Washington Square Estates

Location: Metzger Park Meeting Room

Board Attendance:  3 members    

Total HOA member attendance:  21 (19 lots)

1.  Call to Order:  A quorum of homeowners was present or represented by proxy (30 of 108 homes).
2. Board Reports
   1. Chair:  Terry Crawford discussed the Tree Removal and the CCR and By-Law Enforcement Policies, the status of the removal of the 3 dead trees between lots 28 and 43; the HOA owns 1 of them, the homeowner of lot 42 owns the other 2, and the speeding problem that still exists in the neighborhood.
   2. Vice-chair:  (was formerly Terry Crawford until recent resignation of Marilynn Weineke)
   3. Treasurer:  Mackenzie Hart presented account information for period ending 12/31/19, and the board approved 2020 budget.
   4. Secretary:  Joan Morley (arrived late, so did not give a report)
3. Committee Reports
   1. Landscape:   $1400 for bark at front/south entrance, why so much?  The main discussion regarded the clean-up of spreading blackberries (including the lot next to the Dwyers – the board should send them a notice.  The money set aside for special projects ($2158) would not all be used for bark.
   2. Legal – no report
4. Election of Officers to the 2020 Board:  Nominations/volunteers for the Board were:  David Lukowski, Mackenzie Hart, Jen Kray, and Joan Morley – voted by members present and proxies turned in (11).
5. The January 8^th minutes were approved, and will be posted.  The survey cost of $1500 needs to be paid, as approved – Mackenzie will take care of that right away.  (They will look for 3’ stakes, and the screw in sidewalk to locate property line).    
6. New board members will meet soon (Feb 3) to determine positions.  The meeting was adjourned at approximately 5:30 pm.

Board Members present: Terry Crawford, Joan Morley, Mackenzie Hart

Guests:

Minutes from the meeting of November 13, 2019 were read by Joan Morley, and approved by the Board to post.  The Treasurer’s Balance Sheet report to date as of October 31, 2019 and Income and Expense Report draft were passed out for review and comment/correction.   

OLD BUSINESS

Board Members :  Mackenzie reported on the City of Tigard letter to us regarding property #43 code compliance/complaint (tree hazard).  Eight proxy votes were given to secretary Joan Morley. Mackenzie reported that five or six homeowners paid two years ($192) due to wording of the billing showing 2018 and 2019.   The donation section had been added by Marilynn Weineke, plus comments regarding speeding and parking.  

Trees:  Discussion of the suggestion by Marilynn Weineke for taking down trees to a level where not a hazard would save money .  Members agreed that a survey to determine ownership is needed, and had two proposals for this. Terry said this does not set a precedent (regarding letter from Ken Ross), and the cost would be about $1250, plus about $1500 to remove trees if HOA.    Motion to approve the survey of Lot 43 and a referral to the next board passed with 3 votes yes. CWS has environmental and planting requirements, plus City of Tigard permit of $50. Mackenzie suggested the cost to just take the trees down without a survey would be less – but that idea was opposed.  We have 20 days from Dec. 23 to take action but could ask for an extension.      

Terry Crawford referred to the response needed by the City of Tigard compliance letter., which could require extensive daily fines if not addressed.    Terry will get back to the city, sending a letter of response. 

NEW BUSINESS

1. Tree removal – need to survey.
2. Assessment of $96 (look at financial situation.
3. Architectural Control Committee back in action regarding lots not built on.
4. Maintenance of area above wall (not ours, make it clear who owns)
5. Bylaws, deal with issues
6. Speeding (also accident with dumpster hit up onto sidewalk).
7. Agenda for annual meeting – balance sheet & Expenses as of Dec 31, accomplishments, new 2020 budget proposal, trees, sidewalk, park party. 

Meeting was adjourned at 8:00 pm. 

The new board is going to have a short meeting tomorrow, Monday the 3rd at 6:30pm at Joan Morley’s house, 6630 SW Ventura Dr. There is not a set agenda other than deciding roles.

Everyone is welcome to come.

Thanks, Mackenzie Hart

This is an open letter to all within the WSE area. This day ends my association with the 2019 board to enable me to concentrate on my family and not feel guilty when I miss a meeting. I leave all this to Terry Crawford, the vice chair for 2019. He has picked up a great deal of responsibility over the last few months. Thanks Terry.

I have registered with the city of Tigard the dead trees in the lot behind my home. I hope this too, will come to fruition before those dead trees fall on my home.

I understand there is turmoil within our HOA again. Hopefully the surveyor will help the board with decisions to come.

I want to say thank you to all of you that allowed me to volunteer over the last few years,

Marilynn Wieneke 2019 Board Chair

Page 1:

This is a P R O X Y Form to be used for Washington Square Estates HOA Inc. 2020 Annual Meeting on January 26, 2020 – 3:30-4:30 pm

*Or at any continuation meeting held to reach our required quorum of 20% of lot owners

We will Vote on the Annual Budget for 2020 Elect five volunteers to represent us on the board for 2020

Discuss dead Cedar trees on common property &

The future of our HOA

Please sign this form Give it to board member, to count as a required 20% attendance. Mail it in to WSE HOA Inc. PO Box 230563, Tigard, OR 97281 prior to Jan 12, 2020 Or, Call Marilynn at 503-954-3011 and I will come over and pick up your proxy.

Page 2:

CAN’T MAKE the Annual Meeting on 1-26-20 ?

Sign and Use this Proxy Form

  Mailing label here

 

valid with signature of lot owner for address and lot # above

Signature Line: _____________________________________________________________

This form once signed, entitles the bearer to cast your lot vote.  However, this vote is cancelled if the lot owner, with identification, attends the annual meeting & votes in person.

This answers question 1 about the date

This answers question 2 about what we will vote on

#3 was a statement – ok

The budget sent out with the assessment is the proposed budget for 2020.  This budget was adopted by the 2019 board for presentation at the annual meeting and for use by the new Board.  All financial statements (balance sheets, budget expenditures against budget, etc. are posted on this web or you can get them from our HOA treasurer MacKenzie Hart.  All HOA homeowners are more than welcome to attend any board meeting where the latest budget reports are presented.

As to the dead trees:  The City of Tigard (COT) has clear ordinances about what must me done about hazardous trees before they are taking down and after.  Clean Water Services (CWS) enters the picture when the trees are on property falling inside the defined area of Ash Creek.  I published, on this web site, a clear statement of who is financially and legally responsible for trees within Washington Square Estates.  I can share those rules, ordinances, guidelines and requirements with anyone who wished to see them.  To reiterate in answer to Dianne:  there are presently two hazardous dead trees the Board is looking at for removal.  They are clearly in the CWS area.  It is not decisively clear whether they are on the property of lot #43 or in HOA “common area”.  Once their placement is definitively clear (soon), the Board will act as is appropriate.  If they are within lot #43 boundaries, the home owner of that owns taking those trees down, legally and financially.  If they are on HOA common property, WSEHOA is responsible for them.  These expenses are in the approved budget the Board works within.  The policy re tree removal has been adopted by the Board and was published on this web-site recently.

I assure everyone that this present Board is exercising all due caution, fiduciary responsibility, and legal action re the budget in general and re the trees in particular.  If anyone has questions or concerns, please contact one of us WSEHOA Inc. Board members:  Marilyn Wieneke-Chair, Joan Morley–Secretary, MacKenzie Hart–Treasurer, or me.

Thank you,

Terry Crawford

Vice-Chair

 

 

While reading the letter and budget sent out I am confused.  I understand that it is the proposed budget but I would like to see a balance statement also.  How was the money spent this year, on what and is there any carry over money.

The proxy vote does not have a place for the date and does not state what exactly you are providing your vote to cover.  If you send it in, I think that you need to state on it what you want it to cover.

It has been brought to my attention that there is a possibility that there are trees on individual owned land that may be considered to be taken down by the board.  This is not okay with me.  I am aware of several trees on community property that should be removed that are dead and could fall on homes in the immediate area.  Please clarify this item.

I also have a question on the request for payment.  It does not indicate that I  am current with the dues.  Was my check not processed?  I never received a second notice.  I am just asking.

Thanks for listening to my concerns,   Dianne Kostur.

 

 

Your annual assessment is $96.00. This funds the common property upkeep in WSE.

The State of Oregon requires HOAs to hold annual meetings with an attendance of 20% of membership. Remember last year we had a second meeting to reach the 22-lot requirement. So this year we inserted a proxy form each homeowner can sign and turn over to a friend or the board so your lot vote can count toward the required 20%.

Our annual meeting will be held at the Metzger Park meeting room on Sunday, January 26, 2020 from 3:30-4:30pm.

We will vote/select 5 members to represent us on the 2020 Board. These are 1 year terms with a minimum of 4 meeting per year.

We will vote to accept or change the proposed 2020 annual budget.

Discuss topics of interest and make suggestions to board members for 2020. One such topic will be dead/dying trees.

Sunday, Jan. 26th, 3:30-4:30pm at the Metzger Park Meeting Room

There will be a Special Board meeting Saturday, 21 December 2019, at 3pm.  The topic is tree removal within Washington Square Estates Homeowner’s Association Inc.  The meeting will be held at the home of Vice-Chair Terry Crawford:  7100 SW Ventura Drive.   You can contact Terry at 503-244-0050.

The responsibility for tree removal within Washington Square Estates is dependent on the location of the tree(s) in question.  The process and responsibilities are as follows:

1. “Street Trees” are tree located from the curb to the property line of the individual property are (“public right of way”).  To remove these trees requires a permit from the City of Tigard and replacement by a tree(s) allowed by the City of Tigard (see Tigard ordinance 18.03.s.).  The expense of the tree(s) removal, disposal, and tree(s) replacement are at the cost of the homeowner whose property abuts this right of way.

2.  Tree on the property of the homeowner are the sole responsibility of the homeowner.  A City of Tigard permit is required to remove such trees.  The individual homeowner is responsible for all costs for permits, removal and disposal.

3.  Trees that are in the Washington Square Estates “common areas” are the responsibility of the Homeowner’s Association.  The HOA is responsible for obtaining Tigard City permits, removal and disposal of these trees.  These costs will be paid from the HOA funds as funds are available and as approved by the Board.

4.  All removals must meet the requirements of the Tigard City ordinances applicable.

5.  All trees in the Ash Creek Clean Water Services area (50 feet on either side of Ash Creek) require a City of Tigard permit and Clean Water Services approval.  Clean Water services does not allow removal of downed trees; they are considered habitat.  Contact Clean Water Services for all requirements and approvals.

Reference:  Tigard City ordinance 18.03.s. and City of Tigard Urban Forestry Manual, May 2019.