MERIDIAN VALLEY MAINTENANCE
MONTHLY BOARD MEETING MINUTES
June 8, 2011
CALLED TO ORDER BY
PRESIDENT Bill McLaughlin at
ATTENDANCE: Bill McLaughlin, Dale Mjelde, Mike Rucker, Frank
Wisdom, Barb Farley, Brian Applebury, and Cheryl Havener
Absent: Jan Lewis,
Guests: Phil Mattern,
Jack Ottini, and Jim Schack
Phil Mattern, our attorney answered many questions from the
Jack Ottini and Jim Schack reported on meetings they had
dealing with the access road adjacent to the loop road.
MINUTES: Approved as written
REPORT: Mike Rucker
- 2011 Assessment Collection: As of today, 418 properties are paid in
full. One property is in
foreclosure and another three are bank-owned. One property has an outstanding balance
of $25 and another balance of $190.
The remaining two properties remain unresponsive to our invoices
and phone calls.
- Budget: Provided copies of the budget vs.
actuals through June 7th copy in file. In addition to dues collection for 2011,
we have collected $700 in prior year’s dues, $723 in late fees, $2,170 in
finance charges and lien fees and $300 for yard cleanup costs. None of this was planned in this year’s
budget. As a result, income to date
is $2,800 ahead of budget which will help offset some of this year’s
unplanned expenses. Currently, we
have cash on hand in checking and savings plus monthly dues to be
collected from MVCC of $170,750 with budgeted expenses for the remainder
of the fiscal year of $144,310.
This amount includes planned capital expenses to replace security
radios and the contribution to the reserve fund.
- IRS Letters: We have received a letter from the IRS
saying that they have accepted our 2007 and 2008 tax exempt returns as
filed. This was in accordance with
our agreement with them in February.
We also received a letter from a different IRS department taking
exception to an item checked in our 2010 tax return. We have provided a response stating that
the item in question was checked on the advice of our tax accountants but
we may have misinterpreted the intent of the item.
- Gate Remotes: After six months of difficulties with
our supplier, we finally received 24 new gate control remotes. Because of the immediate demand, we will
place an order for another 24 to restock our inventory.
SECURITY: Dale Mjelde
Incident and Description Report concerning an accident at the main gate
was distributed, copy attached in file.
- A new
renter came thru the main gate in a commercial vehicle. Kim notified him that it must be kept in
for the purchase of radios from Pierce County Security, Inc. and Nick Sutton
were distributed, copy attached in file.
Discussion was held. Cell
phones would not work well. M/S/P
to accept the lease with Pierce County Security for $44.00 per month. We need to know how long the lease would
be for and if they will they upgrade in the future at no cost.
MVCC: Brian Applebury
will contact the club to get information about upcoming events. This will save time in allowing guests
through the gate.
PROPERTIES: Barb Farley
dead plants have been removed from the medians and Trent has begun taking out dead or
WEBSITE: Robert Steiner
Posted the May meeting minutes to the website.
ARCHITECTURAL: Frank Wisdom
approval letters sent in May; eight in June and more will be sent.
have had no feed back from Lot #267
another letter will be sent.
had a few issues with Lot #94 – a fence
and plastic shed have been installed.
FACILITIES: Jan Lewis – abs. written report read
with Lot #355 regarding tree/raised street in front of the mailboxes
immediately south of their property. Western States Environmental came to
the property and submitted a bid. I
request the allocation of MVMA funds along and homeowner's funds to make
repairs. Lot owner has requested
repair of his driveway/street at the same time of Lot
with Lee Mudd, Quality Fence regarding adding barb wire on top of the
stationary fencing at the north and south gates. Upon inspection of both gates, evidence
of individuals going under and over existing fencing material. Several sections of rebar have been
intertwined to strengthen weakened fencing. It is recommended that the fence
post/rails be painted at completion of the repair. Discussion was held, rather than the use
of wire, the pointed top like on the moving gates could be added to the
side fence. It would look better
and still discourage entry over the fence.
The cost will need to be determined before a final decision is
to meeting with Mr. Mudd, requested Trent
to cut back the vegetation from the north and south gates to allow access
to repair/replacement/installation of barb wire. Trent
commented that the planting should have been cut back and is glad to
accommodate. Trent was also asked to replace the
burned out light bulbs in the center divide at the main gate. The 24 hour timer has been adjusted.
staff requested pest control service at the guardhouse – infiltration of
ants into the structure. Past years
MVMA has provided cans of bug spray, but the security staff reports a
larger quantity of ants. Discussion
was held and agreed that a bug service should be used to spray the
- Lot #94 asked that the neighbor be contacted
concerning late night conversations, music, and entertainment in the rear
of the property. Discussion was
held, they should contact the security guard to speak to them; if this
does not help, the homeowner should call the police.
REPORT: Bill McLaughlin
“Safety Fair” was a success.
Discussion was held concerning the extra effort Kim put forth in making
the event run smoothly. M/S/P to
give Kim a $75.00 gift certificate to MVCC for dinner.
was held concerning a credit card from our bank for the MVMA. An individual’s name would need to be
attached to the card; it was determined a card was not needed.
was held concerning the “backflow” test that is required yearly. Al’s Sprinkler Company will still
perform the test for $35.00 each.
E-mail was received concerning Lot #148
holding Yoga Classes in the home. Discussion
was held, at this time, there is no need to become involved.
concrete truck entered and leaked concrete onto the roads; was quickly
ADJOURNED: 9:23 p.m.
Minutes prepared by Cheryl Havener