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Meetings

July 2013 Board Meeting Minutes

REHOA Board Meeting Minutes

Date:  July 15, 2013

Location:  Online

Treasurer’s Report

  1. Distributed copies of the June bank statement, July treasurer’s report, the past due report, and the 2013 comparative budget analysis.
  2. Reminder notices for unpaid annual dues were sent to homeowner’s on June 11th.  Six homeowners paid, plus a partial payment from a seventh who indicated they would pay the remaining $150 by the end of July.  In addition, a house with unpaid dues was sold and we recovered all dues owed (see item #4).  This leaves 10 homeowners, plus a partial, owing $2650.00.
  3. As a follow-up to a prior board-approved motion, the treasurers met with Tina at BECU on June 17th to file the request to block online banking for BECU accounts.
  4. Follow-up with escrow company:  Before the June meeting, a detailed report had been submitted to the escrow company handling the close of a home on which the REHOA had filed three liens for dues owed.  On June 18th an e-mail was sent to the escrow company for an update; no response received.  On July 1st a phone call was made to the contact name of record (the escrow assistant), and a voicemail was left asking for an update on the status of the sale; again, there was no response.  Another call was made, this time asking for the escrow closer, who confirmed they mailed a check on June 18th.  The check was mailed to a PO Box in Mukilteo, not our PMB address.  The company placed a stop payment on that check, and mailed a new one.  Good news:  This check has been received, and included back dues for eight years, late fees, interest, and the legal costs associated with liens.

Lessons learned:  Keep good records, be persistent, and follow-up.

Landscaping Report

  1. The REHOA lawnmower has a cracked bracket that supports the deck housing.  Our landscaping volunteer is attempting to make repairs that would suffice for this season.  However, a decision will have to be made for a permanent repair or replacement of the mower.  Replacement parts would run about $700.00.  The current mower was purchased in 2004.  Board discussed options and voted to explore replacing the mower.
  2. The current volunteer suggested that we review options for continued mowing.  While he is not giving his notice, he suggested that we check into the costs for having our landscaping contractor mow the common areas.  Before purchasing a new unit, we will need to explore options for storing, and maintaining the mower.
  3. At a previous meeting, a member-at-large volunteered to be the landscaper liaison.  They met with the landscaper to determine which projects our landscaper would like to bid on.  In addition to the maintenance of the entryways, we may employ him to do maintenance on the detention pond system.

Detention Pond Status

  1. A spread sheet was created showing status of the thirty points (assigned to the REHOA   by Snohomish County Public Works – Surface Water Management).  This spread sheet was e-mailed to all board members for review.
  2. REHOA contacted the engineer who will review progress and assess strategy for future management.

New member

  1. The landscaping volunteer agreed to join the REHOA board as a member-at-large.  He has been providing a tremendous service over the past 8 years in mowing the common area lawns.  In addition, he has serviced and maintained the REHOA mower.  As a board member, he can provide valuable information on the mower.  He would also act as a liaison to the board about issues from divisions 3, 4, & 5.

Real Estate Company Request

  1. The REHOA has received an e-mail via the “contact us” option on the website, from the real estate agents handling the sale of an REHOA property.  They requested copies for the past two years of all HOA meeting minutes, all board meeting minutes, and financial statements.
  2. While we have had numerous REHOA homes sell during the past seven years, this is only the second time agents that have requested this information.  When the treasurers asked them to explain why all of this information was needed by a realtor, they said it was part of a contract signed by the seller and the real estate agent, and is part of the multiple listing service standard contract.
  3. We may see more of this type of request in the future.  Lessons learned:  Keep accurate records and continue to post all meeting minutes on HOA website.  (The treasurers are working on posting past minutes onto the website.  Once there’s a history of two years, the real estate agents can access these themselves, and will only need to ask that the financials be supplied.  They seem to be satisfied with the comparative budget analysis in lieu of balance sheets and profit and loss statements.  Please note:  The approved annual budgets will be posted for membership and all other interested parties to review…not the comparative data that shows actual revenues and expenses.

Traffic Calming Devices

  1. As a follow-up to a prior meeting discussion, a board member checked with Snohomish County on how to control speeding on Picnic Point Rd.  One option was the installation of traffic calming devices.  These may take the form of speed bumps and/or roundabouts.  The first step is the submission of a letter showing neighborhood support. Further discussion is needed on how best to accomplish this task, and will be a topic of discussion at the August board meeting.  Complete information on the traffic calming program can be found at: http://www1.co.snohomish.wa.us/Departments/Public_Works/Divisions/TES/Traffic_Oper/ntcp.htm