SOUTH COVE BOARD MINUTES

March 17, 2005

At the home of Thomas Marquis

 

 

Board Members Present  Thomas Marquis, Rod Putney, Julie McDaniel, Randy Uyeno and Sam Rosenbalm.

 

Meeting called to order at 7:25 PM by Thomas Marquis when a quorum of members arrived.

 

Minutes   Thomas read the February 2005 minutes; approved as read.

 

Treasurer’s Report  Thomas read an email from Treasurer Jill Cyra reporting an account balance of $ 50,893.04.  Twelve (12) homeowners have not paid their 2005 dues.  Jill’s email also reported that the South Lake Sammamish Association (SLSA) has agreed to establish a separate bank account.  Jill’s email further reported that she and Mark Southern met with the current South Cove Homeowners Associaion (SCHA) accountant, Shawn Stoller, to discuss taxes and other issues.  The contents of the email are attached to these minutes.

            One of the issues was that the account advised that we should budget $1500 per year for his services rather than $350 as had been charged in the past.  The members present expressed concern that this change was excessive, and proposed that we seek other bids and/or determine whether an independent preparation or audit is even required or if a local resident CPA could perform tax filing services for us. 

            Another issue was that the Treasurer requested reimbursement for the purchase of Quickbooks software to manage SCHA finances as an alternative to paying $450 each year to the accountant for General Ledger and Bookeeping, in addition to the tax services.  The members present indicate that such software may make it easier to transition SCHA finances to each year’s board, although the software may also impose some limitations on flexibility in generating custom reports or performing other custom operations that may be unique to non-profit homeowners associations.  A motion to reimburse the Treasurer for Quickbooks was unanimously approved.

 

Architectural Control Committee  Sam and Rod reported that one fence request and two painting requests were approved.  A discussion ensued regarding fences around residential yards on the park.  The board requested that the architectural control committee research the covenants and other guidelines to develop a general park fencing policy. 

 

Parks and Landscaping  

            Board Priority # 2 – Drainage - Rod reported that he reviewed park drainage plans that were developed in approximately 2002.  These plans will help in determining a possible solution to the current drainage issues around the tennis court.

Rod also reported that he discussed drought planning with our maintenance company, Signature Landscaping.  They did not have many specific recommendations, but would follow any instructions we gave.  Rod indicated that he would watch for government recommendations to follow throughout the summer as needed. 

 

 

 

 

Beach Committee   

Board Priority # 1 – Floating Dock Repairs – No additional information yet available regarding a second ladder.  Former Board member, Craig Elkins may have details on current ladder.  Rod reported that the surface of the current decking is in satisfactory condition.  He previously repaired one board that seemed to detach from the frame quite easily. 

Board Priority # 3 – Buoys – Rod reported that the new swim area buoys are stored under Mark Southern’s back porch.  A new rope is still needed.

Board Priority # 5 – Beach Patrol - Don’s article and request for volunteers was published in the March newsletter.

 

Tennis Courts Committee  Julie reported that a center strap was missing from one of the nets, and a new squeegee was needed.  A motion authorizing Julie to use up to $100 to obtain the strap and squeegee was unanimously approved.  Julie agreed to store the squeegee at her home on the park.

 

Events Committee  Rod reported, on behalf of volunteer coordinators Kim Putney and Amy Higgins, that the Easter event is on schedule.  They request volunteers to help set up starting at approximately 8:30 am, and to help clean up after the event.

            We are still looking for someone who would be willing to run the July 4^th event.

 

Government Affairs Committee  Thomas read an email from committee chair Chad Hardisty, which relayed requests from SLSA Co-Chair David Bangs.  The email also included a 2005 budget for SLSA.  The email requested that the SLSA representative from each homeowners association vote to allow SLSA to organize with the Washing Public Disclosure Commission (PDC) as an Ongoing Political Committee (OPC).  A question arose as to whether a homeowners association is allowed to contribute to a political committee.  Thomas volunteered to investigate and check with David Bangs. 

The email also requested that SCHA write a check to SLSA for the funds that SCHA is holding for SLSA.  SLSA will then deposit the funds into its own bank account and repay SCHA for previous advances for room rentals.  No objection was raised since the previous advances were made to SLSA before it was a political committee.

 

Rules and Regulations Committee  

                    Board Priority # 4 – Update Rules & Regulations - Thomas reported that Jeff was investigating the process for recording the amended bylaws.  A verification of vote for the bylaws amendment may need to be signed by officers of the Board to be recorded with the amended bylaws.

Mailboxes  No activity to report.

 

Newsletter & Website Committee  Randy reported that he received estimates from a friend to print and mail the March newsletter.  The cost is not expected to exceed $350 (including postage), which is less than the amount previously paid for newsletters (without post card ballots).  A motion to permit Randy to spend up to $350 for the March newsletter was unanimously approved.

 

Welcome Committee  No activity to report.

 

 

 

New Business:

Meeting days - The Board voted to change the meeting night from the 3^rd Thursday to the 3^rd Tuesday of each month. This will change the next meeting to April 19^th.

Incentives to serve on Board – Randy proposed that we provide a gift of appreciation to last years Board members or otherwise institute an annual appreciation and/or incentive for members that serve on the Board.  All members expressed great appreciation for the efforts of past Board members.  However, discussion included fiduciary duty to the association, such that gift expenses may not be possible.  A letter of appreciation or conventional Thank You card, were also proposed, and will be pursued further for last years members.

Openly stored boat(s) – A boat has been seen stored in a driveway on 193^rd for a number of weeks.  A letter will be sent to the homeowners, and a general reminder will be included in an upcoming email announcement.

 

Meeting was adjourned at 9:10 p.m.

 

Next meeting at Rod Putney’s home, 19210 SE 45^th Pl.,  April 19^th at 7:00 PM.