SOUTH COVE BOARD MEETING MINUTES
WEDNESDAY, SEPTEMBER 19, 2001
(At the home of Susie Carney)
Meeting called to order at 7:05pm by Board President David Bangs
Board members in attendance:
David Bangs
Mark Buick
Susie Carney
Doug McDaniel
Kendra Mills
Mike Quaranta
Ivonne Thurlkill
Board Members Absent:
Susi Tom
Other Homeowners present:
Mike Thurlkill
Secretary's Report – David Bangs
There being no quorum for the August meeting, David read the notes taken of discussions amongst the four board members present. A question about insurance covering the vandalism to the 194th planting island on the 4th of July had been raised in the August meeting. David reported that the vandalism to the 194th planting island is not covered by our insurance. The Homeowners Association comprehensive insurance covers the tennis court fence, the tennis court, and playground equipment.
Treasurer's Report - Mark Buick
Mark Buick reported the Association has $21,000 in our checking account at this time. We have spent $40,000 of our $50,000 budget year-to-date. The biggest issue was the cost overrun on the removal of cottonwood trees. The budget was $5,200, actual was $7,000. The overrun was due to additional landscape repair caused by the tree removal. Mark has been able to cover the overrun and maintain
the $50,000 budget through reduced expenses in other budgeted categories.
Also reported was an unplanned expense of $280.71 for repair of the mailbox cluster along S.E. 44th Way that was destroyed when hit by a speeding vehicle. Owner of the vehicle has not yet been identified.
A detailed year-to-date budget/expense report will be provided at the October board meeting, along with the proposed budget for the year 2002.
Special Assessment Projects:
1) Removal of cottonwood trees – David Bangs reported for Susi Tom
Due to concern about the safety of the cottonwood trees in the park, the Association had an arborist examine them. His assessment was that the remaining trees are vigorous and healthy, and recommended against removal or trimming. Based on this analysis and recommendation, removal of cottonwood trees will not be a project included in special assessment expenses.
2) Fixing Drainage in the Park – Mark Buick
Past estimate to repair the drainage system in the community park is $20,000. In order to re-confirm this estimate, the repair company recommended waiting until next Spring when the park is soaked from Winter and Spring rains to determine the extent of needed repairs.
3) Community Park Playground Equipment – Kendra Mills
Due to the age and wearing of the playground equipment, safety concerns for our children suggest it be replaced. Kendra obtained three quotes for removal and installation of new playground equipment. The prices vary by type and quality of material, as well as warranties. The following prices include installation and removal/disposal of old equipment:
Big Toys = $32,400
Pacific Outdoor Products (wood) = $17,900
Pacific Outdoor Products (steel ) = $23,300
4) Repaving Community Park Paths – Susie Carney
Repairing existing paths, repaving, replacing damaged areas, overlay, sealant, and widening to
6 feet = $10,400 to $13,000
Replacing existing paths with new 6 foot wide paths = $16,000
5) Repairing Curbing Around Planting Islands – Susie Carney
The vendor estimated there are approximately 600 feet of broken curbing around the 17 planting islands in South Cove. He provided two estimates:
Patching island curbing = $5,200
Complete replacement of island curbing = $6,611
Mark Buick moved to have a special assessment be the funding method for these projects, and that the special assessment be $250.00 per home, to be paid at a rate of $125.00 per year for two years. After discussion, the motion received six (6) approvals, no disapprovals, two (2) abstentions.
David Bangs, Doug McDaniel, and Fred Riler will work on developing communications to all homeowners explaining the special assessment projects, funding, timing, responding to homeowner questions, concerns, suggestions, etc. They will report back to the Board at the October board meeting with their recommendations.
Late Fees for Past Due Homeowner Dues – David Bangs
It was proposed that to eliminate the number of late homeowner dues that the Association adopt a late fee of $10.00 per month. Doug McDaniel made a motion to adopt this late fee, it was seconded by Susie Carney.
Mark Buick made a point of question on the motion. Mark indicated that as Treasurer, this would be an accounting nightmare. If a homeowner eventually paid the $175.00, but not the late fees, would we go after the homeowner for the late fees, or be satisfied we had the principal dues in hand? In addition, Mark pointed out that $10.00 a month on a balance of $175.00 was an exorbitant penalty. Mark pointed out that most past due homeowners are late because our records are not accurate, mostly due to homes being rented, not having the current homeowner address, the homeowner having moved, etc. He felt no collation fee should be implemented. Instead, send the $175.00 past due amount to collection agency after six (6) months. Mark moved to amend the motion as follows:
1st late notice – 60 days past due
2nd late notice – 120 days past due
To collection agency – at six (6) months past due.
The homeowner would then be responsible for the $175.00 homeowner dues, plus any and all collection agency fees.
The amended motion was approved by all eight (8) members in attendance, no objections, no abstentions. Mark will document this process and include it in the Treasurer’s file.
Nominating Committee – David Bangs
David noted that there are nine (9) Board positions, each for three (3) year terms. Three positions expire at the end of each year. He pointed out that Article VII of the Bylaws of the South Cove Homeowners Association provides for nomination for election to the Board of Directors be solicited by a nominating committee.
Susie Carney moved that all board members should act as the nominating committee and seek out candidates for election at the November annual meeting. The motion was seconded and approved by all in attendance.
Board members are to submit candidate names, along with a short biography from the candidate, and reason why they want to be a board member to the Board Secretary, Fred Riler. While three positions are open, we should have as many candidates as possible. Names, biographies, etc. will be included in the proxy mailings to all homeowners for the annual meeting.
David Bangs will post the candidacy notices on the South Cove web site bulletin board, and posters will be made seeking candidates and placed on the community mail box clusters.
Traffic – Susie Carney
Susie reported that the double stripe line down 192nd was to be removed. A second traffic engineer reviewed the proposal and overruled its removal. Instead he indicated there should be rumble bars down the side of the street. Homeowners are adamantly opposed to this as this only further adds to the arterial, thoroughfare, look that we are trying to eliminate. Susie is preparing a letter to King County to express homeowners objections and will have it signed by all 192nd homeowners.
Newsletter – David Bangs
David indicated the next newsletter publication will go out as soon as possible after the October board meeting.
Annual Meeting – Ivonne Thurlkill
Ivonne reported that she has secured the multi-purpose room at Sunset Elementary School for the annual homeowners meeting. The date is tentatively set for Friday, November 9, 2001, 7pm – 9pm. Fred Riler pointed out that in past years, the notice of the annual meeting has gone to homeowners with at least 30 days notice, and has included a proxy with the proposed agenda, budget, candidates running for office, and any other items requiring a vote of homeowners. In the absence of the Bylaws document at the meeting, Fred will research the notification issue, as well as required quorum for voting, and report to the board his findings via e-mail. The board may then need to revise the next (October) board meeting date, and/or the annual meeting date.
New Business
Doug McDaniel asked about responsibility for the park entrance at S.E. 44th Way as it needs work and maintenance. Doug was referred to Mark Buick, Landscape Committee Chair.
Mike and Ivonne Thurlkill wanted to comment on their Architectural Review request for a planter box
and fence. (A planter box and fence request had been denied by the Architectural Review Committee
on 5-3-2001, and subsequently denied by the Board of Directors through the SCHA appeals process on 5-24-2001). Mike and Ivonne commented to the Board that the Board’s decision on the fence and the planter was based on false information and therefore was arbitrary and discriminatory.
Board members disagreed. They felt the fence request was declined as it did not fit in with the ‘harmony of external design and location in relation to surrounding structures and topography’ as prescribed in
the South Cove covenants.
In the absence of the original requests and documentation that explained the exact reasons for denying the planter and fence, the issue was deferred to the Chairman of the Architectural Review Committee to research and report back to the Board members at the next meeting.
Next meeting:
Tentatively scheduled for:
Wednesday, 10-17-2001
Home of Mike Quaranta
19213 S.E. 43rd Pl.
(As noted in the above minutes, this meeting date and location will be re-confirmed in relation to the November annual meeting and required notification period to homeowners.)
There being no further business, the meeting was adjourned at 9:35pm.
Respectfully submitted
Fred Riler, Secretary
South Cove Homeowners Association