MINUTES OF REGULAR MEETING OF BOARD OF DIRECTORS OF THE PROVIDENCE POINT UMBRELLA ASSOCIATION. July 24, 2012

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1 MINUTES OF REGULAR MEETING OF BOARD OF DIRECTORS OF THE PROVIDENCE POINT UMBRELLA ASSOCIATION July 24, 2012 I. CALL TO ORDER The meeting was called to order at 1:30 p.m. by President Bob Sansing. II. CONFIRM QUORUM Directors present were Mike Shane, Dorothy Anderson, Fred Foster, Ruth Perluss, Barbara Stilson, Jan Elmore, Darryl Marshall, Susan Kliavkoff, Joe Hanley (alternate). Bruce Eder was absent. Officers present were Bob Sansing--President, Warren Bowlus Vice President, Ginny Hadd Secretary, Barbara Korte Treasurer. Community Manager Ewert Hilgemann was also present. III. APPROVAL OF MINUTES Minutes of the June 26, 2012 meeting were approved as written. IV. ANNOUNCEMENTS None V. TREASURER S REPORT Budget is staying on track with two variances. The General Maintenance account is running $3,535 over budget year-to-date. ($959 is included in that account for carpet cleaning in the North and South Community Buildings and Town Hall in June). A new line item for the installation of the new irrigation phone system, with monthly expense of about $46 per month, was added in June. Banking fees were compared but current bank (Washington Federal) agreed to lower fees by about 50%. VI. COMMITTEE REPORTS Grounds Committee: Warren Bowlus reported that the Committee met on July 9 for their regular meeting. Because of misunderstandings and misgivings in the community about turf conversions, the Committee will offer a presentation from NLS about this process on September 10, 2012 at 1:30 p.m. in Collin Hall. 1 July 24, 2012

2 The Long Range Grounds Subcommittee met on July 13 to discuss the 2014 Budget; they will meet again on October 19 with better cost estimates available projects are well under way; the proposed 2013 grounds budget has been submitted, and funding from the Umbrella Budget will determine next year s projects. Resident Events Committee: Joanne Eichner reported that the White Elephant Sale is scheduled for August 3, 4 and 5. There was a concert last Friday by the Uptown Low-Down Jazz Band which was well received. Next concert will be August 18 by the Newport Jazz Band, with a Barbecue Dinner also. Emergency Preparedness/ Safety & Security Committee: Paul Brogan reported that there will be a Communication Drill on September 29 to test our state-wide emergency preparedness. Paul also asked residents to be mindful of their driving speed in the community. Telecom Committee: Darryl Marshall reminded everyone that tomorrow marks our conversion to Wave. We will be monitoring our experiences with them, as our contract runs out in We are exploring alternatives for the future. Call them if trouble occurs; they say they are willing and ready to help. Some new equipment is free; others are free for one year. If purchasing Wave phone service, be aware that 911 service will cease 16 hours after a power outage. Marketing Committee: Bob Sansing reported that the Board chose a new logo and accompanying font from the recommendations made by the Committee. Requests for tag lines were solicited from residents; fifty five were received, and the new tag line will be revealed soon. Website ad-hoc Committee: Seven residents completed a brief questionnaire expressing interest in the committee. A chair will be chosen from those; chair will then select the committee. A website designer referred from CBB will make a presentation to the committee, as will DEX yellow pages, both book and internet. They hope to have the website design complete by the end of August. Bob thanked the Logo Ad-hoc Committee, residents who submitted ideas for the tag line and residents who volunteered for the website committee. Real Estate Report: Mike Shane reported that Coldwell Banker Bain, within their first 30 days on site, had 19 new listings plus 5 more coming, 3 sales under contract and will be open daily as of this week. They expect to have a new brochure within the next two weeks and the new sign in front of their office is coming soon. 2 July 24, 2012

3 VII. FACILITIES/ MAINTENANCE REPORTS Ed Ramsey summarized the work order report: 138 completed, 1 pending, 1 delayed and 85 scheduled to be completed as of June 30. Pool plaster restoration has been awarded to Pyramid Pools. Estimated time to complete the work is about five weeks, to begin the first week of September and completed after the first week of October. $39,000 was budgeted and bid is for $31,000. Pool U-V installation has been awarded to Orca Pacific. This work is to be completed at the same time as the pool resurfacing, and is expected to cost $62, 605, as budgeted. Irrigation System Upgrades are proceeding, to make the system fully operational. Tennis court resurfacing is taking place and should be completed by the end of this week, $3,000 below estimate. VIII. COMMUNITY MANAGER S REPORT; Ewert reported that CBB began staffing the sales office last Friday, July 20. There are eight brokers who will rotate on a weekly basis with at least two brokers on the property at all times. Wave Broadband will be switching its programming, effective tomorrow, July 25. Wave will provide up to two palm-sized tuners free to each household which does not have a digital TV. Tennis courts are closed July for resurfacing; pool will be closed September 4-October 5 for replastering; putting green is now open. Grounds: Grass may turn brown in the summer because of lack of rain; but irrigation water is very expensive. Irrigation sprinklers are set to water twice a week, Monday morning or evening in the dark hours and Thursday morning or evening in the dark hours. Pea Patchers: Please keep your gardens weeded; letters will be going out to gardeners whose vegetation is growing into the walkways. Storm Drain Fish Buttons: The Issaquah Office of Sustainability has contacted PMO for approval to attach fish buttons to the concrete curb next to each storm drain in Providence Point. This is to remind people that water entering a storm drain flows to streams, lakes and Puget Sound. Girl Scout groups (with chaperones) will attach these buttons on July Thanks to them for this volunteer effort. Baby Grand Piano: A baby grand piano was delivered to Our Place on July 11. An anonymous resident donor provided the $13,000 needed to secure the 3 July 24, 2012

4 piano. A fund-raising campaign is under way to make donations for reimbursement to the donor. Thanks to Dave Hewett, Carolyn Carson and Margaraet Moore of the Piano Ad-Hoc Committee for arranging this. RECESS Eight residents made comments to the Board. IX. OLD BUSINESS Font Modification: Move that the Umbrella Board approve the revised Providence Point font as presented. X. NEW BUSINESS Communications Ad-hoc Committee Chair: Move to appoint Gary Reul to be the Chair of the Communications Ad-hoc Committee. He will select the Committee. Website Ad-hoc Committee Move to approve Jeff Wedgwood to be the Chair of the Website Ad-hoc Committee. He will select the Committee. Age Waiver Request The following motion was made, seconded and passed by 8 for, 0 against and one abstention: XI. ADJOURNMENT Move to accept age waiver request presented by Jeffrey and Tamara Thom. Meeting was adjourned at 3:10 p.m. Next meeting: August 28, 2012, 1:30 p.m. in Collin Hall Respectfully submitted, Ginny Hadd, Secretary 4 July 24, 2012

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