Vista Del Lago Board Meeting Saturday, May 7, :00 AM in the Clubhouse

Transcription

1 I. Call to Order Board Meeting called to order at 9:06 am. II. Roll call Following Board Members were present President Gary Mansell, Member at Large Ken Johnson, and Treasurer Dave Heise; Vice President Phil Tracey was excused. Oliver Kurabi of 3Stripe was present by teleconference call. III. Review of Agenda Gary Mansell reviewed the agenda. No revisions were requested. IV. Approval of Minutes from Last Meeting The Board approved the Board Meeting Minutes for April 2nd on April 22, 2015 by vote. V. Treasurer s Report provide by Oliver Kurabi of 3Stripe Management A. Oliver Kurabi presented the tables on Current Expenses and Income and Expense Relative to Budget. These documents are available on the 3Stripe website. B. Oliver Kurabi presented the Budget for Fiscal Year This budget had also been previously sent to Board Members for comment. C. The Board asked whether some money held by 3Stripe could be transferred to the reserve account. Oliver Kurabi suggested transferring $10,000 to the Reserve Account which is the VDL s savings account at Cashmere Bank. Ken Johnson made a motion to accept Treasurer's report and transfer $10,000 held by 3Stripe to the Reserve Account; Dave Heise seconded the motion. The motion passed VI. Secretary s Report - NA VII. Committee Reports A. Architectural Control Committee (ACC) Ken Johnson provided the following report: 1. Ken Johnson expressed concerns about projects being completed prior to the ACC acceptance of a submitted worksheet. Those owners who do not following VDL rules or CC&R for making improvements to their lot will be referred to 3Stripe. The current CC&R is the version dated September, 18, 2006 Rev B (Amendment No. 3) and the subsequent Amendment No There s also currently several work orders submitted that are being reviewed by the ACC. 3. Gary Mansell discussed county zoning versus CC&R and Hearing Examiner's Findings and Conclusions. For example, the current VDL zoning requires no setbacks and the CC&R require 30-inch setback; however, the Hearing Examiner s Findings and Conclusions require a 5-foot setbacks. This is an issue the Land-use Attorney will be resolving with Chelan County. Until this issue has been resolved with the County, new improvements should comply with the County requirement of 5 feet. VDL Board Page 1 of 5 Approved May 23, 2016

2 4. There s been some comments about 5 th wheel RVs without skirting. Oliver Kurabi will send notices to those owners or renters who do not have skirting in front of their fifth wheels RV. Ken Johnson will forward to Oliver the units that are non-conforming. 5. During the October 2015 Board Meeting, the Board allowed boats to be stored under carports from October 1 st through May 1st. There s some boats still located under carports. If these boats are not moved in the next 2 weeks, they will be sent a written notice. 6. Ken Johnson will write an article for the upcoming newsletter about lot appearance, i.e. weeds, miscellaneous construction materials and so forth. Oliver has sent letters for those in non-compliance. B. Building and Grounds Committee Gary Collins who is the Committee Chairman gave the following report: 1. 4x4s replaced by Nunez Construction along access trail 2. West side gravel and access project is complete. 3. South side arborvitae shrub planting is complete and third water line will be installed. 4. Lakeside has serviced heat pumps for the pool. 5. The icemaker is working. 6. Outside shower is working. 7. Pool furniture is placed, except for tables. 8. Lawn has been aeriated. 9. Flag is up. 10. The old pool lounges will be sold for $20 each, except lounges with torn fabric will be $10 each. Lounges to be sold as is and on a first come, first served basis. Don, Judy and Phil have already indicated interest. 11. Removal of dead ground cover along SR150 is almost complete. Rat/mouse traps are loaded with new bait. 12. Three companies have submitted prices for painting the community buildings, excluding the laundry room building, have be received. At $9251, Resales Quality Painting is the best price of out of the three estimates submitted. The price includes pressure washing, caulking, and 2 coats of paint. Dave Heise made a motion to accept the price given by Resales Quality Painting for painting the Clubhouse, Pool Equipment Building and Guard Shack in September; Ken Johnson seconded the motion. The motion passed. 13. Small utility trailers in RV Storage Lot No. 1 will be moved Memorial Day weekend to RV Storage Lot No. 2. VDL Board Page 2 of 5 Approved May 23, 2016

3 14. Gary Mansell has created a project spreadsheet to summarize the future community projects. Building and Grounds Committee should review this spreadsheet to determine whether it is complete and accurate. If project hasn t been officially approved by the Board, the Board members will be requested to vote on each project by Laundry room appliance repairs should be completed by 5/ Thanks to Richard Ridgeway for cleaning up leaves. C. Financial Committee - NA D. Membership Committee E. Social Committee Ken Johnson wants information in newsletter about having a horseshoes area; sand boxes could possibly be located immediately south of the retaining pond F. Special Pool Committee Until the Bylaws are changed to add a Pool Committee, this committee is a special committee. G. Special Planned Development Committee Gary Mansell will be providing a movie of VDL for the land-use attorney s demonstrative proposes to show the County how VDL is an attractive asset to the community. H. Special Committee for RV Storage Area VIII. Property Manager s Report No complaints have been submitted. IX. Open issues & Standing Agenda Items A. Budget for Fiscal Year Ken Johnson made a motion to accept the Budget presented by 3Stripe, see Subsection V. B. above. Dave Heise seconded the motion. The motion passed. B. CC&R Revision and Bylaws Gary Mansell reported the Bylaws as well as the CC&R must be revised to remove reference to the Developer. In addition, the Fiscal Year should start July 1 instead of April 1 and the President should be able to approve incoming bills of more than $500. This is based on when the Annual Meeting occurs and the Budget is approved. The HOA attorney has advised against changing the Bylaws until the CC&R has changed. VDL Board Page 3 of 5 Approved May 23, 2016

4 According to the CC&R, the CC&R and Bylaws may only be voted on during an annual meeting. For a vote by the HOA members, all HOA members must be notified according to the CC&R and state regulations. C. County Negotiations Status. Attorney John Groen was negotiating with the County on VDL behalf to resolve the compliance and title issues; he was also a partner with Groen Stephens and Klinge LLP. John Groen has left that firm to do public law. The firm Stephen and Klinge office is now no longer in Chelan County. Charlie Klinge has recommended Alex Thompson in Brewster to represent VDL with the County negotiations and land use issues. Ken Johnson made a motion to retain attorney Alex Thompson to represent VDL in landuse issues. Dave Heise seconded the motion. The motion passed. D. Pool 1. Process for Selling Old Lounge Chairs, see subsection VII B. 10. Above. 2. Status of New Pool Sign: Gary Collins is purchasing sign. 3. Pool Committee membership: there s a critical need for volunteers in the Special Pool Committee. This committee supplements the work is contracted to Jack s Magic Pool and Spa service. For example: daily testing of the pool chlorine and PH levels required. 4. Pool Committee budget: until a Pool Committee is added to the Bylaws, a separate budget cannot be provided. E. Consent Letters for Using Notifications Gary Mansell stated only approximately eleven HOA members have indicated in writing their acceptance of s for Board s notifications. Until a larger number of members have indicated otherwise, all members will be sent notifications by USPS mail in accordance with the CC&R and state regulations. F. Certificate of Exemption Gary Mansell stated only approximately 33 lots have a Certificate of Exemption according to Chelan County records. There s another two that have been reported as inprogress. All properties should have a legal title to better position with the County. During the sale process, some Title Insurance companies are apparently not checking the title status. 3Strip is now requiring a Certificate of Exemption as part of the documentation for selling a lot. VDL Board Page 4 of 5 Approved May 23, 2016

5 X. New business A. Review and Approval for Upcoming Buildings and Grounds Projects See Subsection VII B. 14. above. B. Lease Agreement Form and Rules for RV Storage Lots Gary Mansell had contacted the HOA attorney to review a proposed lease agreement form for using RV storage spaces. The attorney recommended using a licensing agreement form which he provided; title of the form is Vista Del Lago, RV Storage Lot Parking Space Agreement. Gary Mansell previously sent this form to Board members for their review. Dave Heise made a motion to use the Vista Del Lago, RV Storage Lot Parking Space Agreement form. Ken Johnson seconded motion. The motion passed. C. Process for Changing Fiscal Year to start July 1 See Subsection IX B. above. D. Recommendations from Lakeside Heating not addressed E. Candidates for Next Year s Board Gary Mansell, Phil Tracey and Ken Johnson stated they intended to stay on the Board. F. Voting Process and Documentation not addressed G. Review Agenda for General Membership meeting not addressed XI. Off-Agenda Items A. Transfer of Money to Reserve Account from Checking Account 3Stripe pays bills from the quarterly dues they receive from the HOA members. The money from Cashmere checking account should only be used for emergency purchases to simplify bookkeeping. There s approximately $38,860 in the checking account. Some of this money should be moved to the savings account which has been designated as the Reserve Account. Dave Heise made a motion to transfer $20,000 from the checking account to the Reserve Account. Ken Johnson seconded the motion. The motion passed. XII. Announcements & Thank You XIII. Next Board Meeting The next meeting will be on June 4, 2016 at 10 AM; this meeting will be the Annual HOA Meeting. Oliver Kurabi of 3Stripe Management will be personally attending. XIV. Adjournment At 11:08 AM, Ken Johnson made a motion to adjourn the meeting. Dave Heise seconded the motion. The motion passed. VDL Board Page 5 of 5 Approved May 23, 2016