Arbor Ridge Homeowner Meeting for August 20, 2019

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

Roll Call

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

I. CALL TO ORDER – 6:40 PM

II. APPROVAL OF MINUTES

• July 30, 2019 Meeting Minutes – tabled for next meeting

III. TREASURER’S REPORT

IV. MANAGEMENT REPORT

• Lisa Walker requested AMS to review HOA insurance policy to ensure adequate coverage.

V. NEW BUSINESS

• Fair Housing Resolution – referred to Attorney for review

VI. UNFINISHED BUSINESS

A. 2020 Budget
1. Cottage Collection Budget
Motion to adopt Cottage Budget including moving Collection line item to
Main Budget—moved, seconded, and unanimously approved
2. Main Collection Budget
Motion to adopt Main Budget—moved, seconded, and unanimously
approved
Joe Lopez will identify areas for water conservation and report back to
the Board.
3. HOA Collection Attorney
B. Perimeter Fence
1. Board discussed possible action to remove fence next year with fence
surrounding Otten Park to remain
2. Mike Farris will check into fence alternatives such as wrought iron
C. Occupancy Resolution
1. Board discussed inclusion of fees to pay for costs
2. Referred to Attorney for review
D. Landscape Schematics Committee Resolution
Tabled until Tom Wilkinson and Michael Walker are present at future Board
meeting for further discussion.

VII. ADJOURNMENT – 8:12 PM

Arbor Ridge Homeowner Meeting for July 30, 2019

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

HEARING – 6:32 pm

Owner of Lot [ ] presented concerns to the Board that arborvitae shrubs replanted on her property are sparse and, thus, leaves her backyard exposed with little to no privacy. Board recommends that Owner submit request to ARC for review/approval to install privacy barrier on Owner’s property.

CALL TO ORDER 7:06 pm

ROLL CALL

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

APPROVAL OF MINUTES

• April 29, 2019 – unanimously approved

TREASURER’S REPORT

• Joe Lopez (Vice President) requested that reports for Cottage and Main be clearly identified to allow for easy identification
• Joe also noted (and requested) documentation on the significant jump in irrigation costs for Cottage Collection (from ~$11k in 2018 to current ~$22k for 2019).

MANAGEMENT REPORT

Financial

Delinquency Report

• Board discussed and agreed to have Vial firm continue to handle collection of account due to impending foreclosure proceeding.

Homeowner Concerns

Committee Report

• Social – July 4th social was a success
• Landscape – Tom Wilkinson reported that NW Trees removed 10 trees/replanted 5 trees on priority list
• Neighborhood Watch

New Business

• HOA Collection Attorney
  • Kevin Eike of Eike Law, P.C. gave a presentation to the Board about the services his law firm offers.
• NW Tree Specialist Proposals
  • Proposal to trim back 40 streetscape trees within Cottage Collection that may be interfering with traffic or encroaching upon home is approved/carried.
• Showplace Landscape Proposals
  • To be discussed at upcoming Board meeting (to be scheduled).

Delinquency Report

Tatum Ranch

• Ongoing neighbor dispute

ADJOURN TO EXECUTIVE SESSION

• EXECUTIVE SESSION

RECONVENE TO OPEN SESSION

• After discussion, the Board recommends retaining the services of Kevin Eike to handle collection accounts and other matters on behalf of Arbor Ridge HOA.
• Motion carried

ADJOURNMENT 8:25 pm

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

REMINDER: The Arbor Ridge Annual Meeting has been scheduled for Tuesday, October 22, 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.

Annual Meeting Registration 6:15 pm – 6:30 pm

Please complete and return the attached proxy by Monday, October 21, 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.

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

Arbor Ridge Home Owner Meeting for January 22, 2019

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

I. CALL TO ORDER
6:30 pm

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

III. OPEN FORUM
Homeowners of Lot No. 0348 01 asked for waiver of $75 fine assessment for rental home
yard maintenance.
After discussion, unanimous vote casted to approve one-time waiver of $75 fine
assessment to said homeowners.

IV. APPROVAL OF MINUTES
It was moved and seconded that the August 7, 2018 Meeting Minutes be tabled until the
next Board meeting (April 23, 2019).

V. FINANCIAL REPORT
No Treasurer’s report.
However, Joe Lopez (Vice President) reported on the following:
HOA dues for 2019 remain the same from 2018
Showplace Landscape has installed sprinkler system master valves and timers
for better seasonal adjustment control. Expenditure of $9,769 from current
approved budget. Showplace expects water cost savings.

VI. MANAGEMENT REPORT
A. Administration
Homeowner correspondence
B. Financial
Delinquency Report – Kay Syravong (Secretary) volunteered to oversee delinquency
report; work with Vial Fotheringham law firm regarding data and collections.
C. Committee Reports
1) Social
2) Landscape
3) Neighborhood Watch
D. Old Business
1) Showplace Landscape Proposals
2) 2019 Work Plan Calendar – remove February Cottage bark dust
3) Approved items
a) Verizon tree root project: $200 – $300
b) Aerating and overseeding
Cottage – $3,255
Streetscape – $1,730
c) Crane fly and moss treatment
Cottage – $2,625
Streetscape – $1,470

VII. UNFINISHED BUSINESS
A. Tree Plan 2019
Discussed and agreed – Board Members (those available) to meet at Joe Lopez’s
home on Saturday, January 26, 2019, 10AM to walk the neighborhood to record
tree damage to sidewalks in the Cottage Collection (limited to certain areas for
preliminary observation walk).
B. Perimeter Fence
Unanimous vote to form ad hoc committee for perimeter fence/arborvitae solution
C. Occupancy Resolution
Mike Farris (Treasurer) to review/revise Resolutions; draft to be distributed to
Board for input prior to April, 2019 Board meeting.
D. Resolution Establishment of Landscape Schematics Committee
Michael Walker volunteered to oversee Landscape
Schematics Committee. Tabled pending legal/AMS review/revisions.

VIII. ADJOURNMENT
8:02 pm

Arbor Ridge Home Owner Meeting for August 7, 2019

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

I. CALL TO ORDER

6:34pm

II. MEETING MINUTES

Motion to approve meeting minutes for May 8, 2018 and February 6, 2018 – passed.

III. TREASURER’S REPORT

Mike F reported: HOA funds appear to be in good shape.

IV. HOMEOWNER CONCERNS / REQUEST

Reviewed homeowner requests and concerns and took action where necessary.

V. COMMITTEE UPDATES

Social – Successful hotdog stand at 4th of July celebration. Community garage sale coming up in a few weeks.

Landscape

Motion to approve limb up trees, streetscape in Master for $1190 – passed

Motion to approve meter replacement of $9769 – passed

Motion to approve tree prune in Cottage for $2380 – passed

Motion to approve remove/replace arborvitae not to exceed $2000 – passed

Motion to seed 17365 NW Gold Canyon in the fall when it’s not as hot – passed

Tabled tree removal proposals

Neighborhood Watch – nothing new to discuss.

VI. NEW BUSINESS

Showplace Landscape Proposals – see Landscape above

2019 Budget

VII. UNFINISHED BUSINESS

Tree Plan – NW Tree Proposal – tabled for now

Reserve Study 2019

Retaining Wall Inspection – Ken Walker to investigate meter movement devices

Based on the report from Columbia Geotechnical, the consultants reported there was no serious issues or significant movements. Motion to continue monitoring the wall going forward – passed.

Perimeter Fence Removal – not discussed

VIII. ADJOURNMENT

8:05pm

Attention Homeowners the Board Meeting for April 23rd will be cancelled and rescheduled.  The Management Company will send out a new date and this post will be updated once the new date is confirmed.  It will be rescheduled with in the next two weeks.

Meeting has been Rescheduled for April 29th

Arbor Ridge Home Owners Association Annual Meeting for October 23, 2017

I. Meeting Called to Order

• 6:22 pm

II. Proof of Notice of Meeting

III. Established Quorum

• There were exactly 180 (60 present and 120 sent in) homeowners and/or proxies received.
  Quorum requirement of 25% homeowners was met.

IV. Meeting Minutes

• Motion on the floor to approve the 2016 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

1. Review of Approved 2018 Budget
   Lynda DuLong reviewed the proposed 2018 budget and answered questions. See that
   document for details.
2. Nominations from the Floor
   There were no additional nominations from the floor.
3. Election of Board Members
   2 new Board Members at this time, in addition to those already on the board
   presently in 2017.

VII. Adjournment

• Call for adjournment was at: 7:24 pm