July 17, 2004 meeting
Called to order 8:00 A.M.
July 17, 2004
Marianne Shotwell, President
Nancy Stull, Treasurer
Ken Russell, Vice President
Anne Van Der Zalm
Peter Van Der Zalm, Secretary
Homeowners present: NONE
Fence update: Ken Russell
The gates have been taken to North West Fence to be keyed to the pool
key. They will be returned and installed upon completion. The gates will
be detached from the building. The excavation for the posts seems to
have cracked the irrigation pipe. All agreed that Harlen will repair
Phase 1 update: Marianne Shotwell
The repair to the entryway that was leaking has gone very well. The
Contractor is competent and has done good work. The completion is
scheduled for week of July 19, 2004. Marianne has estimated the total
costs at $2,250.00. The board agreed to continue with the deck repair
that has the hole in it. These repairs will be paid from the Capital
Reserve Fund we have started. The first repair will be paid from the
$2,000.00 that we have started to put aside for capital work and
repairs, with July being the first month that this happens. The board
felt that the next 5 months at $2,000.00 allows us to continue with the
work. The work will be closely monitored and will only include deck
repair. If damage is found beyond the deck (walls, railing walls) we
will be contacted before any further work takes place.
Letter from Attorney ( RE: Prepaid Dues):
Much discussion took place and no action will be taken at this time.
Renaming Bank accounts: Marianne Shotwell
The Association has opened additional
accounts to come into line with the CCR. The accounts will be referred
General Reserve Fund
Insurance Reserve Account
Prepaid Dues Reserve Account
Capital Reserve Fund
Much discussion took place. Carol suggested that a Committee be formed
to access the repairs needed and the priorities and cost estimates of
those repairs. A committee was formed to report to the Board at the next
meeting. The Board will use the information to determine if there is a
need for an assessment and for determining the dollar amount for an
assessment if so needed.
Recycling update: Marianne Shotwell
The contract for “The new garbage contractor “ to recycle was
accepted by the Board at the last meeting. Marianne has postponed the
change to the new Contractor until the construction work has been
Billing Homeowner for overflow charges caused by exiting renter.
Much discussion took place with regards to proof, amount of charge,
Giving Clearance to Homeowner (Landlord). The proof in this case was
visual and confirmed by three board members and they stated they would
put this in writing. The amount of the charge would be the amount
Mariners Cove will have been charged on the bill. The Board will in
future give the Homeowner (Landlord) a letter that charges or no charges
are to come. This will allow the Homeowner (Landlord) to retain these
monies from any damage deposit he has.
MOTION: To vote on the
above Marianne Shotwell
SECOND: Ken Russell
Anne Van Der Zalm stated she had copies of resale certificates prepared
by Mark Simard but that she had no blank copies. She will contact Mark
to determine where to get blanks.
Use of Clubhouse furniture:
It was stated that on July 4th long weekend some of the
tables had been used outside and away from the clubhouse. Discussion
took place as to the use of this common area furniture away from the
Clubhouse. Suggestion that Picnic tables be allowed by Homeowners was
put forward. No agreement was reached and this matter was tabled to a
Volunteer Party to trim overhang trees:
A group of Homeowners led by Marianne and Harlen have offered to trim
the trees that overhang the parking lot. It was asked by other board
members to post the date this may take place at the mail box so others
may participate. The board agreed that this is acceptable but the waiver
must be signed.
5) Processing complaints:
The need for a policy to deal with complaints was brought forward. The
board agreed on the following.
Mail complaints to the
Mariners Cove Homeowners Association at #100 - 8026 Birch Bay Drive
Blaine WA. 98230 or placed in the suggestion box that is in the
clubhouse kitchen. This envelope will be opened at the board meetings
and be dealt with by the full board. The board will determine the course
of action for the complaint. This will eliminate the expectation that
individual board members are to be used for this task.
Motion to adjourn by
Second by Anne Van Der Zalm
Vote to adjourn unanimous
Meeting Adjourned by
Marianne Shotwell at 11:00 A.M.