MerryField Homeowners of Wilsonville

HOA Proposals/Suggestions

At no time shall the Board of Directors enact any rule that prevents a homeower from the enjoyment of their property in accordance with law, and the general maintenance and community beautification standards.

1. Meetings Management
   • All meetings should be recorded and shared to all homeowners to promote community engagement and Board Transparency. Executive Sessions are exempt; however, accurate minutes will be taken.
   • Executive Sessions shall only be held under special circumstances in strict compliance under Oregon law.
   • Meeting Minutes should be timestamped in coordination with recording for ease of use and review by homeowners.
   • All homeowners AND owners with legal easements or Right of Ways may attend any meeting without pre-approval.
   • Board Role Call will be taken at each meeting and documented in the meeting minutes. Board Members unable to attend in person will be given the opportunity to attend virtually via video or phone.
   • A Bi- Annual and Annual Homeowners Association meeting should be standard. Currently, homeowners are only provided with one meeting annually in January. A midyear meeting promotes homeowner participation, and gives homeowners the opportunity to address concerns and issues in a timelier manner.
   • Regular board member meetings should be promoted via email and social media platforms to allow increased participation at least ten days in advanced.
2. Finance
   • Immediate Audit of all financial records dating back a minimum of three years by an outside accountant and made available to all homeowners. As homeowners you are entitled to access and view these records. In the current state, homeowners are only provided a general ledger of the finances with little information provided. An annual detailed financial report should be made available. Any modification to the financial plan during the year should be well documented and approved by all board members. These modifications will be specifically identified in the annual report out to homeowners.
3. Complaints –
   • Homeowners will be granted the benefit of doubt at all times, and weighted accordingly that the homeowner:
     • Used sound judgement
     • Took Due Diligence
     • Innocent of willful negligence/neglect
   • Only the legal homeowner of any dwelling within the association boundary may file a complaint regarding another homeowner. Renters/Tenants do not retain voting rights and shall be made ineligible to file. However, the homeowner/landlord of the tenant may file on their behalf.
   • Homeowner Complaints will only be valid if the petitioners dwelling is located within 150 feet of the suspected violators property. However, if there is a clear and present safety risk to the general public, Homeowners residing outside the 150-foot radius will be encouraged to report it to the Board of Directors. The board will work to mitigate the hazard with the homeowner as a resource and shall only take actions up to the point that removes the safety risk.
   • Board “Walkarounds” will no longer continue. Board members will not be allowed to issue complaints on behalf of another homeowner, (Board members are to only address complaints submitted to them) or any dwelling within the 150-foot radius of their own property. If a board member files a complaint under these guidelines, the petitioning Board member will have no voting rights regarding the complaint and must recuse himself from any action to remove any conflict of interest. A complaint filed by a Board member will automatically be reviewed by the Ethic and oversight Committee.
   • Formal Complaints against a sitting board member will be reviewed within business days, with a receipt of delivery and proposed action plan sent to the petitioner.
     • All Board members will review the formal complaint
     • Mandatory review by the Ethics and Oversight committee
       • Review complaint
       • Investigate all evidance
       • Address any ethical concerns, conflict of interest, etc
       • Submit recommendations to the Board of Directors
       • Represent Petitioner as needed
     • Board of Directors will review recommended actions by the Ethic and oversight committee
     • Make recommendations and/or suggested remedy to the Petitioner prior to any action taken.
     • After review of all Evidence, Ethics and Oversight Committee recommendations, and Petitioners comments and responses, board members will take affirmative action to mitigate the complaint as needed. A form flow document will be created to ensure all step in the process were followed, signed and dated by all members, including committee members. A written report listing the original complaint, date received, Board member voting results, all comments and recommendations, and actions taken will be included in the report, filed and made available by request. This report will remain on file for no less then 5 years.
   • Fines
   • No fine shall exceed a maximum  combined fee of $1000 per occurrence.   
   • Architectural Committee shall make no rules preventing the full use and enjoyment of any property. The general rule of enforcement will be established only when a reasonable person would expect a violation has occurred and that is offensive, devalues community standards, or poses a safety risk to the general public. Only projects affecting public view requiring a city or state permit shall be reviewed  by the committee.