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 15th, 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.