These are not official Board Minutes but rather they are my random thoughts following our meeting.
Present: Darrelyn Nuesca, Ed Obie, Darrol Steiner, Christina Tremper, Larry Dittloff, Randy Luke and Jayne Bradley
Absent: None
The Capitol City Golf Club Estates HOA Board of Trustees met as a group for the first time with its new Management Company, VIS Group at the VIS Building at 8617 Martin Way East in Lacey, Washington.
Open Forum: The Board heard from a member who expressed great concerns about a house on 58th Ave SE regarding drug dealings. The Board indicated that it had voiced his concerns to our previous management company for over a year and nothing was really done. Under VIS a first letter based upon graphic photographs and additional Board observations is already being sent to the owner of the property. The Board stated that this first letter that officially starts a process of compliance to the CCR’s or ultimately lead to a foreclosure and Sheriff’s Auction. The Board also heard from a resident who voiced his concerns about the CCR that limits him to only one vehicle on his approved adjacent parking area. The individual also asked about the Board taking pictures of his house. The Board responded that the image without him or his guests is in the public domain with many recent court rulings such as Google’s reaffirming that ability. Pictures make a non-biased record of the needed improvement and help in explaining to the homeowner what needs to be fixed to bring the lot up to community standards as specified in the CCRs. All homeowners agreed to abide by the CCRs. which says that only one vehicle can be parked on an approved adjacent parking area. It was pointed out that everyone who purchased their homes in the Community acknowledged the CCRs and that they would abide by them. An attending homeowner also complimented VIS by being able to respond to his question on an immediate basis when he visited their office. He said that that had not been his experience with the previous management company.
Committee Reports:
Architectural Control Committee indicated to VIS that it is the sole goal of the Committee to respond to members in three or less working days when they have submitted an ACC Application. It was noted that this Committee has greatly speeded up the process of usually responding to applicants in three or less days. In the past a response could take as long as 30 days of more. This was very important because with the enactment of the new Enforcement Policy that there are stiff penalties for Lot Owners who do not file an ACCC Application.
Compliance Committee reported that it had gone on its first community wide inspection tour with VIS with VIS learning the neighborhood from the Board and its expectations. As usual parking is one of the biggest and on-going issues.
Roads/Signs Committee reported that the installation of the new and totally uniform street signs is going well and that they should be completed in the next month or so. It was also reported that FloHawks has started pumping all of the storm water basins in the community and they should be complete by the end of Friday the 19th of January.
Welcome Committee has not met do the illness of a key member of that group. It is hoped that the meeting of new home owners can start very soon as of last record there were about 19 new members that have moved into the Community in the last half year,
Ad Hoc CCR & Bylaw Re-Write Committee reported that they still have not received a corrected version of the CCRs from our Attorney Barker Martin. Once that document is returned, the committee will re-convene and start putting together the version that will be presented for input from the Membership. The goal is still to have the document with changes ready and presented to the membership for review and hoped for approval by the November 2018 meeting.
Treasurer’s Report indicated that we still have not received all of our information from Vantage so that a complete report cannot yet be given. But based upon preliminary data we can say that we did or nearly did break even and will not have to dip into our Reserve Fund to make up any shortages for 2017. Our cash expenditures were $$125,495 with expenditures of $128,495. The expenditure side is currently skewed because Vantage’s accounting included capitol expenses for street signs of about $3,500 that should be recorded elsewhere. Both Treasurer Randy Luke and President Larry Dittloff will meet with VIS Accounting to iron out discrepancies.
New Business VIS indicated that it will send out invitations to accounting firms to bid on the Association’s 2017 Audit. It was pointed out that we have an established budget of $1,750 for this activity and that Washington State Law mandates that all associations with an operating budget of $50,000 or more must have an independent audit done of its finances each year. In the past Joseph Vandal of Bellevue, Washington has completed this work for the Association.
The Board went in to Executive session to consider various delinquencies, fine reversals, variance requests and next action in legal proceedings.
It is my observation that the Association is now moving, with VIS Group, Inc., in a very positive manner with heighted professionalism and customer service.
Larry Dittloff, President
Capitol City Golf Club Estates Home Owners Association
Olympia, Washington
