JANUARY MONTHLY MEETING MINUTES · Board Members Absent: Jal Pradeep Homeowners in Attendance: Greg...

Drafted: 1.21.2016

JANUARY MONTHLY MEETING MINUTES

Date: Tuesday, January 19, 2016 Time: 6:30 – 8:00 pm Location: Starbucks @ Seattle Hill Road Board Members in Attendance: Allen Gilbert, Shanda Murphy, Larry Willard Board Members Absent: Jal Pradeep Homeowners in Attendance: Greg Meinhold, Bassam Bayouk, Scott Bachler, David Teerlink, Dave Butisbauch , Deb Harvey, (Pioneer Trails homeowner) Ed Gillis TREASURER’S REPORT Period Ending Balance for Checking 12/31/2015: 1205.03 Ending Balance for Savings 12/31/2015: $1736.52 Certificate of Deposit: $12,864.66

Expenses for Year to Date to 12-31-015 Bank Fees: 120.00 Landscaping and Grounds keeping: 9308.21 Utilities: 1685.18 Repairs and Maintenance: 1232.48 Office Expense: 301.69 Computer/Internet: 406.78 Corporate fees: 10.00 Interest Income: 9.08 Professional Fees: 317.50 Postage and Delivery: 218.48 Annual Picnic: 783.40 Late Fees: 292.75 Money received from dues to date is $14965.84

NEIGHBORHOOD WATCH To get on the email list, email Deb Harvey at [email protected]

CURRENT BUSINESS Homeowners Dues invoices were mailed in December. Homeowners were asked to pay by 1/1/2016.

Dues for 2016 are $100.00 per lot. Late fees accrue if received after 2/1/2016.

Another note regarding dues, it is the homeowner’s responsibility to provide the association with a current mailing address. We have about a dozen that get returned for bad addresses or rentals. We aren’t always notified when homes have been turned into rentals or sold. Resending notices are timely and costly so please send us a quick email if your mailing address has changed or you have moved.

We now have 3 open board positions and looking for willing homeowners to volunteer an hour or two a month. The board is operating at 60% so any interest is greatly needed. Contact the board’s email if interested.

These forms have been reviewed and approved. Copies will be mailed to homeowners.

Drafted: 1.21.2016

o Sarah Karr 12408 45th Ave SE: New Certainteed Presidential TL Roof Autumn Blend (verbally approved – copy mailed)

o September Clouse 12412 44th Dr SE: New roof Certainteed Presidential TL Roof Shadow Grey – Verbally approved and copy mailed)

o Damian Smith 4505 126th St SE – New corner shed – specs approved and form verbally approved and copy mailed)

o Damian Smith 4505 126th St SE – New Cedar Fence – verbally approved and copy mailed)

Extensive damage done to the park over the MLK holiday weekend. Our landscaper has surveyed the damage and will repair at a cost $450. The tracks will be raked out and will be reseeded. If anyone has any information regarding this incident, please get in touch with the association.

A leak has been discovered in the park and Mae Landscaping is aware of it and will be troubleshot in May when water is scheduled to resume. The leak appears to be in the NW corner of the park but further investigation will determine the location.

A situation has arisen regarding an installed RV Shelter on 45th Ave SE. We had several homeowners in attendance at the meeting expressing their concern with this structure. The board did approve an RV structure at a 12x12x30 in September 2015. However, the homeowner installed a much larger shelter that is higher and wider than originally specified. After a 90 minute discussion, it was decided to await a decision pending from Snohomish County’s review and response. The issues that have been brought up for the county to address are the following:

o The structure is over 200 sq ft o The setback from the fence should be 5’ – appears to be closer o The setback from the property line should be 25’ is required – appears to be closer o No gutters o 2 previous outbuildings on the property – county allows only one o SWPPP (Storm Water Protection Plan) - A SWPPP is a narrative and site plan that identifies

measures such as best management practices that prevents soil erosion and sedimentation.

The new homeowner has indicated that he has no plans of altering or removing at the current time.

Complaints have been filed on behalf of the association and by a homeowner on 45th Ave SE representing several homeowners on this street.

Another meeting is tentative upon completion of the investigation by the county. REMINDERS

Please remember to fill out the request form for any new roof projects or other types of major construction BEFORE starting. The association can’t stress enough how important it is to get these forms in before beginning your project. To get this form, please go to the website. All new roofs must be approved before installation begins. Please allow 7 days for the board to make contact with you. Please provide an email address for faster response.

Next monthly board meeting is Tuesday, February 16, 2016. Location is pending.

Drafted: 3.1.2016 Page 1

MARCH MONTHLY MEETING MINUTES

Date: Tuesday, March 1st, 2016 Time: 6:30 – 7:30 pm Location: Frost @ Mill Creek Towne Center Board Members in Attendance: Allen Gilbert, Shanda Murphy, Larry Willard, Jal Pradeep Board Members Absent: None Homeowners in Attendance: None TREASURER’S REPORT Period Ending Balance for Checking 02/29/2016: 15,527.78 Ending Balance for Savings 02/29/2016: $1736.58 Certificate of Deposit: $12,865.10

Expenses for Year to Date to February 2016 Bank Fees: 6.00 Landscaping and Grounds keeping: 982.80 Utilities: 51.05 Office Expense: 92.70 Corporate fees: 10.00 Interest Income: .50 Professional Fees: 300.00 Postage and Delivery: 14.70 Member Assessments: 15,770.00

NEIGHBORHOOD WATCH To get on the email list, email Deb Harvey at [email protected]

CURRENT BUSINESS Homeowners Dues invoices were mailed in December. Homeowners were asked to pay by 1/1/2016.

Dues for 2016 are $100.00 per lot. Late fees have accrued as of 2/1/2016. About 25-27 late notices have been mailed the last week of February. 151 have been received to date.

Another note regarding dues, it is the homeowner’s responsibility to provide the association with a current mailing address. We have about a dozen that get returned for bad addresses or rentals. We aren’t always notified when homes have been turned into rentals or sold. Resending notices are timely and costly so please send us a quick email if your mailing address has changed or you have moved.

We now have 3 open board positions and looking for willing homeowners to volunteer an hour or two a month. The board is operating at 60% so any interest is greatly needed. Contact the board’s email if interested.

These forms have been reviewed and approved. Copies will be mailed to homeowner.


o Shively on 43rd Dr SE – approved for a Tuff Shed at 10x12 sq ft. Shanda and Larry have approved this request.

Extensive damage done to the park over the MLK holiday weekend. Our landscaper has surveyed the damage and will repair at a cost $450. The tracks were raked out and reseeded

A leak has been discovered in the park and Mae Landscaping will be contacted this week regarding troubleshooting and fixing the leak in the park. It is speculated that the leak is located in the NW corner of the park.

A situation has arisen regarding an installed RV Shelter on 45th Ave SE. The issue has been discussed with Bruce Bell (attorney) at Carson Law Group in Everett on February 22nd. Board members in attendance were Larry Willard and Shanda Murphy and homeowner Greg Meinholdt. A response has been submitted by the attorney to the board and the board is awaiting results from Snohomish County in their investigation.

REMINDERS Please remember to fill out the request form for any new roof projects or other types of major

construction BEFORE starting. The association can’t stress enough how important it is to get these forms in before beginning your project. To get this form, please go to the website. All new roofs must be approved before installation begins. Please allow 7 days for the board to make contact with you. Please provide an email address for faster response.

Next monthly board meeting is Tuesday, April 5th. Location is at Frost in Mill Creek Town Center.


JULY MONTHLY BOARD MEETING MINUTES

Date: Thursday, July 21, 2016 Time: 6:30 – 8:00 pm Location: Autumn Meadows Park Board Members in Attendance: Allen Gilbert, Shanda Murphy, Larry Willard, David Teerlink Board Members Absent: Pietra Gaebel Homeowners in Attendance: Deb Harvey TREASURER’S REPORT Period Ending Balance for Checking 06/30/2016- $13,201.79 Ending Balance for Savings 06/30/2016- $1736.70 Certificate of Deposit: $12,866.80 4 Unpaid, 177 Paid - Dues for 2016

Expenses for period ending June 30, 2016 Bank Fees: 15.00 Landscaping and Grounds keeping: 5,034.78 Utilities: 306.94 Repairs and Maintenance: 0.00 Office Expense: 92.70 Computer/Internet: 155.40 Corporate fees: 10.00 Interest Income: 428.40 Professional Fees: 2,426.00 Postage and Delivery: 14.70 Late Fees: 178.20 Member Assessments: 18,328.00 Other Income: 1120.00

NEIGHBORHOOD WATCH No new information

To get on the email list, email Deb Harvey at [email protected]

CURRENT BUSINESS Welcome aboard David Teerlink and Pietra Gaebel. The new board members are longtime residents

of autumn meadows. They will be filling in 2 board member positions.

Forms that were discussed: Wilson @ 45th/126th: solar panels Donaldson @ 122nd: tree removal

Mae Landscaping checked for leaks in May and found none. The board reviewed the past year’s water bills and found that we’re within the same usage as past years so the board will not pursue any further inquiries about water leaks.

We now have 2 open board positions and looking for willing homeowners to volunteer an hour or two a month. If interested, contact that board.


Archey’s Landscaping will be increasing their fees moving forward. This is the first noted increase in 5+ years.

Legal fees have already exceeded the budgeted amount for 2016 due to a situation with a RV shed incorrectly installed on 45th Ave SE. We expect legal fees to continue throughout the year.

A resident on the corner of 126th/45th installed solar panels on the south side of his home. A form was submitted in early may asking for approved. The solar panels were installed without approval of the board. A letter will be drafted and sent to the homeowner.

There is continued discussion regarding the situation with the RV Shed installed on 45th/122nd. The homeowner (Peterson) obtained a permit for the structure. Some fines have been incurred but total amount is not known. A French drain was installed to meet some compliance issues. He is also currently being fined for not having a permit before erecting structure. Larry has repaired the lock/knob on the tennis court. Was cleaned thoroughly and WD-40 used and seems to be fixed.

The board has decided to not have the tennis courts cleaned this year. Our contractor who has been used in previous years will not be able to perform maintenance until October. The board has decided to hold off on cleaning and resume pressure washing and court repair next spring.

The board has discussed retaining new counsel as emails and phone calls have not been returned to board members and homeowners within autumn meadows.

Semi Annual garage sale is last Saturday in September (September 24th) ACTION ITEMS:

o Larry to visit Donaldson regarding tree removal o Shanda to schedule Backflow Testing with ABAT o David to contact A&R Solar for more info on Solar Panels o Shanda to contact Mr. Clouse regarding escrow check for home on 120th o Shanda to contact Property Management Company (Safeguard Properties in Valley View, Ohio o Shanda to research Solar Panel guidelines/restrictions in Snohomish county and inquire with

other HOA’s in the area regarding their policies/guidelines o David to inquire about new attorney to represent HOA or get suggestions/recommendations,

possible mitigation attorney? REMINDERS

Please remember to fill out the request form for any new roof projects or other types of major construction BEFORE starting. The association can’t stress enough how important it is to get these forms in before beginning your project. To get this form, please go to the website. All new roofs must be approved before installation begins. Please allow 7 days for the board to make contact with you. Please provide an email address for faster response.

Next monthly board meeting will be August 18th @ 6:30 at Autumn Meadows Park


AUGUST MONTHLY BOARD MEETING MINUTES

Date: Tuesday, August 30, 2016 Time: 6:30 – 7:45 pm Location: Autumn Meadows Park Board Members in Attendance: Allen Gilbert, Shanda Murphy, Larry Willard, David Teerlink, Pietra Gaebel Board Members Absent: none Homeowners in Attendance: Deb Harvey TREASURER’S REPORT Period Ending Balance for Checking 08/31/2016- $12,867.35 Ending Balance for Savings 08/31/2016- $1736.73 Certificate of Deposit: $12,867.35 2 Unpaid, 179 Paid - Dues for 2016

Expenses for period ending August, 2016 Bank Fees: 21.00 Landscaping and Grounds keeping: 6097.58 Utilities: 612.45 Repairs and Maintenance: 84.99 Office Expense: 92.70 Computer/Internet: 155.40 Corporate fees: 10.00 Interest Income: 428.98 Professional Fees: 2,426.00 Postage and Delivery: 14.70 Late Fees: 227.25 Member Assessments: 18528.00 Other Income: 1120.00



CURRENT BUSINESS Moots home that was abandoned and vacant on 44/122nd has been purchased and is now

under renovations. No other news on completion or new owner name has been disclosed.

Forms that were discussed: Donaldson @ 122nd (tree removal): Larry spoke with the homeowners several weeks ago and the owner said he would need to investigate how close tree roots had gotten to the


foundation. If there was an issue with roots encroaching on the foundation, the owner was to contact the board. No further correspondence has taken place.

We now have 2 open board positions and looking for willing homeowners to volunteer an hour or two a month. If interested, contact that board.

Legal fees have already exceeded the budgeted amount for 2016 due to a situation with a RV shed incorrectly installed on 45th Ave SE. We expect legal fees to continue throughout the rest of the year.

Adding an addendum to the CC&R’s regarding solar panels is being looked at and will possibly be drafted in time to vote at the annual meeting in November.

There is continued discussion regarding the situation with the RV Shed installed on 45th/122nd. This topic was discussed at great length.

Topics discussed in regards to Peterson RV Shed: 1) Possible disclosure about situation at annual meeting in November 2) Getting a 2nd opinion from another attorney 3) What do the neighbors want to see happen?

The board has decided to not have the courts cleaned or repaired until next spring. Repairs could be very expensive.

The board has discussed retaining new counsel to represent the HOA. Options are being looked at.

ACTION ITEMS:

o Allen to investigate where check is that was sent by Prominent Escrow regarding closing on a house on 44th.

o Shanda to contact ABAT again to see why backflow testing hasn’t been done. Shanda scheduled the test August 7th.

o David to inquire about any suggestions from Matt Cruz, local attorney, for the board to seek a 2nd opinion.

o Shanda to forward Pietra correspondence to Mr. Peterson including letters and emails.

REMINDERS

Next monthly board meeting is September 27th @ 6:30 at Frost in Mill Creek. Semi Annual Garage Sale is Saturday, September 24th


SEPTEMBER MONTHLY BOARD MEETING MINUTES

Date: Tuesday, September 27, 2016 Time: 6:30 – 7:30 pm Location: Frost in Mill Creek 15217 Main Street #106 Board Members in Attendance: Allen Gilbert, Shanda Murphy, Larry Willard, David Teerlink, Pietra Gaebel Board Members Absent: none Homeowners in Attendance: None TREASURER’S REPORT Period Ending Balance for Checking 09/30/2016 $7896.23 Ending Balance for Savings 09/30/2016- $1736.76 Certificate of Deposit: $12867.46 2 Unpaid, 179 Paid - Dues for 2016

Expenses for period ending September 2016 Bank Fees: 24.00 Landscaping and Grounds keeping: 6508.98 Utilities: 940.40 Repairs and Maintenance: 219.99 Office Expense: 180.66 Computer/Internet: 155.40 Corporate fees: 10.00 Interest Income: 429.12 Professional Fees: 2426.00 Postage and Delivery: 14.70 Late Fees: 227.25 Member Assessments: 18528.00 Other Income: 1120.00



CURRENT BUSINESS The corner house at 44th & 122nd (Moots) was sold at auction sometime in August and has

been renovated. It is unknown whether the new owner will reside in the home or rent it out. The garage door is on backorder and will be installed in the coming weeks.

No new forms received.


More corrections have been made to the incorrectly installed RV Shed on the corner of 45th & 122nd.

The board has decided to not have the courts cleaned or repaired until next spring. Repairs & pressure washing could be very expensive.

The board has discussed retaining new counsel to represent the HOA. David Teerlink (board member) will contact Matt Cruz directly to inquire about possibly retaining his services regarding this situation and further board issues.

New garage sale signs were done by Shanda and posted in various locations around the neighborhood. The board noted a decline in overall garage sales this September as opposed to other years. The board also discussed how to better advertise the sales and better locations to post signs.

The board unanimously voted to increase the dues by the full 20% for 2017 which will bring dues to $120 per household. Dues increase for 2017 will accommodate for tennis court repair and cleaning, amending current CC&R’s, and further legal fees for new and existing problems.

Two CC&R violation letters need to be mailed for home exterior condition. Letters to be mailed October 1st, 2016

A postcard proof will be drafted and emailed for approval to board members for the upcoming annual board meeting being held November 15th @ the Hilton Lake Fire Station.

ACTION ITEMS:

o Allen still to investigate where check is that was sent by Prominent Escrow regarding closing on a house on 44th.

o David to contact Matt Cruz directly regarding retaining legal counsel o Shanda to send out postcard proof for approval to board members by first week

of October for annual meeting. o Shanda to send out letters for CC&R Violations o Shanda to send out copy of CC&R’s and other information to new owner on 45th.

REMINDERS

Next monthly board meeting is October 25th @ 6:30 at Frost in Mill Creek. Annual board meeting is November 15th @ Hilton Lake Fire Station


Annual Board Meeting - 2016

Date: Tuesday, November 15, 2016 Time: 6:00 to 7:15 pm

Location: Hilton Lake Fire Station @ 3325 108th St SE, Everett, WA 98208 Board Members: Larry Willard, President Vacant, Vice President Allen Gilbert, Treasurer Shanda Murphy, Secretary David Teerlink, Board Member Pietra Gaebel, Board Member Vacant, Board Member Homeowners in Attendance - Actual Sign-In: 17 (excluding 5 board members) Homes Represented: 12 (excluding board members) TREASURER’S REPORT Period Ending Balance for Checking - 10/31/2016: $6,783.00 Ending Balance for Savings - 10/31/2016: $1,787.00 CD’s: $12,867.00 Profit & Loss vs. Actual Statement Presented (for a copy, contact Allen Gilbert) 2016 Budget

Status on paid and unpaid dues - As of October 2016

· Paid: 179

· Unpaid: 2

Dues in the amount of $120.00 per home have been set for 2017. This is a $20 increase from 2016. Dues notices will be sent out the first week in December. Homeowners are encouraged to pay them by January 1st, 2017 to avoid late fees or fines. Late fees will accrue after February 1st, 2017. Want to pay early? Download your copy of the invoice online after December 5th on our website. Please remember that dues paid in December and the first part of January will not be deposited by AMHOA until late January so it can be applied to the right fiscal year.

THE BOARD There are 2 vacant board positions. In 2016 we had one board member resign and two new members join in August. We are looking for any homeowners who would like to volunteer about an hour a month of their time. Please email the board if you are interested. NEIGHBORHOOD WATCH 2016 – RECAP Deb Harvey, Neighborhood Blockwatch spoke on this topic. We had 9 incidents reported to Neighborhood Watch:

1 home break-in

2 vehicle prowls

1 bike stolen

3 reports of suspicious vehicle taking photos

1 report of suspicious salesman

1 doorbell-ringing prank

../Dues/2015%20Dues/AMHOA%20budget.pdf


To receive neighborhood, watch alerts/information, please email the board at: [email protected] 2016 RECAP

Monthly meetings generally held once a month on the 3rd Tuesday of the month, but vary due to scheduling between board members. Dates of meetings are always posted on the website. If the meeting is cancelled, it will be noted on the website.

We had one board member resign this year and two new members join. Welcome Pietra and David! These board members are long-time homeowners and we welcome them to the board.

1 lien was filed by Carson Law Group against a home on 127th St SE for non-payment of 2015 & 2016 dues. Late fees continue to accrue along with current and past dues.

Routine Annual Backflow testing was performed by ABAT in July and submitted to Silver Lake Water District.

Extra maintenance done in 2016 for a home on 44th. This home was currently sold at auction in August and the new homeowner made major renovations.

Area under power lines mowed by Autumn Meadows twice this year and once in August by Olympic Pipeline

Approximately 9 new homeowners/renters in the neighborhood.

(2) Community Garage Sales – April and September

Reminder to homeowners who rent homes in Autumn Meadows: please be responsible and have a maintenance contract in place with your renter or hire a landscaping/yard maintenance firm to keep your yard maintained year around. The board currently does not have a contract to go off of. Suggestions would be Googling Rental Property Maintenance Contract or searching Rental Agreement through Legalzoom.com. There is very helpful information through legalzoom to incorporate into any rental agreement for property maintenance.

Archey’s Landscaping has gone up to $660 a month. This is the first increase we’ve seen since we’ve hired them which has been about 8 years.

Approximately 8 Request forms were reviewed by the board in 2016 1. 2 Requests to replace a Fence 2. 1 Request to for tree removal 3. 3 Request to install a Shed 4. 4 Requests to install a new roof 5. 1 request to install solar panels

New Items for 2017:

Tennis court & basketball court cleaning; Tennis court repair in Spring. Previous damage done

by fireworks a few years ago severely damaged the tennis court and prior repair did not take as

well as we’d hope.

Review for adding solar panels to the CC&R’s. The board will be reviewing other neighborhoods

solar panel policies and reviewing info from NW Solar Communities to implement an

amendment.

The board will be more diligent in sending infraction letters to homeowners in 2017. The board

needs to establish paper trails in case of questions or problems in the future for any problem or

request.

Continued review for RV Shed infraction at the home on 45th Ave SE. This situation has been

very time consuming and costly with little or minimal compliance from the homeowner.

Possible future legal action may be taken by autumn meadows homeowner(s).


The board will be actively seeking new counsel to represent the HOA. We feel our current counsel is not adequate for current and future issues within the neighborhood.

REMINDERS

1. There is a request form that must be filled out for new roofing, native growth tree removal and

home/property changes. Please allow one week (7 days) for a response from the board. Most of the time, responses will be sooner, but it is necessary to allow the board this grace period to obtain the two approval board signatures or to contact the homeowner. (Copies were made available at this meeting and also on the website). For faster response, please scan and email your request to [email protected]

2. Please remember to screen RV’s, Boats and Trailers from view (CC&R Section 8.7) 3. Please check with the website to find up-to-date information and any forms. Next Meeting: Thursday, January 24, 2016 at 6:30 pm the Frost in Mill Creek Towne Center.

JANUARY MONTHLY MEETING MINUTES · Board Members Absent: Jal Pradeep Homeowners in Attendance: Greg...

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