SCA Special Board Meeting Minutes
April 5, 2022 – Towne Hall
M I N UT E S
Call to Order: The Chair called the meeting to order at 1:00pm
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Secretary Jerry Gardner, Operations Director Ron Lester, and Treasurer Denny Laughery. Guests: Tom Mahon, Terry Davidson, Kathy Painter and 1 other.
Purpose: The meeting was called to discuss how to proceed with issues concerning SCA existing governing documents.
Board members reviewed and discussed materials prepared by Tom Mahon and Coleen Barbee regarding the governing documents.
Particular attention was given to the Finance Section and the View Protection and Clearance Section.
Board members discussed drafting a new version of SCA’s CC&Rs and Bylaws that will meet the HOA’s legal constraints.
Gerry expressed concern that some of the restrictions in Coleen’s edits may not be needed. No decisions were reached.
Ron MOVED to request SCA’s attorney, Ryan Harris, to draft a new document drawing from SCA’s current CCRs and Bylaws that will address any legal shortcomings and produce a revised, up-to-date, legally enforceable set of governing documents. The Board approved Ron’s motion.
Board members agreed that changes to the financial parameters (fees and assessments) of the CC&Rs will not be altered at this time.
Board members will consult via phone call with Mr. Harris to determine how to proceed.
SCA Board Meeting Minutes
February 18, 2022 – Towne Hall
M I N UT E S
Call to Order: The Chair called the meeting to order at 9:00am
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Treasurer Denny Laughery, Director of Operations Ron Lester, and Secretary Jerry Gardner.
Staff Present: Jason Halfman and Karen Holland
Approval of Minutes: The Board approved the February 7th Board Minutes absent of the Winter Forum session notes.
Grounds – Jason indicated that the tree pruning was almost done at a cost of 50% of budget. Tractor repairs are awaiting a part. The pool heater will be repaired the week of Feb. 21st. The maintenance office bathroom is being repaired. Due to sickness, a funeral and injury, the grounds crew has been short staffed. The area just off the cart path, near hole #6, suffered golf cart damage. A photo will be published in the newsletter to remind golfers not to drive on the course when it’s wet.
Administration – Karen reported one home sale so far this year. There are 131 paid golf memberships so far this year. She reminded the Board that “age verification” must be reported in the next few weeks. And, HOA’s must report and correct any discriminatory language in the governing documents per State law within the next month. Karen has started the review. A prospective resident inquired about turning an existing single-family home into a duplex. Is this allowed in Salemtowne? Coleen will review and report back to the Board. Feb. 21st (President’s Day) is not a holiday for Salemtowne staff.
Chair – Coleen MOVED to accept a piano donation. Jerry SECONDED and the motion passed. Gerry will ask the woodshop to build a bench to accompany the piano. A temporary sign will be placed on the piano in tribute to the piano’s former owner. The donation will be recognized in the newsletter. Suggestions will be received in the new suggestion box.
Vice-Chair – Coleen advised the Board that she is still trying to contact the owner of the pickup truck parked in the Golf Club parking lot. She will ask the owner to relocate the truck to the northwest corner of the community center parking lot.
Treasurer – Denny listed the insurance providers and costs.
Coverage Type / Provider Cost Dates
Kinsale $21,060 Crum & Foster $34,204
1/1/22 – 4/1/22 4/1/22 – 3/31/23
2/1/22 – 2/1/23 2/1/22 – 2/1/23
1/1/22 – 12/31/22
1/1/22 – 12/31/22 2/1/22 – 1/31/23
Lloyd’s (pool + golf shop) Golden Bear
Denny noted that the Chambers construction insurance policy runs for one year. Duncan expects to complete the renovations in 6 months. If construction is limited to 6 months, SCA can expect to get an $8,500 refund. SCA budgeted $35,700 for insurance in 2022. SCA is $61,241 over budget this year. Terry noted that SCA has $55,000 in cash reserves earmarked for emergencies. Participants discussed the potential for a “special assessment,” however, it is too early to determine if that will be needed. Denny indicated that the SCA may have enough in the budget to cover this expense without a special assessment. SCA can expect to pay $50,000-$60,000 per year for insurance for up to 5 years.
Operations – Ron reported that work on the community center is currently set to start on March 16th. Duncan is waiting to free up a supervisor who is currently on a job in Seattle. The Board wants Duncan to start on March 1st if possible.
Ron is securing bids on a security system for the community center. Bids are expected to come in as follows:
Internet access throughout the community center – $7,000
Video monitors inside the buildings – $5,000
Door security – $9,000
SCA can expect to pay between $20,000 and $31,000 for a complete system. It is unclear where these funds will come from. Ron will research the matter and share his findings with the Board and others who would like to be included in the decision process.
The swimming pool is finished and awaiting final inspection. The fence is done.
Ron expressed his concern that Farmhouse Committee members were taking actions without first gaining committee and then Board approval. Ron requested that a Board member manage Farmhouse activities.
Secretary – Jerry notified the group that the Polk County District Attorney is reviewing the cause of the July 16th fire at the request of the Salem Police. Officials have to prove that there was “intent” to start the fire. So far, it appears to the police that the fire was accidental. SCA sent a letter to the Polk County DA providing additional facts that speak to possible intent.
Jerry completed a draft of the 2021 Annual report. Board members now have an opportunity to review the document and comment before the document is finalized and made available to residents.
Karen and Jerry will meet with members of the website committee next week to review protocols for establishing a secure file structure so that the IT functions can be brought in-house. Staff and volunteers are seeking transparency and confidentiality as appropriate.
LARC – Kathy Painter advised the Board that volunteers have just completed a color pallet notebook for house paint alternatives and trim. The new book will update colors from the prior book and combine base colors with trim and accent colors on individual pages for users to better determine how the colors will look together. She also advised the board that the colors would be interchangeable. Trim colors could serve as house colors and house color could serve as trim colors. The purpose of the upgrade is to give homeowners more current color choices. The Board agreed to allow the paint collection to proceed as described. The LARC Committee is open to exceptions. The color book will be located in the business office.
The Chair of LARC asked for clarity from the Board as to the Committee’s authority in regard to the prior Board Chair’s (Tom Mahon) instruction to rewrite Rules and Regulations (R&R) to be moved into the CC&Rs from the By Laws. Tom asked the committee to clarify and modify R&Rs where necessary and appropriate. The Committee was given considerable leeway in the instructions put forth at that meeting. The Committee Chair’s concern is that the request involves a lot of time and effort by the committee and they do not want to put the effort in only to have the current Board set their work aside. Chair Morgan advised the LARC Chair that the Board will consider revising the Governing Documents (including R&Rs) in March and April and would be better able to advise the committee at that time.
Old Business – Tom Mahon and SCA’s attorney, Ryan Harris, have expressed concern about SCA’s existing governing documents. Members discussed the possibility of inviting Mr. Harris to a community forum to educate residents and suggest a path forward.
Emergency Notification – A resident asked for help when it comes to notifying next of kin regarding a health emergency. SCA policy is to maintain emergency notification cards that a Board member can use to assist with notifications. The Office Manager does her best to keep these cards updated.
SCA Board Meeting
December 3, 2021 – Towne Hall
M I N U T E S
Call to order: 9:00am by the Chair.
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Secretary Jerry Gardner,Operations Ron Lester and Treasure Denny Laughery.
Staff Present: Jason Halfman and Karen Holland.
Guests: 16 individuals attended
Approval of Minutes: Board members approved the November 19th Minutes as presented.
Fire Restoration Update
Ron presented an itemized list of fire damaged maintenance equipment. He estimated the replacement cost of the items listed to be about $12,000. This list will be submitted to Cincinnati Insurance Co. for replacement. Summit’s cleanup bill totaled $86,000 and that bill has been submitted to the insurancecompany. Denny indicated that the
$96,000 asbestos cleanup bill submitted by Duncan Construction has also been submitted to theinsurance company for payment.
Ron expressed his concern that Huggins Insurance has yet to propose a replacement for Cincinnati Insurance Co.’s refusal to re-issue SCA’s liability insurance after SCA’s current policy expires on December 31, 2021. Board members agreed to ask Ron to look for alternatives. Denny will continue to work with Huggins to find a solution.
Jason reported that warm temperatures are causing the grass to grow and staff is busy keeping the grass under control.
Karen reported that 2022 assessment invoices will be delivered to residents starting on December 6th. So far, 31 home have sold this year and 2 more should be finalized before December 31st bring thetotal number of home sales to 33 for This represents a 7% turnover in home ownership for the year. Karen plans to take her Christmas vacation from December 24th – January 3rd.
Legal Seminar (October 23, 2021)
Board members gave a brief report regarding their participation in the legal webinar conducted in October. Gerry distributed a one-page summary of the issues covered. Lawyers covered issues dealing with electronic meetings, HOA rules and regulations, foreclosures, discriminatory language, and legislative bills that passed and some that did not. Board members have a fiduciary responsibility to reasonably act in good faith on behalf of association members. Tom called the Board’s attention to the need to make substantial changes to SCA’s Bylaws and CC&Rs as previously discussed.
RV Storage Lot
Ron presented a letter from the RV Storage Lot Committee requesting action of a proposal to grant TRS Towing Company a 32-month contract to help with unauthorized vehicles removal. The towing company proposed to remove problem vehicles at the owner’s expense provided the company can place signs near the lot. Denny MOVED to ask staff to design appropriate signage to warn potential violators that their vehicle may be towed at their expense. The towing company’s proposal was rejected. The motion was approved.
The Storage Lot Committee also expressed concern regarding safe passage to the RV lot from Winslow Way NW. There is a dangerous steep decline with poor visibility at the corner. The solution involves posting a mirror at the corner so residents can see on- coming traffic and a painted center line. A yield sign may alsobe necessary. The cost of these items (about $400) will be shared by the Rovers Club and Friends ofSalemtowne. Board members unanimously agreed to support this solution.
Board members also agreed to grant RV lot users the ability to purchase additional garbage cans and work with Jason to dispose of the garbage. Board members were pleased with the committee’s general efforts to keep the lot clean and well organized.
Landscaping & Architectural Review Committee (LARC)
Gerry and Jo Gosselin lead the discussion on the following two issues:
LARC received a complaint regarding an “offensive” yard sign. A small sign called attention to the residents’ right to defend their home with firearms. The Board agreed that the sign did not rise to the level of “offensive”. No action will be
A resident is planning to install a 6’ chain link fence with green slats across the front and on the east side of their corner lot property located on Winslow Way. The resident failed to seek approval from the LARC Committee before purchasing the SCA rules specifically prohibit the materials the resident plans to use. A letter will be drafted to express the Board’s disapproval. However, LARC members will work with the homeowner to come up with an acceptable solution potentially involving different fencing materials, repositioning the fence and foliage.
Use of Towne Hall
Gerry advised the Board that recent discussion regarding the public’s use of the Towne Hall for private, for profit, not-for-profit and/or political events will not be allowed. The facility may be used by residents andtheir guests only.
Tom Mahon’s Resignation
Tom advised Board members that he will resign from the Board on December 17, 2021 due to significant health issues. Cheryl will also resign from four organizations she belongs to. As Board Chair, Tom has made major contributions to the community’s well- being. The Mahons will be missed. Board members will now seek to find a replacement.
Next Board meeting will be Friday, December 17, 2021 at 9am
SCA Board Meeting July 23, 2021 – Golf Club House
M I N U T E S
Call to order: 1:03pm by the Chair.
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Treasure Denny Laughery, Secretary Jerry Gardner, and Operations Curt May.
Guests: 18 residents attended the meeting.
Approval of Minutes: The June 18, 2021 Board Minutes and the July 20, 2021 Emergency Board Minutes were approved as presented.
Jason Halfman – reported that the recent heat wave was taking its toll on the golf course. He is irrigating the course on a regular basis. Jason reported that the swimming pool opened at noon today.
- Chair – It has been a busy week with the fire. The Chair’s activities will be discussed below.
- Operations – Curt indicated that All-City Paving had agreed to repave the golf cart paths at numerous locations along the golf course for a total of $5,000. This is significantly below market rates. Curt MOVED to grant the owner of the company a “family” resident golf club membership ($600 value) for one year as a way of showing the community’s appreciation. Gerry SECONDED and the motion passed UNANIMOUSLY.
- Secretary – Jerry reported that he would discuss his activities below.
- Treasure – Denny indicated that the expenses were about 48% of the budgeted amount and income is on par with expectations. Denny will establish new accounts to handle fire related expenses.
- Vice-Chair – Nothing significant above what is discussed below.
- Newsletter Committee – The Events Calendar needs an editor along with a Newsletter editor. There may be an interruption with the events calendar until an editor can be found. There was a suggestion that the Office Manager take over publishing the events calendar.
- Golf Committee – The golf committee had three requests:
- It was reported that a resident has been using the golf course in the late evening hours (holes #7-#9) on a regular basis without paying. The Board received two complaints. The Golf Committee feels it is the Board’s responsibility to contact the individual and ask him to cease. The Board did so on July 16th.
- Several coaches from West Salem HS want to join the golf club. However, the football coach is 90 days short of turning 50. Golf Course rules prohibit anyone from joining who has not reached 50 years of age. The Golf Committee has asked the Board to approve changes to the Golf Rules and allow someone to join the Golf Club in the YEAR they turn 50. Jerry MOVED to allow an individual to join the golf club “in the year” they turn 50. Curt SECONDED and the motion passed UNANIMOUSLY.
- A former Golf Club member, Don LePoidevin, recently moved out of the area. He requested a pro-rata refund as of July 12, 2021 for his annual membership. The refund amounts to $306.25. Gerry MOVED to grant this request. Curt SECONDED and the motion passed
- Rental Study Committee – The Ad Hoc Rental Committee held their first meeting on July 15th and elected Sara DuVal as the Chairperson. There are 8 members on the Committee. Jerry MOVED to officially establish this committee and the Chair be appointed by the Board. Denny SECONDED and the motion passed. The next meeting will be July 29th.
- Safety Study Committee – The safety committee continues to evaluate the issues.
- Reservation Committee – Jerry reported that Coleen Barbee is planning to discontinue her lead role. She has had to clean up after groups when they have failed to clean the patio and kitchen areas after their events. It has become too much work for one volunteer. Karen Holland has asked the janitor to take over some of the post-party cleaning duties even if it costs the SCA more. Everyone agreed that this is appropriate. The search goes on for a new lead volunteer reservation taker.
- Swimming Pool Committee – Cheryl Mahon reported that the family and adult pool hours need to be altered to reflect usage. Family hours are proposed from 11am to 1pm and 4pm to 6pm. Gerry MOVED to allow the changes. Jerry SECONDED and the motion PASSED. Moreover, a few pool users are violating pool rules by allowing babies under the age of three to swim in the pool and by consuming food in the pool area. Signs restricting these behaviors have little effect. A Newsletter article will be published to remind users to obey the rules.
- Web Committee – Nothing significant to report.
- Video/ Library Committee – Tom and Jerry met with Robin Peacock and the Video Committee on July 14th to discuss the future of the library. The Video Library is open 4 hours per week and has about 30 members.
- Board Meeting times – There was general agreement that one evening Board meeting per quarter would be appropriate as long as residents participate. The group proposed a 7:00pm meeting on Monday, August 23rd. Jerry MOVED and Denny SECONDED to accept this proposal. The motion PASSED.
- Legal Drafts: Attorney-Client Communications Service Policy – Tom asked the Board to wave attorney-client confidentiality with respect to a letter from Ryan Harris, the Board’s attorney, in order to openly discuss the attorney’s advice. Jerry MOVED and Curt SECONDED. The motion PASSED. The group discussed the attorney’s advice and the policy paper drafted by the Chair. Denny MOVED to approve the policy paper “Legal and Accounting Services” as presented. Jerry SECONDED and the motion passed UNANIMOUSLY.
- Parking issues – The group discussed the need to contract with a towing company to remove a private vehicle from the area. No decision was made.
- Community concerns about resident’s behavior – Recent Salemtowne events including a dog bite, a violation of RV storage rules, theft of a workman’s wallet and other unexplained incidences have community members concerned. One particular female resident seems to be involved. Tom indicated there is little the HOA can do. However, Curt MOVED to have the Chair send a letter to the individual to ask her to come before the Board to explain why she should not be fined for her part in an alleged unleased dog bit incident. Denny SECONDED and the motion passed UNANIMOUSLY.
- Fitness Center Redesign Committee – The July 15th fire that destroyed the fitness center presents the SCA with an opportunity to reimagine the fitness center. The Board plans to establish a committee to develop a new mission statement for the center that will incorporate a new floor plan, new exercise equipment, and exercise program offerings with the goal of increasing fitness center use while improving the health of the residents. Chris Owens has volunteered to Chair the committee. Others include: Pete Gottschalk, Juli Tripp, Erin Clubb, Kari Mollgaard, Jean DuBois and Cathy Nelson
- Fire Recovery Update – Tom advised that the fire alarm must be operational before anyone can occupy the facility. That is the top priority. Next, the cleaning of the Towne Hall will aid in holding meetings there. The facility will not be ready to use until next spring. Duncan Construction will provide an individual to manage the reconstruction project. Cincinnati Insurance Co. has hired an investigator to determine the cause of the fire. The insurance company is also working on cost estimates and will coordinate with Duncan Construction to arrive at a number.
- First Responders – Jerry indicated that the Board will send a letter of thanks to Salem Mayor Chuck Bennett and the City Council for the excellent work of the Fire Department and Salem Police during the fire.
Q & A
1. Rich offered to provide CPR training for $15 per person. The Board tables this opportunity until next meeting.