Upland Green Community Organization

c/o 3stripe Management 4303 Fremont Ave N #201, Seattle, WA 98103

July 21, 2026 Board Meeting Agenda

 7:00-8:00pm

 

Topic: Upland Green HOA’s Zoom Meeting Time: July 21, 2026 07:00 PM Pacific Time (US and Canada)

Join Zoom Meeting https://us02web.zoom.us/j/82635235714?pwd=6RwxMj3pbkbWPC8Uxmf3aT8cvKGtbV.1

Meeting chat link https://us02web.zoom.us/launch/jc/82635235714

Meeting ID: 826 3523 5714

Passcode: 760752

One tap mobile

+12532050468,,82635235714#,,,,*760752# US (Tacoma)

+12532158782,,82635235714#,,,,*760752# US

 

1. Call to order:
2. Establish quorum:
3. OPEN FORUM – 15 minutes for homeowners to voice questions/concerns
4. Recap and approval of minutes
5. Report of Officers
   • President & Vice-President: BOTH VACANT

• 1^st Vice President/Landscaping: Mireille Montreau

• Review and determine the Board’s process for acknowledging the current Terms of Engagement for legal counsel in the HOA records, including whether signing is necessary.
• MOTION by Mireille -> Board acknowledge the current Terms of Engagement for legal counsel, include it in the HOA records, and confirm that a signed copy is not required unless requested by legal counsel or approved by a future Board decision. VOTE->
• Discuss OneDrive access to enable Board members to review the draft of the updated bylaws, or determine an alternative method for sharing the document.
• Discuss Asplundh proposal of vegetation removal

 

• 2^nd Vice President/Architecture/Compliance: Bob Vaughn

 

• Secretary: Gretchen Nelson
  • Received email of new Business License from DOR
  • Discussion of where we stand with respect to the transfer from the previous President
  • Discussion of the law pertaining to HOA meetings

 

• Treasurer: Hailing Wu

 

• Report of committees:
  • Overflow: Jess Scovel
  • Finance committee – Carla Gudenkauf & Hailing Wu
  • Governing documents (board advisement) – Mike Rathjen & Bob Vaughn

 

1. Unfinished Business:
   • CC&Rs, Bylaws & Rules & Regulations
     • Change recommendations?
   • Collections
     • What steps can we take to improve the collection?
   •  Delinquent dues
     • 3Stripe is working under the impression that dues are only payable in full by January 31
       1. Portal shows the Late Fee Policy as: Payment is due on the 1st of the month. If payment isn’t received, a one-time fee equal to 1% of outstanding balances will be charged on the 30th of each month.
     • According to Rules & Regulations last modified 8/1/22 the dues are payable in full by January 21^st of each year or will be due, payable, and assessed in four equal quarterly installments on dates to be determined by the Board of Directors
     • Rules & Regulations last modified 8/1/22 state that assessments not paid thirty (30) days after the due date will be subject to interest at the rate of 12% per annum
     • Publishing of delinquent accounts
       1. Should the delinquency show under the VIOLATIONS part of the individual homeowners portal?
     • Which CC&R’s are filed?
       1. original version
   • Need to draft an Ad Hoc Committee Charter for Mike & Bob’s committee
2. New Business:

• Current way the board handles the day-to-day items.
  • Do we all need to have a voice (vote) in everything that comes up?
• Do we need to add someone to the Board since we currently have an even number?Â
  • This could be a difficult path, especially when it comes to very important subjects like updated CC&Rs, Bylaws and R&Rs.
• Define the roles & responsibilities of the Architectural Control & Compliance Director position

 

1. Adjourn Meeting

9. CLOSED Executive Session: 6:00pm with 3 Stripe (Aileen and Brianna)

 

 

CLOSED Executive Session Agenda

 

3 Stripe Topics for discussion include:

• Confirmation of current Board members and officer positions
• Confirmation the Board Secretary is responsible for taking meeting minutes – and will confirm that the above Board positions are accurately reflected in this meetings minutes

• Delinquent owner accounts
• Overflow parking concerns
• Annual, Quarterly, Monthly assessment payment options
• Communication and operational procedures, including Board communication options with (3 Stripe) management
• Any additional questions or concerns the Board would like to discuss

We would also like to revisit the designation of a primary Board point of contact. While we value input from all Board members, having one designated representative helps reduce confusion, keeps communication consistent, and allows management to respond more efficiently.