Minutes WLHO- 11.15.21 - WLHO- Westlake Homeowners Association

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Minutes WLHO- 11.15.21


  Minutes of the Monthly Meeting of the Board of Directors of
Westlake Homeowners Association
November 15, 2021 at 6:30 p.m. - by phone

Board members in attendance:  Fritz Gerwe, Chris Heuer, Rolland Royce, Lev Volod, and Bill Scharwatt.   Fritz called the meeting to order at 6:30 p.m.  

Minutes of the October 18, 2021 board meeting – approved as submitted.

Treasurer’s report.  Rolland reviewed the October and year-to-date 2021 financials, variances to budget, cash disbursements ledger, water billing detail, and past-due accounts.   The board discussed ways to improve timely receipt of dues, including recording liens, reporting to credit bureaus, sending accounts out to collection, among other alternatives.  Rolland will contact Clackamas County on costs/ways to record liens, and also Landye Bennett for policies on past due accounts, and will report back at the December meeting.  Rolland also presented an income/expense forecast thru December 31, 2021, noting that cash levels are adequate, the open issue on the hazardous tree study and related costs, and perhaps replenishing reserves that were used for the open space project and the arborist study.

Architectural Design Review Committee and common area maintenance.  

A request for landscaping improvements on Coventry Court was discussed and approved, subject to a requirement that open space boundaries will not be affected by the project.

Open Spaces.   
The hazardous tree study was discussed.  Tom Berridge had obtained bids for the work, and Fritz/Rolland will follow up with the more competitive bid for a project plan and a start date.  
Damaged fence between Tract A and Kruse Way – Fritz has contacted the City and the fence will be repaired in the near future.  

Other.The board discussed the outline (prepared by Rolland) of an administrative support role where defined duties would be performed for a monthly fee, allowing the board to perform its oversight duties more effectively.  The bylaws allow for such a position, with attention to the prohibition against board members receiving compensation for board duties.  Rolland will contact Landye Bennett for guidance on this issue.  Subject to that added information, the board approved this change, effective January 1, 2022, at a monthly charge of $500.00

Upcoming meetings
Monday, December 13, 2021 at 6:30 p.m.
Monday, January 24, 2022 at 6:30 p.m.
Tuesday, February 15, 2022 at 6:30 p.m.

The meeting was adjourned at 7:40 p.m.

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