Arbor Ridge Home Owners Association Annual Meeting for November 19, 2019

I. CALL TO ORDER 6:31 pm

• II. PROOF OF NOTICE OF MEETING
  The Annual Meeting, previously scheduled for Tuesday, October 22, 2019, was reconvened
  due to low turnout and proxies received. The Annual Meeting was rescheduled to Tuesday,
  November 19, 2019.
• Notice of the November 19, 2019 Annual Meeting were distributed to homeowners via First
  Class and e-mail blast mailings.

III. ESTABLISHMENT OF QUOROM

• There were [130] homeowners and/or proxies received (____ present and _____ proxies).
  Quorum requirement met.

IV. APPROVAL OF 2018 ANNUAL MEETING MINUTES

• Motion on the floor to approve October 23, 2018 Annual Meeting minutes. Motion approved
  and carried.

V. PRESIDENT’S REPORT

• Joe Lopez (Vice President) shared the October 22, 2019 President’s Report prepared by
  Lisa Walker (President) highlighting newly-elected Board Members, 10 sub committees
  formed in 2019, 2020 budget overview, and Reserve Study.
  Please see President’s Report for details.

VI. NEW BUSINESS

A. Review of Approved 2020 Budget
Joe Lopez and Lynda Collins (fka DuLong) reviewed the 2020 proposed budget and
answered questions from homeowners.
B. Nominations from the floor
Rhonda Corbella
[Isaac Romero ??]
C. Election of Board of Directors

VII. ADJOURNMENT

7:25 pm

Organizational Meeting – Current Board Members who were present at the November 19, 2019
Annual Meeting briefly assembled to determine a date for the Organizational Meeting and to discuss
Board of Director positions.

Arbor Ridge Home Owner Meeting for July 28, 2020

Board of Directors Meeting – Virtual

I. Meeting Called to Order

• 6:30 pm

II. Approval of Minutes

• January 21, 2020 – unanimously approved

III. Management Report

ADMINISTRATIVE

1. 1. Homeowner Correspondence
      • Motion to ratify waivers previously approved (A thru C) – passed
      • Motion to not approve several homeowner fee waiver requests (D thru G) – passed

FINANCIAL

1. 1. Balance Sheet
      • Information only – no actions taken
   2. Delinquency Report
      • Motion to move #098 over to new attorney – passed

IV. New Business

1. Preliminary Discussion of $46,076 Payback to Main Reserve Fund
   • Information only – no actions taken
2. Showplace Enhancements – Open Proposals
   • Motion to rename bark dust line item in Cottage Reserve Study to “Bark dust and Lawn Renovations”- passed.
   • Motion to approve proposals #7267 and #7383 to be funded by Cottage Reserve Fund – passed.
   • Motion to approve proposal #8124 to be funded by Main Reserve Fund – passed.
   • Motion to approve proposal #6714 removal of grass along Greyhawk between Oak Creek and Desert Canyon and Moon Valley between Greyhawk and Arizona and replace with bark dust to be funded by Cottage Reserve Fund – passed.

3. Tree Removal 2020
   • Motion to approve Tree Work Proposal by NW Tree Specialists to be funded by Cottage Reserve Fund – passed.
4. 2021 Reserve Study
   • Motion to move expenses for irrigation under operation budget for Cottages to the Cottage Reserve Fund in the amount of $13,656.06 – passed
   • Motion to move expenses for irrigation under operation budget for Main to the Main Reserve Fund in the amount of $6804.87 – passed.
5. ARC Review
   • Motion to ratify the Architectural log list – passed.

V. Unfinished Business

1. 1. Motion to deny fee waiver request for homeowner who failed to attend hearing – passed.

VI. Adjournment

• Call for adjournment was at: 8:09 pm

Arbor Ridge Home Owner Meeting for January 21, 2020

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

I. Meeting Called to Order

• 6:37 pm

II. Meeting Minutes

• July 30, 2019 – Approved
• August 20, 2019 – Approved
• October 29, 2019 – Approved
• November 19, 2019 – Approved
• December 1, 2019 – Approved

III. Home Owner Input

IV. Committee Reports

• Landscape – Not Discussed
• Social – Holiday Light Contest was successful – prizes dispersed to winners
  
• Neighborhood Watch – Board Discussed Ideas with Traffice control in specific areas of the neighborhood

V. Management Report

ADMINISTRATIVE

1. 1. Homeowner Correspondence
      i. Motion to approve payment plan of homeowner – passed

FINANCIAL

1. 1. Delinquency Report
      1. Motion to hold off on taking any actions with regard to delinquent accounts until next board meeting – passed

MAINTENANCE AND REPAIRS

1. 1. 2020 Reserve Expenditures
      1. Mike to review asphalt, bark dust in community and report back next board meeting.
      2. Board discussed tree replacement program and potentially obtaining another report from an arborist.

VI. New Business

1. 1. Water Conservation Options
      1. Motion to adopt a policy for the landscape company to turn on the commons water no earlier than May lst and turn off by September 7th – with the added flexibility to turn back on later if the weather becomes particularly hot – passed. Board to make a final decision of turning off the water at the September 1st board meeting.
   2. Showplace Enhancements – Park Strips/Turf
      1. In an effort to conserve water, motion to remove park strip lawns along Laidlaw and replace with bark dust – except park strips from West Union to Oak Creek – passed.

Motion to approve landscape proposal # 5130 – passed.

VII. Unfinished Business

1. Occupancy Resolution
   1. Board discussed but no decisions were made.
2. Landscape Schematics Committee Resolution
   1. Not discussed
3. Perimeter Fence
   1. Not discussed

VIII. Adjournment

• Call for adjournment was at: 8:39pm

Arbor Ridge Homeowner Meeting for December 1, 2019

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

CALL TO ORDER – meeting was called to order at 2 p.m.

Present at the meeting:

• Rhonda Corbella, Mike Farris, Joe Lopez, Kay Syravong

II. ELECTION OF OFFICERS

Elections were held separately for the following offices and all were unanimously approved:

• Joe Lopez, President
• Lisa Walker, Vice President
• Todd Behunin, Secretary
• Kay Syravong, Treasurer

III. 2020 MEETING DATES

The following 2020 meeting schedule was agreed to by everyone present:

• Tuesday, January 21 6:30 p.m. (Avamere Retirement Center on West Union, 3rd floor Craft Room)
• Tuesday, April 21 6:30 p.m. (Avamere Retirement Center on West Union, 3rd floor Craft Room)
• Tuesday, July 28 6:30 p.m. (Avamere Retirement Center on West Union, 3rd floor Craft Room)
• Tuesday, September 1 6:30 p.m. (Avamere Retirement Center on West Union, 3rd floor Craft Room) – 2021 Budget Meeting
• Tuesday, October 20 6:15 p.m. (sign in) Annual Meeting held at Bethany Elementary School cafeteria

IV. ADJOURNMENT

• Meeting was adjourned at 2:23 p.m.

Arbor Ridge Home Owner Meeting for October 29, 2019

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

CALL TO ORDER 6:30pm

NEW BUSINESS

Funding for Main Collection

• Motion to approve the transfer of $46,076 from the Reserve Fund into the main operating account to cover for the high EOY seasonal demand. Motion passed.

Showplace Enhance Proposals

• Master valves/timers at each of the 4 irrigation meters
• Motion to approve the Showplace master valves proposal for $4292, with payment to come from the Main Reserve Funds. Motion passed.
• Low maintenance/water enhancement proposal along parkstrip lawns on Laidlaw
• No motions or actions taken at this time.
• Board to work with AMS and Showplace to provide several more options/proposals to beautify the area as well as provide low maintenance and water usage.
• Board to work with AMS and identify funds in the Reserve to account for this expense/investment.

UNFINISHED BUSINESS

• Nothing discussed.

ADJOURNMENT 7:32pm

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

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