Author: HOA board members

REHOA Meeting Minutes – May Board Meeting

 

Date:  May 16, 2013

Location:  Online

Treasurer’s Report:

1. Copies of the May Treasurer’s Report, the most recent bank statement (April 30, 2013), and the Budget Analysis were distributed.
2. 2013 Dues Report:  Dues have been received and deposited from 57 homeowners.
3. A “reminder letter” was discussed for mailing in early June.  Copies of a rough draft were distributed for review.

 Bank Signers:

1. We met with Tina at BECU and have updated the list of signers on the REHOA accounts.
2. Procedure was documented to REHOA records so that we will be better able to make changes in the future.
3. Treasurer was added as an agent to the accounts.  This will allow the treasurer to transfer funds between existing REHOA accounts and to request account balances.
4. Treasurer is not allowed to be a signer.  This insures dual control on association accounts.

Online Banking:

1. Treasurer pointed out that online banking would negate dual control on REHOA accounts.  A motion was proposed to prohibit online banking on all REHOA accounts.  Motion passed.
2. Tina at BECU outlined procedure:  The REHOA would need to supply BECU with a copy of the minutes showing approval of this action.  In addition, we would need to supply BECU with a letter requesting this action.  The letter would need to be signed by all authorized account signers.

Association Website:

1. We secured the domain name (regattaestates.com) and web-hosting (for two years) at a special price.  We are documenting procedure for future payments so that we continue to hold the rights to the domain name, and to insure that the site remains active.
2. Site is up and documents are being routinely added.  Board will be discussing additions to the site.

Fence Replacement:

1. Two homes have completed fence replacement in 2013.
2. Three additional homes have bids from fence replacement companies, and may be submitting requests to REHOA.
3. Past president had personally handled requests.  Board will be discussing the process at the June meeting, and establish how we want to go forward.

 

Next Meeting:  June 8, 2013, at Mukilteo City Hall

 

 

 

 

 

REHOA Meeting Minutes – March Board Meeting

 

Date:  March 5, 2013

Location:  Board vice-president’s home

 

 

Minutes from January Budget meeting were reviewed and approved.  No updates.

 

Treasurer’s Report: 

1. Copies of the Monthly Treasurer’s Report, the most recent bank statement (February 28^th), and the 2013 Budget Analysis were distributed.
2. Checking and Savings account balances and register balances were verified.
3. Updated Past Due report was reviewed.
4. 2013 Dues report:  15 dues received, plus payment from previous year.  This past   due payment included late fees and interest.

 

Board Officer Positions:

1. Steve and Susan M. have sold their home and will be moving out of the association.  This will create two open positions on the board:  president and secretary.
2. Per the REHOA Bylaws, the current vice-president, Mardi E., will now become the board president.
3. Bruce D. nominated Jeff D. to be the new vice-president.  Nomination received unanimous approval.
4. Jeff D. nominated Julie B. to be the new secretary.  Nomination received unanimous approval.
5. Bruce and Beverly D. will continue as the co-treasurers.

 

Account Signers:

1. It was proposed that Julie D. and Julie B. be added as signers to the REHOA accounts.
2. Bruce and Beverly D. will research the procedure for removing former signers and adding the new signers.

 

Association Website:

1. The board identified re-establishing the website as a high priority need to help with communication to home owners in all matters.
2. Board will research possibility of re-activating site.  If this is not possible, a new site will be created.  Expenses for this have been allocated in the 2013 budget.

 

2013 Budget:

1. The current budget was discussed.
2. Biggest current needs are landscaping and fences.

 

Future topic: 

1. It was decided that the next meeting should be used to review the current 5 year plan and to identify specific areas to address in the next five-year period.

REHOA Meeting Minutes – February Board Meeting

 

Date:  February 20, 2013

Location:  Online

 

Treasurer’s Report:

1. Copies of the monthly Treasurer’s Report, the most recent bank statement (January 31, 2013), and the Budget Analysis were distributed.
2. 2013 dues have been received and deposited from 11 homeowners.
3. One 2012 dues payment was received.  This payment included the late fee and interest, and was entered into the Budget Analysis statement as “Other Revenue.”

 

Dues Letters for 2013:

1. Dues letters were sent out to homeowners on January 23^rd.
2. Personalized letters were sent out to homeowners who owed from previous years.  These letters had a breakdown of the total owed:  dues, late fees and interest.
3. Three letters were returned, marked by the Post Office as “Unclaimed, unable to deliver.”  They had been addressed to the names of record with the Snohomish County Auditor’s website.  Letters were resent and addressed to Regatta Estates Homeowner.

 

Cleanup of Entryways:

1. Our landscaping company will be cleaning the division entrances in March.
2. Trees along sidewalks need trimming.  Request will be forwarded to landscaper.
3. Suggestion was made to have service performed three times a year, versus one big cleanup. While still remaining within the budget, this would provide ongoing maintenance and a cleaner appearance.

 

Board of Directors Operations Manuals:

1. Original manuals containing all the REHOA documents, lists and maps had been distributed to all board members.
2. Request was made to update and replace manuals.  This was approved by all board members.

 

Subjects for Discussion at Next Meeting:

1. Five-Year Plan
2. Landscaping
3. REHOA website
4. Updating the list of signers on accounts
5. New board members

 

 

 

 

 

Location:  Mukilteo City Hall

Date:  January 12, 2013

 

Minutes from previous meeting were reviewed and approved.

 

Treasurer’s Report:

1. Treasurers distributed copies of the January treasurer’s report, the December 31, 2012 bank statement, the final 2012 budget analysis.
2. Bank statement balances and register balances were verified.
3. Past Due Report was reviewed and discussed.
4. Carry-forward funds (allocated for fence replacement and detention system maintenance) were discussed.  A proposal was made to transfer these funds from checking to savings.  This proposal passed unanimously.

 

2013 Budget:

1. A budget worksheet was distributed to all members.  This included the totals from the Budget Analysis  for 2008 through 2012.
2. Individual line items were discussed, and amounts adjusted.
3. A proposal was made to accept the revised budget.  This proposal passed unanimously.
4. A proposal was made to have the annual HOA dues remain at $250.00 for 2013.  This proposal passed unanimously.

 

2013 Dues:

1.  The treasurer will prepare a 2013 dues letter and mail them.
2. A proposal was made to authorize the treasurer to purchase stamps and office supplies for this mailing.  The proposal passed unanimously.

 

2013 Projects:

1. A tree near at the entrance to Division 4 is damaging the side walk.  The sidewalk is the property of Snohomish County.  While the tree has been removed, the stump remains.  It is proposed that the association look into removal of the stump and resetting the sidewalk.  Snohomish County needs to be contacted.
2. While trees on the Division 2 side of Picnic Point Rd have been removed, the trees and brush in front of the detention pond remain.  Clean-up of this area was discussed.
3. Entry to Division 1 has grass growing over the sidewalk and needs to be trimmed.
4. Cul-de-sacs in Divisions 1, 2, and 4 have areas that are not being maintained by the homeowners.  Cleanup of these areas was discussed.
5. It is priority that we re-establish our website.  It is proposed that the former webmaster be contacted for details on site and domain name.
6. It was proposed that a newsletter be composed and distributed.  This will be discussed further at the next meeting.
7. It is proposed that a new Five-Year Plan be adopted.  This will be the focus in one of the upcoming meetings.

 

2013 Meetings:

1.  Potential meeting dates for the year were discussed.  Members will be notified of the dates.