Key Decisions and Actions

Rosewood Estates Community Meeting

5 P.M. Wednesday Sept 18th, 2023 

* Current quorum requirement is 62.5% of occupied homes in attendance or voting by proxy.

Key Decisions/Discussions:

Call Meeting to Order 

• Noted that we had quorum to proceed with the meeting

Approval of meeting minutes from prior meeting (s) and ratification of votes taken without a meeting since the last ratification

• Board members Jeff and Bijoy approved (Daniel was driving, there was some network glitches /issues):

Gate Vote

• Bijoy shared high level recap/summary of Gate research, current status and next steps would be to recruit some professional folks for power etc. 
• As part of discussion, Jerry (Lot 6) also shared some of difficult times/challenges with Gate as part of their previous house experience (like someone taken out the keypad, gate handling during snow etc.)

Vote: Should we install a gate and hire professional folks to take it forward?

Common Area Maintenance

• Discussed that we have 3 options after Terrene period gets over:
• Do nothing
• Maintain ourselves
• Find assistance outside/hire vendors
• Eydie shared that the common area is marked as critical/sensitive area, and suggested that we might need to check with King County what is really allowed/not allowed, there might be liability issue or so.
• Eydie will start a thread with a possible contact who can help on this topic. We might need to ask for approval of around 5 ft area from street side.
• Agreed to delay the vote on this until more clarity.

Updating HOA Collection Policy/Language 

• Discussion happened regarding updating collection policy and get everyone thoughts (e.g., talked about late fees, what happens if someone doesn't pay dues, what if some sells house with pending dues, etc.)
• Discussion happened on lack of reminder for HOA Dues and that might be one of the reasons where 100% amount does. PayPal setup waiting for MyHOA-Online.com LLC contract renew and as part of the discussion, one of the suggestions was to bill pay feature which can be used from Bank. Ajitesh and Ashish shared that they were able to use it successfully - they can help if anyone need more details as well.

Reserve Study Review

• Discussed the V4 (with Gate) and V5 (without gate) reserve study cost estimation and checked whether anyone as any queries/thoughts.
• As part of reserve study discussion, discussion happened on overall impact on the HOA Dues where the HOA dues would increase to $546.16 per quarter to increase/fund the Reserve.
• There was also discussion that do we really need to go proactive (given the reserve study is more of estimation) and increase to the full suggested amount now ($546.16 per quarter) Vs increase some partial amount now (e.g. $400 to $450) per quarter and access the situation again in future.
• Noted that mostly every year we need to do reserve study

Vote: Should we increase the HOA Dues per quarter to $546.16 to increase the Reserve?

* Lot 1 and Lot 3 dropped off from the call during this topic and didn't participate in this voting and after that also in any other below topics as well.

Annual Budget

• Discussed and shared the overall Annual 2024 budget estimation (which would provide total reserve of $10,020)
• Also discussed about $12,044 (2023 year amount) which we can consider to move to reserve (if board votes and decides so)

HOA Board Composition/transition planning:

• Updated that Daniel and Jeff term would be over this year ( 2 year term) which means we will need 2 members for board positions to refill.
• Updated that Bijoy would be continuing this year and his term would be over next year (2 year term)
• During meeting, Brian and Jerry raised their hand and shared their interests to join the Board. Voting will happen in Oct 25th, 2025 Meeting.
• Regarding title, position, and typical responsibilities for roles, Jeff mentioned that he can share more details as needed.

Board to Vote on each of below Topics

• Given Daniel left the meeting during previous topic discussion, he was NOT available in any of the below voting topic. Jeff and Bijoy was available so quorum existed for vote.
• Common Area Maintenance: No Voting happened ( need more clarity about critical/sensitive area)
• MyHOA Contract Renewal:
• Vote: Whether Board approving to move ahead the upcoming contract renewal with MyHOA? 
• Jeff and Bijoy voted "Yes"
• HOA Gate: 
• Vote: Should we install a gate and hire professional folks to take it forward?
• Jeff and Bijoy voted "No" and agreed to stop Gate related project investment/research.
• Collection Policy:
• Vote: Should we create/update HB 1636 language/collection policy?
• Jeff and Bijoy voted "Yes"
• Reserve:
• Vote: Should we move $12,044 (Year 2023 amount) to Reserve?
• Jeff and Bijoy voted "Yes"
• HOA Due
• Vote: Should we increase the HOA due per quarter to increase/fund our reserve?
• Jeff and Bijoy voted "Yes" to make it $450 per quarter (from $300).
• Meeting Draft (Minutes, Notice & Agenda)
• Vote: Whether the board approve the previous meetings notes, notice and agenda?
•  Jeff and Bijoy voted "Yes"

Next Scheduled Meeting—Annual Homeowner Meeting

• Updated that next meeting would be on October 25th, 2025
• Requested everyone to make the upcoming meeting or send proxies given there would be election topics as well