Call Meeting to Order/Welcome
Roll Call:
Board Members present
Amberleigh Homeowners in attendance or online
Homeowner comments for Board consideration
Review of Advisory Committees:
Architectural Committee:
Landscape Committee:
Discuss replacement of timer for the last section by lot #61, approximate cost $650. It is old and temperamental!
NorthPoint LandCare is now maintaining landscaping on lot #6 again, looking much better thanks to Mark for working on this.
Street Lighting Committee: Bollard light is out by lot #82
Irrigation Committee: replaced 2 water heads on strip by lot #49, tree and grass should recover shortly; adjusted 3 water heads and increased watering time for lot #16.
Budget Update: Tyler
Budget information is available online @ the PayHOA site
Review of Reserve action and discuss repayment schedule of funds to reserve.
Resale Certificate template is now complete thanks to Tyler. He had to provide certificate for lot #71 prior to closing.
Open Item Update:
Discussion for review of Bylaws and R&R for WUCIOA compliance. At the MCCA/City sponsored meeting on May 20th they strongly suggested all HOA’s hire legal review of all documents. Cost in the ~$10K range.
Update to the CEDCORE Reserve Study meeting from July 28th. When complete we will revise the Resale Certificate document. Initial fees S/B in the $1200 range.
New Business
Executive Session if required
Adjourn
MINUTES OF QUARTERLY MEETING OF THE BOARD OF DIRECTORS
OF AMBERLEIGH HOMEOWNERS ASSOCIATION\
AUGUST 12, 2026
A quarterly meeting of the Board of Directors of Amberleigh Homeowners Association was held August 12, 2026, at the MCCA offices. Present at the meeting were: Roger Deffner, Director and President; Mary Spalding, Director and Vice President; Tyler Davis, Director and Treasurer; Mark Beales, Director; Julie Cole, Director and Secretary; and Wes Fujii, Homeowner (Lot 8). No homeowners joined online. The meeting was called to order by Roger Deffner at 7:00 pm.
The topics covered were as follows:
Paint Color Applications: Lot 79 submitted a paint form which was signed by Mark and Roger and processed. The paint color requested was unchanged from the previous paint job. A new paint color procedure allows MCCA to input paint colors into a computer system, which can display a house with the specified colors. This eliminates the need for a three-foot poster board sample.
Action Item: Mark will ask Erin (MCCA office) for clarification on how the new paint color system works for homeowners and the board, particularly regarding homeowners contacting MCCA directly with paint information.
Seven pavement ripples from tree roots now appear at the entrance to Amberleigh, an increase from three last year. A large patch was repaired approximately 15 years ago. Mark sent photographs of the ripples to Keegan, the new City of Mill Creek Engineer/Public Works Director. Concern exists about the potential need to remove two trees for street repair, but the preference is to avoid tree removal due to financial implications.
Lot 6 is again being maintained by North Point Landscape and shows significant improvement. Extensive blackberry vines have been cleared.
Moss is growing on several tall light standards. The moss needs to be cleaned off and some light standards may need repainting. One light standard is particularly bad with moss on its north side.
The bollard light is out by Lot 82 and requires repair. This light has been problematic.
Action Item: Mark plans to put in a new socket and rewire it.
The replacement tree at Lot 49 appears to be struggling a bit. Two of three irrigation heads nearby were not working causing dry soil spots.
At Lot 16, three heads were adjusted, and water time was increased.
Irrigation Timer at Lot 61: Al (irrigation) recommended replacement of the irrigation timer located near Lot 61 as it is the last original timer and is unreliable. The estimated replacement cost is $650.
Decision: A motion to replace the irrigation timer at Lot 61 was made by Mark, seconded by Tyler, and carried with all in favor.
Action Item: Mark will inform Al that the board has approved the timer replacement and request that he also adjust some irrigation heads.
The first repayment on the HOA reserve fund has been made. The second payment of $7,500 will be made to the reserve fund in November
Annual Audits: Homeowner Harry Bossi sent an additional referral for the audit. Tyler has two previous referrals and will review Harry's referral.
The financial review for the 2025-26 fiscal year has been completed.
Action Item: Tyler will post the letter confirming this work has been completed on the HOA website.
Resale Certificates: Final approval of the reserve study will resolve resale certificate flags, which currently require a bold-text paragraph stating that a reserve study has not yet been completed, as mandated by law.
Self-audits are no longer permitted; a third-party audit is required. Resale certificates must indicate whether a full, satisfactory third-party audit has been completed and whether a reserve study has been conducted.
Tyler has developed a template for resale certificates, incorporating legal bullet points and the required statement regarding the reserve study. The template will be updated once the reserve study is finalized. The certificate includes a statement advising purchasers to review information such as CC&Rs and Bylaws. Previous-year budgets and budget vs. actuals for the last two years are now available online on the HOA website, and the resale certificate includes links to this information.The resale certificate is to be assembled by the seller, not the HOA. The HOA makes all necessary information available online, and it is the seller's responsibility to gather it together. This serves to streamline the process and allows the HOA to direct buyer agents to online data.
Legal Review and Document Management: A compiled document will be prepared for possible review by an HOA attorney. At a recent MCCA meeting, it was strongly recommended that HOAs should hire their own attorney. This raises concern about financial strain, as the HOA has already hired a reserve study auditor and is preparing to hire an annual auditor.
A site visit was conducted by CEDCORE. The consultant was very complimentary on how well-maintained Amberleigh is and what a great job we were doing funding our reserves. He agreed with the compiled list of components for the reserve study. Fencing was noted as being done well and in great shape. The estimated cost for the first year (including the site visit) is $1,200.
Emails were received by Tyler regarding a PayHOA lockbox change. The lockbox service allows owners to mail checks to a third-party address provided in invoices. Usage of the lockbox service has decreased significantly, especially since digital payments (ACH, credit card) were introduced. PayHOA is transitioning lockbox management to a third-party service. Tyler’s recommendation is that the HOA not sign up for the new third-party lockbox service as it is not cost-effective due to the high percentage of digital payments by homeowners. It was suggested that the treasurer’s address be provided to those homeowners who wish to continue to pay by check.
An Amberleigh homeowner contacted MCCA expressing concern that the HOA was not being proactive in removing limbs behind houses thus creating a fire hazard. Hillary (MCCA) has had conversations with the fire chief, and the issue is gaining urgency due to the Spokane fires. The fire chief and Hillary may visit developments, potentially including Amberleigh given the complaint. If they visit, Roger plans to accompany them on the walk-through.
Plat Requirements vs. Fire Department Recommendations: The original plat developed a buffer of 50 feet on the north and south green belts and 15 feet on the western boundary in which the HOA is not allowed to do anything. The fire department recommends a six to eight foot fire buffer, which violates the plat requirement.
Potential Future Changes: There could be changes in laws regarding buffer zones. Concerns were raised about who would change plat maps and provide funds for increased buffers.
Mark has sent a letter to the fire department asking for clarification on the 6-8 foot buffer zone.
Roger adjourned the meeting at 8:04 pm.
Respectfully submitted,
Julie Cole, Director and Secretary