Arbor Ridge Home Owner Meeting for November 14, 2017

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

Homeowner Input

I. Meeting Called to Order

• 6:32 pm

II. Meeting Minutes

• Tabled the motion to approve meeting minutes for September 25, 2017

III. Treasure’s Report

• Not discussed

IV. New Business

1. Directors Positions
   • Lisa: President
   • Joe: Vice President
   • Todd: Secretary
   • Mike: Treasurer
   • Tom: Director at large
   • Ken: Director at large
2. Meetings Dates for 2018
   • Lisa to send out potential dates later
3. Landscape Committee Appointment
   • Solution to arbor vitae dying
   • Irrigation system solution
   • Beaver issues
   • Educate homeowners
4. Social Committee Appointment
5. Goals for 2018
   • Bids for landscaping
   • Minimize HOA assessment increases for 2019
   • Stronger enforcement of HOA rules
6. Resolutions:
   • Holiday Lights
     • Motion to approve resolution. Motion carried.
   • Electronic Notification
     • Motion to approve resolution. Motion carried.

V. Unfinished Business

1. Monument Lighting – Update
2. Water Usage – 4148 NW Chaparral Terrace
   • Board of Directors determined that area in question was not common area.

VI. Open Forum

VII. Adjournment

• Call for adjournment was at: 7:57 pm

Holiday Light Resolution was adopted by the Board of Directors of Arbor Ridge Homeowners Association at the Board Meeting held on November 14, 2017.  To keep harmony with the neighborhood standards, the Homeowners Association has adopted this Resolution.  Please take a few moments to review the Resolution.

It is very important that you read and understand this material. If you have any questions regarding this Resolution or the Governing Documents of your Association, please feel free to contact the management company.

The 2017 President’s report has been posted to the website.

This is a summary of the items completed and what the future might hold.

http://www.arborridgeonline.com/forms/legal-information/reports/

Arbor Ridge Home Owners Association Annual Meeting for October 25, 2016

I. Meeting Called to Order

• 6:25 pm

II. Proof of Notice of Meeting

III. Established Quorum

• There were exactly 127 homeowners and/or proxies received. Quorum requirement of 20% homeowners was met.

IV. Meeting Minutes

• Motion on the floor to approve the 2015 annual meeting minutes. Motion approved and carried.

V. President’s Report

• Lisa Walker highlighted several projects that were completed over the course of the last year. Some of those include the tree project, irrigation replacement project, Habitat update and all of the social committee events. Please see the Presidents Report for more details.

VI. New Business

• Review of Approved 2017 Budget
  Lynda DuLong reviewed the proposed 2017 budget and answered questions. See that document for details.
• Motion to approve Reserve Transfer documentation, which the CPA’s suggested needed to be in place. Motion approved and carried.
• Nominations from the Floor
  There were no additional nominations from the floor.
• Election of Board Members
  non applicable: no new Board Members at this time.

VI. Adjournment

• Call for adjournment was at: 7:06 pm

Home owners this is just a reminder that the Annual Meeting is this coming.

Tuesday Oct 24th 2017 @ 6:15 pm at

Bethany Elementary School, 3305 Northwest 174th Avenue, Portland, OR 97229.

Please arrive early to sign in so the meeting can start on time, registration will begin at 5:55 pm.

Home Owners will receive a letter from our Management Company containing a proxy form and information on the upcoming Annual Meeting on October 24th, 2017.  It is really important that if you can not attend the Annual Meeting that you send the proxy form back in the postage paid envelope or you may scan and email your completed form to the Management Office attn: [email protected].

A quorum of Home Owners is needed in order to move forward with day to day business.  Extra mailings cost you the Home Owners $700 per a mailing and continue until we reach the quorum

If you are interested in running for a Board Position please contact Lynda Dulong at The Management Group (see the contacts page) .  We are also looking for people to be involved with the Social Committee, Neighborhood Watch Committee, Newsletter Committee and Landscape Committee.  Please let us know by emailing us, contacting Lynda Dulong or attending the Annual Meeting.

The Annual meeting is a great opportunity to meet the Board of Directors and the Management company that help manage the community.  If you are interested in a Board Position or would like to be a member on one of the committees this is a great place to get involved.

If you need a copy of the letter and/or proxy form please see this link.

2017 PROXY

Arbor Ridge Home Owner Meeting for August 1, 2017

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

Homeowner Input

I. Meeting Called to Order

• 6:41 pm

II. Meeting Minutes

• Motion to approve meeting minutes for May 2, 2017. Motion passed.

III. Treasure’s Report

• Not discussed

IV. Committee Report

• Neighborhood Watch – Lisa Walker reported: Tonight is National Night Out
• Social/Newsletter Committee – Lisa Walker reported: July 4th hot dog stand. Gave out over 1000 hot dogs in two hours. Next social event is Holiday Lighting Contest. Next newsletter will come out in a few weeks.
• Landscape – Tom Wilkinson reported: Tree project: two trees approved for removal is scheduled with Davey. Another tree was shown to John which also might need to be replaced. Tom walked around common areas and manually cleaned up some areas. Monument questions: some lights are out, pointing to other areas, etc. Will be discussed later. There might be some quick intermediate steps to take now. John proposed replacing grass on parking strips with vinca minor along Laidlaw. TMG will work with John to break down the proposal. Motion to fix the lighting around the monument, not to exceed $1500. Motion passed.
• Architectural – Board reported: Nothing pending – only one request in the last month or so. Lynda just received a new request but will be sent to Mike Farris via email and go through the normal process for approval.

V. Management Report

Administration

1. Homeowner Correspondence (please see management report on file, for additional information).  Homeowner correspondences were discussed regarding waived yard maintenance reminders, and overdue dues.  It was discussed, that homeowners that wish to have a fine waived are asked to present themselves in front of the board in person to discuss further.

K: request denied
L: request denied.
M: request denied
N: Board decided to waive all soft costs.

Financial

1. Delinquency Report/Collection Update
   • Things are clearing up slowly.

VI. Unfinished Business

1. Mass Community Garage Sale
   • Engaging with Cypress Point community to have a mass community garage sale. Moved to September 9-10.

VII. New Business

1. 2018 Reserve Study
   • Brian is busy – 8-9 weeks out. TMG to ask him if he could get it to us by September 1st. If he can’t commit to that, we’ll go with Dan Huntly.
2. 2018 Budget
3. Showplace Landscape Proposals
   • Homeowners are responsible for arbor vitae when it’s inside their fenced property. Anything outside is the HOA’s responsibility.
4. Landscape Tree Plan 2017 – Update
5. Volunteers Social Events
6. Ad hoc conversation
   • Homeowners discussed the increasing number of rentals in the neighborhood and the options we have around that.

VIII. Adjournment

• Call for adjournment was at: 8:12 pm

Arbor Ridge Home Owner Meeting for May 2, 2017

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

Homeowner Input

Sheriff Meet and Greet – 6:00 pm

I. Meeting Called to Order

• 6:55 pm

II. Meeting Minutes

• Motion to approve meeting minutes for February 7, 2016. Motion passed.

III. Treasure’s Report

• Cottage Collection Reserve account amount concerns. Fair amount of delinquencies still.

IV. Committee Reports

• Neighborhood Watch –
  • Lt Jones sat in and discussed efforts the local sheriff’s department is doing for the community.
• Social/Newsletter –
  • July 4th neighborhood party – hot dog stand. National Night Out in August.
  • Only two calls came into TMG about the lack of the Easter Egg Hunt.
    • Possibly create committee to head up this event.
    • TMG to send out an email for volunteers.
• Landscape – 
  • Irrigation system concerns. Starting the first repairs of the season. The older trees continue to cause problems with the irrigation. Cost of a single repair is less than a tree replacement. Mon, Tues, Thurs, Fri water will be ON – OFF otherwise. Capping sprinklers will save on irrigation.
• Architectural – 
  • Only two ARC requests – both were approved in timely fashion. Consider asking John on holding a special meeting for homeowners where he can talk about landscaping ideas.

V. Management Report

Administration

• Homeowner Correspondence (please see management report on file, for additional information).  Homeowner correspondences were discussed regarding waived yard maintenance reminders, and overdue dues.  It was discussed, that homeowners that wish to have a fine waived are asked to present themselves in front of the board in person to discuss further.
  • A: Letters have been sent to homeowners in question. TMG to reach out to concerned homeowner to come to the meetings and discuss his concerns.
  • B: Trees that were not originally marked for removal are now a problem, as determined by an arborist. Motion to remove the trees and grind the stump as
    estimated by Davey. Motion carried.
  • C, D, E, G: no board action
  • F: Board requested TMG to reach out to homeowner and give them a deadline (e.g. 2 months) to complete the work. Then revisit this via a compliance drive-by and report.
  • G: Motion to prune the tree as outlined by the Davey estimate. Motion carried.

Financial

1. Delinquency Report/Collection Update
   • Liens have increased. Hopeful that delinquency accounts will decrease come summer time with homes selling as they are.

VI. Unfinished Business

1. Monument Design – Update
   • Reviewed several proposals. Board decided to table this – not a priority at this point. Wait for Mike Walker get back and work with Tom on some other lower-cost ideas.
2. Water Overage / Credit – Update
   • We successfully worked with TVWD to give us a credit of $1300 to account for the leak we had last year. Tom has met with John to reduce grass areas that need to be watered and capping the heads. TMG to set up a landscape walk where we can look at areas that could use the same treatment (i.e. remove grass, bark dust it, and cap sprinkler heads).
3. Showplace Landscape Pending Proposals
   • Motion to update the two areas along West Union and one area between driveways. Motion carried.
4. Compliance (Community Standards) – Update
   • Talk more about this on the landscape walk.
5. Volunteers Social Events
   • Discussed earlier. We made an effort to get volunteers.

VII. New Business

1. 2018 Reserve Study
   • Propose getting another vendor to do this work. TMG to get proposals from other vendors.
2. Community Garage Sale
   • Working with other neighborhoods to have a mass community garage sale on the same weekend: September 9-10.
3. Retaining Wall
   • Annual inspection from GeoTech. They recommend we do that every year, which is $800+. Due to other higher priorities and attempting to keep costs down, Board has decided to only have this inspection once every two years.
4. Fence Cleaning
   • Motion to clean the fences along West Union, not to exceed $2000. Motion carried.

VIII. Adjournment

• Call for adjournment was at: 8:41 pm

IX. Executive Session

• The Board to adjourn to Executive Session to review contracts

X. Reconvene To Open Session

• Board reviewed and approved contracts for Showplace.

XI. Adjournment

• Call for adjournment was at: 9:00 pm

Please enjoy the June edition of the community newsletter.

ARHOA Newsletter June 2017

Arbor Ridge Home Owner Meeting for February 7, 2017

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

Homeowner Input

I. Meeting Called to Order

• 6:51 pm

II. Meeting Minutes

• Motion to approve meeting minutes for October 5, 2016. Motion passed.

III. Treasure’s Report

IV. Committee Report

• Neighborhood Watch – Lisa Walker reported:
  • More volunteers.
  • Started evangelizing nextdoor.com for homeowners in the community to join.
• Social/Newsletter Committee – Lisa Walker reported:
  • There was little volunteer support for the Easter Egg hunt, so the decision was to put it on hold. If people are passionate about it, then we need to come together to organize it as a group – so it’s not left onto a single persons hands.
  • Suggestion to shorten the newsletter to more “hot topic” items. Keep doing it quarterly.
  • Annual garage sale has been moved to September.
  • Continue to do hot dog stand for 4th of July celebration.
  • National Night Out:
• Landscape – Tom Wilkinson reported:
  • Continuation of the Davey Tree Project. Tom believes all the marked trees have been removed. Will continue to evaluate the existing trees in the neighborhood to ensure they don’t get out of hand. Since the new trees will most likely not need any pruning, Tom feels like the current plan should be changed into a new plan to accommodate the changes made.
  • Tom mentioned that Showplace is not maintaining the triangle areas that we converted to ground cover.
• Architectural – Board reported:
  • No new updates

V. Management Report

Administration

• Homeowner Correspondence (please see management report on file, for additional information).  Homeowner correspondences were discussed regarding waived yard maintenance reminders, and overdue dues.  It was discussed, that homeowners that wish to have a fine waived are asked to present themselves in front of the board in person to discuss further.

1. Washington Co sent “Notice of Violation” to a couple homeowners to have their trees removed and sidewalk fixed. Homeowner asking for help. Motion on the floor for the Board to finance and remove those two trees. The homeowners would be responsible for repairing the sidewalk. Motion seconded and passed.
2. Homeowner asking fee to be waived. They were not present. Board requests they come to the board meeting before we waive.
3. The daughter of an elderly homeowner is requesting a fine to be waived due to his age and health – he wasn’t aware of it. Motion on the floor to waive the fine. Motion passed.
4. Homeowner at meeting requesting landscaping fine to be waived. The yard has been updated. Motion to waive the fine. Motion passed.

Financial

1. Delinquency Report/Collection Update
   • Not much change. Discussion on what to do with the larger delinquent accounts. Decision was made to keep it in Vials court – until they feel they can’t do much more there.

VI. Unfinished Business

1. Monument Design
   • Suggestion made to scale back the proposed landscape design after seeing their proposal. Motion on the floor that the board collect bids to enhance both monument signs not to exceed $6500. Motion carried. Tom, Caroline, Mike Walker, and Mike Farris would be interested to oversee the proposed designs, as part of an ad-hoc committee.

VII. New Business

1. Water Overage
   • Accountant said we were underfunded on the water. We’ve reviewed history data. There was an increase but not enough to justify the difference. We are investigating the meters to make sure they’re accurate. Discussion on possible ideas to address this expense. Board requests Showplace not to do any landscaping updates without board approval – unless it’s an emergency. Scheduling a walkthrough of the neighborhood to review landscaping concerns in the cottage collection. Board decided not to do bark dust in the cottages.
2. 2017 Work Plan
   • Not discussed.
3. 2017 Reserve Study
   • Discussed future planned expenses.
4. Showplace Landscape Proposals
   • Proposal to cut back beaver dam. Board requesting the location and specifics of the cleanup. Motion to approve the expense contingent on them sending the location and details of the cleanup. Motion passed.
   • Table the “arbor vitae farm”.
5. Landscape Tree Plan 2017
6. Volunteers Social Events
7. Suggestions from Tom Weyenberg – homeowner:
   • He wants to volunteer to be on garbage can patrol, to monitor Thursdays after 1pm. Motion to establish a garbage can patrol committee, where Tom would be the head. Motion passed. Suggestion to just “tag” the cans by placing the notice halfway inside the can, as well as notifying TMG to keep a history and see if there are any repeat offenders.
   • Other neighborhood suggestions discussed.

VIII. Adjournment

• Call for adjournment was at: 8:44pm

Arbor Ridge Home Owner Meeting for October 5, 2016

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

Homeowner Input

I. Meeting Called to Order

• 6:15 pm

II. Meeting Minutes

• Motion to approve meeting minutes for June 28, 2016. Motion passed.

III. New Business

1. 2017 Reserve Study – Main and Cottage Collection #2
   • No updates to this.
2. 2017 Budget Overview – Main and Cottage Collection #2
   • Main Collection annual assessments are projected to increase $10.
   • Cottage Collection semi-annual and annual assessments are both projected to increase $10.
   • Motion to approve both Main and Cottage budgets. Motion passed.
3. Monument Enhancement Designs
   • Gathering bids:
     1. Showplace: reviewed design. Board wants an update on bid.
     2. Landscape East and West: Board expressed concerns with their design.

IV. Old Business

1. Pathway Repairs Update: between 174th and Laidlaw/West Union.
   • Motion to have Pavement Maintenance, Inc. do the work specified in their bid at their proposed price. Motion passed.
2. Retaining Wall Update
   • Vendor says there is not water accessible to clean the wall. TMG to work further on this.

V. MISCELLANEOUS / ACTION ITEMS

1. Beaver update
   • A new beaver dam has cropped up. Zen recommends we remove it asap. The sooner we do it, the less expensive it would be. Board to work with TMG and Showplace to manage that.
2. Landscaping Committee update:
   • Lynda to work with John @ Showplace on the sprinkler head capping project/low maintenance ground cover areas.
   • Line of four trees that died. Showplace replaced them. Common areas on West Union blue spruce shrubs/trees replaced. Tom is picking vegetation that matches the size of the neighborhood.
3. Social Committee update:
   • Request to get more volunteers helping out with activities (e.g. Easter Egg Hunt) since the Walkers can’t do it all going forward.

VI. Adjournment

• Call for adjournment was at: 7:22 pm