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

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