WSE HOA Special Meeting Minutes 10/8/25

7:00 pm

Board Members Present: Joel, Catie, Mackenzie

Homeowners Present: 2

Proxy Votes Received: 58

Board Updates

Stairs from Ventura Ct. to Ventura Dr. and our park: Thanks to those who offered to help, but we did not have enough volunteers for either of the two previously suggested dates. Joel is going to organize a different date, aiming for 5-6 people to repair the worst of the steps with lumber, as the budget will allow for a temporary repair. Tom offered power from his house near the lower section, and Catie offered power from her electric truck for the upper section. In the long term, Joel is considering options such as concrete or recycled plastic timber for a complete redo, but the high cost of bulk orders is a concern. Tom suggested exploring the possibility of drop shipping smaller quantities from suppliers, and both Joel and Tom agreed that adding a railing would be necessary for safety and legal compliance. Tom shared that he had been working with the city for four years to get a sidewalk installed in the cul-de-sac, but the HOA would need to sign over the property for it to be possible. Joel noted that the city was repaving Ventura Drive and installing ADA-compliant features, including sidewalks on the common property on SW Ventura Dr, which we aren’t being billed for.

Landscape Maintenance: Dario is now coming 4 times per month throughout the year. He indicated that he would need to charge more for the individual visits if he only comes 2 times per month. The prices have not been raised since at least 2020. Previous quotes from other companies have all been higher than Dario’s fees. It was noted that the overall increase in landscaping expenses, with 4 visits a month throughout the year, is one of the reasons for the needed dues increase. We need to spread bark on the entry areas within the next few months. Joel suggested that PGE can provide bark with a quick turnaround, and we can also contact Mike’s Trees. Catie will follow-up with Joel on scheduling and Dario on spreading bark.

Trees on Common Property: The Board approved paying for the removal of one tree from common property adjacent to Lot #1. The tree (rooted on common property) is currently being held up by a tree on Lot #1’s property. Mike’s Tree Service will remove it within the next month. The quote is for $2700, but no more than $3000. It was noted that the cost of one tree removal is more than the annual tree reserve fund, and part of the need for increased dues. 

Homeowner Roster: The roster is ready to send out, and Catie will send it out in the next week. 

New Business: Dues Increase from $96 annually to $120 annually per lot. The budget presented at the Annual Meeting forecasted a remaining balance of $150 at the end of the year, based on the current annual dues income and expenses.The dues have not been raised since 1991 and are no longer in line with current insurance, tree removal costs, and grounds maintenance expenses. VOTE: Increase Dues to $120 annually ($10 monthly), starting January 1, 2026. 56 Yes Votes and 4 No Votes (54 votes via survey, 4 votes via paper forms, 2 in-person votes) Proposal passes with greater than 50% majority of homeowners.

 Bylaw 4.2 Change: Board Terms: Proposal to amend Bylaws Section 4.2 to set all board terms to two years with staggered terms. It was reiterated that there were no changes to other sections regarding board member approvals or removals. (Full text below.)VOTE: Amend Bylaws Section 4.2 as described. 58 Yes Votes and 2 No Votes(54 votes via survey, 4 votes via paper forms, 2 in-person votes) Amendment passes with greater than 50% majority of homeowners. 

Bylaw 7.4 Change: Reserve Funds: Board proposed to exclude the special projects fund from the $15,000 end-of-year limit to allow for building funds for special projects, such as stair repair, without affecting the dues collection for regular expenses. (Full text below). Discussion in the meeting focused on how to phrase the proposal to make it more specific to the project and its timeline. Mike suggested that the special project designation was too vague and could make homeowners unsure without a limit on the end-of-year balance for the special project fund. The board will discuss and prepare a separate proposal for the annual meeting to establish a fund to make more permanent repairs to the stairs. This proposal anticipates that it will take more than one year to accumulate the necessary funds. VOTE: Amend Bylaws Section 7.4 as described. 48 Yes Votes and 12 No Votes(54 votes via survey, 4 votes via paper forms, 2 in-person votes) Amendment does not pass. 

Additional Comments: Joel asked for suggestions for a venue for the annual meeting that is nearby and affordable. The acoustics at Metzger Park do not work for our group. If a venue is not identified, the meeting will be hosted on Zoom. It was suggested that the low attendance of this meeting could have been due to it being a special meeting. New board members are needed. Please consider stepping up. Feel free to email prior to the annual meeting in January. 

Mackenzie motioned to adjourn, and Catie seconded. Meeting Adjourned at 19:55.

Attachment: 

BYLAW 4.2 AMENDMENT Current Text:4.2 COMPOSITION, ELECTION AND TENURE The board shall consist of five (5) persons duly elected, at the annual meeting, from among the members of the Association, at which time two (2) directors shall be selected for two (2) year terms. The remaining three (3) directors shall serve for a one year term. Nominees must either be present or have provided a written statement of their willingness to be nominated and serve if elected. Each member of the Board shall serve for a term of one year from time of election, or until a successor is elected or appointed. Proposed Text:4.2 COMPOSITION, ELECTION AND TENURE The board shall consist of five (5) persons duly elected at the annual meeting from among the members of the Association. Nominees must either be present or have provided a written statement of their willingness to be nominated and serve if elected. Each member of the Board shall serve for a term of two years from the time of election or until a successor is elected or appointed. Reasoning: The board is proposing a change to article 4.2 of the Washington Square Estates Bylaws to clarify the length of terms for the board. The current language in the article is contradictory in terms of the length of terms between the first and last sentences. For simplicity, we propose that each board member serve a two-year term instead of assigning one-year terms to some board members. BYLAW 7.4 AMENDMENT Current Text: If total reserves of the association exceed $15,000 as of the end of an annual period, the Board shall suspend the monthly assessment until the reserves fall below $5,000.Proposed Text: If the association’s total reserves, excluding the special project fund, exceed $15,000 as of the end of an annual period, the Board shall suspend the monthly assessment until the reserves fall below $5,000. Reasoning: In anticipation of building a fund for specific special projects, such as fixing the staircase, we must ensure we can carry the fund over a year without affecting our annual budget and legal and tree reserves.