MERIDIAN VALLEY MAINTENANCE ASSOCIATION
GENERAL MEMBERSHIP MEETING
DECEMBER 9, 2008

CALLED TO ORDER:  7:35 p.m. by President Ron Arntson

ATTENDANCE:  Forty-one accredited homeowners were present, which along with one-hundred-one signed proxies provided a quorum for the meeting.

OPENING REMARKS FROM PRESIDENT:  Ron Arntson
  
     Residents were welcomed and thanked for their attendance at the Annual Meeting.  Our Maintenance Association was started in 1975 making this our 33rd Annual Meeting.  When we started back then we didn’t even have a clubhouse to meet.  We have certainly come a long way.
        The Board members and Office Manager were introduced and thanked. The members of this Board have strong personalities with a willingness to listen; they have high energy levels, are biased for action, cross functional, fiscally conservative, and are able to multi-task.  It has been a pleasure to serve on this Board for the last three years.
        There are sign-up sheets in the lobby for the 2009 committees which support various Board activities.  Please hold all questions and comments until after the reports are given.

MINUTES OF THE DECEMBER 11, 2007 GENERAL MEETING:
       
It was moved, seconded, and passed to dispense with the reading of the 2007 Annual Meeting Minutes and accept the minutes as submitted.

COMMITTEE REPORTS:
SECURITY:
  Terry Lavery
        I would like to welcome all of you to this year’s MVMA Annual Meeting. As I look around the room I recognize familiar faces and a few new faces.  I mention this because it was at last year’s annual meeting that we were embroiled in some very difficult decisions related to the access devices we were going to use with our new security system that was being installed by Pacific Fire and Security.  As you may recall, we were trying to decide between the “memory stick” and the remotes access devices. There were some very interesting comments from the residents in attendance and ultimately the MVMA Board decided to concur with the requests of the residences in attendance and buy and issue remote access devices to all residents of MVCC. The devises were issued to residents over 2 days in early February with the help of the Board and many volunteers. I would like to thank those volunteers for their time and assistance. I found it a pleasure to assist in part because I was able to meet many residents that I only knew by name.
        You will be happy to know that the decision to use the remotes was the correct one and has been a huge success, unless you are one that has had difficulty with your remote. Those have been exchanged and returned to the supplier for credit. Our fears of abuse by those with the home link system also did not come to fruition and we have a 100% compliance of the terms and conditions that were issue with the remotes. Another success of the new security system is the “click to enter” access provided to the Kent Police and Kent Fire Department, and aid cars. They have immediate access to the north and south gates and the Kent Police have been using it for routine patrols of our community.  In addition to the security system we also installed video cameras at all gates. These cameras and digital recording images have been used to assist the Kent Police, the security chairman, and other Board members to identify residents that are violating the law and/or our DOR’s.
  
     If you have reviewed the MVMA budget for 2009, the costs for the security in our community take the lion’s share of that budget. With that figure in mind what are we getting in return? We are very fortunate to have a first class professional and stable security staff here at MVCC. They are contracted to us by Pierce County Security and they are led by a dedicated, loyal and hard working supervisor Kim Sharrah who is here tonight. Kim, please standup and be recognized. Kim has worked tirelessly to input all of your information into the new computer system and to make sure that the interface between the two computer systems works seamlessly and that our new system is working as designed. I would also like to recognize Vicki Jackson for her assistance in updating and entering data into our new system.
        What are the challenges we continue to have in our community in 2009?

        Finally, I would like to thank Dale Mjelde for his tireless help with the security vehicle and keeping the guardhouse stocked with toilet paper. And to Jim Marter our resident “handyman” who can fix anything and does, he has done invaluable work in the guardhouse. Finally, I would like to thank my fellow Board members who fill in for me during the work week and do my security duties. It has been my please to service the MVMA in 2009 and MVCC, my community.

ARCHITECTURAL:  Jim Schack
        I would first like to thank the eleven - 2008 volunteers on the Architectural Committee: Sarah Davidson, Terry Lavery, Janet Lewis, Randy McClaflin, Pat Mjelde, Jared Myers, Lin Payton, Mike Rucker, Frank Wisdom, Joanne Ottini, and Stuart MacDonald.  There were twelve formal meetings, site visits, and monthly inspections and numerous phone calls as part of their duties.
        Over the last three years the Committee issued an average of 190 letters per year.  In 2008 the Committee issued 199 (118 responding to project requests and 81 with respect to maintenance or violations of DOR’s).  Historically 70% of the project requests are for tree removal, landscaping, painting/siding or roofing.  About 66% of maintenance or violation letters are for parking or yard maintenance.  I have a handout (see below) which gives a detailed breakdown for years 2006 - 2008.
  
     The “Big” issues that the Committee deals with are replacement roofing materials, view preservation, general property maintenance, and parking violations.  Currently there are only three vacant lots.  One lot has approved plans to begin construction in March 2009 and one lot is for sale.
        The 2009 Architectural Committee will be forming shortly.  The first meeting is set for January 7th.  Committee chairman is yet to be determined, those who are interested in serving on the Committee please notify a MVMA Board member for consideration by the new Committee chairman.

 

 

Year:

2006

2007

2008

Projects for Reviewed

 

 

 

 

Tree

25

28

26

 

Landscape

23

10

14

 

Paint/Siding

32

22

25

 

Roofing

17

17

18

 

Windows

3

5

5

 

Deck

18

12

8

 

Additions

4

6

5

 

New Home

1

0

3

 

Garage Door

3

3

2

 

Other

19

8

12

 

Total Approved

134

109

117

 

Total Denied

11

2

1

 

 

 

 

 

Maintenance or Violation Letters

 

 

 

 

Parking

6

10

19

 

Yard Maintenance

18

45

36

 

Screen Cans

3

1

15

 

Other

23

13

11

 

Total Maintenance Letters:

50

69

81

 

 

 

 

 

 

Total Letters Sent:

195

180

199

 

COMMON GROUNDS:  Ed Bangsund
        Our major Sub-Contract with MYARD, Inc. (Chris Rodwell) was responsible for mowing, pruning, and trimming of our common areas.  Weed spraying and debris pick up (fallen branches and leaves) was also done.  Photinia’s were planted and some landscaping along 144th was removed.  One hundred yards of bark and two tons of river rock were added to the common grounds.  There was visibility pruning at the front gate and the South gate at 256th.
  
     There was major cooperation with MVCC (Craig Benson) in the areas of flowers, shrubs, dumpster, sand, stump grinding, and large tree pruning/trimming.  Bonneville Power topped trees on 144th and MVMA pruned overgrown firs on 240th - east of the north gate.
  
     We completed the front entrance sign upgrade which resembles the sign at the MVCC driveway.  We encountered a few problems, mainly in anticipation of the widening of 132nd Ave - sidewalks, visibility, fire plug interference.  All of these things were taken into account before beginning this project.  Evergreen Sign made covers to front the existing cement bulkheads with stonework fabricated below, and new lighting.  With Rick Pasko’s donation and the shared cost with MVCC, our portion of the cost turned out to be approximately $3,500.
        I want to thank all the homeowners for your efforts in leaf clean up.  And I want to thank the Board members for their assistance during my freshman year.

FACILITIES:  Jack Ottini
  
     The gates worked properly this year with very few breakdowns.  A few residents use the remotes  incorrectly.  The remote button must be held down for a few seconds rather that quickly pushing it several times.
        Nine street lights were replaced this past year.  Several stop signs will be replaced due to the color being faded.  Three areas of the fence were repaired with two other areas to be fixed soon.
        The big project in 2008 was to seal all the cracks in our road system.  This project will extend the life of our roads.  Speed bumps and stop lines were painted for better visability during the winter months.  Missing reflectors on the roads will be replaced as soon as possible.  The storm drains will be inspected in May, then repaired and cleaned.
        We have a good working relationship with MVCC, Craig Benson, in the sharing of costs for sanding and tree and branch removal.
        The entry signs at the main gate were upgraded.  The cost split with the MVCC.
        Thanks to Jim Marter for his help where needed – welding, gate maintenance, and guardhouse improvements.

MVCC:  Ryan Thrower
        I am appointed to the homeowner’s Board by the Meridian Valley Country Club as a liaison between the club and the homeowners.  The club is a great resource for our community and on behalf of the MVCC I encourage those of you who are not members to consider joining the club and for those of you who are members to promote the club to help increase membership sales.

TREASURER’S REPORT:  Mike McCarty
        Copies of last year’s budget and the proposed budget were made available on the tables in the entry.  No dues increase is proposed for next year’s budget.

MVMA WEBSITE:  Robert Steiner
        It does not appear that MVMA will be a paperless organization anytime soon but the MVMA Website does try to make MVMA Homeowner information readily available on the website.  If you have not yet checked out the site, I encourage you do to so.  The website lists

The MVMA e-mail distribution list currently has about half of the MVCC residents on it.  E-mail distribution is used only to inform residents of items of interest/concern.  E-mail addresses are not shared.  It is difficult to maintain an up-to-date distribution list so if your e-mail address changes, please let me or Cheryl Havener, MVMA office manager know of any changes.  If you are not currently on the distribution list, not sure if you are on the distribution list or would like to update your e-mail address would you please fill out one of the 4x6 card with your name, lot number and/or address and your e-mail address and leave it on the table at the back of the room.
        I especially would like to thank the Meridian Valley Country Club for allowing the MVMA to piggy back our website on the MVCC website at minimal/no expense.  The url is www.meridianvalleycc.com/mvma.  The e-mail address of the MVMA homeowners is mvma@eschelon.com.  If you have comments/suggestions for the MVMA website please share them with me and/or other MVMA Board members.

PRESIDENT’S REPORT:  Ron Arntson
        With the implementation of a new gate control and security system with camera surveillance at each gate we now have real time monitoring at the guardhouse.  At this time last year we were looking at a number of different objects: memory sticks, remotes, etc.  This was a total Board effort.
        An audit of our financial records was completed thanks to Gerry Oppliger and Richard Metz. Our financial records were found to be in order.  The installation of the new entrance signs at the main gate was completed with the coordinated efforts with the Meridian Valley Country Club, Jack Ottini, and Ed Bangsund.  We continue maintaining our roads with the sealing of the road cracks and in 2009 the storm drains will be cleaned.
        We have a very active, involved, and responsible Architectural Committee chaired by Jim Schack.  There have been tear-downs, major remodels, roof replacements, and landscaping projects.
        Ed Bangsund continues with on going efforts to improve our Common Grounds. 
  
     We have an excellent working relationship with the Meridian Valley Country Club.  The professionalism and hard work of our on-site security personnel chaired by Terry Lavery is an asset to this community.  The guards are not only involved in security but they are our front line “good will” ambassadors at our main gate.  They are the first impression that people get when they enter our community through the main gate.  Kim Sharrah the site supervisor was introduced and thanked.
        It has been my privilege to serve on your Board for the last three years.  I feel that Meridian Valley is one of the premier gated communities in the Seattle area.
        The floor is now open for questions.

QUESTIONS/COMMENTS FROM THE FLOOR:
  
     Questions concerning our investments:  Our income is based a 6 ˝ % return.  Approximately 61% is invested in mutual funds, 10% in bonds, and the rest in CD’s and cash.  Those interested in the exact companies, can contact the Treasurer after the meeting.
        There were concerns over lot #73.  Residents were assured that the Board is doing what it can.
        It is planned to replace the Security truck in 2009 - $15,000 has been set aside.
        There was a short discussion about lot #71.  The owner plans on building in the spring of 2009 with an anticipated nine months for construction.  An extension of the original plan was granted.  The paint and landscaping will be approved at a later date.
        The new fire station being built will open in the spring of 2009.  A year later they will determine if they can cover the area.  At that time will know if they plan on closing the station outside of our south gate.
        M/S/P to accept the proposed budget for 2009.

ELECTION RESULTS: Ron Arntson
  
     The results of the election for 2009-2112 MVMA Board of Trustees were: Franklin Wisdom and Barbara Dreisbach.  [The following day Barbara Dreisbach resigned from the Board for personal reasons and the Board held a special election in which Bill McLaughlin, the third candidate for the 2009-2112 Board was appointed to fulfill Barbara’s three-year term.  [See the Special Board Meeting Minutes]

CLOSING REMARKS:
  
     Jack Ottini thanked everyone for attending the meeting and presented Ron Arntson and Mike McCarty with a gift from the Association.
        It was announced that Jack Ottini will be next year’s President.

MEETING ADJOURNED: 8:45 p.m.

Minutes prepared by Cheryl Havener