Not Official Meeting Minutes, But Rather, My Thoughts Following the Board Meeting of April 20, 2017
—President Larry Dittloff
Board Members Present: Dittloff, Greeley, LaVack, Luke, Nuesca and Tremper
Board Members Absent: Aldridge, Bradley and Obie
Committee Reports
Architectural Control Committee: The committee expressed a concern with Vantage about the need to process ACC Applications in a timely manner as the Committee has set up a process where applications can be processed in three working days. Because of some recent personnel turnover at the Vantage Office several applications were miss placed for a month which resulted in the ACC Application not considered quick enough. Vantage indicated that new personnel are being hired and that this error will not be repeated. The Committee also reported that it had accepted several applications but had rejected a number that were confusing and that had incomplete information. The new ACC Application form should be available in the upcoming week which will be much easier for the individual applicants to use.
Compliance/Enforcement Committee: The Committee reported that the main problems that have been recently observed centered around parking issues, moss build up on roofs and one lot which is consistently undertaking exterior changes to their property without an approved ACC Application. That lot also has parking issues and they are conducting an outdoor business on the premises. These actions are prohibited by the Association CCRs. Issues with this lot have been on-going for at least three years. In the past, the Board lacked the ability to fine lots for disregard of the CCR’s, but with the recently updated 2015 Enforcement Policy the Board can fine individual lots and also take necessary legal actions. It should be noted that the Board never wishes to fine any lot and pursue legal actions. Current legal actions that are underway are all because lots have not responded to any of our communications with them. I will state, again, that nearly all problems can be worked out before any fines are imposed if the lots were to simply respond to our communication.
Roads and Streets Committee Reported:
- The streets will be swept on the 25th and 26th of April. Notices have been sent out via email and online. All Board members are requested to disseminate information about the sweeping in their neighborhoods
- The remaining speed bumps in the community will all be painted yellow once the weather improves.
- The retrofit of the street lights to LED will start in mid-May.
- Once the weather has improved, Precision will clean and repair three storm water drains that are not properly functioning. At that time, the Golf Course will also use Precision to also clean one of our drains that their sand has plugged up.
- The Board asked the Committee to meet with the Golf Course about their annual sand operation, as a great deal of sand seems to be dropped on the community streets which all goes into the drains.
- This Summer, the Roads and Streets Committee will also start stenciling painted signs near the drains reminding people not to dump waste and to keep the drains clear.
- A new stop sign will be installed at 61st and Yelm highway which was vandalized earlier this year.
- A new yield sign is also being ordered to replace one that was recently found beside the street near Congressional and 64th.
- New street signs are also out to quote as it was previously noted that many of our street signs are old and beyond repair
Treasurer’s Report: Randy Luke reported that we now have receivables of $99,439 which represents 30% of the Association’s entire assets of $322,064. Concerns have been raised as to how much of those receivables will be collected. We have, through the end of March, completed 25% of our calendar year yet we are showing an adjusted operating budget expenditures of 33%. I raised the question to Vantage why are we already trending over the established budget by 8%. Vantage indicated that items like Pass Thru expenses were high but that they will hopefully be reimbursed and that Supplies were high because that replenishment typically takes place at the beginning of a budget cycle. It was noted that a Collection Fees were well over budget. I reminded Vantage that it is necessary that we stay within our established and approved budget of $91,888. I also asked Randy if we can come up with a small side report that accurately shows our real income as the current report mixes invoices and receipts as a single number. Randy indicated that he hopes to be able to show that amount next month as that is extremely important in the management of our resources. Vantage pointed out that that number can be found through several calculations. To keep our budget within line the Roads and Sign Committee is considering not cleaning all storm drains this year but only those that have shown a need for repair.
Ad Hoc CCR and By Law Revision Committee: Have started their work of revising these documents so that they can be presented to the overall membership at our November Meeting. The group is in the process of marking up those documents and then presenting those proposed changes and updates to the overall Board at our May Meeting and with that input send that document to the Association’s attorney for review and correctness. Once that process has been completed a DRAFT of those documents will be distributed to the Association for comment and review. Input from the membership can be given directly to the Board at the Open forum portion of each monthly board meeting.
Vantage Management Action Report: Vantage indicated that 87 properties have owners with addresses different from their CCGCE addresses which indicates that nearly 21% of all properties in our community are rentals. This information was learned by a notice that was sent to those property owners that requested lease agreements, as prescribed in the CCRs. Vantage also reported that a mortgage company had recently paid our HOA an amount that exceeded $5,000 on a home for back fines and assessments.
Speeding in the Neighborhood: A discussion was held at my request about neighborhood speeding. I stated that my research had found that speed humps would cost approximately $4,500 each and that we did not have a budget for them this year. A portable radar speed sign would cost approximately $4,000 and that they have a history of being stolen and vandalized. The County will not set up their portable unit on a private street. I also told the Board that I have been researching what other Associations are doing about this common problem and I learned that under Title 46 of the State of Washington’s RCWs that a community can request the county or city that they’re in to conduct patrols in an HOA if the majority of the homeowners officially authorize such action. I indicted that I am now in touch with the Thurston county Sheriff’s Traffic Department and that I would have a more definitive answer on this possibility at an upcoming meeting. I said that I had shared that possibility with about 20 CCGCE homeowners and that idea was well received. I pointed out that the Sheriff’s Office, now, has a strong presence in our community for other police matters. The Board agreed that they would monitor traffic, complete the painting of the traffic bumps and continue with the possibility of having police patrol the community and adding less expensive traffic humps.
Other Board Actions: In executive session, the Board reviewed six requests for the removal of delinquency and/or compliance fines. A new payment plan will be offered to two lots. A request for a complete fine reversal will be considered when all the work is completed. One request for a fine reversal for doing a complete home renovation without an ACC Application was denied. An extension of one month was given to a lot for compliance issue and one compliance issue regarding a driveway was deferred so that the applicant to file an ACC Application for completion at a future date.
Sincerely,
Larry Dittloff, President
Capitol City Golf Club Estates HOA
