LAKELAND VILLAGE COMMUNITY CLUB Board of Directors Monthly Board Meeting May 24, 2017 Richard Caron, Board President, called the meeting to order at 5:29pm. Board Members present: Richard Caron, Leon Stevens, Robert Finley, Maureen Allen, Marv Peterson, Diane Wilcox and Blair Humes. Also present Laurie Swetkovich. Absent were Teri Camus and Vincent Marbella. A. MINUTES: It was moved, seconded and unanimously approved to accept the minutes from the April 26, 2017 Board of Directors meeting as written. B. CASH FLOW: Balance Sheet: Checking $ 2,569.40 Savings total $ 148,809.41 Contingency Fund $ 37,000.00 Total Checking/Savings/Contingency Fund $ 185,809.41 Accounts Receivable $ 58,319.46 Total Liabilities & Equity $ 384,407.11 PUBLIC COMMENTS: - Terry & Caryl Giles and Roger DeBritz were present at the meeting. Richard Caron explained Terry & Caryl Giles moved back to the village after an extended stay overseas. The Giles started doing a lot of work on their house without prior approval from the Architectural Control Committee. New windows, painting the exterior and the big concern a new red metal roof. In all of the division s covenants there is some language that prohibits metal roofs. Some of the divisions have language stating at the time of reroofing any deviation from the covenants has to be approved by the Board of Directors. We also have Resolution 10, which has had several amendments that talks about roofing and in the last amendment has done away with the restrictions on metal roofing; with that said the covenants are still over the resolutions. Terry Giles addressed the board, we have just returned from Germany and have owned the house the entire time, and our daughter has been living in the house. When we bought the house we knew there were things that needed to be done to the house, but we really liked the area. With time and money we never got around to doing the repairs to the home. My job took us to Germany for four years and when we came back our heat pump wasn t working, our electric bill was five hundred dollars and we had to take care of that immediately. We knew the roof was pretty old and needed to be done. While we were here and during the heavy rains, we started seeing leaking in some of the bedrooms. Our objective was to come here, repair the house as best we could, with whatever we could, our expenses to go as far as they could with all the work that needed to be done and the repairs to be as permanent as we could possible make them. We had some people come over and give us estimates on a shingle roof and a new metal roof. The prices were about the same and we started thinking of the durability of the roof. We were not trying to avoid coming before the HOA trying to explain what we were doing or to get permission, we were just trying to get as much stuff done as possible. It wasn t until we had the roofing here and the job had started that people said did you know you had to get permission. I don t know what we do now and so we wanted to come before the board if you have any question for us. Our objective is to not make an eyesore on the neighborhood, our intent is to paint the exterior of the house a darker grey with white trim and to redo the deck and railing on the house to make it a nicer place to live in. We are not sure what the process is now, we do not want neighbors complaining about it. 1 P a g e
Richard Caron stated, Marv Peterson talked to Caryl Giles Friday morning and told her they needed to fill out a project permit application for their projects. Marv told Caryl the roof needed to be at least a forty year roof according to the covenants. Marv was under the impression that they were talking about an asphalt roof, but did not specifically ask what type of roofing material they were using. Caryl came down on Friday and dropped off a project permit application to the office. Richard stated, Laurie called Marv Peterson and told him the project permit application stated the roof was a red metal roof being installed on the Giles house. Marv was out of town and asked Laurie to call Caryl and tell her to stop the roofing. Laurie contacted me and asked if I could go by and talk with Caryl. I went to the Giles home and spoke with Caryl. There was skip sheeting on the roof under the cedar; skip sheeting is one by six planking that is put on the roof, across the rafters, with a six inch gap in between. I looked at that and even though it was not supposed to rain for a week, my thought was I could have them stop work and wait to come before the board, but if it starts raining the house is not protected. I failed to ask what type of metal roof you were putting on. Caryl has stated, you had driven around the village and seen some homes with metal roofing. Richard stated, there are two that I am aware of the Giles neighbor is one of them. On that particular home the roof had a low pitch mopped on tar roof and the only choice he had was a mop tar roof or metal roof and he was granted a variance from the board for a metal roof. There is also a house in Division 11 that had cedar shakes and had gone through three roofs in five years because of rot from the surrounding trees, that metal roof looked like thin cedar shakes and she was granted a variance. On the Giles house when they said metal roof I thought they would be doing something similar and I did not ask but I should have. In retrospect, I should have said, dry the roof in with the Tyvek and don t put any metal on until you come before the board, but I didn t. I told the Giles to finish the roof and come before the board to ask for a variance. Richard stated, the issue is with this metal roof it is to a certain degree out of character for the neighborhood. There is not another roof in the village, there is one house that has the same material over the front porch, but it is a small area. The Division 1 Covenants, section 4 state: No permanent dwelling shall be permitted on any lot having a ground floor area, exclusive of open porches, balconies, and garages, of less than 1000 square feet, split level construction shall be considered as ground level, roofs shall be composed of quality roofing materials such as wooden shakes, synthetic shakes, tiles of various type, and similar commercial materials but excluding tar paper, mineral surfaced felt, and all metal and/or fiberglass panels. All existing roofs not complying with the above must be upgraded at the time of replacement or major repair. Deviations from the above at time of replacement must be approved by the Board of Trustees. The bottom line is the particular roof the Giles have put on their house needs a variance from the Board of Directors or they will need to remove the roof and start over. Maureen Allen stated, if the roof would have been another color it may not have been so noticeable. The board asked Terry Giles if the color of the roof could be changed or painted over to match the house. Terry did not know if the color could be changed at this point. Roger DeBritz addressed the board regarding Terry & Caryn Giles red metal roof. I am in Division 5 and our neighbor has had a metal roof that has been on for years and it looks like shake. Back in division 1, a house put on a synthetic shake supposedly, almost like a press board, it did not fit in and did not comply with the covenants so they had to remove the roof. Not going through the proper approval by getting a green slip, when homeowners have been reminded in Newsletters year after year. My feeling is it looks like a barn, doesn t fit and is totally out of character especially on the main road going through LakeLand Village. I called Richard when I first saw it and there were only two panels on at that time and asked what is going on with the barn roof. We 2 P a g e
added the 40 year roof to the Covenants and got away from the shake roofs because of the fire hazard. When we had a forest fire several years ago they came in and flagged all the shake roof to save them. Richard Caron stated, if the Giles would have submitted a project permit application for the roofing material they used the ACC would have worked with the Giles in choosing a roofing material that would have worked in LakeLand Village. Robert Finley stated, if the Giles roof is allowed to remain as is, then we are setting a precedence and other homeowners will be requesting the same material. Leon Stevens stated, he would like to know the cost to paint the roof a different color or some other finishing be provided so it doesn t look like a metal roof. Richard Caron asked the Giles to contact the roofing company and ask them what their advice would be. I don t know how the roof is attached or if it could be taken off without damaging it so it could be used someplace else. Also check if there is some type of coating they could put on so it doesn t look like a barn roof. I don t believe the board is anywhere near making a decision on this issue at this time. Sometime before the next board meeting I would like for you to have some answers to the questions we have asked. The ACC meets every Tuesday at 9:00am if you have any questions. Diane Wilcox and Blair Humes, stated that the covenant need to reflect the changing of the newer technology and modernization of the materials. Richard Caron stated, the board does not have the ability to change the covenants. The property owners are the only ones that can change the covenants for the division in which they live. Each divisions covenants state the percentage of signatures it would take to change the covenants. The board can advise on how to do it and the number of signatures needed, but the property owners have to be the ones who organize everything and collect the signatures. The board writes the amendment, files the amendment and signatures with Mason County and enacts the amendment. Caryn Giles asked if they could try and change the amendment. Richard Caron stated, yes you can try to change the covenants and I would be happy to set down with you and go over the guidelines. Terry Giles stated, their plans were to re-roof, paint, and do some rock accent on the front of it, we did not think the whole picture would be an eyesore to the community. Richard Caron responded, we are sorry this is happening but if you would have come to us before you began the projects we could have avoided this situation. The board will not grant a variance on the Giles roof. The Giles need to collect the information from the roofing company the board has requested and present it to the board at the June 20 th board meeting. If you collect the information in a couple of weeks, come in on a Tuesday at 9:00 and meet with the ACC. The ACC will make the initial approval of another material before it goes before the board. Laurie Swetkovich suggested, each year when we send out the HOA dues invoices we add a project permit application or a reminder to fill out a project permit application before any work is performed on the exterior of the home. The invoices go out in March which would be a great time to remind homeowners and it would not cost any additional postage. Roger DeBritz stated, his feeling is the roof should be torn off as has happened in the past to homeowners that did not get prior approval for the roofing materials and installed materials that do not comply with the covenants. C. PRESIDENT S REPORT: - Richard Caron reported, you will see in your packet a copy of the Division 12 Phase 2 amendment regarding fencing materials. The Orse family had been turned down by the ACC for a metal fence they wanted to install on the golf course side of their property. I met with the Orse s a couple of week ago and explained the procedure they would need to change the covenants in their division. They needed 67 percent of the homeowners or 52 signatures of approval in their division to the change the covenants. They were able to 3 P a g e
collect 55 signatures and that is where they stopped. This is the amendment I wrote which is modeled after Division 11 amendment regarding roofing. The only change to the covenant working is or other products as approved by the Architectural Control Committee. In other works instead of solid wood fence period, any other materials the ACC can approve. You still can t have chain link fencing, chicken wire, hog wire fencing, but powder coated, wrought iron would be acceptable to the ACC as long as it fits in with the area. There is no voting, the homeowners have signed for the amendment. The amendment and signatures will be filed with the county and be in the office. The board will need to vote to adopt the amendment. A motion was made, seconded and unanimously approved to adopt Division 12 Phase Two Amendment as written. D. VICE PRESIDENT S REPORT: - No Report. E. BUDGET: - Laurie Swetkovich reported, each board member has two Profit & Loss Budget vs. Actual reports on in accrual basis and on in cash. This will show you what we have invoiced and what has been collected to date. Accrual Basis Cash Basis Onetime $40.00 Assessment/Litigation Fund $36,800.00 $26,159.83 Membership Dues $163,808.00 $123,224.14 We are on schedule with the line items on the budget. I would like to point out the Newsletters going out next week will have the By-Laws revision in it and it will be big. The postage is estimated at $1.66 each or $966.00 and $125.00 on 9 x 12 envelopes. I contacted the Post Office and asked which is going to be the least expensive way to mail the Newsletters and the larger envelopes were it. The By-Laws revision will also be posted on the website for people to read. Richard Caron asked that a copy of the Division 12 Phase 2 Amendment be added to the Newsletter. COMMITTEE REPORTS: MAINTENANCE: - Richard Caron reported, the restroom should be just about done with the cleaning and repainting. The barbecue is completed, the cap is on, the new grating are ready and will be ready to use after June 11 th. The patio has been pressure washed, the roof will be pressure washed and sealed soon. SECURITY: - Leon Stevens reported, it has been very quiet with only some garage doors open at night. I have looked into the possibility of replacing the Security Truck with a street legal golf cart, strictly from a money point of view. I don t think it is going to work especially with the LakeLand Village hill. There are several kinds of golf carts, I drove to Auburn and looked at some. They are street legal but cannot be driven on all streets like Hwy 3. The wheels are normal size, you can get an actual windshield and windows that roll up and down. You can get three types of battery packs and they recommend 48 voltage, but it is a matter of what the batteries are that produce the voltage. The cost to operate an electric golf cart is 3 cents a mile which is significantly less than the Security Truck. I do not think an electric golf cart would work at this time. Richard Caron stated, I have tasked Leon Stevens with creating a Security Protocol Procedure so we can have a 3 ring binder in the office. This will explain what the board expects from Security personal as far as driving the security vehicle, answering calls from homeowner, responding to homeowners, etc. This will have the do s and don ts listed. The actual security job description has a lot of the do s and don ts listed that should be included in this. ARCHITECTURAL CONTROL COMMITTEE: - Marv Peterson reported, it has been a busy month, we have had 38 project permit application, 36 have been approved, one a letter was sent because the property owner removed more tree than were approved, the other was the red metal roof. 4 P a g e
LAKE MANAGEMENT: - Blair Humes reported, I have been in touch with Aqua Tech and they will be out mapping the lake this week so we will have an accurate bid. After we receive their bid we will be able to decide on which company will win the bid. Aqua Tech has been really great communicating with me and I fell this will continue if the board decides to go with them. It will take two weeks to get the permit transferred to Aqua Tech if that is the company we choose so a decision needs to be made soon. Richard Caron reported, all the Alder trees have been removed from the water s edge on the dam. The pathway to the lower dam valve still needs to be cleared. GROUNDS AUTHORITY: Robert Finley reported, the Ground Authority personnel will be in place starting May 27 th for weekend only until school gets out June 22 nd. RECREATION: - Diane Wilcox reported, the fishing derby was great and the weather was nice. There were about 40 kids and everyone was happy with the prizes. The largest fish caught was over 5 pounds. The garage sale is next then the community picnic. PUBLIC RELATIONS: - Maureen Allen reported, passed out handouts from the monthly Sheriff s meeting. The Special Olympics are June 1 st and there are t-shirts for sale. A large portion of the meeting was talking about the active shooter call out at North Mason Middle School. Sheriff Salisbury was very impressed with the number of agencies that responded. There were 115 officers that showed up from numerous agencies. The call turned out to be unfounded, which was great and ended as a great training exercise. Sheriff Deputies are going to the schools and training the kids on what to do during an emergency situation like the recent active shooter call, the training is called flight and hide. Immigration was a topic of discussion and what Washington State Sheriff s feel about it. They do not have the man power to focus on immigration. They talked about several other call outs the Sheriff s office has responded to lately. There are open positions at the Sheriff s Office but they are hesitant to hire new employees as they are coming up on the budget negotiations and if they are over budget the commissioner will lay off the new hires. There have been 116 arrests in the last month, but the jail only has 45 beds so they are doing a lot of house arrests. HEARINGS: - Vincent Marbella reported, there will be a covenant violation hearing June 2 nd at 5:30. This is regarding the property at 311 E Lake Forest Drive that the property owner removed more trees than were approved. NOMINATING: No Report H. OLD BUSINESS: - Richard Caron reported, it has been suggested to add a couple of the steel standalone barbecues at the beach/gazebo area. This will allow property owners to still have access to barbecues when the gazebo is reserved for a party. You have several models with prices in your packets to choose from. It has been suggested that a standalone barbecue should be covered to protect it from the weather. The lid could be something we have created after the barbecue are delivered. There was a motion, seconded and unanimously approved to buy two Jumbo Park Charcoal grills from Kotula s for $199.99 each. There was a motion, seconded and unanimously approved to buy two doggie poo bag holders from Yucko s Dog Bags to be place on the mailbox cluster boxes on E. Soderberg Road and E. Sterling Drive. G. NEW BUSINESS: - No Report The next Board of Directors meeting is Tuesday, June 20 th at 5:30pm. The Community Town Hall meeting is Tuesday, June 20 th at 7:00pm following the Board of Directors meeting. 5 P a g e
A motion was made to adjourn the meeting, seconded, and unanimously approved. The Board of Directors meeting was adjourned at 6:50pm. Respectfully submitted, Laurie Swetkovich 6 P a g e