Directors' Meeting Minutes - October, 2020


DATE: Thursday, October 22, 2020 

PLACE:  Online via Zoom


BOARD MEMBERS: Kathy Anderson, President

                              Marilyn Herst, Vice President

              Peggy Noethlich, Secretary

              Norm Culbert, Treasurer (joined late)

              Lee Worthy. Member-at-Large

MINUTES:  Alice Dickey

Residents were notified of the Board meeting and invited to join on Zoom.

Marilyn Hearst stated she had to leave at 11:00, gives her proxy to Peggy Noethlich if any votes after that time.

CALL TO ORDER: President Anderson called the meeting to order at 8:40.

QUORUM: Alice Dickey confirmed there were 4 Board members present.  


PRIOR MEETING MINUTES: Peggy Noethlich made a motion to approve September Minutes with the following correction: Landscape Committee Report, last sentence – change “walk” to “work”.  Marilyn Herst seconded, all in favor, motion passed.


CORRESPONDENCE:  Alice Dickey said all correspondence that has come in has been forwarded to committees, they would report on it.

STANDING COMMITTEE REPORTS: 

Architecture:  Dick Walsh said nothing new to report.  Has not received an install date from Island Sash & Door for the six homes they measured.  When he hears, will call people involved.

Hospitality:  Mary R. said they had a Zoom meeting using the new Creekside Zoom account.  Was decided to cancel caroling, felt it was too risky for our vulnerable population.  Have been looking into a Zoom coffee hour or happy hour – will put out an email to see if there is any interest in doing that.

Landscape:  Peg Noethlich said as of January 1st Marilyn H. and Gretchen M. will be taking over Landscape Committee, they are fully integrated already.  Volunteers and one hired person planted Phase 1 of the ivy berm, went well.  Had a tree walk with Riley to identify/tag trees up to 12” tall to be pruned/shaped.  Will also prune some fir trees where limbs are laying on rhodys and other plantings.  Working on 2021 contracts for grounds maintenance and sprinklers.

RV:  Lee Worthy said there has been some movement in RV lot.  Two 25’ spaces have been filled.  Has sent out a fall reminder letter to RV tenants to check over what they have in the lot, also only brown tarps.

Welcome:  No report.


ANNOUNCEMENTS:

1.  For the record: September 27, the BOD voted to appoint owner Lee Worthy to fill the vacant Director position as Member at Large.

2.  For the record: October 9, the BOD voted to authorize the Treasurer to purchase 18 downspout diverters for the upcoming gutter and downspout replacement project, a total cost of $450.

3.  For the record: October 11, the BOD voted to authorize the purchase of four (4) Hunter irrigation controllers and related components for $1757.62, plus labor to install, based on time and materials. The labor estimate was $72 per hour for 16 hours = $1152 + $99 Tax = $1251.00, a grand total of $3,008.

4.  For the record: October 11, the BOD voted to authorize the purchase of windows and doors from Island Sash and Door for $6,213.  This exceeds the original budget estimate.  The BOD also voted to establish an account with Island Sash and Door.

5.  For the record: October 15, ballots mailed to owners to authorize an addition to the By-Laws, permitting explicit use of electronic media; the return deadline is November 15.

6.  For the record: October 15, the BOD approved request by Peggy Noethlich for soffit repair due to dry rot at 2101 Lane, approximate price $1,700.


TREASURER’S REPORT:  Norm Culbert apologized for being late.  Finances going well, have moved $50,000 to a CD from the Reserve Checking.


ACTION ITEMS:

1.  President Anderson made a motion to add a Section 12 to the Rules and Regulations to establish expectations for Board members when conducting the association’s business.  The intent of the rules in this section is to promote continuity of sound management practices and consistent, transparent decision-making that best serves the common interest of the association, consistent with RCW 64.34.308, RCW 64.38.025(3), and CCR 10.2.1, and 12.1.

The Board of Directors approved the text of the revisions (12.0, 12.1, and 12.2) at its Workshop on May 12, 2020, which are hereby submitted for adoption:

12.0  The intent of the rules in this section is to promote continuity of sound management practices and consistent, transparent decision-making that best serves the common interest of the association. (RCW 64.34.308, RCW 64.38.025(3), CCR 10.2.1, 12.1) 

12.1  All agreements and contracts require the signatures of at least three current members of the BOD. 

12.2  Agreements and contracts that obligate the association for more than one year shall be reviewed by an attorney currently licensed in the State of Washington and engaged to act solely on behalf of the association and neither representing the BOD, nor any single member of the BOD, nor any particular officer, agent, or homeowner.

Lee Worthy seconded the motion, all in favor, motion passed.  Kathy stated that the Board had gone over these items multiple times, asked if any attendees not on the Board had a question.


2. President Anderson made a motion to add a section, following the rules, entitled “Board of Directors Resolutions.” The purpose of this section is to provide for ease of reference copies of formal resolutions adopted by the Board, statements of general intent or direction, and the clarification or affirmation of policies made over the years. Marilyn Herst seconded the motion, all in favor, motion passed.


3. President Anderson said the first resolution to go into that section will be the Mission Statement.  Has been worked on for some time, asked if anyone would like it read – no one did.

President Anderson made a motion to adopt Resolution No. 2020-1 “Establishing a Mission Statement for Creekside Village PUD Homeowners Association”.  Peg Noethlich seconded the motion, all in favor, motion passed.


4. The second resolution is a situation that comes up from time to time, research of the records has been done which has resulted in the following.  President Anderson made a motion to adopt:

Resolution No. 2020-2 of the Creekside Village P.U.D. Owners Association

The Association Does Not Permit Pruning for Views

Over the years individual homeowners in various locations have asked to remove, limb, or prune trees in order to create, maintain, restore, or enhance their individual territorial, water, and mountain views, and

The primary role of the association is to preserve the value of the common property as a single major asset, which includes maintaining a park-like setting that can be enjoyed by all, and 

Pruning or otherwise removing plantings in order to enhance an individual’s view may diminish the overall value provided by the trees and other plantings that create the park-like setting from which all benefit, and

The governing documents provide for the expenditure of common funds solely “…to purchase goods and services requisite for the proper functioning of the association…” CCR Article 10.2.1

 NOW THEREFORE, the Board of Directors hereby affirms a consistent practice to deny individual requests to “prune for view” and resolves that the Association’s policy and direction in this regard remains:

To expend common resources to create, maintain, restore, or enhance territorial, water, and mountain views for individual properties is an inappropriate use of common funds, and

To allow trees and other plantings to be pruned, limbed, or removed only if they present a hazard, are dead or dying, or if doing so would maintain or increase the value of the community as a whole, or if allowing them to remain in their current location and condition will damage or compromise the integrity of buildings, infrastructure, or common systems and thereby degrade the value of the community.

Marilyn Herst seconded the motion, all in favor, motion passed.


5.  President Anderson made a motion to amend Section 9 of the Rules & Regulations to clarify language on rental requirement.  Board members have copy.  Peg Noethlich seconded motion, all in favor, motion passed.


PROJECT STATUS REPORTS:

Gutters & Downspouts:  Norm Culbert said we are in process of replacing gutters/downspouts on two buildings.  New gutters will be 1” higher and 1” deeper than present gutters, screwed on with spreader to hold shape.  Also will have diverters at bottom of downspout to get rid of debris.

Building Painting:  Peg Noethlich said final building for 2020 is being worked on now.

Sprinklers:  Norm Culbert said went out for bid for new sprinkler controllers, was able to get wholesale, have already been installed.  The count on sprinkler heads, with their location, has started.  Will get design for type of sprinkler heads to get best coverage.  This will give us a new system above ground, below ground seems to be doing well.  Jerry Switzer asked if settings from old controllers were transferred to the new – Norm said they were.  Jerry also suggested putting in new batteries so don’t lose settings if power goes out – Norm said he’d do it.

Moss Removal:  Jerome Robbins thanked Alice for getting him the shingle warranty.  He has talked with the manufacturer, they recommended sodium hypochlorite, said definitely no pressure washing.  Jerome said when he moved here in 2014, moss removal was done yearly, sprinkled with powdered sodium hypochlorite.  In an effort to save money was decided to do moss removal when needed.  In 2017 an experiment with Tide with bleach was tried on some units on the Place, still no sign of moss.  Jerome said 11 building okay, 8 buildings bad, and another 19 buildings so-so.  Still working on getting bids, feels is very important to get back on a regular schedule.  Frontline sprayed sodium hypochlorite on all the roofs in 2020, did not seem to do any good.  Jerome said percentage of product should be 12%.  Peg will ask Frontline for a spec sheet of what they used.  Much discussion.  Kathy said when all was figured out, would like to have a written report for the records.


BUDGET UPDATE:  Norm Culbert said still in process, there are some big ticket items that need to be done due to age of development – roads being one of them.  Plus gutters, sprinklers and final year of painting.


OLD BUSINESS: None


GENERAL DISCUSSION:

1.  Peg Noethlich made a motion to replace skylights at 2110 Circle, 2104 Circle, and 2105 Lane, cost approximately $1,600.  Kathy Anderson seconded, all in favor, motion passed.

2.  Lee Worthy said they had a broken spring on their garage door.  Tried person we normally use, they were very busy.  He found Premium Garage Door in Mt Vernon, did a very good job, thought information would be useful for others.


ADJOURNMENT:  Peg Noethlich made motion to adjourn, Norm Culbert seconded, all in favor, meeting adjourned at 9:50.

Respectfully submitted,

Alice Dickey

HOA Administrator