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Minutes of
Special Meeting of Westlake Homeowners Association
and
Monthly Meeting of Westlake Homeowners Association Board of Directors
Monday, May 5, 2025; 6:30 p.m.
Oak Creek Elementary School Library
Special Meeting
At the annual meeting of the Westlake Homeowners Association, held on March 18, 2025, a proposal by the board of directors to increase the maximum annual assessment, as provided by Article VI, Section 3, of the Amended Declaration of Covenants and Restrictions (Declaration), to $300 per Lot and $60 per Unit, to be effective January 1, 2026, was not voted upon due to insufficient number of voting rights present at the meeting in person or by proxy to constitute the necessary quorum of 194.64 to conduct the vote. Accordingly, the board of directors of the Association called a special meeting of the Association for May 5, 2025. As provided for in Article VI, Section 6 of the Declaration, the required quorum at the special meeting was 97.32, one-
Chris called the meeting to order at 6:35 p.m. All the Association’s board members – Lia Anderson, Chris Heuer, Derek Johanson, Rolland Royce, and Lev Volod – were present at the meeting. Rolland reported that notices of the meeting were mailed to lot owners and to the apartments within the time requirements required by the Association’s Declaration of Covenants and Restrictions and Bylaws.Rolland certified the 110 proxies that had been received prior to the meeting, each of which designated one or more board members as proxies. Also in attendance were three lot owners who had not submitted proxies, and representatives of Westlake Apartments possessing an additional 32.40 votes.
Chris called for a vote on the proposal to increase in the maximum annual assessment. Pursuant to Section 2.5 of the Association’s bylaws, the proposal requires approval by holders of more than 50% of the voting rights present, in person or by proxy, at a meeting at which a quorum is constituted. Each board member voted in favor of the proposal, as did the three lot owners who had not provided proxies. The Westlake Apartments representatives voted against the proposal. Therefore, the proposal was approved by a vote of 113 to 32.40.
There being no further business, the special meeting of the Association was adjourned at 6:40 p.m.
Monthly Board Meeting
All the Association’s board members – Lia Anderson, Chris Heuer, Derek Johanson, Rolland Royce, and Lev Volod – were present at the meeting.
Chris called the board meeting to order at 6:41 p.m. The minutes of the special board meeting held March 31, 2025, were approved as submitted.
Treasurer’s Report: Rolland reviewed the April financial statements, noting cash balances of $85,684, cash disbursements, and the annual contribution to the Oswego Lake Watershed Council. Six homeowner accounts remain past due.
ADRC Report: Rolland reviewed the list of ADRC requests, as follows:
Exterior paint on Edenberry Dr – approved
Back deck/patio on Victoria Ct – approved
New windows on Amberwood Circle – approved
Exterior paint on Edenberry Dr – approved
Common Areas: Lia presented several bids for common area landscape services, discussed her findings for each, and presented a recommendation that we engage Pacific Landscaping, as they provide similar services to other areas bordering Westlake with good reports on those services provided. After discussion, the board approved the engagement of Pacific to provide landscape services, which will include a one-
Fencing along Tract A and Kruse Way: The board discussed the poor condition of this fencing and the need to get fallen trees to ground along that line, after which the board will contact the City asking for repairs. The board will also consider a plan to clean up fallen branches and debris along the fence line to reduce fire danger and improve appearances.
Officer elections: The following officers were nominated and approved: President – Chris Heuer; Vice President – Derek Johanson; Secretary/Treasurer – Rolland Royce. Webmaster – Lev Volod. Lia Anderson has volunteered to manage common areas and landscape services, with the assistance of our Common Area Coordinator Tom Berridge. Derek will take the lead in handling ADRC project requests, including any on-
Signers on HOA Bank Accounts: The board approved a change in signers on the HOA bank accounts at OnPoint Community Credit Union, removing former president Bill Scharwatt and adding Lia Anderson. Rolland will coordinate that change with OnPoint.
Website improvements: The board, with input from two homeowners in attendance, discussed ways to improve and modernize the HOA website. This effort will be discussed further at the June board meeting.
Flags in the neighborhood: The board continues to hear positive feedback on the tradition of installing American flags on lampposts throughout the HOA – Rolland will contact the homeowner who has led this project in the past for an update.
Next Board Meetings:
June 16, 2025, Monday, 6:30 p.m.
July 14, 2025, Monday, 6:30 p.m.
August 18, Monday, 6:30 p.m.
There being no further business, the monthly board meeting was adjourned at about 8:15 p.m.