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

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