Author: HOA board members

Date:  October 17, 2018

Location:  Spiro’s Pizza and Pasta, 11815  Mukilteo Speedway, Mukilteo, WA

 

Introductions

The informal portion of the meeting began at 6:30 p.m. with some community time and a light snack of pizza, salad, and sodas.  The board president called the meeting to order at 7:00 p.m..  After introductions were made, the Agenda for the meeting was reviewed and approved.  Following this, the minutes from the August board meeting were reviewed and approved.

 

Member Forum

• Two new homeowners from Division 1 asked for guidance on finding property lines.  It was suggested that they reach out to the county for up-to-date plat maps.  If the homeowners are still unable to establish the position of the property lines, they may need to hire a surveyor.
• A homeowner had questions for the ACC on height of fences.  The ACC pointed out the section of the ACC documents in which the homeowner could find all the information on fences.
• A homeowner expressed a complaint about the condition of the paint on their neighbors house, while another homeowner was upset that a homeowner failed to remove dead bushes from his front yard.  Both homeowners with the problems will be sent a letter from the ACC reminding them of their obligation to maintain their properties.
• Members asked about news on the Frognal Estates development.  Board members related that the Sno-King Watershed Council (SKWC) was pursuing some court action trying to overturn some decisions by the county.  Board members also reminded homeowners that, in order to prove that the SKWC truly represents us, homeowners must complete and submit the online form.  It is found in the Documents section of the REHOA website.  Members were also encouraged to make a donation to support the efforts of the SKWC.

Reports

• President – The HOA president gave a recap of the accomplishments for 2018, and gave a brief view of the challenges ahead.
• Treasurer – The vice president checked and verified the register balances matched the bank statement and the treasurer’s report.  The treasurer explained to new members the rational for this procedure.  The treasurer reported that the board is looking for an accountant or bookkeeper to perform an audit on the HOA financials for 2018.  The co-treasurers also pointed out the importance of having a member step up and learn the tasks performed by the treasurer.
• Landscaping Committee – Our landscaper continued to clean common areas and cut back blackberry bushes.  The committee chairperson also reported on her attempts to have the county repair the sidewalk.  The county currently is responding that it may be 2 more years before they can get to this project.   The landscaping committee re-stated their concerns since this is the main path used by children going to the bus stop.  In addition, there is a handicapped resident who uses a powered wheelchair.  With this sidewalk in disrepair, he rides in the street.  This poses a significant safety hazard.
• Architectural Control Committee – The ACC reported that they had received one fence request in the past month.  The ACC outlined the process for approving fence requests and paint request, as well as the shared expense for the fence along Picnic Point Rd.
• Arborist Committee – The arborist committee has been working to obtain approval for the dropping trees on the Wildlife Habitat/Native Growth Protection Areas (WH/NGPA).  In addition, the committee is monitoring the trees that were marked by the PUD for removal.  It is hoped that these will be removed before the next storm.
• Secretary – Nothing new from the vice-president who has assumed the temporary role of secretary.  The previous HOA secretary has moved and the board is seeking a permanent replacement.

 

Old Business

•  Changes to the ACC documents – The Architectural Control Committee is continuing with the project of reviewing and updating the ACC documents.  The committee is attempting to remove vague or ambiguous language from the controls.

New Business

•  The ACC will write and mail two letters to homeowners in Division 1.  The first is regarding dead plants that need to be removed.  The second is in regard to the poor condition of the exterior paint.
• Next meeting is set for December 12th.

 

Review of Action Items

• Continue to work on updating the ACC Document
• Locate an accountant/bookkeeper for the audit
• Recruit new members
• Compose and mail two complaint letters
• Reserve the meeting room for December 12, 2018

Next Meeting

• The next meeting is scheduled for 7:00 p.m. on December 12, 2018.  It will be held at the community meeting room at Mukilteo City Hall.

Adjourn

• The meeting was adjourned at 8:06 p.m.

Date:  August 15, 2018

Location:  Mukilteo City Hall

The board president called the meeting to order at 7:02 pm and distributed copies of the meeting agenda.  The agenda was reviewed by the board.  The president had no included any new business, but board members reserved the right to add new business that might be brought up during the meeting.  The minutes from the June meeting were distributed in the week after the June 20th meeting.  These were also approved as written.  The board president opened the member forum.  One homeowner from division one was asked if the parking situation was still an issue of contention.  She responded that it has been quiet for the past few months and may have been resolved.  Another member submitted a request that he be added to the list of homeowners who are informed about the meetings.

Reports:

Tresurer’s Report:  The treasurer distributed copies of the August treasurer’s report, the July bank statement, and the 2018 budget comparison.   Treasurer discussed the 2018 dues and the Past Due Report.  The president asked how the numbers for this year compared to that for previous years.  Since this is a recurring question, the treasurer produced a spreadsheet showing the number of dues paid each month over the past 10 years, and the cumulative number paid through each month of those years.

Per the board vote at the June meeting, homeowners who are delinquent in paying the 2018 HOA dues have been assessed a late fee and interest.  A letter was sent to each of these members informing them of this assessment, and including an update-to-date account ledger showing all payments for that property and the amount currently owed.

The treasurer also reported on a Demand Statement that had been sent by a local title company to the association.  While the statement had been completed and returned, the title company complained that they had not received it.   After the document was resent three times, it was determined that there was any problem at the title company’s end.  To complete the transmission, the documents had to be sent to a separate email.  In the end, the title company did get the requested documents.

The treasurer also contacted the HOA lawyer regarding the placing of a lien on a property in the association.  Our lawyer gave a list of the information that he would need when filing the lien as well as the total cost to place and release a lien.  Our lawyer also confirmed that all expenses associated with the lien were fully chargeable to the homeowner.

Landscaping Committee Report:

Committee reported that tract 994 had been trimmed by our landscaper.  The committee reported on the difficulties experienced with one of the services.  Before signing a new contract, the committee is looking into the availability of the previous company for 2019.

 

Architectural Control Committee Report:

Committee reported that they had not received any new requests since the last meeting.

Arborist Committee Report:

The committee has received a inquiry concerning some dead trees on HOA property.  Board members visited the site but were unable to locate the trees.  The Arborist Committee attempted to contact the homeowner, but there was no one home.  The committee members contacted neighbors of this homeowner, but they were not able to identify the trees in question.  The Arborist committee then had the arborist for our tree service visit the site.  He located two deciduous trees that drop their leaves during the winter and spring months.  If viewed during these months, some may think that they have dies.  The arborist committee has sent the homeowner a letter asking for the location of the trees.  The committee also pointed out that the area in question is listed as a protected area and we would need to obtain approval from Snohomish County.

At the June meeting, a member of the PUD had contacted the association requesting permission to trim or remove of trees on HOA property that may cause issues for the PUD transmission lines along Picnic Point Road.  The board president had signed off on their request.  To date, the work has not been started.

Secretary’s Report:

Date:  June 20, 2018

Location:  Mukilteo City Hall

 

The board president called the meeting to order at 7:09 p.m. and distributed copies of the meeting Agenda.  The agenda was reviewed and approved.  The minutes from the April meeting had been sent out by the secretary for review.  One board member pointed out an error on the date.  The minutes from the April meeting were approved subject to this correction.

Member Forum:  A representative from the PUD asked to speak, and requested permission to trim some trees in our common areas that were beginning to encroach on the power lines along Picnic Point Rd.  The board president signed the forms and the board was told that the work would likely be performed in August.  No other members chose to speak.

 

Reports:

Treasurer:

• The treasurer distributed copies of the June treasurer’s report, the May bank statement, and the comparative budget report.
• The treasurer noted that we have yet to receive bills from the either landscape company for work done in April and May.
• Reminder letters were sent to homeowners that are delinquent on their 2018 HOA dues.
• Board members reviewed the bylaws regarding late fees and proposed that delinquent homeowners be informed that they have been assessed the late fee and interest going back to the April 30th deadline.
• Board members also approved a request to contact our lawyer regarding a potential lien against a property that is in arrears for more than one year.

Landscaping Committee: 

• Cleanup of all five entryways has been completed.  This included the removal of a dead tree and the cutting up and removal of a large limb that was lying on common area.
• Work was also completed on the stairs.
• The committee is working with the new company that was hired to cut the grass on the common areas.  The committee has sent another set of maps that pinpoint these areas.  Unfortunately, a different crew comes out each month and the job has not been fully completed.

Architectural Committee:

• The ACC had been contacted regarding the replacement of the fence behind one home.   The ACC had explained the procedure and gave options for completing the job.
• A paint request was also received and approved.

 Arborist Committee:

• The committee met with a tree service and obtained estimates on three separate tracts.
• All three tracts are WH/NGPA and will require approval from the county PDS.
• Tree service recommended against the blanket trimming of common area trees.  In many cases, these trees provide  privacy and act as a sound barrier to the homes.   The tree service has received numerous complaints in the past when doing such work.
• The committee explained that they will need additional volunteers before attempting to contact the 37 homes who are affected my such trees.

Secretary Report:

• Our current secretary is moving from the area.
• The vice-president offered to record the minutes for this meeting but reminded the board members that a permanent replacement is needed.

Old Business:

• Board members discussed updates and corrections to the ACCs.
• The ACC committee will begin recreating the ACC document.  Once the document is completed, changes and updates can be made.
• Board members are asked to review the existing document and submit recommendations. 

Review of Action Items: 

• All board members will review the ACC documents for any changes or omissions.
• The Arborist Committee will continue to contact homeowner regarding a report of a dead tree.
• The treasurer will be sending out letters to the homeowners who have been assessed late fees and interest.
• The treasurer will also contact the HOA lawyer.
• The Landscape Committee will contact the landscapers regarding the invoices for April and May.
• The ACC will begin recreating the ACC document.  The fence policy will be included in the new ACC documents.
• Board members will decide on location for October General Meeting at the next meeting.

 

Next Meeting: 

• The next meeting is scheduled for August 15, 2018 at the Mukilteo City Hall.

Adjourn:

• The meeting was adjourned at 8:13.

 

 

 

 

 

 

 

 

Date:  April 18, 2018

Location:  Mukilteo City Hall

 

The meeting was called to order at 7:02 p.m. by the board president.  The agenda for the meeting was distributed, reviewed, and approved by the board.   The minutes from the February 7th meeting were sent to all members shortly after that meeting.  Some minor additions had been recommended.  The secretary had updated the minutes.  The updated minutes were approved by the board.

Member Forum:  No homeowners elected to speak.

Reports:

Treasurer’s Report

• The treasurer distributed copies of the March bank statement, the April treasurer’s report, and the 2018 budget comparison.
• A member-at-large verified that the balances in the report matched the register balances for the checking and savings account.
• The treasurer mentioned that the balances did not include payments that would need to be made for the purchase of the recorder by the secretary, a landscaping invoice for mowing done in March and April, and for the cost of the 2018 arborist review.
• The treasurer reviewed the dues payments received in 2018.  Dues notices were sent out in January, with an April 30th payment date.  The treasurer asked for permission to send out “reminder” notices to homeowners who have yet to pay their 2018 dues.  The expense was reviewed by the board and approved.
• The treasurer opened the floor for any suggestions that might increase compliance with dues payments.

Landscaping Committee Report:

• A new landscaping company has been hired to mow the HOA property.
• The HOA will continue to use our original landscaper for maintenance to the entryways, the stairs on Tract 995 and the detention pond.

Architectural Control Committee Report:

• A homeowner email the HOA about installing artificial turf in their front yard.  This is to be discussed in the New Business section (see below) of this meeting.
• The board president asked if there should be changes to our fence policy.  Currently, homeowners need to get 3 bids from HOA approved companies in order to have the association pay for 1/2 of the replacement cost on a fence that borders Picnic Point Rd.  The president mentioned that some of the companies on the list are not responsive and he asked if the list should be updated to include other companies.
• Board members pointed out that getting multiple bids is best for both the HOA and the homeowners due to the large difference in bid prices.  The policy will be examined again in the future to include additional companies.

Arborist Committee Report:

• The committee met with an independent arborist recommended by our tree service and obtained an estimate for the review of three tracts not covered in the 2015 and 2016 reports.  The estimate was distributed to all board members earlier this month.  The contract was approved and returned to the arborist.
• The arborist is scheduling the job in May and we should have the report before the next meeting in June.
• Once the report is completed,  the committee will contact Snohomish County PDS in order to obtain approval for cutting any trees that are deemed dead, diseased, or hazardous.

Secretary’s Report:

• Our current secretary announced that she and her family will be moving and that this would be her final meeting.
• The vice-president reported that homeowners have complained that their emails are allowed to sit for too long without being addressed by the board.
• She asked for suggestions from the board on how the HOA can better handle our correspondence.  Individual board members were asked to respond to the vice-president with any suggestions on how to streamline the process.

Old Business:

• 2017 Federal Taxes – The vice-president and the treasurer reported that they met with the HOA tax service on February 22nd.  After that meeting, the taxes were filed by mail.  The treasurer reported that the prep work for the meeting is fairly easy as long as the budget comparison form is up-to-date.  It was also pointed out that the tax form needs to be signed by an officer of the HOA.
• 2018 Website Renewal – The administrator for the REHOA website contact the company that hosts our site and the HOA paid for the costs for hosting our site in 2018, the .com domain renewal, and a private domain registration renewal.  This third item keeps our email address private and keeps us from drowning in Spam.  Overall, the cost for services did increase by $23.00 this year.

New Business:

Fencing between homes

• A homeowner emailed the HOA on 3/26 asking about installing a 6 ft. privacy fence between his home and that of a neighbor.  However, he did not include any maps nor any maps showing which side of his property the intended fence was to be located.
• There was a concern that this could be a request for a front yard fence.  Current Architectural Controls only allow for a 4 ft. front yard fence.
• The board president will contact the homeowner for clarification.

Hazardous trees along Picnic Point Rd:

• A homeowner emailed the board about problematic trees on HOA property that line Picnic Point Road.  The pictures of the property show an alder that is leaning over the fence and an evergreen.
• The board  asked if the homeowner wanted the HOA to trim the trees or if they are asking for permission to have them trimmed.
• A discussion followed  on how this will impact future requests.

Artificial grass request:

• The board discussed whether or not the HOA should approve a homeowners request to install artificial turf in a front yard.  The ACC does not currently prohibit artificial turf.
• The ACC reviewed the request and denied permission based on the based on the fact that this does not match the current look in the neighborhood.
• A motion was made and approved by all present to update the current ACCs to prohibit artificial grass, trees, shrubs, or flowers.

PPPC Request:

• The Picnic Point Preservation Committee has asked homeowners to email their county representatives and the Snohomish County PDS with their concerns about drainage from new developments proposed on the adjacent hills.

HOA Backup drive:

• The vice-president reported that the HOA now has a backup drive.
• A schedule to allow for updating of the drive will be established involving the president, vice-president, treasurer and secretary so that all documents are routinely backed-up.
• It was recommended that a new primary drive be purchased for the board president.

Review of Action Items:

• All board members are asked to review the ACC for any changes that need to be made.
• The treasurer will send out reminder letter for any homeowners with outstanding dues.
• The Arborist committee will contact a tree service regarding bids.
• The vice-president will follow up with the homeowner regarding the tree email.
• The president will follow up with the homeowner regarding the fence email.

Next Meeting: 

• The next meeting is scheduled for June 20, 2018 and the following meeting is set to August 15th.
• Both will start at 7:00 p.m.
• Both will be at the Mukilteo City Hall.

Adjourn:

• The meeting was adjourned at 8:20 p.m.

• Date:  February 7, 2018

Location:  Mukilteo City Hall

 

The meeting was called to order at 7:00 p.m. by the board president  The agenda for tonight’s meeting were reviewed and approved.  The minutes from the January 10, 2018 meeting were reviewed.  The board secretary reported that three motions from January meeting were left off the first draft, and have been added to the current minutes.  The new version of the January minutes were approved as written.

Member Forum:  No homeowner elected to speak.

Reports

• Treasurer
• Landscaping Committee
• Architectural Control Committee
• Arborist Committee

 

Old Business

• 2018 Dues Notices
• Portable Hard Drive
• Audio recorder
• Audit
• Website link

 

New Business

• 2017 Federal Taxes
• Website hosting fee
• Update from PPPC
• Ledger accounts
• Google Doc site

 

Review of Action Items

• Vice President and Treasurer will get the 2017 HOA Federal Taxes filed.
• President and Treasurer will get the website hosting fee and domain name fee paid for 2018.
• Vice President will contact homeowner regarding their ledger account.
• Landscaping committee will contact county regarding sidewalk repair.

Next Meeting:

• April 18, 2018
• Mukilteo City Hall
• Starting at:  7:00 p.m.
• Meeting in the community (smaller) meeting room.

Meeting adjourned at 8:06 p.m.

Date:  January 10, 2018

Location:  Mukilteo City Hall

The meeting was called to order by the board vice-president at 7:11 p.m.  The minutes of the November 2017 meeting were reviewed and approved as written.  Next, the meeting agenda was distributed, reviewed, and approved.

Member Forum:  No homeowner elected to speak

Reports

Treasurers Report: 

• Copies of the January treasurers report were distributed along with the December 2017 bank statement and the final budget comparison for 2017.
• A member at large verified that the balances in the report matched the register balances for the checking and savings account.
• The treasurer reviewed the budget comparison, and discussed the dues revenue versus the total expenses for 2017.
• Past Due letters had been sent in November, and the one account that had received an “Intent to Lien” letter has now paid in full.

Landscaping Committee Report:

• The association landscaper is currently completing maintenance on the entranceways to all five divisions.
• HOA landscaper recommended that we consider spreading mulch or bark on the entranceways.
• Committee suggested that a bid be obtained for removing dead arborvitae along Picnic Point Rd in Division 4.
• Committee reported that our landscaper has lost his one employee, and is looking for someone to help him.

Architectural Control Committee: 

• No applications were received since the last meeting.
• During 2017, there was a major issue with parking of non-working vehicles on the street in Division 1.  These renters had moved and the problem has disappeared.

 

Arborist Committee:

• Trees on parking strip at entrance to Division 2 were removed in November,  and the stumps were ground.  Grinding was needed since the trees variety were maples, and they would come back if the stumps were left.
• Committee had contacted the tree service about cleaning up after the grinding.  The service countered that there was a legal issue about leaving holes that someone might trip over.  The HOA landscaper cleaned up the debris.
• Secretary reported that a homeowner continues to ask her when the sidewalk will be repaired.  The vice-president reported that she contacted Snohomish County again this month, and was told that we are on the list.  She was also told that there is a delay since there is a new department head.
• Member-at-large suggested that a story be added to our website that would describe what has been accomplished, and what is being worked on.

 

Old Business

• The 2018 budget was reviewed and approved.
• The board is reviewing options for a digital recorder for the secretary.  This would allow the secretary to participate in the meetings.  They could review the recording after a meeting and create the meeting minutes.  One member showed a personal device purchased online for about $80.00.
• Board reviewed plans for a Five-year plan or calendar of events.  It was proposed that the board explore using Google Docs.
• Board reviewed the need for a back-up storage device for the board president or vice-president.  It was suggested that an external SSD be purchased.
• Board approved expenses for purchase of the digital recorder and the back-up storage drive.

New Business

• Board reviewed the list of signers for HOA accounts.  Current signers agreed to stay as signers for 2018, thus eliminating the need for adding and removing any signers.
• Board approved in advance the yearly expenses for mowing, entranceway cleanup, detention pond maintenance, stair maintenance, office expenses, insurance, mail box rental, state incorporation fee, tax preparation, and website.  Items not given blanket approval and will require an individual vote:  arborist study, audit of accounts, fence replacement, legal, special or emergency maintenance, and tree removal.
• Member at large mentioned a vehicle that had been parked in Division 1 for several days.  Member  asked if she could have the vehicle towed.  The board suggested that the vehicle be reported to the Snohomish County Sheriff.
• Members set date for meeting on April 18^th.
• Board members prepared the 2018 dues notices.

 

Review of Action Items

• Vice-president will continue to contact Snohomish County about sidewalk repair.
• Vice-president will obtain bid on removal of dead arborvitae.
• Secretary will purchase a recording device.
• Treasurer will purchase a back-up storage device for the president or vice-president.
• Secretary will establish a Google Docs
• Treasurer will send out the 2018 REHOA Dues Notices.
• Treasurer will research type of audit that we need to have done on the hoa accounts.

 

Next Meeting:  The next meeting is scheduled for February 7^tht.

 

Adjourn:  The meeting was adjourned at  8:04

 

Date:  November 8, 2017

Location:  Mukilteo City Hall

Meeting was called to order by the board president at 7:05 pm.  The agenda was reviewed and approved.  The minutes from the October general meeting had been distributed immediately after that meeting, and members had submitted comments on a typographical error, as well as a couple of items that needed to be added.  The secretary thanked the members for the attention to detail.  The minutes were approved with the corrections.  The president asked for all the board members and attendees to introduce themselves.

Member Forum:  One association member reported that the parking problem in Division 1 may have been solved, and the vehicles in question are no longer present.  The member will observe if this continues, and will report at the next meeting.  Homeowner also suggested the association look into limiting the number of homes that can be purchased for the purpose of renting.  The homeowner stated that the condition of the neighborhood has a significant impact on the resale value of a home.  Homeowners also commented on the vandalism committed by vehicles that are driving across the landscape areas.

Reports

• President’s report:  Discussed the option of requiring renters to sign an agreement that they will abide by the CC&Rs, Bylaws, and Architectural Standards of Regatta Estates.  It was suggested that any agreement would need to be reviewed by the association lawyer.  Members also discussed the difficulty in contacting and obtaining responses from absentee owners, and how  these owner could be informed of changes in the Rules and Regulations.
• Treasurer’s report:  The treasurer distributed copies of the November treasurer’s report, the October bank statement, and the current budget comparison.  Board reviewed the dues revenue for the year versus the year-to-date operating expenses.  Treasurer also gave an estimate of the anticipated expenses for the remainder of 2017.  These expenses include payments to the state for the annual incorporation renewal (in December), the rental fee for the HOA mailbox (in December), remaining landscaping invoices, and the expenses associated with tree removal (in November).  A board member confirmed that the saving and checking register amounts were identical to those in the monthly report.  The treasurer also had the registered agent sign the annual state incorporation forms.
• Landscape Committee report:  Since the October general meeting, our landscaper has cleaned the stairs, removed some dead trees and shrubs from the common areas, and made three trips to pick up leaves.  Committee has been in touch with Snohomish County and arrangements are being scheduled to repair the damage to the sidewalk.  Members also noted that the utilities have been marked on the sidewalk and grass in the area.
• Arborist Committee report:  The board approved two estimates for the removal of trees, with the first being scheduled later this month.  This area is not a NGPA.  Snohomish County has already been informed of the plans for removal of the trees in the planting strips.  The committee will check with the county to see if approval is required to remove dangerous alders.  According to information on Snohomish County’s website, alders are not considered “significant”  trees.
• Architectural Control Committee:  One member complained about the condition of some neighbors homes, specifically their need for new paint, or at least the removal of the mold and mildew.  Some members countered that this was covered by the CC&Rs and/or the Architectural Controls.  It was suggested that a letter could be sent to the homeowner, outlining some inexpensive fixes.

Review of Annual Meeting:

• Board reviewed the annual meeting, and discussed the venue used for this meeting.   The REHOA had held the annual meetings on several occasions, but some felt that the results did not justify the $200.00 expense.  Other members countered that this location allowed for more homeowners to attend and that it made for a more professional image for the hoa.   The board voted to use the venue again for the 2018 meeting, and then review the results before planning for future meetings.
• Board also discussed the new homes being built on adjacent properties, the state land use decisions regarding storm water regulations, and the impact of traffic, parking, and construction on the neighborhood streets.  Finally, the board discussed development of commercial transportation at Paine Field and its impact on our area.

New Business:

• Preliminary Budget Planning for 2018:  The treasurer distributed a 2018 REHOA Budget Worksheet showing the expenses for the previous three years.  Based on these numbers and expected increases, some preliminary budget amounts were proposed for each line item.  In addition, a timeline for each of the expense was included in the comments section.  Board reviewed each of the line items and discussed the proposed amounts.  Board members gave preliminary approval to the 2018 budget, but were asked to review the numbers.  If any members see an area of concern, there were asked to communicate this before the January meeting.
• Five year plan:  Members discussed the need to record proposals made during any meeting to calendar so that the board can continue to work on them.  In addition, future boards will need to know what work has been initiated, and what needs to be done before that project can be implemented or discarded.  By doing so, boards will be better able to progress and make better plans for the future.
• Association records:  It was proposed that a recorder be purchased to aid the secretary in keeping the minutes, and an external hard drive for the president to store the association records.

Action Items:

• 2018 Budget:  All board members were asked to review the proposed 2018 budget, communicate any changes that they perceive, and be ready to finalize the budget at the January meeting.  Once finalized, board members will be asked to vote their approval via email before the January meeting.
• 2018 Dues Letter: The treasurer  will print a proposed 2018 dues letter, the account ledgers, the proposed budget sheet, and the labels necessary for sending out the dues letters.  If all is approved, the dues letters will be processed at the January meeting, and sent out the next day.
• Landscape committee:  Committee chairman will create a timeline for all the projects tasked to the committee, and place it in the committee folder.
• HOA recorder and calendar:  The secretary will research options for a voice recorder and will create a calendar of proposed projects.
• HOA external hard drive:  The treasurer will research options for an external hard drive which will be held by the president.

 

Meeting adjourned at 8:40.

 

Next meeting:  January 10th

 

 

Date: October 18, 2017

Location:  Spiro’s Pizza and Pasta

Meeting Called to order:  7:11 p.m.

Introduction:  The Board president called the meeting to order, and then had each of the board members introduce themselves and their position on the board.   The president then invited all attending members to introduce themselves and their division.  Following this, the agenda for the meeting and the minutes from the last board meeting were reviewed and approved.

Member Forum:  Several homowners attended the meeting.  While there were no comments during the member forum portion of the meeting, some were voiced during other parts of the meeting:

• Request for additional maintenance on the stairs in Division 4.  In particular, the cutting back of the blackberry bushes along the stairs and the path at the top of the stairs.
• Questions about the fencing along Picnic Point Rd, including discussion of the approval procedure, construction style and materials, and the reimbursement process.
• Discussion of the ACC and the appearance of the various divisions

Reports:

• President:  The board president gave a recap of the past year, including a summary of the actions of the board and the various committees.
• Treasurer:  The treasurer distributed copies of the October treasurer’s report, the September bank statement, and the updated budget comparison.  The vice-president verified that the statement balances matched those in the checking and savings registers.  The treasurer gave a brief summary on the current status of our accounts, including the 2017 revenue, 2017 expenses, and the anticipated expenses for the remainder of the year.
• Landscaping Committee:  The committee chairperson reported that our landscaper will soon commence the Fall clean-up.  In addition, she will discuss performing additional clearing along the stairs in Division 4, and removal of some of the dead plants at the entrances to each division.
• Arborist Committee:  The committee chairperson reviewed the amount of common area held by the HOA and the steps taken over the past two years.  These included discussions with neighboring HOAs on how they handle their common areas, a review with our lawyer on our responsibilities, and the requirements from the county.  These prompted a base-line arborist study, two years of meetings with members of the county planning division, and culminated with a tree service removing some potentially hazardous trees.  The whole process took almost two years.  Due to the extensive amount of common areas held by the HOA, the association realizes that this will be an ongoing process, and the committee is making plans for the next survey.
• Architectural Control Committee:  No members of the ACC attended this meeting.  The board president asked in any attendees would like to join the ACC.

 

Old Business:

• Annual meeting announcement:  Members confirmed that they received the post cards sent out for this meeting.
• Preparations for this meeting:  The vice-president placed the meeting order with the restaurant, the reservation at Mukilteo City Hall was cancelled,
• Tree service was contacted regarding the availability of their arborist.

 

New Business:

• 2018 Board Members:   All current board members have agreed to remain on the board.  One additional homeowner has agreed to join as a member at large.
• 2018 Budget Meeting:  Fence projections will remain the same since there are several fences that have yet to be replaced.  With increases in the costs of labor and materials, it is anticipated that the costs will continue to increase.  While landscaping rates have not changed over the past five years, our landscaper will be forced to increase his hourly charge in  2018.  It is anticipated that our legal expenses with decrease in 2018.  A new arborist study is anticipated for 2018.  Finally, the treasurer has requested an audit of our accounts.

 

Review of Action items:

• The landscaping committee will meet with our service to arrange for work on the stairs, the fall clean-up, and removal of the dead plants at the entrances.
• The arborist committee will continue to work on the next arborist stury.
• Arrangements will be made for a meeting in January.

 

Next Meeting:

• The next meeting is scheduled for November 8th, 7:00 p.m., at Mukilteo City Hall Council Chambers.

 

Adjourn:

• The meeting was adjourned at 8:00 p.m.

 

 

Date:  September 20. 2017

Location:  Mukilteo City Hall

 

The meeting was called to order at 7:00 p.m. by the board president.  The meeting agenda was reviewed.  One topic was added to the agenda.  The minutes from the August meeting were reviewed and approved as written.

Member Forum:  No homeowners elected to speak.

Reports:

Treasurer’s Report:

1. Copies of the September treasurer’s report, the August bank statement, and the budget comparison were distributed to all board members.  The board secretary verified that the balances recorded in the report matched those in the association check book and in the association saving account book.
2. Treasurer reviewed the status of dues payments for the year.
3. Board discussed the remaining funds on hand, and compared this with the anticipated expenses for the remainder of the year.  The treasurer pointed out that the fence replacement category was one that was always included in the budget, but could not be controlled by the board.  It depends entirely on when the respective homeowner decides to repair the fence that they share with the HOA along Picnic Point Rd.

Landscaping Committee:

1. Due to the extreme drought conditions, our grass areas have not required routine mowings.
2. The committee did have the landscaper remove a large butterfly bush from the detention pond area, and perform some maintenance on Tract 993.
3. Landscaper also removed leaves from the entranceway of Division 1.

 

Architectural Control Committee

1. New committee members were not present at this meeting.
2. Vice President reported that a completed ACC application had been received from a homeowner in Division 2, requesting approval of the shingle that he selected for his new roof.  Board members reviewed and approved the application.  The vice-president will contact the homeowner and inform his that application has been approved.
3. Vice president proposed that we start a file of ACC applications.  It was suggested that we allocate funds for a secondary back-up storage device, to be held by the president or vice-president.
4. It was suggested that the ACCs be reviewed and re-written to remove some ambiguous terminology.

 

Arborist Committee

1. A tree service was contracted to remove the hazardous trees noted by the arborist in the January. 2017 report, and has completed this contract.
2. Committee members discussed the county’s reluctance to approve the removal of hazardous trees.  The county does not want the removal of “substantial” trees.  However, the larger a tree becomes, the more likely it is to suffer failure in its root structure and fail.
3. Committee members noted that it was imperative to have a someone representing the HOA on site when the tree service is working, to insure that the proper trees are cut, and that cleanup takes place.
4. The board discussed and agreed that the arborist committee should proceed with a new study, especially on tracts that may not have been reviewed in the January, 2016 report.

 

Secretary Report

1. Secretary has been contacted, via email, by a couple of homeowners for copies of their ledger account, needed by the homeowner’s lender for the purpose of refinancing a home loan.
2. The association is also contacted routinely by the escrow companies during the close on homes in the association that have sold.

 

Old Business

Location of October General Meeting

1. Board members expresses some concern regarding the proposal to change the location of the general meeting (to the banquet room of a local restaurant), and the suggestion that the association purchase some food for this one meeting.
2. Members did not want to give the impression that the board was being frivolous with the HOA funds.  Opinions varied on the exact effect that this might have on attendance.  The association had held its meeting at the proposed location for several years between 2002 and 2008.  After some debate, the board agreed to try it one more time.
3. It was proposed that we cancel our reservation for Mukilteo City Hall for that same date.
4. One member volunteered to coordinate the initial order at the restaurant.  Board members discussed what should be ordered.  Additional food can be ordered if necessary.

Post Cards Announcing General Meeting

1. Original postcard was updated to include the address of the restaurant.

Presentations at the General Meeting

1. Board president is preparing a recap of accomplishments of the HOA in 2017.  Members discussed additional subjects that should be included.

Banking Options

1. At the August meeting, it was proposed that we should look into other options for paying our annual dues.  One member contacted our bank, and found that, in order to allow for direct deposit, each member would need to be supplied with the HOA routing number (account number).  However, even with  direct deposit, someone would have to manually track the deposits.  This is not a service provided by the bank.
2. Another company offered a service via a “virtual terminal” that would give the HOA the ability to process credit card payments.  However, this involved a capital outlay to purchase terminal equipment, and still required someone to obtain and enter the credit card numbers.  Board members did not feel comfortable with the involvement of personal credit cards, especially in this time of identity theft.  This service also did not track who had paid, nor did it have any way to calculate late fees and interest on delinquent payments.
3. Most homeowners currently mail personal checks or send payment via the bill payer service associated with their online banking service.  Like the other two options, this requires manual tracking of each payment.
4. It was agreed that the HOA would continue to look at all options.  If something superior to our current system is found, we can certainly look at it.

Review of Action Items

1. The arborist committee is going to contact an arborist and start the process of getting a new study that will include HOA tracts not covered by the January, 2016 report.
2. The vice-president is going to place the initial order for refreshments at the general meeting.
3. The treasurer is going to have the general meeting postcards printed, labeled and mailed.
4. One member is going to cancel the October meeting date at Mukilteo City Hall and schedule a November meeting at the same location, for either November 8 or 15.

 

Next meeting:  October 18, 2017

Meeting Adjourned at 8:00 p.m.