1

MV Board Meeting Agenda – April 19, 2017 Regular Monthly Meeting - 3:00 PM @ NCB

Present Laura Sargent, President and Treasurer Zafar Khan, Vice President Joan Kelleher, Director Ruth Hart, Director Quorum reached Called to Order at 3:02pm Approval of March 2017 Meeting Minutes – approved as written General Manager Report: Cynthia Wirtz – see attached. In addition to report, she announced that all 7 villages got FHA certification. Approval of March Meeting Minutes – approved as written Reports:

President: Laura Sargent— o Earthquake insurance meetings-we had about 32 owners attend the meetings. o As you wander around in the evenings heck village lighting –report dark areas to PMO. o Email updates-please send new email addresses to Diane Frank and Laura Sargent.

Treasurer: Laura Sargent - see attached

UB Representative: Francie Peto for Jeff Matson –see attached

Communiversity: Francie Peto for Guy Peto– see attached

MV Grounds Committee: Laura Sargent for Diane Frank – see attached

MV Emergency Readiness: John Gette – see attached

MV Building Committee: John Gette – see attached

Social: Donna Hart/Janet Carnesale o Spring potluck dinner on Wednesday, April 26 at 5:00 pm at the clubhouse. People must sign

up.

Pea Patch: Dave Kidney – no report

New Business:

Audit Review – Laura Sargent – Joseph Vandal performed the audit. There were no findings and we are in good standing.

Declarations review- Rentals-Section 10.2 – Discussion about changes to declaration. Motion made by Joan Kelleher to leave declaration as written. Motion seconded by Zafar Khan. Motion passed unanimously.

Meeting Adjournment at 4:01pm

**The next Board meeting will be held on May 17 at 3 PM *

2

3

Operating - Puget Sound Bank $ 25,160.21 Reserve- Opus Bank MM: $ 103,226.30 SPA Account-Puget Sound Bank $ 21,377.87 Total on Deposit as of 1/30/17 $ 149,764.38

OPERATING FUNDS

MARCH 2017

REVENUE: Budget

Feb

Actual

Variance

Monthly

Assessments/Fees

7,623 7,653 30 (late fees)

MARCH EXPENSES: Budget Actual Variance

Work Orders 583 106 477

Fire System Maint. 0 193 -193

Office Expenses 0 198 -198

SPA Collection Fees 330 305 25

Net Expenses*

*Not all categories shown

1,126 802 324

RESERVE FUNDS

MARCH 2017

REVENUE: Budget March

Actual

Variance

Monthly Assessments 16,483 16,483 0

Interest 12 12 0

YTD EXPENSES: 2017

Budget

March

Actual

YTD Actual

Expenditures

Budget

Balance

Structural Repair

(Building 50 Refurb)

152,260 43,453 92,378 59,882

Respectfully Submitted by Laura Sargent, MV Treasurer

4

Umbrella Representative Report to Meadow Village April 19, 2017

Finances – Year-to-date through Marcdh, total operating revenue for PPUA was $740,277, against a budget of $721,238. Expenses were $587,689 against a budget of $702,640. Although we show a net residual of $133,990, it is very early in the year, and major expenses, such as irrigation will hit later. From PPUA President Jen Gray

Don Miller agreed to serve as Chair of the Gate Ad Hoc Committee to look at other gate options that may be easier and cheaper to maintain- for the front gate.

Joan Newman will serve as Chair of the History Ad Hoc Committee to bring history up to date from 2011. Umbrella Board and Village Presidents orientation was held all day on March 23rd to go over role

expectations, conflict of interest, Umbrella goals for 2017, Roberts Rules or Order, etc. Updated the insert that goes into the Providence Point brochure. In the evening, we will be looking at street lighting and identifying areas that need more light. Will be adding an insert the Newsletter each quarter on board actions as well as PMO actions. Remember that parking is limited below Town Hall because of construction in Center Village. Parking is

allowed for resident access to their unit and to those with a disabled parking permit. Please carpool or walk whenever possible.

The position of GAC Chair remains open. The Draft of the Insurance Policy Resolution, first presented at the February 28th Umbrella Board Meeting, has

been withdrawn. A special thanks to Pat Martin, Director from Washington Village, for her service on the Umbrella Board. She

has submitted her resignation and her last meeting was on April 11th. The lock on the back pedestrian gate has been removed for repair. In order to open and close the gate, you will

need to take your key (the one that also opens the fitness center). A special thanks to those who serve as building, floor or zone captains. These are the volunteers who will be

prepared if or when a fire, earthquake or other disaster happens. Recent Actions by Umbrella Board Approved PR9 (Safety Policies) with changes. Voted to revoke PR25 (which was the old Security Policy) as it will be replaced by PR9.

Approved appointment of Ted Gamelin as chair of Government Affairs Committee. Accepted Ernie Wolf’s resignation with regrets.

Town Hall Renovations – Work will begin in making repairs to the leaking windows in Our Place. Expected start date is about June 5. Unless significant damage is discovered in the building structure, work should be done by the end of the month. If problems are discovered, it will take a few more weeks to complete the job. There is little choice in the matter and repairs must be made. The project is expected to cost around $65,000, and that does not include remediation, which could be up to another $15,000. As these repairs were not anticipated and not placed in the 2017 budget, other budgeted projects, such as the remodel of Our Place, will likely be postponed. Any activities scheduled for Our Place during the time of repairs will have to be relocated to another venue, or postponed to a later date. The next meeting of the Umbrella Board will be on April 26 at 1:30 in Collin Hall. Note that there will not be a meeting on May 9th.. Respectfully submitted, Jeff Matson, Umbrella Board Director Representing Meadow Village

5

6

April Grounds Report Brent and I had an encounter a week ago and discussed the signage monument installation. The lights were pending, and may be installed by the time this report is read. Brent and I discussed the “wall” of boulders. Brent told me he had spec’d 3 boulders and was uncertain what happened. There are 10 boulders. There are also only two types of plants—nandina and daylilies. We agreed that come autumn we will install some additional plants for 4-season interest and reduce the number and/or placement of boulders.

If NLS doesn’t do it during their reseeding of the old signage location, Busy Bees will transplant the daffodil bulbs to the new signage bed.

Despite some scope creep in our courtyard renovations, Brent assures me the original proposal estimates have covered the work at both buildings 40 and 45. Given the estimate for B50, we will not exceed our Umbrella allocation. I’ve submitted a request to NLS for 7 small project proposals. There is no charge for the design work. The intent is to have ready some smaller projects for installation over the next couple of years as opportunities for funding arise.

The Umbrella Grounds committee has revised Policy Resolution No. 13, Landscape Management Plan, Section VII, Gardening by Residents. A subcommittee, including the Grounds Committee chairman and Tim Boone, worked on the draft and the Grounds Committee accepted it at it’s monthly meeting this week. It will be presented to the Umbrella Board for approval in June and then be published.

Weekly mowing has resumed. Spring rains promote grass growth to heights beyond practical for moving. When summer dryness arrives (assuming it does), moving will return to a biweekly schedule.

Given the wet weather, NLS is about a month behind in its tasks. Irrigation repairs are still in process. Weed spraying will occur in the next window of dry weather. Two weeks after spraying, the first weeding rotation will occur (weather cooperating).

Diane Frank, Grounds Rep

7

8