Dear homeowners,
We have a problem at Kenthill Townhomes. This problem has been occurring as long as I have been a member on the Board.
I joined the Board in 2002, shortly after purchasing my Unit. From 2002 to 2005, we struggled each year, prior to the Annual Meeting, to obtain the necessary number of homeowners, either to attend the Annual Meeting in person, or to sign and send in their proxies. Even in 2006, after the passage of our new, revised Declarations and Bylaws reduced the requirement to 25% (of the number of required homeowners), we still continued to struggle.
To be clear, according to Washington State law, and our Declarations & Bylaws, a minimum of 25% of the owners must attend, either in person, or by proxy. This is so that, again, according to Washington State law, and our Declarations & Bylaws, we can legally hold an annual meeting.
That is all this is about. Nothing more. At numerous other condominium complexes, at their annual meetings, they hold a distinct, specific vote. The members present, either in person or by proxy, vote on whether or not to raise the homeowners dues, or to perhaps have a special assessment. That is not the case at Kenthill Townhomes. That has never been the case at Kenthill Townhomes. That is never going to be the case at Kenthill Townhomes. These facts are written right in our Declarations & Bylaws.
The only "vote" that is taken at the Kenthill Townhomes Annual Meeting is the vote to accept the previous Annual Meeting's minutes. This too, is in accordance with Washington State law and our Declarations & Bylaws.
As I have said, I have been on the Kenthill Townhomes Homeowners Association Board since 2002. I became the President of the Board in 2005. At that time, most of the previous Board members either resigned, or resigned shortly thereafter. New homeowners took the offices of Vice President, Secretary, and Treasurer. You should know that you have some of the most qualified, dedicated homeowners on any Board on the entire east hill of Kent. Some Board members either majored in accounting or have degrees, some have completed decades of office work, most have some kind of certifications or licenses, and at least one has multiple college degrees. The Board has accomplished an enormous amount of work; most of this is documented in detail on the Kenthill Townhomes website (now in its seventh year).
But we need your help. What we need is not too difficult. We need you to do one thing. Each year, during the month of March, the Annual Meeting notice is mailed out to all homeowners. At the bottom of that notice is the word, “Proxy”. If you are unable to attend the Annual Meeting in person, we need you write a person’s name in the space provided that you trust (a known Board member’s name, or a good neighbor who is attending the Annual Meeting), write your Unit number in the little space, and sign and date it at the bottom. Then you need to give it to a Board member, or to your neighbor, or to mail it in to the property management company (Suhrco). [Again, this is only if you are not attending the Annual Meeting].
Each year, during the weekend prior to the Annual Meeting, I personally walk around the condominium complex, knocking on doors, asking homeowners to sign the proxies. Each year, without exception, as long as I have been on the Board, we just barely, and I do mean barely, have enough homeowners, either present at the Annual Meeting, or by signed proxies, to achieve the 25% necessary requirement. I do this rain or shine, every year - it’s the only way we have been able to meet the legal requirement described above, and proceed with the meeting.
Not doing this, not having a legal, fully attended (either by personal attendance or by proxy) Annual Meeting - jeopardizes the monetary value of each of our individual properties as well as that of Kenthill Townhomes as a whole. This is because potential sellers of Units at Kenthill cannot produce a document that shows we have legally met the requirement regarding Annual Meetings. This is also because potential buyers of Units at Kenthill would be wary of purchasing at a condominium complex that cannot produce a document that demonstrates that we have met the legal requirement regarding Annual Meetings.
I respectfully ask you to remember this very important letter I am writing. The Kenthill Townhomes Annual Meeting is scheduled for March 25, 2013.
Sincerely,
Thomas Flynn
President
Kenthill Townhomes Homeowners Association
References:
Washington State Legislature RCW 64.38.040 Quorum for meeting:
"Unless the governing documents specify a different percentage, a quorum is present throughout any meeting of the association if the owners to which thirty-four percent of the votes of the Association are allocated are present in person or by proxy at the beginning of the meeting".
Kenthill Townhomes Declarations Section 9.4.4 Quorum:
“At any regular or special meeting of the Association following the initial call of the meeting, the presence of twenty-five percent (25%) of Apartment Owners shall constitute a quorum, . . . “
