Place:  ACTI Meeting Room, Port Angeles, WA

In Attendance: Gene Unger, Cheri Swanson, Mary Hunchberger, Roxi Baxley, Hayley Wilson, Denise Clark, Donna Nichols

Absent: Mike Rauch, Don Nunley

Guests: Oscar Lopez, Jennifer Lopez, Quint Boe, Jeri Boe, Terry Reid, Ron Gilles, Winston Wilson, Annette Debler and Tammy Witherell

Meeting was called to order at 3:00pm.

Minutes: Cherie had an amendment to the September minutes on page 2, last paragraph, from “quarterly water bills for July, August and September” to  RV Summer water bills for June, July, August and September.”

Mary approved to accept the minutes as approved. Hayley seconded. Motion carried.

Treasurers Report:

Jennifer suggested that we combine the Water & General Accounting line items into a General line item as Accounting does not need to be spread over the two accounts. The Operating Expense is over budget, as it is a new account, with no budgeted amount.  Question about the amount of the Telephone Account.

ACTION: Jennifer will send Gene the most recent copy of the CenturyLink bill and he will be contacting them to determine what we’re paying for

Roxi moved to accept the financials as presented for both August and September. Mary seconded. Motion passed.

Discussion regarding the “late penalty” was had.  RV water billing will be done quarterly, as will all other invoicing.  If there are 30 day/long term renters or users in the RV section, those owners will have their water bills revert to the same amount as home owners.  Jennifer recommended that with the size of our association we should only need one bank account for both Water and General, not a separate bank account for each. The two accounts will be accounted for separately in Quickbooks.

ACTION: Mary will work to revise the wording of the Late Penalty policy to be presented at Annual Meeting. Gene will work on the account and look to submit this to the ownership at the Annual Meeting when the Budget is presented.

Mary moved to change the budget next year (at the time the 2017/2018 budget is developed) to combine General and Water bank accounts. Donna seconded. Motion carried,

New Business:

Gene presented information on the status of the current docks and the work required to bring them back into repair.  Roxi moved to authorize Gene to get costs for items 1 – 6 (based on documents presented). Mary seconded. Motion carried.

Roxi moved to approve the purchase of the two doggie-doo stations. Mary seconded. Motion carried. (One will be placed in the RV section and the other in the pet area in the Home section.) Cost: $495.00 / includes two doggie stations PLUS 800 bags per station.

Mary will not be retaining her position on the board effective Jan 1, 2017. At that time there will be one board position, and two officer (VP and Treasurer) positions open.  There are currently two members from each section, really need representation from the Condos.

The Parking Lot in the Condo area is flooding. Roxi made a motion for Gene to get this fixed. Mary seconded. Motion carried.

Old Business:

Website: Roxi reviewed the current status of the website, and stated that everyone that we have an email address for has been provided access to the back end. It was stated that all meetings will be included on the website, as information is provided.  Invitation was made that all homeowners that have suggestions for the website provide that information to Roxi. Roxi also suggested that all minutes be sent to the Board no more than 7 days after the meeting, then giving the members 7 days to review and submit any changes, and then a “DRAFT” version of the minutes will be posted online. It was agreed that we would follow this proposal.

Architectural Committee Reports: It was determined that all affected homeowners are in the process of taking care of the issues presented, with the exception of the homeowner who presented the proposal that would require 2 – 3 years to become compliant with the CC&Rs. The board determined that this was not an acceptable period of time. Discussion was had about those trees that are blocking views from side to side. It was explained that the CC&Rs only reference those in the “breezeway” section that may affect the view from the homes behind.

ACTION: Mary to draft a letter to the homeowner stating that they must come into compliance immediately.  This letter will be submitted to the board for review and mailing.

Short Term Vacation Rentals (STVR):  It was believed that due to the receipt of letter from attorney that the Board could not address anything as it related to the STVRs. Gene stated there will be a special meeting that addresses this issue at a later date, after review with attorneys. There was much discussion and questions about the makeup of the committee, if the entire committee had been made aware that there was going to be a meeting with an attorney,  if the letter that sent out stated “cease and desist”.   It was agreed that the STVR committee should also include homeowners operating their homes as rentals. The meeting with the attorney was attended by Gene and Mike, and Gene believed that other committee members had been made aware of the meeting. Gene stated that the letter did NOT say that the rentals had to stop, but rather was intended to show that there were CC&Rs that were being violated.

ACTION:  The STVR Committee is now comprised of the following homeowners:  Don Nunley, Mike Rauch, Hayley Wilson, Annette Debler, Roxi Baxley, Jennifer Lopez and Ron Gilles.   All present were informed that they may attend any committee meeting.

There being no further business, meeting was adjourned at 5:00pm.

Next regular board meeting: Feb. 21, 2017 at 3pm at ACTI.