The August, 2016 REHOA board meeting was held on August 3, 2016 at the Mukilteo City Hall council chambers.
The meeting was called to order at 7:02 p.m. The minutes of the May meeting were read and approved. The floor was opened for the member forum but no one chose to speak.
Treasurer’s Report – The Treasurer distributed copies of the August Treasurer’s report, along with a copy of the June bank statement. (The July statement should arrive in the next week.) The board president confirmed the register balances for both the checking and savings account. Copies of the 2016 Budget Comparison were distributed and reviewed. The delinquency report was reviewed.
Landscaping Committee Report – The committee reported that the third mowing and trimming of the common areas along Picnic Point Rd was completed. Board commented about the overwhelming amount of dandelions in the grass areas. Landscaping committee reported on maintenance in detention pond, including the removal of blackberry vines growing in the 6 inch space between the detention pond chain link fence and the back fence of an adjoining lot.
Architectural Control Committee Report – Committee reviewed the three ACC applications that were received and approved and discussed the ACC process and the turn-around time on applications. The main concern was for homeowners to complete the form. This requires that they obtain signatures from their neighbors, thus the neighbors know what is being done and how it may affect their properties. Per the Architectural Controls, the HOA is required to review and respond within a two-week time frame. This led to a discussion regarding the process for opening and responding to HOA emails. All members were reminded that no one board member can speak for the association. All responses require input and approval from a majority of the board members.
Arborist Committee Report – The approval process for cutting trees on NG/WHPA tracts is currently on hold until the ongoing land use appeals are resolved. The committee contacted a supervisor of the Snohomish County PDS in March, 2016 and delivered copies of the 2016 arborist study outlining hazardous trees. However, the county failed to respond. After several additional contacts went unanswered, the Arborist Committee were able to contact another member of the PDS staff. He took the requests to his supervisor and replied with a short email that the county still would not authorize the requested tree removal. The board suggested that the committee continue to reach out to the county, and to document all contacts. This could be used to show that the HOA continued to do its part in getting these hazardous trees removed.
Action Items from Previous Board Meeting
- HOA Dues – Reminder letters were sent to all homeowners who are currently delinquent on the 2016 dues. As a result, eight additional payments were received.
- New Home Development – Board discussed the results of the Snohomish County Council review of the Hearing Examiner’s decision.
- Violation Letters – Letters were sent out to all homeowners, reminding them of their responsibility to uphold the CC&Rs, Bylaws, and Architectural Controls. Three trailers were moved into the garages or removed from the area.
- Fence Replacement Policy – The board member in charge of updating this policy was unable to attend this meeting. The subject was tabled until the next meeting.
New Business
- Document Request – The HOA received an email request from a real estate agent for copies of all of our records for the past two years. The HOA attorney was contacted and stated that it is inappropriate to release any HOA documents to anyone who is not a current member of the association.
- CC&R violation by new renter – A complaint was received from homeowners in Division 3 regarding the new tenants renting a home in that division. The renters have parked two commercial trailers in the driveway. The parking of any trailers is expressly forbidden by the CC&Rs. A violation letter is being sent to the landlord.
- Documents Recovery – Two boxes of REHOA documents were returned to Regatta Estates HOA by a condominium association in Kent. Our former management company had labelled them as belonging to the HOA. Similarly, REHOA had received tax documents and checks intended for the HOA in Kent.
- Mailbox increase – The HOA received notice that the rates for our private mail box would increase in September. However, this had been anticipated and the line item for Mail on the 2016 Budget had been increased to accommodate this.
Review
- The Action Items were reviewed.
- A date was agreed upon for the next meeting.
Meeting adjourned at 7:52 p.m.