Author: HOA board members

Date:  August 21, 2013

Location:  Online

Treasurer’s Report:

1.  Distributed Copies of the July 31 bank statement, the August treasurer’s report, and the comparative analysis budget statement.

2.  Reviewed the dues payments, and discussed a third noticed, including the late fee and interest notice.

3.  Discussed the addition of a new signer for HOA accounts, and the removal of a former board member from the list of signers.  This will require a copy of the meeting minutes, and the proper bank form.

Escrow Requests

1.  Before the sale of any REHOA home can be completed, the escrow companies require that we submit information regarding the dues, any assessments, insurance, and any restrictions or covenants.  Since we do not have an offiice, a property management company, nor a dedicated fax line, we direct these excrow companies to submit their form as a pdf, and attach it to an email submitted to via the Contact Us link on our website.

Picnic Point Rd

While a board member has initiated contact with the county regarding traffic control devices for Picnic Point Rd, a homeowner in Division 1 has also taken the initiative to do the same.  She has requested that we invite the Snohomish County Traffic Control officer to the next general meeting.

General Meeting

The annual general meeting is generally scheduled for a Saturday in November.  However, per the request of one homeowner (see Picnic Point Rd above), we are looking into the possibility of moving up this date.  We will need to check on availability of a meeting room, schedule a date, and send out notices to all homeowners.

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 11^th.  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 17^th 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 18^th an e-mail was sent to the escrow company for an update; no response received.  On July 1^st 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

Date:  June 8, 2013

Location:  Mukilteo City Hall

Meeting called to order by board president promptly at 9:00 a.m.  Minutes from previous meeting were read and approved.  No additions, deletions or edits required.

OLD BUSINESS:

Treasurer’s Report

1. Copies of the June treasurer’s report, the May bank statement and the budget analysis statement were distributed, discussed, and questions answered.
2. Escrow statement regarding home for sale was reviewed.
3. REHOA dues were reviewed. Reminder letters were discussed, and a final format approved.  Treasurer will prepare letters and mail them.
4. Board member manuals were distributed.  All board members were asked to review the information they contain and forward suggestions, additions, or deletions.

Landscaping 

1. The board discussed and approved a change to the frequency of entrance and park cleanup, based upon the remaining 2013 budgeted funds.  Our liaison will meet with the landscaper, and discuss a summer and fall cleanup, as well as maintenance to the detention pond area, and the overgrown grassy/sod areas in Division 1.
2. Areas for brush and tree removal were discussed:  trees in tract 992 below entrance to Division 1, cul-de-sac on 133^rd Place in Division 2, tract 990 in Division 2, stairway in Division 4, roots raising sidewalk at school bus stop in Division 4, and tree leaning over roadway above Division 5.  A board member has volunteered tol obtain bids for this work from the tree removal company we have used in the past.

Fencing Issues 

1. Fence Policy was posted to the REHOA website:  www.regattaestates.com.  It was suggested that this document be updated to include directions on submitting requests for fence replacement.
2. Three fences on Picnic Point Rd have been replaced in 2013.  Work was performed by Superior Fence Co. 
3. The treasurer will update the Fence Policy document to include this company as an approved option; wording will be reviewed by the board prior to posting on the website.

 Website 

1. Domain name and hosting rights for two years have been procured, and the website shell has been established.  The “Contact Us” link was used by the escrow company to transmit information on a recent sale.
2. Board members were asked to review the site and suggest additions and improvements.

 Banking

1. In order to preserve dual control on our financial accounts, it was suggested  that the association prohibit online banking on all REHOA bank accounts.  This motion was proposed, and passed by unanimous vote.  A document outlining this motion was signed by all REHOA signers.  The Treasurer will take this document and meeting minutes to the bank to update records.
2. Documentation for adding and removing signers to the REHOA accounts has been added to the REHOA manual.  With the upcoming vacancy of one of our members, we will need to remove her as a signer and add a replacement.   All board members approved this action.

NEW BUSINESS:

New Members – New members were welcomed to the board as members-at-large.

Assignment of Duties – In the past, many of the REHOA board responsibilities were handled by members who are no longer on the board.  It was suggested that these tasks be reviewed and reassigned:

1. The current board president announced that her renters have moved, and her home is going on the market soon.  Once sold, she will no longer be on the board.  Per the REHOA Bylaws (Article VI, section H), vacancies on the board can be filled by a two-thirds vote of the board.  The current vice-president was nominated to fill this position.  His nomination was confirmed by a unanimous vote.
2. The president will be the liaison with the REHOA attorney, Jon Hatch.
3. The president will send out the agenda before each meeting.
4. The secretary will record the minutes of the meetings, adding these minutes to the REHOA records, and sending a copy of the minutes to board members for review.  The webmaster will post these on the website.
5. The secretary will monitor the REHOA email account giving the board updates regarding emails and replies made.  The secretary will forward financial-related questions to the treasurer.  For questions requiring specific answers (not covered by stock responses), the secretary will consult with all board members as the secretary shall not be burdened with responding to questions on their own.
6. The treasurer will send out notices for annual dues and pick up the mail, including dues payments.  Additional keys to the REHOA mailbox are held by the president and secretary, as a backup.
7. The treasurer will record all dues payments and make all bank deposits.
8. The treasurer will make arrangements for meeting room at the Mukilteo City Hall, and will pick up the keycard the day before the meeting.
9. A member at large will act as the contact person with the REHOA landscaper.  They will receive assistance from other board members, as requested/needed.
10. Members at large will be voting members at all board meetings and can volunteer for any task, and/or assist other members with their duties.  In this position, a board member will prepare a letter to Snohomish County regarding speeding and safety issues on Picnic Point Rd, to include mention of increased traffic due to the new county park at the wastewater treatment plant.  All board members will review and give any input prior to the letter being sent.
11.  The board was offered a member’s engineering expertise and knowledge regarding the detention pond and underground vaults issues.

Review of Action Items:

1. The treasurer will send out reminder notices to homeowner’s who have yet to submit their 2013 REHOA dues.
2. Letters will also be sent to homeowner’s in violation of boat and trailer restrictions.
3. Invitations will be sent to two homeowners who indicated interest in the board.
4. The treasurer will send all board members a status report on the 32 point letter from the Snohomish County regarding Surface Water Management and the maintenance of our detention pads and underground detention vaults.
5. The president will send the treasurer a copy of her stock response for Fence Requests.
6. The secretary will contact their neighbor regarding address of homeowner.  Once obtained, the treasurer will re-send 2013 dues letter.
7. All board members are asked to do a walk-about of the REHOA properties, and note areas of interest for our Five-Year Plan.  Additionally, be ready to suggest other topics of interest that should be covered in this plan.  For example, developing the idea of a “welcome packet” for new REHOA homeowners.
8. All board members were asked to review options for fence landscaping.
9. The president will set date for next meeting, and send out the invitation.  This meeting’s focus will be the Five-Year Plan.

Meeting was adjourned at 10:35 a.m.