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WOC Encyclopedia
 

Board Meeting Minutes and Resolutions


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Meeting Date

PDF of Minutes

Older Minutes
     
   

 
  • Owners must get Board permission before painting or altering decks and patios.
  • The Annual Meeting has been rescheduled to December 22. PLEASE send in your proxy if you can't attend the meeting.
  • Get .pdf

    October 2011

    • The Association is actively pursuing collection of delinquent accounts.
    • Carport gutters have been repaired.
    • Building gutters have been cleaned.
    • Dryer vent cleaning is under investigation and several trials are being performed.
    • Exterior gas lines passed inspection and will be reinspected in 2012.
    • Pressure washing has been completed.
    • Bark dust has been renewed.
    • The board is soliciting bids for repairs of construction defects.
    • Painting and other work on decks and patios must be approved by the board, but is at the expense of the homeowner.
    • The 2012 Budget was approved and will be shared at the Annual Meeting. The 33% surcharge was not renewed for 2012.
    • Improperly parked cars will be towed at owner expense.
    • Barking and/or misbehaving dogs will be investigated by WCM with possible consequences to the owners.
    • The Annual Meeting will be November 30. PLEASE send in your proxy if you can't attend the meeting.

    Get .pdf

    September 2011

    • Power washing of sidewalks and other public areas has begun.
    • Gutter cleaning will begin as soon as the board approves a bid.
    • Post-lawsuit repair plans are being reviewed by the board.
    • The board has asked its attorney to interpret the Declaration and Bylaws to determine whether owners or/and the HOA is responsible for approving and paying for maintenance on decks and patios.
    • The Annual Meeting will be November 30. PLEASE send in your proxy if you can't attend the meeting.

    Get .pdf (corrected version, 10/3/2011)

    August 2011

    • Morrison-Hershfield consulting engineers answered questions about the path forward for post-lawsuit repairs.
    • The 2011 assessment surcharge will expire on 12/31/11. As part of the normal budget discussion, the board will be discussing whether an 2012 surcharge is required.
    • The board will have the Corvallis Police Department issue a Trespass order against the person who damaged the Handicapped Parking sign.

    Get .pdf

    July 2011

    • The lawsuit has settled!
    • The board has requested bids for roof repairs and power washing of landings and stairs.

    Get .pdf

    June 2011

    • WCM now has a list of original materials (e.g., flooring, tiles, etc.) used at WOC.
    • The lawsuit has reached a tentative settlement.
    • Several maintenance activities have been going on around the complex.
    • The annual Financial Review is in progress.
    • The HOA will distribute flyers giving fireplace operation rules and notifying owners they must report building problems.

    Get .pdf

    May 2011

    • The board is taking action with an owner who doesn't pick up pet waste.
    • Several minor repairs are being performed around the complex.
    • The police report on the vandalized handicap sign is being reopened.
    • The board is investigating overlaps between Association and owners' hazard insurance.
    • Owners MUST report water and other serious problems to Willamette Community Management.
    • Owners MUST advise residents/tenants about the ventless fireplace precautions (read).

    Get .pdf

    April 2011

    • The board recognizes that balconies and other trim need painting, but this work can't be done until the lawsuit settles.
    • Anyone wishing to install a window air conditioner must apply in writing to Willamette Community Management. NO change may be made to the building envelope or structure.
    • Ten owners still must return their owner information sheets.
    • The police report on the handicap sign vandalism has been reopened.
    • The Association is in the middle of defining hazard/fire insurance coverage and how that coverage supersedes or supplements any insurance furnished by the homeowner.
    • The west garbage enclosure damaage will be repaired.
    • Stairwells will be cleaned monthly.
    • A trust fund has been established to hold lawsuit awards.
    • Saplings that could cause sidewalk damage will be removed.

    Get .pdf

    March 2011 Emergency Meeting

    • On March 19, the board conducted an emergency meeting to create a resolution on whether and how owners could invoke the Association's hazard insurance coverage.
    • After the meeting, examination of the Bylaws revealed that the Association was required to provide hazard and fire insurance coverage for the units and their fixtures as well as for the common elements of the community.
    • The board is examining the current coverage and will make recommendations on the claim process and owner-furnished insurance shortly.

    Get .pdf

    February 2011

    • There are still issues with dog waste not being picked up by dogs' owners.
    • Leaks have been repaired in several buildings.
    • The Association changed to Umpqua Bank.
    • A trust account is being established to hold potential lawsuit proceeds.
    • The board is investigating the cost of sweeping stairwells more frequently.
    • Ventless fireplaces must be operated properly. (Details)

    Get .pdf

    2010 Annual Meeting

    • The meeting on December 15 did not have a quorum, and had to be rescheduled to December 20.
    • A Construction Defect Lawsuit update was given (see the Home Page's Lawsuit section for details.)
    • Doris Cancel-Tirado was reelected to the Board.
    • The 33% assessment surcharge will continue through 2011 to pay for legal and repair expenses.

    Get .pdf (includes Board meeting)

    December 2010

    • Brian B. Egan, Jane Wright, and Mary Fell agreed to continue in their present positions.
    • The owner contact information forms are coming in very slowly.
    • Homeowners will be required to carry hazard insurance. Details will be posted on the web site and mailed to owners in February.

    Get .pdf (includes Annual Meeting)

    November 2010

    • Additional recycling containers are being ordered.
    • We are pricing addional stairwell sweeping.
    • Two properties have had liens attached because of delinquent assessments.
    • Carport gutter damage ouside Bldg. H is being repaired.
    • Several trees must be removed because the developers planted them too close to the buildings.
    • "No Dumping" signs are being added to the garbage areas.
    • The 33% assessment surcharge will continue through 2011 to pay for legal expenses.

    Get .pdf

    October 2010

    • Some Realtors have incorrectly stated that West Oaks Condos have a swimming pool or access to one.
    • 12 accounts are overdue; the board authorized liens on two.
    • All homeowners must have liability and hazard insurance. Details will be posted on the web site and mailed to homeowners.
    • Owners are being asked to provide emergency contact information to Willamette Community Management.’
    • The Annual Homeowners' Meeting will be Wednesday, December 15 at a location to be announced.

    Get .pdf

    July/August 2010

    • Due to time constraints and a very full agenda, the July meeting was continued into August. Minutes were combined.
    • There was a noise complaint about A-303.
    • As of the meeting date, the lawsuit trial date is September 20 (now postponed to early 2011).
    • A dead tree has been reported to the landscapers.
    • Three accounts are delinquent; one has recently declared bankruptcy. The board discontinued collection activities on unit F201 and wrote off the debt.
    • Some owners are not cleaning up pet waste. WCM will identify them and institute disciplinary action.
    • A storage shed was purchased for Maintenance use.
    • WCM fees for bank quesionnaires have increased due to the time involved.

    Get .pdf

    May 2010

    • An unapproved satellite dish will be removed.
    • Three accounts are delinquent.
    • FedEx will repair a gutter they damaged.
    • The B201 water leak is resolved; interior repair in B101 continues.
    • The board is investigating options to ensure unit repair funds are available from owners.

    Get .pdf

    March 2010

    • One delinquent account was brought up to date.
    • Board meetings will be held every two months rather than monthly.

    Get .pdf

    February 2010

    • Several delinquent accounts are being brought up to date.
    • The Association's attorney provided a private lawsuit update to the Board.
    • The Board denied an owner's request to waive ~$2000 in delinquent assesssments.

    Get .pdf

    January 2010

    • Eight units are behind in assessments. Liens will be filed on those units more than three months in arrears.
    • Roof repair is in progress in Bldg. H.
    • The Board will be reimbursed for lawsuit-related mileage and parking.

    Get .pdf

    December 2009

    • Brian B. Egan, Jane Wright, and Mary Fell were appointed president, secretary, and treasurer respectively.

    Get .pdf

    November 2009

    • Jason Grotz, the HOA's attorney, and Caleb Vandermolen of Morrison-Hershfield consulting engineers presented a lawsuit update and answered questions.
    • The board announced that a one-time special assessment — totalling $75K for the whole HOA — would be assessed during the twelve months of 2010.
    • Three delinquent assessment accounts are unlikely to be brought current; one more is likely to be.

    Get .pdf

    2009 Annual Meeting

    • The meeting had to be rescheduled to December 1 because too few owners sent in their proxies.
    • At the rescheduled meeting, Denise Wells was elected to the board, and Brian B. Egan was reelected.

    Get .pdf

    October 2009

    • Collections have started on several delinquent accounts.
    • Mold remediation has been completed in Bldg. F.
    • Inspection by the lawsuit defendents was completed.
    • WOCOA continues to incur bills for expert witnesses in the lawsuit.
    • Basic assessments won't change, but during 2010 there will be a $50,000 special assessment (~33% surcharge)
    • The Annual Meeting will be on November 19th.

    Get .pdf

    September 2009

    • The board is querying lawsuit-related bills from Morrison-Hershfield.
    • Mold remediation work is almost complete.
    • The Annual Meeting will be November 16. Two board positions are up for election.

    Get .pdf

    August 2009

    • The Board is monitoring lawsuit expenses carefully.
    • Parking permits appear to be working well.
    • Grand Oaks Apartments will prosecute WOC residents found in their pool
    • The water leak in Bldg F has been repaired.

    Get .pdf

    July 2009

    • The lawsuit is proceeding well. Defendant inspections should happen soon.
    • The board is acting on reports of mold in units F-104 and F-204.
    • A disciplinary process has been started against H-104.
    • One satellite dish mounting pole will be allowed per pair of buildings, or per building when poles cannot be shared by two buildings.
    • Using your garage for storage will not be grounds for additional parking permits.
    • Owners who are late with assessments can lose access to driveways and parking, and could have their water cut off.
    • Buildings A, B, and I will get new bark dust soon.
    • The board opened a higher-interest-bearing savings account for reserve funds.

    Get .pdf

    June 2009

    • Parking lot sealing and restriping are complete.
    • Parking enforcement will begin soon.
    • Skateboarders have waxed the stairs near the mailboxes. Please call 911 if you see a repeat.
    • Failed window seals should be reported to your insurance, then the Association's.
    • Bathtub cracks are the owner's responsibility; please get professionally fixed asap.

    Get .pdf

    May 2009

    • The meeting was cancelled because a quorum could not be established. There are no minutes.

    No .pdf, no minutes

    April 2009

    • Lawn conditions are being addressed.
    • A lawsuit mediator has been appointed; things will begin moving now.
    • The parking resolution will be in force this summer; space numbering will be determined next meeting.
    • For Sale or For Rent signs are limited to one in the window and one outside, 2' x 3' or smaller.
    • Dog waste MUST be picked up; violators will be fined.

    Get .pdf

    March 2009

    • A tub in one unit was found to be cracked and leaking; owners should be vigilent. (Interior problems are not part of the lawsuit.)
    • The Parking Resolution was passed, and will go into force this summer.
    • A problem with dog waste will be discussed with the offending resident.

    Get .pdf

    February 2009

    • The first draft of the Parking Permit Policy was reviewd.
    • Several landscaping expenditures were approved.
    • Bldg E has a water leak that has not yet been located.

    Get .pdf

    January 2009

    • The Board drafted a parking policy that will be finalized at the February meeting.

    Get .pdf

    December 2008

    • Liens are being filed against three properties for non-payment of assessments
    • Late fees and interest will be charged beginning January 1, 2009
    • The Financial Review was successful.
    • Snow removal has been arranged.
    • There is no parking by the west garbage enclosure.

    Get .pdf

    2008 Annual Meeting

    • Jane Wright and Mary Fell were re-elected to the Board.

    Get .pdf

    November 2008

    • Garbage is still being abandoned in the east enclosure; the board is deciding what action to take.
    • Lawyers Jason Grotz and Mike Vial provided a lawsuit update.
    • The 2009 budget was approved; assessments will not increase.

    Get .pdf

    2008 Annual Meeting

    • Too few owners sent in proxies or came; meeting rescheduled to December.

    (No .pdf)

    October 2008

    • Reserves are not fully funded, and will need to be addressed during 2009.
    • Several original owners were not billed properly at closing for two months' assessments; current owners are responsible and will be billed.
    • Assessments are due on the 1st of the month and are delinquent on the 10th.
    • The Annual Meeting is on November 20. Please come or send your proxy.

    Get .pdf

    September 2008

    • CMI-to-DLS Associates transition is almost finished, but we still don't have all the money from CMI.
    • Bark dust will be applied to approximately 1/3 of the common area beds this year.
    • The tree removal and brush clearing in the wooded area north of WOC is finished.

    Get .pdf

    August 2008

    • The speed limit in the community is TEN miles per hour!
    • The lawsuit is progressing. See notes on the Home Page.
    • CMI-to-DLS Associates transition is proceeding; money transfer is slow.
    • Sprinkler problems have been solved; Tru-Green doing a great job.
    • There is now a 5-day grace period on assessment payments.
    • Three abandoned vehicles will be towed if not moved by their owners.
    • We will be converting willing owners to email-only communications.

    Get .pdf

    July 2008

    • Mary Fell has joined the board, and is treasurer.
    • We will inspect and repair the sprinklers in July.
    • We will bring in pest companies to investigate reports of carpenter ants.
    • A WOC block party is coming on Saturday, September 13!
    • The construction defect lawsuit grinds on.
    • The Association has a new mailing address.
    • August bills will be handled by DLS Associates, not CMI.

    Get .pdf

    June 2008

    • The phase two inspection report for the construction defect lawsuit has been received. The latest lawsuit details can always be found on the Home Page.
    • When owners sell their units, they must disclose the suit and construction defects on their Seller's Disclosure statements.
    • The HOA will now attempt to collect on delinquent accounts itself before sending the accounts to the lawyers.
    • Colt Leonard has resigned the board, leaving a vacancy.
    • Bark dust will be renewed on several of the buildings each year.
    • DLS Associates takes over as property manager on July 1.
    • Continued speeding in the parking lot may result in formal action.

    Get .pdf

    May 2008

    • We are waiting for Willamette Builders Group to respond to our lawsuit.
    • Corvallis-based DLS Associates will replace CMI as property manager, phasing in June 1.
    • The east garbage enclosure will remain open as long as it is kept clean.
    • Defective gutters have been cleaned and repaired, exterior lighting repair is starting.
    • Two abandoned bikes will be removed by June 1.

    Get .pdf

    April 2008

    • If you have noise concerns, first talk to the other party, then call the police.
    • The abandoned bike in front of Bldg B will be junked by May 1.
    • The leaning trees north of WOC will be removed this week at a cost of $5,000.
    • New handyman Jon Voltz is on board, fixed garbage enclosure doors.
    • The east garbage enclosure will be closed unless it is kept clean by residents.
    • Gutters will be cleaned soon.
    • Parking lot sweeping will be done as needed.
    • The board is investigating bark dust renewal.
    • The board formulated a satellite dish policy. Read about it in the Encyclopedia
    • Morrison Hershfield is inspecting all buildings for construction defects.
    • WOC is suing Willamette Builders Group for construction defect repair.
    • The board is investigating options related to property management company contract renewal.

    Get .pdf

    March 2008

    • Many construction defect surveys were returned.
    • Morrison Hershfield will conduct their phase II construction defect survey.
    • Satellite dishes require board approval; conditions are being discussed.
    • Realtor's signs will be restricted per earlier board resolution.
    • The east garbage enclosure will be closed permanently.
    • A handyman contract has been signed.
    • The downed wood north of the complex will be harvested. An arborist is being contacted to estimate costs to remove The leaning trees.

    Get .pdf

    February 2008

    • Included with March minutes.

    January 2008

    • There was no meeting in January 2008

     

    December 2007

    • Brian B. Egan was elected to the board, and was appointed chair.
    • One board position is still vacant. Candidates are welcome!
    • The budget was not approved until reviewed by new board member(s).

    Get .pdf (combined with Annual minutes)

    2007 Annual Meeting

    • A new insurance policy was accepted.
    • TruGreen Landscaping has been hired, and is doing a very good job so far.
    • We will retain our current gutter-cleaning firm.
    • The 2008 budget was approved.
    • A variety of other issues were raised, and will be investigated before the February meeting.

    Get .pdf (combined with December minutes)

    November 2007

     

    October 2007

    Get .pdf

    September 2007

    Get .pdf

    August 2007

    • (These minutes are not yet on line. Contact Willamette Community Management if you need hard copies. A photocopying fee may be charged.)

    (Not available)

    July 2007

    • (These minutes are not yet on line. Contact Willamette Community Management if you need hard copies. A photocopying fee may be charged.)

    (Not available)

    June 2007

    • (These minutes are not yet on line. Contact Willamette Community Management if you need hard copies. A photocopying fee may be charged.)

    (Not available)

    May 2007

    • (These minutes are not yet on line. Contact Willamette Community Management if you need hard copies. A photocopying fee may be charged.)

    (Not available)

    April 2007

    • (These minutes are not yet on line. Contact Willamette Community Management if you need hard copies. A photocopying fee may be charged.)

    (Not available)

    March 2007

    Get .pdf

    February 2007

    Get .pdf

    January 2007

    • (These minutes are not yet on line. Contact Willamette Community Management if you need hard copies. A photocopying fee may be charged.)

    (Not available)

    December 2006

    Get .pdf

    November 2006

    • (These minutes are not yet on line. Contact Willamette Community Management if you need hard copies. A photocopying fee may be charged.)

    (Not available)