Minutes WLHO-3-18-24 - WLHO- Westlake Homeowners Association

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Minutes WLHO-3-18-24


Minutes of the
2024 Annual Meeting of the
Westlake Homeowners Association
Oak Creek Elementary School Library
March 18, 2024 at 6:30 p.m.

President Fritz Gerwe called the meeting to order at 6:30 p.m. and introduced the other members of the Association’s board of directors:  Chris Heuer, Rolland Royce (Secretary/Treasurer), Lev Volod (Website), and Bill Scharwatt.  Our Common Area Coordinator Tom Berridge was present by phone.  Also in attendance were Jaime Bryant and Kelsey Smith, representing Westlake Meadows Apartments; Terry Flanagan of Teragan and Associates; and Jack Halsey of the Oswego Lake Watershed Council.  Approximately 40 homeowners were in attendance.  

The minutes of the 2023 annual meeting were distributed – with no questions were approved without dissent.

Financial reports for 2023 and comparative years going back to 2017 were made available for homeowners.  

Rolland stated that the February 15, 2024 mailing of the notice of the annual meeting and proxy met the meeting notice requirements of the CCRs, and summarized proxies that were signed and submitted:  55signed and valid proxies received, all of which authorized any board member to vote the homeowner’s share.  

Jaime and Kelsey presented plans for remodeling and retrofitting the Apartments, noting that such plans would be available by request from interested homeowners.  They then left the meeting.  

Terry described the update of the arborist study, as requested by the Board after the January winter storm.  The focus of such studies has been to inspect the condition of trees on the perimeter of the common areas, where risk of falling trees damaging homes is the highest.  Trees that will fall within the common areas have been left for nature to resolve.  The final report will be completed in the near future, and the Board will review and determine appropriate courses of action.  Jack discussed the work of the Watershed Council, in conjunction with HOA volunteer efforts, and partnership thru grants with the City.  

The meeting was then opened up for discussion with all homeowners and the Board, with the focus being on the impact of the January winter storm, existing policies on common area management, andindividual homeowner concerns with past and potential damage from common area trees, among other topics.  Concerns voiced included the following:

Frequency of arborist review
Thinning of trees and canopies
Reporting past, current, and future actions by the board to address tree risks
The damaged appearance of Tract A as an entry point to the HOA and the City – impact on home values
Raising dues or a special assessment to address tree risks in the common areas and improve the overall look
Solicit financial assistance from the City
Notification of common area walk-thru by board or advisers
Volunteer efforts by homeowners to assist board at addressing issues
Minimizing fire risk
Using Google Docs or email chains to improve communication

Without dissent, the board terms of Fritz Gerwe and Lev Volod were extended for two years.  The terms of Chris Heuer, Rolland Royce, and Bill Scharwatt continue until the 2025 annual meeting.  

Fritz called for an adjournment at 8:45 p.m.

Upcoming meetings.   
April 29, 2024, Monday, at 6:30 p.m. by phone.
May 20, 2024, Monday, at 6:30 p.m. by phone.
June 17, 2024, Monday, at 6:30 p.m. by phone.

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