11am at the Longbranch Fire Station
Owners present:
2 community members
Board Members Present - Steve Stemhagen (President), Sue Hannah (Vice
President), Alice Carey (Treasurer), Barb Wakefield (Secretary), Harold Mattoon
Board Members Absent – Wilbur Dukes
TAYLOR BAY BEACH CLUB
November 2, 2012
BOARD MEETING MINUTES
Open Meeting:
Motion was made to accept the September 29th, 2012 Minutes as
written. Motion carried.
Treasurers Report:
Key Savings Account
$18,582.56
Earmarked for Road repair fund
($1100.00) (@$100 per mo)
Total
$17,482.56
Key Bank Checking
$16,497.32
Sound Credit Union
$8101.95
Total
$24,599.27
($1241.98) Road Repairs Assessment
Balance collected
($802.84) Prepaid 2013 Dues
($600.00) Prepaid 2014 Dues
$21,954.45
Budgeted expenses for the rest of 2012
($10,984.00)
Balance
$10,970.45
We collected $85,501 in 2012 for Dues and $2242 in fines for a total of
$87,742
So, we are currently under budget by $4029 + $5823 for a total of
$9852.
Expenses coming up (and paid) that were not included in the 2012
budget-
We budgeted for $81,919 (Due to usual non-payments of dues) A
difference of $5823
We also have not paid for some budgeted sewer plant costs of around
$3000.
Civil Engineer
($900.00) (Paid on 10/26)
Estimated Additional Fees
(Engineer)
($2000.00)
Estimated cost -Tree Cutting on Beach
($500.00)
Gutters /mats for Mail boxes
($257.71) (Paid on 10/31)
Total
($3658.00)
Balance
Pierce county Permit Estimate
Budget Balance
$7312.00
($6000.00)
$1312.00
Compliance committee
2 letters have gone out for non compliance issues. One for requesting
payment of non-compliance fees due to not cleaning up the yard and one for
a dog issue running loose.
The loose dog issue, has paid the fine. And animals seem to be contained.
Have not heard back from the yard non-clean up issue, yet.
Presidents Report
Wilbur is now in charge of the key assignments and lock changing for the
Mailboxes. A procedure has been put in place to call the postal carrier (or
vice versa) and meet with them at the boxes to change locks when needed.
Park Ranger Report (Ken Brown)
Ken will be happy to make needed copies, since the machine is at his
residence.
Ken passed out the updated map of the community that Ken Graybeal had
done for us.
Ken will meet with the Company that maintains Taylor bay to discuss the
next steps for maintenance.
Ken and Leroy will be working on the generator for the well and hooking up a
new pigtail to be sure it is in working order for the winter. And exercise the
generator.
Discussion on the need of a procedure manual. We need things written down
on what needs maintenance and the knowledge of what needs to be done,
when and how. A maintenance book is going to be made. Ken is willing to
write his down and work with Leroy to get all the knowledge down on paper.
Discussion on where to store all the owner’s manuals for the Taylor Bay
equipment.
The President will keep the procedure manual and pass it on to the next
president when a new one comes on board.
New Business
Discussion regarding a Special Assessment to be done. The special
assessment will need to be paid 30 days after the billing goes out. The
special assessment was discussed to be in the amount of $150.00. No
payment plans are allowed for the special assessment. The discussion on
when the assessment will be done, decided it needs to be done at the
beginning of the year to be able to do the financial audit, the reserve study,
Water tank cleanings, etc.
The board will send out a notice letting the membership know that the
assessment is coming from colliers, so they have more time to plan for it.
Goal is to get the letter out by mid November. Stating the special
assessment will be due by January 31st.
Discussion regarding getting out the information from the October meeting to
all that did not attend for them to be informed as to the reasons why there
was a proposal to raise the dues, as soon as possible.
A motion was made to have a special assessment in the amount of $150.00 due
by the end of January 2013. Motion carried.
A clear collection policy is being written and will be enclosed with the yearly
dues billing from Collier.
Discussion on Payment plans will need to be made in January (before the 31st)
and the first installment must be made with the payment plan.
There is charge of 1% interest with the payment plan.
Discussion on how to charge a late fee/ fine if you do not pay an installment
on your payment plan. Discussion for a $30 late fee for any month the
payments are not paid.
Delinquent accounts will be turned over for collections.
$30 late fee will be assessed on any accounts that are late.
There will be a written policy for the collections of Payment plans as well.
Date of next Board meeting:
January, 19th 2013
Open Meeting adjourned for a Closed Executive Session.
Meeting Adjourned