BOARD MEETING January 4, 2006 MILL CREEK CONDOMINIUM ASSOCIATION FHOA OFFICE MINUTES

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1 ATTENDANCE Board Members: Terry Dean, Chairperson; Mark Ozbun, Treasurer; Dean Fortin, Secretary; Greg Nelson, Karen Black NWCM: Wes Finchum, Lani Clark, David Hummel Condo Owners: Doug Hardy, Nelly Bernuy, Buck Miller OPENING: Terry Dean at 7:02 PM APPROVAL OF MOTION: By Mark Ozbun to approve the minutes of the 11/30/2005 board meeting. Seconded: Terry Dean Unanimous vote TREASURERS REPORT Revenue: Expenses: $168, Collected $166, Budgeted Most of the audit shortfalls have been paid. We ended the year slightly ahead if our budget. This is due to several homeowners paying ahead. This will make next year s revenues look a little low in the beginning of the year. However, we should be fine by flexing with the retained earnings as needed Durrett, the home that was delinquent. This money was collected and posted on 12/28/05. $168, $166,104 Budgeted We have spent $2,327 more than budgeted for the year. Items that are higher than expected are; insurance, water, landscape improvements (slightly), new signs, light repair (slightly), gutter cleaning, and printing. These will all be adjusted for the new fiscal year Retained Earnings: $16, $16, on 12/24/04 Retained earning are lower by $ I anticipate tapping into retained earnings to shore up the revenue shortfall at the beginning of the year. My bigger concern is that if we tackle some of the major dollar items early in the year, we will need to use all of the retained earnings. Page 1 of 12

2 Assessment Errors: 1. Lot 1 - $ Signed up for a 4-month repayment plan. 2. Lot 16 - $ Current owner, paid in full. A. Previous owner has not responded to our letter. B. We should be prepared to write-off $ C. Home changed hands in December Lot 35 - $ The current owner s assessment is correct. A. Previous owner has not responded to our letter. B. We should be prepared to write-off $ C. Home changed hands in June Lot 50 - $ Owner & NWCM have been communicating. A. No arrangements have been made at this time. 5. Lot 74 - $ A. Owner is paying in full by the end of this year. 6. Board will continue to monitor until all above are paid in full. MOTION: By Terry Dean to Write-off amounts owed by previous owners of lot 12 $ and lot 35 $ Seconded: Karen Black Unanimous vote Reserves: Budgeted to spend $92,930. To date, we have spent $84,646. Roof work and water intrusion came in at a lower cost. New signs could not be paid out of reserves and came out of operating, as did rock wall repairs (this probably should have been charged to reserves). We did not perform the 1/3 caulking repairs as planned. Notes: Barkdust $11,156 Deck and porch rail trim painting $15,640 1/2 power wash and seal decks $0 Powerwash all cement surfaces $20,000 1/3 roof treatment/repair $28,100 Water intrusion inspection $9,750 Total $84,646 Page 2 of 12

3 OLD BUSINESS: 1. Water Intrusion Study A. Water Intrusion Inspection worksheet 1) Siding, Flashing, Caulking, and Sealing status a. Completion of work can wait until next spring per Dave Marcum. b. Keith green adjusted bid enclosed Total cost $ c. Willamette Roofing and Siding request for estimate enclosed. No reply to request. Wes Finchum to follow up. d. Prospects Plus request for estimate enclosed. Reply to request was on a time and materials basis. Wes Finchum to follow up for total cost bid. e. We would like 3 fixed cost bids for this work. Wes Finchum to follow up. f. NWCM will be acquiring 3 new bids for this project. They should be available at the next board meeting. Page 3 of 12

4 2) Siding and Trim painting status: a. Rail painting status Work completed. Some issues / concerns with quality of preparation work. o o 2426 Stimpson and 2338 Miller appear not be painted yet! 2422 Miller is another example of some spills on the stained porch floor NWCM has contacted Ken Verhaalen regarding the status of 2426 Stimpson, 2338, and 2422 Miller on 12/20/05. He was going out to check these addresses and the board will have a response by 01/04/06 meeting. Ken Verhaalen response: Rail Painting 2426 Stimpson - we could not find an address on Stimpson with that number They don't have rails. They have a solid siding surround around the porch with a trim board on top that needs touch-up. There are 6 or 7 porches with this design. We were not contracted to paint these. Paint Drips Drips on 2422 porch have been cleaned off. Think that the caulking and touch-up can probably be done with the bid for caulking and touch-up. Sorry we were not able to complete touch-up before the cold weather hit. Greg Nelson and NWCM to follow up. Page 4 of 12

5 2. Architecture The purple rails on the common area walkways between Stimpson Lane and Miller Road where repainted with more gray tint to a much softer color which is an improvement. o Porch decks and steps should be painted at 2411, 2421, and 2315 Stimpson Lane to match the new color of these rails at their next scheduled time and maybe toned down a little more. o Ken Verhaalen response: 2411, 2421, and 2315 Stimpson Lane porches and steps were stained again with new stain color. We checked to confirm this. 3) Caulking of 2421 NW Stimpson and 2338 NW Miller status: a. Expenditures for caulking the above two units where approved by the president of the board. Ken Verhaalen $50 per hour plus materials. A. Standing water in the crawl spaces status This work was to be completed Ken Verhaalen with the current painting of the rails Status? o David Hummel will have Ken Verhaalen do caulking on first warm day available. 1) 9822 Justus (Douglas & Christina Hardy). Status? a. Included for the Boards review is a bid from Apollo Drain for for the work at this address. (Page 23) b. David Hummel will work with Apollo Drain to insure all that the plan will work and try to negotiate a guaranty. 2) 2516 Stimpson (Bob Dubay). a. Work was completed on 12/06/2005. Page 5 of 12

6 B NW Justus Lane (Nelly Bernuy) roof leak. Status: 1) From 11/30/05 Minutes: a NW Justus Lane roof leak. Status: Work completed 11/15/ ) From 10/19/05 Agenda: Nelly Bernuy has an active leak. The original report included several items within her home. All active problems were fixed. However, the roof items were thought not to be an immediate need and were scheduled for the spring when the regular roof maintenance was scheduled. We find there is an active leak and Raindrop roofing has been requested to investigate and fix. 3) Work at this address was approved by the board in October. NWCM has refaxed the approved work order to Rain Drop Roofing and will have an update for the Board at the 01/04/06 meeting. (Page 20) 4) Rain Drop says the work was completed. 5) David Hummel will set up meeting with Nelly and Raindrop to get current status. C. Painting of trim on some of the older homes will need to be moved up to 2006 from 2008 due to deterioration of current paint. 1) Board members will start compiling list of addresses known to need work. Page 6 of 12

7 3. Landscape A. Landscape issues 2402 Miller 1) Dean Fortin is following up with Showplace and NWCM to get this work done as soon as possible. a. Dean Fortin responded to Dixon s letter 12/08/05 with current status. b. sent to NWCM on December 13, 2005 to get this work done ASAP. c. re-sent to NWCM and Showplace on December 30,2005 including Showplace original proposal, scope of work, and note to NWCM to add cost to assessment. d. Dean Fortin and Mark Ozbun met with John Shewchuk of Showplace on January 2, 2006 review the bid and scope of work. Showplace should be starting work on this issue no later than the week of January 9, d. Dean Fortin updated the Dixon s with an on 01/03/06. e. All work completed on 01/05/06. B. Specialty Pruning: 38 trees, mostly Japanese maples could benefit from some pruning. Showplace estimates this would cost $ ) Dean Fortin will follow up with Showplace and NWCM to get this work done as soon as these trees start to bud late winter to early spring a. Dean Fortin and Mark Ozbun met with John Shewchuk of Showplace on January 2, 2006 to determine which trees and review the scope of work. C. Pruning of the large evergreen trees. The pruning will be selectively hand done; removing crossover branches, dead wood, branches touching homes, branches interfering with walkways, and thinning as required. 1) Dean Fortin will follow up with Showplace and NWCM to get this work done in January a. Dean Fortin and Mark Ozbun met with John Shewchuk of Showplace on January 2, 2006 to determine which trees and review the scope of work. a. Cost estimate $ Page 7 of 12

8 MOTION: Seconded: Mark Ozbun Unanimous vote By Dean Fortin to approve expenditures not to exceed $ to have Showplace Landscape Services perform the following. Trim 38 maple trees per the following specification. The pruning will be selectively hand done; removing crossover branches, dead wood, branches touching homes, branches interfering with walkways, and thinning as required. Pruning of the large evergreen trees which would include removal of double trunks, some lower branches (1 to 3 feet from ground), and branches too close to homes to improve irrigation system water distribution, fall clean up, and overall look as well as any selective thinning that would improve there look and longevity. D. Additional fertilization of Vinca on steep slopes. 1) Dean Fortin will get current fertilization schedule and estimated cost of additional fertilizations. a. Fertilization of Vinca was completed on 12/07/2005. b. from John Shewchuk: We usually do the plant fertilizing sometime in January, However we realize Mill Creek is in need of fertilizer especially the Vinca so we will try for next week. In addition we will give the Vinca an extra application at no charge in a couple months. Sound good? c. Dean Fortin to follow up on annual schedule of all landscape tasks Received Calendar Schedule and Specifications from Showplace on 01/04/06 If the Board has no objections Dean Fortin will communicate directly with John Shewchuk of Showplace on all landscape issues. Page 8 of 12

9 Page 9 of 12 E. Landscape at the first 4 homes at the lower end of Justus. 1) Dean Fortin will contact Kathleen Miller to see if she could help us with the master landscape plan for the lower portion of Justus. 2) Dean Fortin will contact Nathan Hale residential landscape designer from Cascadian Landscapers for cost of doing a master landscape plan for the lower portion of Justus. 3) Dean Fortin contacted Kip Nordstrom (Master Gardener) for doing a master landscape plan for the lower portion of Justus. $65.00 for consultation. Would give fixed cost bid for completing master plan after onsite visit and consultation. Needs plot plan for doing design work 4) Money has been placed in the 2006 expense budget, which should cover the cost of this project. F. Over seeding of all the grass areas once per year. 1) Estimate cost to over seed all of the lawn areas at Mill Creek is $ to $ range that would include a top dressing and starter fertilizer. a. Should be done in the spring of 2006 when the temperatures are correct for seed germination. MOTION: By Dean Fortin to approve expenditures not to exceed $ to have Showplace Landscape Services perform over seeding of all the grass areas once per year. Seconded: Mark Ozbun Unanimous vote 2) Note: This item and the tree pruning above will leave our unscheduled budget line item 6361 Landscape Extras & Supplies with a balance of $280 to $ G Justus (Karen Black): Possible dead large tree left side back of house. 1) Tree in question is the responsibility of FHHA, 2) Dean Fortin to follow up with FHHA (Jim Main, General Manager, FHHA, , jmain@fhhoa.com). H NW Hampton: Possible dead tree on back (NE) side of house. 1) Dean Fortin to follow up spring of I NW Stimpson Lane (Dean Fortin) large leaning evergreen tree (SE corner of house) needs support to keep it from uprooting and falling over. 1) Dean Fortin will follow up. J. Terry Dean requested more progress on outstanding landscape issues by next meeting.

10 4. Safety: A. Driveway light monitoring program status. 1) Dave Marcum has left NWCM and was doing the light bulb replacement and resolving photo-sensor problems. How should we proceed with this program? 2) Light bulbs last replaced on 10/24/ ) Included for the board is a new light bulb replacement contract from NWCM. (Page 22) a. Approved by Terry Dean on 12/27/05. b. Contract good through 06/30/06. c. Analysis and identification of electrical problems, (GFIC, circuit breaker, photo sensor, or fixture) is included. 4) Two fixtures continue to be a problem. a Justus Alley: This light works intermittently. I believe the photocell has a loose wire or contact point. It works when you hit the wall nearby. NWCM is getting prices to repair this problem. b Miller: Only one socket works. There is a direct short in the other that blows the bulb the minute it is inserted. NWCM is getting prices to repair this problem. c. Bid from Maynard Tye: o Terry Dean will authorize expenditures. B. Lighting of mailboxes status. C. Lighting of common area walkways between Miller Road and Stimpson Lane status. Page 10 of 12

11 5. Planning for MCCA annual meeting. NEW BUSINESS A. Notice of annual meeting completed 12/20/2005. B. Proxy received 1) NWCM will send Dean Fortin counts of proxies received (total and by type of voting authority) and names of any nominations for the Board. C. Facility reservation for annual meeting has been confirmed. D. Reviewed agenda for annual meeting E. Reviewed MCCA annual meeting project plan F. Reviewed presentations. 1. MCCA Board and NWCM communication policy. A. Include Dean Fortin (Secretary) as a recipient of all mail, faxes, and communications. 2. Snow storm Issues. A. Shingles blown off house at 2418 Miller (Sharon Mock) on 12/18/05 Status. 1) Leak and damage to sheetrock, which is the homeowners responsibility. 2) Raindrop Roofing bid of $680.00, dated 12/27/05 to repair this roof was approved by Terry. 3) Work Completed. B. Several homeowners reported snow in their attics with more coming in through the vents. 1) Raindrop Roofing has indicated that we may need to install shields on roof vents, which many people have on their homes. a. NWCM with Contractor(s) will determine which and how many homes have and do not have shields. b. NWCM will get bids for installing shields. 3. Invite our insurance agent Jeff Kaufenberg to a future board meeting so that we can all be familiarized with our policy. A. Current liability coverage Liability 1,000, Medical Expenses 5, per person Tenants Liability 75,000,00 per occurrence B. Jeff Kaufenberg will be invited to a board meeting in Page 11 of 12

12 4. WITHIN 14 DAYS OF ANNUAL MEETING or following the Annual Meeting, MUST: Hold organizational meeting of the Board to elect officers. A. This Board Organizational Meeting will occur immediately after the adjournment of the Annual Meeting. B. Dean Fortin will provide an agenda for this meeting including; welcome of new Board members, election of officers of new Board positions (President, Secretary, Treasurer), appointment of Board members to oversee major functions of the Board (Architecture, Landscape, Safety, Communications), any other business deemed critical at the time, setting date, time & place of next Board meeting, and adjournment. 5. NWCM Issues and new organizational structure discussed. 6. MCCA Income Tax filling. A. Due by 03/15/2006 B. We committed to Schwindt for doing this for two years (12/2004), $200-$500 each year. C. Schwindt will prepare our 2005 income tax filings. D. Tony of NWCM and Mark Ozbun will insure our income taxes are completed by 03/15/ Prepare an annual financial statement for the preceding fiscal year. A. Deadline under state law is to have annual financial statement DISTRIBUTED TO UNIT OWNERS WITHIN 90 days from end of fiscal year or before approximately 3/24/05. B. Mark Ozbun will present the year-end balance sheet at the annual meeting. C. This information is available at any time for any unit owner. SET DATE TIME AND PLACE FOR NEXT BOARD MEETING This will be done at the new Board Organization Meeting immediately after the adjournment of the Annual Meeting OPEN FORUM (15 minutes) A. Roof vent repair discussion. ADJOURN MOTION By Terry Dean to adjourn the meeting at 8:59 PM Second: Dean Fortin Unanimous vote Page 12 of 12