Ocean Grove HOA Board Meeting October 22, 2024

2:00 p.m. – 3:30 p.m.

Jake Ellis’ at 262 Myrtle

Attendees: Candace Mangold, Jake Ellis, Laura Souza, Jim Wright, Rod Taylor, Beth McBarron, and Beulah Kingslover

Called to order at 2:00 p.m.

Agenda was approved for discussion by a motion from Laura Souza and seconded by Jake Ellis.

Old Business: HOA Insurance Policy

At the last board meeting it was discussed that the current premium for our CAU/Travelers policy seemed significantly higher than previous years and it was decided that Rod Taylor and Candace Mangold would shop around for a better rate. The new quote from State Farm was shared with the group. The annual premium under State Farm for the basic limits of coverage required by state law for our board members, volunteers, and shared spaces, came in at a 1/3 of the price of our current policy.

The motion was made by Laura to cancel our current policy and move our business to State Farm. This was seconded by Jake and the board approved the motion to save the HOA a significant amount of money by moving our business to State Farm.

Candace will work on next steps to move our policy.

Introduction of Beulah as a potential new board member. Shared Beulah’s bio and discussed the board positions coming open this coming year.

Committees:

Emergency Preparedness: Jake Ellis

Jake continues to research options for the community to upgrade our fire hydrant capabilities. Current hydrants and their placement is not designed to mitigate a large scale”

“fire. We’ve been looking at ways to help provide a more robust hydrant system, but it doesn’t appear to be something we can feasibly do.

Building Committee: Rod Taylor

The committee has had 2 recent building reviews to approve. Both were small and well within the building regs for our community.

A request for a cat fence was also approved for a potential homebuyer interested in a home for sale.

Finance Committee: Laura Souza

A review of the budget for 2025 was done by the board. A motion was made by Laura Souza to reduce the RV lot fee to $120 per year. Current rate is $150 annually. Lot due reduction from $80 per lot to $50 per lot.

The motion was seconded by Jake Ellis and the board approved unanimously for acceptance for the reduced rates.

A brief discussion was had concerning the funds in our 1st Security CD that matured in September. The monies remain in the CD while Laura and Finance Commmittee member, Joan Zimmerman met with Stephen Skylar from Edward Jones for recommendations on how best to invest the money. Mr. Skylar recommended putting the monies into the Franklin Fund that our other investments reside within.

Laura is going to do some more research before bringing the recommendation to the next board meeting in December. Laura and Beth McBarron will be working on this topic and will bring forth a motion at the next meeting.

Documents Committee: Jake Ellis sub in for Nancy Craig

The bylaws updates have been provided by our attorney. The only change that was brought forth as a motion is to update the fiscal year in the bylaws to January 1 to Dec. 31. Jake brought forth the motion, it was seconded by Jim Wright and approved unanimously by the

board. The bylaws have been changed to reflect the new fiscal year.”

New Business: Jake Ellis Community Directory

Requests from community members asking for a community directory for Ocean Grove. The discussion was had about an opt in/opt out option for creating a directory for those that opt in to share their contact information. No resolution or motion was made.

Bike Lanes for Cape George

Interest was discussed in adding a bike lane to Cape George as part of the future county planning project. Jim Wright is interested in representing Ocean Grove about this topic before the county and encourages others who are also interested to contact him if they would like to petition for this at upcoming county planning meetings. You can email your interest in this project to Jim Wright at hipoplus@gmail.com.

Birds and Bees

There’s been an uptick in interest by potential homebuyers via realtors to clarify our language in our bylaws/covenants concerning the ability to have chickens and bees. A discussion was had by the board discussing the language that currently states no more than 3 chickens are allowed per household, coop plans and rodent mitigation must be brought before the board and the board has to provide approval prior to a homeowner having chickens. There’s no current mention of beekeeping limitations.

Jim Wright shared some research from the City of Vancouver, WA about their beekeeping restrictions to a maximum of 2 hives per 10,000 sq ft lots.

The board discussed changing the language concerning chicken keeping to 3 chickens per lot with no more than 9, maintaining the coop plans and rodent mitigation and board approval prior to any chicken approval.

Jim Wright and Candace Mangold will work on a draft of proposed changes to the current wording and bring before the board for a decision in December.

Meeting adjourned at 3:30 p.m. approximately.

Next board meeting will be held on Dec. 3 from 2-3:30 p.m

Ocean Grove Board Meeting

Minutes

July 23, 2024

2:00 p.m., Jake’s home

All Present: Mary Eggert, director; Rod Taylor, vice president; Jake Ellis, president; Beth MacBarron, director; Laura Souza, treasurer; Shellie Mueller, secretary; Jim Wright, director; Candace Mangold, manager.

Old Business:

Reminder to remove invasive species from your property: scotch broom, chervil, tansy ragwort.

Quarterly newsletter in spring will have an educational piece about invasive species. First edition will go out in August for a late summer newsletter.

Insurance: Rod, Laura, and Candace are researching and discussing with two insurance companies, and will bring their findings to the board at the next meeting.

Collection of dues: Only one person is still delinquent; thanks so much for ponying up, everyone!

Committees:

Emergency committee: Currently working on organizing a new date for the Ocean Grove Emergency Fair on August 24th from 1:00-5:00 p.m. on Becker Street in front of the dog park. This is location the community would gather in times of emergency for organizing resources and distributing information. The emergency committee will work on relaunching the Map Your Neighborhood project. Cost of a new hydrant for Kruse St. is $80,000, according to the PUD.

Documents committee: the Board and the Committee will schedule a Zoom meeting with the attorney to ask questions and get answers about how to structure our Covenants, Bylaws, and Rules/Regs. Jake will arrange it.

Financial committee: Laura reviewed the Ocean Grove Balance Sheet as of June, 2024 and answered miscellaneous questions.

New Business:

The Board had a discussion about enforcement of the Covenants.

Jake talked to the Jefferson County Public Works regarding mowing easements and was told that they would respond to our request for them to mow the edges of the streets as soon as they can. He also spoke to the PUD about mowing the septic field.

The PUD tells us that Kruse St. won’t get fiber optics until the PUD gets its next chunk of funds to pay for it. There is no money to include it with the currently budgeted areas.

The annual meeting will be held this November. Planning is underway.

Beulah Kingsolver has volunteered to be our Social Committee chair, yippee!!

Next meeting: Tuesday, October 22nd, 2:00 at Jake’s house.

Ocean Grove Board Meeting

April 23, 2024 

2:00 p.m., Jake’s home

Present: Jake Ellis, president, Jim Wright, director; Mary Eggert, director; Beth MacBarron, director; Shellie Mueller, secretary, Rod Taylor, vice president; Candace Mangold, manager.

Absent: Laura Souza, treasurer.

Old Business: 

OG website updated as of today; personal information of residents will be removed today;

Contractors must be licensed and bonded; we have a contract for “Juan Man And A Dog” landscaping company to mow the trail, beach, and RV lot.

Motion by Mary, second by Rod – passed unanimously

Jake will be keeping the scotch broom puller at his home; feel free to borrow it.

Shed in RV lot is sufficient for storage of OG records, equipment, chemicals. Medical supplies will remain stored at Basha Berl’s house.

Committees:

Emergency Committee: Jake reviewed prior activities of the committee.

New plan: having a neighborhood safety day, bring in county experts for training: CPR basics, fire extinguisher operation, general first aid, etc.   Date: Saturday, May 25th from 1 – 4 p.m.

Anybody willing to help plan this event, contact Jake.

Plans are afoot to relaunch the Map Your Neighborhood program, where neighbors come around and interview residents regarding their need for assistance, or their skills and supplies in an emergency.

Jake has been in conversation with the fire department regarding installing a fire hydrant on Kruse/Huntingford Streets. He’ll chat with the PUD next.

Recreation/Social committee: Still needs a chair. Anyone interested?

Financial Advisory Committee: Candace and Jake reported on our current financial documents, procedure for unpaid dues collection, and

allocating funds for items not specified in the annual budget.

New Business:

Collection of Dues:  There are several property owners who have not paid their dues for the current year. If you haven’t paid yet, we’ll be sending out a letter with your details soon; please pay your dues as soon as you can.

Scotch Broom removal – it’s the time of year when Scotch broom is blooming, so is easy to see if you have some. If you do, please remove it as soon as possible; it’s classified as a noxious weed and is highly flammable. If you need help removing it, let Jake know; he’s got the removal tool. Otherwise, all you need to do is cut/saw it off at the base and drag it to your curb. Then let Jake know, and we’ll haul it away for you.

Discussion of the request by a member of the Association to pay for the installation of a memorial bench on the trail. It was decided that a memorial, paid for by the requesting individual, and placed in consultation with the board, would be fine.

Discussion of bringing high-speed internet to Ocean Grove, and any kind of cable to Kruse St. Jim Wright will continue to have talks with the PUD.

Next meeting:  July 23rd at 2 p.m. at Jake’s house.

OCEAN GROVE Board Meeting

January 30, 2024

2 p.m. at the president’s home

Present: Jake Ellis, president; Laura Souza, treasurer; Mary Eggert, director; Shellie Mueller, secretary; Jim Wright, director; Rod Taylor, vice-president; Beth MacBarron, director; Candace Mangold, manager. Also attending: Nancy Craig, chair of documents committee.

Old business:

Air B&Bs – Jake asked to table that discussion temporarily.

Complaint registration: First, chat with the residents involved. If not resolved, second, contact the manager. If still not resolved, then contact the board.

Documents committee: will go over the lawyer’s document on the bylaws and see what needs tweaking.  Anyone who is not on the document committee and has comments may send to Nancy Craig.

Storage lot agreement: ready to upload to the website and send out to lot renters.

OG website: Candace Mangold will be updating our website. Please contact her about any changes or additions.

Doggie bags are on order.

Committees:

Emergency prep: Jake will be working with the county emergency management team. We need to take steps to become a ‘Firewise Community’: risk assessment, committee formed, community action plan to reduce flammable material on vacant lots. Jake is investigating getting more fire hydrants in OG.

Motion to become the Firewise Community: motion by Shellie, second by Rod. Unanimously approved.

Building: no action presently. Rod will ask earlier committee members if they still want to be on the committee.

Social: no action; needs an enthusiastic leader!!´

Financial: OG is in good financial shape. Dues are coming in. Transition to calendar year is proceeding. Compliance with covenants is improved. Legal fees are more than usual, but a temporary necessity.

Documents: First meeting will be in mid-February (see above).

New Business:

Calendar:  Discussions of how to share calendar-type info.

Trail: Planning a spring trail clean-up. We had a retired forester walk the trail to gauge fire resistance, and she said we have a healthy forest, yay. Jake continues to be available to consult with any resident about their property.

Dues:  ~ 50% of dues have been collected. Final due date for dues payment is March 31st. Contact the manager if you need info about payment.

Astound internet: most homes are back online, except that people on Beckett Point Rd. are still having trouble.

Storage of documents: Jim and Jake will investigate the purchase of a shipping container to be placed in the RV lot to hold OG documents, equipment, and emergency medical supplies. Tools will remain in the current shed.

Action items:

Candace to arrange for a new bank signature card with Jake, Rod Taylor, Laura, and Candace.  A copy of the board meeting minutes with the voting of new officers is needed to make this change.

Laura to arrange a meeting with Stephen, our Edward Jones advisor, for those interested in learning more of our investments.  The financial committee will also be invited.

Jake to contact Edward Jones for a new piece of paper documenting he is the president requiring his signature and ability to access the Edward Jones account.  Laura will send Jake the contact phone number.

Next meeting: Tuesday, April  23 at 2 p.m., Jake’s house.

Meeting adjourned at 4:30 p.m.

OG Board Reorganization Meeting

November 19, 2023 at 2:40 p.m.

at Jefferson County Library

Present: Candace Mangold, manager; Jake Ellis, vice president; Beth MacBarron, director; Shellie Mueller, secretary; Laura Souza, treasurer; Mary Eggert, director; Rod Taylor, director; Jim Wright, director. Community members present were Christopher Mangold, Amy Siedenstrang, Mary Siedenstrang.

Election of new officers of the board:

Nominations for president:  Laura nominated Jake Ellis, Mary seconded. Jake accepted. Unanimous vote.

Nominations for vice-president: Shellie nominated Rod Taylor, Mary seconded. Rod accepted. Unanimous vote.

Shellie volunteered to retain the secretary position. Unanimous vote.

Laura volunteered to retain the treasurer position. Unanimous vote.

Candace will compose and disseminate via email a contact list of the board members for the community.

Next meeting will be on January 30th at 2 p.m. at Jake’s home.

Meeting adjourned at 3:00 p.m.

 Ocean Grove Board Meeting Minutes

October 7, 2023, 11 a.m.

Jefferson County Library

Present: Nancy Craig, President; Laura Souza, Treasurer; Jake Ellis, Vice-President; Mary Eggert, Director; Beth MacBarron, Director; Shellie Mueller, Secretary.

Old Business:

“Use at your own risk” signs have been placed at the top of the trail and Adelma Beach at the encouragement of our insurance agent.

Kayak rack is up at Adelma Beach, and people are loving it!

Insurance: Laura is staying on top of it, and will work with Candace.

Storage Lot agreement has been updated, and is almost finalized. Annual payment for use of the storage lot will stay at $150.00/year and will be due no later than March 31 of each year.

Updates:

Drainfield: We now have a legal document from the PUD attorney indicating that owners who connected to the drainfield in 2020 (the Combs St. connection) have paid a fee for drainfield hookup, AND a fee into a reserve account in case of a need for major repair or replacement of the drainfield. We do not have a copy of the original agreement with the PUD for homes connected prior to 2020 but this document should help make a legal case if one becomes necessary. A request for the original document is pending with the PUD attorney.

Committees:

Emergency Prep: Jake has done several informal walk-throughs of properties. If our neighborhood becomes a Firewise Designated Community, we’ll gain advantages with the PUD, EJFD, and DNR. Also, some of our fire hydrants need to be updated, and our covenants need to include fire safety requirements. Jake will make a presentation at the annual meeting.

Building Committee: Rod Taylor will join the committee.

Social Committee:  not formed as of this date.

Financial Advisory Committee: Met in August, made recommendations for the budget. Next meeting January 9th.

Documents Committee: Bylaws revision completed. Attorney will work up a legal document. The issue of activities that increase our insurance costs will be referred to the committee when they take on the covenants revision process. That process will begin early next year.

New Business:

Manager: Welcome to Candace Mangold! She will be an independent contractor, which will make things less complicated.

CD: The San Jose CA Unified School District Bond matured on 8/1/23 and the $25,000 has been invested in a 13 month, 5.05% CD at first Security Bank. The CD matures on 9/3/2024

Budget: Will be sent out shortly to the community. The recommendation of the financial advisory committee is to designate $85/lot as the annual dues.

Motion by Jake, second by Nancy.

Motion by Laura to require 2 signatures on all checks written. Second by Nancy.

Laura proposes getting an OG credit card for simplification and convenience.

RV Lot:  Motion by Nancy, second by Beth to allow renters to rent a space the Storage lot while they are in residence. Rental agreement required.

Short-term home rentals (less than 30 days): we will do further research on allowing these rentals; there may be insurance ramifications.

_                      _                      _                      _                      _

Next meeting: Annual Meeting November 5th at 2 pm, Jefferson County Library or via Zoom,

Board Reorg meeting: November 12th at 1 pm. Jefferson County Library

Addendum:  On 10/8/23 the Board members approved the proposed 2024 budget and it will be passed along to the community for ratification.

Ocean Grove Association Board Minutes

7/8/2023  2:00 p.m.

at the Manager’s home

Present: 

Board Directors: Laura Souza, Treasurer; Beth MacBarron, Director; Jake Ellis, Vice President; Mary Eggert, Director; Shellie Mueller, Secretary; and Nancy Craig, President.

Liz Barnes, manager

Guests:  John Barnes, Robert and Hilarie Schmalz, Lynn Constantine

Old business:

Correction of names on minutes of April 2 meeting — New Business #5: Eveleen and Beth.

Motion to approve minutes from 3/11/2023, 4/2/2023, and 4/8/2023 by Jake, second by Nancy. Approved by all.

Community garden water bill issue has been solved – Doug and Basha get the bill, emailed. We will hopefully be getting a copy as well, since it’s in our name.

Water hookups: there are now ten (10) water hookups left for OG to sell, according to the PUD, as of 2020. Nancy will find out how many we have at the present date.

Tax exempt status: we are registered as a 501(c) non-profit by the state of WA, and so are not taxed by the state. We are registered as a corporation by the federal government, and so are taxed at 25%.

Archive of proxy votes: we need to keep an accounting of ballot votes with the minutes of the meeting in which we count them and the identification of those who participated in the count, but we don’t need to keep the actual ballots themselves, according to state law.

Survey of fire risk: the forestry expert who toured our neighborhood thinks our trail area is a very healthy forest, with some undergrowth needing to be removed. The slope and the wind are negative fire factors. Jake proposes we work with the residents adjacent to the 25-acre wilderness area to make sure they have info to create a defensible space. Jake will contact those residents.

Updates:

Drain field status update: around half of the OG homes are connected to the drainfield. We haven’t heard for sure who is responsible to pay for the replacement of the drainfield, but if we are responsible for it, there are State, low-interest bonds available to pay for it.  OGA once owned the drainfield equipment, and then sold it to the PUD. Of course, only the residents who are connected to the drainfield will be financially responsible for its replacement.

Dues: four households have not paid their dues; one household has paid half. Total uncollected dues: $450. We will be following the state law requirements for what to do if dues are not paid.

HOA transfer process: upon closing of a house purchase in OG, the title company provides us the name, address, email address, and phone number of the new residents. A transfer fee of $35 per house will be paid to our Association.

OGA is having a $25,000 bond coming due. The plan is to roll it over into a 13-month CD at 5% interest.

Motion to roll over to CD by Jake; second by Nancy. All in favor.

Committee updates:

Emergency committee: New committee chair – Jake Ellis. All-county emergency picnic at HJ Carroll Park on August 20th will focus on community safety. We should all go! Resuscitation of the emergency committee will occur at the beginning of August.  Jake will investigate improvement of the bulwark down at Adelma Beach.

Building Committee: Committee chair – unassigned. Members: Don Kruger, Terry Duff, Dan Näsman; Rod Taylor would like to be on it.

Social Committee: Lynn Constantine is interested in being chair. Committee is not formed yet.

Financial Committee: committee has been formed, has met once, and will be working on next year’s budget. Members: Laura Souza, Joan Zimmerman, Ev Muehlethaler, Richard Cooper, Beth MacBarron, Nancy Craig, Liz Barnes.

Documents Committee: working hard on revising the bylaws, to be followed by the covenants. Members: Laura Souza, Shellie Mueller, Mardelle Hansen, Karl Jacobsen, Doug Chichester, Nancy Craig, Liz Barnes.

New Business:

Financial committee: next meeting is August 4th, 2023.

Insurance coverage:

the Umbrella Policy (Umbrella Policy kicks in if/when we exceed the limit of our regular insurance rate has increased.

Agent suggested we need event insurance, which costs $300 per event, and that alcohol should never be served at community sponsored events.

Agent told us about the availability of Cyber Suite insurance (identity theft protection in case someone hacks into OGA email, etc.). Liz will investigate further.

Agent suggested we need ‘volunteer insurance’ for committee members and for work parties.

Agent requires ‘environmental indemnity’, saying who is responsible for the replacement of the drainfield. We do not yet know who is responsible for a replacement.

Liz will investigate the specifics of these policies.

Liz will buy trailhead signs specifying the risks involved.

Agent suggests we add a liability waiver to the RV lot contract for the OGA. We will be having an attorney review this clause for the contract for next January’s renewal.

A future board meeting with the agent will be arranged.

Shall we approve the minutes by email vote, so we don’t have to wait three months until the board approves the last meeting’s minutes?

Motion by Shellie; second by Beth.  Approved by all.

Hiring an attorney: difficult to find an attorney who does HOA work. Nancy has found someone: Burleigh Law, in Gig Harbor.

Motion to make an agreement with that firm by Jake; second by Nancy. All approved.

Shall we change our CPA? The one we have is not responsive to calls or emails. The finance committee will address this issue.

Eric Lucas has resigned from the OG board. We gratefully acknowledge his many years of service and commitment to the community.

Kayak rack at Adelma Beach: Nancy will investigate what kind of rack and the OGA will buy the materials and have it installed.

Bamboo is invading from yards to adjacent property of neighbors. Please be mindful of your plants that encroach onto your neighbors’ property.

Good of the order:

Plat maps of Ocean Grove are available at the county courthouse in the Records Dept.

There have been requests to send out the database of everyone’s contact info to the whole community. Some people object to their info being shared, so we’ll be asking for your written permission first.

Chrissy Scannell, our bookkeeper, will be setting up an accounts payable/accounts receivable system for the OGA.

There will be an executive committee meeting of the board when the revision of the bylaws is completed, to discuss and approve.

Action items:

Liz will investigate Cyber Suite insurance (identity theft protection in case someone hacks into OGA email, etc.)

Liz will investigate the specifics of volunteer and environmental indemnity’.

Liz will buy trailhead signs specifying the risks involved.

Nancy will investigate what kind of kayak rack and the OGA will buy the materials and have it installed.

Adjourned meeting at 4:20 p.m.

Ocean Grove Association

Board meeting minutes 

April 8, 2023

Present:

Board Officer: Nancy Craig, President; Jake Ellis , Vice President & Laura Souza, Treasure

Board members:  Mary Eggert and Beth MacBarron

Liz Barnes, manager

Absent:  Shellie Mueller, Secretary

Guest:  John Barnes

Meeting was called to order at 2:06.

Meeting minutes for March 11 and April 2 approval was motioned by Jake, Nancy second to table the approval at July’s board meeting.  The motion was approved. (Power outage prevented reviewing meeting minutes.)

Liz opened the meeting with unfinished business:

  1. Budget was passed by the association.
  2. Beth and Jake elected as new directors.
  3. All banking accounts are at 1st Security Bank in Port Hadlock. The advantages are:
    1. No fees
    2. Check signers and Chrissy (bookkeeper) can review the accounts only
  4. Lengthy discussion about the fire break, the highlights are:
    1. Bombardier estimate came to $2800/per day for three days of clearing, limbing and chipping.
    2. Another firm would charge $50/hour with two people plus paying for the use of their equipment.
    3. The forest service is clearing for fire minimizing, on their lands.
    4. Clearing can encourage Scotch Broom.
    5. Fuel management – there are environmental layers and with an environmentalist can make assessments.
    6. Erosion- can be reinforced using fire resistant plants for prevention.
    7. A Volunteer project to clear/maintain the path.
  5. Secretary of state 501c status with the state should be cleared up and have continuity with the IRS.
  6. Reserve fund with regards to community drain field.
    1. No clarity of who is responsible for community drain field and who is responsible for replacement.
    2. Eric will find out ownership plus replacement.
    3. PUD owns the property the water tanks are on.
    4. Quick deed to PUD, Ocean Grove owns the property, the easement to PUD.
    5. Nancy is going to PUD open house to try and get answers or something to help resolve the community drain field responsibility.
  1. Liz reported all last year’s dues are all paid with the exception of three, and she will continue to contact them.
    1. Draft letter for sending to those with outstanding dues – letter must have specific language and in compliance with the RCW. (Note – when making references to RCW’s or information you’re your source.)
    2. The association meeting ZOOM attendance was less than 100 people, so there is no extra charge for recording the meeting.

New business:

  1. Board reorganization:
    1. Eric motioned, Laura 2nd, and approved – Nancy Craig, President (Nancy will resign as president April 2, 2024 when her term expires.)
    2. Mary motioned, Beth 2nd and approved – Jake Ellis, Vice President
    3. Laura motioned, Mary 2nd and approved – Shellie Mueller, Secretary
    4. Jake motioned, Mary 2nd and approved – Laura Souza, Treasure
  2. Archive proxy ballots – how to and how long.
  3. Manager job description – have a better job description and manager’s responsibility.
    1. Give more responsibility to Chrissy – one suggestion.
    2. Better determination of how much time a manager spends.
  4. More discussion on RV space rental:
    1. $150 is budgeted for the remaining year December 31, 2023.
    2. The following year RV space rental goes to $200, $100/ smaller lots. 1 ½ lots configured with new dues.
  5. Newly formed committees and members:
    1. Financial/budget – Laura, Nancy, Liz, Beth, Joan, Eveleen, and invite Richard Cooper to join. These meetings will be in-person.
    2. Social – to organize gatherings – Lynn Constantine.
    3. Safety and emergency preparedness – Jake, Mary, Shellie, Pat Nerison, Noreen & Emelia.
    4. Shared space – Mary, Paul, & Jake.
    5. Building committee – Terry Duff.
    6. CRR’s and by-laws – Laura and Nancy.
  6. Committees are responsible to fulfill their responsibility and make recommendations to the board.
  7. The title company has not consistently given the contact information to new home owners nor have contacted the manager of a recent sale of property.
    1. Also, in the discussion is creating a form letter of lien placement on owner’s property for past due payment on dues given to the title company and home owner.
    2. Also, create a form letter for collecting the contact information of new homeowners.
  8. Dog Park: Emergency and safety back-up meeting place and reviewed annually.
  9. Fees will be waived for common use areas.

Action items:

  1. Jake and an environmental lawyer will survey the community common area for fire management.
  2. Laura – determine the association status of whether it is a 501c or corporation.
  3. Eric – will find out ownership of community drain field and who is responsible for replacement.
  4. Nancy – research how long to keep proxy votes.
  5. Board members – review managers job description.
  6. Liz – write-up the responsibilities for each month (sounds like #5).

Meeting concluded 4:20 p.m.

Next scheduled board meeting is Saturday, July 8th, 2:00 at manager’s home.

Ocean Grove Association Board Meeting –
Saturday, March 11, 2023 at 2:00 p.m.
at the manager’s home.

Present are: Nancy Craig, president, Shellie Mueller, secretary, Laura Souza, treasurer, Eric Lucas and Beth MacBarron, directors. Zooming in are: Jake Ellis, vice-president and Mary Eggert, director.
Motion by Jake to approve the minutes from the last meeting; approved.

New Business:
The problem last year with filing as a non-profit is being corrected; Chrissy Cannell is handling it. Liz has requested that Edward Jones remove the margin account from our portfolio (the ability of the OG manager to take out a loan, since we won’t be taking out any loans). Our CC&Rs require us to have a reserve fund paid for out of the OG annual dues. Liz will research to find a financial institution that doesn’t charge us monthly fees.
Dues of $80/lot/year is the lowest dues level that would balance the budget with no loss, but it wouldn’t provide funds for the required reserve.
Motion to adopt the new budget, a nine-month budget, with dues at $100/lot/year, pro-rated as $75/lot/nine months, the remainder of the calendar year 2023; passed. Motion by Jake to change from a fiscal year (April 1) to a calendar year (Jan 1); passed.

Unfinished business:
Adelma Beach gate: contractors are really busy and not responding. John Barnes has fixed the old gate so now it opens and closes; thanks, John!!
Still waiting for PUD to get back to us about putting the community garden water account in the name of the OG Association.
Proxy ballots will go out within a week.
Dues collection: most people who were on the not-paid list had actually paid their dues; thanks!

Motion by Eric to have future board meetings on Saturdays at 2 p.m.; passed.

Next board meeting: Saturday, April 8 at 2 p.m. at the manager’s home.
Motion by Laura to upgrade Zoom to record the Annual Meeting to enable us to distribute to the
community. The board will meet at the manager’s home, and the rest of OG are invited to join via Zoom.
Sunday, April 2 at 2:00; passed.
Meeting was adjourned at 3:30 p.m.

Liz Barnes

Manager

Ocean Grove Association
360.821.2625 Mobile

Ocean Grove Board Meeting Minutes

Friday, February 24, 2023 

10:00 a.m. at the manager’s home.

Present are: Laura Souza, treasurer; Jake Ellis, vice president; Nancy Craig, president; Shellie Mueller, secretary; Beth MacBarron and Mary Eggert, directors; and Liz Barnes, manager. Zooming is: Eric Lucas, director.

Blake Mann, from the WA Dept. of Natural Resources., will be here on Monday, Feb. 27th at 10 a.m. Liz, Nancy, and Jake will attend.

Minutes approved; all in favor.

Jill Beaumont has graciously volunteered to update and organize our website – thanks to Jill!!

Old Business:

Budget – not in balance, needs adjustment

Needs:

  • Adelma Beach gate needs replacement
  • Hand rail for drainfield steps – Dan has materials, will proceed.
  • RV lot needs cleanup, new gravel
  • Software management program is needed for dues collection, business transactions, and is being researched. Motion to include estimated cost in budget; passed.

Decisions:    Adelma gate is really needed, should be replaced. Beth volunteered to supervise. Idea: metal instead of wood. Beth will call AA Complete Solutions, Andy Emerson, Pro-Link Fences (Marty). We need more info before estimating cost. Directed Liz to include cost in budget.

Ask Chrissy Scannell for actual figures for the budget chart, so we can see what our income/expenses are.

Meeting adjourned at 12:05 p.m.

Liz Barnes
Manager
Ocean Grove Association
360.821.2625 Mobile

Ocean Grove Board Meeting Minutes

Friday, February 24, 2023 

10:00 a.m. at the manager’s home.

Present are: Laura Souza, treasurer; Jake Ellis, vice president; Nancy Craig, president; Shellie Mueller, secretary; Beth MacBarron and Mary Eggert, directors; and Liz Barnes, manager. Zooming is: Eric Lucas, director.

Blake Mann, from the WA Dept. of Natural Resources., will be here on Monday, Feb. 27th at 10 a.m. Liz, Nancy, and Jake will attend.

Minutes approved; all in favor.

Jill Beaumont has graciously volunteered to update and organize our website – thanks to Jill!!

Old Business:

Budget – not in balance, needs adjustment

Needs:

  • Adelma Beach gate needs replacement
  • Hand rail for drainfield steps – Dan has materials, will proceed.
  • RV lot needs cleanup, new gravel
  • Software management program is needed for dues collection, business transactions, and is being researched. Motion to include estimated cost in budget; passed.

Decisions:    Adelma gate is really needed, should be replaced. Beth volunteered to supervise. Idea: metal instead of wood. Beth will call AA Complete Solutions, Andy Emerson, Pro-Link Fences (Marty). We need more info before estimating cost. Directed Liz to include cost in budget.

Ask Chrissy Scannell for actual figures for the budget chart, so we can see what our income/expenses are.

Meeting adjourned at 12:05 p.m.

Liz Barnes
Manager
Ocean Grove Association
360.821.2625 Mobile

Ocean Grove Board Meeting Minutes

January 13, 2023

Present are: Liz, Nancy, Don, Eric, Mary, Dan, Chrissy, Shellie, Laura

Minutes accepted.
Committees: Recreation committee and Emergency committee need new chairs.

Unfinished business:
Dan’s huge flag (Sweden, of course!) is presented to him in appreciation of all his years of service to the Ocean Grove Association. Don Kruger is being reimbursed.

PUD water meter for community garden: the board is writing a letter to the PUD requesting a change in ownership of the PUD water account for the community garden. The board approved sending this letter.

Idea: having a Welfare committee (part of the emergency committee?): the idea was floated to have a committee to go check on residents during power outages, etc., to make sure they’re okay. Don Kruger, Nancy Craig, and Eric Lucas have volunteered to be the contact people in this endeavor.

Dan has installed green screens down at the Adelma beach access, and he plans to have a new kayak rack installed. He also plans to supervise the installation of another railing along the steps down into the drainfield from Cape George Rd.

New business:
Chrissy met with Liz to discuss Chrissy’s work on payroll and access issues. Bookkeeping is mostly complete for 2022. Emily Froula is our accountant, and is on board. Chrissy will set up a procedure for collection of dues, and reports that our financial systems are well-managed and secure.

FY23 Budget: Dan explained that our San Jose bond fund is being specified as our capital project replacement fund. Also, Chrissy and Liz will work toward implementing industry standards for cash controls.

Discussion of hiring Allan’s Tractor Service for landscaping services of the common areas. Board voted to hire them.

After discussion, Beth MacBarron and Jake Ellis have been appointed to the open board positions vacated by Don Kruger and Tom Lemmons.

Open vice-president position has been filled by Nancy Craig. Open secretary position has been filled by Shellie Mueller.

Liz presented the draft of a community survey. Eric suggested that the applicants for board positions be asked to form a committee to develop an Ocean Grove community survey using Survey Monkey.

Liz suggested the development of a mission statement for the OGA. Discussion of what/how/why. Nancy and Liz will begin developing a draft of the mission statement.

The April all-OG meeting will be held on Sunday, April 2ⁿᵈ. Discussion of whether to have it in person or via Zoom, or some combination. The conclusion is to have it via Zoom, with an expert Zoom person in charge of the session.

The board meeting following the all-OG April meeting will be held on Friday, April 7ᵗʰ at 10:30 a.m. at Liz’ home.
Meeting was adjourned at 12:35 p.m.

Ocean Grove Board Meeting Minutes

November 4, 2022

  1. Called to order at 10:08 AM at the Manager’s home
  2. Agenda approved
  3. Minutes of the August 5th, 2022 meeting were approved
  4. Unanimous vote to approve Nancy Craig to the unexpired director’s term of John Considine
  5. Manager’s Report.  Dan Näsman relayed a request from Ed Kirkpatrick, Bay Cottages, to reconsider the board’s decision to discontinue discussions with Mr. Kirkpatrick regarding granting him a septic field easement at the Association’s Adelma Beach property.  His septic system is out of compliance with the Jefferson County Environmental Health requirements and that he may have to close that operation.  His entreaty was his concern that his many return visitors will not be able to continue their visits.  No board members indicated an interest in reopening discussions.  Näsman also reported on an unresolved matter with the PUD.  One of the water service connection authorizations owned by the Association has been connected to the Community Garden but the PUD has denied the Association access to information about that account.  There has been no response from the PUD to written and voice mail requests for an explanation and for a remedy.  Future efforts will be with the PUD manager.
  6. Financial Report. Manager commented on the Investment Summary Report that was sent to all Association members in late October.  The downturn in value of the two mutual fund accounts was noted as was the fact that the dividend payments have not decreased.  He also noted that for the past several years the Association CPAs have been able to submit our annual filing with no taxes owed.  He expressed his appreciation for the bookkeeping work of Chrissy Scannell in preparing our records for the CPA and noted that it is intended that she will take on some added financial tasks soon.  Chrissy is a resident owner in Ocean Grove and has a bookkeeping business.
  7. Budget Committee.  Laura Souza, Association Treasurer, will continue as chair of the committee, which is charged with preparing a budget for membership consideration at the annual meeting on April 2, 2022.  Liz Barnes, Eric Lucas, and Dan Näsman were approved as members of the committee.
  8. Personnel Session (manager excused)  Following a discussion among board members and Liz Barnes, the board, in public session, unanimously approved appointment of Liz Barnes, an Ocean Grove resident-owner, to the position of manager. She will assume the duties on January 1, 2023.  The manager’s resignation will be effective on December 31st.  Näsman returned to the meeting and concerns about management practices were expressed.  Barnes noted that the Covenants are not uniformly enforced.  Other board members, particularly Laura Souza, expressed that consistent enforcement is necessary and that the issue will be more fully discussed at the next meeting with action expected.
  9. Next Meeting:  January 13, 2023    Location to be determined.  The annual membership meeting will be April 2, 2023 Time and location to be determined.  The annual board reorganizational meeting will be April 7th at 10 AM with the location to be determined.

Adjournment at 11:30 AM

Eric Lucas, Acting secretary

Ocean Grove Board Meeting Minutes

August 5, 2022

Convened at the Manager’s home at 10 AM

Present: Eric Lucas, president; Shellie Mueller, vice president; Laura Souza, treasurer; Mary Eggert & Tom Lemmons, directors; Dan Näsman, manager; absent John Considine, director

  1. Manager’s job description:  Näsman distributed a proposed job description, which had been previously emailed to board members for review.  The description of duties, contract, and activities was accepted with minor language modifications.  Major emphasis was on the role of the board in establishing policy and directing the manager’s activities.  The bookkeeping firm that prepares collects and prepares the financial information for the CPA firm that prepares the corporate federal tax return will take on more fiscal duties including quarterly tax filings.  The manager will continue fiscal responsibilities in budget development and management, dues collection, and HOA insurance policies.
  2. Community Garden:  Approval to pay the second of three annual payments of $500 to Basha Berl and Doug Chichester.  Payment will be made upon authorization for the manager to have access to the PUD account information.

Adjourned 11 AM

Eric Lucas, Acting Secretary

Next Meeting:  October 7th, 10 AM at the manager’s home

Special Board Meeting Minutes 

June 7, 2022  1 PM

Board members in attendance: President Eric Lucas, Vice President Tom Lemmons, Treasurer Laura Sousa, Directors Shellie Mueller, Mary Eggert, and Don Kruger.  Board member excused: John Considine.  Also in attendance:  Manager Dan Näsman, Karl Jacobsen.

Meeting called to order by President Eric Lucas.  Mary Eggert moved that the board adjourn to a closed session to discuss communications with legal counsel.  Seconded by Tom Lemmons and unanimously approved.  (Note: No minutes are recorded for closed discussions.)

After discussion, board reconvened in open session.  Two motions were offered by Laura Souza, seconded by Shellie Mueller and approved unanimously.

  1. No easement or lease will be offered to Bay Cottages’ Ed Kirkpatrick and board attorney, Peter Crocker, shall so notify Kirkpatrick (through Kirkpatrick’s attorney).
  2. Karl and Sandy Jacobsen’s $35,000 offer to lease or procure an easement for the same portion of land sought by Kirkpatrick was rejected.

Following the board actions, Karl Jacobsen restated his reasons for indicating that he would file legal action against board members and the Association deny Ocean Grove members access to his adjacent tidelands. He contended that the portion in question will be needed for Ocean Grove members’ parking in the future and that any use should not be foreclosed by an easement in perpetuity.

Meeting adjourned 1:36 PM

Eric Lucas, Acting Secretary

  1. The annual salmon and bratwurst BBQ (Labor Day Sunday) will be scheduled if the Covid-19 situation makes it feasible.
  1. An increase in the manager’s salary of $1,000 was approved unanimously, retroactive to January 1, 2022.
  1. Shellie Mueller requested that requirements for Accessory Dwelling Units be published due to housing shortages in Jefferson County.

Next meeting set for August 5th at the manager’s home at 11 AM

Adjourned 11:30

Annual Board Reorganization Meeting

May 13, 2022

Board members in attendance:  Eric Lucas, Shellie Mueller, Laura Souza, Don Kruger, Mary Eggert, Tom Lemmons.   Excused: John Considine  Also in attendance:  Manager Dan Näsman

Accepted Minutes of February 11, 2022

  1. Accepted minutes of Annual Membership Meeting of April 3, 2022
  2. Election of Board Officers:  President, Eric Lucas; Vice President, Tom Lemmons; Treasurer, Laura Souza; Acting Secretary, Eric Lucas
  3. Committee assignments unchanged.
  4. Bay Cottage Request for Adelma Beach Easement Ocean Grove property that Kirkpatrick wants for drainfield is not eligible for a lot-line readjustment.  A long-term lease or easement could be granted but it could not be withdrawn once it is part of the system approved by the county.  Concerns regarding Kirkpatrick’s history of non-compliance with agreements led to a number of considerations that would have to be met before agreement could be reached. The manager is to inform members of the board’s response to Kirkpatrick.
  5. Community Garden: Discussion regarding reimbursement to Doug Chichester and Basha for their water service installation costs was discussed.  (The meter was from the Association inventory.) The $1,500 is to be paid over three years:  $500 was paid last fiscal year and another $500 will be paid this year after an end-of-season report is provided to the board.  The final $500 will be paid under the same terms in fiscal year 2023-24.
  6. The manager will provide the board with a job description that will be part of the effort to recruit a replacement.  Consideration for dividing duties into fiscal and management with different individuals for each task was discussed.

Annual Membership Meeting 

April 3, 2022

(no attendance, Covid-19 restraints)

All business was by proxy ballot:  Three board member incumbents, Shellie Mueller, Mary Eggert, and Eric Lucas were re-elected.  The proposed budget was approved.

Board members who were in attendance discussed a request from Ed Kirkpatrick, owner of the Bay Cottages, which are landlocked by our Adelma beach property.  He offered to pay Ocean Grove $33,750 for a septic easement for a 2100 square foot drainfield at the upper west end.  The manager was to gather information from the septic engineer and county health department and report back to the board.  Also discussed was Kirkpatrick’s frequent violations of the agreement terms between Ocean Grove and the Bay Cottages owner.  Most recently was Kirkpatrick’s installation of an unpermitted bulkhead on Ocean Grove tidelands below his home.  Removal was to be demanded.

Note: On April 22nd the annual board reorganizational meeting was scheduled but failed to have a quorum and was rescheduled for May 13.  (Minutes below) Because of the absence of a quorum no actions could be taken.  Discussion, however, focused on four topics—Kirkpatrick’s request (see above); Laura Souza’s report that there were six households stating an interest in community garden involvement; The manager indicating his intention to retire prior to his 90th birthday in August 2023 and the need to begin finding a replacement for him; and Adelma fence repairs necessitated by rotting posts.

Ocean Grove Board Minutes

October 15, 2021

Convened at 10:10 AM.  Present: Eric Lucas, president and secretary; Shellie Mueller, vice president; Laura Souza, treasurer; John Considine, Mary Eggert, Don Kruger and Tom Lemmons, directors; Dan Näsman, Manager

  1. Agenda Approved
  2. Board Minutes of June 12, 2021 accepted
  3. Financial Report by Manager:  The manager reported that on September 30th the Association had total assets of $426,506, including (1)$160,00 (call value) of bonds with a current market values o $164,297 and paying and average of 3.58% in interest; (2) $256,888 in mutual funds paying $800 in monthly dividends; and (3) $5,322 in cash accounts. Accounts receivable are approximately $3,000 in late dues payments.
  4. Adelma Beach improvements:  The manager reported that the driveway was redone (compacted and re-graveled) and landscaper removed considerable overgrown vegetation and trimmed low-hanging branches in preparation for an extensive refurbishment of the viewing park. He also note that the owner of the Bay Cottages has not developed a plan for bringing his septic system to code but may make a second request to the Association for a portion of the Ocean Grove property.
  5. Community Garden:  The manager was directed to send a check for $500 to the Garden Committee (Doug Chichester and Basha Berl) towards water acquisition expenses as provided in the annual budget. Concerns were discussed by members regarding a change in community participation in the garden. Clarification will be requested before the next budget is developed. Also, the manager was directed to follow-up on complaints regarding loud music in the area of the garden
  6. Scotch Broom Removal: Undeveloped lots in Ocean Grove have a lot of Scotch Broom, particularly along Combs Street. Consideration will be given to a Covenant change mandating such removal and, if necessary, contracting to have it removed and billing the owner. (Subsequent to this discussion, owners of two lots contracted to have their lots cleared of all brush and the two owners of the other four lots contracted to have all Scotch Broom removed)
  7. Property Sale Report: Attached
  8. Distribution of Assessor’s Role to Board members: The Assessors Office provided a print-out of all owners with parcel numbers, addresses, and assessed values for board members, with restrictions on how it can be used. The assessed values increased dramatically: Land values went from $10,466,605 to $12,830,290 and improvements (structures) went from $25,077,576 to $27,983,598 a total increase of $5,269,707 (15%)
  9. Budget Committee appointed for 2022/23 fiscal year: Lucas, Souza, Näsman
  10. Next Meeting:  January 7, 2022 at Manager’s home.
  11. Discussion:  President Lucas expressed thanks and appreciation to Director Shellie Mueller for her willingness to work toward the Association acquiring the two lots owned by her and Pat Nerison to continue their use as a Dog Park.  A decision was reached that it was not financially feasible for the Association. Community dog owners appreciate very much the access that Shellie continues to provide.
  12. Adjourned 11:25 AM

Eric Lucas, President and Secretary

Ocean Grove Association Board Minutes

January 31, 2020

(Rescheduled from January 10, 2020)

President Eric Lucas called the meeting to order at 10:00 AM at 5390 Cape George Road

Present:  Eric Lucas, president and secretary; Don Kruger vice president, Laura Souza, treasurer, Mary Eggert and Shellie Mueller, directors, and manager Dan Näsman.   Director Tom Lemmons was excused and one director’s position is vacant.

The proposed agenda was adopted

Minutes of the October 1, 2019 board meeting were adopted

John Considine, a long-time resident of Ocean Grove, was appointed to the vacant board position..

The manager reported on fiscal year income and investments through December, 2019.  The investment balance (bonds and mutual funds) was $364,719 and the cash balance was $56,976.

Expansion of the RV lot (moving the rear fence about 10 feet to the rear property line so that large RVs would have better maneuverability and small RVs could be along the front row) was discussed.  More discussion will be necessary before contracts for fence removal/relocation and land clearing and leveling will be awarded.

Investment of Association lot sales proceeds was discussed and the manager was authorized to invest $34,000 in the Vanguard Admiral fund.  The fund pays dividends and long-term equity growth and should be a significant benefit to the Association.  Approval was unanimous.

Resident owner Basha Birl requested funds for a water meter connection and for installation.  A connection that was in the Association inventory was provided at no cost. Installation costs were not approved at this time.

After a number of modest adjustments, a proposed Ocean Grove Association budget for the 2020-2021 fiscal year was unanimously approved for submission to the membership at the annual meeting.

The manager presented a summary of recent real estate transactions.  A full-year transaction report will be presented to the membership at the annual meeting.

The Emergency Planning chair, Shellie Mueller, proposed that the Manager’s Newsletter include information on committee activities and preparedness information.  Unanimously approved.

The Agenda for the Annual Membership meeting was unanimously approved.

Director terms are expiring for Tom Lemmons and Don Kruger.  Both will run for reelection.

Annual Meeting will be at the Northwest Maritime Center on April 5th.with a light lunch buffet at 12:30 and the business meeting at one.  NOTE THIS HAS BEEN CANCELLED

The board held a brief personnel session, then unanimously approved a $100/monrh increase in the manager’s salary effective February 1st, 2020.

Meeting adjourned at 11:50 AM

Eric Lucas, President and acting Secretary

The board will hold its annual reorganizational meeting on April 10th at the Manager’s home.at 10 AM.

Ocean Grove Board Meeting Minutes 

October 9, 2020

Meeting Convened at 9:58 AM at the Manager’s home.  Meeting was held outside with adherence to Covid-19 Phase 2 protocols—social distancing, face masks, and attendance limited to one household member (the manager) and five board members.

Present:  President Eric Lucas, Treasurer Laura Souza, Directors Tom Lemmons, Mary Eggert, and John Considine, and Manager Dan Näsman.

  1. The Agenda was approved without revision.
  2. Minutes of the Board Meeting of April 5, 2020 and the Annual Membership Meeting of April 5, 2020 were adopted without revision.
  3. Näsman reviewed the investments and cash holdings as of September 25, 2020.  He noted that bond values ($180,412) had increased slightly in the past three months and were above their call value.  Equity investments (mutual funds) ($168,948) also increased in value and dividend payments remained at, or were higher than, pre-pandemic levels. (Bond interest and mutual fund dividends have earned $10,177 in the first six months of the fiscal year.)  The Association has $67,102 in cash accounts: Edward Jones Money Market, First Federal Money Market, and First Federal Checking.  That number was increased by $6,000 when a bond of that value was called in June.  Board members agreed to continue the cash balance until the investment market stabilizes.  Näsman also noted that an Ocean Grove resident and long-time professional accountant, Chrissy Scannel, will do the Association ledger for the annual Corporate tax forms.  Danie Hulett, CPA, an Ocean Grove resident has retired from her practice.  She has been a real asset to the Association in that we have paid no corporate taxes during her years of service.  Our new tax preparer is Emily Froula, CPA.  She is with Jon K. Froula PLLC in Port Ludlow.
  4. Recent property transactions were reported by the manager.  They will be posted at the website.  There are no homes listed currently and only three undeveloped parcels.
  5. An up-dated Association membership list was distributed.  It is available to members upon request.  It is only owner names and addresses—no email or phone numbers in a respect for privacy.
  6. President Lucas explained that the expansion of the RV lot was on hold.  After the election the investment market should give an indication of the likelihood of investing the cash now held in abeyance.  If there are positive signs, investments will be made and the project will begin.  This should be evident by the first of the year.
  7. The Adelma Beach driveway needs a layer of gravel before the rainy season begins.  The manager was instructed to move forward with the project.
  8. A property owner adjacent to the Association beach has installed an unauthorized bulkhead and extended it 24 feet into our tidelands.  The manager will seek past due payment of $900 from the owner of the Beach Cottages for expenses incurred in a permitted repair that he was responsible for a few years ago. This payment will precede any action on the incursion.
  9. An Ocean Grove owner requested that the Board help financially to underwrite some of the costs that Bash Birl and Doug Chichester have incurred in installing water service to the Community Garden.  The manager reported that an Association water allocation was activated for the site and that Basha paid approximately $1,500 for installation.  Board member Lemmons, an original member of the Community Garden committee, described how the eight original committee members paid monthly fees to cover all of the installation and development costs of the site.  He recommended that Basha recruit members to join her in the gardening.  After they have established the committee the board would review financial aid for the endeavor based on costs and committee members’ financial support.  This proposal was unanimously approved.

The manager discussed the lengthy process that the county has required to approve the transfer of a bedroom connection to the lots recently sold by the Association.  The Department of Community Development was requiring a building permit before submitting to the Health Department for it’s approval.  A career employee in the Health Department, who has worked with the Association, recently stepped forward to expedite the process.

There was no open discussion on new topics.

Next meeting scheduled for Friday, January 8th, 2021 at the Manager’s home.

Adjourned 10:50 AM

Eric Lucas, Secretary

Agenda for Annual Ocean Grove Membership Meeting

April 5, 2020

Board members only in attendance at the manager’s home.

12:00 PM Call to Order (Eric Lucas, Presiden

Membership proxy votes on 2020-2021 Budget

The budget is included in this mailing

Membership proxy votes on two directors’ positions.  Tom Lemmons and Don Kruger, nominees

Adjourn

The Board will hold its annual reorganizational meeting on April 10th at 10:00 AM at the manager’s home.  Members are welcome to attend.

Members comments or questions that are sent to board members or the manager will be placed on that agenda

Eric Lucas, President & Secretary       theoldskip@gmail.com

Don Kruger, Vice President                 dfkruger@gmail.com

Laura Souza, Treasurer                       lauras51@hotmail.com

John Considine, Director                    jclivefree@cablespeed.com

Mary Eggert, Director                         mdeggert@gmail.com

Tom Lemmons, Director                     thomaslemmons@gmail.com

Shellie Mueller, Director                    shel48@broadstripe.net

Dan Nasman, Manager                       dnasman@outlook.com

OCEAN GROVE ASSOCIATION
BUDGET 4.1.2019 TO 3.31.2020 Adopted Actual Proposed
FY 20 FY 20 FY 21
(Projected)
Cash on hand $6,250 $58,000 $55,518
lot sale
Income included
Investment  Interest $13,400 $13,500 $15,000
Dues ($40/lot) $8,440 $8,440 $8,520
RV fees  ($150/space) $3,700 $3,680 $3,700
Other Fees/Refunds $0 $1,450 $1,700
Total $31,790 $85,070 $84,438
Expenses
Office $300 $150 $150
Insurance $6,300 $5,801 $6,000
Legal/Professional Fees $500 $1,500 $300
Accounting Fees $1,200 $2,500 $1,200
Salaries $14,400 $10,600 $10,800
Mileage/expense allowance $1,800 $1,800 $1,800
Membership meetings $600 $800 $900
Maintenance $1,500 $1,300 $1,500
Emergency Preparation $650 $250 $650
Total $27,250 $24,701 $23,300
Taxes
Employment Security $0 $0 $12
Labor and Industry $412 $390 $390
Social Security/Medicare $1,310 $734 $734
Federal Unemployment Tax $42 $42 $42
Property Tax $600 $497 $150
Federal Income Tax $0 $0 $0
Total $2,365 $1,663 $1,328
Capital Expenses
Lawnmower $300
Adelma Beach $0 $0 $0
RV Lot $500 $0 $10,000
Maintenance Equipment $100 $90 $100
Pet waste bags $98 $98 $98
Total $698 $188 $10,498
Grand Total Expenses $30,313 $26,552 $35,126
Income surplus $1,477 $58,518 $49,312
$40K to investment

Sent from Mail for Windows 10

Ocean Grove Association Meeting Minutes/Newsletter
3-15-2020

Printed below (and attached) is Board President Eric Lucas’ comments on the annual meeting.  It be a new experience for all of this as we try to accommodate social distancing and the orderly conduct of business for our Association.  You understanding and cooperation will be appreciated.

Before moving to the Agenda and Budget, I am relaying some information from Shellie Mueller, our Emergency Preparedness Chair.  She has received emails from members inquiring as to what provisions we have for residents who may have COVID-19.  Shellie notes that access to health care service is the appropriate referral.  She recommends that residents with symptoms or questions are encouraged to call the Jefferson Healthcare Hotline. Apparently the ONLY way to get an appointment at the COVID-19 Respiratory Evaluation Station is through this hotline:    COVID-19 Respiratory Illness Nurse Consult Hotline:  360-344-3094

https://jeffersonhealthcare.org/news/covid-19-respiratory-illness-nurse-consult-line/

To the business at hand: This mailing starts the process for our annual meeting.  No response is necessary at this time

Within the next three days you will receive:

  • A proxy ballot that should be returned by email by the end of the day on April 3rd.
  • An invoice showing your owner fees and, if applicable, your RV storage fees.  Checks can be sent to our Post office box.  (Details will be on the invoice)  Those using the facility will also receive a user agreement form.
  • A detailed summary of Association investments
  • A summary of property transactions during the proceeding 12 months.

Don’t hesitate to email me or any board member (addresses are on the agenda page) your questions, suggestions, or comments.

Dan Näsman, Manager

360.301.5406

Ocean Grove Homeowners Association

2020 Annual Membership Meeting

President’s Greeting

You have already been notified that the membership will not convene this year because of the world-wide effort to limit social contacts intended to stem the spread of COVID-19. Your cooperation in dealing with this change will be greatly appreciated by the board and by the membership.  I’m confident that you understand the reasons for this unique but necessary arrangement.

In order to adopt a budget and to elect board members in a timely fashion—and in accordance with our Bylaws—at noon on Sunday, April 5th, such board members as are able will convene at the manager’s home to formally tally the proxy ballots for the budget and directors and then adjourn.  The meeting is open but, under the circumstances, attendance is not encouraged.  Comments and questions that you wish the board to consider can be sent to any board member or to the manager and they will be on the board agenda for its annual reorganizational meeting on April 10th.  Board discussion and responses will be included in the agenda of that meeting which will be sent to you.

We will have to wait until the Salmon and Brat Feed on September 6th for a community social event that brings members together each year.

Probably the most significant event this year was the sale of the last two residential lots owned by the Association. A portion of the proceeds of the sale will be to increase the size of our RV storage lot.  Most will be invested in growth income funds that will provide additional income for Association expenses for many, many years to come.

Accordingly, the annual lot fees will remain at $40 per lot this year and RV storage fees will remain at $150.

There was much activity in the Association this past year.  The active participation of your board members in HOA decisions and in committee activity is very much appreciated.  Recognition and appreciation is given to current Board Members:  Don Kruger, vice president; Laura Souza, treasurer; and directors Tom Lemmons and Mary Eggert. John Considine, a long-time resident of Ocean Grove, is our new board member.  He was appointed to replace Sean Stehura whose long-time service to the community is much appreciated

Special thanks go again to Shellie Mueller for her continuing efforts leading the Emergency Preparedness Committee.  Continuing operation for the Association has been ably conducted by manager Dan Näsman.  You will receive updates of Association activities from him

Thank you for your support of this change in our meeting format.

Eric Lucas, President and Secretary

Ocean Grove Association Board Minutes

January 31, 2020

(Rescheduled from January 10, 2020)

 

President Eric Lucas called the meeting to order at 10:00 AM at 5390 Cape George Road

Present:  Eric Lucas, president and secretary; Don Kruger vice president, Laura Souza, treasurer, Mary Eggert and Shellie Mueller, directors, and manager Dan Näsman.   Director Tom Lemmons was excused and one director’s position is vacant.

  1. The proposed agenda was adopted
  2. Minutes of the October 1, 2019 board meeting were adopted
  3. John Considine, a long-time resident of Ocean Grove, was appointed to the vacant board position..
  4.  The manager reported on fiscal year income and investments through December, 2019.  The investment balance (bonds and mutual funds) was $364,719 and the cash balance was $56,976.
  5. Expansion of the RV lot (moving the rear fence about 10 feet to the rear property line so that large RVs would have better maneuverability and small RVs could be along the front row) was discussed.  More discussion will be necessary before contracts for fence removal/relocation and land clearing and leveling will be awarded.
  6. Investment of Association lot sales proceeds was discussed and the manager was authorized to invest $34,000 in the Vanguard Admiral fund.  The fund pays dividends and long-term equity growth and should be a significant benefit to the Association.  Approval was unanimous.
  7. Resident owner Basha Birl requested funds for a water meter connection and for installation.  A connection that was in the Association inventory was provided at no cost. Installation costs were not approved at this time.
  8. After a number of modest adjustments, a proposed Ocean Grove Association budget for the 2020-2021 fiscal year was unanimously approved for submission to the membership at the annual meeting.
  9. The manager presented a summary of recent real estate transactions.  A full-year transaction report will be presented to the membership at the annual meeting.
  10. The Emergency Planning chair, Shellie Mueller, proposed that the Manager’s Newsletter include information on committee activities and preparedness information.  Unanimously approved.
  11. The Agenda for the Annual Membership meeting was unanimously approved.
  12. Director terms are expiring for Tom Lemmons and Don Kruger.  Both will run for reelection.
  13. Annual Meeting will be at the Northwest Maritime Center on April 5th.with a light lunch buffet at 12:30 and the business meeting at one.  NOTE THIS HAS BEEN CANCELLED
  14. The board held a brief personnel session, then unanimously approved a $100/monrh increase in the manager’s salary effective February 1st, 2020.

Meeting adjourned at 11:50 AM

Eric Lucas, President and acting Secretary

The board will hold its annual reorganizational meeting on April 10th at the Manager’s home.at 10 AM.