Special Meeting Process

Managing the special meeting  process, using the tracking log below to document the 30-day legal notice period as required by RCW 64.90.445.

Tracking these dates is critical because if the Board (via Blue Mountain) fails to act by the deadline, the homeowners who signed the petition gain the legal right to set the meeting details themselves. 

Windust Meadows Governance Tracking Log

Milestone	Target Date	Status / Notes
Notice Sent to Blue Mountain	March 24, 2026	Initial request for Blast Mail and TownSq posting.
Confirmation of Delivery	March 24, 2026	Receipt of confirmation email from Blue Mountain.
Day 1 of 30-Day Period	March 25, 2026	The legal clock officially starts the day after notice.
Follow-up Reminder	April 07, 2026	Mid-point check-in if meeting notice hasn't been issued.
Legal Deadline (30 Days)	April 23, 2026	Deadline for Board to issue the Special Meeting Notice.
"Self-Help" Right Trigger	April 24, 2026	Homeowners may legally set and send notice if Board is silent.

Best Practices 

• Save the "Sent" Email: Export the email you send to Blue Mountain as a PDF. This serves as your "Certificate of Service" should the matter ever reach a court-appointed Receiver.
• Screenshot TownSq: If they post the notice, take a screenshot of the TownSq announcement for your evidence packet.
• Automate Reminders: Use a digital calendar or a productivity tool to set alerts for the April 23 deadline so you can act immediately if they do not compBreak glass in case of emergency document. Under RCW 64.90.445, if the board (or management) fails to send the notice within 30 days of your petition, the homeowners who signed the petition have the legal right to bypass them and send this directly.

Notice of Homeowner-Led Special Meeting

Windust Meadows Homeowners Association

DATE OF NOTICE: April 24, 2026 (Or the day after the 30-day deadline expires)
TO: All Homeowners of Windust Meadows
FROM: The Undersigned Petitioning Homeowners

SUBJECT: NOTICE OF SPECIAL MEETING PURSUANT TO RCW 64.90.445

Dear Neighbor,

On March 24, 2026, a valid petition representing over 10% of the voting power was delivered to the Board of Directors and Blue Mountain Community Management requesting a Special Meeting to resolve the current governance deadlock.

As the Board has failed to provide notice of the meeting within the 30-day statutory period required by Washington State Law (WUCIOA), the petitioning homeowners are now exercising their legal right to set the meeting time and place and notify the membership directly.

MEETING DETAILS:

• DATE: [Insert Date - Must be 14 to 50 days from today]
• TIME: [Insert Time]
• LOCATION: [Insert Physical Address or Virtual Link]

AGENDA:

1. Certification of Quorum: Verification of attendees and proxies.
2. Action Item 1: Vote to Fill Board Vacancy. Election of one (1) director to restore the Board to three members.
3. Action Item 2: Vote for Removal/Replacement. Consideration of the removal of Joe Hernandez and election of a replacement if approved.
4. Action Item 3: Financial Review. Vote to authorize a third-party forensic audit/financial review.

VOTING & PROXIES:
If you cannot attend, please submit your Proxy Appointment Form to [Insert Email/Address] no later than 24 hours before the meeting. A proxy form is attached to this notice for your convenience.

We look forward to your participation in restoring functional leadership to our community.

Sincerely,

The Windust Meadows Petitioners

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Pro-Tips for Using This:

• Timing is Key: Per RCW 64.90.445, you must give at least 14 days’ notice (but no more than 50) before the actual meeting date.
• Delivery Method: If it comes to this, send it via Certified Mail to the Board/Blue Mountain and via First Class Mail (or hand-delivery) to every home to ensure it's legally "bulletproof."
• Evidence Packet: Keep a copy of your original March 24th email and the blank 30-day response window as proof that you had the right to call this meeting yourself.

Meeting Script 

Special Meeting Script: Windust Meadows HOA

1. Call to Order (The "Why We Are Here")

• Chairperson: "Good evening. My name is [Your Name]. This Special Meeting of the Windust Meadows HOA is now called to order at [Time]. This meeting was called by homeowner petition under RCW 64.90.445 because the Board failed to notice a meeting within the 30-day statutory window following our March 24th demand."

2. Proof of Notice & Quorum (The Legal Check)

• Chairperson: "First, we must establish that this meeting is legal. Notice was sent to all homeowners on [Date Notice Sent]. Do we have a quorum present in person or by proxy? [Secretary/Volunteer confirms if 20% or your Bylaw requirement is met]."
• Note: If no quorum, you must adjourn and reschedule.

3. Action Item 1: Filling the Vacancy

• Chairperson: "The first item is to restore the Board to its full 3-member capacity. Our Bylaws and RCW 64.90.410 require a functional Board. I floor is now open for nominations for the vacant seat."
• Action: Take nominations 
  

  $$
   Nominees give 1-minute intro 
  

  $$
   VOTE.
• Announcement: "[Name] has been elected to the Board of Directors."

4. Action Item 2: Removal & Replacement

• Chairperson: "The second item is the removal of Joe Hernandez from the Board, as permitted by RCW 64.90.520. Is there a motion to remove Joe Hernandez?"
• Action: Motion made/seconded 
  

  $$
   Brief discussion 
  

  $$
   VOTE.
• If Approved: "The seat is now vacant. I open the floor for nominations to fill this seat." (Repeat election process).

5. Action Item 3: Financial Audit

• Chairperson: "The final item is to authorize the Board to engage a third party for a forensic financial audit from Jan 1, 2024, to present."
• Action: Motion made/seconded 
  

  $$
   VOTE.

6. Adjournment

• Chairperson: "With no further business on the petition, this meeting is adjourned at [Time]. We will provide the meeting minutes to Blue Mountain and the community within 14 days."

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Peer Tips for a Smooth Meeting:

• The "Neutral" Rule: If things get heated, remind everyone: "We are here to follow the law and restore stability, not to settle personal grievances."
• The Paper Trail: Have a Sign-In Sheet at the door. If someone brings a proxy at the last minute, staple it to the sign-in sheet immediately.
• Record Everything: Use a phone to record the audio of the meeting. This is your best defense if the results are contested by the deadlocked board members.