Marymoor Trails
Annual Meeting of Homeowners
February 17, 2020

The Marymoor Trails Annual Meeting of Homeowners convened at 6:30PM at the offices of Morris Management, 325 – 118^th Ave SE, #204, Bellevue WA 98005.  Board members in attendance were: Michael Niksa, President; Van Chesnutt, Landscape; Josh Gibson, Treasurer; Linda O’Hara, Secretary; and Tim Hollingshead, Morris Management.  Jerimiah Willhite, Special Projects, was out of country and unable to participate.

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 38.5% of owners present, we do not have quorum, as we are short of the 51% needed.  This means we cannot take any legally binding actions at this meeting.  However, we will go through the motions of the meeting, as we have made a good faith effort to publicize this meeting in many ways. We will go ahead and have the meeting, updating all present on a wide variety of items, in case someone challenges conducting normal business.  

Proof of Notice of Meeting

Tim showed the group the mailer that went out.  Signs were also posted at the mailboxes.

Reading and Approval of Minutes from 2019 Annual Meeting

Instead of Tim reading the meeting minutes from last year out loud, minutes were circulated to all attendees to read silently and review for accuracy.   Motion to accept the minutes from 2019 was made by Sherri Brown, and seconded by Alexander Quirion. 

Reports of Officers

• Michael Niksa, President — Michael introduced himself and gave a summary of painting, buildings, decks, maintenance and repairs.
  • Painting – Michael walked the property with Casa Bonita this past year, and in the professional estimation of Casa Bonita, there were no buildings in need of complete repainting.  This is due to good annual maintenance.  In lieu of complete repainting, we did $5000 of touch-ups on several buildings.  Certain walls of siding, mostly south-facing and west-facing, were replaced; these weather heavily due to exposure.  This means in 2018 and 2019 we got away with not painting a whole building.
  • Decks – In past years we have had to replace and rebuild elastomeric decks, and we avoided having to do elastomeric deck work this year.  This year we focused on a number of wood decks in greatest need of repair, replacing the top surface with Trex, which needs no future painting or maintenance. Most posts have been replaced with pressure-treated 4x4s.  Our plan for 2020 is to top more of the remaining wood decks with Trex.  So far they have been looking really good through the winter. 
  • Siding and Divider Walls – Every building got some siding work done and some fence repairs.  Siding work included spot replacement of rotting boards, replacement of some entire building faces with south or west exposure, and repair of woodpecker work.  Unfortunately, when woodpeckers choose an area, it means the wood is soft and rotting.  Some divider walls between units got fixed, and there were no garage doors rotting out this year. 
  • Windows – Windows were a minor item, with replacement of panes in several units with broken seals.  Rose Hill Glass came out to replace these fogging panes at Association expense.
  • Rain Gutters – Our recently installed new gutters and gutter guards still look good.  We are having them blown out twice a year by our Handyman Gene and his crew.
  • Building B — Bldg. B has turned out so far to be better than expected.  Monitoring continued throughout 2019 under the direction of our consulting engineer Jehan Bharucha of Improcon.  The entire building was professionally surveyed with precise measurement in Fall 2019.  The results of the survey were encouraging – any variances were within the margin of error.  Every time Jehan Bharucha comes out, he is optimistic and thinks it looks good.  This means in the last two surveys there has been no movement.   We will keep residents advised of when repair of cracks may begin. 
  • Drainage Near Building B – An owner observed that water from the mailboxes drains directly down to Bldg. B, down the grass and down the asphalt.  It appears that the City of Redmond storm drain does not have enough capacity, and the water pools in front of Units 107 and 106.  Is there something we can do to address this?  Van is having Bodine Construction come out soon to address foundation drains at Bldgs. L-M-N and he will have them inspect and, if necessary, clear storm drains in front of Bldgs. A-B.
  • Address Numbers — People like the new address numbers on each unit.  Resident observes that the directional signs are mounted too high for headlights to reflect, rendering them unreadable at night.  Resident volunteer will determine how much each sign should be lowered, report this figure to Michael, and Michael will have our Handyman Gene lower each directional sign appropriately.
  • Snow Removal – People were pleased with the prompt snow removal and walkway clearing done in this current season. Last year we had reported to the Association that snow removal was expensive and all vendors were fully booked.  However, we found an affordable new company, and they came out when 2” of snow fell.  Residents were delighted to see someone shoveling snow, even though it snowed more again that night. 
  • Reserve Study – We are working with a good Reserve Study company, which takes into account the proactive maintenance we are regularly performing.  Reserve study showed our finances were fine; in their view, we are slightly ahead of where they wanted us to be. 
  • Front Porch Lights — Resident observed that the existing front porch and garage lights are 30 years old, and appear badly weathered.  One resident has replaced his.  When Jerimiah returns, we will give him this as a new special project.  Jerimiah will check out the model installed by resident and, if acceptable, replace all front porch and garage lights with this model. 
  • Fire Alarm Covers – In the past year, resident volunteer Dennis Anderson surveyed all the fire alarm covers and replaced all covers that were yellowed and old.  We are very appreciative of his effort.
  • Ants and Spiders – Resident has a problem with lots of ants and asked if ants and spiders are a problem for other units.  Several other units have big ant problems – interior ants are the individual’s responsibility.  Once one unit was treated for roaches, all bugs were gone for two years.  One resident volunteered the information that it is because the siding is rotting, and the ants like it, as well as the woodpeckers. 
  • Skylights — Resident said when she moved in, one of the skylights was cracked.  The replacement does not have a coating on it – other residents say theirs are not coated.  Skylights just sit on a frame on top of the roof –easily lifted out. 
    
    
• Josh Gibson, Treasurer – Josh was introduced and gave a summary report of association finances. 
  • Operating Account — The Operating Account is like an individual’s checking account.  It covers the month-by-month routine costs, such as landscaping, lighting, water, insurance and Morris Management fees. 
  • Reserve Account – The Reserve Account is similar to an individual’s savings account.  The Reserve Account is where we accumulate funds for known upcoming major expenses and substantial repairs.  These including painting, decks, asphalting, roofing and unforeseen major items.
  • Annual Budgeting — We plan our major expenses based on a yearly walk-around with a professional reserve analyst evaluating major elements.  Last year we budgeted more for decks than we spent, but we spent more for drainage than anticipated.  We spent less on painting than budgeted, but this varies widely year by year.  Painting averages $32,000 per year. 
  • Overview — Realistically we are fairly well set.  We don’t anticipate anything major coming up that we don’t have money to cover it, including re-roofing in 2037.  We are building up a nest egg to avoid a special assessment when that roofing job comes due.  We are monitoring Bldg. B, and have not been advised of any major expenses regarding Bldg. B.  Tim added the very wise caveat that “we don’t know what we don’t know,” and there will always be unexpected items.  Josh anticipates re-sealing the asphalt in 2020.
• Linda O’Hara, Secretary – Linda observed that we have an excellent board:  hard working, proactive, cost-conscious.  Several residents have asked that board meetings be held in the evening.  We are temporarily holding morning meetings due to short-term scheduling limitations.  However, we are always looking for the opportunity to hold evening meetings, and will hold evening meetings any month when possible.  If any resident needs to attend a meeting, let us know, we will do whatever necessary to reschedule, including meeting with less than a full board.

Reports of Committees

• Van Chesnutt, Landscape – Van introduced himself and provided a comprehensive summary of landscaping during 2019. 
  • Premiere Landscaping — For the past full year, Premiere Landscaping has done an excellent job.  They are extremely responsive and less expensive than the previous company. 
  • Sprinklers — Many elements of the sprinkler systems were replaced and upgraded. 
  • Hedges — Hedges were substantially trimmed, and are coming back nicely.
  • Walkways and Patios — Walkways were pressure washed throughout the complex.  Composite patios were also pressure washed. 
  • Trees — Tree limbs and branches were trimmed and removed.  After substantial storms there were several issues with large limbs on the property that needed to be removed.  Davey Tree is our preferred arborist- who in the spring fertilized trees.  One big tree near Bldg. M was trimmed back substantially due to fears of limbs falling and damaging a car. 
  • Drainage –– Major projects in 2019 included a major drainage problem near Bldg. I.  A drain from Bldg. I down to the mailboxes had been crushed and needed to be replaced.  Between Bldgs. I and J, there was an original drain that “went nowhere,” and was replaced with a functioning drain that now goes into the property storm water drains.  Work will continue in 2020 with a focus on building L.  Below Bldg. A there is a large storm water basin that was partially blocked, which has now been cleared. In late 2019 Van’s own garage flooded in Bldg. M due to roots blocking drains.
• Jerimiah Willhite, Special Projects — In Jerimiah’s absence, Van Chesnutt delivered Jerimiah’s report, an update on the recently completed special signage project.    Jerimiah will be taking on light fixtures in front of each unit. 

Unfinished Business

There is no unfinished business hanging over from last year.

New Business

Election of Directors – The positions of President, Treasurer and Secretary are up for re-election.  Michael Niksa, Josh Gibson and Linda O’Hara all volunteered to continue in their present roles, and this was acceptable to the assembled owners.  Tim points out that because there is not a legal quorum, they cannot be legally elected. The legal course of action is that the remaining board member present, Van Chesnutt, will appoint them at a subsequent board meeting and it will be voted on by the board members. Unanimously approved by the present attendees.

Approval to Sign IRS Form 70-604

Per the IRS, this form states that if you have a budget surplus for a given year, you are going to roll that over and not pay taxes on it.  Tim read the resolution to the assembled homeowners – it was unanimously approved and passed.  Any excess of membership income over membership expense for the year ended 12/31/19 shall be applied against subsequent tax year assessments and expenses. 

Adjournment

Moved and seconded that we adjourn.

Next Meeting

Our next meeting is on Monday March 16, 2020 at 10:00-11:30AM at the residence of Michael Niksa, Unit #E-120.