HOA Board Meeting Minutes
February 26, 2024
Present: Joel, Dolly, Catie, Mackenzie, Kimberlee
Discussion:
-Bids for landscaping: seek out 3 bids for consideration— Catie will follow up on this
-Mackenzie shared the contract she had Dario sign; this needs to be reviewed with him for accountability – Catie will follow up on this
-HOA insurance: Mackenzie’s agent does HOA insurance; will get quote; need DNO & liability
-Options for meeting location; acoustics terrible at Metzger Park in the Hall; Metzger Elementary could be an option; there is an online form to fill out (Kimberlee), Tigard Library, other options?
-Further discussion on trees in neighborhood; based on tree removal rates from neighbors after recent storm costs would be prohibitive; City of Tigard did remove one of the trees of concern in the west side of the culvert
-Budget discussion: reviewed numbers; fixed costs: insurance, mailbox, and landscaping (approx) 8500; if all dues were collected (108 homes) = 10,368; hold for reserves: 3000
-Dues note: after the annual notice is sent, we need a system for sending late notices; by-laws state (7.8) that assessments are due within 30 days of due date; by-laws state that we can pursue a lien; in short-term we will impose late fees; the goal is NOT to collect late fees, but to encourage homeowners to pay their dues on time
–Motion: notice at 60 days, then 90 day late fee imposed of $25; seconded; PASSED; this will be for the next assessment year (2025)
-HOA Incorporation Papers: annual report; needs to be updated on our website; It has been updated annually with the State, but has not been updated on our website; Dolly will submit most current report and then upload to HOA website
-Next Board meeting: Tuesday April 23rd at 7pm at Joel
Washington Square Estates 
Because a lien can be imposed on non-payment of dues per the by-laws, how does that allow the board to place late fee on dues? Who establishes the due date for the assessment? Just asking for clarification. Thank you, Dianne
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It is within the authority of the Board to impose late fees, as it is not restricted in the bylaws — just like banks impose fees without consent of depositors. The due date of assessments will be published as 30 days AFTER invoicing, pretty much standard practice everywhere else. What we have decided is to impose a late fee only after 90 days, and after a reminder is sent out at 60 days overdue. Our goal is to encourage the timely payment of dues.
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