Meeting Minutes- November 13, 2003

GENERAL MEETING – MARGARET MC KENNY ELEMENTARY SCHOOL

THURSDAY, NOVEMBER 13, 2003

In attendance:
President Sarah Boyer,
Vice-President Mark Russell,
Treasurer Linda Schoonmaker,
Board Member Ron Formanek,
Secretary Jim Cunningham and approximately 15 of 77 homeowners.

President Boyer opened the meeting to order at 1910.

Treasurer Schoonmaker reported on results of operations for the calendar year 2003, and presented the proposed budget for calendar year 2004. Expenditures for the year 2003 were budgeted at $8435.00, actual expenditures to date and for the remainder of the year total $7566.42, and the budget for 2004 was proposed at $9.055.00.

There was considerable discussion about some elements of the budget. Since the format of the meeting was basically an open forum and the speakers were not identified, the following is mainly generic in character, and not necessarily in the order of presentation.

The main concern was the amount of $1200 allocated to Common Ground Maintenance (Ponds). It was explained the Association is under obligation by the City of Olympia to maintain the pond areas. The alternative is to have the city undertake pond maintenance and bill the Association, which would likely be much higher than the amount budgeted. Any costs would have to be passed on to homeowners either by way of a permanent increase in homeowners dues or special assessment.

The Board is of the view that self-maintenance is far less costly, but presents inherent problems. First is the labor force (virtually none) since response to the call for volunteers to perform pond maintenance is underwhelming. The second is cost, since we are required to rent equipment to undertake this task.

Two alternatives are under consideration. First, calling for bids for regular (annual or semi-annual) clearing of pond areas. Depending on the results of the bidding process, upward adjustment of homeowners dues may be indicated. Second, investing in our own mowing equipment plus a shed in which to store it, placing it on the premises. Liability and insurance issues would have to be resolved before this step would be taken. It is estimated that our own equipment would pay for itself in two years of rental savings, and would probably not dictate an increase in homeowner dues, although the problem of recruiting volunteers twice a year to perform the task would be of ongoing concern.

Also in connection with ponds was a brief discussion of dredging the active drainage areas, again a requirement of the City of Olympia. There is no immediacy, and the membership was assured that while no dredging would take place unless mandated by the city, the cost and the effect on dues impossible to forecast.

Cost of landscape maintenance ($4800 annually) was the subject of brief discussion. It was noted that this was secured by contract after an extensive bidding process, and that H&H presented us with the best bid. Their obligation extends to all common areas (except ponds), and includes the irrigation system.

There was a brief mention our non-existent city park, which may be in the 2005 city budget (but not likely), and a brief discussion of a no-longer-operating methamphetamine in an adjacent neighborhood.

In Other Business, a request was made to remind all homeowners of Article IV, Section 1 of our covenants that household pets are not to be permitted to roam unattended. No vote was taken on this suggestion, but it would seem that the proposal did not meet with disfavor.

There being no further business, the meeting adjourned at 1955.

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