Board Meeting Minutes: December 2015

MINUTES OF WILDERNESS PROPERTY OWNERS’ ASSOCIATION BOARD MEETING

December 8, 2015

 

The regular meeting of the Board of Directors of the Wilderness Property Owners’ Association was held on Tuesday, December 8, 2015 in the home of President Cherryl Steben. Cherryl called the meeting to order at 7:04 p.m. Board members present were Cherryl Steben, Larry Rus, Linda Liu, Dick Fankhauser, John Cusick and Phil Harlan.

 

MINUTES: The minutes of the November 17, 2015 Board meeting were read. Cherryl stated that she has been on the Board for eight years and seven years as president. Minutes were approved as corrected.

 

TREASURER’S REPORT: The Treasurer’s Report, as prepared by John Cusick, was filed. Statements for 2016 dues will be going out mid January. There may a small amount of funds to be carried over to 2016.

 

UNFINISHED BUSINESS: Wilderness Sign Repair or Replacement (Wilderness/Boulevard): Two bids received, Cherryl will clarify bids. Carry-over funds from 2016 may be used for the sign replacement, however, we will wait to see if additional funds are needed for greenbelt management.

 

Traffic Calming Research: Larry obtained information from a County representative. The idea of using a “radar speed trailer” was discussed. Larry will call and get us on the list to be able to use one for a short period of time. Regarding speed bumps, someone will have to monitor traffic speeds, 60% of residents need to be in favor of having them installed, and of course the residents have to pay for them. Cherryl will make it an item in the newsletter to see if there is any interest.

Street Lighting Upgrades: Cherryl will follow up on this.

 

Greenbelt/Tree Management: The Board gave consent for Cherryl to award the tree removal contract at Leon’s in the amount of $1,800.00 to Capital Tree Service.

 

WPOA Document Cleanup and Scanning: Cherryl will complete. Source for scanning remaining documents no longer exists. John will check with Secretary of State’s office to determine legalities of what should be retained.

 

WPOA Work Parties: Phil will haul debris away from last work party north of Wilderness Drive at Boulevard Road.

 

Open Board Position: Cherryl will post in the next newsletter.

 

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

 

NEW BUSINESS:

Items For Handoff: This being Cherryl’s last meeting she had some items to handoff to others. Linda agreed to take on bag replacements and the dog bag stations. A non-handoff item was that Cherryl agreed to continue writing the newsletter.

 

There being no further business, the meeting was adjourned at 8:14 p.m. The next Board meeting will be held at 7:00 p.m. on Wednesday, January 13, 2016 at Dick Fankhauser’s home.

 

Respectfully submitted, Dick Fankhauser, Secretary

Board Meeting Minutes: October 2015

MINUTES OF WILDERNESS PROPERTY OWNERS’ ASSOCIATION BOARD MEETING

October 14, 2015

 

The regular meeting of the Board of Directors of the Wilderness Property Owners’ Association was held on Wednesday, October 14, 2015 in the home of President Cherryl Steben. Cherryl called the meeting to order at 6:07 p.m. Board members present were Cherryl Steben, Larry Rus, Linda Liu, Dick Fankhauser, and John Cusick. Phil Harlan was absent.

 

MINUTES: The minutes of the June 16, 2015 Board meeting were read. Minutes were approved as read. Approval of May 2015 minutes postponed until next meeting.

 

TREASURER’S REPORT: The Treasurer’s Report, as prepared by John Cusick, was filed. To date, 7 property owners have not paid their 2015 dues. As a reminder, Linda Liu will contact those who haven’t paid.

 

UNFINISHED BUSINESS:

 

Wilderness sign repair or replacement (Wilderness/Boulevard): two bids received, Cherryl will clarify bids. When clarified and approved, this will be paid for out of the Common Area Maintenance.

 

Retention pond weed control:  Dick presented cost proposal from South Sound Lawn Care of $200 twice per year. Motion was made and approved to modify landscape contract to include this cost.

 

Traffic Calming Research: call back pending from County representative. Larry will follow up.

 

Street Lighting upgrades: PSE response pending regarding cost of changing the street lights in Wilderness to LED and other alternatives.

 

Greenbelt/Tree Management: Delays in getting to approved work done in Wilderness is because of recent storm damage. Sign work at Boulevard Road may be delayed because of need to address newly discovered danger trees. Cherryl is working on WPOA liability regarding a large maple that fell in a yard on Claridge.

 

Olympia Coalition of Neighborhood Associations:  WPOA is first member from Olympia Urban Growth Area. Cherryl has not attended meetings but gets meeting minutes. Do we want Board attendance now? Linda to check with Jane about attendance.

 

WPOA Document cleanup and scanning: Pending.

 

WPOA work parties: Cherryl will check on having debris hauled away from last work party north of Wilderness Drive at Boulevard Road.

 

Open Board position: Linda Liu was approved to fill that position via email between Board members. Cherryl will find and forward that action to us.

 

Proposed Log Cabin reservoir (water tank) status:  Nothing new to report.

 

Ashton Woods: Nothing to report.

 

 

 

 

NEW BUSINESS:

 

Weeding junipers north of Wilderness Drive at Boulevard Road: Dick was asked to get cost proposal from Landscape Maintenance contractor.

 

QuickBooks: Motion made and approved to purchase QuickBooks license. John has been using his personal license.

 

2016 Budget: Proposed changes to the budget for next year are as follows:

Reduce Postage expense to $100.00

Reduced Legal Filing Fees expense to $100.00

Add $400.00 to Insurance expense for total of $2,150.00

Add $100.00 to Greenbelt/Tree Maintenance expense for total of $21,030.00

Add $175.00 to total Annual Dues for additional parcel not included last year

 

Sad news: Cherryl announced that after serving seven years on the Board and six years as chairperson, she is resigning effective the end of this year.

 

There being no further business, the meeting was adjourned at 7:52 p.m. The next Board meeting will be the Semi-annual meeting to be held at 7:00 p.m. on November 17, 2015 at the Covenant Church in “The Barn”.

 

 

Respectfully submitted,

Dick Fankhauser, Secretary

Board Meeting Minutes: May 2015

MINUTES OF WILDERNESS PROPERTY OWNERS’ ASSOCIATION BOARD MEETING

May 26, 2015

 

The regular meeting of the Board of Directors of the Wilderness Property Owners’ Association was held on Tuesday, May 26, 2015 in the home of President Cherryl Steben. Cherryl called the meeting to order at 7:06 p.m. Board members present were Cherryl Steben, Larry Rus, Jane Stavish, Phil Harlan and John Cusick. Dick Fankhauser was absent.

 

MINUTES: The minutes of the April 8, 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, 8 property owners have not paid their 2015 dues. Of those, five have not paid for years previous to 2015.

 

UNFINISHED BUSINESS:

 

Wilderness sign repair or replacement (Wilderness/Boulevard): 1 bid received, 2 more in process.

 

Traffic Calming Research: call back pending from County representative.

 

Street Lighting upgrades: PSE response pending regarding cost of changing the street lights in Wilderness to LED vs other alternatives.

 

Greenbelt/Tree Management:

 

Harry Leons at 3141 Wilderness – Maple hanging over yard from greenbelt

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

 

Bids have been received on several from one tree service company and are pending receipt from other companies.  Board will likely conduct vote via e-mail once all bids received.

 

Pending completion of bids, motion was made and approved to contract for up to $600 with certified arborist to assess what to do with maples (3141 Wilderness, 4607 Claridge and revisit of one at 4633 Claridge).

 

Remaining bus stop concrete pad partially on Kevin Beck’s property:  Motion made and approved to endorse Cherryl Steben’s May 8, 2015, reply to Mr. Beck.

 

Olympia Coalition of Neighborhood Associations:  WPOA is first member from Olympia Urban Growth Area.

 

WPOA Document cleanup and scanning: Pending.

 

 

 

WPOA work parties:  Homeowners are encouraged to organize their own, provided scope of work is first approved by Board.  WPOA is tentatively scheduling work parties on June 20, July 18, August 15 and September 19, 2015.

 

2015 Newsletter #1:  Content was reviewed and suggested revisions are being considered.

 

Open Board position: Will advertise in newsletter.  Reaching out to potential candidates is encouraged.

 

Neighborhood watch program:  Purchase of 4 point of entry signs approved at last meeting pending.  Larry Rus also is working on organizing his immediate neighborhood.

 

Proposed Log Cabin reservoir (water tank) status:  City of Olympia officials coming to next WPOA meeting to discuss plans.

 

Ashton Woods (formerly Trillium) development status:  400 homes proposed consistent with new zoning.  DR Horton recently filed proposal.  Public comment period and hearing pending.

 

 

NEW BUSINESS:

 

Semi-annual meeting on June 16, 2015:  Jane Stavish and John Cusick unable to attend as both are out of town.  Agenda plans were briefly discussed.

 

Retention pond week control:  Motion was made and approved to review and modify landscape contract to include periodic weed whacking for proper stormwater control.

 

There being no further business, the meeting was adjourned at 8:49 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,

John Cusick, Treasurer

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