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

Meeting Dates and Events have been added to the 2017 Calendar.

Meetings:

• Tuesday:  February 7, 2017 @ 6:30 pm (Avamere Retirement Center, 3rd floor craft Room) 
  
• Tuesday:  May 2, 2017 @ 6:30 pm         (Avamere Retirement Center, 3rd floor craft Room)
  
• Tuesday:  August 1, 2017 @ 6:30 pm    (Avamere Retirement Center, 3rd floor craft Room)
  
• Tuesday:  October 24, 2017 @ 6:30 pm (Annual meeting at the Bethany Elementary School Cafeteria)

Events:

• Easter Egg Hunt: Saturday, April 15th, 2017 
  • This years event will be announced to the Arbor Ridge community, as locations that will be having them in our area.  This is due to lack of volunteers at this time.  We can send out email blasts prior to the time, to see if we can get a group of volunteers that want to coordinate and host the event.  We only had one volunteer sign up at our Annual meeting in October, and we need at least 5-7 that will confirm.
• July 4th Festival with Charlais: Tuesday, July 4th, 2017
  • Hot dog stand at the John Marty Park (Sponsered By ARHOA)
  • Festival starts at 9 am and hot dog stand opens at 10 am
• National Night Out:  Tuesday, August 1st, 2017
  • This event will be centralized and announced to our Arbor Ridge community of locations in our area.
• Annual Community Garage Sale:  Saturday, September 9, 2017 9 am – 2 pm
• Holiday Lighting Contest:  Week of December 18th – December 22nd, 2017

Arbor Ridge Home Owners Association Annual Meeting for October 20, 2015

I. Meeting Called to Order

• 6:35 pm

II. Proof of Notice of Meeting

III. Established Quorum

• There were exactly 117 homeowners and/or proxies received. Quorum requirement of 20% homeowners was met.

IV. Meeting Minutes

• Motion on the floor to approve the 2014 annual meeting minutes. Motion passed.

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, and all of the social committee events. Please see the Presidents Report for more details.

VI. New Business

1. Review of Approved 2016 Budget Lynda Dulong reviewed the proposed 2016 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 Mike Farris, Ken Walker, and Zen Dunaj were unanimously voted for and re-elected to be members of the board of directors.

VII. Adjournment

• Call for adjournment was at: 7:21 pm

Arbor Ridge Home Owner Meeting for June 28, 2016

Homeowner Input

I. Meeting Called to Order

• 6:45 pm

II. Meeting Minutes

• Motion to approve meeting minutes for both May 16, 2016 and March 29th, 2016. Motion passed.

III. Treasure’s Report

• Not Discussed

IV. Committee Report

• Neighborhood Watch – Lisa Walker reported:
  • National Night out
• Social/Newsletter Committee – Lisa Walker reported:
  • July 4th event: there appears to be enough volunteers for the hot dog booth.
  • Annual Garage Sale – not much participation. Looking to do alternatives with that (e.g. Westview recycling fundraisers, dumpsters, etc.).
• Landscape – Tom Wilkinson reported:
  • Homeowner has tall tree and his neighbor is worried about
  • Dying tree on Oak Creek – John estimated about $593 to fix.
  • Common area along West Union and Palmbrook – spot of bark dust where tree once was. John suggested adding three small shrubs and replacing a small section of grass.
  • Monument: there is a tree dying. John recommends taking all four trees out.
• Architectural – Board reported:
  • Nothing outstanding. Discussed homeowner who completed work before receiving their ARC was denied

V. Management Report

1. Homeowner Correspondence
   1. Board agreed it was a neighbor-to-neighbor dispute – that they need to work together to resolve the issue.
      No action needed.
   2. Homeowners came to the meeting. Doing their due diligence to save the arbor vitaes by watering, fertilizing.
   3. Board to provide homeowner a deadline of September 5th to complete work before fine is removed.
   4. Board agreed to these terms.
   5. Board suggested homeowner do the maintenance themselves.
   6. No action needed.
   7. No action needed.
   8. No action needed.
   9. Board suggested to submit ARC form
2. Delinquency Report/Collection Update
   1. 0157 01: writing off

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.

Financial

VI. Unfinished Business

• Landscape Resolution
  • Just reviewing at this point and gathering more feedback. Legal review to follow.
• Main Entry Design / Lighting
  • Michael Walker to be the chair of the monument enhancements committee. Board provided financial guidelines to the committee chair. Motion to create this committee was passed.

VII. New Business

• 2017 Reserve Study
  • Board to postpone any tree maintenance budget ($21,450) to bump up the reserve.
  • Board to review 8-year plan and consult with Clay Erway at Davey Resource in identifying additional concerns with the neighborhood.
• Landscape Compliance
  • Not discussed.

VIII. Executive Session

• The Board to adjourn to Executive Session to review legal matter.
  8:20pm

IX. Reconvene To Open Session

• 8:35pm
• Board to continue to work with Vial (legal representative). They feel it’s best to have legal representatives work through these legal matters.

X. Adjournment

• Call for adjournment was at: 8:37 pm

Arbor Ridge Home Owner Meeting for March 29, 2016

Homeowner Input

I. Meeting Called to Order

• 6:36 pm

II. Meeting Minutes

• Approved February 8, 2016 & February 18, 2016

III. Treasure’s Report

• Waiting for the Annual Review and Budget
• Need current monthly report, not in today’s Management Report, will contact Lynda

IV. Committee Report

• Neighborhood Watch – Lisa Walker reported:
  • Could not make the coffee with Washington County officers.
  • National Night out events will be centralized, location to be determined.
• Social/Newsletter Committee – Lisa Walker reported:
  • Easter Egg Hunt, went great, Lisa had a lot of good help, had enough eggs and prizes for all the kids. 3000+ eggs. THPRD did not come though with mowing the park.  Showplace took care of it.  Lynda called THRPD and addressed the issue with their supervisor.  The Gazebo needs repaired, THPRD will repair it.
  • Next Event will by the Garage Sale in June 11th.
• Landscape – Tom Wilkinson reported:
  • Ornamental Grasses and ground cover are coming along nicely in the Cottage Street Tree areas.  Tom is watching trees not pulled and noticing they are continuing to grow larger.  We may need to review more replacements in the future.
  • Green Space on West Union and Oak – Plums trees have been replaced.
  • Tom walked with Tom on the Main Entrance refresh, its a major work, board believes a smaller project is needed and it will be reviewed.
  • 167/Tuson work done, boxwood was not used, looks nice concerned with plants growing to big.
• Architectural – Board reported:
  • No Current Activity
• Ad-Hoc Beaver Committee – Zen Dunaj:
  • Beavers eating away on trees, recent rains are filling up the area.  We will continue to monitor area. Area around last damn to the Emerarld Canyon will be breached by Zen to bring water level down again.

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-1 – This is a home owner to home owner issue the board will not mediate
  • a-2 – Home Owner is responsible for house to curb CCRs – Section A, Residential Covenants – Sub-Section 18
  • b,c,d,f,g,h – Home Owners need to attend to plead case for reversals.
  • e – Home owner appeared and has not past issues, Motion carried to waive fee

Financial

• No Questions on Delinquency Report

VII. Unfinished Business

• Landscape Resolution
  • A few sections need to be revised to properly address CCRs
• Main Entry Design / Lighting
  • Reviwed under Landscape Committee Report

VIII. New Business

• Mike will work on converting the CCR’s to searchable context on the web site over the next year

IX. Adjournment

• Call for adjournment was at: 7:36pm

Arbor Ridge Home Owner Meeting for May 16, 2016

Homeowner Input

I. Meeting Called to Order

• 6:00 pm
• Board received input from homeowner concerns.
• The Board to adjourn to Executive Session to review input given from homeowner.

II. ADJOURN INTO EXECUTIVE SESSION

• 7:00 PM
• The Board discussed and reviewed input given from homeowner, made decisions.

III. RECONVENE TO OPEN SESSION

• 7:10 PM
• Board decisions and outcomes:
• Hearing #1: Homeowner failed to attend. No decisions made.
• Hearing #2: Board to discuss decisions with The Management Group.
• Hearing #3: Homeowner failed to attend. No decisions made.
• Settlement was discussed. The Board has agreed to the terms and will accept the offer on the basis that the lien should not be lifted until full payment has been received.

IV. ADJOURNMENT

• Call for adjournment was at: 7:20 PM

Please enjoy the March 2016 edition of the community newsletter.

ARHA March 2016 Newsletter

Arbor Ridge Home Owner Meeting for February 8, 2016

Homeowner Input

• None

I. Meeting Called to Order

• 6:45 pm

II. Meeting Minutes

• November 11, 2015 minutes were motioned for approval; Board passed the minutes unanimously. Motion carried.

III. Treasure’s Report

• Mike and Lynda gave the following report: irrigation was a large expense last year. Reserves for Cottages is looking low.

IV. Committee Report

• Neighborhood Watch – Lisa Walker reported: Still the same. Getting updates from sheriffs department and CWN. Suspicious individual going door-to-door talking about alarm systems. Another suspicious man is walking around asking homeowners if they want to sell their vehicles.
• Social/Newsletter Committee – Lisa Walker reported: Newsletter coming out in March. Easter Egg Hunt March 26th – doing 3000 eggs this year (last year was 2900). Requesting $850 for candy/crafts/supplies. Unused monies will rollover to July 4th hot dog stand. Fourth of July and National Night out: working closely with CWN – may take the lead on some responsibilities.
• Landscape – Tom Wilkinson reported: Master Landscape Committee gaining more traction. Proposal for Showplace to maintain a couple common areas on NW Keno and NW Tucson in the Master Collection. Lights on monument (West Union and Laidlaw) need adjustments/replacements. 15 scheduled trees came out – 11 came in. Tom feels these trees will be great for the neighborhood. Lawn restoration needs to happen on places where trees were removed. Other areas will take on ground cover which will be easier to maintain – in particular the triangle areas. There are upwards of 70 sprinkler heads that can be capped now – which will save on irrigation expenses. There are homeowner wood fences that need to be maintained better (e.g. on Tucson St). Cable boxes have not been correctly capped/closed. Zen briefly discussed the beaver dams in the green spaces. In general, beaver activity is steadily growing but areas are still in good shape.
• Architectural – Board reported: Only one pending ARC Request. It was discussed and approved.

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.
• Briefly discussed. Board is granting an extension for yard compliance issues till May when the weather improves.

Financial

• Delinquency Report / Collection Update
  • Not Discussed

VI. Unfinished Business

• State Farm Auto Claim – Adam Thayne with Panic Law, Attorney Presentation
  • Discussed the incident regarding his client and damages that occurred within common areas and homeowner property. A plea was made on behalf of his client for forgiveness in exchange of a particular charge being dismissed. No decisions were made at this time. Another executive meeting will be called in the future to discuss the matter.

VII. New Business

1. 2016 Work Plan
2. 2016 Reserve Study
   1. Cottage Collection running low – $15815. MMA $18000, $2307, $48000 for tree removal project, etc.
3. Landscape Resolution
   1. Reviewed landscape resolution. Feedback was given. Nothing actionable was made at this time.
4. Showplace Landscape Proposals
   1. Several contract/proposals were presented to maintain areas in the community.
      1. Motion to approve $2390 to repair areas due to tree removal project. Motion passed.
      2. Motion to approve $2015 to replace 31 arborvitae in common areas. Motion passed.
      3. Motion to approve $3390 to treat common lawns with cranefly control and combat moss, with the direction of the landscape committee. Motion passed.
      4. Motion to approve $4000 for aerating and overseeding in Cottage Homes and Streetscape. Motion passed.
      5. Motion to approve concrete maintenance along Laidlaw, not to exceed $1850. Motion passed.

VIII. Adjournment

• Call for adjournment was at: 8:44 PM

Arbor Ridge Home Owner Meeting for November 12, 2015

Homeowner Input

I. Meeting Called to Order

• 6:00 pm

II. New Business

1. Review of Board of Director Positions 

Motion on the floor to elect the following board members to positions:

1. Treasurer: Mike Farris
2. Director: Zen Dunaj
3. Director: Ken Walker

Motion passed.

2. 2016 Board Meeting Dates and Time
   1. Monday February 8, 2016 @ 6:30pm
   2. Tuesday March 29, 2016 @ 6:30pm
   3. Tuesday June 28, 2016 @ 6:30pm
   4. Tuesday September 27, 2016 @ 6:30pm
   5. Tuesday October 25, 2016 @ 6:00pm (Annual Meeting)
3. 2016 Work Plan

Reviewed goals for 2016

4. Habitat Operational budget review

Discussed budget to remove beaver dams

IV. Open Forum

Motion on the floor to remove Yong-Feng Yang, currently serving as Treasurer, from the board, with a vote of “no confidence”. Motion passed.

IX. Adjournment

• Call for adjournment was at: 6:32 PM