Author: HOA board members

The August, 2016 REHOA board meeting was held on August 3, 2016 at the Mukilteo City Hall council chambers.

The meeting was called to order at 7:02 p.m.  The minutes of the May meeting were read and approved.  The floor was opened for the member forum but no one chose to speak.

Treasurer’s Report – The Treasurer distributed copies of the August Treasurer’s report, along with a copy of the June bank statement.  (The July statement should arrive in the next week.)  The board president confirmed the register balances for both the checking and savings account.  Copies of the 2016 Budget Comparison were distributed and reviewed.  The delinquency report was reviewed.

Landscaping Committee Report  – The committee reported that the third mowing and trimming of the common areas along Picnic Point Rd was completed.   Board commented about the overwhelming amount of dandelions in the grass areas.  Landscaping committee reported on maintenance in detention pond, including the removal of blackberry vines growing in the 6 inch space between the detention pond chain link fence and the back fence of an adjoining lot.

Architectural Control Committee Report – Committee reviewed the three ACC applications that were received and approved and discussed the ACC process and the turn-around time on applications.  The main concern was for homeowners to complete the form.  This requires that they obtain signatures from their neighbors, thus the neighbors know what is being done and how it may affect their properties.  Per the Architectural Controls, the HOA is required to review and respond within a two-week time frame.  This led to a discussion regarding the process for opening and responding to HOA emails.  All members were reminded that no one board member can speak for the association.  All responses require input and approval from a majority of the board members.

Arborist Committee Report – The approval process for cutting trees on NG/WHPA tracts is currently on hold until the ongoing land use appeals are resolved. The committee contacted a supervisor of the Snohomish County PDS in March, 2016 and delivered copies of the 2016 arborist study outlining hazardous trees.  However, the county failed to respond.  After several additional contacts went unanswered, the Arborist Committee were able to contact another member of the PDS staff.  He took the requests to his supervisor and replied with a short email that the county still would not authorize the requested tree removal.  The board suggested that the committee continue to reach out to the county, and to document all contacts.  This could be used to show that the HOA continued to do its part in getting these hazardous trees removed.

Action Items from Previous Board Meeting

• HOA Dues – Reminder letters were sent to all homeowners who are currently delinquent on the 2016 dues.  As a result, eight additional payments were received.
• New Home Development – Board discussed the results of the Snohomish County Council review of the Hearing Examiner’s decision.
• Violation Letters –  Letters were sent out to all homeowners, reminding them of their responsibility to uphold the CC&Rs, Bylaws, and Architectural Controls.  Three trailers were moved into the garages or removed from the area.
• Fence Replacement Policy – The board member in charge of updating this policy was unable to attend this meeting.  The subject was tabled until the next meeting.

New Business

• Document Request – The HOA received an email request from a real estate agent for copies of all of our records for the past two years.  The HOA attorney was contacted and stated that it is inappropriate to release any HOA documents to anyone who is not a current member of the association.
• CC&R violation by new renter – A complaint was received from homeowners in Division 3 regarding the new tenants renting a home in that division.  The renters have parked two commercial trailers in the driveway.  The parking of any trailers is expressly forbidden by the CC&Rs.  A violation letter is being sent to the landlord.
• Documents Recovery – Two boxes of REHOA documents were returned to Regatta Estates HOA by a condominium association in Kent.  Our former management company had labelled them as belonging to the HOA.  Similarly, REHOA had received tax documents and checks intended for the HOA in Kent.
• Mailbox increase – The HOA received notice that the rates for our private mail box would increase in September.  However, this had been anticipated and the line item for Mail on the 2016 Budget had been increased to accommodate this.

Review

• The Action Items were reviewed.
• A date was agreed upon for the next meeting.

Meeting adjourned at 7:52 p.m.

Meeting was held at Mukilteo City Hall council chambers on Wednesday, May 4.  Meeting was call to order at 7:00 p.m.  The minutes from the March board meeting were approved as written.

 

Treasurer Report – Treasurer distributed copies of the May treasurers report, along with a copy of the March bank statement.  (The April statement has yet to arrive in our mail.)  A  member-at-large confirmed that the register balances for both the checking and the savings account were the same as those on the report.  Copies of the 2016 budget comparison were distributed and reviewed.  The delinquency report was reviewed.  After meeting with our bank representative, former signers have been removed and the new vice-president has been added as an authorized signer.

 

Landscaping Committee – The committee reported that the second mowing and trimming of the common areas along Picnic Point Rd was completed.  The committee will be contacting the landscaper to schedule the next mowing, as well as the maintenance on the stairs and the detention pond.

 

Architectural Control Committee – Committee reviewed one application for the removal of an existing rockery and the installation of a block retaining wall and stairs.  Homeowner had obtained signatures of neighbors indicating that they approved of his project and the timeline was consistent with the REHOA Architectural Controls.  Committee voted to approve application, and a letter will be sent to the homeowner.

 

Arborist Committee – The committee contacted Howard Knight of Snohomish County PDS on 3/04/16 and sent him an electronic copy of the 2016 arborist report.  When no response was received, a second email was sent on 03/21/16.  Again, no response.  A phone message was left on 4/1/16 asking Mr. Knight to confirm that he had received the report and asking for a timeline.  Again, there was no response.  The Arborist Committee called Planning and Development services on 04/18/16, and we were able to leave a voice message with Michael Braaten, senior site inspector for Snohomish County.  He returned our call on 4/21/16, and we were able to send him another copy of the report.  Via email, he confirmed that he had received it, and said that he would try to have an answer in the next day or two.  On April 27, we received an email from Mr. Braaten that said he had discussed this with Randy Sleight (Snohomish County chief engineering officer).  Mr. Braaten went on to say that “It was my understanding from the discussion Randy and I had that Snohomish County would not endorse the removal of any trees at this time due to pending Litigation on some adjourning parcels.  The arborist committee contacted the REHOA lawyer regarding our next course of action.

 

 

Action Items from Previous Board Meeting

 

Parking – Board reviewed on-going parking problem in Division 1 and Division 4.  Board member from Division 1 discussed safety issue related to the parking at the bottom of 133^rd  and speeding by a young driver.

 

 

CC&Rs – A reminder letter had been sent to all homeowners in March.  Since the date of  this letter, two small trailers have been removed from driveways.  In addition, a homeowner who purchased a boat installed a “break-away” trailer hitch, and is storing the boat in his garage.  However, a second boat remains parked in driveway in Division 1, and board voted to send this homeowner a violation letter.

 

Development news – The Hearing Examiner has delayed announcing the results on the planned development adjoining our area.  Currently, his report is approximately 80 pages and is not complete.  The PPPC could not determine if this was good news or not.  The report now is anticipated around May 20^th.

 

NextDoor.com – The HOA had been contacted by a homeowner from another development regarding this site.  Emails have been sent to an HOA member who is the site administrator for this area.

 

 

New Business

 

 

Annual HOA dues – Board reviewed the annual dues payments and approved the expenses for a reminder letter. 

 

Property lien – Board also approved the placing of a lien against the one homeowner who was delinquent for multiple years. 

 

Board approved the writing of a violation letter against homeowner who continues to have a boat parked in their driveway.

 

Fence Replacement Policy – The board approved the re-writing of the fence replacement policy to include the mandatory replacement of the support posts.

 

 

Board reviewed action items approved during meeting, and scheduled a date for the next meeting.

 

Meeting adjourned at 8:00 p.m.

Meeting held at Mukilteo City Hall council chambers on Wednesday, March 2nd.  Meeting was called to order at 7:03 P.M.

 

Minutes from the January budget meeting were approved at 7:04.

 

Treasurer report – Treasurer distributed copies of the most recent bank statement to all members of the board.  This was compared to the monthly treasurer report that included all activity on since the last statement.  Vice-President confirmed that the register balances for saving and checking coincided with the amounts listed on treasurer’s report. 

 

Copies of the 2016 budget comparison was also distributed and reviewed.  Report lists all 2016 expenses, and shows the amount remaining in the budget for each of the line items.  Treasurer also reviewed the delinquency list, and reported that one homeowner had submitted payments to bring him current.  Under management company in 2014, there were 12 delinquent accounts.  Currently, there are 3.

 

The HOA Federal taxes were mailed on February 15^th, and no additional amounts are due.  Treasurer reminded board that, since our fiscal year ends on December 31, our taxes must be submitted by March 15.

 

Corrected forms for updating the authorized signers were completed for a second time as there was an error on the previous document. 

 

The former management company sent a bundle of information to us erroneously.  It was supposed to go to Regatta at the Lakes in Kent.  A board member contacted the representatives of Regatta at the Lakes to confirm that these documents belonged to them, and then these were mailed to their office.  It was pointed out that the name and address was clearly evident on the documents.  Board members commented that this probably explains why we are still missing information from the time when the management company controlled our accounts.

 

Parking topic:  A hand-written complaint was received from a Division 1 homeowner whom complains about a large boat that continues to be parked outside.  The board agreed that a reminder letter should be mailed to all residents.  It will remind owners that boats/trailers parked outside are in conflict to the agreement everyone signed when purchasing their homes.  The letter will cite the CC&Rs and how they regulate parking in the cul-de-sacs. 

 

NextDoor.com issue:  This website is used for neighborhoods to keep residents informed on pertinent activities and concerns.  It is intended to be similar to an online watch.   A homeowner has registered Regatta Estates on this website and listed herself as the administrator.  They also incorrectly listed streets that are not part of our neighborhood.  A resident from outside of Regatta Estates has sent us a letter asking that we correct this.  Unfortunately, the Regatta Estates HOA is not in control of this site, and has no way to make the requested corrections in boundaries.  A board member volunteered to compose and deliver a letter to the resident who listed themselves as the administrator.

New board member:  A resident has expressed interest in participating on the board.  The board members agreed to reach out and invite them to the next meeting

 

Fence replacement policy:  The plans from a recent fence request only showed replacement of the facing boards and stringers.  However, the homeowner did not want to replace the main support posts.  Since the support posts were 19 years old, board members felt that this would be a waste of association money.  However, the current fence policy does not require full replacement.  Board agreed that the fence policy needs to be updated.

 

Additional Committees:  Board members discussed the formation of a Landscaping Committee, whose duties would include contacting our landscaper and make arrangements for mowing of the common areas, clean-up of the entry ways, cleanup of the stairs, and detention pond maintenance.  A Tree/Arborist committed would continue with scheduling the arborist reports, submitting these to the county for approval, contacting tree services and obtaining bids, and proceeding with the removal of hazardous trees.  Members were reminded to document of each step of the process.

 

Board members discussed the best time for next meeting.  Wednesdays seems to fit with most members schedules.  One board member volunteered to check on availability of the council chambers and to email all board members.

 

Meeting adjourned at 7:52 p.m.

2016 REHOA Budget Meeting was held on January 6, 2016 in the Mukilteo City Hall council chambers.  Meeting was called to order at 7:04 p.m., and the minutes from the November board meeting were approved at 7:05 p.m. 

Treasurer’s report:  The January treasurers report, copies of the last available bank statement, and the final version of the 2015 budget comparison were presented.  Since the November meeting, 2 more delinquent homes have been brought up to date.  Treasurer pointed out the progress that has been made during 2015: Of the 12 homeowners that were delinquent while the management company was in charge, 11 are now current.  Register balances were compared and were confirmed as identical to treasurers report.

2016 Budget:  A worksheet was presented that listed each individual expense anticipated for 2016.  Most were items carried forward from the 2015 budget.  However, new items, such a tree removal (per the arborist’s January 2016 baseline report) were anticipated.

During the discussion on the fence replacement, one member asked if it was worthwhile to offer a “maintenance incentive” program to split the cost of re-sealing existing fence boards every so often.  However, the cost of maintenance is difficult to assess.  In addition, since the re-sealing could not be made mandatory, the visual effect may not be desirable if some homeowners elected not to recoat.  Members agreed that a study may be in order that examines how frequently a fence is replaced versus how much that could be prolonged with occasional maintenance.  The study will ideally determine which is more cost effective.

During the discussion of mowing and brush removal line items, a member noted that we do not have an established schedule to performing all landscaping jobs.  It was recommended that a separate position or committee may need to be established to control the timing of all landscaping activities.

The 2016 baseline arborist study pointed out a number of trees that need to be removed.  A committee will need to be established to contact the county, obtain the necessary permits and approval, solicit contracts from licensed and bonded tree removal services, present these to the board for approval, and then sign the necessary contracts.

The 2016 budget was approved by a vote of homeowners at 7:50 p.m., and the 2016 annual dues were set.  While some line items were new for 2016, some old items were trimmed and the 2016 annual dues will remain the same as they were in 2015.

A proposed 2016 dues letter was reviewed.  Suggestions were made to improve wording.  Funding for the printing and mailing of the dues letters was approved.  In addition, the board approved several annual expenses such as insurance, tax preparation costs, annual incorporation filing with secretary of state, website and domain expanses and authorization to file lien releases.  While all expenses require prior board approval, these are known expenses.

The PPPCs ongoing fight was discussed. The public hearing is set for 6:00 p.m. on January 14, 2016 and members are encouraged to attend.  At that time, the public will be given the opportunity to give personal testimony on the development.

Fence request;  The board has received a request from a homeowner to replace their fence bordering Picnic Point Rd.  (Note:  these fences are currently 19 years old).  This homeowner only wants to replace the facing boards.  Twenty-two homes have already replaced their fences. However, in all cases, the support posts were also replaced.  Some homeowners voiced concern that replacing the facing boards was only a cosmetic fix and that the supports were unlikely to last another 19 years.  Thus, the HOA would be asked to expend additional funds to fix this fence again in the near future. 

A new authorized signer for REHOA bank accounts was approved.  A form was completed for removing a former signer and added the new signer.  Appointments will be made with our account representative at the bank.

Balance of duties:  It was noted that too many of the REHOA jobs in the hands of a few.  Concern was expressed that, should one of these board members be no longer able to perform the duty, the remaining members may not know how to carry on.  To better distribute responsibilities to more members, a list of job roles will be discussed by the board, either via e-mail or at the next meeting.  The next board meeting was tentatively set for 3-9-16.  (Note: due to room availability, this meeting was updated to 3-02-16)

Meeting adjourned at 8:25 p.m.

 

 

Annual meeting of all homeowners was held on November 11, 2015 in the council chambers of Mukilteo City Hall.  Meeting was called to order at 7:00 p.m.

Minutes of October Board Meeting were submitted and approved at 7:02 p.m.

Year in Review:  The REHOA board president detailed changes that have taken place during the past year, including the termination of the contract with the management company, hiring of a new landscaping service, work on repair of damages sidewalk sections, research into managing our common areas, concerns about the proposed development of land next to Regatta Estates, and the re-installing of the Architectural Control Committee. 

Maintenance of Common Areas:  The Plat Dedications for Regatta Estates state tracts 986-990 and 992-996 are dedicates with an undivided interest to lots 1 through 78, and that these tracts will be maintained by said lots in perpetuity.  These tracts amount to over 534,000 square feet and most are listed by the county as WH/NGPAs (wildlife habitat/native growth protection areas).  As such, these areas are strictly controlled by the county, and permission must be obtained from the county before any work can be started.  During 2015, the board has been in contact with neighboring HOA and our attorney regarding the handling of common areas.  A baseline arborist study has been authorized for these areas.  This will be used as a starting point for the maintenance of these areas.  Additional arborist reviews will need to be scheduled in coming years.

On topic of PPPC:  Board members updated those present on the latest developments on hearing dates and how the debate in progressing.  It was reiterated that everyone needs to do their part to represent the number of individuals who are in opposition to this.

Nominations and elections:  One member from the floor agreed to be nominated as a member at large to the board for 2016.  The board members present also agreed to be nominated to serve on the board for 2016.  In a voice vote of the homeowners present, these members were elected to serve for 2016.  One member was nominated to act as vice-president, and she accepted the position.  Board officers were set for 2016.

Treasurer Reports:  Treasurer distributed copies of the November treasurer’s report, the October bank statement, and the 2015 budget comparison.  Register balances were checked against the monthly report and confirmed as accurate.  Discussion continued regarding the delinquent accounts.  While there were 12 delinquent accounts while we were under the management company, most have been brought up to date.  Suggestions were made as to how to resolve the remaining accounts.

Drainage Vaults:  A homeowner inquired about the maintenance of our drainage vaults and detention pond.  It was pointed out that maintenance was performed on at least one (and possibly all) of the vaults by the county.  Review of the financial records did not reveal any work contracted by the management company in 2014.  However, the REHOA did extensive maintenance on the detention pond in 2015.  A recommendation from our landscaper was for this work to be done in late summer.  At this time, the water levels in the pond area are the lowest, allowing for more effective and complete job. 

The date for the next meeting is set for January 6, 2016.

 

Meeting adjourned at 7:55 p.m.

Meeting held at Mukilteo City Hall, in the city council chambers.  Meeting was called to order at 7:00 p.m.

Minutes from August 26^th board meeting were submitted.  Once change was noted.  Minutes were approved with this change.

Treasurer distributed the monthly treasurer reports, bank statement, and budget comparison.  Board president inspected the register balances and confirmed that they were the same as the monthly report balances.  Board discussed the members who are passed due.  Late fees and interest are assessed when dues are 30 days past due. Association bylaws allow for a lien to be placed on any home that goes over one year past due.  Costs associated with lien are added to the amount owed. 

Picnic Point Preservation Committee:  The board was informed by the PPPC that the hearing, scheduled for October 14^th, has been delayed.  Concern was expressed that any new HOA may not be proactive and may not maintain a quality neighborhood.   Members are encouraged to write to county council members to express their concern about the proposed development.

Architectural Control Committee:  The ACC reported that the parking concerns in Division 1 have been partially resolved.  The county has re-installed the No Parking signs in the cul-de-sacs of Division and Division 4.  However, the sidewalk issues that were reported to the county have yet to be repaired.

Trees:  The PUD has contacted the association asking permission to remove two trees that were deemed dangerous.  Board members also met with association lawyer to discuss the HOAs common areas.  Since most of these areas have been classified as WH/NGPA (Wildlife Habitat/Native Growth Protection Areas) by the county, we must obtain permission from county before any work is initiated.  County will insist on report from licensed arborist.  Board had approved a comprehensive review by an arborist and this was initially scheduled for September 15^th.  However, an hour after they were supposed to show, they sent an email stating that the August storms had overwhelmed them and they would have to reschedule.  Two additional meeting requests have been made by the REHOA board, but the company has failed to respond.  Board has decided to seek the services of a new arborist.

Landscaping:  The board has received positive feedback regarding the work of the current landscaping service.  Rather than a pre-scheduled time table, work is being scheduled as needed.  This offers significant cost advantages since work is not being done during non-growing months.  The down-side is that the landscaping committee will need to review status of areas and schedule work in advance.  The brush removal on Tract 993 was also discussed.  While area was cleaned, blackberry bushes have been seen growing back.  Our current landscaper has recommended spraying with an environmentally sensitive product.

Crime watch:  One board member mentioned a “next door neighbor” web service that involves local neighborhoods.  It allows people to post notices of illegal or suspicious activity online.

The 2015 General Meeting was discussed, and board members were polled as to who might be available to service for the 2016 years.  REHOA bylaws state that absence from 3 consecutive meetings can be construed as a resignation by the member from the Board.  Due to the inactivity of two current members, replacements will be needed.  Board reviewed available dates for use of the Mukilteo City Hall, and the November 11^th date was selected for the 2015 General Meeting.  A motion was proposed (and seconded) to send postcard notices to all members.  These will be sent this week, to comply with the REHOA Bylaw requiring 20 days’ notice.

Meeting adjourned at 8:10 pm.

Meeting held in the Mukilteo City Hall council Chambers on August 26, 2015.  Meeting called to order at 7:04 p.m. 

Minutes from July board meeting were reviewed.  A typo was corrected, and the minutes were approved. 

 

Reports –  

Treasurer distributed copies of the monthly treasurer report, the July bank statement, and the budget comparison.  Member-at-large verified the checking and savings book registers.  Treasurer pointed out that recent mailing resulted in 5 delinquent homeowner sending in their payments.  Signatures were obtained on a check to cover the cost of printing reminder letters.

 

Old Business

Picnic Point Preservation Committee – Regatta Estates HOA received a “Thank you” note from Emily Mydynski.

Detention Pond – annual maintenance was completed by Terrestrial Landscaping.  Maintenance was skipped by management company in 2014.  Board members who inspected site reported that it is the best that it has ever looked.  Terrestrial Landscaping reported that they were able to clear more since the water level was down.  They recommended that future work be scheduled for late summer each year.  Treasurer created a spread sheet showing maintenance activity each year since 2008, and checking off maintenance projects demanded in 2008 letter from Snohomish County Public Works – Surface Water Management Department. 

Brush Clearing on Tract 993 – previously done by tree companies.  However, one of these companies mentioned that they are booked with tree removal, and have little time remaining for brush removal projects.  Job was done by Brush Monster.  They brought in a small Kabota backhoe with a brush cutting attachment.  Unfortunately, their tractor can not be used on hills, only flat ground (such as along Picnic Point Rd).  Treasurer pointed out that cost from Brush Monster was far less than previous contracts, and recommended that they be contacted directly for future jobs.  Contact information for Brush Monster available on the receipt (which is on file in our records. 

Tree Trimming on Tract 987 – per request from three homeowners, five trees were trimmed.  Treasurer pointed out that most tracts along Picnic Point Rd are not labeled as NG/WHPA (Native Growth/Wildlife Habitat Protection Areas).  Service performed by Kenny Tree Service 

Mowing of the common areas – Done by Terrestrial Landscaping.  Currently, REHOA does not have a contract for mowing, but rather will hire this landscaper on an individual job basis.  The advantage of this is that we can set the time interval between mowing, and can skip mowing during the dry season.  One homeowner in Division 5 requested that we include part of his property in the mowing.  Board members pointed out that we were only mowing common areas and not privately owned grass areas.  Homeowner also requested that the flower beds be trimmed.  Board members pointed out that this contract was for mowing only, and that the all flower beds would be part of the next job.

Brush cleaing around stairs – Tract 995  – Also done by Terrestrial Landscaping.

Baseline Arborist report – Treasurer met with Jennifer Wells of Washington Tree Experts on 8/12/15, and drove around the 6 common areas.  We requested a bid for a baseline report.  Bid was received on 8/18/15, and was sent out to the rest of the board.  Board approved expense and Wash. Tree Experts were commissioned to perform the study.  The study will be done on September 15^th and 16^th, and we should have the report by the following week.

 

New Business –

 

ACC request from Lot #72 – New owner sent email requesting permission to build a decorative metal fence on the front of his property, and permission to stain the new fence that separates his property from Picnic Point Rd.  ACC rules do permit a front fence as long as it is four feet or less in height.  Rules specifically mention that wire and chain link fences are not allowed, except for pet enclosures.  Currently, there are not directions as to staining fences.  Board secretary offered to check with building contractors to determine what treatments may enhance the fences.

Lot 23 – Treasurer contacted our lawyer to see if there was any legal action the neighbors or the HOA could take.  He replied that only the legal owners could take any action, and that they were not required to do so.  However, if we can locate the bank holding the mortgage, we could contact them and ask them to replace the locks. The treasurer reached out to a friend to see if they could assist us in determining the bank holding the mortgage. 

2015 General Meeting – Treasurer has requested the Mukilteo City Hall council chambers for a November meeting.  According to REHOA bylaws, notice of meeting needs to be sent to all homeowners at least 20 days prior to that date.  Board members were asked to determine if they would continue their presence on the board.  REHOA Bylaws direct that half of the members should remain for the next year, to insure continuity on board.  The other half of the board membership is to be elected from the remaining HOA membership, including anyone who was on this year’s board.

Next board meeting – Board reviewed the calendar and suggested October 7^th for the next meeting.  The treasurer will check on availability.

 

Meeting adjourned at 8:20 p.m.

 

Meeting held at Mukilteo City Hall council chambers on July 23, 2015.  Meeting called to order at 7:02 p.m.

Minutes from the June board meeting were reviewed.  One correction regarding fence replacement projects (changed “submitted” to “completed”) was made.  Minutes were approved with this correction.

The Picnic Point Preservation Committee attend this meeting and explained their past achievements in postponing the Frognal Estates development.  They also covered their current challenges and time frame.  The committee is concerned with landslide and safety concerns, increased water run-off, decreased property values, and increased traffic and congestion on local streets.  The committee stated that the only hope of blocking the development is to file appeals, and this will cost a substantial sum.  Representatives noted that an additional $19K is needed in September.  She urged all members to make it clear that publicity, feedback, and support from local residents are of paramount importance.

 

Reports

Treasurer distributed copies of the July treasurer’s report, the June bank statement, and the budget comparison report.  Board president verified that the checking and savings passbook balances were the same as those in the reports.  Board members reviewed the small number of homeowners who are past due, and discussed how to best address this issue.  A check was signed to cover the cost incurred in sending out the intent-to-lien letters.  The treasurer report that two copies of the letter were sent to each of the home owners involved.  One by certified mail, and one by regular mail. 

 

Old Business:

Insurance – Treasurer reported that the cost of insurance on our physical structure (fences, signs, mailboxes, etc.) has increased.  The second payment for 2015 will put us over the budgeted amount.  He noted that we will need to increase this on the 2016 budget.

 No Parking Signs – Signs have disappeared from cul-de-sacs in Division 1 and in Division 4.  Board president said that he would follow up with the county.

 ACC violations – Board agrees to follow up with homeowner brought these issues to our attention at the June board meeting.  Specifically, the board will inquire as to what documentation he has made.  Photographic proof of violations will be needed when the issues are brought to the attention of the property owners.

 Friendly Reminder Letter – Secretary plans to revamp the “friendly reminder letter” about neighborhood etiquette and CC&R regulations.

Landscaping –  Three bids were obtained for the maintenance on the detention pond and for maintenance on the stairs.  Terrestrial Landscaping was notably less expensive and board approved their bid for the jobs.

 Brush clearing on Tract 993 – bids were solicited from three tree services.  Kenny Tree sub-contracted this to Brush Monster and their bid was the lowest of the three.  It involved mechanically cutting brush, but not removal of debris.  Board agreed that, if necessary, we could hire out the removal of the debris at a later date.  Bid was approved by board at 8:06 p.m.

Tree trimming on Tract 987 – Bids on trimming the cottonwood tree, two alders and two maples were reviewed and awarded to Kenny Tree at 8:10 p.m.  Treasurer will contact vendors and arrange for the work to be scheduled.

 Tree issues – It is agreed that, based on information from the county and from our lawyer, an arborist must be hired to perform a base-line report of the overall condition of the trees in our common areas.  This report will be used to direct tree projects over the next few years.  This base-line report will need to be done again at regular intervals. Input from the arborist should help in determining the frequency for updating the report   The treasurer will contact arborists and obtain estimates on cost of an initial report.

 

Treasurer contacted Frank Scherf (Senior Environmental Planner for Snohomish County) regarding process for cutting or trimming trees in NG/WHPA.  He related that:

• Procedure for obtaining permission from Snohomish County is not on-line
• Ownership of property on which tree is situated must be established
• To determine if a tree is considered hazardous, homeowner needs an evaluation by a qualified tree arborist.  Report needs to specify is tree can be trimmed or if it needs to be totally removed.
• Armed with this evaluation, homeowner should contact Alan Husby (Snohomish County – 425-388-3311, Ext. 2063) to determine cutting procedure and replacement ratio.
• Homeowner needs to contact a licensed and bonded tree service to perform work.

Mr. Scherf noted that the county does not oversee all cutting projects.  However, if anyone complains about as project in a NG/WHPA, having followed these steps will protect a homeowner.

 

New Issues –

 

Homeowner tree – A homeowner in Division 1 has contacted board, requesting permission to cut a tree on her property.  Since the tree is on her property, and the location is not in a NG/WHPA, the board had no objections.

PPPC Support – The treasurer noted that we have reserves that the HOA can draw from to make a contribution.  Board votes at 8:16 p.m. to support the PPPC financially.  The discussion then raised on how to best rally REHOA residents and raise awareness.  Board members suggest a flyer with four bullet points:  traffic, property values, safety, and peace of mind.  The flyer should also give notice of the next PPPC meeting.  This should best be done by walking door-to-door.  Again, making noise is important:  send emails, editorials, etc.

Date for August meeting – It was suggested that arrangements could be made for a board meeting on August 26th and for a general meeting on November 4th or 11th.  Dates can be reserved up to three months in advance.  However, all Mondays and most Thursdays are already reserved for City Council activity.  City Hall employees also noted that reservations on Tuesday can be bumped at the last minute if the Monday night meeting of the Council spills over and needs additional time.  Treasurer will visit Mukilteo City Hall and report on what dates are available.

 

Meeting adjourned at 8:47 p.m.

 

 

 

 

Meeting held at Mukilteo City Hall council chambers on June 18, 2015.  Meeting called to order at 7:02 p.m.

 

Minutes from the May 20 board meeting approved.

 

Homeowner Forum:  Homeowner from Division 1 voiced concerns about the lack of an architectural control committee, citing an excessing number of cars parked in Division 1, questionable paint colors for homes.  Homeowner stated that he did not want the neighborhood turning into a “junkyard.”  He inquired about the proper protocols.  More specifically on the parking concern, he believes there is more than one family living in a single home in Division 1, and has observed how the No Parking signs in the cul-de-sac have disappeared.  It is mentioned that perhaps the best way to approach this issue is by noting it is a fire concern, as well as a significant obstruction for the garbage trucks.  It is agreed that the county needs to be contacted about the missing signs.

 

The question of whether the board should send a “blanket” letter to all homeowners, regarding parking, animal control, yard up-keep and paint etiquette is raised.  Additionally, the notion of potentially putting parking notices up in Division 1 specifically for the garbage truck concern is discussed (but not finalized).

 

All in attendance agree that the blanket letter should remind owners that in order to submit a new paint color, they should email the ACC control via the HOA address or email account.  The proposed letter should reiterate that all the rules regarding parking, expectations for yards, pet noise, etc. are universal and require everyone to abide by them for the mutual benefit of all.  The board agrees that it will draft a letter to all homeowners, while the individual homeowners agreed to contact individual agencies about parking and animal control.

 

The homeowner also mentions concerns about noise, odors, and rodents in a nearby house.  The board requested that he contact Animal Control directly, documenting his concerns (with photos).  The board also feels it is necessary to contact the owner (landlord) of this home to inform them of suspicions that more than one family is dwelling in his home, that dogs are creating excessive odors and noise, and dog waste is attracting rodents.

 

The board asked the homeowner if he would like to head the ACC, to which he accepted.

 

Another homeowner reported concerns about trees on the adjacent common area (tract 987) to his property.  He was asked to point out the tree so the board can acquire bids to remove or prune the trees.  He also has a fence inquiry and was directed to the options for companies to acquire bid and how to submit them to the board.

 

The board voted to invite the alternative board member (elected at the 2014 general meeting) to take an open position on the board.  The secretary stated that he would contact this member.

Treasurer Report:  Treasurer distributed copies of the June treasurer’s report, the May bank statement, and the budget comparison report.  Current balances on the passbooks were verified.  Late dues and lien concerns are discussed, noting that two homes should have had liens applied last year.  The intent to lien letters have been drawn up, and a motion to approve send said letters is approved at 8:22 p.m.  A motiong to approve the cost of contact a lawyer to file the liens was approved at 8:29 p.m.

 

Old Business

 

Fences:  Two new fences adjacent to Picnic Point Rd have been completed.

 

Tree Issues:  The insurance company reviewed the current REHOA policy for removing trees.  They stated that they feel the current policy in place does not leave the HOA exposed.

 

New Business

 

Treasurer requests approval for expense to purchase dirt to fill tire tracks made on Tract 986.  Former landscaping company submitted a bid of $750 to perform this repair.  Treasurer felt that sufficient dirt could be purchased for approximately $50.  Motion approved at 8:24 p.m.

 

Treasurer requested approval to consult an arborist about current “at risk” trees.  Approved at 8:28 p.m.

 

Meeting adjourned at 8:32 p.m.