Not Official Meeting Minutes, but rather my thoughts following the Board of Trustees Meeting on January 19, 2017
—President Larry Dittloff
Trustees Present: Bradley, Dittloff, Greeley, Luke, Nuesca and Tremper
Trustees Absent: Aldridge, LaVack and Obie
Randy Luke was elected Treasurer for 2017
Committee Assignments for 2017
Standing Committees
Architectural Review Committee: Darrelyn Nuesca, Chair, Jayne Bradley, Christina Tremper and Larry Dittloff
Enforcement/Compliance: Ed Obie, Chair, Lisa Greeley, Larry Dittloff and Tom LaVack
Streets and Signs Committee: Larry Dittloff, Chair and Randy Luke
Ad Hoc Committees
Neighborhood Watch Committee: Gabriel Robinson, Chair
ByLaws and CCR Re-Write Committee: Larry Dittloff, Chair with others soon to be appointed
Committee Reports
Architectural Control Committee: The ACC reported that it had received one “after the fact” application for deck and fence replacement and that the application was not approved because 1. The work was completed without and application 2. The form was not complete and 3. The fence exceeds CCR height limitations. Vantage was directed to contact the owner to discuss the issue before any final fines are assessed or waved.
Enforcement/Compliance Committee: It was mentioned that compliance issues that are being noted are in a statistical downward trend. Currently just 4 new Courtesy Letters were sent out after the January 16, 2077 community wide inspection, on file from previous inspections were 38 Letter 1’s, 13 Letter 2’s, 6 Letter 3’s and 30 Letter 4’s.
Roads/Signs Committee: It was reported that there are 4 storm water drains that are not functioning properly. Vantage has contacted our contractor to have these drains pumped. The Committee will be on-hand to observe the pumping action to ensure that the drain was, in fact, cleaned. Yellow speed bumps will be painted on Hogan Street, weather permitting, in that on-going project. Both Vantage and the Committee have been in discussion with the golf course about their use of the Armour Street drains for their storm water run-off. Per the golf course manager, they will use the Association’s contractor to pump their drains which they admitted had never serviced. The Committee has also been in touch with PSE about converting the Association’s Street lighting from incandescent to LED luminaries. It was also reported that our contractor that is repairing, cleaning and replacing signs at CCGCE will begin his work in the next two weeks. They were preempted from doing this work in December because of a family situation
Welcome Committee: Committee has been disbanded as Vantage sends out a welcome package, as part of their service to all new home owners.
Treasurer’s Report: Without a named Treasurer Vantage and me reported that for 2016 the Association realized $70,340 in income with $91,888 in expenditures. The deficit was $21,648. That deficit was based upon an operating budget that had not set aside enough money for the basic operation of the Association. The 2017 Budget, with a full year of experience with Vantage, of $91,888 should be adequate to meet all operational expenses for the current year. Significant differences were attributed to Pass through expenses (charges that will be paid back to the association but must be spent, now, for things like Attorney fees)., storm water maintenance, legal fees collection fees, website and insurance came in over the budget that was formulated in the Fall of 2015. The Board also voted to defer any new contributions to the Reserve Fund until the end of 2017. The Board, again, has asked Vantage to also state clearly what the actual month-month income is and to differentiate that number from the now combined realized and billed but not yet paid number that Vantage has been reporting. That figure is now obtained mathematically rather than being on a straight-forward report.
Old Business:
The Board authorized its Attorney to prepare the first DRAFT of the new By Laws and CCR’s. Once that work is completed by March the Board will review that work and make necessary changes and additions. After that work is done by a projected date of June, 2017. The new By- Laws and CCR Committee will begin hosting a series of study sessions to present and to obtain necessary input and thought from the membership. When this process is completed those newly refined documents will be presented to the membership for approval at our 2017 Annual Meeting.
Our Attorney, with the input of the Board, is preparing an updated Capitol City Golf Course Estates Homeowners Association Enforcement Policy. This new policy will take the place of the one adopted June 1, 2015. It is hoped that the Attorney can provide that document before February 16, 2017 for Board deliberation.
Vantage reported 17 Lots were with our Attorney or with a Bill Collector for back payments of assessments (dues) and fines as of January 1st. Since that time two of those Lots are now current because of the Board’s actions.
City of Lacey: The City of Lacey intends to schedule an annexation forum for CCGCE members to raise concerns and ask questions. The City still has not stated when that meeting will take place.
New Business:
The Board considered three Owner Requests for the removal of compliance fines. A $50 fine was reversed while the other two were not. The Board will also be writing a letter to one of its members about acting individually and arbitrarily in dealing with any Board issues as the Board functions and not as an individual.
Vantage reported that it had not received any additional rental agreements as stipulated in the CCR’s. There are 420 Lots at CCGCE and it is believed that up to 25% of those homes are now rented.
The Board also discussed the costs being accumulated in obtaining CCR compliance and the payment of Assessments (Dues).
The Board also conducted a Hearing for a Lot that has over $10,000 in back assessments (dues), fines and penalties. After a lengthy discussion, the Board directed Vantage to discuss the issue further with the Lot owner and work out a mutually agreeable payment plan.
