Mar Cheri Minutes

January 14, 2019

The meeting was called to order by President Schiewetz.  In attendance were board members House; Barlow; Saballa-Davis; Sugiuchi; and Mesick.  Homeowner A Isaacson also attended.  The following topics were discussed:

• President Schiewetz reported that the homeowner whose yard required cleanup has responded favorably and cleanup is under way. No timeline for completion was established or fines issued while progress is evident.
• Maintenance Chair Saballa-Davis reported that this will be his last board meeting.
• Tree planting has not yet taken place. We may need to select alternate trees for those that are on back order.   House agreed to contact the landscaper and push for completion.
• Replacement lights have not been located due to the style and age of the pool area lights. Saballa-Davis recommended purchasing newer style lighting at a cost of approximately $1,500 to brighten the parking lot and discourage late night parking.  After discussion, House made a motion that the new lighting be approved.  The move was seconded by Mesick, and passed unanimously.
• Estimates for the pool pump/heater were discussed. The board felt that an upgrade from the existing model of equipment would last longer and be more cost effective.   Saballa-Davis made a motion to approve $$8,500 for the pump/heater to be installed in early 2019.  Sugiuchi seconded the motion, with all in favor.
• After discussion, the board agreed to continue with the liquid chlorine since we utilize volunteers to monitor the pool conditions.
• Repair of the sign at the 1^st Avenue entrance has not been completed. The work will be undertaken at a later date by the new maintenance chair.
• Treasurer Barlow presented the 12/31/2018 Statement of Financial Position (included below).
• The 2019 Budget was presented. Included in discussion was the move to new software that will simplify the HOA financial transactions and add more flexibility in how dues are paid.  The new software, Pay HOA, when installed, will include a page that will replace the existing HOA web page.  Pay HOA has a Payroll module that will be evaluated at a later date.  The budget was revised to include the cost of the pump/heater and the conversion to Pay HOA.  Separating the Capital Budget from the Operating Budget was discussed.  Barlow made a motion to approve the Budget with the changes discussed.  House seconded the motion and it passed unanimously.  The Budget will be mailed to the homeowners in advance of the Budget Meeting scheduled for February 11.
• Audrey Isaacson graciously volunteered to fill the position of Secretary for the remainder of the year. The position of Vice President will be filled by Laura House.  Mesick moved that the appointments be approved.  Barlow seconded the motion, , with all in favor.
• There was no Board business conducted between meetings.
• The Audit Committee advised it will meet prior to the February Budget Meeting. House recommended that the Audit Committee include non-board members, and findings be reported to the full Board.
• Next meeting is the Budget approval meeting for all homeowners. It will be held Febuary 11, 2019 at the Library on 1^st Way.

There being no further business, the meeting was adjourned.

Respectfully Submitted,

Laura House

Outgoing Secretary

Mar Cheri Minutes

December 11, 2018

The meeting was called to order by President Schiewetz.  In attendance were board members House; Barlow; B Saballa-Davis; and Mesick.  Homeowners P Saballa-Davis and A Isaacson also attended.  The following topics were discussed:

• Maintenance Chair Saballa-Davis reported that the landscape contractor is awaiting delivery of 2 trees to complete planting in the pool area.
• Maintenance committee member James Rolf is shopping for replacement lights for the pool area and entrances. The committee members will meet next week to continue the search.
• Two estimates for the pool pump/heater will be distributed to the board for review and approval of the work to be completed in 2019, and the associated expense to be included in the 2019 budget.
• Research is ongoing into the use of liquid chlorine vs. tablets for the pool. Tablets may be adequate, and are more cost effective, eliminating the need for leased equipment.
• The sign at the 1^st Avenue entrance has been up righted and the landscape was repaired, pending replanting in the spring. The damaged portion of the sign will be evaluated for repair vs. replacement.  The homeowner who caused the damaged will be billed for the expenses associated with the sign and landscape repair. The board acknowledged the efforts of those responsible for the interim work on the repair.
• The board discussed the potential switch from the website to a Facebook page, which would be easier for homeowners to access and interact. The move would potentially save the cost of maintaining the web page, however more information is needed.
• The Hospitality Committee sent a sympathy card.
• Invitations to the Krueger annual holiday cookie party were sent out via email by the Secretary, with hand-delivered invitations for those without email by the Kruegers.
• Treasurer Barlow was unable to provide passwords for the board to review Pay HOA software due to work demands. He indicated that is has a dashboard for residents to view their dues status, and the software will issue statements for unpaid dues.
• A draft 2019 Budget was presented based on the 2018 budget. The board will review the final 2018 budget vs. actual results and obtain the pool repair bids before finalizing the 2019 Budget at the January board meeting.
• Laura House volunteered to fill the Vice President role until the next annual meeting. Saballa-Davis and Barlow supported the self-nomination; however, no vote was taken.
• Board Business conducted via email prior to the 12/11 Board meeting:

o   The minutes of the Annual Meeting were reviewed and approved by the Board.

o   Mail in ballots were opened and counted without convening the Election Committee pursuant to Article VII, Section 7.  The board determined that a new election would not be necessary since no office was contested.

o   The Board authorized the repair of the damaged 1^st Avenue entrance sign.

• Next meeting is scheduled for Monday, January 14 at the House home.

There being no further business, the meeting was adjourned.

Respectfully submitted,

Laura House

Secretary

Mar Cheri Community Club

2018 Mar Cheri HOA Annual Meeting Minutes
These minutes are not official until approved.

In attendance: 19 households were represented, which does not constitute a quorum.

Mar Cheri HOA Board of Directors President Ken Schiewetz called the meeting to order at 6:42 PM at the Federal Way Library on 1st Avenue South.  A moment of silence was observed in recognition of the passing of long-time residents of Mar Cheri, including Roall Erickson, Norm Tauchin, and Katrina Frank.  The minutes of the 2017 Annual Meeting were approved as read.  An election committee was formed to count votes, including Steve Freeborn, Linda Craft, and Gary Mesick.  

New neighbors were welcomed to Mar Cheri, including Larry Barlow/Maggie Hess; Anna, Olga, and Valeriy Himichuck; Mr & Mrs Yoon; Dong and Young Shin/Joshua and Summer Yang; Zack Rockseth/Peter Warren.

President’s Report

A new State Law (RCW 64.90.525) was passed that affects our budgeting process.  The budget will be mailed to all homeowners, including the date for a meeting of homeowners to ratify the budget.  No quorum is needed at this meeting.

Maintenance Report

22 boards were replaced at the pool before pressure washing and staining the deck.  The 5 picnic tables were restored.  11 Pines surrounding the pool house were removed, and will be replaced with 6 decorative trees by year end.  Pool house lighting will be replaced/upgraded by year end.  Planned for 2019 is a new heater and pump for the pool along with improved lighting at the entry signs.

Treasurer Report

The long-time Treasurer Greg Bengeult moved away in June, and was replaced by our new Treasurer Larry Barlow, whose report included a review of our 2018 performance against the budget, a report on the reserve account, and a preview of the 2019 budget.  Mar Cheri overspent its 2018 budget by approximately $7,000 year to date; however the variance is yet to be determined.  Revenue was $51,494 against expenses of $35,000.  Checking balance is $27,000; Reserve balance is $5,000.  The reserve account should end the year at $15,000, as projected.  The 2019 budget is modeled after our actual expenses from 2018, plus monies for pool and landscape (lighting) projects.  If the budget is approved, the annual assessment for 2019 will be $690.  Two homeowners are delinquent over one year on annual dues.  Legal action will be commenced on both, resulting in a lien on their real estate until the dues are paid.

Recreation Committee

Committee Chair Anne Mesick reported that the committee distributed welcome packets to new homeowners.  Events of the year included organizing the National Night Out, second annual garage sale, and the 4th of July picnic.  

Architectural Committee

Board member Heather Salton resigned earlier in the year and was not available to report on approved projects.  The position will be filled going forward by Rod Martinez.

The Election Committee counted the 19 ballots delivered in person.  With only 19 ballots counted, the election is not complete.  Upon receipt of the mailed-in ballots, the official count will be released.  Board members for the coming year are tentatively Ken Schiewetz, President; (no candidates) Vice President; (no candidates) Secretary ; Larry Barlow, Treasurer; Rod Martinez, Architecture; Makoto Sugiuchi, At Large;  Anne Mesick, Recreation.

Other Business

Don Deighton reminded everyone to check on Loss Assessment coverage in the event of a liability in excess of the Homeowners’ $2 Million policy.  A loss in excess of $2 Million would be split evenly among the 69 homeowners.  Homeowner policies offer Loss Assessment for very little premium increase in most cases.

July brought several pool violations to the attention of the board, including two households that had pool privileges revoked.  Additionally, uninvited guests somehow entered the pool along with several homeowners either bringing in too many guests or failing to follow other rules.  Most egregious were the three young men engaging in drug use in the men’s bathroom after the pool was closed for the day.  Everyone was encouraged to let the Board know of any issues at the pool, including drinking alcohol, or other suspicious activity within Mar Cheri.

There being no further business, the meeting was adjourned.

Thank you to all who participated in the annual meeting. When everyone contributes our community is stronger!

Mar Cheri Minutes

November 7, 2018

The meeting was called to order by President Schiewetz.  In attendance were board members House; Barlow; Sugiuchi; B Saballa-Davis; and Mesick.  Homeowner A Isaacson also attended.  The following topics were discussed:

• The October Board meeting was postponed until 11/7 when a quorum of board members was available.
• President Schiewetz presented a proposed agenda for the Annnual Meeting. Board members will review the Agenda and provide feedback via email.
• The Hospitality Committee took no official actions this month. A 2018 hospitality budget of approximately $500 was presented.
• No Treasurer’s report was presented. A draft 2019 Budget was presented based on the 2017 operations.  The budget will be refined and submitted to the board via email for final approval prior to presentation at the Annual Meeting.  Secretary House suggested that we examine ways to reduce the budget, such as cutting the hospitality budget, until the reserve account is funded.  A lengthy discussion followed.  No action was taken.
• Treasurer Barlow identified a replacement software that meets the needs of the HOA from the accounting perspective. He will provide passwords for the board to review the software to obtain input into other areas of operations to determine if the software warrants the increased cost.  Several board members agreed that new software was needed to cut down on the amount of work expected by the Treasurer.
• In planning for the possibility of a lack of quorum at the meeting, it was discussed that no proxies were sent to the homeowners. If a quorum is not reached, a second meeting will be scheduled, at which time the quorum requirement drops from 60% to 30% based on the Covenants.  Proxies will be sent to homeowners if a subsequent meeting is needed.
• B. Saballa-Davis reported that the landscape company was not able to start planting trees yet. The trees have been purchased and will be planted in the near future.  He indicated that the pool work needed in 2019 will cost approximately $7,000, including the pump and heater, along with labor, permits, and inspections.
• A letter was approved to be sent to the homeowner operating a business in Mar Cheri that does not comply with the CC&Rs.
• Two homeowners are delinquent in dues and steps will be taken to collect the past due amounts.
• The Annual Meeting, is set for November 12 at the 1^st Avenue Public Library.
• Next Board meeting is scheduled for December 11.  Location to be determined.

There being no further business, the meeting was adjourned.

Respectfully submitted,

Laura House

Secretary

Mar Cheri Minutes

September 11, 2018

The meeting was called to order by President Schiewetz.  In attendance were board members House; Barlow; Sugiuchi; B Saballa-Davis; and Mesick.  Audrey Isaacson and Don Deighton also attended.  The following topics were discussed:

• The pool is closed for the season. The board recognized the outstanding efforts of Pool Manager Saballa-Davis and At Large Sugiuchi for taking such great care of the pool area for the season.
• The Hospitality Committee welcomed new neighbors Zach and Peter with an Orchid.
• No Treasurer’s report was presented. Treasurer Barlow indicated that the accounting process is a high touch process and takes a considerable amount of time to determine who is paying their monthly dues payments.  The former Treasurer was removed from signing on the checking account and the new Treasurer and Hospitality Chair were added. (NOTE:  This violates Article XI , Section 7 of the Bylaws, and will be remedied as soon as possible to add the Vice President as the third signor.)   A meeting is scheduled with the bank to establish a method to direct payments to the proper account without the present extra effort.  A QuickBooks expert has been identified and a meeting will be scheduled to try to revise the tracking and reporting that is now so manual.  Barlow will continue his search for replacement software.
• Don Deighton reviewed our Insurance Policy and reported that the HOA carries $2 million in liability insurance. For Part B, homeowners need Loss Assessment coverage to pick up any losses exceeding that amount, which would be allocated among the 69 homes in Mar Cheri.  He recommended that each homeowner check with their insurance agent for this coverage.
• Sugiuchi reported being startled by 3 strangers hiding in the men’s room one evening while closing the pool. This brought the need for monitoring into stark reality for the board, and the board agreed that due to this event and the number of rules infractions this pool season, cameras are needed to protect those at the pool from those who don’t belong.  Sugiuchi and Barlow will research the cost of motion sensor cameras and the best method to record the feed and present their findings to the board at the October meeting.  B. Saballa-Davis will continue to solicit bids to improve the lighting in the pool and surrounding area.
• B. Saballa-Davis will contact the tree firm to plant the new trees in the picnic area.
• Several neighbors have complained about a business operating in Mar Cheri that does not comply with the CC&Rs. A letter will be issued to the homeowner.
• The Annual Meeting is set for November 12 at the 320th Street Public Library.
• Next meeting is scheduled for October 9 at the Mesick home.

There being no further business, the meeting was adjourned.

Respectfully submitted,

Laura House

Secretary

Mar Cheri Minutes

August 13, 2018

The meeting was called to order by President Schiewetz.  In attendance were board members House; Sugiuchi; and Mesick.  Hospitality Committee member Isaacson also attended.  The following topics were discussed:

• We are still seeking an Architectural chairperson and two committee members.
• In the absence of Treasurer Barlow, no Treasurer’s report was available for July. The tree removal invoice of $2,700 was paid, in addition to regular monthly bills.
• Treasurer Barlow was unable to review any additional accounting software programs over the past month.
• Mesick reported the National Night Out drew over 40 neighbors. Two Police Officers and 6 Firefighter attended, including a demonstration of the fire engine.  Rod Martinez and Ray Krueger were recognized for an outstanding job cooking the burgers.  A Thank You was sent to the Police and Fire Departments for their contributions.
• The Lending Library has been installed, with thanks to the Kruegers. Several books have been contributed.  A small fire was started in the beauty bark near the Lending Library and the Hess and Himichuk families quickly extinguished it.
• Audrey Isaacson sent a card to the Frank family at the passing of long-time resident Katrina Frank.
• Pool backup Manager Sugiuchi reported that it is now less work to close the pool, thanks to those who are leaving poolside as they found it and putting everything away.
• Pool rules violations were discussed at great length; several members have had in excess of 4 guests, which qualifies as a party. Board members are asking to be notified in advance of a party, pursuant to pool rules to avoid facing fines and possible loss of pool privileges.  The board will be looking not only at rule violations but the responses to polite inquiries into rule violations when determining the appropriate action.  The pool rules will be updated in view of the changing demographics.
• Several homes have had trailers/dumpsters parked for extended periods, which is a violation to the CC&Rs. The board should be notified of the extenuating circumstances and the duration of the project necessitating the trailer.
• President Schiewetz will reserve the meeting room at the Federal Way library for the Annual Meeting, which will be tentatively set for November 13.
• Next meeting is scheduled for September 11. Location to be determined.

There being no further business, the meeting was adjourned.

Respectfully submitted,

Laura House

Secretary

Mar Cheri Minutes

July 12, 2018

The meeting was called to order by President Schiewetz.  In attendance were board members  Bill Saballa-Davis; Barlow; House; Sugiuchi; and Mesick.  Hospitality Committee member Isaacson was also in attendance.  The following topics were discussed:

• Architectural chair Salton resigned for personal reasons. The board will be looking for a replacement with experience.  Ms. Salton will be missed for all her strong contributions to the board.  One renovation request is pending and will be handled by the board.
• Treasurer Barlow presented the Treasurer’s report for June: Income – $240; Expenses – $672; Net position $(452).  Checking balance is $40 thousand, with $5 thousand in reserve.  $3,800 is billed and past due.
• Mesick reported the July 4 barbecue was attended by 24, and everyone commented on how nice the pool area looks.
• Pool Manager Bill Saballa-Davis reported that the pump was checked out and is working. We may need to replace the pump this season, or the heater/pump in 2019.
• Additional Pool Liability Waivers were returned. Cards will be activated as the Waivers are received; however, it may take a day or two to accomplish with the Pool Manager’s work schedule and limitations on the laptop used to activate the cards.
• The tree removal went well, and the chips were spread by volunteers in the area to the east of the picnic tables.   Planting will take place in the fall.
• Treasurer Barlow reviewed one software program that is more suitable to the community’s needs than QuickBooks. He will review two additional programs over the next two months and report to the board.
• The lending library is ready to be installed. Installation will take place in July.
• National Night Out 2018 takes place in the picnic area August 7, 6 – 9 PM. Hamburgers, hotdogs, and cold beverages will be provided by the homeowners’ association.  Attendees will be asked to bring their dish of choice.
• Pool violations were discussed, no adult present, cigarette smoking in the pool area, swearing and obnoxious behavior, and alcohol consumption inside the pool area. Letters will go out to the homeowners involved and will include removal of pool privileges for time periods commensurate with the violations.
• Next meeting is scheduled for August 13 at poolside.

There being no further business, the meeting was adjourned.

Respectfully submitted,

Laura House

Secretary

Turn your signed Pool Liability Waiver form into Bill Saballa-Davis

Mar Cheri Minutes

June 14, 2018

The meeting was called to order by President Schiewetz.  In attendance were board members Peter and Bill Saballa-Davis; Barlow; House; Sugiuchi; and Mesick.  Hospitality Committee member Isaacson was also in attendance.  The following topics were discussed:

• The tree replacement plan was approved by the city but required an additional ½ tree unit. The board met with the tree contractor regarding the removal of the 11 trees, stump grinding, and planting the replacement trees.  The removal will take place in the next 2 weeks, necessitating the closure of the pool during the process.  Planting will take place in the fall at the recommendation of the tree contractor.  The felled trees will be chipped and spread in the area to the east of the picnic tables.
• Pool Manager Bill Saballa-Davis reported that the pump which closed the pool for three days was repairable. It will need to be replaced in the near future and he recommended we budget $8,000 for the heater/pump replacement in 2019.
• Only 16 households have returned their Liability waiver in order to have their pool access cards activated.
• Pool opening was discussed, and it was agreed that if the weather forecast is for rain, or the temperature is below 72 degrees, the pool cover will not be removed.
• Work completed prior to the May 19 work party included pressure washing the sun deck, replacing failed boards, staining exposed wood, and cleaning restrooms. This was largely accomplished by James Rolf, Mark Bunger, and board members Saballa-Davis and Sugiuchi.  The board acknowledged their extensive efforts.
• Twelve families helped at the May 19 work party, making the pool opening a success.
• Architect Chair Salton was not available but reported via email to the board that one fence was approved and letters were sent to two homeowners, one for a deck in need of repair and one for trash cans stored at the street.
• Treasurer Barlow reported that he is in the process of reviewing all of the files given to him by the prior Treasurer. He will present the Treasurer’s report at the next board meeting.  He will review alternative software programs to try to simplify recordkeeping.
• No new welcome packets were distributed, but one will go out shortly. Future packets will include the pool Waiver form and a form to collect contact information for the directory and for sending the board minutes.
• The lending library will be installed once the tree removal is complete.
• The Hospitality committee is still working on the following events:

o   Garage Sale, June 23; all participants need to notify the Hospitality committee in order to be provided with a balloon for clearer identification.

o   Independence Day party (4^th of July); Noon – 2 PM, hot dogs and hamburgers will be served.  Homeowners A-L are requested to bring deserts, while Homeowners M – Z are requested to bring a side dish or salad.  Participants need to RSVP by July 2^nd; if at least 10 people don’t RSVP, the event will be cancelled.

o   Block Watch Night Out August 7, 6 – 9 PM

• Next meeting is scheduled for July 12^th at the pool deck.

There being no further business, the meeting was adjourned.

Respectfully submitted,

Laura House

Secretary