Board Meeting Minutes – September 20, 2016
Place: ACTI Meeting Room, Port Angeles, WA
In Attendance: Gene Unger, Cheri Swanson, Mary Hunchberger, Don Nunley, Denise Clark, Donna Nichols
Absent: Roxi Baxley, Hayley Wilson, Mike Rauch
Guests: Eric Apablasa, Annette Debler
Meeting was called to order at 3:00pm.
Treasurers Report: Mary informed Gene that he had inadvertently sent out last month’s financial reports. Mary had a copy of the current month’s financial reports so Gene informally reviewed the current one. He was concerned that the utilities seemed very high.
ACTION: Mary will ask Jennifer for a detailed report of the utilities to ensure that the items listed are correctly categorized. Gene mentioned that anything to do with gate repair should not be listed under utilities.
The review of the current financial reports was tabled until they can be reconciled.
Minutes: Gene distributed a revised copy of the August 17, 2016 minutes for review. He received the revised copy earlier today. Gene mentioned that he added that the MGOA is now incorporated.
Don moved to approved the revised minutes. Donna seconded it and it passed unanimously.
New Business:
Mary said she has been asked about cutting trees on properties within the MGOA that is not specifically on a homeowners lot. She mentioned the maple trees growing over the condo’s back roofs. Gene suggested that due to erosion no more than 10% should be cleared. Mary stated that the trees would be cut back and not removed. The two other areas with trees are near the creek between the homes and the RV areas. Gene stated that the Department of Fish and Wildlife would not approve cutting trees near the creek but that branches going over a person’s property could be cut off.
Old Business:
Website: Mary stated that Roxi has been in communication with Tom Beard to get the old website removed and has been frustrated with his lack of response. It was suggested that a message should be put on the front page of the old website redirecting people to the new website through a link. A question came up about registering and if it was possible for anyone (specifically not a homeowner) to register or was there an approval process.
ACTION: Roxi to update contact information on the website and set up MGOA emails for Board Officers and Jennifer (bookkeeper).
ACTION: Mary to get Jennifer’s email for the purpose of Title companies and Homeowners to contact her with questions about financials.
Gate Colors: Mary provided the gate colors that the Architectural Committee recommended. Don suggested a lighter color for the Maple Grove portion but it seemed that everyone at the meeting was in agreement with the chosen colors.
ACTION: Gene to get information on reflectiveness of the paint or some additives.
Discussion ensued about the light on the new light on the road and that it isn‘t as effective as hoped.
Architectural Committee Reports: Gene provided the CC&R amendment about the height of the foliage. Discussion ensued about the Architectural Committee’s letters to home owners concerning the height of their foliage per the CC&Rs. Trespassing concerns were discussed. It was suggested that the Board seek legal council on how to proceed. Many of the homeowners had not responded to the letter sent by the Architectural Committee. It was recommended that the Architectural Committee send a second notice to those who have not responded as well as a letter to those who have responded indicating that there will be no action taken in the next 30 days.
ACTION: Mary to draft a letter to one of the affected homeowners who asked for a written response and send it to the Board for approval prior to mailing it.
Eric Apablasa asked a few questions before the Board went into Executive session. He stated that Steve Pinnell asked him about the status of a credit card for Steve to purchase gas and parts for the lawn mower.
ACTION: Mary will get an account at the gas station across from MGOA as well as Sunset Wire and Rope hardware store as the MGOA does not have a credit card, just a debit card and she thinks holders of the debit cards should be kept at a minimum.
Eric asked that a gate key card not be issued to Condo #1 as they are very delinquent on their dues to the MGOA. Gene said he would look into how this was handled in the past. He asked if the renters of Condo #1 be reimbursed for the gate keys they purchased as they are no longer living in Maple Grove. Gene indicated that that would be possible.
Eric also brought up the VRBO issue and was told that businesses are not allowed in MGOA.
Executive Session: The Board went into Executive Session at 4:00pm and came out at 4:40pm.
Garbage: Mary asked about removing one of the garbage receptacles for the off season.
ACTION: Mary to contact the Garbage Receptacle company to request that one garbage receptacle be removed until next year.
Cheri indicated that the quarterly water bills for July, August and September needed to be sent out and it was agreed that the 2nd quarter water bills be sent out with the 3rd quarter water bills. Cheri also indicated that the RV summer water bills, June, July, August and September go out when the October second annual dues notice go out. Any dues that are 6 months delinquent will have a $35 fee attached. Mary indicated that she would add the water bill and dues bill notices to the Bookkeeper’s responsibilities.
ACTION: Mary to ask Jennifer (bookkeeper) to send out aforementioned notices.
ACTION: Mary to ask Jennifer to include a delinquency/aging report to the three other Financial reports provided to the Board before every Board meeting.
There being no further business, meeting was adjourned at 4:52pm.
Next meeting: October 18, 2016 at 3pm at ACTI.
