Board Meeting Minutes: July 2014

MINUTES OF WILDERNESS PROPERTY OWNERS’ ASSOCIATION BOARD MEETING

July 15, 2014

 

The regular meeting of the Board of Directors of the Wilderness Property Owners’ Association was held on Tuesday, July 15, 2014 in the home of President Cherryl Steben. Cherryl called the meeting to order at 6:15 p.m. Board members present were Cherryl Steben, Larry Rus, Phil Harlan, John Ancock and John Cusick. Cherryl asked John Cusick to record minutes of the meeting.

 

MINUTES: The minutes of the May 7, 2014 Wilderness Property Owners’ Board of Directors meeting previously distributed by Dick Fankhauser were read. John Cusick moved and Larry Rus seconded that the minutes be approved as written. Motion carried.

 

The draft minutes of the June 17, 2014 Semi-Annual Meeting of the Wilderness Property Owners’ Association previously distributed by Dick were then read. Phil Harlan moved and Larry Rus seconded that the minute be approved as amended. Motion carried.

 

John Cusick will provide the amended June 17, 2014 minutes to Secretary Dick Fankhauser.

 

TREASURER’S REPORT: The Treasurer’s Report, as prepared by John Cusick, was filed. Eight property owners have not paid their dues to date and, of those, four are carryovers from previous years. There was brief discussion of taking further action to collect unpaid dues. Board members concluded action alternatives beyond continuing to send monthly statements would be too expensive.

 

UNFINISHED BUSINESS:

Greenbelt/ tree management – Cherryl reviewed bids received from Harmon Tree Service and Thomas Tree Service for the following locations:

 

2934 Wilderness Drive (Erickson/Hensley) – Fir tree in Greenbelt

3230 Wilderness Drive (Wilkins) – Cedar trees in Greenbelt

4631 Norcross Ct (Marvin) – Cedar tree in Greenbelt behind yard

4508 Ferndale Ct (Woodward) – Greenbelt and ditch clean up

 

Harmon was low bidder on all but 4631 Norcross and it was agreed to award each job to the lowest bidder. The total cost will be a little less than the $5,743.30 remaining balance in the greenbelt/tree maintenance budget.

 

The removal of the diseased hemlock at Claridge/Wilderness will be referred to Thurston County.

 

4124 Highline Drive – Potential health issue – Cherryl is discussing options with the Thurston County Health Department.

 

WPOA work party – July 26th – Hours will be 8:30 a.m. – 12:30 p.m. The priorities will be removing the old bus stop and ivy on Pinebrook, removing the tree house in the greenbelt near Chambers Ditch on Ferndale, and removing debris by the Donnelly bridge.

 

WPOA Document cleanup and scanning – Cherryl continues to work this with Toby VanRoojen.

 

2015 Homeowner’s Dues increase research – Phil Harlan will identify about 4-6 comparable and 2 new developments and contact them to determine annual dues assessments, budget for greenbelt/tree maintenance, numbers of homeowners, etc. so that the Board may develop a reasonable proposal for increasing annual dues. John Cusick will provide Phil with the current list of neighborhood and homeowner’s associations recognized by the City of Olympia.

 

There being no further business, the meeting was adjourned at 7:20 p.m. The next Board meeting will be August 5, 2014 at 6:00 p.m. and the following meeting will be September 3, 2014 at 7:00 p.m.

 

Respectfully submitted,

John Cusick, Treasurer

Board Meeting Minutes: May 2014

MINUTES OF WILDERNESS PROPERTY OWNERS’ ASSOCIATION BOARD MEETING

May 7, 2014

 

The regular meeting of the Board of Directors of the Wilderness Property Owners’ Association was held on Wednesday, May 7, 2014 in the home of Dick Fankhauser. President Cherryl Steben called the meeting to order at 6:10 p.m. Board members present were Cherryl Steben, Dick Fankhauser, Larry Rus and John Cusick.

 

MINUTES: The minutes of the March 18, 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 as amended. Motion carried.

 

TREASURER’S REPORT: The Treasurer’s Report, as prepared by John Cusick, was filed. Eleven property owners have not paid their dues to date and, of those, four are carryovers from previous years.

 

UNFINISHED BUSINESS:

Greenbelt trees: Cherryl reviewed several sites needing attention. Those are:

3230 Wilderness Drive (Wilkins) – Cedar tree in Greenbelt – place on a list with other properties to be considered late as a group

4631 Norcross Ct (Marvin) Cedar tree in Greenbelt behind yard – place on list.

4642 Claridge Drive (Kukes) – Ivy growing in Greenbelt behind yard – add to work party items.

4413 Highline (Burham) – Cleaned up downed tree and replanted per instructions. No action needed.

 

WPOA Document cleanup and scanning – Cherryl will review while recovering from wrist surgery.

 

Pet station replacement – Cherryl reported that bags have been replaced in all stations and more are available.

 

2014 Newsletter – Cherryl will draft the 2014 Newsletter before the end of May.

 

4124 Highline Drive – Potential health issue – still pending.

 

Cherryl to send a letter to affected property owners advising that they are not in compliance with Wilderness covenants regarding vehicles parked on lawns and garbage cans and debris in driveways in response to a complaint from David Bell.

 

NEW BUSINESS:

2015 Homeowners Dues – There was some discussion regarding raising the homeowner’s dues and to consider bringing it to property owners for approval at the next semi-annual meeting. It was determined that the Board does have the authority to bring its’ recommendation to those present at the semi-annual meeting for approval. Cherryl and John Cusick will research the structure and dollar amount of homeowner’s dues in some similar homeowner associations. They will determine if it makes sense to increase dues to $225.00 per year. They will advise the Board members of their findings and determine if the Board should add the item to the agenda for the semi-annual meeting and the dollar amount.

 

Semi-annual meeting – The semi-annual meeting of the Homeowner’s Association will be held June 17, 2014 at 7:00 p.m. at the Covenant Church in “The Barn”.

 

Duplexes on Wilderness Drive (Appling) – owner is evicting tenants and is aware of covenant violations. Those will be dealt with when tenants are no longer there.

 

Landscape Maintenance Contract – The Contractor recommended that he be able to mow one more time in May than is otherwise called for in the contract. It was agreed that he be able to adjust the monthly mowings as long as the total number of mowings throughout the year do not exceed the 18 specified in the contract. Dick will advise the Contractor of this decision. Dick is also to bring to his attention the need for weeding of the Juniper areas at the entrance to Wilderness at Boulevard Road.

 

In response to Dick not being able to attend meetings on the 3rd Tuesday of the month, Cherry requested that Board members let her know what dates in the next several months they will not be available.

 

There being no further business, the meeting was adjourned at 7:20 p.m. The next Board meeting will be the semi- annual meeting on June 17, 2014 at 7:00 p.m. at the Covenant Church in “The Barn”.

 

Respectfully submitted,

Dick Fankhauser, Secretary

Board Meeting Minutes: March 2014

MINUTES OF WILDERNESS PROPERTY OWNERS’ ASSOCIATION BOARD MEETING

March 18, 2014

 

The regular meeting of the Board of Directors of the Wilderness Property Owners’ Association was held on Tuesday, March 18, 2014 in the home of President Cherryl Steben. Cherryl called the meeting to order at 6:03 p.m. Board members present were Cherryl Steben, Dick Fankhauser, John Ancock, Phil Harlan and John Cusick.

 

MINUTES: The minutes of the January 14, 2014 Wilderness Property Owners’ Board of Directors meeting were read. It was moved by John Cusick and seconded by John Ancock that the minutes be approved. Motion carried.

 

TREASURER’S REPORT: The Treasurer’s Report, as prepared by John Cusick, was filed. Twenty-two property owners have not paid their dues to date and of those, four are carryovers from previous years.

 

UNFINISHED BUSINESS: Greenbelt trees: Cherryl reviewed several sites with a tree service and provided the Board with a bid proposal to do the work in the amount of $4,250.00. John Cusick moved and Dick Fankhauser seconded that we accept the bid. Motion carried. Work will be done between March 24th and 29th.

 

Dick brought a complaint from David Bell to the WPOA Document cleanup and scanning: still working on it.

 

Neighborhood watch program: nothing to report.

 

Pet station replacement: Cherryl to purchase more bags. Pet stations are all installed.

 

NEW BUSINESS: Cherryl to draft 2014 Newsletter #1 (February or March)

 

Dick brought a complaint from David Bell to the Board regarding property on Pinebrook Drive at the entrance to Wilderness. David’s complaint included parked vehicles on the lawn, garbage cans left out at the curb all week and garbage piled in the driveway. His complaint also included vehicles cluttering other properties nearby. Cherryl will send a letter to affected property owners advising that they are not in compliance with Wilderness covenants.

 

There was some discussion regarding raising the homeowner’s dues and to possibly bring it to property owners for approval at the next semi-annual meeting.

 

Cherryl received a call from Brad Wilkins at 3230 Wilderness regarding a cedar tree in the greenbelt between his house and the Vetter’s house (3231 Wilderness).  Based upon visual inspection by a tree service he had out to bid on some work in his yard, it appears the tree may be diseased.  Cherryl will inspect the tree with the tree service that is out doing work for the WPOA at the end of March to see what they determine about the tree.
The owners at 4124 Highline Drive have not lived in their home for approximately 2 years.  Upon site inspection by the Thurston County Sheriff’s office, due to a call from the owner that they suspected someone was in their house, it was determined that rodents were inhabiting the home (rats).  Cherryl will follow up with the Health Department to determine how to handle this potential health issue.

There being no further business, the meeting was adjourned at 7:00 p.m. The next Board meeting will be held April 15, 2014 at 6:00 p.m. in Cherryl’s home.

 

Respectfully submitted,

Dick Fankhauser, Secretary

Board Meeting Minutes: January 2014

MINUTES OF WILDERNESS PROPERTY OWNERS’ ASSOCIATION BOARD MEETING

January 14, 2014

 

The regular meeting of the Board of Directors of the Wilderness Property Owners’ Association was held on Tuesday, January 14, 2014 in the home of President Cherryl Steben. Cherryl called the meeting to order at 6:05 p.m. Board members present were Cherryl Steben, Dick Fankhauser, Larry Rus, John Ancock, Phil Harlan and John Cusick.

 

ELECTION OF OFFICERS FOR 2014: It was moved by Larry Rus and seconded by Dick Fankhauser that the 2013 officers remain in office for 2014. Motion carried. Brief discussion was held regarding meeting dates for 2014. Cherryl reminded us of the dates as stated in the last newsletter. Two changes were made to the list. The February meeting will be on the 11th and the May meeting will be on the 13th.

 

MINUTES: The minutes of the November 12, 2013 Semi-Annual Wilderness Property Owners’ Association meeting were read. A correction was made in the report of the budget item. The amount for Puget Power was corrected to $8,900. It was moved by John Cusick and seconded by Larry Rus that the minutes be approved as corrected. Motion carried.

 

TREASURER’S REPORT: The Treasurer’s Report, as prepared by John Cusick, was filed.

 

UNFINISHED BUSINESS:

 

Greenbelt trees: Cherryl reviewed some tree issues and will be meeting with a tree service to determine future recommendations. John Cusick to check status of ditch at Ferndale Ct.

 

Landscape maintenance agreement for 2014: The board reviewed the agreement and made the following recommendations:

  1. Reduce number of mowings to 19 with a unit price for additional mowings if necessary.
  2. Specify fertilizing to be done in March and October.
  3. Leave method of removal of grass clippings up to contractor.
  4. Add weed whacking to north side of Donnelly from trail end at Donnelly to Chambers Creek.

 

WPOA Document cleanup and scanning: still working on it.

 

Neighborhood watch program: nothing to report.

 

Pet station replacement: Cherryl to purchase more bags. Pet stations are all installed.

 

Homeowners’ directory for 2013: Some have been distributed and board members took directories to deliver in their area.

 

NEW BUSINESS: Cherryl to draft 2014 Newsletter #1 (February or March)

 

There being no further business, the meeting was adjourned at 7:15 p.m. The next Board meeting will be held February 11, 2014 at 6:00 p.m. in Cherryl’s home.

 

Respectfully submitted,

Dick Fankhauser, Secretary