Held at Mukilteo City Hall on April 29, 2015, Meeting was called to order at 7:06 p.m. Minutes from the March 25, 2015 meeting were approved at 7:08 p.m.
The board president reported that he had spoken with a representative of the Snohomish County Maintenance Division regarding the concerns about the side walk at the entrance to Division 2, and at the school bus stop outside Division 4. She said she has requested someone from the division to inspect the sidewalks but that it would be about a month before someone could take a look. The question of how many trees need to be cut down is raised. However, it is agreed that a decision would be hasty until the county responds.
The treasurer distributed copies of the monthly treasurer reports, the 1st quarter bank statements, and the budget comparison report. The secretary verified that the checking and savings passbooks balance correspond to the amounts given in the reports and to the listed in the monthly bank statement. A check was signed to cover the domain name fee and website fee for the next two years. The annual dues were discussed briefly. A lower-than-normal percentage of home owners have sent in their payment.
The treasurer and the secretary visited the offices of the management company (from 2014) to collect all the documents and files in their possession. Despite claims that the management company had not received our records from the 2014 board, scans of these records were included in the documents that were picked up. However, the total records were far from complete. While the 2014 budget listed the yearly the management company fee at $12,900, an audit of the financial records show that the management company actually made automatic withdrawals from our accounts in the amount $19,432.78. Examination of the records from the management company do not break down the exact reason for these additional charges. When the board asked about the charges, we were told that they were authorized by the contract signed by the 2014 REHOA president. The management company paid out an additional 19 checks in the amount of $15,185.38. Of this, $12,234.00 was to the landscaping company. Of the 2014 dues, all but $600 were spent. This was less than one-third the amount that was budgeted for reserve funding.
The treasurer requested approval of the expense to send a reminder notice to the homes that have yet to pay their annual dues. Motion was approved at 7:36.
Detention pond: The annual maintenance on the detention pond was not performed in 2014. The treasurer contact Terrestrial Landscaping and they indicated that they would be interested in resuming the work. Terrestrial Landscaping bills on an hourly rate. Thus, it is cost effective to do this work every year.
Landscaping Service: At last month’s meeting, the vice-president indicated that she had contacts for a new landscaping company to mow the common areas. The vice-president was unable to attend this meeting. The secretary agreed to contact the vice-president and to follow up on the prospects for a new landscaping company.
A homeowner inquired about the procedure for re-painting a home. She was directed to the Architectural Control Committee documents (available on the website). It was suggested that she will want to discuss the color with her neighbors. There is a place for the neighbors to sign their approval on the ACC request form.
Old Business
Fences: At this time there are no inquiries regarding fences. However, it was reitereated that the HOA is responsible for reimbursing half the cost of fences along Picnic Point Rd that separate the homeowners property from the common areas.
New Business
Trees: The board members compited a list of questions to present to our attorney. The main concern is finding the right policy that will keep Regatta Estates from getting sued in the case of a disaster. A homeowner present asked if we had consulted other HOA on this topic. The board agreed to reach out to the surrounding communities to see how they address the tree subject. In addition, the treasurer will contact the insurance company to see if they have any suggestions to limit the HOA’s exposure. Both of these will be done before members meet with our attorney.
A homeowner from Division 4 pointed out a Cottonwood tree on Tract 987 that needs to be addressed before it becomes too large. The treasurer volunteered to solicit bids from tree services.
Liens: The question was raised: Is it was worth the $436 fee to pursue back-dues from home owners who are in arrears for over 1 year? It is agreed that a letter needs to be composed that explains exactly why the dues really do matter. The treasurer and the secretary agree to assume this matter.
Action Items:
President will follow up on sidewalk
Secretary will contact vice-president on landscaping
Treasurer will contact surrounding HOAs on tree policy
Treasurer will contact the insurance company regarding our current tree policy
Secretary and Treasurer will draft a reminder letter to delinquent homeowners.
Meeting adjourned: 8:37 p.m.