Norwood Village Board Meeting

Transcription

1 Norwood Village Board Meeting Date: 12/02/2015 Attendees: Absent: Location: Scribe: Troy Gilliland, Jane Mueller, Bill Kearns, Bob Weiss Jimmy Sarao Gilliland House Jane Mueller Agenda: Meeting Call to Order [Troy] Agenda: 1. Call to Order 2. Previous Meeting Minutes Jane 3. Reports of the Officers, Board and Standing Committees a. Presidents Report Troy b. Treasurer s Report Bill c. ACC Report Bob 4. New Business a. Annual Meeting Prep b. New Board Member Recruiting 5. Next Board Meeting All 6. Adjourn Reading of Previous Minutes [Jane] All agreed to accept the previous minutes and to dispense with their reading. President s Report Annual Meeting : Cover letter, agenda, budget, proxy and contact info sheet are all completed for the and hard copy mailing. Troy has arranged for the speaker on Emergency Preparedness. Bob will be purchasing some wine for the annual potluck and Bill will be procuring the related liquor license. Reports by the President, Treasurer and ACC Chair will be drafted in December for review before the January meeting. Page 1 of 6

2 Proposed Amendments - Status: Troy received a communication from one of the Village members (Neil Miller) expressing his anger at the approach taken to receive additional ballots that had been promised to the board, after the original vote target date. This has been duly noted. (See Attachment) At this meeting, the board reviewed status of completed ballots in favor of changing the Norwood Declarations (38 were received out of 45 needed). Unfortunately, despite some promises from various Village members, the board did not receive sufficient number of ballots to bring about the changes in our Declarations. So the measures did not pass. This topic will be summarized at the Annual Meeting. Prosser Property Junk Cars - Bellevue City Code Compliance: The City is moving toward a public hearing now scheduled for February 2016 on the lack of Code Compliance at the Prosser property. The Hearing Examiner s Office set the hearing for Wednesday February 17, 2016 at 10:00 a.m. at Bellevue City Hall ( th Avenue NE.) Interested and affected neighbors are encouraged to attend. New Board Members: Troy has one more year on his term as President. Bill Kearns, (Treasurer) has decided to continue for one more year. Jimmy Sarao joined the board mid-year, replacing Doug Chorlton. Both Bob Weiss and Jane Mueller (Secretary) will be completing their terms on the board, opening up two Trustee spots on the board. (Bob will be remaining as head of the ACC going forward.) Peter Van Breda is expected to join the board filling one of those two open spots. This leaves one open spot on the board. That position plus the others will be discussed and voted upon at the Annual Meeting in January. Legal Fees: Troy asked Bill if he had received the $516 check from the attorney for legal fees that had been charged to Norwood in error. Bill indicated he had not received the check yet, and would follow up. Swim Club Parking Lot: Troy received a report from a Village resident of what appeared to be an abandoned SUV (missing a tire) up at the Norwood Pool parking. The vehicle was parked near some shrubs and left in the parking lot for several days. Police investigated but indicated that they couldn t do anything about it. In the interim, individuals returned to the vehicle and moved it to another house on the hill (not within Norwood Village). This incident prompted a board discussion at this meeting on whether it would be prudent to have the City of Bellevue (per the previous land swap agreement regarding the pool parking lot) add some signs in the parking area (e.g. "Drug Free Zone" "No Overnight Parking" etc). The board agreed that Troy would touch base with the Norwood Swim Club to weigh in on this subject before contacting the City of Bellevue Park Dept. Jane mentioned that during the upcoming 123 rd Avenue Sidewalk project/construction there may be some Village members temporarily parking their cars up at the parking lot. As the project may take up to four months to complete, this is something Village residents should be aware of. Page 2 of 6

3 Treasurer s Report Bill indicated that he is working on completing expenses for the 2015 calendar year. He will share that info with the board as soon as he has it, in advance of the Annual Meeting. Plans move forward to file liens on four more properties (Hu, Rauch, Cook and Lane). Troy agreed to assist Bill in providing parcel numbers to complete the lien paperwork. Paperwork should be completed by the Annual Meeting. Bill reconfirmed with the board, that on average, roughly 60% of Village members pay their dues on time. Another approximate 20% may require a month or two follow-up before they pay. And an approximate remaining 20% don t pay. As the board agreed, the last group will continue to be contacted and tracked. If they fail to pay in a reasonable amount of time, the board will discuss placing liens on their properties. On the other end of the spectrum, Bill mentioned that some Village members have asked about paying dues for multiple years in advance. Bill presented a possible approach to offer members a way to pay 4 years worth of dues in advance, at a cost savings to them, and at no revenue loss to Norwood Village. So basically what Bill proposed is that Village members could prepay for four years in order to receive one year free (i.e. $375 gets you four years of dues paid and a 25% discount on dues). The board discussed that if a property were to be sold during the 4 years, that there would be no refunds or no transfers to the new owner. Additionally any change in dues during the 4 year period would be treated as a credit or additional billing based on the difference. As the position of Treasurer is currently held by Bill, a financial professional, and in the future may be held by someone who is not a financial professional, Jane expressed some concern about correct tracking in the future of these pre-payments. Jane also mentioned that with a 4 year payment, a receipt to those who paid may be a good idea. Bill felt QuickBooks would be able to adequately track payments in the future and that a receipt to members paying for 4 years would not be needed. This pre-payment option will be one of the items on the agenda at the Annual Meeting for membership to consider. Troy and Bill agreed to check and reconfirm that no By Laws/Declaration changes would be required to offer the above dues payment plan. ACC Report Bob indicated that we have received an updated drawing for the Thatcher house rebuild. (See drawings below) Bob and the ACC have reviewed the modification and don t believe it meets our covenants (e.g. the change does not incorporate the necessary dormers to keep the house a 1 ½ story house (versus a 2 story house). Troy and Bob will convey this information back to Sal Cohen the builder. Bob also indicated that 5 ACC members will be completing their terms at the end of this year and that the ACC will be seeking new members at the Annual Meeting. Bob mentioned that Graeme Heys has expressed interest in coming onto the ACC. If no new representation from each of the blocks with open positions is possible, then previous ACC members may be able to take on a new, consecutive term. Page 3 of 6

4 ACC Report Bob Weiss Thatcher House Plans 1 st Submission: Approved (dormers = 1 ½ story) 2 nd Submission: looks like 2-story (no dormers) New Business: Troy will be following up with the Norwood Pool to start the conversation regarding the next lease (2017). Troy asked Bill if the Pool had been invoiced for payment yet, and Bill indicated that he would be doing that in the next week or two. Action Items: UPDATES on Action Items from Our December Meeting: # Action Item Pers. Resp. Status & Deadline Annual Meeting (2015) Follow Up (Amendments to Declarations) 1 Provide a complete vote tally All Done Changes to Declarations did not Pass No further action needed Treasurer/Budget Items 2 Confirm status of $516 reimbursement check from attorney Bill By Annual Meeting Page 4 of 6

5 3 Place liens on above properties that have not Bill By Annual Meeting paid. 4 Send out past due notices Bill Ongoing 5 Reconfirm that there are no issues from a By Laws/Declarations standpoint for proposing the 4-year payment plan for dues. Bill/Troy By Annual Meeting Neighborhood Improvement Projects 6 Continue to monitor City efforts for Code Compliance (Prosser property Junk Car Removal) Troy Hearing date - February No action needed at this time. ACC 7 Provide a follow up response to the builder of the Troy, Bob Thatcher property indicating a second December modification to house plans does not meet our covenants 8 Ensure all recently sold properties have been contacted about possible liens Bill 9 New property owners and residents should receive a Welcome Packet (Troy has them) which includes By Laws and Declarations (covenants). Annual Meeting Prep 10 Prepare Annual Meeting items for ing; Make smaller hard copy mailing to Village members who cannot receive 11 Continue to contact Village members for possible Board membership 12 Contact Village members for possible ACC membership. Next Board Meeting Bob Troy/Bill Jane Troy Bob Underway Hard copy mailing made The next board meeting will be scheduled for February, after the Annual Meeting on January 9, Attachment: Forwarded Message From: Troy Gilliland <gillt_one@yahoo.com> To: art0407 <art0407@artvisions.com> Cc: nono <nonospam0@gmail.com> Sent: Sunday, November 15, :46 PM Subject: Re: Protesting yet another vote extension Hi Neil, Thanks for your reply. Page 5 of 6

6 We've had several people verbally commit --- but due to various circumstances --- vacations/family illnesses/etc they have not given us their signed votes as of yet. Obviously having the votes notarized presents an additional hardship --- which I believe is in there for good reason --- but is a hardship nonetheless. In any case I will pass on your comments and reaffirmation to the board so it can be recorded and posted in next months meeting notes. Thanks Troy From: art0407 <art0407@artvisions.com> To: 'Troy Gilliland' <gillt_one@yahoo.com> Cc: nono <nonospam0@gmail.com> Sent: Sunday, November 15, :08 PM Subject: Protesting yet another vote extension If it is "legal" to extend [again] this time period, it certainly is not "moral" And, yes, it makes me angry inasmuch as I feel like you (the board) are cheating, just to get your way! Please consider this as a reaffirmation of my two "NO" votes (one for each lot). I would also like my comments to be inserted in the record at the next board meeting. QUOTE *3. Amendments Update*: We currently have 38 votes and are 7 short of the 45 required. Board members have gone door-to-door to ensure we have reached out and discussed the topics with all neighbors. The deadline for voting has been extended to the annual meeting. END QUOTE Sincerely, Neil Neil Miller-President avidre (tm), inc. zz@avidre.net <mailto:zz@avidre.net> Page 6 of 6