Arbor Ridge Home Owner Meeting for September 21, 2015

Homeowner Input

• None

I. Meeting Called to Order

• 7:05 pm

II. New Business

1. 2016 Budget Overview
   Due to the increase in landscaping maintenance (irrigation, trees, etc.) and bad debt, it has become necessary to increase assessments for both the Main and Cottage collections.
   1. Motion to increase assessments for Main collection by $30. Motion passed.
   2. Motion to increase assessments for the Cottage collection by $60. Motion passed.

IX. Adjournment

• Call for adjournment was at: 7:29 pm

Arbor Ridge Home Owner Meeting for July 21, 2015

Homeowner Input

• Several homeowners in attendance discussed the need for yard maintenance, low hanging trees, etc., and what the Board is doing about it.

I. Meeting Called to Order

• 7:11 pm

II. Meeting Minutes

• April 21, 2015 Minutes were motioned for approval; Board passed the minutes unanimously. Motion carried

III. Treasure’s Report

• Postponed till later in the meeting

IV. Committee Report

• Neighborhood Watch – Lisa Walker reported: Working with Ken with the Master Landscaping Committee
• Social/Newsletter Committee – Lisa Walker reported: Neighborhood Watch program going well. Email correspondence is about 350 emails which get sent out frequently. August 4th at 6pm is Nat’l Night Out at John Marty Park – potluck, so bring some food
• Landscape – Tom Wilkinson reported: The arborvitae maintenance issue is going to get worse. May want to consider a plan for maintaining them over time. Showplace replacing some trees with shrubs. Some of the triangle areas still have irrigation and can potentially be capped
• Architectural – Board reported: Mike Farris and the Board are busy reviewing the ARC requests
• Bethany Governance Series – A brief overview of the initial meetings was discussed, the purpose of those meetings, etc

V. Management Report

Administration

• Several items were discussed that did not need any action from the Board (car crash on Scottsdale, car break-in, street parking issues, barking dogs, yard maintenance, etc.).
• Items that did require board action:
  1. Clutter along side of home – would like the $75 violation removed. Motion on the floor to waive the fee. Motion carried.
  2. Homeowner requesting fine of $150 be waived. Homeowner has had multiple violations. In order to be consistent, motion to waive the fee was denied by the board.
  3. In regards to common area shrubs being watered by homeowners own irrigation, motion on the floor to credit homeowner for use of their water. Motion carried

Financial

• Delinquency Report/Collection Update: Report is getting better. Homeowner on Arizona required to list the home on MLS

VI. Unfinished Business

1. Engineer Annual Review Report
   Columbia Geotechnical finished their annual review. No change in settling along walk way. Water flow is draining well. Recommends resetting boulders from the waist up. Children playing on the rock walls poses a hazard. Concern of a hot tub along the retaining wall.
2. Irrigation Replacement / Water System
   Maintenance cost of the irrigation system in the Cottage Collection is increasing year-over-year. If the Board decides to do it, it was discussed to implement it in phases so homeowners wouldn’t incur a special assessment amount. Showplace quoted ~$73000

VII. New Business

1. 2016 Reserve Study
   The Cottage Collection funding came back as “fair”. Master Collection came back as “good”.
2. 2016 Budget
   Master Collection potentially increasing assessments by $30. Cottage Collection to increase by $60 due to the irrigation system replacement.
3. 2015 Tree Enhancement Update
   Landscape Committee, Management and Clay Erway meeting to discuss other hazardous trees that have not been identified for removal yet

IX. Adjournment

• Call for adjournment was at: 8:29 pm

Arbor Ridge Home Owners Association Annual Meeting for October 21, 2014

I. Meeting Called to Order

• 6:35 pm

II. Proof of Notice of Meeting

III. Established Quorum

• Quorum was achieved with 114+ proxies and registration.

IV. Meeting Minutes

• Annual Meeting Minutes from Oct. 22, 2013 were motioned for approval; Board passed the minutes unanimously.

V. President’s Report

• Lisa Walker facilitated the meeting and reported to the Home Owners a review of the year of 2014. Special focus was placed upon the Neighborhood Watch program, Social Committee, Tree Project (Davey Report) plan and committees involvement.
• A review and approval of the 2015 budget (motioned first and then seconded/carried)
• Nomination from the floor took place.
• Election of Board Members took place.
• Special recognitions

VI. Adjournment

• Call for adjournment was at: 7:50 pm

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

Tuesday Oct 20th 2015 @ 6:30 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 5:50 pm.

Home Owners will receive a letter from our Management Company containing a proxy form and information on the upcoming Annual Meeting on October 20th, 2015.  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 bring your signed and dated proxy form and attend the meeting, your name will be entered in a drawing.

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.

2015 PROXY

There will be a special budget meeting by the board to discuss the 2016 budget.

This meeting is only to discuss the Budget, there will be an opening period of Home Owner input.

HOMEOWNER INPUT

Owners are welcome and encouraged to attend. The open forum time for Homeowner input is limited to 15 minutes (3 minutes each) at the beginning of each meeting. Once the open forum is closed, all Owners are welcome to stay and listen to the business before the Board of Directors; however, additional Homeowner interaction and input is only allowed if the Chairman of the Board calls upon a Homeowner.

I. CALL TO ORDER

II. NEW BUSINESS

  2016 Budget Overview –

III. ADJOURNMENT

Arbor Ridge Home Owner Meeting for April 21, 2015

Homeowner Input

I. Meeting Called to Order

• 6:35 pm

II. Meeting Minutes

• January 20, 2015 Minutes were motioned for approval; Board passed the minutes unanimously. Motion carried.

III. Treasure’s Report

• Lynda DuLong gave the following report: We will be expecting large expenditures coming soon, wetland maintenance, bad debt, bark dust, tree plan, irrigation replacement, LED lighting replacement, etc. We may need to potentially add a new line item next year for “bad debt” to write off.

IV. Committee Report

• Neighborhood Watch – Lisa Walker reported: Neighborhood Watch program going well. Any updates are forwarded to subscribers.
• Social/Newsletter Committee – Lisa Walker reported: Easter Egg Hunt went really well. There were many in attendance. After receiving several donations, we came in $165 under budget. New this year were specially hidden “golden eggs”, where the lucky finders were first in line for selecting a raffle prize. We are continually seeking volunteers for this and other HOA events. Lisa requested a budget to fund/support the hot dog stand for the 4th of July party at John Marty Park. It’s already in the budget and approved. Looking to do an e-blast for the neighborhood Garage Sale and Holiday Lighting contest.
• Landscape – Tom Wilkinson reported: There is one tree that might need replacing. The look of the neighborhood is really improving. Tom forecasts the tree replacement will be an ongoing issue for the foreseeable future. There are some ground cover that needs to be replaced. He has talked to John @ Showplace about it. Since there is no need for mowing, Showplace still needs to periodically maintain it. A little effort goes a long way. Tom mentioned an area that needs maintenance is on the corner of Laidlaw and Oak Creek Dr. A motion was given to approve a budget of approximately $500 to maintain that area. Motion carried.
• Architectural – Board reported: All requests have been approved. No other business was discussed.
• Bethany Governance – Board reported: No report was given.

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.
  • One homeowner requested additional pet maintenance signage to be placed around the neighborhood. Board feels that for the small majority of people who don’t clean up after their animals, additional signage won’t deter them. Plus, there’s a cost for the signs, bags, and maintenance of it.
  • Homeowner concerned of parking issues – people parking on the street. The HOA can enforce on private streets, but not on public streets.
  • Homeowner mentioned that there were coyotes in the area and to be cautious.

Financial

• Postponed till the open session

VI. Unfinished Business

1. Foot Bridge Maintenance
   We’ve received a number of bids ranging from $1800 to $2800. A motion was made to request a third bid, not to exceed the highest bid of $2800. Motion carried.
2. Mailbox Cleaning
   A homeowner had plastered missing cat flyers on the mailboxes. A proposal was made to create nice permanent (metal engraved) signage to specify no other signage can be placed on it. Bids for cleaning range from $1500 to $1710 were given. A motion was made to request a third bid, not to exceed the highest bid of $1710. Motion carried.
3. Engineer Annual Review Report
   Not discussed.
4. Formal Appointment of the Master Collection Landscape Committee
   TMG put together a nice yard maintenance matrix document that the board would like to evangelize, post on the website, etc. Ken and Mike Farris will get together to discuss ideas on how/where to take this committee, etc.
5. Irrigation Replacement / Water System
   The cost is approximately $73000, $24,500 over four years (approx. $233/home). This is for the Cottage area – excluding the Common Areas. Board would like to get more details around what’s entailed in the costs from John at Showplace. An discussion to consider using a different service provider to do the replacement has occurred over the last few months via email. The board has decided it was in our best interest to use our existing landscaping provider who is already familiar with the system. Tom mentioned a homeowner would like to participate and potentially form an irrigation committee. Board will consider this but will not make a decision at this time.
6. Board member replacement
   One board director has failed to attend meetings, respond to inquiries, or uphold their responsibilities. Board President will reach out one more time to see if that individual would still like to participate on the board. If no response is given, a special meeting may be required to discuss the removal of the individual on the board.
7. Curb address painting
   A local Boy Scout troop is conducting a service project for painting addresses on curbs in the area. Proceeds will be used to help fund their scout camps during the year. In conjunction with TMG’s ability to send email notifications out to the community, Lisa and Todd will work together to advertise this service project.

VII. New Business

• Board to adjourn in to Executive Session for a legal matter

VIII. Adjournment

• Call for adjournment was at: 8:12 pm

IX. Reconvene into open session

• The board decided to add a line item for “bad debt” for the 2016 budget. In the same vein, a particular homeowner is disputing fine letters for parking a vehicle under a common walk way, arguing that it was a guest and not them. Board may work with Vial to waive the interest fees, etc.
• Adjourn at 8:38 pm

Next Meeting on Tuesday, April 21, 2015 at 6:30 p.m, Avamere at Bethany Retirement Center (16360 NW Avamere Court ♦ Portland OR 97229) – (Craft Room ♦ 3rd Floor)

Agenda 042115

Arbor Ridge Home Owner Meeting for January 20, 2015

Homeowner Input

• None

I. Meeting Called to Order

• 6:34 pm

II. Meeting Minutes

September 23, 2014 Minutes were motioned for approval; Board passed the minutes unanimously. Motion carried.

III. Treasure’s Report

Lynda DuLong gave the following report:
We are trending on track with all budget categories with the Main and Cottage Collections. TMG received the Reserve Study Report for both the Main and Cottage Collections by Reserve Funding.

IV. Committee Report

• Neighborhood Watch – Lisa Walker reported: Going well. Continue to send updates as she gets them. Gave a report of an intoxicated woman that was wondering the neighborhood in the early part of the morning checking for unlocked doors. Homeowners need to be sure to lock doors. Newsletter will be going out in March.
• Social/Newsletter Committee – Lisa Walker reported: Holiday Lighting Contest went well. There were three winners. Easter Egg hunt will continue again this year. Putting together a craft/activity book as well. Working with other organizations to put together a new location for National Night Out.
  • Motion to approve a budget to purchase supplies for the Easter Egg Hunt – not to exceed $800. Motion carried.
• Landscape – Lisa Walker Commented: Discussion around the organization of a new landscape committee that would oversee the Main Collection. Possible guidelines around landscaping policies were discussed. Motion to create this new committee. Ken Walker to be the committee chair and Mike Farris to assist.
  • Motion carried. Compliance frequency will typically start in February-March and possibly continue quarterly. Board to start with reminders, like in the newsletter(s). Then move into compliance.
• Architectural – Board reported: No report was given
• Ad-Hoc Beaver Committee – Zen Dunaj: No report was given

V. Management Report

Administration

• Board discussed dissolving the payment plan option. Only one homeowner is currently doing this and is not under any hardship since December 2009. The board agreed that payment plan option will only be available for reasonable hardship situations.

Financial

• Delinquency Report/Collection Update: Not much change. Vial will continue to prosecute.

VI. Unfinished Business

• Foot Bridge Maintenance: Table discussions till the weather gets better.

VII. New Business

1. 2015 Work Plan
   Fence cleaning options were discussed. Management to get bids. Columbia Geo Technical to inspect structural integrity in retaining walls throughout community. Motion to approve budget not to exceed $1000. Motion carried.
2. 2015 Reserve Study
   Landscaping maintenance and budgeted amounts were discussed for both Cottage and Master collection. Darker bark dust preferred. TMG to get bids on bark dust and pressure wash. Will review to see if concrete/curb repairs are needed during compliance reporting. Board discussed looking into using LED’s for all the lighting in the community. Move forward with power washing, but postponing mailboxes. Board paid $1000 to maintenance mail boxes five years ago. TMG to obtain bids from Mike Walker and another firm.
3. Landscape Design Standards/Lot Maintenance Resolution
   Discussed earlier.
4. Master Collection Landscape Committee
   Ken and Mike to work together and come up with responsibilities and guidelines.
5. Irrigation Replacement/Water System
   Bid was obtained to do the replacement, ~$73,000.
6. Engineer Annual Review

VIII. Adjournment

• Call for adjournment was at: 8:10 pm

Arbor Ridge Home Owner Meeting for September 24th, 2013

Homeowner Input

• None

I. Meeting Called to Order

• 6:33 pm

II. Meeting Minutes

• July 22, 2014 Minutes were motioned for approval; Board passed the minutes unanimously. Motion carried.

III. Treasure’s Report

• Lynda DuLong and Yong-Feng Yang gave the following report:
  We are trending on track with all budget categories with the Main and Cottage Collections. TMG received the Reserve Study Report for both the Main and Cottage Collections by Reserve Funding.

IV. Committee Report

• Social Committee – Lisa Walker reported: Starting December 15, the Holiday Lighting Contest will begin. Lisa is looking for volunteers to help vote.
  The participation of the Annual Garage Sale was low. Board is considering options to scale it down.
  Newsletter is being put together – should be mailed sometime soon
  
• Neighborhood Watch – Lisa Walker reported: Program continues to do well. Washington County changed rules regarding food for National Night Out. They are looking to consolidate resources and may have a single event for all of Beaverton only.
• Newsletter – Lisa Walker reported:
• Landscape – Tom Wilkinson reported: Tree Project remains to be the biggest project. Phase 2 tree removal begins October 6th. 33 trees will be removed. One person requested their tree to remain. Landscaping committee reviewed and approved the trees to be removed. They have identified three more areas to plant. Tom feels that the removal and replacement of trees will improve the neighborhood. Lisa reported a tree being hit and damaged. Linda will have Davy to take a look
• Architectural – Board reported: Mike Farris said that it’s pretty quiet at this point. Most of the requests have been dealt with.
• Ad-Hoc Beaver Committee – Zen Dunaj: Not much has changed since the last report. Track T looks much better. The other track on the west side of Laidlaw is still concerning. Zen mentioned this area to John from Showplace. Lynda says John continues to monitor it. Bud Weaver mentioned he had removed four beavers. The water flow from Claremont has slowed down. Homeowner was interested in removing dead trees in Track T. That is a protected area and no items can be removed.

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.
• Homeowner was concerned with fire pits in the neighborhood and was requesting the board ban them in the neighborhood. It may be difficult to regulate that. Instead of banning them, the board may add clauses to regulate the proximity of the fire pits or possibly other regulations to increase homeowner safety.

Financial

• Delinquency Report/Collection Update: Not much change. A few are playing legal games to keep the process going. One settlement is coming in. Homes are turning over

VI. Repairs and Maintenance

• Mailboxes Concerns with what is being posted to the mailboxes. We may want to check with the Post Office to see if they have ideas.
• Watering system Yong-Feng Yang had concerns with the amount of watering in the cottage collection. Board will look into adjusting the amount of watering being done. Tom mentioned that the number of sprinkler heads could be reduced – suggested the Board look into investigating and doing that work. The timer apparently is not very customizable. This will be revisited next year when the water is turned back on.

VII. Unfinished Business

• Foot Bridge Maintenance Several proposals have been presented. They range from $1800 – $2900, depending on the services and experience provided. No decisions were made at this point.

VIII. New Business

• 2015 Reserve Study – A summary of the 2015 Reserve Study was discussed.
• 2015 Budget – Board to discuss how to fund monitoring the wetlands. For the master collection, two options were proposed for a budget. Option A increases the Wetland Maintenance upwards of $15000, which would change the annual assessment from $260 to $285. Option B specifies the budget will remain virtually the same, along with annual assessments. The beaver situation will be an ongoing issue. Zen suggests we look at other alternatives. Homeowners would like to get more clarity what all entails in that quote. Motion to go with Option B for the 2015 budget was presented. The motion was carried.
• Annual Meeting – October 22, 2014 at Bethany School. Mike Farris will provide some proxy reminder signage. Board urges homeowners to come to the meeting or turn in their proxy letter.

IX. Adjournment

• Call for adjournment was at 7:42pm

Arbor Ridge Home Owners – Below is information provided to the HOA in regards to the future of the Bethany Area.  Currently we live in unincorporated Washington County and are no part of Hillsboro, Beaverton or Portland.  Please read about the what the Citizen Steering Committee (CPO7) has to discuss at a future meeting outlined below,  Keep in mind this is not an endorsement, we are providing the information to you as a Home Owner to help you with how you want to shape the Bethany Area.  If you have any questions please visit their website.

Dear Neighbors,
CPO #7 (your official citizen group at the county level) is sponsoring a series of community get-togethers in 2015 to begin exploring the pros and cons of Bethany becoming a part of a City. Changing our current status from being residents of Unincorporated Washington County to residents of a City raises all sorts of questions and concerns–which these meetings hope to address. This is the first time ever, such a series has been held here – so there is much to learn and it’s critical we participate and voice our needs and be open to discover the possibilities.
The series is broken down into themes. The first meeting is scheduled for Thursday, Jan. 22nd at 7:00 PM and will be held at the Community Room of the new Fire Station located at 13545 NW Evergreen Street, Portland 97229 (near the intersection of Thompson & Saltzman Roads). Attached is a flyer with specific details.

Please forward this invite to all of your friends and plan to attend this meeting to help shape the future of our community. It’s an exciting time – looking forward to seeing you all soon!

All the best!
CPO7 Steering Committee

Bethany Gov Series Flyer