newsletter - four seasons homeowners...
TRANSCRIPT
April 2018
Newsletter
Four Seasons
meeting minutes Tuesday, April 17, 2018
Meeting began at 7:04 p.m.
Introduction and welcome by President Paul Carney.
He opened and gave a short preview of the proposal to
hire the management company, Community Association
Partners (CAP).
No Treasurer's Report was given as Debbie was not in
attendance (but her report can be seen on Page 3).
Director reports
Maintenance: Mike Wagner reported that they are
continuing work on the water line in front of the club-
house. They have plumbed and re-energized the lines.
There is not sufficient flow to the sprinkler heads. They
will extend the 2-inch line as far as they can before tran-
sitioning to a ¾-inch line in hopes to increase the flow.
Once inspected, the hole will be filled in.
Architecture: Carl Landreneau reported that there
were 17 actions in March. Twelve were requests that
were all approved and five were issues that were re-
solved.
Pools: Patrick Collins reported that he is waiting for the
water line issue to be resolved. Then the pools will be
drained, cleaned and refilled before Memorial Day. He
has a full pool staff hired including manager, Christina
Marcille.
Paul asked if it was feasible to move the water meter in
order to improve the water line issue. Mike responded
that it is not financially feasible as well as the option of
adding a second meter. Paul was interested in knowing
the cost to add a second water meter.
A homeowner asked if the board had ever looked into
adding wifi and a Smart TV in the Clubhouse. Mike
said that it had been discussed, but never got any trac-
tion. Carl recommended that guests use a cell phone as
a wifi hotspot. Mike will look into the costs of wifi and/
or a Smart TV.
New business
Mike Wagner asked for a vote to pay for the last repair
to the water line for an additional $637. Patrick second-
ed the motion and the board voted unanimously to ap-
prove the payment.
Mike Wagner asked for a vote to take care of two trees in
HOA areas whose roots have caused foundation issues at
a residence for $2,200. Carl seconded the motion, and
the board voted unanimously to approve it.
Mike Wagner asked for a vote on paying for the bark
dust in 14 areas that did not receive bark dust last year
as well as some touch ups for $3,985. Patrick seconded
the motion and three out of four directors who were pre-
sent voted to approve. Paul opposed because of lack of
information on the cost. Mike will provide Paul with
that information. There is curb strip on 152nd Avenue
that Mike would like to have the soil dug down and river
rock applied for $1,855. This vote was tabled until mon-
ey is allocated to that project.
Nicholle Winters presented the reasons for hiring an
outside management company and their decision to hire
Community Association Partners (CAP) for limited man-
agement services. The following is a summary of what
she presented.
The board started looking into architecture software
that would include financials. They found that the year-
ly cost of buying the software equated to the cost of hir-
ing a management company, plus with a management
company we would receive extra services.
There has not been a lot of volunteerism over the past
several years, despite many pleas for help. Some exam-
ples she gave were Social Committee, Architectural
Committee members, Treasurer, candidates to run for a
Director position. The burden then fell to the current
board members to try to convince residents to volunteer.
(Continued on page 2)
CALENDAR
May 5, 2018 – Yard debris pickup.
May 2018 – Architectural walk-through dates to
be announced.
July 13-14, 2018 – Garage sale.
Late July – Junk box, one to two weeks after the
garage sale. Date to be determined later.
2
Meeting minutes, continued
Another issue is that Board members can make mis-
takes, which can lead to problems. With a management
company comes expertise and a professional resource.
The sub-committee to research property management
companies contacted six different companies. They re-
ceived informal pricing from four companies. They had
sit down meetings with two of those companies, Blue
Stone & Hockley and Community Association Partners
(CAP). The sub-committee then met with a larger group
including Paul Carney and Patrick Collins and the
group chose to go with CAP.
The services that CAP will provide under a limited ser-
vice contract include:
Hosting Data
Generating letters based on Architectural Committee
recommendations.
They will track and follow through with Architectural
Committee actions.
Homeowner requests will be submitted through CAP
and then passed on to the Architectural Committee.
All financials will go through CAP, but the only signers
will be the HOA Treasurer and President.
We will receive Budget and 30-year Reserve Plan assis-
tance.
On Thursday, April 12, 2018, the Executive Committee
met and made the plan to submit this information to the
Board and homeowners.
In January, the board may choose to switch over to a full
management package through CAP at an increase in
homeowner dues of $70 per year, about $6 per month.
The full package will include balloting, attending meet-
ings, writing minutes, contractor recommendations for
pools and common areas. But much of the function of
the HOA will remain the same.
There will be no increase to homeowners this year be-
cause we already have the money in the budget. The
cost for the limited service package is $1,200 per month,
and the cost for the full service package if we choose that
option will be $2,150 per month. The board will decide
before the start of 2019 if they intend to switch to a full
service contract.
A homeowner asked where the HOA paperwork is cur-
rently being stored. Nicholle responded that much of
the paperwork over the last 40 years has been lost due
to the transfer of board members over the years, but she
has some paper work as does Debbie Wagner. However,
many documents are stored on the HOA website and on
Dropbox.
The limited services contract will begin on June 1, 2018,
however, CAP will being uploading data soon.
Mike Wagner called for the vote, Carl seconded, and the
board voted unanimously to approve hiring CAP.
It was also reported that the Clubhouse deck was in-
spected by two engineers and is intact and up to code.
However, one of the original beams, a douglas fir, is rot-
ting and is a cosmetic issue. If let go, it could eventually
cause a structural issue. The original bids were for
$63,000 to tear out the whole deck and replace. With the
engineers' findings, the new cost to replace just the
beam is $4,405. The money is budgeted. Mike called for
a vote, Paul seconded the motion, and the board voted
unanimously to approve this expense.
Unfinished business
Regarding the clubhouse roof cleaning where work was
done and bill submitted without prior board approval.
At the previous meeting, the board decided to seek a pro-
fessional estimate and base the payment for the work
completed on that estimate. The original bill was $350,
but the board decided to pay $225 plus the cost of moss
removal chemicals that were purchased.
Paul motioned for the vote, Carl seconded, and the board
voted unanimously to approve payment.
Regarding the homeowner with a non-compliant roof,
an official Notice of Non-Compliance is needed which
will be obtained through the HOA attorney.
Approval of the March HOA Board Meeting minutes was
voted on. Carl motioned, Diantha seconded, and the
board voted unanimously to approve the minutes as
written.
Homeowner Questions and Answers
Q - The clubhouse 6-inch heating vent at the entrance is
rotting. A - Mike Wagner will look at it after the meet-
ing.
Q – Who will be cleaning the pools before the start of the
season? A – Patrick said that the pool crew will be clean-
ing them out.
Q – What actions are being taken against the owner of
the duplex at 15793-15795 SW Village Circle? A – Dis-
cussion followed regarding the previous suspension of
fines and the ongoing problems. The fines were sus-
pended because some action was being taken to improve
the home, but this follows a long history of non-
compliance. The board has reached out to the property
management company that manages the rental, but
there seems to be a conflict of interest between the
homeowner and property manager. The board will give
them through the end of this week for the landscaping
work to be done as the owner promised and ask for a
timetable for future work. If nothing is done, the issue
will be referred to the HOA attorney to get a plan in
place.
The next meeting will be on Tuesday, May 15, 2018.
The meeting was adjourned at 8:31 p.m.
(Continued from page 1)
3
We asked: Do you think participation levels have changed
over the years, and, if so, what do you think the HOA's reac-
tion should be?
We received six responses with a lot of ideas. Here they are.
Susan Morris
Perhaps adding ways to participate that make sense in
our fast-paced online world:
Online options to vote: survey monkey for elections.
More/better use of the Facebook page or social media that
can actively get members engaged and made aware of
upcoming volunteer opportunities or ways to be proactive
in volunteering. I just assume everyone is on social me-
dia since my 65+ mother is addicted. :-)
Weekend board meetings or options to join a Facebook
live feed if we can’t make it.
Sadly, as a young family with toddlers, time is hard to spare.
Making it easier to see how we can donate our time could
help us spare a second here or there.
Christine Harris
Send out an auto-reminder a week before any meeting or
event via this communication forum. I would imagine Yahoo
would provide the ability to set up a calendar of events.
I tend to read the newsletter on-the-go and forget to put the
dates on the calendar thus forget the meeting date. Those
who use their phone calendars will be able to put in the ap-
pointment directly. Those old-school folks like me would
be reminded write in on their calendar.
Joanna Olson
Might it have something to do with the fact many of us have
aged, and it is more difficult to get out especially at night?
Karen LeVelle
Reader boards used to be set out for meetings and vote re-
minders. Have I just missed them?
Melissa Thingelstad
I confess I didn’t vote. It simply slipped my mind. Has the
board considered an electronic process to facilitate higher
turnout? I would be far more likely to vote if I didn’t have to
mess with paper and pencil.
Karen Rollins
Agrees with Joanna Olson (we’re old and “difficult to get out
especially at night.”
Dana Brown
I find your question an interesting one. Having been in mar-
keting for years, I am always studying consumer (or in this
case, homeowner) activity.
A couple of things come to mind...
1) The internet and an aging HOA. While the internet is
becoming the 'preferred medium', when the demographic is
aging, the internet and email is not necessarily universally
embraced or used by that aging group. If the Board is trying
to communicate with this aging demographic, unfortunately,
communicating the old way (newsletter and snail mail) may
be a better way to reach them.
2) Engagement. The older the demographic, the more alien-
ated they tend to become. Perhaps the HOA needs to do a
door-to-door campaign, re-engaging with the homeowners
face-to-face. If they are not participating with the HOA,
there's a reason. Maybe it's time to reconnect with them per-
sonally, face-to-face.
3) Public perception. I have watched for 30+ years how
consumers (and homeowners) respond to their world. When
there's a new president elected; when the economy looks dis-
mal; when we perceive our country to be chaotic; when we
feel our finances and our future are at risk; and/or when the
world is getting more threatening, then consumers hibernate.
They don't engage, they don't spend, they cocoon. There is
nothing we can do about the world at large, but there are cer-
tainly ways to get the homeowners to have a more positive
perception about the HOA. Again, engage personally with
them. Perhaps, when walking and talking with the home-
owners, pass out a short survey. Ask them their opinion
about the HOA, and what the Board can do for them. If the
homeowners feel like their opinions matter, if they feel like
they are important, if they have a positive, face-to-face con-
versation with a Board member, then they will feel like the
HOA is of value. Then, invite them to the meetings. Ask for
their support. Engage them.
Thank you to all who responded!
– Mike Keiser
Query box No. 3, HOA participation
Volunteer needed
The HOA needs a new Social Chair, who will help
organize the summer and holiday parties.
If you’re interested in volunteering, contact the
President or the Treasurer at
4
Treasurer’s report, March 2018 By Debbie Wagner, Treasurer
Jan - Mar 18 Budget $ Over Budget % of Budget
HOA Annual Fees 137,046.64 134,550.00 2,496.64 101.86%
Club House User Fees 260.00 120.00 140.00 216.67%
Total OTHER FEES 522.79 250.00 272.79 209.12%
Total Income 137,848.22 134,920.00 2,928.22 102.17%
Expense
Total ARCHITECTURE 16.70 15.00 1.70 111.33%
Total COMMUNICATIONS 0.00 2,284.00 -2,284.00 0.0%
Total GENERAL 302.26 1,659.00 -1,356.74 18.22%
Total INSURANCE 0.00 0.00 0.00 0.0%
Total MAINTENANCE 10,485.00 11,451.00 -966.00 91.56%
Total POOL & CLUBHOUSE 3,354.21 4,606.00 -1,251.79 72.82%
SOCIAL 0.00 0.00 0.00 0.0%
Total Expense 14,179.67 20,015.00 -5,835.33 70.85%
Net Ordinary Income 123,668.55 114,905.00 8,763.55 107.63%
Checking Acct. $58,466.47
High Yield Savings $61,778.84
Reserves Acct. $95,010.91
383 Homeowners
2017 - 1 owner owes partial and is in foreclosure
2018 - 33 owe (1 is in foreclosure)
A bit of Spring in Four Seasons
5
Architectural report Compiled by the Architectural Committee for March 2018
Seventeen requests approved or resolved
Address Request/Issue Status Notes
5555-5557 SW Village Place Replacement of planter boxes with pressure-treated timbers
Approved
14550 SW Village Lane Replacement of arbor Approved
5660 SW 152nd Avenue Stone facing on front of house Approved
6065 SW Glenbrook Road New gutters Approved
6045 SW Glenbrook Drive Request for information about home's downspount drainage sys-tem
Resolved There is no official information about each home's downspout drainage. Homeowners are responsible for their downspouts, which should empty from curbside drainage holes. This is not an HOA responsibility.
15310 SW Village Lane Build fence on each side of house Approved
15800 SW Village Lane Build replacement fence Resolved
14555 SW Village Lane Remove trees to fix sidewalk and replace with smaller trees.
Approved
5660 SW Glenbrook Road Re-roof with CertainTeed Presiden-tial
Approved Pre-approved roofing selection.
6155 SW Heights Lane Report of debris in driveway Resolved Letter sent to homeowner, but inspection by committee did not find a significant problem.
15810 SW Village Circle Removal of tree that's taken over yard in front with huge roots
Approved
15810 SW Village Circle Planter boxes, cement removal, new walkway
Approved
6135 SW 150th Avenue New garage doors Approved
15755 SW Autumn Lane Solar tube Approved
14575 SW Village Lane Removal of trees Resolved Homeowner decided to trim rather than remove the trees after a visit from the city arborist. No approval needed for mainte-nance.
15721 SW Village Circle Dumpster parking, for a day or two Approved
15769 SW Village Circle Report of Village Circle renter using Village Place as a thoroughfare
Resolved Sent email to property manager.
To contact the committee:
Send email to [email protected]
Or call (971) 317-8562 and leave voicemail
You may also send a text message to this phone number
Please include your address on any communication with the committee. Thank you!
6
The parking of boats, campers and recreational vehicles
within the confines of Four Seasons is restricted by Article
10 of the covenants. Written requests must be submitted
and approved by the Architectural Committee prior to
parking the vehicle. City of Beaverton code prohibits the
parking of vehicles with “For Sale” signs on any city street.
Architectural changes, such as new roofing, painting,
storm windows/doors, landscaping, tree removal, fencing,
etc. need approval from the Architectural Committee be-
fore the project can begin. Please mail plans or requests to:
Four Seasons Homeowners Association
Architectural Committee
15005 SW Village Lane
Beaverton, Oregon 97007
or email the committee:
[email protected]. Please include
your address in the subject of the message.
The committee has a phone number:
(971) 317-8562. You may leave a voicemail at that number
or send a text message.
Please submit all requests three to four weeks prior to the
date work is to begin. All requests will receive a response.
New homeowners are asked to submit their contact infor-
mation including name, address, phone number, email and
move-in date to:
Four Seasons Homeowners Association
15005 SW Village Lane
Beaverton, Oregon 97007
or email the HOA secretary:
Homeowners in the Crystalbrook HOA should contact the
Crystalbrook Board at (770) 939-9697 or email
[email protected] for landscape and architectural
approval.
Homeowners in The Villa and Summerville Square should
contact the Four Seasons Architecture Committee for ar-
chitectural requests.
Pool keys: If you haven’t picked up your key, you may
pick it up at HOA board meetings, 7 p.m., usually the 3rd
Tuesday of the month.
CONTACT LIST
President
Paul Carney, (503) 939-7285
Vice President & Maintenance
Mike Wagner, (503) 746-1803
Architectural Committee
(971) 317-8562
(leave voicemail or send text message)
Clubhouse
Diantha Woodside, (503) 970-4393
Pool
Patrick Collins, (408) 220-3321
Secretary
Kelly Court, (503) 720-6014
Treasurer
Debbie Wagner, (925) 808-9972
Communications
Website, listserv and newsletter
Mike Keiser, (503) 672-9105
Social
Volunteer needed
Website: fourseasonshoa.net
Beaverton Police non-emergency
(503) 629-0111
General information