Category: Meetings

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.

 

 

 

Date:  August 16, 2017

Location:  Mukilteo City Hall

Meeting was called to order at 7:00 p.m. by the Board president.  The meeting agenda was reviewed and approved as written by the board.  The meeting minutes from the June board meeting were reviewed and approved as written.

Member Forum:  No homeowners asked to speak.

 

Reports:

Treasurer’s Report

• Copies of the August Treasurer’s report, the July bank statement, and the budget comparison were distributed to all board members.
• The board vice-president verified that the checkbook and savings book balances matched the totals listed in the treasurer’s report.
• Treasurer discussed the increased work load associated with the reception of partial payments.  He suggested that future dues notices include text stating that the annual HOA payment is due upon receipt of the yearly notice, and that late fees and interest  would be assessed on all payments not received by the due date.  Another board member asked if the board would look into online payments options or direct deposit options.
• Treasurer also noted that the county assessor’s site is used as the source for mailing addresses for absentee owners.  However, one of our absentee owners had their address listed in Seattle, and then they registered a new address in Tacoma.  When their payment was received, the homeowner requested that their address be updated to one in Virginia.  While annual dues notices include a form for updating the owner’s address, we often are not informed of the changes.  It is the owner’s responsibility to let us know when their billing address changes.
• Board discussed budget expenses for the remainder of the year:  1.  Insurance payment for 2nd half of year;  2.  Tree removal charges;  3.   Landscaping, mowing, and entryway cleanup;  4.  State Incorporation fee (due in December each year);  5.  Mailbox rental fee (due in December each year).

Landscape Committee

• Committee reported on work performed on the detention pond, mowing, pruning tress in Division 1, brush removal on Tract 993, and removal of several small trees.
• Landscaper is planning to trim the butterfly tree blocking the entrance to the detention pond.
• Board discussed the cost savings associated with our current landscaper, especially with our pay-as-you go option.   Board members reflected on future options, should we lose our current landscaper.

 

Architectural Control Committee

• Members not present at the current meeting.  Board members discussed the comments from the March meeting with our attorney, and the comments that a HOA needs broad support in order to establish new Rules and Regulations.  At this time, the board is still awaiting input from the ACC.

Arborist Committee

• Snohomish county has, after eighteen months, finally approved our request to remove trees deemed hazardous in the January, 2016 HOA arborist report.  Committee has contacts with two tree services and will be finalizing contract.  Companies are currently scheduling work about three to four weeks out.  It is hoped that this will allow the work to be completed before the Fall storms hit the area.

Secretary’s Report

• The HOA secretary was unable to attend the meeting.  However, the vice-president reported that all email contacts with the HOA had been answered.

 

Old Business

• Notices on Late Fees and Interest:  Past due notices were sent to all homeowners who are behind in the dues, informing them that a late fee and interest had been assessed to their account.  The notice included a copy of the ledger account for that property.  Since the mailing, five homeowners have paid their dues.
• Sidewalk repair:  The HOA vice-president reported on her continuing fight with the county to get them to repair the sidewalk in Division 2.  The county has claimed that it may take up to 2 years for this to be corrected.  This delay concerns the board members who pointed out that, not only is this sidewalk the primary path for children going to and from the school bus pickup location, but there is a resident in Division 2 who is confined to a motorized wheel chair.  Members discussed if this falls under the umbrella of the Americans with Disabilities Act (ADA).  The county records show our requests going back to February of this year.
• Tree removal:  The sidewalk is damages due to the tree planted by the developer.  Homeowners are complaining about the trees, the leaves that clog the gutters, and the limbs that block the street lights.  It was proposed that the HOA remove these.  Some board members suggested that we had to march into the proper county office in order to get something done.

 

New Business

• Annual Meeting Notices:  According to the HOA bylaws, meeting notices have to be received 20 days before the meeting.  State RCWs state that the notices can be sent not less that 14 days nor more that 60 days in advance of a meeting.  The board members discussed the advantages of using a post card format over a letter format for the notices.  The letters are easier since they can be done in a home office.  Post cards require one or two trips to a local print shop, such as Costco Business Center.  Board members agreed that the HOA would continue to use post cards for these announcements, in spite of the extra effort required.
• Expenses approval:  A motion was made to approve the expenses associated with the printing and the postage associated with sending out the annual meeting notices for our October general meeting.
• Responses to email and online contacts:  Currently, emails to the HOA website are forwarded to the board members by the vice-president.  An email discussion amongst the board members follows, and a response is agreed upon.  The secretary then responds to the member.  It was suggested that the same policy should be employed for questions that are posed to our Facebook page.
• Liens:  Discussion on when to place a lien against property owners.  Board members agreed that we need to be uniform as to when this is applied.

 

Review of Action Items

• Treasurer will check with banks to see if there are other options for members to pay dues.
• Arborist Committee will obtain the remaining bids and schedule removal of the trees, per the 2016 arborist report and the approval from the county.
• Secretary will continue to work with county on the sidewalk issue.
• Treasurer will get notices for annual meeting printed.
• President will prepare a list of accomplishments for the October general meeting.

 

Next Meeting:  September 20, 2017 at 7:00 p.m., in the Mukilteo City Hall Council Chambers.

Meeting adjourned at 8:02 p.m.

 

 

• Date:  June 21, 2017

Location:  Mukilteo City Hall Council Chambers

 

The meeting was called to order at 7:00 p.m. by the board vice-president.  The vice-president distributed the meeting agenda which was reviewed and approved as written by the board.  The minutes from the May board meeting had been sent to all board member by the secretary.  They were review and approved as written.

Homeowner Forum:  Members voiced concerns about dispute between neighbors.  This concern had also been voiced at the March meeting and discussed with the HOA attorney.  At that time, members had committed to contacting their neighbors to obtain support and resolve the issues.  These members were nominated to act as the Architectural Control Committee and to help establish some new rules and regulations for the HOA.  A new homeowner volunteered to establish a Facebook page with the hope of involving other younger members who prefer to communicate via social media.  Another homeowner felt that a vote should be taken via a mail-in ballot in order to determine what the majority of the association would like to do.  The board agreed the HOA should pursue both methods.

 

Reports

 

Secretary   The secretary reported on the rules and regulations letter that was sent out to all members on June 13.  To date, only one homeowner had contacted the HOA regarding this letter, and this homeowner wanted to know if they were in violation.  The secretary had immediately responded to the homeowner.

Treasurer  The treasurer distributed copies of the June treasurer’s report, the May bank statement, and copies of the budget comparison.  A member confirmed that the amounts show on the report were identical to the register amounts.  Treasurer reported that, on May 18th, reminder letters had been sent to all homeowners who have not paid their 2017 dues.   The results of this mailing:  Two homeowners who had submitted partial payments earlier in the year have submitted the remainder.  Five homeowners who were delinquent for the 2017 dues submitted their payments.  One homeowner who was delinquent for the 2017 and 2016 dues paid his dues in full, including late fees and interest.  A member also pointed out a For Sale sign on a home in their division.  The treasurer confirmed that, when a home sells,  the HOA is contacted by the escrow company and any back dues, late fees, interest, and legal fees would be recovered during the closing process.

 

Landscaped Committee:  The landscape committee reported that our landscaper will be back out this week to work on the common areas.  The committee also reiterated that all homeowners should direct their concerns to the committee and not to our landscaper.  Our landscaper is assigned tasks by the committee, and is not going to respond to requests from individuals.  Concerns voiced during the member forum are reviewed and passed on to the landscaper.  The committee is continuing their contact with the county regarding the sidewalk in Division 2.

 

Architectural Control Committee:  No members of the ACC were present.  As a result, there is no report for this month.

 

Arborist Committee:  The committee has received permission via email to contact tree services for bids to remove the trees highlighted in the arborist’s report.  The HOA has also received an email regarding a “dangerous” tree that the homeowner wanted removed.  When the committee checked on the tree, it was determined that this tree is on private property.  The HOA advised the member that the owner of the property was the responsible for maintenance of these trees.  In addition, if the trees are on a Wildlife Habitat/Native Growth Protection Area (WH/NGPA), permission must be obtained from Snohomish County.

Old Business:

• Reminder letters for 2017 dues were sent out.
• Interest letter for rules and regulations was sent out.
• Volunteers completed repairs on the entranceway sign for Division 2.  Volunteers as still needed to repair the signs for Division 1, 3, and 4.

 

New Business

• The board voted to implement the late fees and interest on 2017 dues, as set in the CC&Rs and Bylaws.
• The landscape committee will schedule the annual maintenance on the stairs in Division 4 and the annual maintenance on the detention pond.
• The board will prepare for the October general meeting.

 

Review of Action Items:

• Arborist committee will obtain bids from tree services on removal of trees listed in the 2016 report.
• Treasurer will send out Past Due notices to delinquent homeowners.
• Members will prepare a letters to homeowners on rules and regulations.
• Landscaping committee will schedule annual maintenance on stairs and detention pond.
• Landscaping committee will work with landscaper on removal of dead bush, and pruning in Division 1.
• Member assigned to schedule meeting room for September and October meetings.
• New committee will begin a neighborhood Facebook group to increase homeowner involvement.
• Members are asked to review and share HOA accomplishments.

 

Next Meeting:

• The next meeting is scheduled for August 16th.

 

Adjourn

• The meeting was adjourned at 8:33 p.m.

 

 

Date:  May 17, 2017

Location:  Mukilteo City Hall Council Chambers

 

The Meeting was called to order at 7:00 p.m. by the board president.  The president distributed the meeting agenda which was reviewed by approved as written by the board members.  The minutes from the March board meeting were reviewed and approved as written.  The board president then opened the floor for member forum.  However, no members asked to speak.

 

Reports

 

• Treasurer:
  • Copies of the May treasurer’s report, the April bank statement, and the budget comparison were distributed.
  • Board president verified that the checkbook and savings book balances matched the totals listed in the May report.
  • Members discussed budget, expenses, and dues payments. 
• Landscape Committee:
  • Committee chairman reported on work done to date, and updated members upcoming plans.

 

• Architectural Control Committee:
  • New members were absent from this meeting
  • One homeowner’s request for re-painting home had been approved since last meeting.
  • Suggestion was made for new ACC board to update the application form with the desired effect to remove ambiguous language.
• Arborist Committee:
  • Committee accompanied county officials on inspection of hazardous trees.  However, county failed to contact us regarding results.
  • Committee sent follow-up emails and was told that approval letter should be sent.
  • Once in hand, committee will begin process of obtaining bids for tree removal 
• Secretary:
  • Board secretary has followed up with the county about the sidewalk issues along the entrance to Division 2.  The county had repaired the sidewalk in Division 4 (by the school bus stop), but failed to address this area.  Members suggested that this may be an ADA issue since there are 2 residents who are in wheelchairs and cannot access these areas.

 

Old Business

• Board members gave updates on the Rules and Regulations that they were able to obtain from surrounding neighborhoods.
• Other neighborhoods that will be contacted for the next meeting:  Picnic Point, Mill Creek, Wingate, and Woodsound.

 

New Business

• Board will research possible rules and regulations of nearby neighborhoods
• Secretary will draft and informative letter to homeowners asking for input about possible new rules and regulations.  All board members will give their opinion via email before next meeting.
• Treasurer will draft and mail friendly reminder letter for any unpaid 2017 dues.  A motion was approved for the expenses involved with this mailing.
• Homeowner shared her concern about the state of the entryway signs.  Volunteers are needed to repair and restore these signs.  One board member volunteered her husband to repair the sign in Division 1.  A second board member volunteered to restore the sign in Division 2.
• A reminder was made that all homeowner concerns need to be sent to the HOA via the website email or the Box address.

 

Review of Action Items

• Board members were reminded of their assignments to contact neighboring HOAs regarding their Rules and Regulations
• Secretary will make a list of the contact email addresses for the next meeting.   This will include on new ACC members.
• Treasurer will mail friendly reminder letters to members.

 

Next Meeting – The next meeting is scheduled for June 21.  The room will be reserved by member-at-large.

 

Adjourn – The meeting was adjourned at 7:55 p.m.

 

 

 

 

Date:  March 15, 2017

Location:  Mukilteo City Hall Council Chambers

Meeting was called to order at 7:00 p.m. by the board president.  The president distributed the meeting agenda.  After allowing members to review the agenda, he asked if any additions were needed.  The agenda was approved as written.

The minutes from the January meeting have been sent to all board members by the secretary.  Board president asked if there was any changes or additions needed.  One member suggested that, in the review of Action Items section, the actual tasks should be listed along with the member who volunteered to perform that task.  By doing so, members would have a written reminder of what they needed to do before the next meeting.   The recommendation was accepted, and the minutes were approved.

The association attorney was introduced, and then the floor was opened to the Member Forum.  Four homeowners expressed concerns about their neighborhood.  In particular, they commented on:  1.  Vehicles parked on the street were causing unsafe conditions for drivers coming into the neighborhood, including causing vehicles to swerve near children on the sidewalk;  2.  Damage to the CBU (mailbox) by a vehicle;  3.  Disabled vehicles or vehicles that require a jump-start;  4. The ACC process not being followed by homeowners, including the construction of unauthorized structures;  5.  Pet waste is not picked up promptly;  5.  Renters do not understand nor abide by the CC&Rs.

At the completion of the homeowner forum, the association attorney addressed these concerns and advised the homeowners and the board on how to proceed.  He explained what our CC&Rs can and cannot do.  In particular, the RCWs (Revised Code of Washington) empowers the board and the HOA to establish rules and regulations (including fines) for the neighborhoods.  Since the streets are county property, parking and safety concerns need to be address by the county.  Disabled vehicles are prohibited by the CC&Rs.  The mailbox can be repaired by the HOA, but needs to be approved by the post office.  The ACC can use current rules and regulations to address concerns.  The board needs to establish a fine schedule.  More homeowners need to be added to the ACC.  As to rental properties, the HOA cannot regulate the number of properties that are renter occupied.  However, the HOA can pass rules and regulations that would require the owners to supply all renters with the CC&Rs, Bylaws, and the Rules and Regulations, and the renters could be required to sign a document acknowledging that they have received them.  The owners can also be required to provide the HOA with a copy of the lease/rental agreement when a property is rented.

The association attorney also suggested that the HOA:  1.  Establish rules and regulations to address issues where the HOA has the authority to enforce;  2.  Establish a fine schedule;  3.  Solicit input for all owners and obtain support for new rules and regulations;  4.  Uniformly enforce new and current rules and regulations;  5.  Create an ACC for each division.  (This would require a significant increase in the number of volunteers active in the HOA.

Reports

Treasurer:  Treasurer distributed copies of the March treasurer’s report, copies of the February bank statement, and copies of the budget comparison.  The vice-president confirmed that the amounts shown on the report were identical to the register amounts.  Dues payments were reviewed, along with the Past Due Report.  The treasurer reported the all account ledgers are up-to-date and reflect current principal, interest and late fees owed.  Treasurer discussed concerns about the yearly expenses incurred to this point in the year.

Landscaping Committee:  Our landscaper has informed the committee that he will be completing the maintenance on the entrances.  Committee members has also been in contact with Snohomish County about the sidewalk near the school bus stop in Division 2.  The county  may be out in April to assess the situation and decide if the sidewalk will be repaired.

Architectural Control Committee:  The committee agreed that we need to look at rules and regulations for the association.  This will continue at the next meeting.  The board nominated and approved four new members for the Architectural Control Committee.

Arborist Committee:  Snohomish County continues to refuse permission to cut the trees that were deemed “hazardous” by the 2016 arborist report, claiming that they cannot do so while a court case is pending regarding a neighboring development.  Since the superior court case ended in early March, the committee will again request permission.

Secretary:  Secretary reported contacting members regarding meeting, and will add the new ACC members to HOA correspondence.

Old Business

• Expenses were approval for standard items (landscaping, insurance, taxes, website) were updated.
• LUPA status updated.
• Dues Letters were sent out immediately after the January 11th meeting.
• 2016 HOA taxes have been completed and filed.
• Website renewal and web-hosting was purchased for the next year.

New Business

• Board will research rules and regulations of surrounding HOAs.
• Members will work on drafting an informative letter to homeowners, asking for input regarding new rules and regulations.

Review of Action Items

Rules and regulations:  Board members were each assigned a nearby HOA to contact regarding their current rules and regulation.  Arborist committee will again contact Snohomish County PDS.  Board members are asked to bring ideas to the next meeting about what should be included in the letter to members.  Past dues accounts:  2017 Dues are to be paid by April 30.  Board will review compliance at next meeting.  Treasurer will bring compose reminder letter for homeowners who are delinquent.

Next Meetings

The next meetings are scheduled for May 17th and June 21st (tentative).

Meeting was Adjourned at 9:14 p.m.