2/26/2024 HOA Board Minutes

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

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