The Annual Meeting has been scheduled for Tuesday, October 23, 2018 at 6:30 p.m.

Meeting will be held in the cafeteria at Bethany Elementary School located at 3305 NW 174th Ave, Beaverton, OR 97006.

Registration will begin at 6:15 p.m.

Homeowners will receive via USPS the Annual Meeting package shortly, which will contain the following:

1. 2018 Annual Meeting Agenda
2. Official Proxy – Please complete and return in the enclosed self-addressed return envelope.It is requested that all Owners submit their proxy even if they plan on attending the meeting in order to establish quorum prior to the meeting.
3. Solicitation for Board Member Volunteers
4. 2019 Approved Budget
5. Owner Feedback Requested – White Vinyl Fence Survey

If you return your signed and dated proxy form, your name will be entered in a drawing (one per household; must be present to win) to receive:
Visa Gift Card – $250.00
Safeway Gift Card – $100.00
Starbucks Gift Card – $50.00

If you have any questions with regards to the enclosed documents, please contact the Management Office

AM-Proxy-2018

Arbor Ridge Home Owner Meeting for May 08, 2018

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

Homeowner Input

I. Meeting Called to Order

• 6:35 pm

II. Meeting Minutes

• No Quorum For March 27th Meeting

III. Treasure’s Report

• Financials not posted on AMS website, Lynda to research

IV. Committee Updates

• Neighborhood Watch – Lisa W reported: No National Night Out, Sheriff’s Resources are thin, no social committee
• Social/Newsletter Committee – Lisa W reported: We are looking to be involved in the July 4th Event put on by the Charlias Social Committee
  • Email to be sent to homeowners to socialize Garage Sale to see if anyone wants to form a committee to support one
• Landscape – Tom W reported: n/a

V. New Business

• Tree Plan 2018
  • NW Tree Specialists will create a proposal on the Trees in the Cottage & Main to determine priority work
• Reserve Study 2019
  • Motion for Reserve Study Proposal of $1142 – Passed
    • Mgmt Company to solicit vendor
• Wall Inspection
  • Motion to perform a complete inspection of the pathway tall retaining wall near 174th not to exceed $1300 – Passed
    • Mgmt Company to solicit vendor
• Replacement Items 2018
  • Main
    • Proposal for Brick Walls
      • Mgmt Company to solicit vendor
    • Asphalt Concrete for Private Streets – on hold until area reviewed
    • Bark Dust on Hold until area work is done for Tree Trimming
  • Cottage
    • Barkdust – on hold funds needed for tree work
    • Irrigation Phase 1 – on hold funds needed for tree work
    • Tree Removal – being reviewed with NW Tree Specialists
• Mailbox Cleaning
  • They still look very good, but need some touch up and some cleaning
  • Boxes need to be reviewed for that needs to be done
  • Email to be sent to Homeowners to ask to clean them, suggestion made to ask homeowners at the annual meeting to volunteer to clean a mailbox
• Cottage Lawn Filling
  • Motion to approve $1450 bid to fill in lawn work – Passed
    • Mgmt Company to solicit vendor

VI. Unfinished Business

• Landscape Contract  – Received Bids from 3 Landscape companies – Retaining current vendor and will be reviewed again in 2019
• Perimeter Fence Removal – Received Bids from 3 companies – Wait till Annual Meeting
• Delinquencies Reports
  • 0158-02 – Motion to write off bad debt – Passed
  • 0469-01P – Motion to write off bad debt – Passed

VII. Adjournment

• Call for adjournment was at: 7:50 pm

Arbor Ridge Home Owner Meeting for February 6, 2018

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

Homeowner Input

I. Meeting Called to Order

• 6:30 pm

II. Meeting Minutes

• Motion to approve meeting minutes for September 25, 2017 and November 14, 2017. Motion carried.

III. Treasurer’s Report

• Not discussed

IV. Committee Report

• Social/Newsletter Committee – Lisa Walker reported:
  • May not have enough volunteers to support an Easter Egg Hunt. Committee has decided to table having the event this year.
  • July 4th hot dog stand
  • August National Night Out
  • Holiday Lighting Contest
• Landscape – Tom Wilkinson reported:
  • No updates

V. New Business

1. Board Meeting Dates
   • Update April 8th to May 8th meeting.
2. Compliance dates 2018
   • Board discussed compliance issues they’ve seen in the neighborhood. No dates were set.
3. Board Education Class Schedule 2018
4. Perimeter Fence Removal
   • Board considering the removal of white fencing along West Union and Laidlaw due to the lack of spacing needed for the arbor vitae along the fencing to survive.

VI. Unfinished Business

1. Landscape Proposals
   • Board discussed the different proposals received. It is clear we will need another meeting to make a decision. Will set up another date in the near future to discuss.

VIII. Adjournment

• Call for adjournment was at: 7:54 pm

Arbor Ridge Home Owner Meeting for March 27, 2018

Starbucks @ Bethany Village, Portland Oregon

I. Meeting Called to Order

• Quorum Not Meet to hold official meeting

II. Unfinished Business

1. Landscape Proposals Cottage Collection / Main
2. Perimeter Fence Removal

III. New Business

1. Tree Plan 2018

VII. Adjournment

• Quorum Not Meet to hold official meeting

Arbor Ridge Home Owner Meeting for September 25, 2017

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

Pre Scheduled Hearings to be held 6:00 pm to 6:45 pm.

I. Meeting Called to Order

• 6:55 pm

II. Meeting Minutes

• Motion to approve meeting minutes for August 1, 2017. Motion passed.

III. Treasure’s Report

• Financial review was discussed under the 2018 budget

IV. New Business

1. Water Usage – 4148 NW Chaparral Terrace
   • Tell John Shewchuk Account Manager with Showplace Landscape to stop watering area.
   • Homeowner will work with TVWD to determine how much water is being used to water that area and come up with an estimate for reimbursement.
2. 2018 Reserve Study
3. 2018 Budget
   • Reviewed proposed budgets for 2018 for both the main and cottage neighborhoods.
   • Motion to approve the budget laid out by TMG with feedback from the Board. Motion carried.
4. Landscaping work proposal recommendations:
   • Motion to stump grind and replace tree on West Union. Motion carried.
   • Motion to remove stump and replace with another tree along Laidlaw. Motion carried.
   • Monument lighting: Bid came back slightly over budget, at $2530.00. Motion to approve the additional expense. Motion carried.

V. Adjournment

• Call for adjournment was at: 8:13 pm

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

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