AGM meeting for 5/18/2014
Attending:
Cabin 1 absent ,Cabin 2 Edna Duke,Cabin 3 Joan and Stephen Mathieson,Cabin 4 AGM is the current owner,Cabin 5 Terry Reid,Cabin 6 Winnie and Venn Lee,Cabin 7 Proxy assigned to Clark Schacht by Rietta,Cabin 8 Clark Schacht,Cabin 9 absent,Cabin 10 Absent,Cabin 11 proxy given to Linda Davies by Edith and Jorge Farfan,Cabin 12 Carol and Mike Fagerness,Cabin 14 Jerry Buday,Cabin 15 Bob Tunn,Cabin 16 Laura Fagerness,Cabin 17 Carl and Susie Bouse,Cabin 18 Harold, Mavis and Brenda Terpstra,Cabin 19 Dave and Sue Schwab,Cabin 20 Jo Dallas,Cabin 21 Lorie and Bob Leveque,Cabin 22 Absent,Cabin 23 Absent,Cabin 24Grant and Marketta Starr, Cabin 25 Ed, Judy, and Randy Parten, Cabin 26 Steve Johnson POA for Joann Johnson ,Cabin 27 Keith and Linda Davies
A quorum was present
Meeting was called to order at 10:10 am by Carl Boush.
* A Welcome was given to Harold, Mavis and Brenda Terpstranew owners in cabin 18.
* Last years minutes were read by Laura Fagerness and approved with one correction “lawn maintenance is $150 a mow not a month).
* Proxies were turned in for cabin 7 and cabin 11
* Board members retiring are Carol, Clark and Len. Nominations: Jo Dallas-declined then later accepted, Terry-declined then accepted, Laura-declined, Harold-accepted, Winnie-declined, Ven-declined. Mike-declined, Steve M-declined, Steve Johnson volunteered he has POA for cabin 26. Unsure if he can serve on the board. His volunteer was not accepted until this can be cleared up for possibly next year.
Nominations were accepted unanimously- Member for this year are. Bob Leveque, CarlBoush, Jo Dallas, Terry Reid, and HaroldTerpstra
* Jo Dallas gave a report on the status of Cabin #4.
The association decided to initiate a foreclosureproceedings based on our lien for dues since the Bank was doing nothing to progress with its own foreclosure. We hoped to force them to finish the foreclosure process. The bank only needs to pay dues for 6 months prior to foreclosure no matter how much is owed or when forclosure is finished. The Bank was served by us in November and Cindy and her husband a few months later as they were hard to find. Cindy signed off to Idlesse. The bank didn’t respond or show up at court. So we then owned the cabin. Our attorney Hugh said we had to wait a year before we sell as there was a case where a bank went after a property after the fact. And now the bank has decided to try to get their lien in place if we sell the property. The final outcome depends on the Judge that sees this case. We could maintain ownership or not. Statistically it is in our favor but could go either way.
* A lively Discussion was held on what to do with the cabin as we have title on it now.
* We could rent it and get up to $1000 a week. It would need to be fixed up and furnished and could only rent for 30 days minimum at a time per our Declaration.Many questions regarding amount of work, how much money this would cost. We could keep the rent but any money put into the cabin would go to the bank if they win their case. * * Who would manage the renters, collecting rent etc.
* A motion to form a committee to look into the needs and costs to make it a rental seconded and approved. Volunteers Laura, Jo, Dave were accepted
* A Thank you to all who worked this weekend and through the year to make the complex look so good.
* Virginia presented the budget. (please see your copy for details)
* We were over budget this year: Mainly due to no income from Cabin #4, Legal fees, tree cutting, hot water tank breakage, flood and replacement, sewer repair near cabin #2. . Our Balance is the lowest seen.
* Two budgets were presented #1 keep dues the same and take from reserve fund to take care of shortfall. #2 Raise dues by $4000 total.
* A discussion took place. There is currently 27, 500 in slush fund. Dues would increase slightly more than $100 per cabin depending on percentage for a year.
* Jo moved to increase the dues and not use slush fund. Seconded, discussed and approved
*Jo Gave the pool report.
* Sadly the pool color must be painted lighter we were not in code per inspector. Brent was in errorregarding the current blue color
* The pool is being pressure washed today with plan to paint next weekend any helpers welcomed
* The paint is purchase and is white. There was a discussion to mix blue with white still have some blue but meet code, but the paint hardens quickly and it was decided for this year to use the white and to look at a mix next time
* A portion of fence around the pool has been exposed with the removal of a couple bushes. It is not in code due to larger links. Bob T will buy the chain link needed and will fix next weekend
* Pool Sign up: Linda passed around a calendar for people to sign up. Brent continues to come once a week for a more intensive chemical check
*Maintenance
* We do not have an assignedmaintenance officer. Terry Reid has graciously done this job for many years but is no longer available. There are no volunteers to do this. We are all responsible to notice and report any needs for maintenanceto the board
* There is a wiring problem to one of the outdoor lights by cabin #2. This will require digging up underground wiring and is a possible job for next work weekend
* The driveway needs to be fixed. It needs more than just a patch. The board will look at the needs. This may be a slush fund item.
OLD BUSINESS
* The plan to move the garbage shed has been assessed. We will lose too many parking spots. The plan is to rebuild in the current site this summer
* Potlucks were changed to a different day. It was moved and seconded to move them back to 1st Saturday of the summer months and approved unanimously
* Exterior Paint : The new paint color is harder to get than thought and is not a stock item. A Discussion occurred. It was moved and seconded to return to the old paint colors both the copper and brown colors and to get them at Pacific Builder in Blaine.
* A discussion occurred regarding defining a quality of paint. The paint must be bought at Pacific Builder but any quality can be purchased. The owner may need to paint more often if poorer quality is used
*Terry will take the formulas to the store and clarify that this is the one they are to give people asking for the Idlesse colors. Terry will have his name as Idlessecontact for the store
NEW BUSINESS
*The fence on the side of the property needs repair or replacement. Posts and boards have been hit by cars and it is tippy at the rear near the storage building. It is threatening to fall onto our neighbors property.
*The fence is currently 1 foot away from the property line on our property
*Much discussion and motions and more discussion regarding ideas to fix or replace the fence. Moving the fence, difficulties for cars to turn and move due to the loss of that 1 foot width.
*Motions:
* Replaced with Bollards and chains and seconded - vote did not pass
* Replaced with chain link fence all the way and seconded – vote did not pass
* Repair as is with cement and brackets and seconded – vote did not pass
* Replace the whole fence with wood as is and seconded – vote close but did not pass
* Replace back portion of fence from back of unit 18 to the back of the complex with a single board siding and placed on the property line with a jog, motion seconded – discussion and voted passed
*The fence replacement/repair will be done by a hired crew
* Harold Terpstra from Cabin #18 requested permission to build a gate for access to the neighboring cabin so his grandchildren can visit more easily. There was a discussion regarding concern for security and creating an access for everyone. Harold offered to provide a lock for the gate to be locked at night. More discussion and a vote and the request was denied.
*Standards committee
*Carol presented the problem of no standards in writing. The Board needs standard to go by when owners want to make alterations to the exteriors.
*AGM was asked if they want individual standards - The requested looking at each item to see what they were like.
*Terry stated we already have standards but they aren’t being enforced. Many owners have done thingsand been allowed to keep them. There will be a proposed penalty.
*Carol explained it is difficult for the board to enforce or make negative decision if there are no standards in writing. What may be allowed on year may not be allowed the next as board members with differing tastes change. This is not fair and need standards to guide both board members and owners
*It was extremely uncomfortable for board members to make decision during cabin #1 remodel. Other board member confirmed this and the need for standards
* Owners can always bring a remodel that is not on the standards list to the AGM
- Retaining view takes precedent over any standards
* Voting: There was a Discussion of each item prior to voting
* Railing styles: any 3 of 6 styles or keep the 6 and no new ones to be added ---decision was to Keep 6 and no new ones added.
* Fence height – 36” or 36-40” ---- 36”-40” was selected
* No standard deck color – approved
* Do we want to allow man-made deck material – Vote YES
* Underdeck covering. Lattice, siding or none were selected
* Increasing the size of the deck into common ground – must be decided by AGM
* Front window style – must remain bronze. Must be rectangle or square.
* Peak window style – any of the 8 current ones and no new
*Adding a bump out – is AGM decision
*Limited common Fence style ---one of the 4 current styles and no new ones
* Limited common area fence height - - if changed need AGM approval
*Roof raised or angle changed - - By AGM decision only
* Chimes and clacking whirligigs restricted - - Passed
*Fountains allowed - - Passed
* Christmas decorations from Dec 1 to Jan 15th only - - Passed
* No artificial plants - - passed
*Cement replacement - - no standard selected
*Single storage shed in limited common area allowed--- passed
* Storage shed height no higher than limited common area fence - - passed
* Storage shed same color as unit - - passed
*Storage shed same roof material as unit - - Passed
* Hot water heater shed was defined as a bump out
* Allow concrete fiber siding as alternative to current cedar siding - - passed
* Owners must notify board of any remodel or change of current cabin even if this remodel is within standard (this does not include repairs and replacements with no visible change of units exterior) - -- Passed
* A $500 fine and potential removal was proposed when a remodel which changes the appearance of a unit even if within the standards occurs without notifying the board there was a discussion regarding this and how much fine might be appropriate but the proposal was not voted on.
*Mike requested that when the recycle bins are full, that garbage is not placed on the ground or in boxes around the bins. The garbage service will not pick them up. Please take recycle home for later or place in garbage dumpster
* Mike requested That no one chop on the beach logs for firewood. If no loose small wood available buy firewood.
*Mike reminded owners that the big shed is not for storing unusedhousehold goods. It is for seasonal items only such as deck furniture in the winter.
The meeting was adjourned at 1:20PM