Washington Square Estates

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

The Board will meet Tuesday 6/11/24 at 7pm at the home of Joel Stevens; 9660 SW Ventura Ct

Unfortunately, two break-ins have been reported in our neighborhood Saturday 4/27 and today, 4/30.

Saturday, the thief broke into a basement of one home in the night and stole a briefcase from the home. Today, sometime between 3-6, the thief entered the side garage door of another home and stole an E bike. The homeowner chased him down and held him until the police arrived.

Please be vigilant and report any suspicious activity right away.

2024-04-23 HOA Board Meeting Minutes
Present: Joel, Catie, Kimberlee, Mackenzie, Dolly, Jen Kray
Agenda
Treasurer’s Report – Dolly
Landscaping – Catie
HOA Roster/Questionnaire – Joel
WSA stairs – Joel
Steps up to other neighborhood – Kimberlee
September night out – Dolly
Minutes
Call to Order
Treasurer’s Report: 

2024 BEGINNING BALANCE	$6,346.27
January Dues Income	$576.00
Donations	$2.40
Title 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

** DONATIONS are the extra funds that other homeowners just added to their dues, Thank You very much!!!   The Board appreciates your kind gesture reflecting support for the volunteer work that we do!
-Dolly following up on the lots that we do not have current addresses for; also make contact with the Renters so that they have WSA neighborhood information
-Catie will update database, print out new sheets for Dolly to send to those who have not yet returned them
-End of April, Dolly will send out bills to those who still need to pay
Landscaping:
-Catie followed up with Dario; he has not been notifying her each time as agreed upon; concern about maintaining his $600/month charges; fertilizer and weed killer are extra costs
-It has been a challenge to get quotes from others; quote recently received was $750/month
-strip of HOA property next to Kray’s lot should be maintained by Dario
-Catie will follow up again with him
-Joel asked about maintenance for our park; maybe we could do a volunteer work day, offer food & beverage; any Scouts who might need a project?
-Idea: post on the website the description of what Dario does when he comes so residents know what the money is going   

-LETTER TO HOA FROM CATIE:
Hello HOA members,
We have had questions about our common area landscaping. Below are the descriptions from our landscaping contract for your information. Please let us know by email if you see significant areas being missed and we will address it with our landscapers.
Thank you, Catie

The WSE Board has contracted the maintenance of six (6) areas of WSE per the attached map. Our Landscaping company comes between 2 and 4 times per a month to perform these services based. We are charged per a visit and have established the number of monthly visits based on seasonal needs and our annual budget.
1. Track A: The South entrance to the neighborhood where 72 nd Street meets Ventura Drive. The westside of the street is the area we would like to be maintained. It is approximately 180’ x 20’.
a. Remove fallen leaves
b. Remove/kill large visible weeds
c. Remove any fallen tree branches
2. Track B & C: The area is the North and South of Ventura Drive at the curve. Next to lot 27 and in-between lot 12 & 13.
a. Remove fallen leaves
b. Remove/kill large visible weeds
c. Remove any fallen tree branches
d. Trim Trees & bushes to keep the sidewalks and roadway clear and safe.
3. Track G: The area is the east and west side of Ventura Court where the stream goes under the street. The area is approximately 15’ wide at the street front.
a. Remove any fallen tree branches
b. Trim Trees, blackberries, Ivy & Bushes to keep the sidewalks and roadway clear and safe.
4. Track K: Cougar Woods Park at the end of Ventura Drive. The area to be maintained extends from the street to the edge of the far planting areas.
a. Cut the grass
b. Remove fallen leaves
c. Remove/Kill large visible weeds
d. Remove any fallen tree branches
5. Track L & P: The stairs & path located to the north of the park going from Ventura Drive up to Ventura Court.
a. Remove fallen leaves
b. Remove/kill large visible weeds
c. Remove any fallen tree branches
d. Trim Trees & Bushes to keep the stairs & path clear and safe.
6. Track Q & R: The North entrance to the neighborhood, the last 450 feet of Ventura Court both sides of
the street. The area starts at the Stop sign just south of Alfred Street and extends into the
neighborhood to just past the WSE sign. (Trimming trees would be additional project in this area)
a. Track Q: The East side of the street, where we have planted trees and from time to time added bark chips is the main focus. The size is approximately 470’x20’.
i. Remove fallen leaves
ii. Remove/kill large visible weeds
iii. Remove any fallen tree branches
iii. Remove any fallen tree branches
b. Track R: The West side of the street has more mature trees. The size is approximately 239’x36’
i. Remove fallen leaves
ii. Remove/kill large visible weeds
iii. Remove any fallen tree branches
Roster;
-after 2nd round of updates to database, then we will create a roster; ask residents if there any information they do NOT want published
-send electronically; offer paper copy to those who request it
-will make clear that this information is NOT to be shared; will be for neighborhood use only – not for solicitation

WSA Stairs:
-Joel will do some temporary repair; 
-he is looking at options for more permanent repair; will work on this and then present options/plan
-Dolly shared an idea about applying for up to a 50K grant; will need a solid proposal to present
Steps up to other neighborhood
-Kimberlee’s husband, Todd, has been hand cutting the smaller branches to clear stairs
-it would be great if someone can come with chainsaw for bigger pieces; Joel will help (prefers evenings)
-We need to connect with their HOA to make arrangements for clean up (can be cooperative)
-Kimberlee will follow up
September gathering
-Potluck up at the park after school starts; Dolly wants to arrange ice cream truck (free); 2-5 on a Sunday; propose September 22
-also would be fun to have a summer BBQ
-National Night out this year is Tuesday August 6th. Tigard City gathering will be at Metzger Park
Next Board Meeting: June 11th, 7pm at Joel’s 
Adjourn

The Board will meet Tuesday 4/23/24 at 7pm at the home of Joel Stevens; 9660 SW Ventura Ct

The Board will meet Tuesday 4/23/24 at 7pm at the home of Joel Stevens; 9660 SW Ventura Ct

Please note that beginning April 1st, 2024, the WSEHOA Mailing Address will be 6545 SW Ventura Drive.

Our cul-de-sac park has been assigned a physical address, so the Board did not renew our Tigard Post Office Box.

Alfred St. and Ventura Ct. Main Replacement Update Click on link below to read the update To view this email in a web browser, click here

HOA Board Meeting Minutes

February 26, 2024

Present: Joel, Dolly, Catie, Mackenzie, Kimberlee
Discussion:
-Bids for landscaping: seek out 3 bids for consideration— Catie will follow up on this 
-Mackenzie shared the contract she had Dario sign; this needs to be reviewed with him for accountability – Catie will follow up on this
-HOA insurance: Mackenzie’s agent does HOA insurance; will get quote; need DNO & liability
-Options for meeting location; acoustics terrible at Metzger Park in the Hall; Metzger Elementary could be an option; there is an online form to fill out (Kimberlee), Tigard Library, other options? 
-Further discussion on trees in neighborhood; based on tree removal rates from neighbors after recent storm costs would be prohibitive; City of Tigard did remove one of the trees of concern in the west side of the culvert
-Budget discussion: reviewed numbers; fixed costs: insurance, mailbox, and landscaping (approx) 8500; if all dues were collected (108 homes) = 10,368; hold for reserves: 3000
-Dues note: after the annual notice is sent, we need a system for sending late notices; by-laws state (7.8) that assessments are due within 30 days of due date; by-laws state that we can pursue a lien; in short-term we will impose late fees; the goal is NOT to collect late fees, but to encourage homeowners to pay their dues on time
–Motion: notice at 60 days, then 90 day late fee imposed of $25; seconded; PASSED; this will be for the next assessment year (2025)
-HOA Incorporation Papers: annual report; needs to be updated on our website; It has been updated annually with the State, but has not been updated on our website; Dolly will submit most current report and then upload to HOA website
-Next Board meeting: Tuesday April 23rd at 7pm at Joel