Alderwood Grove Homeowners Association
Meeting Agenda – October 13, 2018
- Call to Order
- Confirm quorum is present
- Approval of Minutes
- Reports of Officers
- President:
- Talk to city about illegal construction
- Acquire AGHOA domain & set up mailboxes
- President:
- Investigate bookkeeping company: Community Bookkeeping Services
- Review CCA
- Research application for reinstatement of non-profit status
- Intent to upgrade website
- Intent to design stationary
- Intent to setup email boxes
- Vice President
- Secretary
- Treasurer
- Report of Finances
- Unfinished Business
- Transfer of financial records to Patrick
- Transfer of minutes to Cindy
- Discuss process for obtaining new bids on landscaping
- Revision of CC&R’s
- New Business
- Reinstatement of non-profit status with IRS
- Completion of Form 1024-A
- Adoption of Bylaws
- Reinstatement of non-profit status with IRS
- Adoption of Conflict of Interest Policy
- Retention of bookkeeping company to administer annual collection of HOA dues
- Distribution of letter introducing new HOA Board
- Announcement of website
- Announcement of Facebook page
- Notification of intent to charge HOA dues & disclosure of process
- Set schedule for future meetings and project assignments
- Adjourn the Meeting
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Alderwood Grove Homeowners Association
Board Meeting – October 13, 2018
Minutes of Meeting
- CALL TO ORDER
- President Larry Stout called meeting to order at 4:10pm, at 27915 NE 151st Street, Duvall, WA.
- ROLL CALL
- A quorum is present.
- Members present:
- Larry Stout, President; Daneen Haynes, Vice President; Cindy Stout, Secretary; Patrick Kevin, Treasurer.
- APPROVAL OF MINUTES
- Minutes from 9/16/18 meeting reviewed and accepted as read. Daneen will provide a hard copy to maintain in the archives.
- REPORTS OF OFFICERS
- President
- Attached Meeting Agenda.
- At the suggestion of Ali Khan, we will research legality of construction in back yard at Esequiel and Angelica Martinez residence, 15108 279th PL, Duvall, WA 98019. Khan expressed concern that a room constructed under the rear deck of the home may be used for living space which, if not properly permitted may constitute a safety hazard. Larry met with an official at the Duvall Public Works Department and determined no building permits had been issued for this address since the original construction. Larry was advised that any construction attached to the main building must be permitted regardless of its intended use. Additionally, Stout was informed a “post construction permit” could be readily obtained from the city via application at the Public Works Office, by phone or by mail. The cities primary concern is safety. In the event a fire or other catastrophic event were to occur and it was determined the origin of such even was the new construction, the homeowners policy would not pay for damages. The official stated she was happy to contact he homeowner to address the problem but Larry suggested they allow the HOA to approach the homeowner first in the interest of harmony in the community.
- Acquisition of Alderwood HOA internet domain was acquired and donated by Larry Stout ($25). The new domain is AldrewoodGroveHOA.com. The consensus of the Board was that a single mailbox would be established for all members of the HOA to communicate with the Board. Daneen will review the current email box for existing communication that may need to be saved.
- Discussion of acquisition of bookkeeping service. Patrick Kevin will contact and set up meeting with Community Business Services in Duvall.
- Larry will research application for reinstatement of non-profit status (503C4) with the IRS. The IRS cancelled AGHOA non-profit status in 2011 for failure to submit annual reports. No tax is due because there has been no income to the HOA, but reinstatement requirements have become more complex and may require a $600 fee. Larry will continue to pursue this issue.
- Vice President
- Discussed value of maintaining names/addresses on the web page. Pro’s would be facilitation of neighbors getting to know each other better and Cons would be privacy issues. Cons are marginalized by the fact that 1) almost anyone’s address can be found on the internet and 2) The HOA’s website can be secured by the application of private member logins.
- Secretary
- Treasurer
- No change in financial condition
- UNFINISHED BUSINESS
- Transfer of financial records from Ali Khan, previous treasurer, to Patrick. Patrick confirmed he had received all financial records from Ali Khan.
- Transfer of meeting Minutes. None recorded since 2015 but Daneen will contact Carrie Cain to determine if she is in possession of any historical records. It was agreed Minutes of all future meetings will be posted to website and also placed in the archives.
- It was determined that a standard process must be established to archive all HOA records, past and future. There was a consensus that the best way to archive records in a central cloud-based repository such as Dropbox. In future meetings we will identify the proper resources to be used and establish a procedure that can be passed down to future Board members to maintain continuity in the future as Board members change.
- Landscaping Maintenance:
- It was previously recommended we put the landscaping contract back out to bid to assure we have the best possible value for our investment. Current contract is $2,250 per year.
- Areas routinely maintained: Entrance to subdivision; walkway from circle to 150th Street and frontage along 150th
- The addition of adding landscape and perhaps add motion lighting to the walkway was suggested and it was agreed this would be included in the bid process.
- Cindy Stout will research vendor market in preparation for new bidding process. It was agreed this is a low priority project in consideration of the many other issues we have on the table so further action on this can be pushed back until after the first of the year.
- Revision of Covenants, Conditions & Restrictions (CC&R’s): The Board discussed the history and purpose of this document and determined it was largely satisfactory but there were still areas that were inconsistent with the practical application of certain restrictions. The Board further determined the most efficient way to update this document would be for each of us to review it in detail and highlight areas of concern to be addressed at future meetings.
- NEW BUSINESS
- Need for consistency in meetings and communication. Patrick moved that we have quarterly meetings and work from Annual Calendar of meetings. Daneen seconded the motion and it was unanimously passed.
- It was agreed a communication should be sent to all residence for the purpose of introducing the new Board as well as informing residence of pending assessment of HOA due for 2019. Patrick will help draft the first official communication from the current Board to residents. See attached email and list of residents provided.
- Larry introduced the need for the HOA to adopt a Conflict of Interest Policy Conflict of Interest Policy pursuant to IRS regulations as part of the process for application for reinstatement of tax-exempt status. Larry provided a generic form of the document utilized by other HOA’s and published on the internet. With minor changes to accommodate AGHOA, the document was reviewed by all; Cindy moved to accept and Patrick seconds the motion. Larry suggested adding date/signature line at bottom. The document will be executed at the next meeting.
- Larry read description of C&R’s. Reviewed sample Bylaws. Will table and individually review the Bylaws and finalize at next meeting. Will also research the necessity of a vote.
- Daneen suggested that welcome gifts/baskets to new residents should be considered. No conclusion was reached.
- It was determined the annual report to the State of Washington, which is required of all business entities registered with the State, had been filed for 2018. Changes would be made to the Secretary of States office to remove Ali Khan as the Registered Agent and install Larry Stout as the Registered Agent. Upon completion of this process, future SOS notices will be sent to and processed by Larry Stout.
- ADJOURNMENT
- It was moved and seconded meeting be adjourned. Meeting adjourned at 6:18pm.
- Next meeting scheduled for November 11 at 4:00 PM