May 2020 Board Meeting

Date: May 7, 2020

Location: Online (via Zoom)

The meeting was called to order by the board president at 7:00 p.m. The president then shared his screen displaying the meeting agenda. The agenda was reviewed and approved by the members. The minutes from the January budget meeting had been sent out by the board vice-president. These were also reviewed and approved as written.

Member Forum: No homeowners asked to speak.

Reports

  1. Treasurer’s Report: The treasurer distributed copies of the May treasurers report, the April, 2020 bank statement, and the budget comparison. The president and vice president confirmed that the balances in the report were the same as those posted on the registers. The treasurer pointed reported that the 2020 dues letters had gone out on January 20th, and that payments have already been received from a majority of the homeowners. This number is consistent with the total number HOA had received by this time in previous years. This number includes a payment in full (including late fees and interest) from a homeowner who owed for a previous year. The board recognizes that some homeowners are facing tough times due to the pandemic, and discussed changes to the late fees and interest on the 2020 REHOA dues. The board will research what options are available to them based on the REHOA CC&Rs and Bylaws. In light of the statewide shutdown of businesses, it was agreed that it will be hard to find businesses to perform some of the repairs and maintenance for the HOA. As a result, we may not be able to complete all tasks this year, and some may need to be rolled over to 2021. The treasurer shared scans of the check register and the savings book register, and the board confirmed that the balances were the same as the adjusted balance from the May Treasurer’s report.
  2. Landscaping Committee– The HOA landscaper has started mowing the HOA common areas, and has performed an initial cleanup of the entryways and of the stairs in Division 4. The committee is going to direct the landscaper to cut back the blackberries in the common areas and along Picnic Point Rd. The landscaper also applied Caseron to impair the spread of weeds in the common areas. The committee is also going to have the detention pond area cleaned up.
  3. Architectural Control Committee – One homeowner applied for permission to paint their home. A second homeowner asked for information on the replacement of their fence bordering Picnic Point Rd. Many projects are being held up due to the shutdown. The ACC expects additional requests once the stay-in-place orders are relaxed.
  4. Arborists Committee – Committee is still attempting to obtain permission from the county to remove the dead trees on Tract 994 (between Division 1 and Division 4). The committee expressed some concern about the lack of response from the county. Normally, they would expect at least an acknowledgment from the county that they had received our request. However, the county has fail to even respond. On a separate tree issue, two board members met with Korien Cook of the PUD to assess the HOA trees that could impact the power lines running down Picnic Point Rd. Ms. Cook marked several trees and will request permission for the PUD Line Clearance team to remove these. No timetable on when this might occur.
  5. Secretary Report – noting new to report at this time

New Business

  1. 2019 Federal Taxes – Board members met with our representative at Block Advisors on February 11 and file the tax report for last year. The HOA does not owe any additional taxes for 2019. Treasurer will confirm that taxes can be paid directly from the HOA accounts.
  2. 2020 Audit – Last year, the REHOA completed an audit of 2015, 2016, 2017, and 2018. The board elected to cover the four years since previous boards had elected to postpone the audit for several years. The 2020 audit will cover the finances for 2019. Our auditor has suggest that this be done in July. However, this suggestion was made before the shutdown. This date may need to be adjusted due to the changes in the due date for federal taxes.
  3. REHOA Website – Webmaster contacted Go Daddy and renewed the .com domain, our private domain registration, and the website (all for three years.) In addition, our email service is now being directed through Outlook. No changes is the website at this time. Webmaster is looking to either modify the site or go to a new platform However, the initial cost estimate to have someone create a new website is expensive. The board will continue to examine options here.

Action Items

  1. Treasurer will meet with one of the signers (for the HOA accounts) to adjust the amounts in savings. However, this will have to wait until the bank reopens.
  2. Treasurer will also contact our tax accountant regarding payments on future taxes.
  3. President will try to visit BECU to complete paperwork to get him added as a signer.
  4. All board members will continue to work on consolidation and rewriting the fence policy.

Next Meeting

  1. Planned as a Zoom meeting for July 9, 2020.

Adjourned

  1. Meeting adjourned at 7:41 p.m.

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