Dead Bushes, Dead Trees, Abundant Overgrowth. What Vegetation Do You Suggest Be Trimmed Back and Removed

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2 PM on Wednesday April 16 the board, along with interested community members, will be undertaking a comprehensive ‘village walk-about’, the purpose of which is to identify areas of ‘vegetation control and correction’.  The concern is both visual, improving landscape results, and functional, the elimination of fire risk ‘fuel’ potential.

  • Addressing an overall neighborhood aesthetic landscape goal will be focused on the removal of the overabundance of weed overgrowth, including dead and diminished berry vines.  It will also look at the removal of dead and dying trees and vegetation.  Consideration will be areas where vegetation ‘thinning’ in the common areas will further enhance the complimentary quality of a clean landscaped presentation.
  • Removing dead vegetation will not only clean up the overgrowth of dead vegetation that diminishes the overall clean landscape appearance we see bordering our individual streets throughout the village but will also remove a great deal of the potential fire risk.

The walk-about is intended to identify areas of and pockets of improvement.  If you and / or members of our community have a particular item or area you would like included in the collection of data, please let us know.  Write it up and send a return email to Roger at rogerblackthorn@gmail.com.  Do this by next week and before the 14th to be included in the walk.

Important.  We’d also like your input on how we address the implementing the pursuit economically.  Cost will be greatly reduced if we are able to field a volunteer effort.  Any volunteer focus will be intentionally short in duration and on a project-by-project basis.  So, as we have for past projects, hands-on participation will be an announced and scheduled community event.  If you want to help, please take a moment to note your interest on the return note.

Thanks all for adding to the foundation of putting this together.  We look forward to hearing back before the 14th.

Regards,

Roger

Timberton Village Homeowners Association Quarterly Board Meeting – March 24, 2025 MINUTES

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Board Members Present: Roger Bryan, John Sweet, Ann Maynard, Teresa Daugherty, and Tom Snelson

Others in Attendance: Gail DeLuke, Kathy Kubesh, Barb and Les Phillips, Terra Girard, Sharyn Tidwell, Peter Porter, Karolyn and Jim Kloetzel, Dan and Verba Abbott, Rich Durbin, Ruth Gribbin-Schmitt, Gary Daugherty, John Germain

 

The March 24, 2025 Quarterly TVHA Board Meeting was called to order at 5:30 pm. The meeting was held in the Bay Club classroom located at 120 Spinnaker Pl, Port Ludlow, WA. All members of the Board of Directors were present.

John Sweet moved, and Teresa Daugherty seconded, approval of the meeting agenda. The motion was approved. Ann Maynard subsequently moved, and Teresa Daugherty seconded, approval of the minutes from the December 10, 2025 Quarterly Board Meeting. This motion was also approved unanimously.

Members of the Board introduced themselves.

Reviewed ARC applications received during the past Quarter. The Daughertys had a dead tree removed from the common area bordering their property. The Tidwells completed trimming of brush on their property.

John Sweet noted that the Vegetation Committee was closely watching two leaning trees – both have rot at their base. John suggested that (as necessary) these trees could be removed by volunteer labor.

Roger Bryan and John Sweet discussed another tree that seems to be leaning over a house in the Village.

Ann Maynard presented the financial report. Budget continues to be in balance. There are no outstanding accounts payable or receivable. Ann anticipates that an additional $ 9600.00 in revenues will be received by the end of the fiscal year. There is a total of $ 65,000.00 deposited over three separate CD’s. Of this amount, $ 55,000.00 is dedicated toward capital replacement reserves. This represents 214 percent of the required reserve funding.

Ann explained that the most significant change in the TVHA finances (other than the increased interest received from the CD’s ) was rising insurance expenses.

She does not anticipate a need to increase TVHA dues for the coming year, and possibly for the foreseeable future.

Ann noted that the 2025-2026 budget needs review and approval.

She also moved that the monthly payment to TVHA bookkeeper Marcia Dreyer be increased to $ 200.00 from the current $ 150.00. Roger Bryan seconded the motion, which carried unanimously.

Roger Bryan then reported on the status of the Firewise program proposal. A report will be soon available focusing on individual homeowner responsibilities. A walkaround with Fire Department representatives occurred the past week.

Roger noted that due to frustration within the Firewise Committee, further activity has been stopped, and the committee disbanded.

General discussion ensued.

Gary Daugherty was thanked for all his efforts in gathering and presenting Firewise materials and tips.

Gary noted that the fire department is available and willing to come out to individual homeowners’ homes and conduct fire risk assessments.

He also reported that the longstanding logging agreement between Jefferson County and the PLC is expiring. He suggested that the TVHA may wish to be involved in ongoing discussions concerning future logging in the community.

Roger Bryan gave an update on the status of the TVHA website. Sharyn Tidwell has volunteered her son, Jim Tidwell, to be our new webmaster.

Members were encouraged to come forward as candidates to fill three expiring Board positions.

John Sweet explained the role of the Vegetation Committee chairman.

Concerns were raised over the gardeners leaving debris in the woods. All debris should be removed.

Roger Bryan moved the meeting be adjourned. Teresa Daugherty seconded the motion, and the meeting was adjourned at 6:30pm.

March 24, Timberton HOA Quarterly Board Meeting  – Summary Report of Interest

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In addition to the normal committee reporting and financial status statements, two primary items of discussion were of specific interest:

  • The on-going Status of the Wildfire Advisory Committee; and,
  • The forthcoming concern regarding 3 Potential Vacating Seats on the Board!

Wildfire Risk Assessment:  

The recent issue of The Voice addresses “Wildfire Preparedness” with an all-important reminder that ‘wildfire risk’ is an entire community concern.  In the same issue, the idea of a community fire involvement interest is further complemented with a follow-on article regarding “East Jefferson Fire & Rescue ‘Firefighters in Training’.  Both timely articles.  

At the last December Board Meeting we started with an introductory discussion on “How to Prepare Out Homes and our Village for Wildfires”, and the establishing of our own Timberton Village “Wildfire Safety Advisory Committee.”  The intended focus was to be the mitigation of fire potential risk in preparing both home and common village areas and, the vital awareness of identifying village evacuation routes, and the when and which way out to find access in order to evacuate.  

Attached, please find a comprehensive summary report as presented by Sue Cross, Committee Chair.  

There are two primary focus points: (a)  the risk to homes and individual properties and, (b) the risks to common areas within TVHA control.  The report further invites a pro-active and involved interest by members of our community, and participation, a voluntary neighborhood participation, joining in with the committee effort.

Three Members of the Current Board of Directors are leaving the board.

Our current board is 5 members serving for two-year terms.  The members terms are staggered so that there is an overlap of continuing and newly elected members. By our CC&R guidelines, we can have a minimum of 3 and a maximum of 9 members. 5 members is a workable standard.  Officers are President, Vice President, Secretary and Treasurer with designated committee chair positions and participation.

Three current board members are ending their respective terms.  The election of replacement and new board members is in June.  It’s not a difficult effort but definitely anticipates a conscientious and actively involved effort.  This note is the first head’s up that we will be seeking candidates and their resumes by the May ‘candidate and budget ratification mailing.  May we suggest that we hear of a possible interest before May 1st.

Timberton Village HOA – Board Meeting Agenda for 17 Jun 2024

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TIMBERTON VILLAGE HOA

BOARD MEETING

JUNE 17, 2024 [ 5:30 – 6:30 ]

AGENDA

Call to Order

  • Determine Quorum.
  • Approve Agenda for this June 17, 2024  meeting of the board.
  • Approve Minuets of the March 25, 2024 Board Meeting.

Welcome Comments

  • Roger Bryan

Introduce the Board 

  • Teresa Daugherty – Architectural Review Committee Chairperson
  • John Sweet – Vice President – Vegetation Management Committee Chairperson
  • Chuck Baumann – Finance Committee Chairperson
  • Dave Reineke – Secretary
  • Roger Bryan – President – Village Community Affairs & Volunteer Effort

Acknowledge member attendance and introduction of new members 

  • From the floor

Committee Chairperson Report

  • ARC –  Architectural Review Committee – Teresa
  • VMC  – Vegetation Management Committee – John
  • Financial – Financial Management – Chuck
  • Volunteer – Planned Activity – Roger

Balance of Meeting Protocol

  • GENERAL COMMENTS FROM THE BOARD
  • GENERAL COMMENTS FROM THE FLOOR
  • NEW BUSINESS
  • OLD BUSINESS
    • Board will carry on after the adjournment to do a preliminary ballot count; vote count and budget ratification.
  • ADJOURN
    • After meeting – Board Members

Roger Bryan

TVHOA Board Meeting Minutes – 25 Mar 2024

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Timberton Village Homeowners Association

Board Meeting Minutes

(Pending final approval at next board meeting)

Bay Club, 5:30 p.m., Monday, March 25, 2024

 

  1. Meeting was called to order and quorum established at 5:30 p.m. Board members present: Roger Bryan, Chuck Baumann, Teresa Daugherty, John Sweet, David Reineke. Homeowners present: Lydia Kelly, Eva Van Buren, Barb Phillips, Les Phillips, Butch Hamilton, John Auty, Rich Durbin, Carol Durbin.
  2. A motion was made and seconded to approve the agenda, and it passed unanimously. A motion was made and seconded to approve the minutes of the last board meeting, and it passed unanimously.
  3. Welcoming comments by board president Roger Bryan. Roger noted issues, including the upcoming annual meeting and election of board members. There are two members whose terms are expiring. Roger also noted recent issues concerning a cougar seen in the neighborhood and the matter of someone apparently camped in their car at the Timberton Loop trailhead off Timberton Drive (the lower lot). There was a discussion on the need for residents to be aware of their surroundings and take care when outdoors. If people see a problem or concern, they should notify the board.
  4. The ARC report was presented by Teresa Daugherty, ARC chairperson. Nothing to report. ARC activity is posted online.
  5. The Vegetation Management Committee report was presented by John Sweet. John reported that homeowners will be contacted shortly regarding annual backflow testing. It has also been determined that the county is responsible for clearing downed trees blocking neighborhood streets, but clearing may be done by the HOA in cases of emergency. John has worked out new contract terms with the HOA’s landscaper, Louis Ramirez, for the fiscal years 2024-2026.  In general, John is pleased with the current contractor and would prefer to keep working with him if possible. Louis has been doing the same work at the same rate for four years. The new contract provides for an increase of approximately three percent: the current rate for general landscaping will increase from $1,300 to $1,350; the work at the retention ponds will increase from $1,560 to 1,610; and the one-time annual clearing will increase from $400 to $450. A motion to approve the proposed contract was made, seconded, and approved unanimously.
  6. The financial report was presented by Treasurer Chuck Baumann. The HOA has a total of $84,725.99 in the bank, including approximately $55,019 in CDs in the reserve account at Edward Jones. The HOA recently received the first interest installment of $1,474. Chuck also noted that the HOA recently paid the costs for maintaining the HOA website for three years, and that the HOA has received payment from Edgewood HOA for hosting their website. The HOA has recently paid property tax of $82.50. There was a discussion on whether the HOA should invest some of the money in the contingency fund in CDs. It was agreed to postpone discussion until the budget committee meets to work on the next proposed budget.
  7. The Volunteer Committee report was presented by Roger Bryan. He noted that the volunteers are available as needed to do work such as light brush clearing in the neighborhood, and that heavier clearing and cutting should be done by paid contractors.
  8. New Business.
    1. The board noted that it had conducted the annual insurance review on February 22, 2024. Our insurance agent, Diana Kaspar, met with the board by teleconference and outlined our current coverage and options for increased coverage when our policy is up for renewal in June 2024. Our current policy with CAU provides $2M coverage for general liability and $2M for officers’ coverage. A motion was made to increase the insurance coverage to $6M for general liability and $6M for officers’ coverage. This would be accomplished by reducing the CAU policy to $1M for general liability and $1M for officers’ coverage and then adding an excess liability (umbrella) policy providing $5M general liability coverage and $5M officers’ coverage, for a total of $6M for general liability and $6M for officers’ coverage. This would increase the annual insurance premium by approximately $800 per year. As noted by Diana Kaspar, the costs could increase between now and the time the policy is set for renewal. After discussion, the motion was amended to approve the increased insurance coverage as long as the increased cost does not exceed $1,000. The amended motion was seconded and approved by a vote of 4 to 1.
    2. It was noted that the budget committee will need to meet soon to work out the proposed budget for the next fiscal year to be voted on by homeowners at the next annual meeting.
    3. It was noted that there will be two openings for board members to be elected during the next annual meeting, scheduled for June 24, 2024. Chuck and Roger are both at the end of their terms and will decide whether to run for reelection. An election committee will be needed to solicit volunteers. Additionally, the next quarterly board meeting is set for June 17, 2024, and ballots, the proposed budget, and paperwork regarding the annual meeting will need to be mailed out prior to that. It was agreed that the board should hold a working session prior to plan the annual meeting and member social, finalize paperwork, stuff envelopes, and mail out documents for the annual meeting. We will also need to coordinate with SBCA and obtain the necessary beverage permit.
    4. A summary of the neighborhood greeters program was presented and discussed. All streets in the HOA have designated greeters to contact new residents.
    5. There was a discussion with homeowners concerning recent security and safety issues. Residents noted concerns with the suspicious vehicle parked at the Timberton Loop parking lot. Questions were raised as to whether the lot is owned by TVHA or PLA. One resident was informed that TVHA owns the lot, but the county website lists PLA as the owner. Residents were concerned about the presence of drug paraphernalia and garbage near the vehicle. There was a discussion about a car parked at the upper parking lot at the end of Timberton Drive, and Roger noted that it will be addressed. Some homeowners suggested installing a security camera to monitor traffic at the top of Timberton Drive and installing a “neighborhood watch” sign near the entrance to the neighborhood. The recent cougar sighting was discussed further, with a consensus that there is no need currently to contact authorities. We live in the woods and such things are to be expected, but residents should remain aware of these situations.
  9. A motion was made and seconded to adjourn at 6:25 p.m. It passed unanimously.