MERIDIAN VALLEY MAINTENANCE ASSOCIATION
MONTHLY BOARD MEETING MINUTES
MAY 11, 2011
CALLED TO ORDER BY
PRESIDENT Bill McLaughlin 7:03 at p.m.
ATTENDANCE: Bill McLaughlin, Jan Lewis, Dale Mjelde, Mike
Rucker, Barb Farley, and Cheryl Havener
Absent: Frank Wisdom,
Brian Applebury, and Bob Steiner
Guests: Jack Ottini,
Nancy Richards, and Leon Marshall
Jack Ottini shared with the Board the status of the
fence. Jack and Jim Schack will be
meeting with the farm house owner about giving up the road easement. He also stated that the creek renovation on
hole #12 must begin after July 1st and be done by September 15th. Due to this time frame and not having all the
permits – the project may not be done until 2012.
Nancy Richards and Leon Marshall owners of Lot
266 expressed their concerns over the fence issue. After discussion it was agreed that the seven
property owners should form a group to determine what should be done. When the outcome is determined, the Board
will pay for the moving of the fence.
MINUTES: Approved as written
REPORT: Mike Rucker
Assessment Collection: As
of today, 416 properties are paid in full.
Two properties are in escrow, including one which was also unpaid for
2010. One property is in foreclosure and
another three are bank-owned so we may not collect on those until they are
resold. One property has an outstanding
balance of $25 and another with a balance of $429. The remaining two properties remain
unresponsive to our invoices and phone calls.
In addition to dues collection for 2011, we have collected $435 in late
fees, $821 in finance charges and $300 for yard cleanup costs.
- Budget: Provided copies of the budget vs.
actuals through May 10th.
We are on budget with income and remain slightly under budget with
expenses. Insurance, Utilities and
Office are on budget and Common Grounds is expected to spend to
budget. Roads, Gates & Fences
is under budget but future performance depends on how gate repairs track
to expectations. Legal and
Accounting is over budget and will remain so but is largely offset by the
budget for income tax which will not be needed this year. Security is over budget due to larger
than planned expenses for computer and software repair.
- Gate Maintenance and Repair: The Long Range Plan for the reserve
fund assumes a capital expense of $40,000 every seven years for our
gates. Since 2004, the Association
has spent $82,000 on maintenance, repair and upgrades to seven gate
mechanical and hydraulic actuator systems against a budget during that
period of about $23,000. For the
most part, these have been capital expenses paid out of current income and
did not require withdrawals from the reserve fund. According to our maintenance and repair
contractor, current replacement cost for these systems is at least
$83,000. This data will be used in
preparing next year’s budget and Long Range Plan update. We will also investigate the feasibility
of periodically replacing complete systems rather than individual pieces
and parts as they fail. The goal
would be to reduce overall costs and improve reliability of the gate
- Reserve Fund: The current value of our reserve fund is
$303,628 which is an increase of $30,772 over the value on November 27th
of 2010. The Long Range Plan as presented in December has a target fund
value of $294,809 for 2011.
FACILITIES: Jan Lewis
were no reported concerns from residents concerning facilities.
repairs to the storm drain grates are completed.
with the owner of Lot 355 regarding the tree/raised roadway, provided
referral to Western States Environmental for quote.
painting of the Guardhouse will be done when weather improves.
three contacts with Zumar Sign Company in Tacoma for the dog walker notices. Another company name was given for
SECURITY: Dale Mjelde
new since the writing of the newsletter.
discussion concerning the radios need by the guards, it was determined
that the use of cell phones might be the best and cheapest option. Dale will talk to Kim concerning this
idea and Bill will talk to our bank concerning getting a charge card. The card is needed to purchase a cell
MVCC: Brian Applebury – no report
PROPERTIES: Barb Farley
overgrown shrubs are being trimmed back now that the danger of a deep
freeze has passed. Products have
been applied in the flower beds to keep the seeds down.
photinias near Lot 170 and Lot 3005
should be removed and new plantings done in the first two weeks of June.
shrubs and trees are being fertilized.
WEBSITE: Robert Steiner – written report read
Posted the April meeting minutes to the website.
Posted the May Newsletter to the website.
Sent out an e-mail with attached flyer to distribution
list informing residents of the Safety Fair scheduled for May 12th.
Added and updated e-mail addresses of several
residents to the e-mail distribution list.
ARCHITECTURAL: Frank Wisdom – no report
PRESIDENT’S REPORT: Bill McLaughlin
Elementary has requested to hold the Mini-marathon Saturday, June 4th. M/S/P for the approval of the
event. A letter will be sent.
- Lot 263 owner would like the Board to take action in
getting the fence situation resolved.
190 owner is concerning about the number of families living at Lot
189. Discussion was held, Bill will
call the home owner concerning his renters.
was held concerning possible means of getting dues paid for those lots
that have not paid.
Phil Mattern, MVMA lawyer, will attend the next Board meeting to answer
questions. All thoughts for
discussion should be emailed to Bill so that the questions will not
organized and not repetitive.
ADJOURNED: 9:10 p.m.
Minutes prepared by Cheryl Havener