Meeting Minutes are posted only after they have been approved by the board at the following meeting. For Example – Meeting on Jan 1st would be Approved on the next meeting and posted to the web site. If the next meeting was Feb 1st, then that is when they would be posted.

Arbor Ridge P.U.D Homeowners Association Board of Directors Meeting

Tuesday, January 14, 2025, 6:30 PM (Meeting held via Video Conference)

1. CALL TO ORDER – 6:30 pm.
2. EXECUTIVE SESSION – Board went into Executive Session to discuss Accounts in Collections – after coming out of Executive Session, the Board approved a motion to send all 6 accounts noted in the AMS report/email to collections attorney Vial Fotheringham, as recommended by AMS
3. OPEN FORUM – comments received regarding dead arborvitae on Laidlaw at 4232 Diamondback. AMS will ask Pacific Landscape to prepare a bid for replacing dead arborvitae
4. APPROVAL OF MINUTES – September 9, 2024, & January 6, 2024 – approved
5. ADMINISTRATIVE

   1. 2024 Arbor Ridge Reserve Study – information only – AMS to ask consultant to include corrected 2025 reserve study to reflect accurate contributions numbers for Main and Cottage
   2. Pacific Landscape Management Invoice Approval & Ratification

      • Approved proposals:
      • 239726 – $710 Cottage Reserve Fund
      • 243639 – $122 Cottage Reserve Fund
      • 243954 – $510 Main Reserve Fund
      • 246474 – $2,884 Main Reserve Fund

   3. Landscape Proposals

      • Pacific Landscape #226139 – 4580 White Mountain arborvitae removal/replacement – not approved
      • Pacific Landscape #226136 – 16534 Oak Creek – $2,028 Cottage Operating -Landscape Other – approved
      • Showplace #32344 – Blackberry Removal for 10 homes not 12 homes area (Main Reserve Fund $6,347.5) – approved
      • Laidlaw Tree Planting – 3 trees – tabled until March 11, 2025, meeting

   4. Tree Trimming Proposal

      • SavATree Proposal #1254502 -West Union Tree Trimming – duplicate proposal from September -Board approved other proposal and work completed in November – no action taken

   5. Laidlaw Sidewalk Proposals

      • American Pride Proposal #2024-ARHA-00008 – $3,829 – Main Reserve Fund  – approved

   6. Ratify Approval of 2024 Tax Review – approved

6. FINANCIAL

   1. Balance Sheet – information only
   2. AR Aging Report – information only

7. HOMEOWNER CORRESPONDENCE/REQUESTS

   • 4232 NW Diamondback – AMS to request Pacific bid for arborvitae replacement
   • 4288 NW Diamondback – information item only, no violations found
   • 16792 NW Desert Canyon – owner trimmed trees
   • 16674 NW Arizona – Board members Kay and Mary will prepare a draft resolution specifying one fence color for walkway fences

8. NEW BUSINESS

   1. Beaver Dams – AMS to request the Oregon Department of State Lands for evaluation of beaver dam problem
   2. Walkway Behind Arizona Drive Estimate/Update – AMS to request Pacific Landscape to prepare options/proposals for improving the walkway area behind NW Arizona

9. UNFINISHED BUSINESS
10. NEXT MEETING DATE
11. ADJOURNMENT – adjourned at approximately 8:05 p.m.

Recently we have sent the following letter to specific impacted homeowners to help remind them of the maintenance on non-HOA arborvitaes and provide an option for a fence style that has been adopted by the board.

September 4th, 2024

Dear Homeowners,

This letter serves as a reminder for those whose properties back up to a black chain-link fence where arborvitae is planted. These trees, located inside the fence, are owned and maintained by the respective homeowners. Both the Board of Directors and some homeowners have observed that certain arborvitae, particularly those near walking paths, wetlands, and green spaces, are showing signs of distress and require attention.

As outlined in the HOA governing documents, homeowners are responsible for maintaining these arborvitaes as part of their landscape. This includes watering, trimming, and replacing any trees that do not survive. Please note that the Association’s irrigation and landscaping contracts do not extend to arborvitae planted within a homeowners’ backyard inside the black chain-link fence.

Recognizing the potential cost of maintaining these trees, the Board has adopted a new policy aimed at reducing long-term maintenance expenses for homeowners. At the September 2024 board meeting, the Board approved an option for homeowners to replace arborvitae in these areas with a “Solid Panel Good Neighbor Fence with Top Cap.” This policy was also shared with homeowners during the Annual Meeting in October.

This approved fence style offers a straightforward installation next to the black chain-link fence only, and provides several benefits, including:

• Restoring homeowner backyard privacy
• Maximizing usable homeowner property space
• Reducing long-term homeowner maintenance costs
• Ensuring a consistent and cohesive aesthetic throughout the neighborhood

The fence seamlessly complements both existing healthy arborvitae and the current “Good Neighbor Fence with Top Cap” design used within the community.

Important Note: Homeowners with healthy arborvitae that prefer to retain their trees, are not required to replace them with a fence. This policy is simply an option for those who wish to replace distressed or dead arborvitae in the future. As always, homeowners are expected to maintain any existing arborvitae and fencing as specified in the HOA governing documents. If you desire to make landscape and exterior changes, please visit our website: https://www.arborridgeonline.com/forms/architectural-review/ and file an ARC Request for changes.

Meeting Minutes are posted only after they have been approved by the board at the following meeting. For Example – Meeting on Jan 1st would be Approved on the next meeting and posted to the web site. If the next meeting was Feb 1st, then that is when they would be posted.

Arbor Ridge P.U.D Homeowners Association Board of Directors Meeting

Monday, January 6, 2025, 6:30 PM (Meeting held via Video Conference)

1. I. CALL TO ORDER

   • 6:43 pm

2. II. ELECTION OF HOA BOARD OF DIRECTORS

   • President: Joe Lopez
   • Vice President: Kay Syravong
   • Treasurer: Mike Farris
   • Secretary: Todd Behunin
   • Directors at Large:
   • Mary Marek Johnson
   • Jenny Krems
   • Daryl Stewman

3. III. ADJOURNMENT

   • 7:40pm

Meeting Minutes are posted only after they have been approved by the board at the following meeting. For Example – Meeting on Jan 1st would be Approved on the next meeting and posted to the web site. If the next meeting was Feb 1st, then that is when they would be posted.

Arbor Ridge P.U.D Homeowners Association Board of Directors Meeting

Tue, September 10, 2024, 6:30 pm (Meeting held via Video Conference)

I. CALL TO ORDER

6:31 pm

II. OPEN FORUM

Nothing discussed

III. APPROVAL OF MINUTES

Motion to approve July 16, 2024 meeting minutes – approved.

MANAGEMENT REPORT

IV. ADMINISTRATIVE

1. 2025 Draft Arbor Ridge Main Budget

   1. Motion to approve Main Budget – approved

2. 2025 Draft Arbor Ridge Cottage Collection Budget

   1. Motion to approve Cottage Collection Budget – approved.

3. SavaTree Proposal – Pruning Along West Union Road

   1. Motion to approve Proposal #1235969 for the amount of $12401.00, authorizing AMS to transfer funds from the Main Reserve account – approved.

IV. FINANCIAL

1. Balance Sheet

   1. Briefly discussed – budget is healthy.

2. AR Aging Report

   1. Briefly discussed.

V. HOMEOWNER CORRESPONDENCE/REQUESTS 

1. 16788 NW Arizona

   1. Motion to remove the recently planted cherry laurels and extend the compliance deadline one year from now – approved.

2. 16862 NW Desert Canyon

   1. AMS to follow up with the homeowner and clarify the CC&R policies as they apply to their situation.

3. 16942 NW Arizona

   1. Motion to allow the homeowner to keep their modified good neighbor fence – approved.

4. 17076 NW Oak Creek

   1. AMS to collect three bids to do the work.

5. 17151 NW Gold Canyon

   1. Motion to approve the fee waiver request contingent on the homeowner submitting an ARC form to improve the existing lawn – approved.

VI. NEW BUSINESS

1. Irrigation Repair Invoices

   1. Motion to approve the following invoices for irrigation repair totaling $8390.60, authorizing AMS to transfer funds from the Cottage Reserve account – approved.

2. Motion to approve Contract# 240013 totaling $474.00, authorizing AMS to transfer funds from the Main Reserve account – approved.

2. Landscape Improvement Proposals

   1. Cottage Collection Lawn Aeration

      1. Motion to approve Contract# 198603 totaling $2112.00, authorizing AMS to transfer funds from the Cottage Operating account – approved.

   2. Main HOA Lawn Aeration

      1. Motion to approve Contract# 198604 totaling $1257.00, authorizing AMS to transfer funds from the Main Operating account – approved.

   3. Triangle Plantings in 10 locations

      1. Motion to approve Contract# 214862 totaling $4020.00, authorizing AMS to transfer funds from the Cottage Reserve account – approved.

   4. Tree pruning on La Paloma

      1. Motion to approve Contract# 221180 totaling $4371.00, authorizing AMS to transfer funds from the Cottage Reserve account – approved.

   5. Stump removal and plant replacements

      1. Motion to approve Contract# 221127 totaling $1563.00, authorizing AMS to transfer funds from the Cottage Reserve account – approved.

3. Reserve Study Proposal

   1. Motion to approve contract with site assessment included – approved.

4. Good Neighbor Fence

   1. Motion to adopt a new policy enabling homeowners to install a solid panel good neighbor fence if it is inside an existing chain link fence or to replace arborvitae – approved.

VII. UNFINISHED BUSINESS

1. Letter to homeowners regarding arborvitae lining walking paths

   1. Mike Farris to work with Marissa Cade and AMS to finalize the document.

VII. ADJOURNMENT

8:25pm

SavaTree will be trimming the oaks and sweetgum trees on NW West Union Road from NW Oak Creek Dr to the end of the white fence during the hours of 8a to 5p each day.

Resident impact for these services should be minimal. SavaTree will re-direct traffic or block off shoulder/bike lanes as needed. Please obey direction from our Vendor. Below is some information provided regarding the upcoming service.

1. Arrival times can vary. We do our best to give an accurate window, but some factors can cause delays. You do not need to be at the property for our crew to work on your trees.
2. It may be necessary to reschedule the project in the case or adverse weather, or other causes that are beyond our control.
3. Tree work may have a visible impact on your lawn and property due to the use of heavy equipment, or the dismantling of large trees. This can show up as divots, holes, sawdust, etc.
4. While we will do our best to minimize, mitigate, and repair any such impact, we will operate under the assumption that your property can sustain the presence, weight, and movement of that equipment.

Arbor Ridge P.U.D. Homeowners Association
Annual Owner’s Meeting Minutes

Thursday, October 26, 2023, 6:30 PM
(Meeting to be held via Zoom)

Proxy count: 144

Directors in Attendance:
Joe Lopez
Kay Syravong
Todd Behunin
Mike Farris
Mary Marek-Johnson
Jenny Krems

AMS Management:
Lynn Panzeca

I. CALL OF THE ROLL AND CERTIFYING OF PROXIES – Meeting was called to
order at 6:30PM. Management recorded the owner’s in attendance and those that
submitted proxies. 144 owners total attended via Zoom, and via proxy.

II. PROOF OF NOTICE OF MEETING – Notice of meeting was sent via electronic
communication and USPS on 10/10/2023

III. APPROVAL OF 2021 & 2022 ANNUAL MEETING MINUTES – Motion to
approve the 2021 and 2022 annual meeting minutes was submitted and seconded.
Motion to approve the 2021 & 2022 Annual Meeting Minutes passed
unanimously.

IV. REPORT OF OFFICERS AND MANAGEMENT AGENT – The Board of
Directors thanked current and former Board Members and the community for
their participation.

V. ELECTION OF DIRECTORS – Joe Lopez, Jenny Krems & Todd Behunin were
appointed by majority vote of ownership to the Board of Directors of Arbor Ridge
P.U.D Homeowners Association for 3 year terms.

VI. OWNERS FORUM

VII. ADJOURNMENT – Motion to adjourn was made and seconded. Motion Passed Unanimously. Meeting was adjourned at 7:10PM.

The Arbor Ridge Annual Meeting has been scheduled for Tuesday, October 29, 2024 at 6:30 p.m. and will be held virtually (Please see the email from AMS for the Zoom meeting information or contact AMS for the information).

Please find documentation for the 2024 Annual Meeting. It is important that all Homeowners review these documents thoroughly.

2024 Annual Meeting Agenda
2023 Annual Meeting Minutes
2024 President’s Report
2024 Official Ballot – Please complete and return to cast your vote or submit vote online per below (Please see the email from AMS for Online Voting or contact AMS for the information).

Ballots may be returned via the following methods:
Email: [email protected] (Legible phone photos and scans acceptable)
Mail: Arbor Ridge HOA 16520 W Upper Boones Ferry Rd, Suite 250 Portland, OR 97224
Fax: (503) 598-0554

BALLOT EXPLANATION:
Please return your Ballot no later than October 28th, 2024. Board Members elected will be announced to the Ownership after the meeting. If sufficient quorum is not achieved, the Ballot deadline may be extended, and the Ownership notified via electronic notice of the new extended deadline date.

If multiple Ballots are returned or multiple votes are cast for the same unit, the most recently dated valid Ballot will supersede all others.

There are two (2) open Board positions. Owners may write in a candidate or self-nominate, but only candidates who agree to serve may be voted onto the Board.

If you have questions regarding any of the documents or the above Ballot explanation, please contact me via email at [email protected] or at (503) 598-0552.

Sincerely,
Marissa Cade
Association Business Manager

September 30^th, 2024

NOTICE OF BALLOT & CALL FOR VOLUNTEERS

As called for in your Association Bylaws, we are currently seeking Homeowners to volunteer to serve on the Board of Directors for your Community.

If you would like to volunteer for one of the open Board positions, please return the enclosed Board Solicitation Form, or a statement of offering, no later than Monday, October 14^th, 2024.  Send by mail to AMS at 16520 SW Upper Boones Ferry Rd Ste 250, Portland, OR 97224; by email to [email protected], or by fax to 503-598-0554.

Voting this year will take place entirely via absentee ballot. The 2024 Annual Meeting is scheduled for Tuesday, October 29, 2024 at 6:30 pm; this Meeting will be conducted via teleconference. Notice with Meeting attendance credentials will be issued with the Ballot, along with the procedure for voting, the 2023 Meeting Minutes, and any additional information.

Serving your Association at any level can be both rewarding and educational. Thank you in advance for your interest, participation, and for supporting your Association.  

If you have any questions regarding this process, please feel free to contact any member of your Management Team at (503) 598-0552 or email [email protected].  

Marissa Cade,
Association Business Manager
On Behalf of the Board of Directors

Meeting Minutes are posted only after they have been approved by the board at the following meeting. For Example – Meeting on Jan 1st would be Approved on the next meeting and posted to the web site. If the next meeting was Feb 1st, then that is when they would be posted.

Arbor Ridge P.U.D Homeowners Association Board of Directors Meeting

Tuesday, July 16, 2024, 6:30 PM (Meeting held via Video Conference)

I. CALL TO ORDER

6:30 pm

II. OPEN FORUM

Nothing discussed

III. APPROVAL OF MINUTES

Motion to approve May 15, 2024 meeting minutes – approved.

MANAGEMENT REPORT

IV. FINANCIAL

1. Balance Sheet

   1. Briefly discussed – budget looks good.

2. Delinquency Report

   1. Will be discussed later.

V. HOMEOWNER CORRESPONDENCE/REQUESTS 

1. 16548 NW Talkingstick Way

   1. Motion to deny the $75 violation – approved. AMS to notify the owner that lawn/yard maintenance must be continuous.

2. 16602 NW Desert Canyon Drive

   1. AMS failed to contact Pacific to address the issue from the previous meeting. Homeowner paid for and planted shrubs themselves. AMS to follow up with Pacific and add them to the “no prune list”.

3. 16756 NW Arizona Drive

   1. Motion to approve the $75 fine waiver – approved.

4. 16782 NW Greyhawk Drive

   1. Motion to approve Pacific Landscape Contract #211206 for the amount of $1199.00, authorizing AMS to transfer funds from Cottage Operating account – approved.

5. 16788 NW Arizona Drive

   1. Motion to approve Pacific Landscape Contract #211219 for the amount of $5837.00, authorizing AMS to transfer funds from the Main Reserve account – approved.
   2. AMS to contact the homeowner and make them aware of the upcoming work.

6. 16814 NW Oak Creek Drive

   1. Homeowner appeared to be unaware how their property was going to be affected by the “rejuvenation project”. No action needed.

7. 17076 NW Oak Creek Drive

   1. Proposal was just received and the Board postponed discussing it until the next meeting.

8. 17393 NW Gold Canyon Lane

   1. AMS to arrange the Sheriff’s office to come speak at the Annual HOA meeting.

VI. NEW BUSINESS

1. Arborvitae Maintenance

   1. Discussed with #2.

2. Wetlands Walking Pathway Maintenance

   1. Board requested AMS to draft a letter to be sent to homeowners along the wetlands walking path, reminding them of their responsibility to water/maintain the arborvitae along their back fence. AMS to present that letter to the Board for later approval.

3. Reserve Fund

   1. Discussed with #2.

4. Compliance Checks

   1. AMS to send the board a list of all items being checked/reviewed during compliance walks.

5. Pacific Landscape Management Irrigation Invoices

   1. Invoice 227242 @ $4827.00
   2. Invoice 229802 @ $5688.00
   3. Invoice 229850 @ $3950.00
   4. Invoice 236071 @ $625.00
   5. Invoice 236070 @ $224.00
   6. Invoice 236096 @ $282.00
   7. Motion to approve the above invoices totaling $15,596,00, authorizing AMS to transfer funds from Cottage Reserve account – approved.

6. Association Management Services Fee Increases

   1. AMS to send a notice to all homeowners about the fee increases.

7. Association 2025 Draft Budget

   1. Budget line item adjustment proposals were discussed and noted.
   2. Motion to approve Pacific Management proposal for 2025, including annual contract amount for Main and Cottage, including the enhanced services – approved.

8. Insurance Renewal

   1. Motion to stick with the current insurance provider (State Farm CID) – approved.

9. Common Area Between Kino Springs & Talkingstick Way

   1. Motion to approve Pacific Landscape Contract #214882 for work being done in Track T in the amount of $3311.00, authorizing AMS to transfer funds from the Main Reserve account – approved.

VII. UNFINISHED BUSINESS

1. Collection Resolution

   1. Not discussed

VII. ADJOURNMENT TO EXECUTIVE SESSION

8:30pm

IX. RECONVENE AND ADJOURNMENT

9:03pm

Pacific Landscape Management will be performing the annual pre-emergent treatment on Thursday September 19th, 2024 and Monday, September 23rd, 2024. Their notice for this service is included below; To maintain your investment of living in a garden community, yearly landscape basic treatments are necessary to keep your maintenance cost low while ensuring the health of your investment. The following outlines your yearly planned treatment.

For pre-emergent applications, we spray the exposed soil where weeds can pop up. We will not spray plants or hard surfaces such as sidewalks.  Pre-emergent is used to prevent weeds from germinating.

Process takes approximately 6-7 hours to apply.
Stay out of beds (soil areas) until dry, approximately 2-3 hours or 24 hours.

Regards,
Your Arbor Ridge Management Team
Association Management Services NW