Directors' Meeting Minutes - November, 2020


DATE: Thursday, November 19, 2020 


PLACE: Via Zoom  -  Residents were notified of the Board meeting and invited to join.


BOARD MEMBERS: Kathy Anderson, President 

              Marilyn Herst, Vice President

              Peggy Noethlich, Secretary

              Norm Culbert, Treasurer 

              Lee Worthy Member-at-Large


MINUTES:  Alice Dickey


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


QUORUM: Alice Dickey confirmed there were 5 Board members present.  


PRIOR MEETING MINUTES: Peggy Noethlich made a motion to approve October Minutes, Norm Culbert seconded, all in favor, motion passed.

CORRESPONDENCE:  

        1. Notice for yearly renewal of corporation filing with Secretary of State, Alice Dickey has taken care of it.

2. Two notices from PSE regarding low usage on irrigation meters.  Alice responded.


GENERAL ANNOUNCEMENTS:  President Anderson reported the By-laws amendment regarding electronic meetings received 63 votes, all of which were "yes."  Will be recorded with the county after the first of the year, everyone busy now.  The next By-laws change will be to re-designate some of the committees to either ad-hoc or standing to reflect how they actually operate, also to combine Election and Nominations into one.  Will need to do a re-write of the CC&R clause regarding the insurance deductible to follow state law. May need to talk to an attorney, asked for a show of hands as an okay to contact an attorney – all BOD members agreed.


FINANCIAL REPORT:  Treasurer Norm Culbert reported all CD’s current, bad news is rates lower at this time.  Working on budget for 2021, about 98% complete.  Expenses for 2020 running very close to budget.


STANDING COMMITTEE REPORTS: 

Architecture:  Dick Walsh said nothing new to report.  Will be meeting with Grant and Joyce Stone (2105 Lane) regarding a deck extension.

Hospitality:  Mary Robbins said hasn’t had much response from her committee regarding setting up Zoom events.  Mary is now writing the Newsletter – will be asking residents to decorate their units to bring some Christmas cheer for all to see.  Lee Worthy thanked Mary for taking on the Newsletter, especially liked the piece on the new residents.  Discussion about Zoom insecurity, getting people involved.

Kathy asked the thirteen people attending this meeting to introduce themselves.

Landscape:  Peg Noethlich said landscape is slowing down for the year. Have done their tree walk, pruning will start in January.  Budgeted for 2021 is pruning the large trees away from the buildings.  Will be seeing edging, mowing, and debris cleanup.  Crew now cleaning creek to keep debris from clogging the grate.  Marilyn Hearst said they had Simply Yards move 5 trees from the north berm to other areas, also put in some privacy plants at 2004/2006 Lane where fence was removed.  Landscape committee did some planting in the berm area where ivy had been removed.

RV:  Lee Worthy said vehicles are starting to come back from summer places.  There are four 25” spaces available at $30/month.

Welcome:  Dick Walsh said Carolyn had been in contact with [...] 2104 Circle.


PROJECT STATUS REPORTS:

Major Repair at 2108 Circle:  Peg Noethlich reported that a large tree had fallen along the side the unit, there are 3 snapped trusses, broken gutter, and broken porch rail.  Tim Garrison, a structural engineer, will be out on Tuesday to do the structural calculations for the repair.  Mike Headrick, Corum Development, will then prepare an estimate for the roof, siding, and rail repairs for the insurance company to review and approve.  Also getting a bid from Mt Baker Roofing for installing the roofing shingles and new gutter sections. All is proceeding as quickly as possible.  Olsen Tree took the tree off the building and the ground, removed the debris – bill has been presented to the insurance company. There is a $5,000 deductible for which the Association will be responsible.  A couple of days after tree fell a large branch fell on roof of 2104 Circle, creating a 6” to 8” hole, has been repaired.  Peg will be asking the Board to approve purchasing 2 packs of shingles from Mt Baker Roofing so have some on hand for future repairs.

Sprinklers System:  Norm Culbert said new controllers in and working great.  Count of sprinkler heads partially done, due to weather the system has been shut down. Guesstimate is that 700-800 new sprinkler heads will be needed next spring.  

Gutter Replacement:  Norm reported is disappointed with Serene Gutters, have been several changes in their start date.  Perhaps should looking for another company.

Roads:  Norm has a bid for the road repairs and resurfacing.  There are some sections on the Place that need asphalt replacements.  Would like to have 2-3 people look at prior work the company has done so have more than one opinion.

Roof Cleaning and Moss Removal:  Jerome Robbins had sent all Board members his report prior to the meeting.  He had contacted three roof cleaning companies, the manufacturer of the shingles, and the National Association of Roofers.  All recommended bleach products, and to not do power washing.  The three cleaning companies would use a bleach product.  First they blow off debris, then spray with product which will kill moss right away.  This is time of year to treat, the moss is growing and ready to actively absorb the liquid.  Moss will die off, within 4-6 weeks the wind and rain will blow it away.  If we felt that we wanted them to come back all 3 agreed that they would, for an extra cost, do a light brooming and blow the debris away. Would depend if we wanted the roofs to look good in a short time or let nature take its course.  Jerome got bids on the 8 buildings he felt were the worst.  Bids were:  Clean Streak $9,269.57; Clear Choice $8,040.54: and Whidbey Estate $1,740.80 (all include tax).  First two bid by square footage of roofs, Whidbey Estate bid a flat fee of $200 per building.

Jerome preferred Whidbey Estates – liked his attitude, his cost for the return trip to clean off debris was $800/bldg.  Would come back and do spot treatment, at no extra charge, if a section didn’t die off from the bleach treatment.  

All three companies recommended getting on a 3 year program, said shouldn’t have moss if do that. Jerome suggested doing 25 roofs this year – the 8 in bad shape and an additional 17 in so-so shape.  The 13 left are in the Place, they are in the open so don’t accumulate moss so quickly, could wait until next year.  

Jerome spoke about the history of moss cleaning that has been done in Creekside – has been off and on.  Suggested getting on a regular schedule to keep moss under control.  Board questions and discussion about Jerome’s spreadsheet/report – Lee Worthy asked percentage of bleach each company used: Clear Choice 12 ½%; Clean Streak uses a pre-mixed bleach based product called Soft-Wash, Jerome didn’t know percentage; Whidbey Estates has 2 different product, one is zinc based product the other bleach based mixture.  They work differently – the bleach kills the moss, the zinc lowers the Ph which makes the environment inhospitable to the moss.  Jerome felt the killing would be better, Lee agreed – kill first, then could make inhospitable.  Much discussion - effectiveness of zinc strips, none of the contractors felt they worked except in the immediate area where they were placed.  Do 8 buildings now or the 25, why Whidbey Estates so much less – normally would charge $400 per building, lower because of bulk, also hoping to get future work from Creekside.

Peg Noethlich made a motion to go ahead with the 8 buildings with the Whidbey Estate cleaning bid, Lee Worthy added that he use the product that kills the moss, Jerome agreed the bleach product would be best.  Discussion – Norm asked if scope of work would be part of contract.  Jerome said he would draw up the contract, run it by Board and Whidbey Estate to see if all agree on what it says.  Marilyn Herst seconded the motion, all in favor, motion passed.

.  

GENERAL DISCUSSION:

  1. Jerry Switzer suggested to Norm that next year when irrigation starts, to focus on places with large lawn areas and slopes, i.e. the Place and lower Lane.
  2. Lee Worthy wondered about the status of 2021 contracts.  Peg Noethlich said Simply Yards still needs to finalize their contract; waiting on chemical makeup of product from Lawnboy.  For painting, Russell has taken over business from Warren; he's reading the contract; doesn't see any changes on dollar amounts she's already given them.  She is getting estimates on gutter cleaning since this is Tim's last year.  Marilyn Herst said Surety Pest will be same price, just some wording will be different.
ADJOURNMENT:  Peg Noethlich made motion to adjourn, Lee Worthy seconded, all in favor.  Meeting adjourned at 10:30.

Respectfylly submitted,

Alice Dickey
HOA Administrator