2024-10-13 (October 13)

MINUTES OF SPECIAL MEETING OF THE BOARD OF DIRECTORS

OF AMBERLEIGH HOMEOWNERS ASSOCIATION

OCTOBER 23, 2024

A special meeting of the Board of Directors of Amberleigh Homeowners Association was held October 23, 2024 at the home of Mark Beales, Director and President.  Present at the meeting were:  Mark Beales, Director and President; Roger Deffner, Director and Vice President; Tyler Davis, Director and Treasurer; Mary Spalding, Director; and Julie Cole, Director and Secretary.  The meeting was called to order by Mark Beales at 7:00 pm.

The primary purpose of the meeting was to review the financials for the 7/31/2024-10/1/2024 quarter. That and other topics were covered as follows:

1. Mark Beales proposed that we investigate what it would cost to hire an independent arborist (one who is not affiliated with a tree-cutting service) to evaluate some trees that have been identified as being possibly problematic.  Tyler Davis seconded the motion and it was approved by the Board.

2. It’s been nine years since the city of Mill Creek has required us to inspect the two underground water vaults located on Amberleigh property that hold storm water run-off.  In order to be proactive rather than reactive, Mark would like to investigate the cost of inspecting the vaults.  Roger Deffner will look into this and report back to the Board.

3. In order to be compliant with the federal reporting requirements as outlined in the Corporate Transparency Act (CTA), the Amberleigh HOA needs to register our association with FinCEN. There are a couple of actions that need to be taken by the Board.  

• • • • • • Each Board member must obtain and provide their FinCEN ID to Julie Cole.  After collecting the ID’s from each Board member, Julie will register the Amberleigh HOA with FinCEN.  In the future, it will be the responsibility of the board secretary to follow up with new board members to make sure a FinCEN ID is obtained then update our HOA FinCEN registration.

          • The CTA encourages HOA boards to establish regularly scheduled meetings (for example, the first Tuesday of every month at 7pm) publishing the schedule for homeowners who may want to attend.  Amberleigh’s Bylaws require us to hold a monthly meeting, but the Board may want to pursue a change to quarterly meetings.

4. Quarterly Financials Review:  Tyler went over the budgeted vs. actual line items. $10,000 is currently appearing as “uncategorized”—Tyler is looking into this. About half of the households are paying their dues via autopay.  Some homeowners need to update their autopay amount to reflect the raise in homeowner dues—currently, the system is taking two quarterly payments from each of these homeowners (totaling the full quarterly amount) rather than a single payment each quarter.

5. Tyler walked the Board through improvements he’s made to the Amberleigh website including a demonstration of how the entire website is now searchable.

Mark Beales adjourned the meeting at 8:07 pm.

Respectfully submitted,

Julie Cole, Director and Secretary