MINUTES OF SPECIAL MEETING OF THE BOARD OF DIRECTORS
OF AMBERLEIGH HOMEOWNERS ASSOCIATION
April 3, 2023
A special meeting of the Board of Directors of Amberleigh Homeowners Association was held April 3, 2023 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, Michael Beaumont, Landscape Committee, Diana Beaumont, Dianne Bratz, Director and Secretary, Tyler Davis, Treasurer, and Mary Spalding, Director.
Mark called the meeting to order at 7:30 p.m.
The purpose of this meeting was to hear and discuss the potential benefits of switching over the Amberleigh HOA accounting system from QuickBooks to PayHOA, a highly-rated and recommended online accounting system based in Kentucky and already successfully used by MCCA since 2020.
Treasurer Tyler Davis has been in extensive contact with PayHOA in recent weeks and gave the board a thorough analysis from his investigative research, concluding that PayHOA is not only a viable choice but one he believes would be in Amberleigh’s best interest, for many reasons:
- Amberleigh owners would see no change in using PayHOA to pay their quarterly dues from what they’ve experienced with Quickbooks. The two systems are similarly structured and PayHOA features a comprehensive dashboard that is user-friendly.
- Amberleigh homeowners’ decisions to use PayHOA are completely optional, offering several desirable payment options for individual homeowners in paying their association dues. Homeowner dues would still be accepted by simple check delivered to the Treasurer each quarter if the homeowner would prefer that method.
- PayHOA is a company and system uniquely designed for use by Homeowners’ Associations, and offers a wide range of effective, private, secure information and accounting features that will simplify and streamline both accountability and communication between the Board, the Treasurer, and Amberleigh homeowners.
- PayHOA’s association user fee rates are extremely more affordable than QuickBooks, which has become cumbersome, expensive and literally no longer viable as a solution to our accounting needs. PayHOA’s cost is tied to the number of homeowner units within the association. Since Amberleigh consists of only 88 units, our monthly/yearly rates are just a fraction of what we’ve paid to QuickBooks.
- The PayHOA’s customer support team has already proven themselves readily accessible to Tyler and genuinely eager to help in any potential transition to the PayHOA system, including live/real time counsel and assistance as well as tutorial videos that will be made available to the Board members and homeowners alike to familiarize us with how it works.
- Amberleigh’s Covenants, Conditions and Restrictions (CC&Rs) as well as Board Meeting minutes can also be included/presented on our unique Amberleigh PayHOA website, giving our homeowners more current, direct information. The system even includes a phone app, if desired.
Tyler Davis moved that the Board vote to make the transition from QuickBooks to PayHOA in 90 days. The motion was seconded by Roger Deffner, and the motion carried unanimously in favor of the transition.
The Board thanks Tyler for his dedication and careful research to act in Amberleigh’s best interests as we moved forward in this important arena.
Mark noted that Amberleigh homeowners will need to be notified of the coming transition well in advance of the annual meeting to be held in June of 2023. Diana Beaumont offered her longtime treasurer assistance to Tyler during these transitional days if needed.
Mark adjourned the meeting at 8:08 p.m.
Respectfully submitted,
Dianne Bratz, Director and Secretary
(Copied by Tyler Davis.)