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Minutes for the January 2010 Rock Creek Community Assn Board Meeting
Rock Creek Community Association Meeting
January 12, 2010 - Meeting called to order at 7:00 pm
Board members present: Mary Stevens, Steve Carlin, Shirley Toth, Lisa Anderson, and David Miller
Guests: Chris Schild, RCCA member
Welcome and Mission Statement: President Mary Stevens welcomed the attendees and read the RCCA Mission Statement. Attendees introduced themselves to guest.
Approval of Minutes: The December minutes were approved with minor spelling change in Volunteer report section. (Lisa/Steve).
Treasury Report: Lisa submitted a written statement of income and expenses with copies distributed to those in attendance.
· Balance as of 1/12/10 - $7000.48
· Donations continue to come in sporadically.
· There are no changes from last month’s proposed 2010 budget
· The Association must produce an annual report within 60 days after the first of each year.
Treasurer’s report was approved. (Shirley/Mary)
Landscape Report: Lisa reported on the status of Jesus and his landscaping company. Washington County has requirements that will impact Jesus and his work. Since the landscaping and clean-up work at our entrances does not stop traffic, a “roadway certification” is not required. However, signs must be present that indicate “roadway work ahead”, and workers must wear Class II vests and hardhats. Signs can be rented $100.00 each time. Used signs may also be available for purchase. The proposed contract for continued work by Jesus has not yet been sent given the need to obtain these County requirements.
Mary reported that she contacted Psalm I Landscaping regarding bid for landscaping work. This company charges by an hourly rate and is not interested in charging on a project rate.
Action: Lisa will contact Jesus, provide him with the contract, and explain the County requirements for workers’ safety.
Volunteer Report: Mary reported that the focus of the January 9th volunteer clean-up day was picking up trash and litter at most of the entrances as well as the remaining leaves at the RC Blvd and Cornelius Pass entrance. The next date for Volunteer Day entrance clean-up is February 20, 9-11. The site will be determined by Mary by that date.
Friends of Rock Creek (FORC) Report: Nothing to report at this time.
Old Business:
1. Discussion with THPRD Superintendent of Natural Resources: Mary reported that Bruce Barbarasch, THPRD Superintendent trimmed out the bushes as well as the lower branches of trees on the NW corner of West Union/Kahneeta entrance.
2. Christmas Lights for entrance at 185th and RC Blvd: David took the Christmas lights down. He will wait until next Fall to purchase additional lights.
3. Project Signs: Mary completed this project and there is now a sign at the newly revised Tamarack entrance that states “Project Funded by RCCA Dues – Thank You” along with the RCCA website address.
4. Tree Replacement at 185th and RC Blvd: Discussion on this subject is postponed until the February meeting.
5. New Website Manager: Lisa is waiting to meet with Jean Schneider, a professional web designer with her own company; Jean’s Web Design to go over our website. Follow-up will be provided at the February meeting.
6. Damaged Rock Sign at Cornelius Pass: Shirley reported that she was contacted by the party responsible for the single car accident that damaged the sign in December. She also contacted Dick Lucks, who built some of these entrance signs for an estimate. His estimate is $475. Shirley left a message with the responsible party and is awaiting their decision to pay out of pocket for repair vs. private insurance.
7. Landscape Project Proposals for West Union/Kahneeta Entrance: Mary introduced the subject of getting bids for landscaping this side of the entrance that belongs to Rock Creek Association.
Discussion: Members discussed types of shrubs that might be appropriate for this side of the entrance given it has several trees in place. David pointed out that since the area has been cleaned out, it might be possible to do the plantings ourselves if we could get enough volunteer help. It was suggested that we get bids from TruScapes 1) Design/plan only and 2) Design/plan/plants and labor.
Action: Lisa will talk with Terry from TruScapes to get bids at the same time she talks to him about his report on Watering proposals for the Tamarack entrance.
8. Water Proposals for Tamarack Entrance: The report from TruScapes is still pending.
New Business:
1. Newsletter: Members were asked to think about the RCCA newsletter and suggestions for improving existing content and information. We have 60 days after Jan 1st to complete this as part of the annual report. The newsletter is a 1 page document that gets mailed to RC residents.
Action: Lisa will distribute a copy of the past newsletter to members for review to prompt creative ideas for future newsletters. Mary will get labels from Don Jones for the mailings.
2. Resident seeking Board Help with parked boat and trailer near his home: One of the residents of Rock Creek sent an e-mail to the RCCA Board seeking assistance in getting help to address boat and trailer parked on the street near his home for an extended period of time. He reportedly contacted Washington County Police but has not had a response, thus his request for our assistance.
Discussion: Members shared their opinions on whether attending to this type of issue fell within purview of the RCCA’s charter vs. a proactive involvement to assist residents when their initial attempts to resolve issues such as this have not been successful. E-mails come to various Board members and we don’t want to duplicate responses. Shirley pointed out that since her phone number is on the website, she occasionally gets calls from banks or realtors seeking clarification or confirmation that RCCA is or is not a homeowner’s association. It was proposed that a follow-up phone call by one of the Board members would not be unreasonable to promote mutual understanding and support to our RC neighbors. It was also suggested that a written letter from the RCCA to individuals responsible for violations of ordinances would be appropriate and should come from President of the Association. Steve suggested that the Washington County Sheriff’s number and process for homeowners to take to resolve their concern should be posted on the website along with the existing reporting line (listed below).
Action:
· David will make a follow-up call to the Washington County Sheriff’s Office at the appropriate number #503-846-2700.
· Chris volunteered to craft a standard letter to future individual homeowners who are in violation of ordinances (quoting the ordinance) for Mary’s signature.
· Shirley will be responsible for responding to phone calls of residents and/or banks, etc.
· Lisa will be responsible for responding to e-mail communication and concerns.
3. Adding Set Agenda Item for future meetings: Lisa recently attended a meeting held by a group called “City By Choice”. Members of this newly formed organization are very concerned about potential annexation of RC and Bethany area by an incorporated nearby city. She requested that this should be put on our monthly agenda; much like FORC is currently, even if there is nothing specific to report. It will keep us in touch with potential issues that will affect the Rock Creek and surrounding communities.
Action: Mary will include this on the monthly agenda. Lisa will keep our Board updated with information as it is made available.
Next meeting: January 12, 2010 at 7:00 pm in the Rock Creek Elementary School library.
Meeting adjourned at 8:15 pm.
Shirley Toth, Vice President and Acting Secretary
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