Approved Minutes For April 2007

Meeting Minutes

4/23/2007

Opening:

Mary Davidson called the regular meeting of the Arbor Ridge Homeowners Association to order at 7:00 PM on 4/23/2007 at Somerset Christian Church.

Present Board Members:

Mary Davidson, Lori Constant, Cathy Parson, Dave Cummings, Ken Pepe, Mike Farris

Not Present: None

Guests:  Michelle Underwood (TMG), April Carroll (TMG)

1. I. Approval of Agenda

The Agenda was unanimously approved as distributed.

1. II. Approval of Minutes

Adjustment to the March Minutes; Mary adjust minutes to reflect Mary did not review minutes

MOTION was made to approve minutes with adjustment– Approve Minutes for March 2007

ALL IN FAVOR

III. Treasurer’s Report

Ken did not receive the Treasures Report; they will need to be reviewed in May Meeting Dave had Question regards large charge on sprinkler repair.  The amount was for sprinkler activation, 98 sprinkler heads, and one timer.  We are over for the month but not over annually. Mary Questioning Bad Debt Expense asked TMG for an explanation.

IV. Homeowner Input

Five H/O Present

Question if you live in the Cottage Collection do you have a choice to pay the H/O dues?

Mary – said that you have to pay for the services. It is part of the purchase of your home.

Michelle will follow up with home owner; she is one of the lots that have never been charged and should have.

Question 174^th & Lapaloma… Gully, wetlands area need attention… Pictures of areas where presented to the board of the wetland and gully areas that have not been cleaned up.

Michelle and April would like them to follow up with the H/O attorney to talk to  Arbor & West Hills; Some dead trees … may need to be cleaned up … walls may need Signage for no climbing, Old Car in the creek? Loose Fence in the      west side of wet lands.

Question Box Elder Bugs; Per Showplace they just started hatching and they suggest spraying

$270 we should wait till they hatch.  Michelle will contact Showplace and discuss options for controlling.

1. V. Management Report

ADMINISTRATION

One Board Resignation

Chandru will need to resign for personal reasons, when things clear up he would still be interested in re-joining if there is a position available.

Compliance Report

Revised Report presented for easier readability and better information.

Meeting Notice Signage

Example of sign verbiage

Need to lock them down with a cable and keyed locks

Change Signs will read:  ARBOR RIDGE

HOA Meeting

Mon @ 7:00 PM

Somerset Christian Church

www.ArborRidgeOnline.com

Signs should cost less than $1000, April will validate costs

Collection Resolution

Signed by Board

Fine & Enforcement Policy Resolution

Dave had question of order of fines to letters; Michelle clarified the information; Mary stated that we had a professional attorney review and TMG believes the verbiage is legal.

MOTION was Made to approve the policy as written – 1 Nay from Dave; 5 In Favor

Audit Resolutions

Was signed as written

Wetlands

TMG has stated that the Turnover will happen; they do have to respond to objections

We want to be a part of the walk through for the wetlands

FINANCIAL

Delinquency Report

There are no pending collections for some of the high delinquencies per VF / NWCM.  TMG needs to continue researching to make sure they do not file a lien if there is already one.  Board will verify if any homes are up for sale.

Audit & Taxes

C&M are working on the Audit for 2006; they are 30 days into it.

Reserve Study

Michelle will email the whole report to the Board.

Delinquent Owners

Being paid as agreed

Overpaid Assessments

Being refunded

16926 Greyhawk

Home Owner is aware of issue

REPAIRS & MAINTENANCE

Tract I

MOTION – to put down a ground cover that is low maintenance, drought resistance – 1 Nay Cathy; 5 in Favor

Moss control

Showplace will do moss control this week in the Cottage Collection

Deduct Meter

Being installed this week

Annual Flowers

Showplace can move forward with $150 purchase

VI. Old Business

Wetland Transition

Already discussed

Neighborhood Watch

Postponed due to unforeseen circumstances of committee chair

1. VII. New Business

Avamere expansion of facilities and services

No concerns by the board, no comments from home owners

Bethany Blvd changes coming

Washington County is beginning to start the process of widening Bethany Blvd

Watering concerns to change Watering to occur less often

We are unable to adjust the watering system because we are on the battery pack system; we would have needed to have a hard wired system by West Hills.

Board Training

Michelle – Eric from Barker Martin said they may be willing to do some training of board members

Barker Martin is doing a Seminar

CAI – has a seminar coming up; CAI chapter in WA might be a better choice then the Oregon chapter.  They are more active then the Oregon one.

New Neighborhood signs showing up on our property

Michelle has been trying to contact West Hills, Arbor Parc & Arbor Heights about placing signage on community property.  West Hills should be respectful of the CCRs since they helped write them for our community.  Michelle will continue to try and get them to cooperate. The Board will be considering having them remove their large sign on West Union & Laidlaw when the time period has expired per our agreement.

1. VIII. Adjournment

Mary adjourned meeting at 8:40 PM.  The next general meeting will be at 7:00 PM on 5/28/2007 at Somerset Christian Church.

Minutes taken by Mike Farris

Approved Minutes For March 2007

Meeting Minutes

3/26/07

Opening:

Mary Davidson called the regular meeting of the Arbor Ridge Homeowners Association to order at 7:00 PM on 3/26/07 at Somerset Christian Church.

Present Board Members:

Mary Davidson, Lori Constant, Cathy Parson, Dave Cummings, Chandru

Not Present:  Ken Pepe, Mike Farris

Guests:  Michelle Underwood (TMG), April Carroll (TMG), Anthony (Homeowner)

1. I. Approval of Agenda

The Agenda was unanimously approved as distributed.

1. II. Approval of Minutes

MOTION was made – Approve Minutes for February 2007

ALL IN FAVOR

1. III. Treasurer’s Report

Ken was not present and Chandru did not receive the report.

Mary and Ken reviewed report

Assets and Liabilities are balanced, Budget for 82K is fine

Main and Cottage – fee income was transferred into Reserve

MOTION was made – Approved Financials for February 2007

1. IV. Homeowner Input

Homeowner Anthony had concerns about $37,000 for watering in Cottage Collection.

Can we cut back on out water to watering every other night to reduce bill.

ACTION ITEM- Mary to ask Showplace if every other day is possible.  Not sure how much                     this change will reduce bill since we are on a commercial rate.

Arbor For Sale Sign – Homeowner asks if this is fair since it is for homes outside of the area.

What are the considerations for other companies/people who want to “buy” the space.

Board says now that we have homeowner input we can voice the opinion                                       that we do not want future signs in the neighborhood.

1. V. Management Report

Compliance Report

Violations are to be in numerical order and will be set up by street and spaced out.  We are

waiting to see the customized report to make it easier  to read.

List of violations brought to the board and handed over to TMG for follow up

Tract I

80% approval is necessary to deed property over.  Showplace to be consulted

about planting the area.  A Maintenance Easement will be proposed to homeowner

MOTION made – ALL in favor

LOT 92/93

Homeowner can’t locate the timer – Showplace will replace if Homeowner is unable to locate

Meeting Signage

5 signs to be purchased for a total of $1,000

Need to lock them down with a cable and keyed locks

Signs will read:  ARBOR RIDGE HOA

Board Meeting

Mon @ 7:00 PM

Sunset Christian Church

www.ArborRidgeOnline.com

Fine and Enforcement Policy Resolution

Changes to wording to be made

MOTION made – ALL in favor

Newsletter

Mike Farris continuing to work on this

Delinquency Report

Report was reviewed, we will see only 60 day or more on the report 26K is outstanding on Cottage             Collection, NWCM is not communicating the status of collection on delinquent accounts

Landscape

John from Showplace recommends spraying for moss

MOTION made – Mary able to approve spraying for moss up to $500

Wetland

Letter to go from Attorney to put West Hills Development on Notice that they are responsible to fix        any problems in the wetland area

VI. Adjournment:

Mary adjourned meeting at 9:00 PM.  The next general meeting will be at 7:00 PM on 4/23/07 at Somerset Christian Church.

Minutes taken by Cathy Parson/typed by Lori Constant

Approved Minutes For February 2007

Meeting Minutes
2/26/2007

Opening:

Mary Davidson called the regular meeting of the Arbor Ridge Homeowners Association to order at 7:00 PM on 2/26/2007 at Somerset Christian Church.

Present Board Members:

Mary Davidson, Mike Farris, Ken Pepe, Lori Constant, Cathy Parson, Dave Cummings

Not Present:

Guests: Michelle Underwood, April Carroll – TMG

I.          Approval of Agenda

• The Agenda was unanimously approved as distributed.

II.        Approval of Minutes

• MOTION was made – Approve Minutes for January 2007
• ALL IN FAVOR

III.       Treasurer’s Report

• Financials are not available and will be put off till next month

IV.       Homeowner Input

• Newspapers not being picked up by home owners that are home. (NEWSLETTER)
• List of violations brought to the board and handed over to TMG for follow up
• Add news letter Painting and washing the house for moldy

V.                Management Report

Compliance Report

• Reviewed the compliance report in the Management Report

General Council Retainer

• We were not charged for review
• They would be council to us and not to TMG, $500 retainer and contract is good for two years
• MOTION was made- To hire Barker Martin as our council and pay them the $500 retainer fee.
• ALL IN FAVOR
• ACTION ITEM – TMG to inform Barker Martin of decision

Tract I

• It might be needed to have home ownership vote to deed it over. TMG wants to research our documents and make sure we can legally deed the property over.
• ACTION ITEM – TMG to follow up with concrete repair for Sidewalk Specialist, follow up with Eric on what we should do with the deed.  They will also follow up with the Home Owner

Lot 92/93

• Home Owner of lot 91 is agreeable to getting water hooked back up at home owners expense and return it to the original installation and have a deduct meter.  Show place will read the meter.
• ACTION ITEM – TMG will finalize work with home owner and Showplace
• Rules and regulations
• Adopt Policies for Fence Stain; this can be used as a pre-approval for home owners and only need to ARC for approval of stain colors. (NEWSLETTER)
• Michelle can send us examples of Architectural Guide Lines.
• ACTION ITEM – TMG will get us price information
• Was presented to the Board for review.  Needs to go out with the next Newsletter (NEWSLETTER)
• Changes to the resolution are the lien processes. Saving to H/O in the long run as the process is in house vs. using an attorney to process.
• Send the first week of April to H/O w/ Newsletter and adopt in April Meeting to allow H/O input.
• TMG is working on this and needed board input
• Aiming for end of March Spring Newsletter
• Add Pet pickup info, collection resolution, ARC guidelines, newspaper pickup,
• Reviewed
• Proposal to audit for audit review for 2005 ($2350) and audit for 2006 ($5000)
• Pose the Question to Barker Martin if we should pursue 2005 review because we would need to as we are doing a full 2006
• MOTION was made – To adopt the Currie & McClain Bid for 2006 and hold off on the 2005 BID until our General Council opinion advises if we should do a review of 2005
• ALL IN FAVOR
• ACTION ITEM – TMG to follow through with Currie & McClain and Barker Martin
• For 2006 we need to have a Maintenance Plan and update our reserve study
• Suggestion to use Dan Huntley that did the 2004 study. Cost would be $550 plus the cost of a maintenance plan.
• MOTION was made – Hire Dan Huntley WSC to update our reserve study for $550 and if they propose maintenance plan for $500 or less we authorize TMG to move forward with it.
• ALL IN FAVOR
• ACTION ITEM – TMG will follow up
• TMG has made a payment agreement with the Home Owner to fit their request.
• PGE was called to fix street lights
• Washington County needs to be contact instead of Beaverton
• Still evaluating some broken fence
• Planting Schedule was presented from Show Place $1400 cottage $1864 for common areas
• Change side yard 16943 Greyhawk to non-grass ($250)
• Deduct Meter for Lot 91 ($356)
• MOTION was made – to accept the bids for shrub replacement, 16943 Greyhawk reconfigure and Deduct Meter for Lot 91
• ALL IN FAVOR
• ACTION ITEM – TMG to follow up with Show Place to complete these items
• Proposal to put in drainage for areas that we have drainage problems.
• ACTION ITEM – TMG to check with Barker Martin and if West Hills should fix these areas.
• MOTION was made – to grind the stump out on oak creek & laidlaw and clean up area
• ALL IN FAVOR
• ACTION ITEM – TMG to notify Showplace to move forward

Rules and Regulations

Meeting Signage

Collection Resolution

Fine and Enforcement Policy Resolution

Newsletter

Delinquency Report

Audit & Taxes

Reserve Study

Special Circumstances Owner

Light Poles

Street Signage

General Maintenance

Landscape

Wetland Drainage

Street Trees

1. VI. New Business

Appoint New Board Member

• MOTION was made – to appoint new board member to board
• ALL IN FAVOR

• ACTION ITEM – TMG to provide any needed information

VII.     Adjournment:

Mary adjourned meeting at 9:00 PM. The next general meeting will be at 7:00 PM on 3/26/2007 at Somerset Christian Church.

Minutes submitted by:                              Mike Farris

Newsletter March 2007

Approved Minutes For January 2007

Meeting Minutes
1/22/2007

Opening:

Mary Davidson called the regular meeting of the Arbor Ridge Homeowners Association to order at 7:04 PM on 1/22/2007 at Somerset Christian Church.

Present Board Members:

Mary Davidson, Mike Farris, Ken Pepe, Dave Cummings

Not Present: Cathy Parson, Lori Constant

Guests: Michelle Underwood – TMG

I.          Approval of Agenda

• The Agenda was unanimously approved as distributed.

II.        Approval of Minutes

• MOTION was made – Approve Minutes for November 2006
• ALL IN FAVOR

III.       Treasurer’s Report

• A Final Financial was not sent by NWCM for November and December 2006.
• Michelle from TMG will contact their Accounting Department to send them to the Board.
• TMG will have their first Financials for January 2007 for the February 2007 Board Meeting.

IV.       Homeowner Input

• Three Home Owners Present
• New Home Owner was present.  He had questions on HOA dues and how they were billed and applied to the community.  Since he moved in during December his file has not caught up to TMG.  TMG will research and contact him.
• Home Owner had Questions on how to submit an ARC application..

V.                Old Business

Holiday Light Contest

• Prizes were awarded to Home Owners on the night of judging.
• Harrison Family on Gold Canyon received $100 Safeway Gift Card
• Martin Family on Tucson received $75 Fred Meyer Gift Card
• Bybee Family on Arizona received $50 Target Gift Card

Tract I

• Concrete repair was not completed by NWCM before turn over to TMG.
• ACTION ITEM – TMG will follow up with bids to repair concrete and will get up to speed on deed process

Lot 92/93 Irrigation

• MOTION was made – Homeowners will maintain the watering and replacement of the Arborvitae.  The Property is not common property owned by the HOA.  The HOA will continue to Trim and Fertilize and spray for bugs.  Lot 92 will need to start watering their section of Arborvitae.
• ALL IN FAVOR
• ACTION ITEM – TMG to follow instruction in the motion and contact home owners of decision.

Showplace Planting Schedule

• ACTION ITEM – TMG will contact landscaper and line up action items for the board as to what plants need to be replaced

1. VI. New Business

Spider Mite Spraying of Arborvitae

• MOTION was made – Showplace to move forward with spraying.  Board would like to know if spraying compound is a chemical that Home Owners need to be notified about before it occurs.
• ALL IN FAVOR
• Home Owners Tom and Karen would like to co-chair a committee to start a Neighborhood Watch Program.  They will research with law enforcement as to what it will take to start the program and possible ways of communicating to Home Owners.  They will report back on their status in the Feb 2007 meeting.
• MOTION was made – To create committee.
• ALL IN FAVOR
• The Board desires a better and more efficient way of notifying Home Owners of Board Meetings.  We are looking at signs for the main entrances.
• Michelle @ TMG will bring a sample of what they have done for other associations in the Feb 2007 meeting.
• Sign would contain Verbiage:  Arbor Ridge HOA Meeting; This Monday @ 7pm; Visit Web Site www.ArborRidgeOnline.com for more information. TMG Updates
• Michelle @ TMG will bring a sample of what they have done for other associations in the Feb 2007 meeting.
• ACTION ITEM – TMG will cancel all current collection and lien processes set up with NWCM and bring them in house.
• ACTION ITEM – TMG will help in setting up a retainer for General Council.  They will follow and report back to the board.
• ACTION ITEM – TMG will check on the status of our 2005 and 2006 Financial Audit.  If the 2005 is not complete they will get a proposal for the Audit as well as get a proposal for the 2006 Audit.  After Jan 2007 Financials are completed they will have a better recommendation as to the type of Audit we should have done.
• ACTION ITEM – Hardship request from Home Owner.  Michelle will get more info on Home Owner records so the board can make a decision.
• ACTION ITEM – Board resend Term lengths and Dates to TMG
• ACTION ITEM – Reserve Study. Michelle will contact vendor and provide board with updates and recommendations.
• ACTION ITEM – Collection Resolution.  Michelle will help us amend our resolution for collections to be up to date.
• ACTION ITEM – Fine and Enforcement Policy.  Michelle will work with us to put one in place.
• Signature Cards were signed for new bank accounts.
• Home outlined by Cathy on the Board will be followed up by Michelle on violations.
• Newsletter content for the spring to include info on re painting Trim, washing house and revised resolutions.
• ARC forms should be emailed to Board Member Mike from TMG for review.
• TMG has a directors Workshop on Feb 24^th 2007 that they would like board members to attend from 9 am to 3pm.  Information to follow

• ACTION ITEM – TMG to contact Showplace and Verify Chemical and report to Board

Neighborhood Watch Committee

Meeting Signage

TMG Updates

VII.     Adjournment:

Mary adjourned meeting at 8:46 PM. The next general meeting will be at 7:00 PM on 2/26/2007 at Somerset Christian Church.

Minutes submitted by:                              Mike Farris

Approved Minutes For Special Meeting November 2006

Meeting Minutes
11/20/2006

Opening:

Mary Davidson called the Emergency meeting of the Arbor Ridge Homeowners Association to order at 7:00 PM on 11/20/2006 at Avamere, Meeting chair was turned over to Ken as Mary is a member of the Management Search Committee.

Present Board Members:

Mary Davidson, Ken Pepe, Mike Farris, Cathy Parson, Lori Constant

Not Present: Dave Cummings

Guests: Michelle Underwood and Michelle B from The Management Group

I.          Management Company Search Committee

• The purpose of this meeting is to discuss the recommendation and interview the committee’s selection of a new management company to manage the HOA after the contract expires with Northwest Community Management on 12/31/2006.
• Discussion of the material provided
• Question and Answer session with The Management Group
• MOTION was made – To select The Management Group as the new management company based on the Search Committees research and recommendation. K/C
• ALL IN FAVOR

• ACTION ITEM – NWCM to follow instruction in the motion

II.        Adjournment:

Ken adjourned meeting at 8:25 PM

Minutes submitted by:            Mike Farris

Approved Minutes For November 2006

Meeting Minutes
11/27/2006

Opening:

Mary Davidson called the regular meeting of the Arbor Ridge Homeowners Association to order at 7:00 PM on 11/27/2006 at Somerset Christian Church.

Present Board Members:

Mary Davidson, Mike Farris, Cathy Parson, Dave Cummings, Lori Constant, Bill Brewer

Not Present: Ken Pepe

Guests: N/A

I.          Approval of Agenda

• The Agenda was unanimously approved as distributed.

II.        Approval of Minutes

• MOTION was made – Approve Minutes for Oct 22^nd 2006
• ALL IN FAVOR

III.       Treasurer’s Report

• Ken dictated to Mary prior to the meeting that he felt the Financials were in good shape and under budget.

IV.       Homeowner Input

• Five home Owners Present
• Hearing #1; ARC application Lot 278; Homeowner is going to revise his plan to accommodate for costs and landscaping changes.  Discussion over second story deck occurred and he will not pursue this.  He will update his plans and the Arc will make arrangements to visit him and his architect to review the final plan.
• Hearing #2; CCR Violation Street Parking Lot 517; Board heard homeowner in regards to the violations.  Homeowner commercial vehicle is constantly parked on the private street at different times of the day.  Homeowner has not adhered to several letters and previous hearing to keep the commercial vehicle parked in his driveway.  Homeowner has been notified that he will be fined $100 per an occurrence going forward, the board has asked him for the final time to adhere to the CCR’s and the boards request to keep his commercial vehicle and any personal vehicles parked in his garage and driveway.
• Home Owner Present asked about parking on the street in other areas.  The areas in question are under county jurisdiction and would need to contact Washington county Sheriff to have the vehicle towed or ticketed.  Referred homeowner to our web site for more information on contacting them.
• Home Owner has a list of things that he would like to see the board address.  The list is available to the board and the board will look into the ideas after the beginning of the year.  Encouraged Home owner to be involved with possible committees the board could create to explore some of their ideas.

V.                Old Business

Holiday Celebration

• Holiday Light judging will occur on Dec 16^th 2006.
• MOTION was made – to allow expense of the gift cards and expense for celebration.
• ALL IN FAVOR

Newsletter

• Newsletter will be sent out via NWCM after costs are confirmed

1. VI. New Business

Tract I

• MOTION was made – to repair the concrete sidewalk crack and quick deed the Tract over to homeowner.
• ALL IN FAVOR
• ACTION ITEM – NWCM to follow instruction in the motion

Lot 92/93 Irrigation

• Placing on hold till new year to address new items with new management company

Showplace Planting Schedule

• MOTION was made – to have plant replacement occur in Feb/Mar of 2007
• ALL IN FAVOR
• No December Meeting will be held
• It was announced that after careful consideration, searching and research that we have decided and voted upon in a Emergency Meeting held on Oct 20^th 2007, that we will not renew our contract with Northwest Community Management and we will enter into a contract with The Management Group.  Details to the home owners will be coming soon.
• MOTION was made – To approve the 2007 budget with no changes
• ALL IN FAVOR

• ACTION ITEM – NWCM to contact Showplace to re-evaluate plants in the spring for Feb/Mar replacement

December Meeting

Management Company change

Proposed 2007 Budget

• ACTION ITEM – NWCM to implement budget

VII.     Adjournment:

Mary adjourned meeting at 8:40 PM. The next general meeting will be at 7:00 PM on 1/22/2007 at Somerset Christian Church.

Minutes submitted by:            Mike Farris