Vintage 3 HOA Board Meeting Agenda MINUTES V3HOA Board... · Web viewMy Drive/HOA BOARDMEMBER TODO...

VINTAGE 3 HOA MONTHLY BOARD MEETING AGENDA

Vintage 3 HOA Board Meeting AgendaLocation Sammamish Public Library Green Room Date April 9th 2019Start Time 7:30 PM - 9:00 PM

Meeting called by Sudhir Jobanputra

InvitedSudhir Jobanputra, Anil Kothari, Douglas Sargent, Ryan Sizemore,

Attended Anil Kothari, Douglas Sargent, Ryan Sizemore,

Please read: The minutes must be confirmed at the next meeting Please bring: Laptop(s)

Meeting Topics Discussion/Update

Dues # of Home Owners Paid 136 93%Dues Collected $70,380.00 90%# of Home Owners Not Paid 10 10%Outstanding Dues. $5,248.00 10%Rental Units 27

Maintenance/Landscaping 1. Peter Mann’s Backyard and HOA Common Area – In progress – will review at the next meeting – Doug suggested to find the most economical long term solution

2. Dead shrubs -address - ISSUE FROM 2017 – In progress– will review at the next meeting3. See list provided by Sudhir4. Reserve Study work. – In progress5. Monument Flowers – Ryan will check with a friend and Anil knows a Certified Garden planner – we

should set a time line for this year so we can get started.

Infraction/Violations Our goal this year is to send infraction notices for basketball courts and landscaping. I will bring pictures for landscaping.

1) Sent 7 Courtesy letters for portable basketball hoops, 4 have been moved off the sidewalk2) Create a spreadsheet to track letters sent and follow up date in Vintage HOA3 > 2019> Infractions

While this item was not discussed Anil will follow up to find out more about the laws restricting wrong way parking, parking for long periods of time. We should follow up on Fence and Garbage

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cans left beyond a reasonable time. Parking on sidewalks violation.

Architectural changes 1. 3 request in the Queue – since Douglas had taken the initiative to respond, he will continue to respond to any new ones and will bring it to the board for a joint review and responseIt was suggested that the new statement created by Douglas about the scope of the approval be moved to the top of the page to emphasize that.

HOA Business (Insurance, Banking, New Board Members, Taxes, process and procedures and new Tools)

1. Moved user id’s and passwords to BitWarden. Recovery Code saved in Sudhir’s Safety Deposit Box. My Drive/HOA BOARDMEMBER TODO LISTS Update Next steps delete word document.

2. PAYHOA Status and next steps. a. Ryan has added all units and updated unit and owner addresses – Expressed thanks and

recognized Ryan’s dedicated effort to install and in working with Sudhir to import data from the spreadsheets . Thank you Sudhir and Ryan

b. Sudhir verified all units, and owner addresses - c. Sudhir added new Custom fields – like more infod. Sudhir manually adding missing transactions due to PAYHOA Duplicate rule. – Thank you

Sudhire. Next Steps

i. Update pictures from King County Parcel Viewer – Ryan has done some and others can pitch in – Anil will commit a couple hours this weekend

ii. Update missing emails – maybe we can create a new sign asking for email to [email protected]

iii. Use PAYHOA to invoice Past Due Accounts. -Ryan may try to do it or Anil will work with Sudhir sometime over the weekend

f. Sudhir will continue using Quicken for 2019 for finances until PAYHOA Duplicate rule is disabled.

3. Banking a. Reserve Account with $53.000. - b. Douglas and I will open CD’s to earn more interest on HOA funds – Can you guys find out

more about the terms and we can decide at the next meeting how we could structure it.c. Credit Card. – Application perform a credit check on Me. So I did not apply. - ON HOLD

Reserve Study progress I will bring status of Reserve study to May 2019 meeting.

Other Items Signs, Anil will be managing signs form this point forward. Our direction is still to put two or three signs monthly to notify members of board meeting date, time and location. – The end goal is to increase all communication via the PAYHOA portal. We will use the signs to announce the New PAYHOA site and requesting registration once the roll out schedule is planned.


mailto:[email protected]


DecisionsUse this section to list decisions by the board – The Board decided to continue the discussion on “Renter Rules” –deposit amount equal to one months rent, approval of the renter by the Board (we need to develop a clear objective criteria)Douglas will handle the initial communications with residents on Architecture Request – the final approval for the projects will continue to be the board decisionRyan will continue to build the PAYHOA site and the templates. The final launch date for the PAYHOA site to the residents will be accompanied by the new signs sandwich board in the community

Action Item ListArchitecture Response form update – PayHOA – CD’s – Renters Rules – Creating a summary of the CC&R’s vis a vis – Maintenance & Appearance – Sals contract and scope of work – Creating a Calendar of Board Meetings – AGM – other annual events -

Name Address Position Committees Term1

Anil Kothari 271 - 243rd Avenue SESammamish, WA 98074

President L P 2014

Douglas Sargent 116 - 242nd Court SESammamish, WA 98074

Secretary L P A 2016



Sudhir Jobanputra 208 - 243rd Avenue SESammamish, WA 98074

Treasurer L A 2016

Ryan Sizemore 216 - 243rd Avenue SESammamish, WA 98074

Member L P A 2019

A = Architectural Control

L=Landscaping/Maintenance P = PAYHOA/Projects

1Term of Office: Directors = three (3) year term

Please have the board review and see if we want to purse infraction warnings for the following properties.

197 241st Place Too many cars



223 243AVE SE Canoes and sand toy in the front yard does not look good



224 243 SAVE SE Fence (By Douglas’s house)



24302 SE 3rd Place (Rental). Fence and landscaping.



24309 SE 3rd Place Xmas lights not taken down yet


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