Meeting of the Board of Directors s2

1Field of Dreams Meeting of the Board of Directors May 7, 2012

Board Members Present: Don Daniel, Dave Meincke, Dennis Trester, Paul Beckley, Greg Barnes, Brenda Anderson

Board Members Absent: Deborah Montelaro

Guests/Committee Members: Dave Pethia, Tim Tayne from Clearwater Utilities, Eric Strom, Phil Wayt, Stacy Scott, Richard Arthur

Don called the meeting to order at 7:00 p.m.

1. Approval of March & April 2012 Minutes

Don Daniel moved and Greg Barnes seconded the motion to approve the March and April 2012 minutes. The motion carried.

2. Reports/ Issues/Action

 Water System Provider Review: Tim Tayne from Clearwater Utilities presented a general overview of Clearwater’s services and the systems they currently manage. Examples of organizations whose water system is managed by Clearwater include: Ostrom Mushroom, Yelm schools, Cougar Ridge, and many churches. Clearwater is based in Tumwater and typically provides services to local organizations. Don clarified Clearwater provides all types of services to manage a neighborhood water system. Tim confirmed they readily work with Boards and are heavily reliant on email as the primary form of timely communication.

Don clarified that Field of Dreams has undergone chlorination treatments twice in the past 6 months due to potential contamination. Tim said their strength is finding causes and cures for contamination.

Tim’s background training began as a clinical microbiologist. He holds degrees in Biochemistry and Microbiology, with a focus on water analysis and management. He’s previously held positions as the City of Olympia’s Water Systems Manager and is now on the water management team for the City of Spanaway working with compliance recording and analysis. Dave Meincke pointed out Tim’s expertise fits right into the needs of FOD. Tim confirmed ‘if your water system fails 4 times in twelve months then you are required to have a mandatory chlorinated system’.

Don presented the following questions on the contract provided by Clearwater: o Does Clearwater have a problem with FOD providing a set of preferred providers to do the services?

. Clearwater response: We have no problem with that.

o Is there a set fee for providing disconnect services?

. Clearwater response: It depends on what you have for policies. It is usually a $50 fee paid by the homeowner. Don clarified FOD would pay the $50 upfront fee and then receive reimbursement from the homeowner.

o Billing is $170 per month plus $5 per meter. We’ve recently been providing billing for water and septic – would Clearwater be able to bill both services on your billing fee?

. Clearwater response: yes – at no extra fee.

o For testing needed to monitor and manage the system – would Clearwater bill FOD?

. Clearwater response: They can give an estimate/budget early in the year. Some years are more expensive than others. When they come out once a month they don’t charge for the visit time, simply the tests.

o So how does your cross-connection program work?

. Clearwater response: Steve Coke actually wrote the plan, so you would work with him on the plan, but if you hired us we would implement that plan. Backflow assemblies no matter who does them, we can help enforce. You save money for having someone come out and do it all at once.

. Dave Pethia commented that Steve Coke has suggested this could be done for $25 per connection.

o Dennis Trester asked regarding emergency responses: Can you provide a standard response time by Clearwater? What would it be?

. Clearwater: We are local, so we can usually be there in less than an hour, two maximum. Tim has backup people to cover him if he is unable to respond immediately. Tim wants to stay in the loop on any pump/system issue, however, and would request that all communication include him.

Don thanked Tim for attending the meeting and educating the FOD Board on his services. Don asked the board to assess both the Northwest Water systems contract and the Clearwater contract. After addressing concerns, this item should be voted on at the next FOD board meeting. Deborah Montelaro will provide Clearwater customer feedback at next meeting as well.

 Treasurer Report: Dave Meincke updated the Treasurer’s Report. This past month’s expenses increased based on the resources needed for landscaping and grounds. Liability coverage insurance has become much more expensive and may need to be reviewed in the near future.

o The Septic Inspection certification fees were experienced this past month for $3135.

o Don asked about status of delinquent home owner dues. Dave confirmed there is a positive status on this topic.

 Grounds: Dennis Trester presented the grounds report. The chipping project was completed by Armando and all storm refuse has been chipped. Track F and its improvements have been discussed in the past. Dennis clarified its location. It initially was thought to be feasible, but now is apparent that the costs would be quite prohibitive for this year.

A rock has been placed at the end of Dream Street to ensure garbage trucks would be able to stay on the road.

Bob Gillot suggested contractors be reminded the common resident lawn trimming disposal area is for residents only.

Don asked Dennis to have Armando check into the scotch broom growth and ensure it is kept under control.

 Septic System Report: Paul Beckley made motion to approve the bill to pay for the bypassing of the electrical power booster that had been previously installed for $419.73. Don seconded the motion and it passed unanimously.

Paul received an email from Evan (Kelly Earthworks) confirming drain field operational certificates from Thurston County due June 30th for $1680.

Paul presented a suggestion for increasing the contract amount for Armando to mow the drain field areas. Bob Gillot shared the history of Armando’s mowing schedule and the reasoning behind the contract timeframes. Don suggested we monitor the drain field grass growth and if needed increase the number of mows, not necessarily every month, but when needed, then adjust pay based on that activity. Don made a motion to authorize Paul to ascertain the need to mow the drain fields and continue paying Armando the current contracted amount. Greg seconded and it unanimously passed. Don moved to ratify action taken by board to adjust the payment for Aries Electrical for the installation of generator connections on each septic panel. The motion was seconded by Dennis Trester and unanimously passed.

Paul shared Evan (Kelly Earthworks) has advised that Thurston County now notifies homeowners when their septic tank needs to be pumped.

 ACC: Nothing to be presented

 HOA Dues Subcommittee: Greg presented a brief history of the FOD homeowner dues. They were $576/year in 2005 and have been $660/year since 2007. That totals $65,340/year and the FOD expenses have exceeded this amount for the past 3 years by $5000 - $13000. The subcommittee findings led their suggestion to increasing dues by $10/month and to do so mid-year. Phil Wayt asked if a homeowner’s informational meeting in June might not be a good opportunity for homeowner input in the dues increase topic as well as to present the emergency power solution. Dennis suggested we do a two-step increase, first the initial mid-year $10/month increase and then a secondary increase in January. By increasing dues $10/month in June, current expenses will be addressed, however increasing the January dues an additional $5 to $10/month would provide an opportunity to begin saving for future capital expenditures, cost increases in current expenditures, unexpected expenses (such as clean-up costs from this year’s storm damage), and reduce the need to increase dues again in the near future.

 Homeowner Forums: Stacy Scott asked about the rules for animals. She is a new member of FOD and has been trying to understand rules for pet maintenance. Clarification was provided by board members.

 Disaster Recovery/Generator Subcommittee:

Dave Pethia presented updates to the current disaster recovery and back-up power subcommittees.

o The infrastructure in the well site is ½ complete. Well #2 is finished. Well #1 has been delayed because we need a new meter. The existing meter is old and not accurate. The switch to activate the wells is in place.

o PSE should be coming out to look at the meter base and give a report post inspection. Paperwork has now been initiated to have the installation of the meter and the pipe for the natural gas generator for the pump house. Dave confirmed Dennis has been working with the bank to ensure monthly FOD homeowner septic fees will not be impacted, as the loan will be extended one year to cover the updated system which will provide capacity and ability to provide water should power outages occur. o Dennis presented that through Heritage Bank, there has been a solution to address the cost of financing the updated emergency backup water system. The current loan is at 8.25% and is outstanding to 6 years. We can modify the loan to include the emergency power expenses (approximately $35000). It will add time to the loan without adding additional monthly payments. It will go from a 6 year maturity to a little over 7 years; and the interest rate will decrease to 6.25%.

Don said he will complete the PSE paperwork and ensure the project continues on pace which should provide emergency power backup for our water/sewage system by end of this fall.

3. Old Business

4. Association Correspondence

5. New Business

6. Next Meeting: June 4, 2012

Don thanked all of the members and subcommittee members for their hard work in finding solutions to the issues confronting the Association.

Don made a motion to end the meeting. Dennis seconded and it was approved by all. The meeting adjourned at 9:10 p.m.

Respectfully submitted,

Brenda Anderson Field of Dreams HOA Secretary