The meeting was called to order by President Frank Samuelson at 9:39 a.m. The meeting was at the pool.
Board members present included Frank Samuelson, Mike and Deirdre Willemsen, Eugene Bartee, Jeff Lindevald, Jan Turner, and alternate Gaylord Blackburn. Everett Cockshott was absent. Two board seats are vacant. Also present was Administrative Assistant Sera James.
Two guests were present: Pete Molesworth and Alice Taylor.
The minutes from the previous meeting on May 8, 2004 were reviewed and approved as submitted. Mike moved, Gene seconded. So moved.
The treasurer's report was reviewed. No news regarding Tapia regarding the arrears, transfer income was up. All current bills are paid and all checks have been deposited. Approval to accept the Year To Date Budget was accepted by Jan Turner - seconded by Deirdre Willemsen. So moved.
Discussion regarding upcoming yearly membership meeting when any changes will be voted upon. All changes will be discussed and/or reviewed during the July meeting, which has been changed to July 10th for allowance to send all changes to members 30 days before being voted upon. Motion to accept the change of date for the July meeting were made. Jeff moved, Jan seconded. So Moved.
The changes that were discussed were as follows:
Mike Willemsen has recommended nomination of Alice Taylor to the Board. The Board is short two members and she has been attending meetings for the last four to five months and is interested in adding her views and experience to the Boards endeavors. Mike moved, Deirdre seconded. Vote was favorable. She will run again in September in front of the general membership.
To defray increasing costs, removal of the discount to members that pay in full at the beginning of the year has been recommended. To replace the incentive to pay the dues and lot cleaning costs in full at the beginning of the year, there will be a charge of $2.50 per quarter to defray the cost of quarterly billing, the charge to be applied to each quarter that they are billed. (i.e. if paid in full before April 1st, there will be no additional charge, however, if paid in full before July 1 the charge would be $2.50; if paid in full before October 1 the charge would be $5.00 for the third quarter, and $7.50 for the fourth quarter, if paid in full by end of year a charge of $10.00 would apply-hence, $2.50 for each quarter billed). There will be an additional $5.00 late fee charged per quarter for each billing that is not paid by the day following the quarter that it was due. (i.e. the first payment is due by March 31st -if not paid on or before March 31st they will accrue a $5.00 late fee for that quarter the same goes for any payment not received by July 1st for payment of the second quarter and October 1st and January 1st will both accrue $5.00 each quarter accordingly). Late payment charges will be added to any and all quarterly billing charges. Any hardship cases will be graciously heard and reviewed by the Board.
Jan Turner made a motion that we advertise for Homeowner's Association Board members on Comcast's CCTV station - channel 7 for anyone interested in being on the Arnold Lilac Park Homeowners Association board. Costs for such advertisement should be free since we are a non-profit organization, Jan will look into the costs and contact CCTV. Mike moved, Alice seconded. So moved.
Bike ramp situation was brought up by Frank Samuelson and he stated that while the common area is no longer an insurance issue however it still is not cleaned up to the ambiance that it was prior to the unauthorized renovation. Board gives until next meeting before outside assistance is called in and costs will be charged to responsible parties. Motion made, Jan moved, seconded by Eugene. So moved.
Review of the lot fees and costs were made. Administrative Assistant to call anyone that has not made any payment to date and verify that address that billing is going to is correct and determine if any hardship cases need to be addressed by the board. Frank is to handle Dolio (lot 70) and Brown (lot 74) personally.
Gene Bartee motioned that we create a website for ALPHA and that all minutes are posted each month and updates made as needed. Cost per month will not exceed $20 and cost for mailouts will decrease significantly. Board recommended that this be added to changes that will come before the general membership for a vote.
Jan Turner reported that Lot 103 not only has an authorized fence around the lot but also that they have added bamboo to the fence in an assumed privacy measure. Fencing a lot is outside the bylaws and CC&R's and needs to be removed. Gene Bartee knows the renters of the lot and will discuss this with them personally.
Soda machine at the pool is to be removed and sent back with the distributor. Costs are too high and maintenance is too troublesome. Frank volunteered to bring up sodas, candy and anything else requested via Costco and keep the costs down. In the interim if supplies are needed Peter Molesworth will restock from purchases at Big Trees. Jan Turner to fill in for Costco runs if Frank is not able. Jan moved, Alice seconded. So moved.
Reviewed the pool supervisor and the attendants time and duties. Sign in sheets are being created, time sheets are being created and utilized, inventory of soda/candy are being created and utilized, guests of members are to be charged $1 per person, pool is not to be covered back up on Mon and Thur nites so Gaylord can clean pool on Tues and Fri mornings.
Frank and Mike are calling pool companies and water department employees to determine who has access to a "leak detector" for the pool as it is currently leaking and needs to be handled. Results to follow.
VIP report - Mike went out and tagged five lots with notices - all responded favorably however one of them did not bring their lot up to code and will be second noticed. Frank viewed 32 lots and gave out 7 notices - all responded. The VIP program seems to be working.
Pete is going to show the attendants how to shut off the main pump valve in case of emergency. Under no circumstances is anyone except Gaylord, Frank or Mike to turn the main pump valve on, due to safety.
General information: Pete is about to finish the bathroom walls and ceilings; Sign denoting that NO diapers in the pool is to be purchased; Debris from Grizzly station dumpster has been settled; Pro-Solutions costs have still not been received - now on vacation, Frank will get as soon as they are back; Pete to purchase hotdogs for the July 4th celebration and play head chef.
Meeting adjourned 11:25 a.m.
Board wishes each and everyone a safe Independence Day celebration and we look forward to seeing you at the Labor Day Membership Potluck.
Respectfully submitted,
Sera A James
Administrative Assistant
Edited and Published by Eugene G. Bartee