(Sunset Elementary Multi-Purpose Room)
Meeting called to order at 7:00 PM by David Bangs, President
BOARD MEMBERS IN ATTENDANCE:
David Bangs
Mark Buick
Susie Carney
Doug McDaniel
Kendra Mills
Fred Riler
Ivonne Thurlkill
Susi Tom
BOARD MEMBERS ABSENT:
Mike Quaranta
HOMEOWNERS IN ATTENDANCE:
There were sixty-one homeowners that registered at the meeting. The sign-in roster contains a complete list of attendees.
SECRETARY – Fred Riler
Fred Riler read the minutes from the 2000 annual meeting, held November 8, 2000. A motion was made to accept the minutes as read. The motion was seconded, then approved by homeowners in attendance.
Mark Buick reviewed his financial report (budget vs. actual) for 11-1-2000 through 10-31-2001.
Special note was made of the following line items:
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Cash Flow |
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FY 2001 |
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Beginning Bank Balance |
$ 44,655.22 |
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FY 2001 Income |
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$ 42,893.76 |
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Total Cash Available |
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$ 87,548.98 |
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Less FY 2001 Expenses |
$ 49,016.28 |
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Ending Bank Balance |
$ 38,532.70 |
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Less FY 2002 Dues Received by 10/31 |
$ 23,100.00 |
Note 1 |
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Unspent Reserves |
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$ 15,432.70 |
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Bank Balances |
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Key Bank 10/31/01 |
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32,483.79 |
Note 2 |
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B of A 10/31/01 |
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6,048.91 |
Note 3 |
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$ 38,532.70 |
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1. This was lower than projected due to later billing date than last year. We still have three outstanding dues from last year. All three homeowners have been contacted. Two have responded with a promise to pay, one has not responded. |
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2. We changed banks this year to increase interest earned on checking deposits. |
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3. We will continue to maintain our old account for miscellaneous expenses such as the tennis program in the summer.
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Mark commented on several line items from the past year’s income and expenses. Comments included:
Ø Income
Dues income was lower than budgeted due to the moving of the billing cycle. This has been done over the last couple of years to bring it more in line with the actual due date for the homeowners dues.
Interest income was lower than projected due to a drop in market rates.
Ø Expenses
Grounds – there was a slight increase from NW Grounds Maintenance.
Paths – the budget had included improvements to the park paths in 2001, but funds were re-allocated for removal of the most dangerous cottonwood trees in the park.
Security – this expense was eliminated as it was felt that very little benefit was received.
Trees – three cottonwood trees at the top of the park (by the NW entrance) were removed as they were identified as very unstable by an arborist.
Tennis – additional income was received from the summer tennis program (net of expenses was $452.00).
A homeowner asked about the tennis court ‘reserve fund’ that at one time had a $6,000 balance. Mark Buick, Treasurer, explained he eliminated the specific tennis court reserve fund because it is really a capital project expense that should be funded as such when needed. The annual budget represents ongoing maintenance expenses.
COMMITTEE REPORTS:
Ø Park and Entrances – Mark Buick
Mark reported on the following:
Northwest Grounds Maintenance has done a very good job maintaining our park and entrances. We are expecting a slight increase in fees for the upcoming year.
Removed the three most dangerous cottonwoods at northwest corner of the park. An arborist reported that all other cottonwood trees are in good shape and offer no threats to individuals or property.
The area along 188th, from SE 44th Way to S.E. 46th, was added to the services provided by NW Grounds.
Replaced all the wood on park benches and tables.
Updated park signs.
Repaired sprinkler heads that had been broken by vandals.
Ø Beach – Mark Buick (for Mike Quaranta)
There were no significant events regarding the beach this year. We did bring in new sand for this summer. Next year we will look at replacing the ropes and floats as well as the slow speed buoy.
Ø Tennis Courts – Susi Tom
Susi Tom reported that there has been repeated vandalism to the gates and locks this past year. Cost of repair has been approximately $800.00. Because of the repair costs and vandalism being limited to only the gates and locks (not to the tennis courts), the Board had decided not to spend more funds on repairs and to leave the courts unlocked for a trial period.
Several homeowners were adamantly opposed to the decision to leave the courts unlocked. They felt the courts are South Cove’s most valuable asset and were worth the cost of protecting. One homeowner suggested the possibility of a completely different lock system – one that would be far more difficult to fiddle with. Another homeowner said she had already noticed an increase in dogs and children with scooters on the courts since they had been left unlocked, and expressed concern about damage to the court surfaces. A homeowner suggested that a more expensive type of lock may be necessary. Another homeowner pointed out that we already have expensive locks and that choosing a different type of lock would involve a huge expense of replacing all the keys.
A homeowner moved that the membership overturn the Board’s decision to not fix the tennis court locks. The motion was seconded by Julie McDaniel, and the motion passed in a hand vote of those in attendance. With this directive, the Board will see that the doors are locked for South Cove homeowner use only.
Ø Tennis Lessons-Susie Carney
Susie Carney reported the tennis lessons were very well received and thanked the community for their participation in last summer’s lessons on our courts. It was reported that the Association earned approximately $348.00 from the lesson fees.
Ø Playground – Kendra Mills
Kendra Mills reported the progress made on the playground. The wood on the benches and surrounding picnic tables were replaced this past summer. Input regarding improvements to the playground were received from homeowners throughout the year via a neighborhood meeting at the playground, the neighborhood web site survey, and conversations with numerous homeowners. Kendra provided a display board showing the playground equipment being proposed for the special assessment. No questions or comments were made about the playground from homeowners in attendance.
Ø Traffic and Speeding – Susie Carney
Susie Carney reported that there was a traffic meeting at her house last May to discuss speed control in South Cove, especially along 192nd. The King County traffic engineer attended the meeting had recommended removal of the double yellow lines, replacing them with reflective 4”x4” squares to mark the center of the roadway.
Since that meeting the county has had different proposals from the one they originally made. There are proposals and counter-proposals between the Association and the county regarding removal of the double yellow lines.
A radar readerboard was obtained by a South Cove homeowner last April./May and used to raise community awareness of the neighborhood speed limit. The goal in 2002 is to have all drivers sign a pledge that they will not speed in the neighborhood so that we will be eligible for a sign from the county that says: ‘Please Drive Safely For Your Children’s Sake’.
Homeowners asked about a permanent reader-radar sign like the one used in Lakemont. Susie Carney reported that the county won’t fund such a sign at this time. Another homeowner asked about speed bumps. Susie reported that the County stated we are not eligible for speed bumps in our community. A homeowner asked about the present proposal from the county regarding the double yellow lines. Susie reported that at this time, the county wants to only remove the double yellow lines from 45th street (Meerwood park area) to W. Lake Sammamish.
Ø Events – Mark Buick
(Due to lack of time and relative importance to other agenda items, the Board recommended this agenda item be skipped. Homeowners agreed).
Ø Communications – David Bangs
(Due to lack of time and relative importance to other agenda items, the Board recommended this agenda item be skipped. Homeowners agreed).
Ø Architectural Review – Fred Riler
Fred Riler reported the Architectural Review Committee had received 30 ARC requests this past year, and reviewed 7 violations/complaints.
The ARC requests consisted of the following:
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Roofing replacements (2) |
Fence replacements (4) |
Shed replacements (2) |
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Deck replacement (1) |
House painting (8) |
Fence painting (1) |
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Front porch / walkway (3) |
New fences (4) |
Window replacement (1) |
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New shed and playhouse (1) |
House remodeling (1) |
Wall planter |
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Room addition over garage (1) |
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Violations and complaints included:
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Air conditioner noise (1) |
Trailer stored without proper screening (2) |
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Boat stored on street (1) |
Storage shed in driveway (1) |
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Vehicles stored without proper screening (2). |
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Fred reported that the committee had personally visited and talked to each homeowner submitting ARC requests this year, as well as talking to neighbors about ARC requests when they would impact the neighbors. This was received very well by homeowners submitting ARC requests. Fred recommended that the policy of personal visits to each homeowner submitting an ARC request be continued by future Architectural Review Committees.
SPECIAL ASSESSMENT – discussion / question and answer period with homeowners about special assessment issues.
Ø Park drainage – Mark Buick
Some homeowners were concerned that drainage seemed to be the Board’s lowest priority because it was allocated the least amount of money in the special assessment. David Bangs reported that the Board also plans to spend funds on drainage from reserves, and the Board is willing to spend up to $20,000 on drainage in total, if necessary, as per the proposed 2002 budget. If the special assessment does not pass, we will only be able to afford a smaller project to repair drainage.
Mark Buick reported that the Board does not have a definitive estimate or plan for fixing the drainage at this time. Such a plan needs to be developed based on inspections performed during the rainy season, which has just started. The amount allocated to drainage in the special assessment reflects an estimation of what it would take to repair the existing drainage system.
Ø Playground equipment – Kendra Mills
Kendra had provided a display board showing the playground equipment that was being proposed for the special assessment. No questions were asked or comments made about the playground equipment.
Ø Park pathways – Susie Carney
Susie Carney reported on the plans to repave the park paths, and to widen them to accommodate two people walking side-by-side. Several homeowners commented that they agreed with repaving the paths, but not widening them. They felt that six feet was too wide and that it would distract from the natural landscaping. The homeowners felt that if the special assessment passed, then more community input was needed to decide the final width of the path. David Bangs mentioned that the exact details of the assessment proposals can be altered if necessary on the basis of additional community input on the projects.
Ø Planting island curbs – Susie Carney
Concerns were brought up regarding the curbing, and destruction of the curbing caused by garbage trucks. Susie reported our options:
1) Do nothing
2) Homeowners who live on the side and back of planting islands could bring their garbage cans to the front of the planting island. In this way, garbage trucks don’t have to go around the island. A cul-de-sac in South Cove is currently doing this and damage to the curbs has been eliminated.
3) The curbing, included in the special assessment, is supposed to be more resistant to tire damage as it is 10” wide, by 5” high. We could get stronger, steel-reinforced, curbing (similar to what is used at parking lots for wheel stops), but the cost would be at least $21,000.
4) Make the islands smaller. It was felt the islands would not look good because the existing and new asphalt would not blend well. In addition, the Association would have to pay for the construction. A homeowner reported that the garbage company paid for damage to their curbing, but with new damage they haven’t even returned phone calls. Another homeowner reported that he felt the best option was for homeowners to move their garbage cans, because damage is inevitable as garbage trucks are bigger now.
Fred Riler announced the outgoing board members -- David Bangs, Mark Buick, and Fred Riler. Running for their open 3-year positions are David Bangs, Mark Southern, and Cynthia Murphy. Fred introduced David, Mark and Cynthia, and each gave brief comments why they are running for South Cove Board positions.
Fred Riler introduced the issue of the Board submitting a recall initiative for one of the Board members, Ivonne Thurlkill. All eight Board members had signed a petition asking Ms. Thurlkill to resign due to what the Board has felt is an argumentative attitude. In addition, Fred reported that Ms. Thurlkill had missed 5 out of 11 Board meetings this year, and her contributions to committee efforts was minimal. The Board felt that due to these issues, a recall of this Board member was in the best interest of the Board, its committees, and the Homeowners Association.
Mr. and Mrs. Thurlkill both addressed the homeowners and discussed their issues with the Board, including a fence they had built, despite the fence request being denied by the Architectural Review Committee and the Board. There were some questions from homeowners about the fence, seeking better understanding of what the issue was all about. After discussion, a homeowner commented that there appeared to be two separate issues being discussed. One was the fence and the litigation that has been initiated by the Association against the Thurlkills. The other was the recall issue. The homeowner asked that we leave the fence out of the issue and address the recall.
Fred Riler reported that there needed to be 60% (173) homeowners voting to validate the special assessment vote. There were 180 votes (70.5%); 127 homeowners voted in favor of the special assessment, 53 voted against the special assessment.
There being the required quorum and necessary votes in favor of the special assessment, the measure was passed and a $200 special assessment per home will be levied to cover playground equipment, park drainage, paths, and planting island curbs as described in the November 2001 newsletter. Payment of the assessment will be due March 1, 2002.
Mark Buick reviewed the proposed 2002 budget. Income is projected to be $53,315; expenses projected at $50,041; a net gain of $3,274. Please refer to the complete budget for detailed information. Key line items that were discussed are noted below:
Ø Expenses
Grounds – a small increase is expected from our vendor, NW Grounds Maintenance.
Entrances – we are budgeting an additional $2,000 to upgrade the entrance landscaping at SE 44th Way.
Planting islands – Mark explained that 10 homeowners had submitted the prerequisite petition, per our Covenants and by-laws, asking the Association to take over this maintenance. Fred Riler explained the intent of the petition was an effort to improve the community. The planting islands reflect on our community in the same manner as do the entrances. Some planting islands are well-maintained, others are in very poor condition. NW Grounds Maintenance had provided a cost estimate of a one-time expense of $1,120 for cleanup, and $250 per month for ongoing maintenance (less than $1.00 per home per month) to maintain all sixteen (16) planting islands. After discussion, homeowners voted to approve this expenditure as part of the 2002 budget.
Tennis Courts
Doors and Locks – additional expenses are projected for the repair and upgrading of the doors and locking mechanisms. $800 has been budgeted. It is estimated that within two years the tennis courts may need resurfacing. It will be determined at a later date whether the annual budget can fund the resurfacing, or whether a special assessment will be necessary.
Tax and Legal – $3,000 is being budgeted for tax and legal. The Board is planning to work on the covenants and by-laws to bring them up to more current language, and removing some ambiguities. A homeowner asked for clarification as to how the Association is
planning to pay for the litigation that has been initiated against Mr. and Mrs. Thurlkill for a fence that they installed despite Architectural Review Committee and Board of Director denials. David Bangs explained that an individual homeowner was providing the funding. The homeowner was in attendance and discussed the issue and their desire to assist the Association financially.
After Mark completed his review, a motion was made and seconded to accept the proposed 2002 budget as presented. The proposed budget was approved.
RESULTS OF ELECTION OF OFFICERS – Fred Riler
Fred Riler reported that of the candidates running, the three with the highest votes will fill the open positions. The following were the vote results for board elections:
Ø Mark Southern – 163 votes
Ø Cynthia Murphy – 161 votes
Ø David Bangs – 151 votes
There being no other candidates, Mark, Cynthia, and David were voted (in that order) by the Homeowners Association to fill the three open Board positions.
MEASURE TO RECALL BOARD MEMBER IVONNE THURLKILL
Fred Riler reported that at least 20% (58) of the homeowners needed to vote for a quorum on this issue. There were 171 votes (59.1%); 131 votes were in favor of the recall; 40 were against the recall. There being the required quorum and necessary votes, Ms. Thurlkill was recalled as a Board Member.
Mr. Thurlkill made a point-of-order that the vote required a simple majority of the Homeowners Association (with 289 homes, this would require the majority needed to be 145 votes to approve the recall). Another homeowner also asked for clarification on the quorum requirements necessary to remove a Board member under Article V, section 3 of our By-Laws, which reads "Any director may be removed from the board, with or without cause, by a majority vote of all the Members of the Association."
David Bangs explained that the quorum requirement of 20% is detailed in our By-Laws. Article X, section four reads:
Section Four: Quorum: Unless otherwise specifically provided in the Declaration, the presence at a meeting of Members or proxies entitled to vote or cast twenty (20%) per cent of the votes of the membership shall constitute a quorum for the purpose of adopting any matter voted upon by the members unless a greater proportion is required by the Declaration, the Articles of Incorporation, or these Bylaws.
There being no further business, the meeting was adjourned at 9:45pm
Respectfully submitted,
Fred Riler, Secretary
South Cove Homeowners Association