Arbor Ridge Home Owner Meeting for April 27, 2021

Held on-line via web conferencing due to Covid-19

I. Meeting Called to Order

• 6:32 pm

II. Meeting Minutes

• January 26, 2021 – approved

III. Management Report

ADMINISTRATIVE

1. 1. 1. Homeowner Communication/Requests – approved fee waiver $43.28

FINANCIAL

1. 1. 1. Balance Sheet – information only
      2. Delinquency Report – Board meeting on Collections to be arranged
      3. Collections Update from Collections Attorney – Board meeting on Collections to be
         arranged

New Business

1. 1. 1. ARC Report to Date – approved
      2. Reserve Study 2022 – AMS to confirm Reserve Study proposals for both Main and Cottage
      3. Showplace Contract Renewal – Cottage & Main – Approved & AMS thank Showplace for water conservation efforts and request to continue

Unfinished Business

1. 1. 1. Columbia Geotechnical Report – information only
      2. Retaining Wall and Front Monument Cleaning – approved Showplace $963.79 Main Reserve Funds
      3. 2021 Reserve Study Allocations – AMS to follow up with Showplace on previously approved Reserve Funds for Commons area Bark dust & approved Painting for Mailboxes (AMS to solicit 3 bids)
      4. Options for Fence Replacement – Discussion on options and AMS to circulate maps for Board members to review

IV. Open Forum

• Meeting was opened up to received homeowner comments

IV. Adjournment

• Call for adjournment was at: 7:22 pm

Arbor Ridge Home Owner Meeting for January 26, 2021

Held on-line via web conferencing due to Covid-19

I. Meeting Called to Order

• 6:30 pm

II. Meeting Minutes

• September 3, 2020 and December 14, 2020
  Motion to approve minutes – passed

III. Management Report

ADMINISTRATIVE

1. 1. 1. Homeowner Communication/Requests
         Discussed several correspondences from homeowners. No actions needed

FINANCIAL

1. 1. 1. Balance Sheet – Reviewed report and looks positive
      2. Delinquency Report – Reviewed report and identified several accounts to turn over to Eike Law
      3. Collection Update from Collections Attorney – Not discussed

IV. New Business

1. 1. ARC Report to Date – Board reviewed ARC Report. Motion to approve report – passed
   2. Work Plan 2021
      1. Motion to approve Columbia Geotechnical proposal to review retaining wall and greenspace trails for $1700 in Reserve Funds – passed
      2.  Motion to approve Showplace proposal to bark dust common areas for $5270 in Reserve Funds – passed
      3. Motion to approve Showplace proposal to overseed and aerate Streetscape ($1810) and Cottage Homes ($3590) – passed
      4. Motion to approve Showplace proposal to remove and replace three arborvitae behind 16946 NW Arizona Dr for $458.48 – passed
   3. Other
      1. Discussed water usage in 2020: Budgeted $49k – spent $25k
      2. AMS currently sourcing for Palmbrook brick wall and monument maintenance proposals
      3. Discussion regarding fence cleaning and long-term alternative approaches to ease maintenance
      4. Discussed compliance checks to start around April. Areas to focus on:
         i. parking
         ii. garbage cans
         iii. lawns
         iv. for-rent signs
         v. holiday lights

Open Forum

1. 1. Nothing discussed

VI. Adjournment

• Call for adjournment was at: 7:45 pm

Arbor Ridge Home Owner Meeting for December 14, 2020

Online Meeting

I.  CALL TO ORDER

• 7:30pm

II.  BOARD OF DIRECTORS POSITIONS

• President – Joe Lopez
• Vice President – Kay Syravong
• Secretary – Todd Behunin
• Treasurer – Mike Farris
• Director at Large – Isaac Romero

III. 2021 MEETING DATES

• Joe to send out proposed dates via email

IV. ADJOURNMENT

• 7:45pm

Arbor Ridge Home Owner Meeting for September 3, 2020

Online Meeting

I. Meeting Called to Order

• 6:30 PM

II. Meeting Minutes

• July 28, 2020 – unanimously approved

III. Management Report

ADMINISTRATIVE

1. 1. 1. Homeowner Requests – Reviewed

FINANCIAL

1. 1. 1. Balance Sheet – Not discussed
      2. Delinquency Report – Discussed several delinquent accounts. No actions taken at the moment.

IV. New Business

1. 1. ARC Report – motion to approve report – passed.
   2. 2020-2021 Irrigation System
      1. Decision to shut off water on Sept 25th in effort to save.
      2. Going forward, turn on/off times will roughly be:
         1. May 1st : turn on
         2. 3rd week of September: turn off

V. Unfinished Business

1. 1. 2021 Budget
      1. Motion to charge all future Main and Cottage irrigation expenses to the Main and Cottage
         Reserve funds – motion passed.
      2. Motion to instruct our reserve study consultant to add an “irrigation” line item to
         the 2021 Main Reserve Study – motion passed.
      3. Motion to approve Main budget with the following change – motion passed.

         G/L Code	Line Item	From	To
         7550	Community Function Expense	$1500	$500
         7560	Compliance Program	$2000	$3000

      4. Motion to approve Cottage budget with the additional change of moving all the funds for the Irrigation line item to Contingencies line item – motion passed.
   2. Common/Cottage landscape budget
      1. Motion to approve the Common and Cottage landscape budget for 2021 – motion passed.

VI. Adjournment

• Call for adjournment was at: 7:57 PM

Arbor Ridge Home Owner Meeting for July 28, 2020

Board of Directors Meeting – Virtual

I. Meeting Called to Order

• 6:30 pm

II. Approval of Minutes

• January 21, 2020 – unanimously approved

III. Management Report

ADMINISTRATIVE

1. 1. Homeowner Correspondence
      • Motion to ratify waivers previously approved (A thru C) – passed
      • Motion to not approve several homeowner fee waiver requests (D thru G) – passed

FINANCIAL

1. 1. Balance Sheet
      • Information only – no actions taken
   2. Delinquency Report
      • Motion to move #098 over to new attorney – passed

IV. New Business

1. Preliminary Discussion of $46,076 Payback to Main Reserve Fund
   • Information only – no actions taken
2. Showplace Enhancements – Open Proposals
   • Motion to rename bark dust line item in Cottage Reserve Study to “Bark dust and Lawn Renovations”- passed.
   • Motion to approve proposals #7267 and #7383 to be funded by Cottage Reserve Fund – passed.
   • Motion to approve proposal #8124 to be funded by Main Reserve Fund – passed.
   • Motion to approve proposal #6714 removal of grass along Greyhawk between Oak Creek and Desert Canyon and Moon Valley between Greyhawk and Arizona and replace with bark dust to be funded by Cottage Reserve Fund – passed.

3. Tree Removal 2020
   • Motion to approve Tree Work Proposal by NW Tree Specialists to be funded by Cottage Reserve Fund – passed.
4. 2021 Reserve Study
   • Motion to move expenses for irrigation under operation budget for Cottages to the Cottage Reserve Fund in the amount of $13,656.06 – passed
   • Motion to move expenses for irrigation under operation budget for Main to the Main Reserve Fund in the amount of $6804.87 – passed.
5. ARC Review
   • Motion to ratify the Architectural log list – passed.

V. Unfinished Business

1. 1. Motion to deny fee waiver request for homeowner who failed to attend hearing – passed.

VI. Adjournment

• Call for adjournment was at: 8:09 pm

Arbor Ridge Home Owner Meeting for January 21, 2020

Avamere at Bethany Retirement Center (Craft Room | 3 rd Floor); 16360 NW Avamere Court Portland OR 97229

I. Meeting Called to Order

• 6:37 pm

II. Meeting Minutes

• July 30, 2019 – Approved
• August 20, 2019 – Approved
• October 29, 2019 – Approved
• November 19, 2019 – Approved
• December 1, 2019 – Approved

III. Home Owner Input

IV. Committee Reports

• Landscape – Not Discussed
• Social – Holiday Light Contest was successful – prizes dispersed to winners
  
• Neighborhood Watch – Board Discussed Ideas with Traffice control in specific areas of the neighborhood

V. Management Report

ADMINISTRATIVE

1. 1. Homeowner Correspondence
      i. Motion to approve payment plan of homeowner – passed

FINANCIAL

1. 1. Delinquency Report
      1. Motion to hold off on taking any actions with regard to delinquent accounts until next board meeting – passed

MAINTENANCE AND REPAIRS

1. 1. 2020 Reserve Expenditures
      1. Mike to review asphalt, bark dust in community and report back next board meeting.
      2. Board discussed tree replacement program and potentially obtaining another report from an arborist.

VI. New Business

1. 1. Water Conservation Options
      1. Motion to adopt a policy for the landscape company to turn on the commons water no earlier than May lst and turn off by September 7th – with the added flexibility to turn back on later if the weather becomes particularly hot – passed. Board to make a final decision of turning off the water at the September 1st board meeting.
   2. Showplace Enhancements – Park Strips/Turf
      1. In an effort to conserve water, motion to remove park strip lawns along Laidlaw and replace with bark dust – except park strips from West Union to Oak Creek – passed.

Motion to approve landscape proposal # 5130 – passed.

VII. Unfinished Business

1. Occupancy Resolution
   1. Board discussed but no decisions were made.
2. Landscape Schematics Committee Resolution
   1. Not discussed
3. Perimeter Fence
   1. Not discussed

VIII. Adjournment

• Call for adjournment was at: 8:39pm

Due to the uncertainty surrounding the current coronavirus (COVID-19) outbreak in the United States and around the world and the mandatory stay at home order, the Board of Directors has decided to CANCEL the meeting scheduled for April 21, 2020.

Hopefully as more information is made available via the CDC and official channels, these regulations can be safely relaxed. Once schedules resume more confidently, we will be able to advise on the date of the next Board Meeting.

Thanks so much for your understanding and please stay healthy!

Arbor Ridge Home Owners Association Annual Meeting for October 23, 2018

I. Meeting Called to Order

• 6:33 pm

II. Proof of Notice of Meeting

III. Established Quorum

• There were exactly 137 (32 present and 105 sent in) homeowners and/or proxies received.
  Quorum requirement was met.

IV. APPROVAL OF ANNUAL MEETING MINUTES 2017

• Motion on the floor to approve the 2017 annual meeting minutes. Motion approved and carried.

V. President’s Report

Lisa Walker prepared a letter that highlighted several projects that were completed over the
course of the last year. Some of those include the following:

• We were able to bring down collection accounts over the last several years.
• We negotiated with Showplace Landscaping to lower the landscape annual maintenance cost.
• We cut back on irrigation over the weekends to help save irrigation water cost and control
  irrigation breaks timely.
• Beavers in the wetland areas have not been a concern over the last year.

Please see the Presidents Report for more details.

VI. NEW BUSINESS

1. Review of Approved 2019 Budget
   Lynda DuLong reviewed the proposed 2019 budget and answered questions.
2. Nominations from the Floor
   Rhonda Corbella
   Kay Syravong
3. Election of Board Members
   • 3 new Board Members at this time, in addition to those already on the board presently in 2018.
   • The newly elected and remaining Board Members for 2019:
     Lisa Walker
     Joe Lopez
     Todd Behunin
     Mike Farris
     Isaac Romero
     Rhonda Corbella
     Kay Syravong
4. There was a brief discussion on removing the perimeter white fence. Due to increasing cost to
   maintain the vinyl fence and aging arborvitaes the landscape shrubbery maintenance and
   replacement cost will rise if we don’t remove the white vinyl fencing. Shrubs may not be able to
   survive. This topic will be addressed in 2019. A survey will go out for homeowner input.

VII. Adjournment

• Call for adjournment was at: 7:54 pm

Attention Owners:

Due to a lack of quorum for the Arbor Ridge Annual Meeting held on October 22, 2019, the meeting was adjourned and has been rescheduled. The new date is Tuesday, November 19, 2019 at 6:30 p.m. It will be held in the cafeteria at Bethany Elementary School located at 3305 NW 174th Avenue, Beaverton, OR 97006.  Check in time begins at 6:15 p.m.

Please complete and return the attached proxy by Monday, November 18, 2019 via

mail to: Association Management Services NW, 15350 SW Sequoia Parkway, Suite 200, Portland, OR 97224

fax: (503) 598-0554

or email: [email protected].

It is requested that all owners submit their proxy even if you plan on attending in order to establish a quorum prior to the meeting.

Quorum for Arbor Ridge is 114 (20% of 570 homeowners).

If you have already submitted your proxy for the original date, you do not need to do so again. Your proxy is valid for the rescheduled date.

Reminder – A drawing for gift cards will be held to those who attend in person.

AM-Proxy

Arbor Ridge Home Owner Meeting for April 29, 2019

Avamere at Bethany Retirement Center (Craft Room | 3rd Floor); 16360 NW Avamere Court Portland OR 97229

I. CALL TO ORDER
6:32 pm

II. ROLL CALL
Lisa Walker, President
Joe Lopez, Vice President
Mike Farris, Treasurer
Kay Syravong, Secretary
Rhonda Corbella, Director
Todd Behunin, Director
Isaac Romero, Director (absent)

III. OPEN FORUM
Lot No. 0033 -01
Resident asked for replacement of arborvitaes on his property. These are not HOA
responsibility – no action taken.
Lot No. 0374-04
Resident asked for removal of tree (roots near house water system and growing onto the
house) – unanimously approved.
Resident also asked for HOA assistance regarding dogs nuisance (constant barking and
attacking neighbors) at 4377 NW Palmbrook. HOA management will send letter to
residents at 4377 NW Palmbrook. Joe Lopez will obtain public record of Sheriff’s
response to said dogs attacks.

IV. APPROVAL OF MINUTES
August 7, 2018 and January 22, 2019 – unanimously approved

V. NEW BUSINESS
A. Showplace Landscape Proposals
1. Enhance select triangle parking strips
Unanimously approved, subject to Tom Wilkinson (Chair, Landscape Committee)
verification of locations needing attention; cost of $1,637 from Cottage Reserve
Funds
2. Remove and replace dead arborvitaes
Replacement of arborvitaes unanimously approved as follows:
1:1 [remove 1/replace 1]
2:1 [remove 2/replace 1]
3:2 [remove 3/replace 2]
Cost of $952 from Commons Funds
3. Select tree thinning and lifting Streetscape/Commons
Unanimously approved; cost of $1,900 from Commons Funds
4. Select tree pruning for visibility and building sidewalk and driveway clearance
Tabled for more detailed scope of work (e.g., how cost of $2,380 was derived,
number of trees, etc.)
B. Tree Plan 2019
It was moved and seconded that 33 trees will be removed in phases
Phase I – 15 trees to be removed, plus 4 priority trees identified during tree walk
C. Perimeter Fence
1. Fence Cleaning
a) Details Image Restoration LLC. It was moved and seconded that the
Association accept Details Image Restoration LLC estimate ($3,370) for
fence cleaning. Motion carried.
Yes votes Lisa Walker, Mike Farris, Kay Syravong, Todd Behunin,
Rhonda Corbella
No vote Joe Lopez
2. Fence Removal
a) Removal of perimeter fence. Kay Syravong will research legal opinion
regarding Board authority to vote regarding removal of perimeter fence.
b) Survey. Survey will be sent to homeowners for input regarding perimeter
fence removal. Joe Lopez and Michael Walker to prepare pro/cons summary.
D. Bark dust
1. Common areas, $5,020 for 15 units of Fresh Fir – unanimously approved
2. Cottage Homes, $16,300 for 48 units of Fresh Fir – not approved
VI. ADJOURNMENT
9:01 pm