Author: tkreitmeiercomcastnet

The Board will meet Thursday 4/10/25 at 6:30pm at the home of Joel Stevens; 9660 SW Ventura Ct

Board Members Present: Catie Aznoe, Joel Stevens, Kimberlee Reitmeier, Dolly Specht, Mackenzie Hart

Agenda
Check on Quorum   (20% for regular business,  over 50% to amend bylaws or increase dues)
Discussion/Reports:
1. Stairs from Ventura Ct.  to Ventura Dr. and our park.
2. Landscape Maintenance.
3. Trees on Common Property.
4. Parking on Street and Owner’s property.
5. The Roster.
6. Treasurer’s Report and the need for additional funds in the future.
7. New Business

Election of Officers:   We need to fill several board positions, so consider volunteering.

NOTES:
-23 present online & with proxies; we have a quorum as of 7:05pm
-discussion on stairs; concern about their safety; estimates around 20K for concrete; Andrea Johnson may know someone (Tower) who could give lower rate; Plastic timbers would be another option; recommend that we install a railing; lots of discussion around importance of keeping stairs as part of a welcoming neighborhood; members use it as well as others; We do need to be aware of the Clean Water Services pipes
–We would need 50% of the membership in order to increase dues to consider this project and we are not there tonight; At a minimum we need a work party to improve them; would be great to have it this spring

-Landscape maintenance: we are doing bare minimum; stairs, park, entrances; $600/mo’
-Question about how much we spend on park; question about building a house there instead; Tom McGowan lives across from the park and sees people going there all day, daily; the only way it could be use for a home is if there is 100% vote by members;
We have not raised dues for 10+ years and this has not kept pace with inflation; Sense that we might want to do a bit more, but that will cost
-Straw poll for increasing dues just to see what present members think

-Trees on common property: if one that is on common property is identified as a hazard then we have to manage it, but otherwise we are not managing trees on homeowners properties 

-Parking on street and owner’s property: HOA has no jurisdiction on that; that is a City of Tigard issue

-HOA Roster: request sent to members; only one member opted out

-Treasurer’s Report: Dolly shared information; will be sharing report with members; after expenses will be left with under $200; we need to raise our dues; delinquent neighbors=16 from 2024 ($1536), several others in longer arrears; we are trying to track down owners, many of whom are not local; we will look at liens for those over 3 years
-meeting spaces: Dolly found one for $300; when Joel checked with school district, was not able to get it for January; may be an option in the future; hard to find free venues; Metzger park facility hard to hear in that building

-New business:
Seems to be a contradiction in by-laws about how long terms are for Board Members
Need new board members; Any volunteers?
Concern shared that people may not be committed to coming to meetings when our dues are so low – $8/mo; need to make it worth somebody’s while
-Dianne made a motion to continue current Board; Andrea seconded; no discussion; vote passed

Meeting adjourned 8:33

Washington Square Estates Homeowners:

We have decided to have the 2025 General Meeting via Zoom, instead of in person.  We did this to save some money on the venue rental, and in the hopes that we would get greater participation by the membership.   The Meeting is Tuesday, January 14^th at 7:00 pm.   You can join the meeting by clicking on the link, or pasting it into your browser. Please be sure you know your lot # when logging into the meeting. We will also send out proxy forms in the next few days.

Joel Stevens is inviting you to a scheduled Zoom meeting.
Join Zoom Meeting
https://us02web.zoom.us/j/83801550516?pwd=3wUProlnBplZLsF8rgYzkj6KbhPjt2.1
Meeting ID: 838 0155 0516
Passcode: 878568
One tap mobile
+12532050468,,83801550516#,,,,*878568# US
+12532158782,,83801550516#,,,,*878568# US (Tacoma)
I will send out additional notices as we get closer to the date.

Agenda
Check on Quorum   (20% for regular business,  over 50% to amend bylaws or increase dues)
Discussion/Reports:
1. Stairs from Ventura Ct.  to Ventura Dr. and our park.
2. Landscape Maintenance.
3. Trees on Common Property.
4. Parking on Street and Owner’s property.
5. The Roster.
6. Treasurer’s Report and the need for additional funds in the future.
7. New Business

Possible Bylaw amendments if there are more than 50% of the home owners in attendance or via proxy.   
1. Change board terms from one year to two years, with positions staggered by having two,  one year terms and three, two year terms this year.  After that two year terms.
2. Eliminate the requirement that dues go to Zero if there are more than $15,000 in the WSE HOA Accounts.  This is to allow accumulating funds for larger projects, such as the stairs.
3. $50.00 annual dues increase to fund projects and improved landscaping. 

Election of Officers:   We need to fill several board positions, so consider volunteering.

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;

The Board will meet Tuesday 11/12/24 at 7pm at the home of Joel Stevens; 9660 SW Ventura Ct

From Judi Martin, Community Engagement Coordinator with the City of Tigard:

Where: Tualatin Valley Fire & Rescue
11945 SW 70th Ave, Tigard, OR 97223
When: October 9th, 5pm – 7pm

Come enjoy a complimentary dinner while we engage in meaningful discussions about Tigard’s future—especially focusing on our streets! We’ll brainstorm how to improve parking and enhance safety for pedestrians and cyclists.

What’s in Store:

•              E-bike Test Rides: Ever wanted to try an E-bike? Here’s your chance! We’ll have E-bikes and regular bikes for the kids, plus free helmets to take home.

•              Your Ideas Matter: We want to hear your thoughts on electric cars, bikes and scooters, traffic safety, crosswalks, and lighting in Tigard. Let’s work together to make our streets safer!

This is a relaxed, family-friendly gathering where everyone’s voice is important. We hope you can join us for a night of sharing ideas and building community.

Present: Joel, Kimberlee, Dolly, Catie

Agenda:Joel: Letter from neighbor re: parking; sending out letter re: directory; stairs; 

Discussion

Joel: shared the letter from the neighbor regarding parking; he will follow up with a phone call

Joel: will type up letter for directory info;

Catie will set up mailchimp so we can use mail merge to send to HOA members

Joel: stairs: could we have a work party? Do we have some money in the budget to help?Quotes received from contractors could be anywhere from 10k-30k; Joel will pick a date in October to organize a work party for the stairs; we can promote during the Ice Cream Social in September

Dolly: delinquent dues; address list; we have about 4 addresses that are not accurate or there is no response; Catie is willing to follow up on those addresses (renters?); discussion around whether it is worth pursuing liens;

Dolly: found an event space we can use near Landmark Ford for our January meeting; U&I cafe

Dolly: shared financial reports; end of July balance $8360.24 

Next meeting: November 12th 7pm@Joel’s

The Board will meet Tuesday 8/06/24 at 7pm at the home of Joel Stevens; 9660 SW Ventura Ct

2024-06-11 HOA Board Meeting Minutes
Present: Joel, Catie, Kimberlee, Mackenzie, Dolly

Agenda
Treasurer’s Report – Dolly
Trees – Joel
Landscaping – Catie
HOA Roster – Joel

Minutes
Call to Order

• Joel called the meeting to order
• Treasurer’s Report

2024 BEGINNING BALANCE	6,346.27
January Dues Income	576.00
Donations	2.40
Title Transfer Fee	200.00
Liability Insurance	-1,321.00
JANUARY ENDING BALANCE		$5,803.67
February Dues Income	5,437.80
Donations	127.00
Grounds Maintenance	-600.00
FEBRUARY ENDING BALANCE		$10,768.47
March Dues Income	2,141.00
Donations	35.60
Grounds Maintenance	-600.00
Mailbox Parts & Installation	-299.00
MARCH ENDING BALANCE		$12,046.07
April Dues Income	1,252.00
Donations	0.00
Dept. of State Filing Fee	-50.00
Grounds Maintenance	-600.00
APRIL ENDING BALANCE		$12,648.07
May Dues Income	0.00
MAY ENDING BALANCE		$12,648.07
June Dues Income	768.00
Title Transfer Fee	200.00
Donations
Grounds Maintenance	-1,376.82

2024 Dues are almost current for owners whose addresses we have. Dolly will contact the renters to obtain the current contact information for the owners. 

Old Business

Landscaping:

• Catie will speak with Dario about removing blackberries from the common area strip next to 9835 Ventura Ct.
• Dario will come four times in July and then, per the HOA agreement, will change to two visits a month for the rest of the year.

 WSA Stairs:

• Joel got a verbal estimate for $10,000 and a second estimate for $30,000 from a business that measured. We are awaiting a 3rd bid that came out and measured.
• Dolly will follow up on grant opportunities from the city.

Steps up to the other neighborhood above WSE:

• Joel cleared out the remaining trees near the stairs. The rails are significantly dented. 
• Joel will look for contact information for the other HOA to see about the rail repair.

Roster:

• Dolly is first going to send out the second notice for information to those missing.
• Joel will write a letter to be sent to residents asking if they would like to opt out of the public roster. 
• The roster will include names, emails, phone numbers, lot numbers, and street addresses. Renters will be included.
• The final roster will be shared as a PDF with a disclaimer that it may not be used commercially or shared. 

September Gathering

• An ice cream truck is scheduled for Sept. 22 from 2pm to 5pm. Dolly has coordinated with the city.

New Business:

• Mike’s Tree Service removed a tree in the common area behind Ventura Dr.
• Mike’s Tree Service will remove a tree in the common area behind Ventura Ct that is leaning towards two houses. Joel obtained 3 bids for the tree, and Mike’s Tree Service is matching the lowest price.
• Dolly has a certificate for a free street sign and is going to coordinate a Washington Square Estates sign to go on the post between Barbara Ln and Ventura Ct.

Next Board Meeting: August 6, 7pm at Joel’s 

Adjourn