouse and laundry building is under consideration. A vote on the cypher lock is postponed until the next Board meeting. 4. For the upcoming pool season, the Pool Committee would schedule for the cover removal and pool service as well as identify maintenance and repairs requirements. Until staffing of the committee is complete, 3Stripe and Building and Grounds Committee will ensure services are contracted and scheduled for the upcoming season. F. Grounds maintenance: Gary Collins counted approximately 30 arborvitaes in need of replacement or planting. Chelan County requires VDL to maintain arborvitaes as a screen along the south perimeter. There s a 5-foot wide community owned strip along this fence for access and maintaining of the shrubs. G. Consent Letters for Using Notifications: only a few owners have provided consent letters. The upcoming newsletter will make another request for owners to submit their written consent to ed notices. H. Emergency contacts: every owner should provide emergency contacts. Newsletter article will make another request. I. Recommendations from Lakeside Heating (not addressed) J. Billing by vendors and contractors: 3Stripes to request vendors and contractors to bill monthly. K. Report on review of the VDL s Rules of Enforcement Policy : This issue postpone to next meeting. Gary Mansell will provide Word document for Board s review. New business A. Projects for spring and summer: Oliver Kurabi will work with Gary Collins for bids to do the following work: 1. Painting of common buildings 2. Painting of pool fence 3. Cipher lock for pool gate 4. Repair of pool fence and gate Page 3 of 3

4 B. RV Storage Area: March VDL HOA Board Meeting Minutes 1. The existing RV Storage Lot will be designated as RV Storage Lot 1; the new lot north of Lot 82 will be called RV Storage Lot 2 2. Jeff McCann has asked for guidance from the board regarding renting space in the storage lots. Gary Mansell will put together a list and submit it to the board for review and comment. The following were identified as possible improvements to create more spaces: a. Redesign of RV Storage Lot may include two more storage spaces b. Ensure at least one space for short parking of guest s RV is available. c. Complete work on RV Storage Lot Oliver Kurabi recommended updating rules for the RV Storage Lots and implementation of a lease agreement with an effective date. C. Replacement of perimeter shrubs: Building and Grounds Committee to request bids from Nunez Construction who is presently provides landscaping work. D. Irrigation system modifications E. Preparation for June 4 th General HOA Meeting 1. 3Stripe will USPS mail the notification of the General meeting to HOA owners. 2. 3Stripe will provide the Board with a draft budget for the upcoming Fiscal Year on March 15 th. The Budget will be USPS mailed to HOA members by April 30 th. a. The Attorney fees budget is $10,000 for this fiscal year. $5365 has been spent on review of the CC&R revisions, review of the notification and voting process, and review of the By-Laws. This budget item may need to be increased for next year to complete negotiations with the County and processing of CC&R changes. b. Since there is no one on the Finance committee, the Board will review and approve the budget at the April meeting. Oliver Kurabi will have budget ready by March 15 th. 3Stripe must USPS mail the Budget for the next fiscal year April 30 th to be voted by the HOA members during the General HOA Meeting. 3. Request volunteers for the Pool Committee F. New Pool Committee must be added to Bylaws; Gary Mansell will submit to the Board wording for the revision, which the HOA members will vote on during the next General Meeting. Page 4 of 4

5 X. Off-Agenda Items XI. XII. XIII. A. Bicycle Storage postponed to next Board Meeting. Announcements & Thank You Next Board Meeting Date On April 2, 2016 at 9 am Adjournment Meeting adjourned at 11:49 PM March VDL HOA Board Meeting Minutes Page 5 of 5