10 Mar, 2019 Annual Meeting

  • 10 Mar, 2019 3:30pm
  • Duvall Fire House, Duvall, WA

Alderwood Grove Homeowners Association

Annual Member Meeting – March 10, 2019
Minutes of Meeting

  • CALL TO ORDER
  1. President Larry Stout called this meeting to order at 3:30pm, at the Duvall Fire House, Duvall, WA.
  • ROLL CALL
  1. A quorum is not present (34% of 27 residences would be ten. Seven residences were represented).  Members present: Al & Christine Myers, Terri Remlinger, Larry & Cindy Stout, Daneen Haynes, Nate Wyatt, Patrick Kevin, Miho Kahm.
  • REVIEW OF TODAY’S AGENDA (attached)

 

  • APPROVAL OF 2018 ANNUAL MEETING MINUTES
  1. No minutes were archived from the 2018 annual meeting.
  • REPORTS OF OFFICERS
  1. Introduction of Officers.
  2. President:
    1. History of the AGHOA.
    2. Purpose of an Annual Meeting.
    3. Expectations for 2020 Annual Meeting.
  3. Vice President:
    1. No report.
  4. Secretary:
  5. Three written bids have been received from local contractors for common area landscape maintenance and are being reviewed by the Board.
  6. Treasurer:
    1. A report of current finances was presented and printed copies of the reports were provided (attached).
    2. Status of collection of 2019 annual membership dues.
    3. Community Business Services, Inc., (Tax and Accounting Services) has filed to reinstate AGHOA’s tax exempt status.
    4. CBS will prepare all required tax returns.
  • UNFINISHED BUSINESS
  1. Fence in disrepair in common area (by entry into AG, next to “the rock”). It was concluded that we need to consult with the City of Duvall to confirm our responsibility with each area of the fence maintenance before we move forward making a decision about where we need to invest HOA resources
  • NEW BUSINESS
  1. Ideas for social events: International Potluck and a Kids Parade.  Dates suggested: July 13 or 20.
  2. Next Board Meeting: May 19.
  • ADJOURNMENT
  1. Meeting adjourned at 4:40pm.

Alderwood Grove Homeowners Association

Annual Membership Meeting

Meeting Agenda – March 10, 2019

  1. Call to Order
    1. Confirm quorum is present (34% of 27 Members = 10 Members)
  2. Review of Agenda
  3. Approval of 2018 Annual Meeting Minutes
    1. No minutes were archived from the 2018 annual meeting
  4. Reports of Officers
    1. Introduction of Officers
    2. President:
      1. Review of HOA history & State of the Nation
        1. City approved final plat for subdivision construction in Aug 1999 – 27 homes
        2. AGHOA established in 2004 to address city mandated common area maintenance
        3. HOA Board was very active during the early years and made many improvements
        4. After economy crashed in 2008 there were some difficult times with a lot of turnover
        5. After recovery, additional improvements were made, stone at entry, then Board slowed down and became less active
        6. In 2011 IRS cancelled non-profit status for non-filing of reports
        7. In September of 2018 there was a turnover in board members necessitated by the resignation of several members
        8. Current Board has met 5 times since September and is committed to and is committed to professional standards of business operations. To date we have:
          1. Adopted formal meeting procedures with agenda, recording of minutes and in compliance with Roberts Rules of Order
          2. Acquired our own domain and built a website – aldrewoodgrovehoa.com
          3. Created an email box for the board so anyone can communicate with us
          4. Undertook a project to update all members contact information beginning with a door-knocking campaign. Updating is ongoing
          5. Mailed a letter of introduction to all members with relevant information on website and other issues
          6. Brought all financial records up to date and invoiced members for 2019 dues
          7. All historic records have been digitized and stored in Google Drive
          8. Retained the services of Community Business Services to assist with collection of dues, filing of income tax reports and reinstatement of non-profit status.
          9. Establishment of a Conflict of Interest Policy for the Board
          10. Undertaken a project to revise and update the CC&R’s
          11. Opened discussion on creation of Corporate Bylaws
          12. Established an annual schedule for Board meetings and posted to website
          13. Updated all corporate records with Washington Secretary of State
          14. Put our annual landscaping service out to bid to assure competitive rates
        9. Purpose of an Annual Meeting
          1. Elect new Board
          2. Vote on any changes to organization documents (CC&R’s, Bylaws, etc.)
          3. Open forum discussion
  • Expectations for 2020 Annual Meeting
  1. Vice President
    1. None
  2. Secretary
    1. Report on landscaping bid project
  3. Treasurer
    1. Report of Finances
    2. Status of collection of 2019 annual membership dues
  • CBS has filed with IRS to reinstate tax exempt status
  1. CBS will prepare all tax required tax returns
  1. Unfinished Business
    1. Common area fence upgrade initiative
  2. New Business
    1. No new business requiring member participation
    2. Open forum discussion
  3. Adjourn the Meeting