MERIDIAN VALLEY MAINTENANCE ASSOCIATION
MONTHLY BOARD MEETING MINUTES
April 13, 2011
CALLED TO ORDER BY
PRESIDENT Bill McLaughlin at 7:00
ATTENDANCE: Bill McLaughlin, Jan Lewis, Dale Mjelde, Mike
Rucker, Frank Wisdom, Brian Applebury,
Bob Steiner, and Cheryl Havener
Absent: Barb Farley
Viall, Jack Ottini, Terry and Trish Lavery
Jack Ottini gave an update on the
farm house, fence, and road situation.
Mrs. McGowan, the owner of the farm house, would like a meeting in two
weeks to talk about the issues going on.
Jim Schack will also attend the meeting.
Terry and Trish Lavery shared
pictures and concerns about the condition of the home and landscape of Lot #298.
Bill Viall shared knowledge about
the DORs. He wrote them in 1973. Since they are recorded and every homeowner
has agreed to the terms when they purchased their home, he feels our biggest
self help part is the section about “Common Areas”. If dues are not paid or the owner does not
follow the rules of the DORs, the association can suspend use of these areas –
which included the roads. Deactivating
the remotes could also be used as a penalty.
Discussion was held. If needed it
is best to use the guidance of our attorney, Phil Mattern.
MINUTES: Approved as written
REPORT: Mike Rucker
- 2011 Assessment Collection: As of Monday the 11th, four
hundred twelve properties are paid in full. Five properties have made payments of
varying amounts. Two properties are
in foreclosure/bankruptcy so we may not collect on those until the
properties are resold. Of the
remaining seven properties, two are bank-owned and five remain privately
owned. Owners of these properties
have not been responsive to our invoices and phone calls. Their gate access remotes have been
turned off and liens will be filed, as appropriate, against them for 2010
and 2011 assessments and fees.
- Budget: Provided copies of the budget vs.
actuals through April 11th as well as
copies of an analysis of actuals-to-date vs. budget-to-go for the
fiscal year, copies attached in file. Overall we are slightly under budget with
some additional unplanned expenses coming and some uncertainty in
collection of outstanding assessments.
We have two accounts that are over budget by $7,500 from legal fees
related to our tax-exempt dispute with the IRS and unplanned security
computer expenses. We also have two
accounts that are under budget by $10,200 since we did not have to sand
and sweep the roads this winter and will not have to pay income tax for
2010 and prior years. In addition,
there is another $2,000 in budget expenses that, if necessary, we may be
able to defer to 2012.
- Income Tax: Our income tax return for 2010 was
mailed to the IRS on March 15th and is posted on the MVMA
website. The accountant’s changes
for the year were entered into our QuickBooks accounting system.
MVMA Website: Gordon
Fasbender, Bob Steiner and I are working on updates to the MVMA website which
will enhance the look and feel of the site and add the capability to host and
maintain the database of residents and their gate access information. Currently this information is kept in
various forms in several different computers and notebooks. The intent is to create a master database
which can be more easily maintained and support the various uses that the
association has for this information.
State Non-Profit Corporation Renewal: Our
Washington State non-profit corporation status has
been renewed through April of 2012. This
is an annual renewal and requires a small filing fee.
FACILITIES: Jan Lewis
Rucker and I toured the property to get an idea of the current condition
of storm water grates throughout the community. Later the same tour with representative
of Western Environmental was done and a quote will be prepared for the
repair needed at Lot #364 and #612.
with Trent Allen for extension of storm water emergency run-off from Temple through perimeter fence to Lot
#213/common grounds. Expenses will
be off-set by the $3,000 previously paid fee by the Temple.
Met with Jack Ottini mid-month to get an understanding of prior
relationships with the Temple and the City
will be ordered for “Notice – Dog Walkers” for the north, south, and main
SECURITY: Dale Mjelde
guardhouse needs weather stripping, new roller shades, anti-glare film on
the north window, and interior painting.
Jan Lewis has volunteered to paint.
This will be done as soon as possible.
was distributed for discussion concerning a bid for the guard radios. Another bid needs to be submitted and
then decisions will be made.
were two rental ads on Craig’s list for the same home in MVCC, one of
which appears to be a scam. Kim
reported the apparent scam to the listing realtor and the information was
always forwarded to Craig’s List.
of Lot #339 requested that notice
stickers left on doors be removed by security for those residents that
have turned in an absent form.
Discussion was held, this is not a duty our guards should have to
deal with. Dale will inform the
MVCC: Brian Applebury
will check with the club to see if they would be interested in sharing the
cost of radios and will also check on the verbal agreement concerning the
cost of sanding our roads when needed during snow and ice days.
PROPERTIES: Barb Farley – absent –
ARCHITECTURAL: Frank Wisdom
letters were mailed in March and three have been sent so far in April with
three pending requests.
this time there are four approved roofing materials with samples in the
hallway outside the office. The list will also be on the website.
fence issues for Lot #267 were discussed
& Bill McLaughlin will be contacting the homeowner.
work has been accomplished by the tenant on Lot
#298. A follow-on letter will be sent from our attorney to the owner
and tenant requesting a plan and timeline for the outstanding maintenance
work on the home.
- I will
follow-up with Lot #164 regarding attention
to yard and home maintenance.
WEBSITE: Robert Steiner
Posted the March meeting minutes to the website.
Set out e-mail to distribution list informing
residents of the Cub Scout Food
Drive scheduled for March 19 (announcement) and
March 26 (pickup).
Posted the 2010 MVMA Tax Return to the website.
Send out an e-mail to distribution list
informing residence of two recent burglaries
Added several residents to the e-mail
Been working with Mike Rucker and Gordon
Fasbender, exploring the possibility of making the Access MVMA database
administratively accessible via web.
PRESIDENT’S REPORT: Bill McLaughlin
- It was
decided that the Board to invite our attorney, Phil Mattern to the next
Board meeting to go over the issues concerning property upkeep of a few of
our residents. It was agreed that
action needs to be taken.
McLaughlin and Mike Rucker will speak to Lot
# 267 owner concerning his property changes without Architectural
meeting of all MVMA residents concerning safety will be held Thursday, May
12, 2011 at 6:30 pm. A sample flyer
was distributed for review, copy in file.
A flyer will be included in the next newsletter.
- An update was given on the semi-truck
that was parked on the road near Lot #174.
It is hoped that this issue is resolved.
update and review of the issues concerning the fence on Lot
#267, the break-in at
Lot #217, and the moving of the perimeter fence behind
Lots #264 - #269 were given.
Minutes prepared by Cheryl Havener