Board Meeting Minutes: April 2015

MINUTES OF WILDERNESS PROPERTY OWNERS’ ASSOCIATION BOARD MEETING

April 8, 2015

The regular meeting of the Board of Directors of the Wilderness Property Owners’ Association was held on Wednesday, April 8, 2015 in the home of President Cherryl Steben. Cherryl called the meeting to order at 7:08 p.m. Board members present were Cherryl Steben, Dick Fankhauser, Jane Stavish, Phil Harlan and John Cusick. Larry Rus was absent.

MINUTES: The minutes of the March 11, 2015 Board meeting were read. Minutes were approved as read.

TREASURER’S REPORT: The Treasurer’s Report, as prepared by John Cusick, was filed. To date, 13 property owners have not paid their 2015 dues. Of those, six have not paid for years previous to 2015.

UNFINISHED BUSINESS:

Traffic Calming Research: nothing new

Street Lighting upgrades: Cherryl will be contacting PSE regarding changing the street lights in Wilderness to LED.

Greenbelt/Tree Management:

Steve Mildenberger at 2644 Wilderness Drive – Leaning tree in greenbelt

Pat Chapman at 4607 Claridge – Maple hanging over house from greenbelt

Cameron Kukes at 4642 Claridge – Ivy in greenbelt

John Ruffier at 3313 46th Ct SE – Possible dead or diseased tree in greenbelt next to their property – concerned about hitting house if they come down

Campeau at 4501 Frontier Ct SE – dead snag

Newsletter and Semi-Annual Meeting: It was decided that the next newsletter will go out in May and will announce the semi-annual meeting to be held June 16, 2015.

WPOA Document cleanup and scanning: May

WPOA Work Party dates: Nothing new

Open Board position: Will advertise in newsletter

NEW BUSINESS:

Neighborhood Watch program: During discussion it was suggested that we consider breaking the development up into logical sections. Motion was made and approved to purchase up to 4 Neighborhood Watch signs to be placed at all points of entry.

There being no further business, the meeting was adjourned at 7:46 p.m. The next Board meeting will be held at Cherryl’s home at 7:00 p.m. on a date to be determined.

Respectfully submitted,

Dick Fankhauser, Secretary

Board Meeting Minutes: March 2015

MINUTES OF WILDERNESS PROPERTY OWNERS’ ASSOCIATION BOARD MEETING

March 11, 2015

 

The regular meeting of the Board of Directors of the Wilderness Property Owners’ Association was held on Wednesday, March 11, 2015 in the home of President Cherryl Steben. Cherryl called the meeting to order at 7:07 p.m. Board members present were Cherryl Steben, Dick Fankhauser, Jane Stavish, Larry Rus and John Cusick. Phil Harlan was absent.

 

MINUTES: The minutes of the February 11, 2015 Board meeting were read. Minutes were approved as read.

 

TREASURER’S REPORT: The Treasurer’s Report, as prepared by John Cusick, was filed. To date, 26 property owners have not paid their 2015 dues. Of those, seven have not paid for years previous to 2015.

 

UNFINISHED BUSINESS:

Traffic Calming Research: Cherryl spoke with Scott Davis from Thurston County. He informed her that speed bumps would cost $3,000 to $5,000 each to install. An option to speed bumps is a speed watch program where homeowners monitor traffic speed with speed guns. If a license number is reported to the Sheriff, the Sheriff sends a letter to the reported speeder.

 

Cherryl will be contacting PSE regarding changing the street lights in Wilderness to LED.

 

Jane reported that a road to and construction of a water tower south of Morse-Merryman Road is in design. The road will extend from Morse-Merryman Road to the water tower site. The new water tower is a supplement to the existing Hoffman Road reservoir. There is a 1.2 million gallon storage deficit in the area.

 

Newsletter and Semi-Annual Meeting: It was decided that the next newsletter will go out in May and will announce the semi-annual meeting to be held either June 16 or 17 or June 23 or 24 depending upon availability of meeting room. John will check on the facility.

 

NEW BUSINESS:

Coalition of Neighborhood Associations (CNA) and Wilderness Sign Repair: Cherryl submitted a grant application to CNA for renovation of the Boulevard Road sign.

 

2015 Landscape Maintenance Agreement: Cherryl requested that I contact South Sound Lawncare regarding an addendum to the existing contract to include the greenbelt area west of Edgeworth Drive immediately north of Lot 156, Division 17.

 

Parking on lawns and in the greenbelt: Cherryl will send a letter to homeowners requesting they stop.

 

Work parties: Cherryl suggested either April 18 or 25. Cherryl asked that we come to the next meeting with recommendations for a specific date, a location of the project area, and a person in charge.

 

Neighborhood Watch: Dick reported that the program is underway in his area.

 

There being no further business, the meeting was adjourned at 8:25 p.m. The next Board meeting will be held at Cherryl’s home on Wednesday, April 8, 2015 at 7:00 p.m.

 

Respectfully submitted,

Dick Fankhauser, Secretary

Board Meeting Minutes: Feburary 2015

MINUTES OF WILDERNESS PROPERTY OWNERS’ ASSOCIATION BOARD MEETING

February 11, 2015

 

The regular meeting of the Board of Directors of the Wilderness Property Owners’ Association was held on Wednesday, February 11, 2015 in the home of President Cherryl Steben. Cherryl called the meeting to order at 7:08 p.m. Board members present were Cherryl Steben, Dick Fankhauser, Jane Stavish, and John Cusick. Larry Rus and Phil Harlan were absent.

 

MINUTES: The minutes of the January 14, 2015 Board meeting were read. Minutes were approved as read.

 

TREASURER’S REPORT: The Treasurer’s Report, as prepared by John Cusick, was filed. To date, 47 property owners have not paid their 2015 dues. Of those, seven have not paid for years previous to 2015.

 

UNFINISHED BUSINESS:

Survey the Former Site of Old Bus Stop on Pinebrook Drive: Cherryl reported that an easement was granted in 1982 for the bus stop. The former bus stop was constructed within the greenbelt and the 1982 easement.

 

2015 Landscape Maintenance Agreement: The Agreement was approved for signature subject to the contractor providing proof of insurance as called for in the contract.

 

Coalition of Neighborhood Associations (CNA) and Wilderness Sign Repair: There was discussion regarding the opportunity and benefits of joining the CNA. One of the benefits may be in funds available for signing. It was determined to hold off on the Boulevard Road sign renovation until determination of available funding from CNA.  Moved and seconded that we join CNA. Motion was approved.

 

Traffic Calming Research: Nothing to report yet.

 

Greenbelt Tree Management: Contract for Thomas Tree Service to raise the canopy and remove dangerous limbs near Ferndale Ct and Wilderness Drive is underway.

 

WPOA Document Cleanup and Scanning: Cherryl is working on this project.

 

NEW BUSINESS:

Water Towers (LBA/Trillium Property:  Jane reported that clearing for the access road and pad for the new tower will begin in October. Jane will continue to monitor developments on this project.

 

2015 Newsletter #1: Cherryl plans to produce the next newsletter in February.

 

Open Board Position: Cherryl asked that we let her know of any possible candidates for Board members.

 

Vandalism: there was a brief discussion regarding the vandalism in the Wilderness neighborhood. Dick reported that he and David Bell are creating a Neighborhood Watch Program for their neighborhood on Pinebrook Drive and Wilderness Drive near Wiggins Road.

 

There being no further business, the meeting was adjourned at 8:22 p.m. The next Board meeting will be held at Cherryl’s home on Wednesday, March 11, 2015 at 7:00 p.m.

 

Respectfully submitted,

Dick Fankhauser, Secretary

Board Meeting Minutes: January 2015

MINUTES OF WILDERNESS PROPERTY OWNERS’ ASSOCIATION BOARD MEETING

January 14, 2015

 

The regular meeting of the Board of Directors of the Wilderness Property Owners’ Association was held on Wednesday, January 14, 2015 in the home of President Cherryl Steben. Cherryl called the meeting to order at 7:08 p.m. Board members present were Cherryl Steben, Dick Fankhauser, Jane Stavish, Phil Harlan and John Cusick. Larry Rus was absent. John Ancock has resigned from the Board because of health reasons.

 

ELECTION OF OFFICERS: Motion was made to retain existing officers for the year 2015 with the exception of Vice President. It was determined to not fill the position at this time. Motion carried.

 

MINUTES: The minutes of the November 18, 2014 Annual Meeting of the Wilderness Property Owners’ were read. Minutes were approved as read.

 

TREASURER’S REPORT: The Treasurer’s Report, as prepared by John Cusick, was filed. To date 101 property owners have paid their dues.

 

UNFINISHED BUSINESS:

Survey the Former Site of Old Bus Stop on Pinebrook Drive: Cherryl reminded surveyors again that we are waiting for a proposal from them.

 

2015 Landscape Maintenance Agreement: There was discussion regarding pesticide applications and whether there is a need for the landscape contractor to have a license. Dick will work with the contractor to make sure he meets all applicable licensing requirements. There was also discussion regarding the need to separate weed killer application from lawn fertilizer instead of a weed and feed application. Motion to approve landscape contract with weed and feed application passed with one abstention.

 

Wilderness Sign Repair: There was discussion regarding the need to raise the entrance sign at Boulevard Road so that it could be better seen. Motion was carried to ask David Bell to do the sign repair/restoration for an amount not to exceed $500.00.

 

Traffic Calming Research: The County is looking into the need for speed control on roads within Wilderness. There is nothing to report yet.

 

Greenbelt Tree Management: Work contained in bids obtained from Thomas Tree Service last fall was discussed. Motion to accept bids to remove two trees for $800.00 and $850.00 was approved.

 

WPOA Document Cleanup and Scanning: Cherryl reported that she has more time now to work on this project.

 

Homeowner Directories: Discussion resulted in agreement that the need for a new directory for all homeowners is not necessary at this time. There is a need for Board members to have up to date information.

 

NEW BUSINESS:

Water Towers (LBA/Trillium Property: Jane gave a report on a proposed water tower to be placed on the LBA/Trillium property. The new tower has to be constructed prior to maintenance work beginning on the existing tower. Jane will monitor developments on this project.

 

2015 Newsletter #1: Cherryl asked for any ideas for items to be placed in the newsletter.

Insurance Claim for Damage at Dunkerson Property: Cherryl reported on this and the possible scenarios that may result.

 

Open Board Position: Cherryl asked that we let her know of any possible candidates for Board members.

 

Arbor Vitae Replacements in Wiggins Hedgerow: Motion was made to accept a bid of $200.00 from South Sound Lawncare to replace the missing Arbor Vitae trees in the hedgerow on Wiggins. Motion carried.

 

There being no further business, the meeting was adjourned at 8:38 p.m. The next Board meeting will be held at Cherryl’s home on Wednesday, February 11, 2015 at 6:00 p.m.

 

Respectfully submitted,

Dick Fankhauser, Secretary

Board Meeting Minutes: December 2015

MINUTES OF WILDERNESS PROPERTY OWNERS’ ASSOCIATION BOARD MEETING

January 14, 2016.

 

The regular meeting of the Board of Directors of the Wilderness Property Owners’ Association was held on Thursday, January 14, 2016 in the home of Dick Fankhauser. Vice President Larry Rus called the meeting to order at 7:14 p.m. Board members present were Larry Rus, Linda Liu, Dick Fankhauser, John Cusick and Phil Harlan.

 

MINUTES: The minutes of the December 8, 2015 meeting were approved as read.

 

TREASURER’S REPORT: The Treasurer’s Report, as prepared by John Cusick, was filed. Approximately 75 property owners have paid their 2016 dues.

 

UNFINISHED BUSINESS:

Landscape Contract: Dick reported that the contract is ready for the newly elected president to sign.

 

Wilderness Sign Repair or Replacement (Wilderness/Boulevard): Two bids received. John will check with Cherryl to clarify low bidder. Motion was made and approved to authorize John to purchase sign using 2015 carry-over funds if bid is within those funds available.

 

Traffic Calming Research: Larry received a call from a County representative reporting that we are on the list to use a “radar speed trailer”. It will be available in the spring. Discussion took place regarding where it should be placed. Decided to wait to determine location until we know when we are going have use of the trailer.

Street Lighting Upgrades: Nothing to report.

 

Greenbelt/Tree Management: Dick received an email from Tom Solberg owner of a duplex at 2634-36 Wilderness Drive, advising us of a potential danger with a Maple tree there. Dick will get back to Mr. Solberg to determine our involvement. Larry will check with Cheryl regarding pending tree issues. John will get a current list of certified arborists from the City.

 

WPOA Document Cleanup and Scanning: Phil will check with Cherryl regarding status of this. Phil has a high speed scanner that can be used once documents have been sorted. Cheryl has agreed to do the sorting. John has checked with Secretary of State’s office to determine what document retention requirements are for HOAs. They referred him to the RCWs, which do not list any requirements. As he indicated in his December 10, 2015 e-mail, he suggests we follow the HOA guidance at http://www.echo-ca.org/article/hoa-record-keeping-your-filing-system-code, which suggests keeping any documents pertaining to the establishment of the HOA forever.

 

Open Board Positions: We now have two open board positions. Larry suggested that if we know of any interest to report back. John knows of a couple of potential candidates. He will check with them and, if they are interested, invite them to our next meeting.

 

Proposed Log Cabin Reservoir (water tank) Status and Ashton Woods Development:  Nothing new to report.

 

NEW BUSINESS:

Election of Officers for 2016: Motion was made and approved to elect the following officers to the Wilderness Property Owner’s Board for 2016:

            President – Loren “Larry” Rus

            Vice President – Linda Liu

            Secretary – Richard “Dick” Fankhauser

            Treasurer – John Cusick

 

Check Signing by New Officers: Larry is a new signer along with John and Dick, previous signers. Larry will fill out a form and take it with a copy of these minutes to the bank. The bank will then prepare a contract which Larry, John and Dick will have to go into the bank to sign. That will establish them as signers on the account. The Association checking account requires two signatures on each check.

 

Water Problem at Linda Liu’s Property: There is an eight inch drain pipe on Linda’s property that appears to be leaking onto her property and onto the street. Linda had a meeting with John, the County and a contractor to review the situation. They determined that the pipe is plugged approximately eight feet from the catch basin at the street. The contractor will pump the pipe to try to locate the origin. If it is on Linda’s property then it is a property owner problem. It looks like it might be draining the swale between New Castle and Wilderness. If that is the case, we could be involved in negotiations with New Castle.

 

Other Assignments:

  1. Larry will remind Cherryl that she volunteered to continue to write the Newsletter
  2. Larry will get email addresses from Cherryl and/or John for purposes of future mailings.
  3. Linda will contact the Association of Neighborhoods to let them know that she is the new representative from Wilderness.
  4. Dick will arrange meeting with David Bell and Larry to discuss some issues that David wants to bring to the Board’s attention.

 

There being no further business, the meeting was adjourned at 8:09 p.m. The next Board meeting will be held at 7:00 p.m. on Wednesday, February 10, 2016 at Dick Fankhauser’s home.

 

Respectfully submitted, Dick Fankhauser, Secretary

Semi Annual WPOA Meeting Minutes: November 2014

MINUTES OF THE ANNUAL MEETING OF THE WILDERNESS PROPERTY OWNERS’ ASSOCIATION (WPOA)

November 18, 2014

 

The annual meeting of the WPOA was held on Tuesday, November 18, 2014 in “The Barn” at Grace Community Covenant Church. President Cherryl Steben called the meeting to order at 7:08 PM. In addition to Ms. Steben, board members John Ancock, Phil Harlan, Larry Rus, Jane Stavish, Dick Fankhauser and John Cusick were present. A total of 35 property owners were present, constituting a quorum.

 

Members were encouraged to sign in and to also provide their emails for future notifications and information.

 

MINUTES: Minutes of the previous board meeting were not read but were approved by the board members.

 

TREASURER’S REPORT: John Cusick handed out copies of the Treasurer’s Report: the Profit & Loss Budget vs. Actual and the Balance Sheet. He stated that seven property owners have not paid their dues to date. One property owner paid their dues since that meeting. He went over some categories with dollar amounts projected to 12/31/14. He then asked if there were any questions. He stated that money contained in the CD is to cover six months of operating expenses should the Association cease to exist. Other discussion was regarding the number of properties in the Wilderness development. No action was taken on the Treasurer’s Report.

 

PRESIDENT’S REPORT: Ms. Steben provided an overview of the Board’s recent activities, including a work party in July to clean up the trail and area near the park entrance off of Donnelly. She briefly discussed burglaries, property damage and our meeting with Sheriff Snaza at the semi-annual meeting. She explained the costs to date for greenbelt management. A suggestion was made to consider planting new trees to replace those being removed. Because of budget constraints, we are reactive rather than proactive in dealing with tree issues resulting in much less cost.

 

NEW BUSINESS:

Proposed HOA annual dues increase beginning in 2015 – Ms. Steben explained the need for the proposed dues increase from $110 per year to $175 per year. Most of the need is for greenbelt management. Trees are maturing and requiring management to protect homeowner’s property and lives.

 

Proposed 2015 Budget – The budget was discussed. Ms. Steben moved and Mr. Woodward seconded a motion to approve the budget and the proposed dues increase. There were 60 yes and 40 nos, resulting in passage of both the budget and the dues increase to $175.00 per year.

 

Jane Stavish reported on Chambers Creek maintenance and the proposed LBA Park.

 

John Cusick recognized Cherryl for all of her hard work for the Association. There was much applause in agreement with John’s statement.

 

There being no further business, the meeting was adjourned at 9:03 PM.

 

Respectfully submitted,

Dick Fankhauser, Secretary

 

Board Meeting Minutes: October 2014

MINUTES OF WILDERNESS PROPERTY OWNERS’ ASSOCIATION BOARD MEETING

October 1, 2014

 

The regular meeting of the Board of Directors of the Wilderness Property Owners’ Association was held on Wednesday, October 1, 2014 in the home of Cherryl Steben. President Cherryl Steben called the meeting to order at 6:10 p.m. Board members present were Cherryl Steben, Dick Fankhauser, Larry Rus, Jane Stavish and John Cusick. Absent were John Ancock and Phil Harlan.

 

MINUTES: The minutes of the September 3, 2014 Wilderness Property Owners’ Board of Directors meeting were read. It was moved by John Cusick and seconded by Larry Rus that the minutes be approved. Motion carried.

 

TREASURER’S REPORT: The Treasurer’s Report, as prepared by John Cusick, was filed. Eight property owners have not paid their dues to date. As reported last month, with all bills paid, John is projecting a $3,300 balance at the year’s end.

 

UNFINISHED BUSINESS: Survey a former site of old bus stop and ivy – have not heard from surveyors.

 

Proposed budget – the proposed budget was reviewed and two items were considered. The result was to (1) change the Common Area Maintenance to $15,000; and (2) to leave the Meeting Hall Rental Fees at $150.

 

2015 Homeowners’ dues – Discussion regarding raising the homeowner’s dues continued from last month. It was discussed that a dues increase has to be approved by a majority of those attending the meeting not a majority of homeowners. Dues increase to $175.00 per year will be proposed to the homeowners at the November 18, 2014 homeowner’s meeting. It was moved by Dick Fankhauser and seconded by John Cusick to recommend approval of the proposed budget, including the dues increase, to the homeowner’s at the November semi-annual meeting. Motion carried. Cherryl will send out the ballot with the newsletter.

 

Greenbelt tree management – Several danger trees have been brought to Cherryl’s attention. She will review with tree companies to determine costs and recommend action based on funds available.

 

Boulevard Road entrance sign – Dick suggested that he get a bid from David Bell to repair/replace the sign. Cherryl agreed.

 

There being no further business, the meeting was adjourned at 7:24 p.m. The next meeting will be the Annual Membership meeting on Tuesday, November 18, 2014 at 7:00 p.m. at “The Barn” at Grace Community Covenant Church. The last meeting of the year will be on December 10, 2014 at 7:00 p.m.

 

Respectfully submitted,

Dick Fankhauser, Secretary