2024-11-12 HOA Board Meeting 

Present: Joel, Catie, Kimberlee, Mackenzie

Agenda:
January meeting venue, Stairs budget

Discussion:
-Dolly mentioned at the last meeting she knew of a venue we could use for the January meeting- U & I Cafe; need to know if this is an option

-Possible meeting dates: Tues/Wed/Thur – 1/14, 1/15, or 1/16; or could consider 1/21, 1/22

-other options for venue: Senior Center near library; Tigard School District – Metzger Elementary or Fowler MS

-Stairs work: Joel was wondering how much was spent the last time the stairs were improved; Considering plastic landscape timber, but could cost $5k or $6k+ for material & install

-currently have $6800 in our account

-Note to Dolly: please update the shared Assessments and Contact info doc (on Google Drive) so Board has access to updated information (DONE; Catie will share with board)

-Joel will reach out to Dolly to schedule follow up Board meeting early December; 

Note: we need at least 14 days notification for the Annual Meeting in January

12-03-2024 Follow up meeting
Present: Dolly, Catie, Joel, Kimberlee
Discussion:
-Follow up on budget numbers; Dolly shared that landscaper has been charging $600 every month; that was supposed to change in August to 2x/month, $150 each visit = $300 total a month; $4350 is what we budget for landscaping per year; Catie will contact him tomorrow morning then email Board; Dolly will confirm;
Tree cutting costs are high (based on what neighbors have paid this year); would be prudent to add more to our budget for this item; 

-HOA meeting site for January: Dolly has reserved the U&I Cafe; can accommodate 80 people; $90/hour; 
What about doing the meeting via Zoom? Might be better than trying to find a date and location to do in person – Board agrees
Tuesday January 14, 2025 at 7pm via Zoom; Joel will host the meeting and send link for email, mail, and website; Password protect;
Joel will work up an agenda and send to Board members by 12/19; then Catie will send email; Dolly will send post mail, Kimberlee will post on website with note “If you have not received the zoom meeting information with password, please email estateswashingtonsquare@gmail.com” 

-Mail merge; email
100 emails for members; some listed as post only; send invoices separately from directory mailing and general meeting announcement; 
Dolly will send Catie updated database information;
Catie will send an opt out email & letter (for those who do not wish to use email) for the roster information;