​MINUTES OF THE BOARD OF DIRECTORS’ MEETING
SECTOR 2A AT SNOHOMISH CASCADE ASSOCIATION
7 P.M.   TUESDAY              MARCH 2, 2021
Due to COVID-19 restrictions, meeting conducted using Zoom
 
CALL TO ORDER / PRESENTATION OF MINUTES
  1. Matt Hale called the meeting to order a 7:02pm.  Present on Zoom conference were Matt Hale, Steve Yandl, John Alleman, Tanya Edwards Bill Steenis, Nicole Klages and David Divoky.  All present there was a quorum.
  2. Minutes of the February 2021 meeting were reviewed and approved.
TREASURER’S REPORT
  1. Steve Yandl reported on current financial status. 
    1. Currently $129,540 in the checking account (operational funds).
    2. There is $16,932 in the long-term reserve.
    3. We have $5,710 in operational reserve.
    4. As soon as practical in 2021, $40k will be transferred from checking to the long-term reserve.
  2. The final on the budget ratification vote was 158 in favor and 10 opposed.  The 2021 budget is ratified.  The board was awarded 146 proxies for 2021.
  3. The audit of 2019 finances has been completed.  Adjustments made and comments added to our long-term reserve analysis.  The auditor noted that we have a chronic issue with the auditor having to make too many adjustments that should have been made by the bookkeeper in timely fashion.  This is a serious deficiency.  There were no objections to having Steve Yandl interview bookkeepers and make a change if we find a bookkeeper we are comfortable with.
  4. Our general liability and umbrella policy with Liberty Mutual was renewed.  The invoice was paid late but no advance notice was given.  This is probably a result of our insurance broker having most staff working from home.  The invoice was paid soon enough for no lapse in coverage and no late fees.
MAINTENANCE COMMITTEE REPORT
  1. We had a follow-up discussion regarding graffiti on the climbing rocks at the boat park.  David Divoky volunteered to check it out and attempt to clean the rocks with a combination of solvent and pressure washing.  If he does not have success, we will explore other options.
  2. Tanya Edwards reported that our current choice of contractors for acquiring the new climbing equipment at the boat park proposed a sale price on equipment slightly different than our original proposal.
    1. Savings would be in the $10k to $15k range.
    2. The type of equipment would be rugged and high quality but a better design for younger children.  The board concurred with Tanya’s position that the membership was interested in equipment with appeal across a larger age range and we should probably stick with the proposal already reviewed.
ARCHITECTURAL CONTROL COMMITTEE REPORT
  1. Homeowner request for projects.  For more detail, see Smartsheet.
  1. Inquiries, possible future requests.
    1. Eggenberger – Inquired if replacement windows needed to have decorative bands.  They do not.
    2. Alipio – Inquiry about size limits on sheds.
    3. Chung – Inquires about need for ACC approval for interior remodeling and a separate question on parameters for backyard fence.
3.   Complaints, CC&R violations – The complaint log on Smartsheet was reviewed.
  1. Dorado – Paint splatches on garage door were painted over before any warning needed to be given.
  2. Holtgeerts – Letter needs to go out on plastic shed with the inclusion of a notice to fine for noncompliance.
  3. Lowell – After a conversation with Matt Hale, Roger Lowell has addressed the invasive bamboo encroaching on common area and assures that he will keep it under control.
  4. Paella House – We still need to work with McLaughlins to determine an appropriate end date for our variance to allow their home occupation.
    1. The zoning violation complaint initiated by a resident of Gold Creek 1 has been closed by County PDS with no corrective action taken.  According to the zoning rules, since the home occupation in zone R-9600 is conducted out of the garage, it should not be allowed but PDS argues that the permit for remodel they issues was to convert the garage to living space (commercial kitchen) so there was no longer a garage and the limit did not apply.
    2. Steve Yandl reported on inquiries received from outside agencies regarding the McLaughlin property and possibly related to the home business.  No action is called for at this point in time regarding those inquires.
GENERAL BUSINESS
OLD BUSINESS
  1. Annual Meeting.
    1. We unanimously agreed to have our annual meeting this May which is the traditional month for doing so.  Meeting will be with Zoom.  Steve Yandl will mail notification to the membership.
    2. Current board members did not object to having their names remain on the outgoing ballots for new board of directors.  The write-in option will be available for other candidates.
  2. Database challenges remain with county records but Steve Yandl is confident his current procedure will let us stay on top of our HOA database.
NEW BUSINESS
  1. John Alleman led the discussion on property manager continuity which had been summarized in a previously distributed letter.
    1. John Alleman had presented 3 options with primary focus on having an HOA manager.
    2. Matt Hale commented on the importance of identifying duties of property manager function versus duties of the board.
    3. A fourth option was discussed which would be a hybrid where some property management was conducted by a homeowner/member, but much conducted by a paid property manager, possibly McLarin Management who currently works for Gold Creek One.
    4. Questions arose about the need to change CC&Rs and the need to have the entire membership vote on bringing in a property manager.  Steve Yandl indicated some information could be found in CC&Rs and bylaws but nothing should need to change in the CC&Rs.  Additional guidance will be found in the RCW.  These are decisions that could be made by our board but will have a significant budget impact, so it makes sense to get the membership as involved as possible in the decision.
    5. Bill Steenis inquired about what other nearby HOAs (particularly the ones that seem to be running well) are doing.  Steve Yandl will share some information on nearby subdivisions as a start point for research.
    6. We need to explore the transition plan and associated cost.  John Alleman suggested that we should have something reasonably concrete to present and discuss at the annual meeting.
    7. We need to get a better benchmark for what the compensation is for similar roles in our area.
    8. From an HR perspective, how might the HOA manage an independent sole employee who happens to be a GC2A resident and HOA member?
    9. To get a better handle on some of the issues, we created a separate working group of Matt Hale, John Alleman, Tanya Edwards and Steve Yandl to work out details prior to the April meeting.
MEETING ADJOURNED AT 8:16PM.
 
                                                                        __________________________
                                                                        Steve Yandl, Secretary