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SAPOA |
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September 11, 2006 Board Meeting |
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SUNSHINE ACRES PROPERTY OWNERS ASSOCIATION BOARD MEETING SEPTEMBER 11, 2006
Call to Order: The meeting was called to order by President Gary Getch at 7:03 pm, at the Diamond Point Fire Station. A quorum was present with 5 Board members in attendance. Edie Preston was not in attendance.
Minutes: Kim Jacobs presented the minutes from the September 2, 2006 Special Board Meeting and asked if there were any corrections. Jim Wilson moved to accept the minutes as written; the motion was seconded and carried. Kim then presented the minutes of the May 15, 2006 meeting, stating that they had been on the website since May and copies were available at the meeting, and asked for corrections. Annemarie Monterra moved to accept the minutes as written; the motion was seconded and carried.
Treasurer's Report: Annemarie Montera presented the Final Treasurer’s Report for the period July 22 thru August 31, 2006. An error in that Report will be corrected and the corrected Report available on the website, together with the Treasurer’s Report for the General Account, the Treasurer’s Report for the Beach Road Account and a Combined Income Report for Fiscal year 2005-2006.
Audit. Annemarie reported that she audited 2 different years: 2004-2005 and 2005-2006, noting that Irma provided the records in good order and kept good and accurate records. “She’s done an exemplary job over the previous 6 years and is to be commended for her efforts and in staying in the post of treasurer until it could be turned over in an orderly fashion.” (Applause)
Annemarie’s suggestions: That the disbursement of the payments be simplified by dividing all the payments on the $25/$75 basis instead of 25%/75%; that all late fees be deposited to the general fund; and to have the bank change the ending statement date to the end of the month for the general account versus the 15th of the month as it is currently. Audit reports are on the website.
Annemarie reported that for fiscal year 2006-2007, we have an opening balance in the general fund of $10,255.56, minus the detention pond reserves of $3,500, leaving unrestricted funds of $6,755.56. That includes $3,625 prepaid dues for this year that had already been deposited. On the beach road account, we have an opening balance of $27,803.33, minus the $4,000 Aquatic Land Lease Bond, leaving unrestricted funds of $23,803.33, and this includes $17,200 of prepaid dues that had already been deposited.
Annemarie further provided a budget worksheet to the Board members as a preliminary step to proposing a 2005-2006 budget to the general membership.
Jim Wilson moved to approve the Treasurer’s Report with the noted correction. The motion was seconded and carried. Gary expressed the Board's appreciation for Annemarie's extra hard work to complete the audits.
Board Vacancy(ies): Gary asked for any volunteers for the Board vacancy. Annemaire said she was willing to make some phone calls to see if there is anyone in Plat 3 or 4 (those plats are not represented on the Board) to volunteer. Keith DeStefano said he would be interested in volunteering for a vacant board position.
Plat 6 & 7 Trees Issue: Gary distributed a copy of a letter to the Board members from 4 property owners in Plats 6 & 7, requesting the Board officially submit notification to a neighboring lot owner to comply with the 16’ tree restriction that are in the CC&R’s of Plats 6 & 7. Gary passed around a proposed letter from the Board to the property owner whose trees are in question, basically saying that a complaint has been raised by several of the homeowners that you are in violation of CC&R's of Plats 6 and 7 and the specific complaint is failure to maintain your tree height at 16' as required. Annemarie Monterra moved that the Board send the letter as proposed. The motion was seconded and approved.
Mussel Beach Road Status: Jim Wilson reported that a preliminary assessment was made September 7, 2006 by Jay Petersen, P.E. from 4 Seasons engineering; he came out basically to assess our project in regards to the complaint letter. He felt the fill is stable and the dispersion rocks were placed properly; that they were moved to a better location where the water flow would hit them and disperse instead of hitting the bottom into the mud and causing more erosion. He suggested adding two small silt dams, about 20’ apart on both sides downstream of the sediment ponds as extra insurance to slow any water down before it hits the Strait. Also, one of the sediment ponds is a little bare and he recommended bringing some riprap in there to fill in that area. He recommended reseeding the fill area this fall so it has a better firm hold. He didn’t see any problem with runoff between the fill and the natural bank. There is not normally any water that runs down there because it’s caught further up the road, so any natural water that comes out of there is going to be spring water or natural seeping out of the bank itself. It should be monitored, and if there is a problem after the monitoring, if it shows water enough to erode, it can be diverted over to the culvert. Jay. Petersen estimated $500 retainer to cover his time and his firm. This would include contact with Clallam County Community Development, and research and engineering needed for his report of certification to them which has to be done to satisfy this letter. Estimated cost for grass is $65.00 and approximately $400 for the rock.
Jim further stated that the Lakeside Paving bid is no longer valid and paving may not be done this year. The road needs more fill to bring it up to the 2% crown or its not going to work. This might be added to the future paving bid. Jim suggested that Mussel Beach Road be closed this October until at least next spring to minimize further vehicle damage to the road and the gate posts and area be repaired and remodeled to keep the motorcycle riders out. Jim said he needed approval for $500 to get things going.
Annemarie moved to retain Jay Petersen. The motion was seconded and carried.
Mussel Beach Road Advisory Group: There was discussion about changing the name of the Mussel Beach Road Advisory Group to Properties Committee. Gary has asked Jim Wilson to head the Committee. Keith DeStefano volunteered to be on the Committee.
Lawsuit Status: Gary Getch reported he had talked to our attorney regarding the lawsuit pending between Olympic Excavation and SAPOA; that nothing has been done since February 1, 2006. The attorney advised no action be taken at this time.
Insurance Policies: Annemarie stated that the premium for the Directors and Officers insurance policy ($2,170.00) is due before 10/15/06. We don’t have a premium for the liability insurance at this point, which will be $3239.00.
Sapoa ByLaws: Gary Getch stated that we need a Committee to rewrite the SAPOA bylaws. David Rodgers has expressed an interest in being on that Committee, and possibly Jim Martin.
Architectural Reps: We are looking for volunteers to fill Architectural Representative vacancies.
January Annual Meeting: Kim will contact Gardiner Community Center to schedule a date and time for the January Semi-Annual Meeting before the next board meeting.
An attendee asked if it would be possible to have somebody from the PUD come and talk to us at the semi-annual meeting regarding possible underground utilities on Diamond Point Road; their plans, costs, etc.
October Board Meeting: The next Board meeting is scheduled for October 16, 2006 at 7:00 pm at the fire station.
In response to the question, was the Barth issue resolved, it was stated that as long as we don’t infringe on their property, there is no issue.
Barry Olson stated that the Lot 28 issue is unresolved. It is one of the things left as of the May 15, 2006 meeting. There is apparently a request to the County regarding zoning status of the lot. The County hasn’t responded yet. We need to look into the status of that request. Gary Getch stated that DPAA submitted a letter to the file on that deed that it was not a good place to build. Barry requested a copy of the letter, and stated that 157 people voted to sell it.
Annemarie Monterra moved to adjourn the meeting; the motion was seconded and approved and the meeting was adjourned at 8:20 pm.
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