MEETING MINUTES
BOARD OF DIRECTORS
AMBERLEIGH HOMEOWNERS ASSOCIATION
JANUARY 29, 2025
A meeting of the Board of Directors of Amberleigh Homeowners Association was held
January 29, 2025 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; Julie Cole,
Director and Secretary, and Michael Beaumont, Landscape Committee. The meeting
was called to order by Mark Beales at 7 pm.
The topics covered were as follows:
The Board would like to move forward to establish and publish for homeowners a standard schedule for regular board meetings (for example, the second Tuesday after the end of each quarter). Discussion was held around the location and format for the meetings. One option would be an in-person meeting for both homeowners and board members which could perhaps be held in a meeting room at MCCA. Another option would be for the meetings to be held over Zoom—either Zoom-only or a hybrid version where homeowners would be provided with a Zoom link to join the in-person meeting of the Board members. Special Meetings would require that homeowners be given two weeks’ notice. Tyler will look into whether or not a hybrid meeting is allowed by the regulations that govern our HOA meetings.
Federal income taxes haven’t been filed for the HOA for the last couple of years having been overlooked during the transition from one treasurer to another. State taxes have been filed each year. Tyler has a meeting with the IRS next week. He’s reviewing our options and investigating what we owe. He’s also reviewing our vendors to make sure the HOA isn’t required to file 1099’s for them. Tyler doesn’t believe any of our vendors meet the rules that define the filing of 1099’s. He will get input from the IRS on this as well when he meets with them. Tyler has added to the website a checklist of Treasurer duties/due dates so that we all have visibility into the required duties for the Treasurer. Mary suggested that perhaps a line item for the tax returns could be added to the annual audit of the books. Not a review of the returns but just a checklist item to make sure federal and state taxes had been filed. Tyler will update the Board after his meeting with the IRS.
Amberleigh’s filing is complete, but FinCEN requirements have been stayed by the federal government for now.
Tyler reports that our accounts are solvent and the budget is in good shape. For the tree removal project, the invoice covering the actual removal of the trees has been paid. We’re still waiting on invoices from Harnden and Sigfredo, and they will be paid upon receipt. It was noted that Sigfredo and his team did a great job removing roots and getting the trees planted.
Mark is working to bring in an arborist to survey our trees, particularly those along Mill Creek Drive, to identify any that are diseased and/or pose a liability issue. The last time we had this done was in 2015.
Tyler would appreciate it if board members could regularly review the PayHOA website data/reports with the idea that additional eyes on the data would mean a mistake could be caught earlier rather than later. He also would like to open up the reports to homeowners.
There was discussion about perhaps making another effort to obtain emergency contact and Power of Attorney names and contact information from homeowners. An effort was made earlier to gather this information, but the results weren’t as complete as had been hoped for.
Tyler mentioned that he has the ability to add notes to the Unit info in PayHOA, which he uses to record information that will need to be communicated to realtors and escrow companies when the unit is sold. He has found this to be very helpful in the past and plans to continue this practice.
MCCA has published changes to their rules and regulations for homeowners. Tyler and Mark will review these changes and incorporate them into Amberleigh’s rules and regulations.
Mark Beales adjourned the meeting at 8:08 pm.