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SAPOA |
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September 14, 2007 Board Meeting |
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MINUTES SAPOA BOARD MEETING SEPTEMBER 14, 2007 Diamond Point Firehouse The Board Meeting was called to order by President Gary Getch, at 7:03 p.m. on Friday, September 14, 2007, at the Diamond Point Fire Station. Present: Gary Getch, Jim Wilson, Annemarie Montera, Marty Tipton, Ben Schrenzel, Larry Reece and Keith DeStefano. There were eight members of the Association in attendance as well. Gary reported that this is a board meeting, not a mini general meeting. It is meant for board members to meet and discuss issues that need to be addressed. All members in attendance will wait to be recognized to speak. If someone has the floor, allow that person to finish before speaking, and that applies to the board members as well. There should be no spontaneous discussion from observers of the meeting during the board discussion unless someone asks a specific question or asks for comments. We will open the floor to questions from the audience at the end of the topic or at the appropriate place in the agenda. Results of the Ballot: Keith DeStefano 101 Annemarie Montera 154 Larry Reece 114 Ben Schrenzel 132 Everett Stauffer 95 Marty Tipton 156 Bill Youngblood 93 Naming and Seating of Officers: Every year, according to the by-laws, we have to reseat all the officers. Unless there is any kind of objection or somebody wants to volunteer to be President, Gary Getch made a motion to leave the board positions as they are. Ben Schrenzel seconded, discussion about if we change members, we have to change signing cards at the bank, etc., motion passes. To clarify: Gary Getch -- President, Jim Wilson -- Vice-President, Annemarie Montera -- Treasurer, Marty Tipton – Secretary, Ben Schrenzel, Keith DeStefano and Larry Reece are Directors on the Board. Assignment of Duties: We are going to spread around some of the work. Since Jim Wilson is in charge of the Beach Road and the Pond, it was discussed that he be in charge of distributing the keys for the road. Discussion about the keys and rules being given to Jim for distribution and he is more than happy to be responsible for the keys. If Jim is away, Keith DeStefano volunteered to be an alternate. This information will be on the reader board and the website and the newsletter. Helping Hands: Even though we are not going to fund it, it is something that we should help coordinate and Ben Schrenzel will help with that. He will be talking with people on what might be done and get an idea of what to do. Architectural Rep for the Board: According to the by-laws, the rep for SAPOA (not individual plats) should be a member of the board and Ev Stauffer has been doing the job for the last year but he’s not on the board. Keith DeStefano volunteered to be the rep with Ev Stauffer as the alternate if he will accept. Marty Tipton stated that she thought it would be helpful for the board and people who attend the meetings that the architectural reps attend board and general meetings. If they can’t make the meetings, they should report to Keith so that at the meetings, we have an idea of what is happening. Keith will get a hold of the architectural reps and let them know that he is the rep for the Board and that if they have issues, they should see Keith. Potlucks/Socials: Larry Reece will be in charge of arranging for the rental of the hall at Gardiner Community Center and for setting up a potluck if we have one. Larry will make a list of what he thinks needs to be done in this capacity. He will also talk with Rusk and her husband and find out what they did to get things done. Annemarie has the microphone and other items at her house for the meetings and she and Larry will get together to transfer these items to Larry. Newsletter: We need to find an editor for the Newsletter. Up until now, it’s been “someone” from the board to do it, and we need to find a full-time person. Marty Tipton did the last one and she set it up in plain format in Microsoft Word. Keith DeStefano volunteered to speak with his wife and see if she is interested in doing it. Marty offered to help her with the newsletter until she is comfortable with it. Keith will let us know what she decides. The Fall 2007 newsletter will be sent out by the 12th of October. Minutes: Minutes of the last board meeting were reviewed by the Board and members of the audience. Annemarie made one correction on the Treasurer’s Report, where it says we have 9 other delinquents for 2003-2006, it should read 2004-2006. And it should be 5 other delinquents for 2002-2004. Discussion about the delinquents being in collection. Keith DeStefano made a motion that we accept them as written. Seconded. No further discussion. Minutes approved. Treasurer’s Report: Annemarie presented the treasurer’s report (see attached or view on-line); it’s self-explanatory. The books are ready for the audit. Jim Martin and Anne Stiles volunteered to do the audit. Dues are steadily coming in since the bills went out. Gary asked for further questions on the Treasurers report. There being none, we moved on. Old Business: Mussel Beach Road: Jim Wilson reported that things seem to be going well. Ev Stauffer is weeding and cleaning the culverts. A work party will be needed to get the gravel cleaned out and Jim will coordinate that with Ev for sometime in October. The gate was torn down again and Jim fixed it. We are looking at steel costs for a new gate. Plans and cost will be put together pretty soon. It was also brought to Jim’s attention that new striping needed so he called Rainbow Striping and the cost from them is $2500 plus tax for two coats of white plus glass beads for reflector. Discussion about new signs to follow the rules of the road. Signs run 18” x 24” would be $70 plus tax (approximately), waterproof, aluminum. Discussion about rules and laws for the Mussel Beach Road. When the keys are issued, members are given a copy of the rules. Jim will make sure that when he distributes a key, he’ll make sure they know the rules are there and that they should be read. Discussion about possibly putting signs at the bottom of road so that when members are down there, they can be reminded to haul out their trash and not to drive on the beach. Retention Pond: Ev Stauffer took it upon himself to support the suction lines on the pumps to keep them from rattling. He did a very good job. Jim Wilson would like to get that turned over to PUD, but he thinks it is a dead issue. Entrance Sign: Keith DeStefano suggested that we get volunteers together to clean out the planting bed at the entrance to Sunshine Acres – it needs weeding desperately. Going back to the Mussel Beach Road report, Annemarie reported that any costs related to the cleaning up of the road would come out of the O&M budget (the $2,000). The striping costs and signage costs are all part of the original work that we were doing there and that will come out of the Mussel Beach Road account that has the $13,000 in it. The striping should be done before the rains start. The road can be closed in inclement weather and during the striping. The information will be put on the website and on the reader board. Annemarie made a motion to get going on the signage and the striping. Ben Schrenzel seconded. Discussion about how much money we can use. Since this is part of the original budget, we have been approved to use part of the $13,000 in the MBR account. Miles Nesbitt asked about who would build the gate. Jim Wilson reported that we have enough people who are certified welders to build the gate and Miles volunteered to help out also. Gary called for the vote – motion passes. Gary asked for comments about the Beach Road and asked if anyone had been down there. Yes, they had, and it’s great. Tree Issues: Three neighbors in Plat 7 wanted a letter written to several other people about the trees. A letter has been sent out, some trees have been cut down, some agreements have been made and one person does not want to do anything yet because of the possible change of the covenants for the plat. The parties who wanted the letter written have agreed to wait until the covenants are changed and have agreed to wait until April 30, 2008. Keith DeStefano made a motion to accept the letter written by Gary to the parties. Annemarie seconded the motion. One comment from a member of the audience about how they have been talking with their neighbors about tree issues and things are good. Motion passes. All parties involved in the tree issues will be made aware of the April 30, 2008, extension. Marty Tipton asked what happens if there are tree issues from one plat to another, not just within your plat. And this is just a rhetorical question, there is no issue right now, she just wanted to know if there was a recourse if a tree in one plat blocked the view of someone from another plat, was there a recourse. Keith DeStefano stated that he thought this was the reason most of the covenants within SAPOA should be standardized. Ben Schrenzel stated that he felt the restrictions were between the people within the plat who are a party to the covenants. To get everyone to agree to a set of covenants would be a very difficult undertaking. Annemarie Montera suggested that at the general meeting in January, that we set aside an hour of time for the people to break into plats and have a short meeting to hash out possible covenant changes. A lot of the covenants are almost all the same with the exception of a few changes. We can provide the covenants and delineate the portions of the covenants that are the same from plat to plat. Discussion about the county set-backs versus our rules. Ginny Hector suggested we put this information in the next newsletter. Jeanette Clark brought up the court ruling back in the 90’s that says that SAPOA is only in charge of SAPOA property and not anyone else’s. Annemarie stated that our by-laws state that SAPOA works as a mediator and helps to convey to the owners of the property what the covenants are. We have no enforcement capability. Gary reminded those in attendance that with the recent tree issues, people started talking and some things got done. Keith DeStefano suggested that what we are proposing in our previous conversation with the CC&Rs is that all of the plats would have to get together and agree to make all of our issues the same. This is why it is a tough mountain to climb. All of the plats would have to agree to do that and we would need a super majority to approve. Marty wanted to know if this was a Washington State issue or is it our by-laws. Keith and Annemarie agreed that it was our by-laws that have pushed it off onto each individual plat. Discussion about the covenants’ beginning and how they were written up that in order to change the rules it was going to be difficult. You don’t need a meeting you need a ballot. Hopefully 2/3 of the people will realize that a change needs to be made, that the covenants are obsolete and would vote for change. Jerry Cordick said that for all of us who have “common” issues, they should be addressed in common. When it comes down to those who have views and those who do not have views, those should be addressed by the individual plats. Annemarie suggested that in the by-laws if we have sitting committees that we could add to the by-laws common covenants that address the common issues. We would have to check on the legalities of that. Gary reported on other tree issues: The Stiles have a dispute with their neighbor, the Coopers. The Coopers initially agreed to trim the trees and now they are not going to trim the trees and are refusing letters. The Board has no powers. The Plat 3 representative does not want a letter from us sent, but Gary asked the board about the letter he drafted that the Stiles wanted sent. Gary read the letter. The Stiles want the letter because they are adamant about going to the attorney. The architectural reps do not want the letter sent because trees are not addressed in the covenants. Will the letter bring the parties together? Reword letter saying we’re aware there is an issue and we are willing to sit down with both parties to mediate the matter of the trees on your properties. Keith DeStefano made a motion to send the letter as amended. Ben Schrenzel 2nd. No further discussion. Motion passes. Annemarie Montera reported that Plats 6 & 7 are having a block party on the 23rd of September, at 1:00 p.m., at the end of Manzanita by Larry Reece’s house. It is merely a social gathering where they will meet their neighbors and then ask people to sign up to begin a committee to go over the covenants for Plats 6 & 7. General Membership Meetings: January and July 2008, General Membership meeting, Larry Reece will check with Gardiner Community Center to see if the dates the board set aside (late-January and mid- to late-July) are available. Dates will be put in the newsletter as “save the dates.” Marty Tipton will give Larry the name and phone contact for Gardiner Community Center. (January 26 and July 26, 2008, were the dates reserved.) If the By-laws are approved prior to the July 2008 meeting, there may be a change in the date of the July meeting. Agenda for the January meeting will be: Covenants, By-Laws, normal business items. Election Terms: Ben Schrenzel asked for clarification of who was elected for what terms. They were reiterated. 3-year term: Marty Tipton, Annemarie Montera and Ben Schrenzel 2-year term: Gary Getch and Jim Wilson 1-year term: Keith DeStefano and Larry Reece New Business: Insurance Issues: We have been looking at different insurance agents, however, there are only 2- 3 companies that provide what we need. Safeco is our current company and it was general consensus to stay with the same company. Fall Newsletter: Articles for the newsletter will be the ballot results, dog issues, tone down lighting so that it doesn’t shine in neighbors’ homes, save-the-dates for the general meetings, board meetings, by-laws issues. Board Meetings: Discussion about possibility of setting up future board meetings. Next board meeting will be December 8, 2008, 1:00 p.m., at the firehouse. SAPOA Housekeeping: Annemarie Montera and Marty Tipton have cleaned out the storage locker and will be sorting things and putting things in order. There are hundreds of old cassette tapes from the mid-1990’s. The secretary only has to keep the last year’s tapes for the record, so Marty is erasing old tapes and will have a supply of tapes that she will keep and will never have to purchase tapes again. There are hundreds of cassette tapes available; if anyone wants some, see Marty. The contents of the storage locker will be separated into bins that will contain minutes, correspondence, ballots, lawsuits, supplies, etc. Marty will keep the year’s current business at her place, but everything else will be put into a bin and put in the storage locker. New plastic bins have been purchased for storage. Website: Community News – can neighbors put information that they have in the Community News section of the website? Yes, within reason. We could be encouraging other information to be placed on the website. If the information benefits the community, yes. On November 10, CERT is sponsoring a holiday bazaar at the Gardiner Community Center. Written and Oral Communication: Gary Getch spoke with the attorney about the by-laws review. The attorney pointed out that our incorporation date was incorrect. He would also like to review a copy of the lawsuit from 1991 about payment of dues. Marty & Annemarie will look for that information when going through the legal papers. The by-laws are still being reviewed by the attorney. The attorney also mentioned that with regard to MBR, there is one more little legal paper to file about not going after the bonding company. Annemarie brought up a conversation she had with Dave Taney regarding SAPOA paying for some of the costs of a lawyer reviewing the plat covenants. We could go to the membership and ask for approval for the costs to be paid by SAPOA. Discussion about possibly reserving Gardiner Community Center for several days to hold plat meetings to go over the covenants. We’ll bring that up at the general meeting. Other Comments: Annemarie Montera went to the pig roast and wondered why there was no reciprocal agreement with Diamond Point and SAPOA to use the beaches. Something to think of. Gary asked if there were any other comments from the audience. No other comments. Adjournment: Annemarie Montera made a motion to adjourn. Seconded, no further discussion, motion passes. Meeting adjourned at 8:47 p.m. Respectfully submitted, Martha A. Tipton Secretary |