Marymoor Trails
Annual Meeting of Homeowners
March 4, 2024

The Annual Meeting of Homeowners was called to order and convened at 6:05PM Monday, March 4, 2024, via Zoom. Attending on behalf of the Marymoor Trails Board of Directors were: Michael Niksa, President; Josh Gibson, Treasurer; Chris Cho, Buildings; Van Chesnutt, Landscape; Linda O’Hara, Secretary; and Tim Hollingshead of Morris Management.

Roll Call and Determination of Quorum

The first order of business was a formal roll call and establishment of a legal quorum to do business. With 31.401% attending, we do not have a quorum – 51% is required. This 51% requirement is a vestige from so-called “Old Act” condos, the legal requirement in Washington state when Marymoor Trails was legally established in 1989.  Associations with newer construction now only require 25% for a legal quorum.

Without a quorum, we cannot take any legally binding action at this meeting. However, we will go ahead and have the meeting, updating all present on a wide variety of items, in case someone challenges conducting normal business. Tim has spoken to the attorneys about this, and we are good to proceed.

Proof of Notice of Meeting

Tim showed the group the mailer that went out. In addition, mailbox signs were posted; an email was sent by Morris Management to all owners; and an Association email was sent to all residents who signed up to receive them.

Reading and Approval of Minutes from 2023 Annual Meeting

Tim presented the meeting minutes from the 2023 Annual Meeting of Homeowners, and shared it on his screen for everyone to read. Tim asked the group to review it for accuracy and if we see anything that we object to, or wish to change, please speak up. . Everyone took several minutes to read them.  There were no comments. Van Chesnutt moved that we accept the minutes as written from last year, this motion was seconded by Andrew Flavell and approved by unanimous consent.

Reports of Officers and Committee Reports

Landscape Report – Van Chesnutt

In 2023, the company we use for landscaping was Premiere Landscaping. They also take care of our sprinklers and perform miscellaneous landscaping tasks. In the next few weeks we are going to have Davey Tree come out and a representative of Davey Tree and Van will walk the property.

Secretary’s Report – Linda O’Hara

Our goal is to keep everyone informed as accurately and completely as possible.  Try to capture the discussions and evaluations the board engages in, without getting too much into the weeds. With the help of our board, we streamline notes into a concise readable format. We get them out as soon as possible to have current, accurate information in the hands of all our homeowners.  We flag key items at the mailbox to alert all residents. We always back up mailbox postings with HOA emails to those who have asked to receive them.

Unfinished Business

Rebecca Chatworth, Unit J-135 reported on the status of J-135, which was damaged by fire two years ago. Rebecca reported that while the reconstruction on the unit is not yet complete, they are making good progress on renovations. The contractor is working on the interior now. Optimistic estimates for completion are in April. She hopes this spring the construction will be done and they can move in again.

New Business

A motion was made for the Election of Officers:  Michael Niksa for President, Josh Gibson for Treasurer, and Linda O’Hara for Secretary, all in their present roles. We cannot officially elect them at this meeting since we do not have a quorum. However, the rest of the Board can appoint them at the next Board meeting.  Tim says this is the legal procedure. Tim asked if anyone has a reasonable argument objecting to them serving on the Board, to please speak now. There were no objections. Homeowners present unanimously approved Michael, Josh and Linda serving another two years. The Board will finalize this at the April Board Meeting.

Approval to Sign IRS Form 70-604

The last item needed at this meeting is approval of an IRS form that is used every year. This IRS form allows the Association to roll over unused money from 2023, not be taxed on it, and use the money for expenses in 2024. Tim reads the legal language association with the motion. All homeowners present voting in favor. Tim will keep this on file.

Questions from Homeowners

• Rajesh – Unit C-110, asked what is the process for approval for installing a heat pump? Michael told him we ask that he give us the draft from your licensed contractor, and we will review it at the next meeting, give us details of where you want to place it.
• Rajesh – Unit C-110, asks if there is any timeline on replacing damaged heat detectors in the unit? Michael told the group that the board is pursuing finding a more competent company to  maintaining our fire systems. When that is complete, over the next several months, we will advise homeowners. In the past, it has cost $200-$500 per heat detector (for replacement). We hope the new company will do better than JCI, our current contractor.
• Chin Seah – Unit J-138, noted that in front of Unit J-135 (under repair), there is a trench forming. Tim advised Chin to take a picture and send it to him. Michael agreed we would want that restored.

Adjournment

Van Chesnutt placed a motion to adjourn, seconded  by Chris Cho and unanimously approved.  Adjourned at 6:25PM. Next regular Board meeting is Monday April 15, 2024, at 6:00pm via Zoom.