Author: HOA board members

Meeting held at the Mukilteo City Hall on May 20, 2015.  Meeting called to order at 7:10 p.m.

 

Minutes from the April 29^th board meeting were reviewed.  Corrections were suggested and approved at 7:11 p.m.

 

Reports:

 

President reported that he had not heard back from the county on the sidewalk issue.  However, the treasurer reported that he had found county workers inspecting the area outside Division 4 earlier that day (May 20^th).  The workers reported that repairs were something that would probably happen in the winter due to the current ADA obligations by Snohomish County.   However, the worker added that the sidewalk issue outside Division 4 may also be an ADA concern and commented that he would attempt to fast-track the request.

 

Treasurer distributed copies of the monthly treasurer’s report and the budget analysis report.  Due to the change of agents (from the management company back to the HOA), we did not receive an April 30 bank statement.  However, the treasurer had stopped into the bank and obtained the exact balances as of May 20^th.  The checking and savings account balances were compared to the passbook figures and to the treasurer report.  The president viewd and confirmed that the balances were correct.

 

Treasurer reported that several annual dues checks were forwarded by last year’s management company.

 

Old Business:

 

Tree issues:  Treasurer reached out to six surrounding HOAs regarding tree issues, and we received response from four.  All confirmed that an arborist report was required to show that a tree was dead, diseased, or dangerous.  In addition, permission from the controlling government body was necessary in the case of Native Growth/Wildlife Protection Areas.  Some of the HOAs (such as Possession Bay) are part of Mukilteo.  As a result, permission from the city of Mukilteo was require.  Others, including Regatta Estates, are in unincorporated Snohomish County, and require permission from Snohomish County.  Snohomish county has the authority to issue a citation for illegal cutting of a “significant tree.  The fine is $5000 per tree per occurrence.  (A significant tree means a tree with a caliper of at least 10 inches.)

 

Most of the HOAs also pointed to the need to determine owner of the tree before any action is taken.  State law stipulates a fine of up to $5000.00 for removing a tree that does not belong to you.

 

 

The treasurer also contacted our insurance agent regarding our tree policy.  They admitted that they can only lend insight from an insurance perspective.  We forwarded current bylaw amendments and our questionnaire to them for review.  The most current REHOA policy on trees was approved on 11/07/07.  The question of which trees are on the homeowner’s property vs on common area is raised.

 

Delinquent accounts:  It was decided to create ledger accounts for all homeowners who are delinquent so that these can be supplied to any inquiries.  Later this year, ledger accounts for all homeowners will be created.

 

Cottonwood tree on Tract 987  – Treasurer met with homeowner to confirm the tree in question.  Next, he will contact three tree services to obtain bids for removal.

 

One homeowner had a request to build a deck (in Division 1).  This is classified as an ACC request.  It was agreed that, in absence of a Architectural Control Committee, the board will handle these requests.

 

Past Due Report – The questions was raised as to which home we place liens on?  It was agreed that, if they are making payments, the HOA will work with them.  If they are in bankruptcy, we will let that process carry out.

 

Secretary action item:  The Intent-to-Lien letter was orated and reviewed.  Follow-up with vice-president was mentioned as she was absent the last meeting and in charge of the landscaping.  She was also absent at this meeting.  Secretary will follow up again.  Option of purchasing a lawnmower was mentioned again.  If the vice president continues to be unavailable, we will put the subject of lawnmower purchase up to an e-mail vote.

 

New Business:

 

Board composed an item-by-item response to a rambling email sent by homeowner.  Board approved response at 8:13 p.m.

 

Meeting adjourned at 8:26 p.m.

 

 

 

Held at Mukilteo City Hall on April 29, 2015,  Meeting was called to order at 7:06 p.m.   Minutes from the March 25, 2015 meeting were approved at 7:08 p.m.

 

The board president reported that he had spoken with a representative of the Snohomish County Maintenance Division regarding the concerns about the side walk at the entrance to Division 2, and at the school bus stop outside Division 4.  She said she has requested someone from the division to inspect the sidewalks but that it would be about a month before someone could take a look.  The question of how many trees need to be cut down is raised.  However, it is agreed that a decision would be hasty until the county responds.

 

The treasurer distributed copies of the monthly treasurer reports, the 1^st quarter bank statements, and the budget comparison report.  The secretary verified that the checking and savings passbooks balance correspond to the amounts given in the reports and to the listed in the monthly bank statement.  A check was signed to cover the domain name fee and website fee for the next two years.  The annual dues were discussed briefly.  A lower-than-normal percentage of home owners have sent in their payment.

 

The treasurer and the secretary visited the offices of the management company (from 2014) to collect all the documents and files in their possession.  Despite claims that the management company had not received our records from the 2014 board, scans of these records were included in the documents that were picked up.  However, the total records were far from complete.  While the 2014 budget listed the yearly the management company fee at $12,900, an audit of the financial records show that the management company actually made automatic withdrawals from our accounts in the amount $19,432.78.  Examination of the records from the management company do not break down the exact reason for these additional charges.  When the board asked about the charges, we were told that they were authorized by the contract signed by the 2014 REHOA president. The management company paid out an additional 19 checks in the amount of $15,185.38.  Of this, $12,234.00 was to the landscaping company.  Of the 2014 dues, all but $600 were spent.  This was less than one-third the amount that was budgeted for reserve funding.

 

The treasurer requested approval of the expense to send a reminder notice to the homes that have yet to pay their annual dues.  Motion was approved at 7:36.

 

Detention pond:  The annual maintenance on the detention pond was not performed in 2014.  The treasurer contact Terrestrial Landscaping and they indicated that they would be interested in resuming the work.  Terrestrial Landscaping bills on an hourly rate.  Thus, it is cost effective to do this work every year.

 

Landscaping Service:  At last month’s meeting, the vice-president indicated that she had contacts for a new landscaping company to mow the common areas.  The vice-president was unable to attend this meeting.  The secretary agreed to contact the vice-president and to follow up on the prospects for a new landscaping company.

 

A homeowner inquired about the procedure for re-painting a home.  She was directed to the Architectural Control Committee documents (available on the website).  It was suggested that she will want to discuss the color with her neighbors.  There is a place for the neighbors to sign their approval on the ACC request form.

 

Old Business

 

Fences:  At this time there are no inquiries regarding fences.  However, it was reitereated that the HOA is responsible for reimbursing half the cost of fences along Picnic Point Rd that separate the homeowners property from the common areas.

 

New Business

 

Trees:  The board members compited a list of questions to present to our attorney.  The main concern is finding the right policy that will keep Regatta Estates from getting sued in the case of a disaster.  A homeowner present asked if we had consulted other HOA on this topic.  The board agreed to reach out to the surrounding communities to see how they address the tree subject.  In addition, the treasurer will contact the insurance company to see if they have any suggestions to limit the HOA’s exposure.  Both of these will be done before members meet with our attorney.

 

A homeowner from Division 4 pointed out a Cottonwood tree on Tract 987 that needs to be addressed before it becomes too large.  The treasurer volunteered to solicit bids from tree services.

 

Liens:  The question was raised:  Is it was worth the $436 fee to pursue back-dues from home owners who are in arrears for over 1 year?  It is agreed that a letter needs to be composed that explains exactly why the dues really do matter.  The treasurer and the secretary agree to assume this matter.

 

Action Items:

 

President will follow up on sidewalk

Secretary will contact vice-president on landscaping

Treasurer will contact surrounding HOAs on tree policy

Treasurer will contact the insurance company regarding our current tree policy

Secretary and Treasurer will draft a reminder letter to delinquent homeowners.

 

Meeting adjourned:  8:37 p.m.

Held at Mukilteo City Hall (Community Room) on March 25, 2015

Meeting called to order at 7:05 pm.  Minutes from February 11 meeting were review, updated, and approved.

Treasurer distributed copies of March treasurer report showing all accounts, all checking and savings activity, as well as any outstanding checks.  Check book and savings book balances were reviewed and confirmed.  Treasurer also distributed budget analysis form, showing all line item activity for 2015: invoiced amounts, budget amounts, amount remaining for that line item,  as well as all revenue, and the number of homes involved.

Landscape Committee:  Board has approved the payments for March, April and May, but has also voted to terminate of the current landscaping contract.  Members will research replacement companies and board will decide on vendor for remainder of 2015.

Association taxes for 2014 have been filed.  Treasurer passed around copies of the 2013 and 2014 1120-H forms and noted that this form must be filed before March 15 each year.  While rather straight forward, it was pointed out that accurate and verifiable records of revenue and spending are required.

Fence Replacement:  Secretary reported that two homeowners are currently obtaining bids to have their fences replaced. Board discussed how to handle and approved these requests, as well as how to make payments to these homeowners once the job is completed.

Tree issues:  Board reviewed the current policy for cutting trees on REHOA property.  In addition to the need for contacting an arborist, it was pointed out that these tracts may be Native Growth Protection Areas.  As such, approval for cutting is required from the county.  Several questions were brought up as to determining ownership of trees, health of trees, as well as how to handle requests to trim trees that are not dead or dangerous.  It was suggested that we need to get these questions answered by the county, our insurance company, and our lawyer.  Members will forward a list of questions to the board president before the next meeting.  Questions about how to handle non-REHOA trees will also be included.

Board member volunteered to research who to contact with Snohomish County regarding damage to sidewalks.

Board reviewed upcoming calendar and elected meeting dates for next meeting.  Treasurer will check with Mukilteo City Hall to confirm availability of meeting room and email all board members.

Meeting adjourned at 8:30 pm.

Held at Mukilteo City Hall (Council Chambers) on February 11, 2015

Meeting called to order at 7:03 pm

Member of board and homeowners were introduced.

Homeowner forum:  Concerns of falling trees were voiced, asking what actions can be taken.  The board noted that the trees that have recently fallen did not come from REHOA property.  Homeowners were encouraged to contact the neighboring developer, via an attorney, to remind said owner that they can be held liable if they are notified of dead or dangerous trees and fail to take action.  It was also suggested that an arborist be consulted, prior to contacting the attorney.

Minutes from the REHOA meeting held on 12/29/14 were approved at 7:14 pm.

Treasurer reported that new checking and savings accounts had been established and that the list of authorized signers had been updated.  Treasurer distributed copy of February treasurers report, showing current balances.  Treasurer also noted that, while the involvement of the management company would end on February 28th, there would be additional fees through the end of March.

Fence topic:  It was pointed out that most (but not all) of the fences along Picnic Point Rd. separate homeowner property from REHOA common areas.  In these cases, the cost of replacing the fence is a shared expense.  It was agreed that submitted costs need to be approved as soon as possible, and the homeowner needs to receive written or email approval.  In terms of treatment of fence finish, a debate ensued on whether or not to instigate a uniform finish for the sake of consistency.  It was noted that, even though the finish would be uniform, the wear would not, due to application at different times.  It was suggested that the contractors break out the cost for the UV protection.

The 2015 budget was reviewed line by line.  No objections were voiced from either the homeowners nor from board members.  One homeowner suggested the option for paying dues online, but board noted that our current system does not allow for this.  Additionally, the idea for two installments was reviewed but voted down.  Since the dues notices would be going out in February, a motion was made to push the due date back to May 15, 2015.  (Traditionally, the due date has been April 30th.)  Motion was approved.

Landscaping:  One homeowner raised concerns of visibility being partially blocked by vegetation.  It was noted that this is a safety issue for all five divisions.

Sidewalk issues:  Homeowner present states that the sidewalk is lifting in two divisions.  Board member volunteers to contact county to request repair.

Motion to adjourn from the public portion of the meeting is proposed and passed at 8:09 p.m.

 

Held at Mukilteo City Hall on December 29, 2014

Meeting called to order at 7:08 pm

Minutes from December 10, 2014 meetings approved.

Introductory topic:  Discussed correct amount of time for notice of new proposed budget.  Board agreed that 20 days was correct, and in compliance with the REHOA Bylaws.  Board agreed that mailing a notice was needed to inform homeowners of the meeting.   The notice would state that attendees would be invited to voice their opinions at the meeting.   A date of February 11 was agreed upon, and a post card mailer would be sent.  Cost for printing and mailing notices was approved at 7:27 pm.

The 2015 proposed budget was assembled, with the board reviewing each line item in the budget.  Board approved proposed budget.

Discussion of annual dues amount.  Some members expressed interest for including a buffer in the annual amount.  However, it was pointed out that most homeowners were upset with the 2014 dues, and that every attempt should be made to minimize the 2015 amount.

Members discussed the benefits of joining CAI, and one member offered to research the cost of joining.  Members were also asked to take note of any activity in their divisions, especially regarding home sales.  Board also discussed delinquent members and late fees.

Meeting adjourned at 8:44 pm

Delinquent

 

Regatta Estates Home Owners Association

Board of Directors Meeting

December 10, 2014

Mukilteo City Hall

 

Meeting called to order at 7:05 PM

 

Mintues from REHOA board meeting on 11_24_14 approved

 

Introduction of members and homeowner forum.  Previous board president lobbied to maintain relationship with current management company, then exited the meeting.

 

Representative from management company stated that rules were currently in the process of being drafted.

 

Bid for tree removal recently attained was reviewed.  Discussion ensued on whether it is the HOA’s responsibility to cover such expenses, with detail on what are limiting factors (property lines, whether the tree is dead, etc.).  It was agreed that an additional bid would be worth acquiring.

 

Mailbox repair issue discussed.  The question as to whether it was USPS responsibility or that of the HOA.

 

Question on records from previous board addressed.  Before leaving this meeting, the previous president stated that he had given everything to the management company.  However, the management company representative disputed this, saying she does not know where the old account information is, and that her company does not have need for such documentation.

 

Board Presidend confirms that the board will be terminating the contract with the current management company.  March 1, 2015 listed as the last day of working relationship.  Management company representative recommends to the board to become member of CAI (Community Associations Incorporated). She also informs board that the reserve study is required because of the contract that was signed on April 30, 2014 by the previous board president.  She advises to move forward with the study, as the cost is already partially paid.  To break the contract would mean the board lose the other half of the cost.

 

Board President proposes a motion to cancel the contract with the management company.  A roll-call vote followed and all present vote in favor.  Motion passed.

 

Website and lasndscaping contracts are reviewed.  Discussion of notice needed for termination of landscaping contract (30 days).  Board also agreed that it will terminate the website contract introduced by the management company, with the note that homeowners must be notified that it will be terminated.  Motion to cancel website contract as of 1-1-15 is approved.

Board opts to not have management company perform any additional manager inspections.

 

On the topic of updating the signers list, the management company representative stated that the list was up to date.  However, the current Board treasurer stated that he has met with a representative of BECU and she confirmed that the account signers had not been updated since 2013. 

 

Motion was proposed to change address of association mailbox.  Motion was approved.  Management company  was notified.  Board requested that the management company process check to the new mail service.

 

Management company representative confirmed that the Annual Report filing had been completed with the Secretary of State.  She also stated that she will reach out to the previous board to obtain documents and records.

 

Non-board members were dismissed from meeting.  Board continued with an executive session. 

 

Delinquencies are discussed, with the largest for $1488.00.  Question over whether the home this is linked to was sold in a person-to-person sale, or through a bank sale.

 

Board agreed that a late fee going back sixteen months would not be waived.  Further interest will not be applied.  Motion was approved.

 

Board discussed need to cancel mailer for the $483.50 dues for 2015.  Board agrees that, if the mailer cannot be cancelled, that a notice of void must be mailed out, followed by a notice for the 2015 budget6 meeting.

 

Meeting adjourned at 9:13 PM

 

 

 

 

 

Regatta Estates Board of Directors Meeting

November 24, 2014

Mukilteo City Hall

 

Meeting Called to order at 7:00 PM

Introduction of new board members

Minutes from October 2014 General Meeting approved

 

Introductory topic addressed concerns of yearly dues escalating significantly with little to-no noticeable in=mprovement of management.  Each member shared their individual opinions regarding what they’ve seen and what he/she would like to propose as the next course of action.

 

Board members agreed to solicit the opinions of the Regatta Estates community by submitting a notice, door-to-door, asking for feedback on how best to proceed.  Three options will be listed out to simplify the organization of opinions:  A)  Maintain the current management company, B)  Hire a new management company, C)  Return management to in-house style as in years prior.  The board secretary agreed to type up draft for Board to peruse by end of Wednesday, November 26.  Notice will request homeowners to e-mail responses by December 5^th, with the preferred option listed in the subject line of e-mail.  Board members agreed to distribute notices in their respective divisions.

 

Board Vice-president agrees to approach former Board secretary for association records.

 

Board President agrees to e-mail management company representative to request:

1.  A check written for Postnet to cover the expense for the association mailbox.  Motion approved by board for the $144.00 expense .
2. Inform the management company representative that the Board has elected to abstain from reserve study for now.

 

Board agrees to remove former board members from list of authorized signers on association accounts.  A motion was proposed to add three members from current board as new signers.

 

President volunteers to act as the new agent on corporate papers.  Form to be completed and mailed to management company for payment.

 

Meeting adjourned at 8:25 p.m.

Regatta Estates Home Owners Association

General (Annual) Membership Meeting

October 29, 2014

Mukilteo City Hall

 

Meeting called to order at 7:21 pm

Quorum Established

 Proof of Notification established by management company representative.

 

Approval of Minutes from September 29, 2014

 

Attendees were provided copies of the 2015 proposed budget.  Representative of management company explained the budget line by line.  Detailed explanations were given regarding insurance, Management, office expenses, required annual reserve study, state incorporation fee and filing requirements, website fees and use.  Proposed budget ratified.

 

Nominations from the floor for new board positions.  Attendee votes and proxy votes were tabulated.  New board members were introduced to the association.

 

IRS Resolution was presented by management company representative.  Motion from the floor was made to approve.  Motion passed.

 

Meeting adjourned at 8:30 pm

 

Executive meeting of new board followed.  Tentative date for next board meeting set for November 24th, at Mukilteo City Hall at 7:00 p.m

REHOA Board Meeting Minutes

 

Date:  July 28, 2014

Location:  Mukilteo Presbyterian Church

 

Meeting called to order at 7:00 PM

 

Current board members in attendance:  president, treasurer, and member at large.

 

Invited guests:  three representatives of the insurance company and the association attorney.

 

Motion to approve the June 30, 2914 board meeting minutes.  Approved.

 

Explanation of the REHOA insurance,  Agents explained that the HOA has been with them since 1998.  We currently have coverage for errors and omissions.  Liabilities for home owners and the HOA in event of falling trees and damage was address by both the attorney and the insurance agents.  Defining what property is the REHOA and what is homeowner’s is in question.

 

On homeowner requested the removal of a fir tree threatening his home. Is this the REHOA responsibility the board asked.  Our attorney recommended an inspection by an arboris to assess growth on common ground of Regatta Estates to document potential problems.  If trees are identified as potential “falls” and are on common ground,

 

Action Item:  The Management company and John Hatch to determine the definition of Lot 1 and all common areas relating to REHOA responsibility for tree removal.

 

Motion to get a bid from an arborist to do common ground trees.  Approved.

 

Motion to pay homeowner for REHOA property tree damage to fence.  Approved.

 

Discussion regarding process going forward should homeowners have tree concerns:

1.  Determine that said tree is in fact on REHOA property.
2. At homeowner’s expense, identified tree must be analyzed by an independent arborist.
3. If the arborist’s report show the tree to be a liability to homeowners property, REHOA will reimburse the homeowner for cost of report and have the tree removed.

 

Horseman’s Trail development was discussed.

 

Treasure reported on the operating budget, reserves, CDs, delinquencies.  2^nd notice to delinquent homeowners about dues mailed end of July, 2014 by the management company.

 

No changes to insurance before 2014 renewal of policy.

 

REHOA board is the comitte to formulate budget for submission to general membership meeting which whill be held at Mukilteo City Hall on October 27, 2014.

 

RegattaEstates.ord is the official website in operation.  August 1, 2014 contract to CDC says no charge for 1^st year of website, and set up fees waived.

 

Letter sent to 2 homeowner in Section 1 regarding fence repair between their homes on Picnic Point Rd.  No response received.  However, one of the homeowners did repair fence.

 

No amendments to the ACCs at this time. 

 

Board to add tree removal to bid from Premier.