Minutes of the Quarterly Meeting of the Board of Directors of
Amberleigh Homeowners Association
May 13, 2026
A quarterly meeting of the Board of Directors of the Amberleigh Homeowners Association was held May 13, 2026.Present at the meeting was Roger Deffner, Director and President; Mary Spalding, Director and Vice President; Tyler Davis, Director and Treasurer; Mark Beales, Director. Julie Cole, Director and Secretary could not attend. No homeowners joined in person or online. Roger Deffner called the meeting to order at 7:00 PM.
The topics discussed are as follows:
Call to Order and welcome:
Roger Deffner thanked all for their ongoing support of the Amberleigh community and for taking the time to attend the quarterly Board meeting. He mentioned there were a few items he would address first per the agenda, but this meeting would primarily focus on preparation for the upcoming Annual HOA meeting on June 3rd.
Committee Reports:
Architectural Committee: There has been very little activity on this committee and Mark Beales said he was going to try and convene a meeting of the committee members to select a committee chairperson soon.
Landscape Committee:
Roger Deffner provided an update to the four entryway pots that had been replanted and was complete, he gave an update to the Greenbelts, both North and South, Roger stated that he and Mark Beales had walked the entire perimeter of the Amberleigh property where they discussed cleanup of downed tree limbs from the winter storms and general cleanup. He thanked Mark for cutting up the branches which saved the HOA significant dollars. The Greenbelts are currently in good shape.
Roger brought up that Ed Pang had a couple of items he had asked the Board to consider which Mark Beales presented in detail. The two items were for building a planter for planting around the electrical box in the driveway area and Mr. Pang also provided a research project regarding the watering sequence of the Street Trees recently planted. The Board did not approve of any action at this time on either project.
Street Light Committee:
Roger thanked mark Beales for replacing the light over the Amberleigh sign on the South Gazebo and for replacing several of the bulbs in the bollard lights. Mark also thanked Wes for his help with the light maintenance.
Irrigation Committee:
Roger Deffner stated the water system had been tested and turned on for the season. Mark mentioned that all homeowners to please be aware of any leaks or adjustments that need to be made so they can be addressed promptly. Mark works closely with Al on these updates.
There were no open items to address.
New Business:
Roger Deffner led a discussion in preparation for the upcoming Annual meeting to be held at City Hall North on June 3rd from 7:00 – 8:00 PM.
Roger gave an overview of what the Board needed to address in preparation for the meeting. Those items were the Budget, Self Audit, Ballot approval, Volunteers for self-audit committee if approved and emailing the information packet to all homeowners at least 14 days in advance of the meeting.
Roger asked Tyler to lead a discussion on the current and projected budget items. After a lengthy discussion and review of the individual line items, it was decided we could leave the HOA fees unchanged for the upcoming fiscal year, but all agreed we would probably need a slight adjustment in July of 2027. Tyler does a great job of managing the accounts and the responsibilities of Treasurer.
The ballot was approved to be sent to the homeowners which included three items requiring approval by the homeowners:
1. Approval of the budget
2. Approval of completing the self-audit
3. Election of one Director
Roger thanked Julie Cole for her help in preparing the ballot and her help in her position as Secretary.
Mary Spalding agreed to head the self-audit committee if the item is approved. Roger stated that Julie Cole had agreed to assist Mary and we would need one additional volunteer for this committee.
Tyler agreed to send the packet to the homeowners via email.
Mary Spalding and Mark Beales agreed that Amberleigh should continue with the Annual Night Out which will be held on August 4th this year. Mark and Mary will make an announcement at the Annual Meeting.
Roger Deffnerinformed the Board that he will be attending a presentation held jointly by MCCA and the City of Mill Creek on May 20th, Roger will forward information to the Board as it becomes available.
Adjournment:
Roger Deffner adjourned the meeting at 8:15 PM.
Respectfully submitted,
Roger Deffner, Director and President