dear belfair acreage tracts homeowners;dear belfair acreage tracts homeowners; there have been...

Dear Belfair Acreage Tracts Homeowners;

There have been questions by members as to how the election has been run in the past. With this

in mind the Board has decided to make some changes to the Ballot in order to insure complete

integrity in this election.

Please follow these instructions to ensure integrity.

1. On this years ballot members are requested to choose one person you would like to serve

on the Board. (Ballots with more than one person chosen will not be counted.)

2. Once you have completed your voting please be sure to sign and date your ballot and

include your phone number. (Ballots that do not include signature, and date cannot be

counted.) *You will receive a separate ballot for each property owned. Please be sure

to return each ballot to ensure your votes.

3. Please place you completed ballot in the Blank envelope and seal it.

4. Place your sealed envelope in the addressed envelope and seal it then mail it.

5. Ballots must be received by mail no later than 11:00am Saturday May 9, 2007. Ballots

received after this date will not be counted.

6. If you choose to hand deliver your ballot you must be present at the annual meeting.

Ballots that are returned by a third party will not be counted.

Please be aware that current Board Members are allowed to campaign for themselves only.

They are not allowed to give advice or cast your vote for you. Please DO NOT contact

Board members to ask whom to vote for.

Belfair Acreage Tracts Association (Monthly Meeting Minutes: January 13, 2007)

(6:00pm, Timberland Library)

Board Members:

Present: Les Churchill; President, Fred Pape; Vice President, Wayne Case;

Secretary/Treasurer, Mike Woodward.

Absent: Barbara Emry(resigned 12/2006)

Quorum Present? Yes

Others Present: See Sign in sheet

Proceedings:

· Meeting called to order at 6:00 p.m. by Les Churchill, President

·Previous Meeting Minutes: Read by Wayne Case, no changes made, approved by Les

Churchill.

· Finance Committee report: Wayne Case stated balance as of December meeting was

$2177.15, New balance as of January is $2241.04 Wayne states that $15.00 came in from

one tract for their monthly payment on dues and that a second tract sold and that dues

were paid during closing.

· Other business:

-Wayne Case stated that after December Meeting Barbara Emry called him and

resigned effective immediately.

-Wayne states that he will not be running in May for the Board but volunteered to stay

Secretary if the Board needs.

-Fred Pape reports that there should be a meeting of the RID sometime in March at the

Library. The RID involves approximately 21 properties and the meeting will be put on

by the county regarding costs etc of the RID. Fred reports that the only properties that

will be assessed for the RID are the 21 landowners on lower Alderwood road.

-Fred Pape offered to resign his position due to information regarding Lower Alderwood

RID, no action taken Fred maintains his board position.

-Ron Wallen appointed to Barbara Emry’s position.

-Wayne Case reports ongoing complaints about Russell Webber Property, tract 22.

Wayne states he has filed numerous complaints as well as other property owners. There

have been discrepancy’s regarding addresses of property. Wayne states that property is

under weekly inspections for cleanup and that the home on property has been red tagged

and he is not allowed to live in it.

-Wayne Case reports ongoing complaints regarding McFarland’s property on Underline

Road. Regarding trash on property. Recent inspection on McFarland’s property showed

trash on property again, new complaints filed.

-Wayne Case reported complaints regarding Bockus’s property. Property is under Solid

Waste inspection. Property is possibly being cleaned up. Wayne reports that the

Bockus’s possibly took all their trash and placed it on the McFarland’s property.

-Wayne Case states tract 54 has been deleted from County Records.

-Discussion by Board regarding Russell Webber adding a Trailer to his property that is

older than what the CC&R’s state can be placed on the property. Webber has applied for

permits for trailer. Webber has been notified and will need to come before the board to

get special permission to move trailer onto property.

-Discussion regarding gravel for the road. Decision made that board members

would drive all the roads in association and make decisions based on different areas.

Gravel would be purchased and a load would be placed on Jim Thompson’s

property as well as a load placed on Wayne Case’s property. Ron Wallen had done

research on types of gravel for roads. Decision was made to try crushed granite on

the road. Decision to concentrate on Alderwood Road and move out from there.

-Dan Daniels was appointed Pro-Tem for Les Churchill until his return from active

duty.

-Open Meeting adjourned at 7:23 p.m.

-During Closed meeting Mike Woodward Appointed President.

· Meeting adjourned at 7:23 p.m.

· Minutes submitted by Michelle Roe.

Approved by:

Belfair Acreage Tracts Association (Monthly Meeting Minutes: January 13, 2007)


Amendments to Meeting Minutes

1. Logging and Ditching on tract 10 is complete and ditch modified to handle Run-

off. (Per Wayne Case)

2. Large hole on Underline Rd. at eastside of BPA easement needs to be addressed

and repaired.

Amendments typed by Michelle Roe

Approved by Dan Daniels, Ron Wallen, and Mike Woodward, President.

Remainder of Page left Intentionally Blank

Belfair Acreage Tracts Association (Special Meeting Minutes: February 17, 2007)


Board Members:

Present: Mike Woodward; President, Fred Pape; Vice President, Wayne Case;

Secretary/Treasurer, Ron Wallen, Dan Daniels.

Absent: None

Quorum Present? Yes

Others Present: None

Proceedings:

· Meeting called to order at 6:05 p.m. by Mike Woodward, President

·Previous Meeting Minutes: Not Given due to this being a Special Meeting.

· Finance Committee report: None Given, Wayne Case stated there was an account

balance of $4,185.00.

· Other business:

-Mike Woodward requested setting up a budget for Home Owners Association. Motion

tabled till next meeting.

-Mike Woodward discussed discrepancy regarding Les Churchill’s position. Les

Churchill had not resigned due to being called to active duty. Dan Daniels had been

appointed Pro-Tem until Les returns. Upon Les’s return he will resume his position

as President until his normal term ends. Motion made by Dan Daniels to accept this

action, Motion seconded by Ron Wallen. Motion Carried.

-Mike Woodward discussed the question on how election had been run in the past.

RCW 64.38.025 “The board of directors shall not act on behalf of the association………..

To elect members of the board of directors, or to determine the qualifications, powers, and duties, or terms of office of members of the board of directors; but the board of directors

may fill vacancies in its membership of the unexpired portion of any term.” Was

discussed as well as Board Members acting on behalf of association members to cast

votes in previous elections. Decision was made that “proxy” meant mail out ballot.

Future ballots would be for mail out only and members must make that vote.

Motion made by Dan Daniels to approve new wording on ballot, Motion seconded

by Ron Wallen, Motion carried.

-Report by Mike Woodward on RID and Lower Alderwood Road. Mike had spoken to

Rick Brush with Mason County on the status of Lower Alderwood. Rick indicated the

“No RID had ever been approved in the History of Mason County, and that due to staff

shortages RID was currently on back burner.” Wayne Case indicated that the engineer

had been telling him that the RID had been moving forward and that the engineer was

already working on it. Wayne to get name of engineer to Mike and to get the engineer to

put something in writing regarding status of RID.

-Report on CC&R’s and Bylaws. Fred Pape is working on revisions. This will primarily

be a summer project. He has had a couple of volunteers that have offered to help with

revisions.

-Report on Roads and S&T. Ron Wallen questioned how many hours are left on contract

and date contract expires. Wayne Case stated that we had 38 hours left and that contract

expires on March 1, 2007 but that S&T had offered to extend contract. Decision to have

Ron Wallen act as contact for S&T and discuss with them work needed to be done and

extension on contract. Work suggested was having ditches cut on Alderwood road and

have materials brought back onto roadway, also suggestion of grading on Underline Rd.

and Teepee Lane. Ron will keep logs on work done by S&T and hours used.

-Report on Discussion with Secretary of States Office. Mike Woodward had contacted

the Secretary of States office and had spoken to Kathleen in the Corporate Divisions

section. The discussion was in regards to recent questions as to which RCW the

Homeowners Association was required to follow. Kathleen stated that we were to follow

RCW 64.38 Homeowners Associations and RCW 24.03 Washington nonprofit

corporation act. Mike further spoke to Bill Kellington who is the Attorney for the

Secretary of States office. He confirmed the only RCW’s we follow are 24.03 and 64.38.

He stated that RCW 42.30 Open Public Meetings Act and RCW 23B.08 Washington

business corporation act, Directors and officers. Did not pertain to the association. It was

further reported that the Association falls under the jurisdiction of the Secretary of State.


· Minutes submitted by Michelle Roe.

Approved by:

Belfair Acreage Tracts Association (Special Meeting Minutes: February 17, 2007)


Amendments to Meeting Minutes

1. Need Future discussion and account for Secretary. Secretary should not be

required to be reimbursed for BATA purchases.

2. 3 Positions up for election in May. These positions currently held by Woodward,

Wallen, and Case. All positions are for a three-year term.

3. Dan suggested in future that anyone working on roads should wear safety vest and

signs should be posted. No action taken at this time.

Amendments typed by Michelle Roe

Approved by Dan Daniels, Ron Wallen and Mike Woodward, President


Belfair Acreage Tracts Association (Annual Meeting Minutes: May 12, 2007)


Board Members:

Present: Mike Woodward; President, April Housley; Secretary/Treasurer, Ron Wallen,

Dan Daniels

Absent: Fred Pape; Vice President,

Quorum Present? Yes

Others Present: See Sign in sheet

Proceedings:


·Previous Meeting Minutes: Read by April Housley, April 14, 2007 meeting minutes read

and approved. Summary of minutes read and approved from Jan. 13, 2007 to present,

minutes read to members of Association.

· Finance Report: Account Balance of $1852.67, rec’d 65.00 in mail and additional

check given at meeting. Yearly Financial Summary given at meeting. Total paid in

checks was $21730.50; total amount of money that went out was $ 22115.50. Total

amount outstanding including past due is $ 22279.47.

· Old Business:

-Report given by Ron Wallen regarding S&T and roadwork. S& T gave initial estimate of

16 hours worth of work, work completed in 6 hours. Total amount done on contract was

24 hours. Dan questioned if there was something that can be done about extra hours still

owing on contract. Ron stated road condition due to S & T grading to quickly. Dan

suggested asking S&T to provide rock in place of extra hours or to have him return funds.

Determined that there is still 32 hours of work owing. Suggest asking S&T to complete

work or possibility of taking S&T to court. April will review original contract. Ron will

talk to S&T regarding contract and more work.

-Suggestion made by Dan for future to contract only for spot grading instead of yearly

contract.

-Election held and counted, Results held till Meeting in June due to a quorum not being

present for vote. Total of 31 ballots returned.

Floor Questions:

-Question from Gordon Mackay “Are 1099’s given to contractors?” Mike will check

with IRS to make sure if these are required to be given.

-Question from Cecil “How many members have not paid dues?” “Can the membership

have the names of those that have not paid their dues?” Possible to make tract numbers

available but not the owners names. “Where is the black gravel for the Road?” Mike

responded that the Board was trying to find the best gravel for the road.

-Statement from Jeanette Woodward “Ron is the boss and S&T needs to do the work we

are requesting or find a legal remedy for S&T. Also suggested that we use the signed

legal Bylaws until new signed set are submitted.” Dan suggested taking set of signed

Bylaws to county and have them recorded. Further discussion on this for next meeting.

-Question from floor why is there no gravel at Wayne’s. Board stated that there is no

money to put gravel at Wayne’s place at this time. There is gravel available at Jim

Thompson’s home to fill potholes.

-Question from Wayne Case regarding proxies, board stated that they already voted that

the wording on ballots would be changed.

-Statement from Floor, Roads are in best condition that they’ve been in a long time

-Question from floor “Can Bylaws be changed without notifying membership?” Board

stated that no changes had been made that the board knows of. There is a question

regarding which Bylaws are to be used. Board will look into further.

Motion made to adjourn meeting by Ron Wallen, seconded by April Housley.


· Minutes prepared by Michelle Roe and reviewed and submitted by April Housley

Secretary/Treasurer.

Approved by:

Belfair Acreage Tracts Association (Special Meeting Minutes: September 15, 2007)

(4:00pm, QFC)

Board Members:

Present: Mike Woodward; President, Fred Pape; Vice President, April Housley,

Secretary/Treasurer, Dan Daniels.

Absent: Ron Wallen

Quorum Present? Yes

Others Present: None

Proceedings:


· Finance Report: Given by April Housley, checking balance as of 08/31/2007 is

$5625.00; there is $480.00 to be deposited. Total amount is $6105.00.

· Old Business:

- Report by April that there are several people who owe funds from 2006 and prior. Total

properties past due is 23. There is approximately $12,000.00 owing in past dues. Late

fee is 10% per year.

- Suggested to begin filing small claims cases on past dues in order to collect. The

board also discussed garnishing for past dues. April will write 2 letters to property

owners. One letter will be for past dues from 2006 and previous. Second letter will

just be a reminder letter for 2007 dues. Motion by Dan Daniels to send out letters,

Seconded by Fred Pape, motion carried.

- Records show that there is a homeowner who has 2 lots and has not been charged

correctly since 1997; April will send a special letter to property owner regarding the

incorrect charging and will give new balance to property owner.

- Lot 58C Missing records never received when books turned over. Only has old copy

received a year ago.

- Lot ? Husband and Wife split. Previous treasurer split past dues in 2002 based on

Divorce Decree. No Divorce Decree on file. No dues have been paid on this property.

Dues that were removed prior to 2002 will be re-added in and special letter will be sent to

owner.

- Mike reported on Belfair Bypass. He spoke to Michelle Briton regarding Bypass;

she gave him information that shows that none of the bypass plans will affect

Rasor Rd. at all. In one plan if chosen it is possible that Rasor Rd. may be used in

order to link 106 to bypass.

Motion made to adjourn meeting by, seconded by.


· Minutes prepared by Michelle Roe and reviewed and submitted by April Housley

Secretary/Treasurer.

Approved by:


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