MERIDIAN VALLEY MAINTENANCE ASSOCIATION
MONTHLY BOARD MEETING MINUTES
March 9, 2011
CALLED TO ORDER BY
PRESIDENT Bill McLaughlin at 7:05
ATTENDANCE: Bill McLaughlin, Jan Lewis, Mike Rucker,
Frank Wisdom, Barb Farley, Brian Applebury, Bob Steiner, and Cheryl
Havener Absent: Dale Mjelde
MINUTES: Approved as written
REPORT: Mike Rucker
- 2011 Assessment Collection: As of Monday the 7th, 409 properties
are paid in full. Four properties
are unpaid for 2011 and one or more prior years. Each of these is listed for sale and we
should consider filing liens against them for 2010 and 2011 assessments
and fees. Of the 13 remaining properties, verbal commitments for payment
have been received from all but three.
- Budget: Provided copies of the budget vs.
actuals through March 9th.
- IRS Mediation: We were unsuccessful in reaching any
compromise with the IRS examiners in the Fast Track Mediation
session. Their demands that, among
other things, we “open all gates to vehicle and pedestrian traffic during
the non-sleeping hours of 6am – 10pm, 7 days a week” and “the guard at the
main gate cannot ask a non-member what is your business entering the
association area” were unacceptable.
In the end, we decided that the expense of continuing the appeal
process and the likelihood of repeating that expense in future years was
not in the best interests of the association. As a result, we agreed to revocation of
our tax-exempt status as of December 1st, 2010. We will remain tax exempt for all prior
years. Our effort will now be
directed toward a review of our Investment Policy Guidelines and the
timing of withdrawals from the Long-Range Plan to minimize our future tax
- Audit and Investment Committees: A meeting was held on February 28th
with George Hull, Dick Metz, Jim Schack, and Peg Steiner to begin review
of our Investment Policy Guidelines and Long Range Plan withdrawals given
that the association will no longer be tax exempt. Ideas were exchanged and actions taken
to gather additional data for the Long-Range Plan. This process will continue and may
result in recommendations for changes to both the Guidelines and
- Income Tax: Our accounting firm expects to be
finished with our tax return this week.
This will be our last year filing tax exempt.
- Security Electronics: A new computer was delivered to the
Guardhouse to replace the previous computer that had a motherboard
failure. All the data was backed
up, but the software that runs the database of homeowner's information was
not available. Work is continuing
to recover that data. Funds are
budgeted from the Long-Range Plan to replace the 2-way radios used by the
guards. The current radios were
purchased in 1998. Their
performance is significantly degraded and adds extra work for the guards
when making their rounds in the community.
- Insurance: Our insurance carrier agreed to add
defense costs to the D&O liability policy at no cost.
FACILITIES: Jan Lewis
Fence Company came out and repaired/replaced a section of top rail on the
east side of the property on the perimeter road.
did not charge for the analysis of the computer from the guardhouse – the
mother board was fried.
- At the
request of a resident to address the trip hazard caused by the road lifting
due to tree roots, Jan has
attempted to speak with the property owner (on vacation) and so will
continue to do so. The tree may
need to be removed by the property owner, and some minor repairs to the
road to resolve the issue.
was contacted to replace a street light near Lot
street drains near Lot #365 and #612 have
shifted. Mike Rucker and Jan Lewis
will drive around the community and check for more street/drain problems. Jan will get bids.
SECURITY: Dale Mjelde – abs. written report read
posted open due to snow and freezing rain early in the month.
exit gate blew a pump, was posted open until the new pump was installed.
Sutton called to put together a price on the new 2-way radio system.
MVCC: Brian Applebury
COMMON GROUNDS: Barb Farley
- Had a
meeting with Trent Allen. He is
removing a lot of debris from the street.
Discussion was held, he should be only cleaning the street next to
the common ground areas. Individual
homeowners should be cleaning in front of their homes and the street
sweeper is used in the late fall to pick up leaves.
- A lot
of the plants are dead or are diseased in the common areas. Discussion was held concerning re-landscaping
some of these areas. Will get
estimates and will discuss again at the next meeting.
is a stump in the common grounds area on 142nd Ave SE which
needs to be removed.
ARCHITECTURAL: Frank Wisdom/Barb Farley
letters were mailed in February, with four so far in March.
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
send a certified letter to the homeowner.
not heard from the attorney for Lot #298. A letter will be sent from our attorney
to the owner and renter.
Lot #164 concerning yard and home
maintenance. Will follow-up.
WEBSITE: Robert Steiner
Posted the February meeting minutes to the
Updated the Architectural Committee Roster on
PRESIDENT’S REPORT: Bill McLaughlin
Mediation held on February 17, 2011.
The standard for a homeowner’s association to qualify for exemption
under IRC 501(C) (4) requires the association to operate for the benefit
of the general public for the whole City of Kent.
MVMA does not operate this way; also the North and South gates
would need to be left open for the general public to have access to our
roads. Our security at the front
gate would not be able to limit access to the general public, in other
words our security guards would operate like “Greeters” at Wal-Mart, just
wave as the general public enters our community. We would not agree to that. Our new tax status as a “for Profit”
Corporation would be retroactive to the start of “MVMA Tax Year” December
1, 2010. All prior tax returns
would be left as they were filed (Non-Profit 501c4).
- Lot #2005 owner (Troop 480 Scoutmaster) has
requested permission for “Beauty Bark and Compost” Fundraiser for the Boy
Scouts, and “Scouting for Food” door hangers for the Cub Scouts. Both events would occur in March 2011. Discussion was held. M/S/P for allowing the food drive, as
long as the scouts return to pick up the food drive notices that have not
been removed. The Beauty Bark
request was denied.
#163 having problems getting neighbor Lot #164 to complete landscaping
clean-up, trees need trimming to keep Lot #163 view corridor intact, Ivy
overgrowing into Lot #163, flat room of Lot #164 home is full of moss.
- Lot #298 letter from our attorney asking for
clean-up of the property.
- Lot #267 fence issue was discussed. A certified
letter was sent by Frank Wisdom to the owner requiring removal of the
fence that he recently install in his back yard without the prior approval
of the Architectural Committee.
Another certified letter will be sent giving him 30 days for
the need for
updating our DORs, By-Laws, & Policies. M/S/P to form a Committee to look into a
complete “redo” of our By-Laws and Restrictive Covenants. Tom Sharp has agreed to serve on the
committee, along with myself, Mike Rucker, and Jan Lewis. Bill Viall and Bob Kitto will also be
asked to join the committee.
ADJOURNED: 8:45 p.m.
Minutes prepared by Cheryl Havener