Budget Ratification Meeting and Board Minutes

Marymoor Trails Association
Budget Ratification Meeting
Monday, November 16, 2020
10:00 am by Skype

The Marymoor Trails Homeowners Association budget ratification meeting was called to order by Tim Hollingshead, Morris Management, at 10:00AM on November 16, 2020.  Due to Covid-19, this special meeting was conducted via Skype for social distancing.  Attending were Michael Niksa, President; Josh Gibson, Treasurer; Van Chesnutt, Landscape; Jerimiah Willhite, Special Projects; and Linda O’Hara, Secretary.

There were no homeowners who elected to call into the meeting.  In advance of the meeting, we received one written notification of disapproval.  We appreciate this input.

Proof of Notice to all homeowners was provided by Tim.  This included notice in BOD Minutes of October 2020; sign posted at mailboxes with meeting date and agenda; special mailing from Morris Management to all Marymoor Trails homeowners with detailed budget, meeting agenda, and new 2021 dues; and email to all homeowners who have signed up to receive emails with the date, agenda and link for this meeting.

The recommended 2021 budget for Marymoor Trails includes a 6.0% increase in dues for all homeowners, effective January 1, 2021.  Under Washington State law, the proposed budget is automatically approved unless disapproved by more than 50% of Marymoor Trails homeowners

Including all Board members present, and the written disapproval, there were less than 50% of Marymoor Trails homeowners present.  Those voting “no” on the proposed budget were less than 50% of all homeowners; therefore the 2021 budget is approved.  New monthly dues will go into effect January 1, 2021.

The Budget Ratification meeting was adjourned at 10:10AM. 

Marymoor Trails
Board of Directors Meeting
November 19, 2020
10:10AM via Skype

The Marymoor Trails Board of Directors meeting convened via Skype, immediately following the Budget Ratification Meeting.  Present were: Michael Niksa, President; Josh Gibson, Treasurer; Van Chesnutt, Landscape; Jerimiah Willhite, Special Projects; Tim Hollingshead, Morris Management; and Linda O’Hara, Secretary.

Homeowners Forum

No homeowners called in, so we proceed to regular business.

Treasurer’s Report

  • Account balances available to date were provided by Tim.  As of October 31, 2020, the Marymoor Trails operating account (checking) had ­­­­an available balance of $15,678.75 and the reserve account (savings) had $312,295.89.
  • The proposed 2021 budget was approved in the Budget Ratification meeting on Monday November 16, 2020.  Effective January 1, 2021, dues will increase 6.0%.  This will allow the Association to build up reserves for major work in 2021 and following.

Special Engineering Report

Jehan Bharucha of Improcon, Consulting Project Manager, joined at 10:15AM.  Jim Reilly of Certa, Consulting Engineer and Karl Deede of Improcon joined as well.

  • Some interior problems in buildings are a result of vapor buildup under the roof.  This is due to insulation incorrectly installed by the original builder.  Heat and moisture gets up into attic and are trapped under the roof. Accumulation of moisture has resulted in deterioration of roof sheathing (the plywood under the roof shingles).
  • Vaulted ceilings and skylights are a problem in some units, not in others. Varies by design and type of installation.  Some units may be lucky and have enough air flow – other units may be unlucky and not have enough air flow. 
  • When you get wood wet enough times, it can decay and cause problems.   If you had the airflow corrected, it will address a lot of roof deterioration.
  • We must consider economies of scale if the roofing is worn out.  If we are going to spend money repairing a roof, we have far more economy by replacing it all.

The following course of action is recommended:

  • Due to emergent issues, Buildings E and M are the current focus of the investigation though it is projected that all buildings will have similar issues at some point in the future between now and when we had expected to replace the roofs anyway (~17 years from now.)
  • Survey inside the attic of all units in E and M to understand how prevalent the issues are.
  • Continue to develop engineering strategy with Certa Building Solutions in regard to improving ventilation around skylights and in vaulted ceiling spaces. Create drawings and specifications.
  • Turn those drawings and specifications into bids for repair.
  • Make a presentation at an upcoming meeting. This will lay out in detail what we are recommending, what we expect to occur, and what HOA should expect during the work. All of us would want the assurance this time that it is really a 30-year roof. Jehan will have aggressive design documents, and oversight during installation to ensure work is done correctly this time. 
  • Decide to either spot patch or fully replace roofing on Bldgs. E and M because they have emergent issues that must be addressed. 
    • If those entire buildings are repaired and not just individual units, we can enforce warranties. We believe we can also project future repairs to the rest of the complex when it becomes necessary with the same strategy and learn from the experience.
    • Jehan adds that it is likely that the scope of remediation will include full replacement of plywood sheathing on the vaulted ceiling area of buildings, because we don’t want to find out after a new roof is put on that the underside of the plywood has suffered damage from condensation.
    • Additionally, part of the proposed improvement to ventilation strategy includes baffles to hold down the insulation sandwiched between the vaulted ceiling drywall and the plywood roof sheathing to maintain airflow and prevent condensation going forward. This could be done from the inside or outside. But the outside option is more sensible and allows the opportunity to also correct roofing and sheathing issues simultaneously (and does not disrupt living spaces.)

The Board aggressively discussed how much is really necessary — are we over-engineering?  Let’s find a reasonable system that works to control moisture.  We won’t know the full scope of remediation needed until we have inspected.  We will not spend money unnecessarily.

Landscape

  • Marymoor Trails has contracted for snow removal again this year, should we get heavy snow or ice.  Colder conditions than usual are predicted for the Northwest, with more precipitation.  In previous years, residents may recall it was difficult to get driveways and roadways cleared on short notice – all the snowplows were booked up.  We have signed a contract with Bear Creek at the same rate as last year and will be billed only for the services we use. 
  • Snow removal will prioritize main drives and driveways — sidewalks are a lower priority and may be delayed or missed based on how bad the conditions are.  Having your own ice melt and shovel is still recommended for digging yourself out.  We are a lower priority than their clients in emergency services, hospitals, etc.
  • A bush was installed behind Bldg. H.  This was done by Premiere Landscaping at 10% of the cost that Davey Tree quoted.  The bush, while smaller than expected, is satisfactory to owner. 
  • There is a drain issue in front of Unit #K-139.  Bodine Construction will address it the week of 11/30/2020.  

New Business

  • Chimney inspection and cleaning – One unit asks the last time the chimneys were cleaned. No records were found as to the last time Marymoor Trails had a chimney cleaning. A vendor can do an inspection of all units at $50 per unit for inspection. To clean chimneys that need it is $70 extra to clean it while onsite anyway.  Some units do not use their fireplaces at all and will not need chimney cleaning.  Tim thinks we will have to do it because we have not done it in a long time. The price is reasonable. It is a hazard not to do it. A vendor will inspect all units for ~$3000. If they clean all the units it is ~$7000. Tim estimates that only 1/3 need to be cleaned. Chimney cleaning requires interior access to all units – can this be done after COVID-19? 
  • Dryer vents inspection and cleaning – It is unlikely that homeowners have inspected or cleaned their dryer vents as they are normally cleaned from the outside.  The Association will do this early in 2021; it is usually under $2000 for the whole development.

Next Meeting

  • No Board meeting in December.
  • The next Board meeting is Monday, January 11, 2021 @ 10AM via Skype.
  • Annual Meeting of Homeowners – Monday February 21 @ 6:30PM via Zoom.  Information to be sent out by Tim Hollingshead.