Draft meeting Notes from 1-29-2024 HOA meeting

2024-01-29 WSA HOA Annual Meeting

2024 WSEHoA Board Officers
Chair Joel Stevens
Vice-Chair Mackenzie Hart
Secretary Kimberlee Reitmeier
Treasurer Dolly Specht
At-Large Catie Aznoe

-Call to Order 
-Rollcall/Count of Attendees & Proxies/Determination of Quorum 
-Minutes of Last Meeting
-Kimberlee read notes from 9/18/23; approved
-Treasurer’s Report
-Dolly will be taking over Treasurer position from Mackenzie this year; Financial report copy is available tonight to review;
Mackenzie – went through expenses on sheet; Dolly will work to ensure that we make sure email addresses are updated and information gets out to all members
Dolly- post Financial Report on the website
-2024 invoices will be sent out soon; 
-Joel: we are falling behind on property maintenance and need money for projects such as stairs, park, entries; PGE is going to repair what they damaged; except we won’t be putting sprinklers in; Trees are going to need to come down
-Motion: until we receive income statements and balance sheets no spending of funds beyond existing contractual obligations
-Seconded
VOTE: Opposed wins; motion fails
-Mackenzie will post income statement on website tonight
-Joel: we cannot vote on the dues increase b/c we do not have a quorum for voting
-NOTE: website should have agenda posted in addition to meeting notice; 
-Concern brought up around sharing financial details on website
-Motion/Vote on Dues Increase
Cannot vote on this b/c no quorum: 50% plus 1 members required
-Language around by-laws and terms of service: propose that all terms are 2 years; cannot vote on this b/c no quorum
-Discussion:
-Tree assessments/removals: Joel noted one on HOA property; 
Question: have we had all our trees assessed?
Mackenzie: it is very expensive; not an all inclusive survey
-We can get a quote
Dolly: remembers having 3 quotes in past
Would be ideal if we can come together as a neighborhood on needs, then an arborist might be able to give us a better deal
-Common areas are on website
-Improvements and potential use of common property between lower & upper Ventura Ct: Joel recommends tabling this until next meeting; please send your ideas to the Board
-Repair of steps connecting park cul-de-sac to upper Ventura Ct; wondering if City of Tigard might be willing to take over management of that; need to ask those who live on either side of the stairs; 
Do we want to give up rights to private stairs? Liability? Cost to do the stairs correctly may be cost prohibitive. Could we do an easement? 
-Other New Business
PSA: Waste management has new Recycle Plus program
-Add a PSA area on the website…
Question about dues: website indicates due January 31st; will paper statements be mailed out? 
Dolly: will send them before Feb 15th; remove Jan 31st deadline
-Adjournment

WSE September 18, 7pm Cougar Woods Park Meeting Notes

  • NOTES:
  • -Sign in sheet passed around
  • -Call to order – Mackenzie
  • -Introductions of members
  • -Mackenzie – current treasurer; acting as chair
  • -Kimberlee – acting as secretary
  • -Dolly – acting as vice-chair of HOA
  • –
  • Business
  • -We have a quorum between proxy votes and those present
  • Diane – advertised that we are doing annual meeting since the last one did not have quorum
  • -Officers:
  • Mackenzie – wants to be “at-large”; we will need a treasurer to take her place
  • Kimberlee – will continue with secretary
  • Dolly – willing to serve in any capacity
  • Joel – volunteered to serve
  • Catie Aznoe – volunteered to serve
  • Jen – moved to approved the slate
  • Pam – seconded
  • All approved
  • Dolly – thank you for serving; we have something special with our community; let’s care for each other and be neighborly; compared to other HOAs our dues are very reasonable; any issues you can call Mackenzie
  • Mackenzie – I just want everyone to be happy; so please reach out if you need anything
  • Park Project
  • Mackenzie – trees & shrub issue still needs to be corrected (natural fence was damaged); she has reached out to landscaper that PGE hired; they need to build it back to the way it was prior; she is following up with it; shared about trees up on north side that are being trimmed to be clear of power lines
  • Diane – shared that the sprinkler system in the park no longer works bc years ago the big PGE trucks drove through the park and damaged them
  • City Clearing – One of the homeowners spoke with the City and was able to get the neighboring HOA to clean up our side of their “greenspace” on the south of Ventura Drive
  • Votes for proposed items:
  • -$200 transfer fee: Mackenzie as treasurer works with Title companies when a sale happens; they all ask what the transfer fee is; it is a way for us to have income; she asked Title companies what the typical fees are and they said anywhere from $50-$300; they buyer pays the transfer fee; how many sales? Maybe 4-6 per year; 
  • Dolly – move that we accept the transfer fee
  • 2nded
  • All in favor? All but 2 proxy votes
  • PASSED
  • NOTE: we need to make sure that the proxy votes include lot numbers
  • -Increase annual dues $10 per lot per year; why $10? Seemed feasible to add $10 vs. $20; need more to take trees out; 
  • -we need 50% of members to vote on this to pass, and we do not have that 
  • -if we write it again, it was recommended that we put a “cost of living” adjustment wording
  • -”$106 new dues every year”
  • -Diane – ⅔ of members
  • -Dolly – could send clearly stated email or paper mail
  • -Diane – need to be regular or special meeting
  • -We will look at the way it is worded and follow up next time
  • Dolly – we need to publish our financial statements
  • Mike: Is there a list of at-risk trees? 
  • Jen: no
  • Mackenzie -we need approval; just need to file paperwork
  • Jen: we need to get in touch with common property owners to look at this
  • Electronic Notification
  • -Give everyone choice; send out letter notifying everyone; keep list of those who want to use post vs. email
  • -No voting tonight; no changing by-laws, just clarifying 
  • -Tom: read from regs; we have discretion as a board to send electronic information
  • -Board will encourage members to accept electronic distribution whenever possible; encourage them to subscribe to the WSE website; 
  • Mac moves to end meeting
  • Seconded
  • Passed 

September 18, 2023

NOTE: Our apologies this was posted later than expected.

WSE September 18, 7pm Cougar Woods Park Meeting Agenda

  • Call to order
    • Record Proxy Votes and names of Attendees
  • New business
    • Electing New Officers
    • Park Project
    • City clearing areas (Terry’s email)
  • Vote on Proposed Items

Implement a $200 transfer fee for each new household, this would be paid to the HOA through the sale of a home.  

  • Approve
  • Decline

Raise dues $10 per lot per year

  • Approve
  • Decline

Adjust bylaw 3.3 to allow electronic notification

  • Approve
  • Decline
  • Open Forum

Board Meeting January 30th, 2023 7:00PM (Agenda)

January 30, 2023

WSA HOA Agenda & Notes

  • Call to Order – 
  • Roll Call
    •  David Lukowski – Chair
    •  Dolly Specht – Vice Chair
    •  Kimberlee Reitmeier – Secretary
    •  Mackenzie Hart – Treasurer
    • Jennifer Kray – Member at Large
  • Kimberlee – Reading of Minutes from Previous meeting 
  • Reports from Officers
    • David
      • Maintenance
        • Work to repair steps between Ventura Dr and Ventura Ct
          • Materials purchased, awaiting warmer weather to repair
      • Vegetation overgrowth across from 6965 SW Ventura Dr.
        • Reported to the City of Tigard, was told to contact the owner.
        • Sent letter to homeowner at 10025 SW 70th pl, requesting it be cut. 
      • Tree fell across the creek and onto property of 7045 SW Ventura Dr.  Tree was not from HOA property.
      • Street light out at corner of Ventra Ct and Ventura Dr.  Reported to the City of Tigard, light fixed.
    • Mackenzie
    • Jen
      • This calendar year work toward raising the annual dues $20/year to cover costs of future tree maintenance on common properties. (Laurie Burke brought this concern up too).  Average cost to take a tree down runs $1,500-$3,500 depending on the situation
      • This calendar year work toward amending bylaws on procedure to.handle common property tree issues.  For example a felled tree: homeowner notifies HOA to confirm it on HOA property; Homeowner hires and either the tree company;  bills the HOA or the homeowner is reimbursed. 
    • Kimberlee
    • Dolly
  • Old Business
    • Quorum Count
      • 108 lots, ? double lots, ?  What is the total number we need for the quorum??
        • 27 for a Quorum, each lot has 1 vote if you own 2 lots you get 2 votes.
      • A quorum for any meeting of the WSE HOA consists of the number of persons who are entitled to cast 20% of the votes in the association.  
      • The vote of a majority of the members present or represented by proxy at a meeting at which a quorum is present shall be necessary for the adoption of any matter voted upon by members, “except as restricted herein”.
        • A majority of the members of the Board shall constitute a quorum for the transaction of all board business.  The vote of a majority present shall be necessary for the adoption of any matter.  A director may not vote by proxy or secret ballot.(4.6
  • New Business
    • David Lukowski to step down from WSE HOA Board.
    • Jen Kray to step down from WSE HOA Board if there are volunteers willing to join. 
    • Mackenzie would like to transition out of the role of treasurer but would be willing to stay on as a board member.
    • Election of new board members.

Fire Danger this weekend

A message from The City of Tigard shared by our neighbor Dolly.

City of tigard – Fire danger notice

Portland General Electric announced that it is monitoring dangerous, high-risk fire conditions and is increasingly likely to call public safety power shutoffs (PSPSs) in 10 areas that are at a higher fire risk, affecting approximately 30,000 customer meters. A PSPS is when PGE turns off power in a limited, high-risk area to help reduce the risk of wildfire and to help protect people, property and the environment. 

PGE is actively monitoring conditions and will make the decision based on factors including wind speed, temperature, humidity and the dryness of trees and brush, field observations and information from local fire departments and agencies. PGE will continue to monitor conditions for the next 24-48 hours and will provide an update. If conditions persist, PGE aims to provide up to four hours of notice before turning off power.  

Weather forecasts indicate strong, gusty winds are predicted across PGE’s service area, starting as early as Friday morning. “PGE works year-round to help keep our system safe and resilient from wildfire, including managing over 2.2 million trees along 12,000 miles of power lines,” said Larry Bekkedahl, senior vice president of Advanced Energy Delivery, PGE. “However, we are expecting extreme winds that could cause outages. We are preparing to have crews at the ready to begin repairing damage following the high winds, as soon as conditions are safe.”

The 10 PSPS areas are shown in the map link below. Customers in these areas should check portlandgeneral.com/psps to confirm if their power may be impacted. PGE encourages everyone who may be impacted by a PSPS or a weather-related outage to make an emergency plan and prepare an outage kit using the preparedness information that PGE sent to customers and that is also available on PGE’s website. 

If PGE calls a PSPS in these areas, PGE will shut off power as long as necessary to protect against the risk of fire. A PSPS can last for multiple days. After weather conditions return to normal, PGE will begin to visually inspect its equipment and make any repairs necessary to safely re-energize lines. Based on current information, PGE estimates a PSPS could be called on Friday morning, and power could be out through Saturday night. Assuming this event duration and no damage to our system, power restoration would begin Sunday morning and power to customers could be restored by Monday night.

If PGE calls a PSPS in these areas, Community Resource Centers will likely be opened to provide information, water, ice, Wi-Fi and access to charging for personal electronics. More information will be provided in future updates.

PGE is communicating directly with customers in the impacted areas and will also communicate through the news media, on portlandgeneral.com/psps and on social media, @PortlandGeneral on Twitter and @PortlandGeneralElectric on Facebook, among other channels. 

Customer service is available at 503-228-6322 and service advisors can assist customers in more than 200 languages.