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

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

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 Association Annual Meeting October 22nd 2013

I. Meeting Called to Order

• 6:45 pm
• Special presentation from Michele Grote, Thrive Corporation. This is in support of our Neighborhood Watch Program initiatives and disasters recovery for our Arbor Ridge Community.

II. Proof of Notice of Meeting

III. Established Quorum

• Quorum was achieved with 170+ proxies and registration

IV. Meeting Miniutes

• Annual Meeting Minutes from Oct. 23, 2012 were motioned for approval; Board passed the minutes unanimously

V. President’s Report

• Mike Foster facilitated the meeting and reported to the Home Owners a review of the year of 2013. 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 2014 budget (motioned first and then seconded/carried)
• Nomination from the floor took place.
• Election of Board Members took place.
• Special recognition’s

VI. Adjournment

• Call for adjournment was at: 7:50 pm

Arbor Ridge Home Owner Meeting for September 24th, 2013

Homeowner Input

Homeowner in attendance had concerns with her neighbor. Wanting to know if she could have power washers go to the home and then attach a lien on the home when they go to sell. Homeowner is curious why the issue has been outstanding for so long. Lynda said that an attorney would need to get involved – which means the HOA would incur attorney fees. In addition, the HOA would need to be careful from getting sued for trespassing onto someone’s property to do maintenance. Lynda suggested calling the police if they see any suspicious activity. There isn’t very much the Board can do at this point – outside what has already been done. An additional homeowner suggested contacting the REO department?

I. Meeting Called to Order

• 6:51 pm

II. Meeting Minutes

• April 22, 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

• Social Committee – Lisa Walker reported:
  • Very successful July 4th. Furnished about 750 hot dogs. Next social will be National Night out in August. Tables will not be furnished. Food may not be furnished. The other social will be in December for the Holiday Lighting contest.
• Neighborhood Watch – Lisa Walker reported:
  • (see “Social Committee/Newsletter)
• Newsletter – Lisa Walker reported:
• Landscape – Tom Wilkinson reported:
  • Phase 1 triangle ground cover continues – 17 triangle areas. Previous attempts have failed. Trying a third type of ground cover. Phase 2 triangle ground cover has started which includes 45 triangles where trees, signs, street lights, etc., are located. Those areas are currently being maintained. Tom talked with John from Showplace to not maintain them and put a different ground cover there instead.
    Full aeration in common areas has been completed. John mentioned it should be done every couple years.
  • Phase 2 of Tree Removal project is starting. Last year, 74 trees came out and were replaced by approximately 12.
• Architectural – Board reported:
  •  There is nothing pending. The official “exterior colors document” defining the color scheme of the neighborhood to be “craftsman style” colors has been approved.
• Ad-Hoc Beaver Committee – Zen Dunaj:
  • Made significant progress. Reviewed some questions he’s received as the committee chair and provided answers to them. Tract C unhealthy – beaver feces, not much maintenance, etc. Tract U is somewhat better than Tract C. Tract T has much better water flow. All tracks have standing dead trees – looks messy/deteriorated. Even though there is much more maintenance needed, it looks much better than it was a year ago. Things out of our control: the beavers and the increase of water. The water increase continues – even in the summer. Recommendations to continue removing the beavers and their dams. Bud Weaver apparently has had traps there for 3 months. He claims to have caught only one beaver. Beaver trap signs were defaced by proponents who claim cruelty to animals.

V. Management Report

Administration

• Homeowner Correspondence:
  • Board reviewed a list of correspondences from homeowners – many of which were informational only.

Financial

• Delinquency Report/Collection Update:
  • Not much change

VI. Repairs and Maintenance

• Landscape Enhancements
  • Main HOA:
    Landscaping: Plant and Arborvitae $6000. Trees: renovation/removal/trimming $2500.
    Cottage Collection:
    Bark Dust: replace $13780. Tree pruning: older $1045. Trees: removal/trimming $11350.

VII. Unfinished Business

• Beaver Monitoring Update
  • Already discussed with Zen. Zen and Ken should not be out there doing the maintenance. HOA should hire a contractor to do the labor. Board needs to discuss how much to budget for this in 2015. Zen to provide the board with a rough guesses on a budget amount.
• Tree Removal Phase Two
  • On schedule – moving into fall. Sending out opt-out notifications.
• Foot Bridge Maintenance
  • Several proposals have been presented. We are at a stand-still at this point. Board will collect more bids.

VII. New Business

• 2015 Reserve Study
  • Not discussed in detail.
• 2015 Budget
  • Not discussed in detail.
• Landscape Contract Renewal
  • Showplace has not increased contract for past 5 years. The Streetscape contract would increase to $732 and Cottage Collection would increase $2100 annually. Motion to approve contract renewal with Showplace Landscaping. Motion seconded and carried.

IX. Adjournment

• Call for adjournment was at 8:06pm

Arbor Ridge Home Owner Meeting for April 22nd, 2014

Homeowner Input

• Brian Smith: Gold Canyon Rd rock wall climbing concern. Juvenile drug use, pet waste not properly being disposed on path. Requesting HOA help, possible signage. HOA owns liability.
• Lisa Yates: Oak Creek Dr. house becoming eye sore. Home possibly has cracked foundation. Concern about the salability. Concern of traffic coming/going. Also concern on Oak Creek/Arizona retaining wall being dug up. Concerns of landscaping of other homes. Board requested addresses.
• Home Owner concerned with neighbor disposing cigarette butts on their side of the property. Board suggested working directly with the homeowner. If persisting, Board can send “friendly reminder”. Washington Co offers free mediator neighbor-to-neighbor disputes.
• Home Owner on Emerald Canyon: Comcast utility box/shrub issue. Security concern with gap that has been left. Bus stop near location increases concern. Asking HOA for protection/support. Possibly alter the fencing. Board asked homeowner to get fencing contractor quotes.
• Homeowner concerned with street parking. Board asked homeowner to report illegal parking. Other concern with landscaping in the cottage homes – shoddy work.

I. Meeting Called to Order

• 7:07 pm

II. Meeting Minutes

• January 20, 2014 Minutes were motioned for approval; Board passed the minutes unanimously. Motion carried.

III. Treasure’s Report

• Lynda DuLong and Yong-Feng gave the following report – We are trending on track with all budget categories with the Main and Cottage Collections.

IV. Committee Report

• Social Committee – Lisa Walker reported:
  • Easter Egg Hunt was a success. Was on budget and had over 2000 eggs. Looking to put a newsletter together. Asking board/committee members to contribute to it. Newsletter to include approved paint pallet for home exterior.
• Neighborhood Watch – Lisa Walker reported:
  • We currently have 48 street captains. Using email to correspond to homeowners. National Night Out is happening in August.
• Newsletter – Lisa Walker reported:
• Landscape – Tom Wilkinson reported:
  •  Busy year. Tree project will be a net positive. Showplace cleaning up areas, 17 triangle areas. Tom also has the Comcast issue. Addressing the lawns, Showplace suggesting aerating, reseeding. Triangle areas with no grass will be cleaned up. 52 areas with little grass will be converted to nice ground cover. Soil and reseed around sign areas. More trees with better root structure coming in the fall. Motion to approve $2256 for Showplace to do this additional maintenance. Motion carried.
    Mary had concern with landscaping by new crosswalk at Oak Creek and West Union. Board to investigate.
• Architectural – Board reported:
  •  There is nothing pending.
• Ad-Hoc Beaver Committee – Zen Dunaj:
  • More relaxed with beaver dam area. Area is naturally growing back. Bud Weaver stated he caught two beavers. Zen saw three beavers in the pond. He hasn’t seen any equipment. Area is under control right now though. Lisa mentioned that John would be planting about four trees back into the area.

V. Management Report

Administration

• Board reviewed a list of correspondences from homeowners – many of which were informational only. There were several requests from homeowners to waive late fees and/or interest. In an effort to be consistent, the board declined waiving any fees for homeowners who are not present to the meeting.

Financial

• Not much change.

Repairs and Maintenance

• Private Tracts Seal Coat, Walkway repaired along wetland.
• White Fence Cleaning, White fence cleaning bid of $4500 but doesn’t include water. Another bid from Snugs Pro Wash of $4964.40 which includes water. Motion to use Snugs Pro Wash bid. Motion carried.

VI. New Business

• 2015 Reserve Study
  Motion to approve $550 for Master and $450 for Cottage for 2015 Reserve Study. Motion carried.
• 2015 Budget
  Not discussed.
• Other
• Motion to approve resolution on approved home colors in neighborhood. Motion carried. (Referenced article that board can enforce this: Architectural Construction Standard Covenants: Exterior Materials 16 & Exterior Finish 17. Architectural Control Committee B1.)
• Motion to approve foot bridge repair for $975. Motion was tabled.

VII. Unfinished Business

• Bus Stop Modification
  Topic tabled.
• Tree Removal Phase 2
  Not discussed.

VIII. Adjournment

• Call for adjournment was at 8:09 PM

Arbor Ridge Home Owner Meeting for January 20th, 2014

Homeowner Input

Kathy: dog feces have been found along Laidlaw. Suggesting the HOA purchase 4+ temporary “push-in”
signs. Also would like to see rocks put around bus stop areas (approximately four areas) because the
grass turf is getting worn down.

I. Meeting Called to Order

• 7:03 pm

II. Meeting Minutes

• November 19, 2013 Minutes were motioned for approval; Board passed the minutes unanimously.  Motion carried.

III. Treasure’s Report

• Lynda DuLong gave the following report – There are no financials due to year end. Lynda gave a quick snapshot of our current financials.

IV. Committee Report

• Social Committee – Lisa Walker reported:
  • Lisa Walker gave the following report:
  • Looking for volunteers to help out with the Easter Egg Hunt.
  • Lisa motioned we approve a budget of $750 for the Easter Egg Hunt (includes eggs, candy,
    raffle prizes, crafts, etc.). Motion carried.
• Neighborhood Watch – Lisa Walker reported:
  • Nothing new to report.
• Newsletter – Lisa Walker reported:
• Landscape – Tom Wilkinson reported:
  •   Cold weather killed 17 triangle ground cover areas. Hoping the warm weather will bring them
    back.
  • Grass restoration and root grinding in summer time. Suggesting we put in bark mulch in
    areas that don’t take grass well. Consider doing things differently instead of continuing the
    status quo.
  • Requesting we create two landscape committee groups: one for the classic homes and one
    for the cottage homes. Kathy volunteered to be a part of the classic homes. Also suggested
    Mike Farris be part of that committee group.
  • Trees need to be pruned. Kathy reported a tree down by the park and gazebo
• Architectural – Board reported:
  •  There is nothing pending.
• Ad-Hoc Beaver Committee – Zen Dunaj:
  • We haven’t had much rain and more debris was removed so water level remained low. Water
    around Jeff’s house has also remained low. Zen proactively has been removing dams. Waiting for
    weather to get warmer to see how active the beavers will be. Zen is concerned that if we don’t
    remove the beavers, we will be spending more money to maintain the area. Bud Weaver will
    place his own signs up to warn homeowners of live traps in the area. There is a concern with
    what the signs will say to warn homeowners about live traps. Zen will ask Bud what his signs say.
  • Zen suggests we wait on planting trees for at least six months. Ken will go over to the bridge bordering Avamere and take a look at that dam to see if there is some additional work we can do
    to keep water flowing at that end.

V. Management Report

Administration

• Homeowner on Tucson with trellis – HOA will grant an extension
• Homeowner concerned with ShowPlace blowing leaves up toward the garage. Homeowner
  met with John at ShowPlace and worked out his concerned. Homeowner appears to be
  happy with the outcome.
• Lynda talked about a neighbor-to-neighbor dispute regarding trash cans.
• Engineering report: engineer says rock wall is ok. Engineer said that sudden water level
  drops could potentially erode the wall, but stagnant water against the wall should be ok.
  There are some areas which may need to be maintained. Overall, the integrity of the wall is
  fine. The engineer mentioned a concern with homeowners placing heavy objects (hot tubs,
  etc.) by the rock wall. We may consider having the homeowner(s)
• White fence needs maintenance due to the moss. Lynda to collect bids from companies to
  clean them.
• Work-Plan calendar has been created and the desire for it to be more visible on the website.

Financial

Repairs and Maintenance

VI. New Business

• No new business was discussed.

VII. Unfinished Business

• No new business was discussed.

VIII. Adjournment

• Call for adjournment was at 8:00 PM

Arbor Ridge Home Owner Meeting for November 19th, 2013

Homeowner Input

I. Meeting Called to Order

• 6:34 pm
• Introductions

II. Meeting Minutes

• September 24, 2013 Minutes were motioned for approval; Board passed the minutes unanimously. Motion carried.

III. Treasure’s Report

• Lynda DuLong (TMG) reviewed the financials with Zen Dunaj (Director) and Yong-Feng Yang (Treasurer). Yong-Feng had nothing to add. Linda mentioned that there are funds to spend on landscaping needs. She also added that the delinquency report looks much better.

IV. Committee Report

• Social Committee – Lisa Walker reported:
  • The Social Committee is responsible for serving hot dogs (700) during the July 4th party, National Night Out happening on the first Tues of August and interfacing with the Charlais HOA, the Holiday lighting party taking place December 14-21st where monetary prizes of $100, $75, and $50 are awarded, and the Easter Egg Hunt happening on the Saturday prior to Easter Sunday.
• Neighborhood Watch – Lisa Walker reported:
  • There was an issue with some juveniles loitering and/or possibly involved in some illegal activity. Homeowners were attentive and called the authorities to take care of the situation.

  • The Neighborhood Watch program consists of 47 street captains and many more on the email list. Lisa will maintain that list.

• Landscape – Tom Wilkinson reported:
  • Tree project is in action phase. There have been twelve new trees planted and spread out. He is pleased with the overall look. Some tree removals look better than before.
  • There are three triangle areas where they are testing a low maintenance ground cover. There are a total of 17 that will be done this way.
  • There are new landscaping members and he would like to meet with them to discuss future plans for the committee.
• Architectural – Board reported:
  • This report was skipped. However, Mary Davidson mentioned that she noticed Showplace adding a tree to a homeowners yard (not on the parking strip) in the Cottage Collection on Arizona. It was noted that we may want to follow up with John @ Showplace or the homeowner to verify the nature of the work performed.

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.
  • Owner present at meeting asked to reconsider the denied request of their shutters and door color. Owner contended that other home owners have bright colored doors and that their original door color was a bright blue. Board asked her to retrieve a photograph of their home having the original door color as evidence for consideration.

  • Owner present at meeting asked for late fees, interest, intent to lien fees, and lien be waived. Board motioned a one-time removal of soft charges (late fees, interest). Motioned and seconded. Motion Carried.

Financial

• Delinquency report discussed in detail

Repairs and Maintenance

VI. New Business

• Mike Farris mentioned that the website fees are coming soon.
• Lynda DuLong mentioned there is a trip hazard on Laidlaw.
• Lynda also mentioned a home owner is repairing a trip hazard in front of their home on Arizona. The tree causing the pavement to rise is NOT on the list of trees Davey recommends for removal. Board discussed the idea of cutting the roots for the homeowner. Home owner wants to replace the tree. Board motioned to have the tree removed after Tom Wilkinson reviews and approves the work, not to exceed $300. Motioned and seconded. Motion carried.

VII. Unfinished Business

• Beaver Response/Charter Steps
  • The committee is pleased with the board approving the budget of $7000 to remove the beaver dams. Of that amount, approximately $5300 has been used and there is more beaver activity. Committees thoughts:
  • the water level needs to go down more
  • committee wants to ensure there is a plan in place to maintain the water level so that it remains at healthy levels
  • committee recommends we cut the dams deeper and wider
  • on Laidlaw and 174th, the beavers didn’t rebuild for some reason
  • Board motioned to have the existing gap in the dam by Zen Dunaj’s house widened even further and to also work with Fish and Wildlife to trap beavers in that area and by the park. Motioned and seconded. Motion carried. Zen Dunaj will be taking the lead on this, working with Bud from Fish and Wildlife and John from Showplace.
• Engineering Report
  • Lynda DuLong reviewed rock wall with engineering firm. The engineer advice and observations:- soil tests would probably be a waste of time
  • shouldn’t allow the water level to drop dramatically
  • some trees dying
  • Rock wall and pavement eroding in places
  • May want to review original engineering report to see how it was constructed
  • Home owner created their own retaining wall which might put large retaining wall in jeopardy. May need to follow up with the home owner.
  • Drain pipes should be kept clean. Work with John @ Showplace to ensure that.

VIII. Adjournment

• Call for adjournment was at 8:02pm

Arbor Ridge Home Owner Meeting for September 24th, 2013

Homeowner Input

• None

I. Meeting Called to Order

• 6:35 pm

II. Meeting Minutes

• May 21, 2013 Minutes were motioned for approval; Board passed the minutes unanimously.
• Special Board Meeting Minutes for the meeting held on September 17, 2013, are still under review by the
  Board and pending approval.

III. Treasure’s Report

• Mike Farris, Treasurer, and Lynda DuLong (TMG) gave an overview and review of 2014 preliminary budgets for the Masters and The Cottages. We then move forward with discussing a plan of our organizational goals in terms of specific financial and operating objectives.  Please see VI. New Business 1. 2014 Reserve Study and 2. 2014 Budget below.

IV. Committee Report

• Social Events/Neighborhood Watch/Newsletter – Lisa Walker reported:
  • The Neighborhood Watch is still going strong with special current focus on providing continued crime alerts and educational materials from the Washington CountySherriff’s Department.
  • The Social Committee: The last event of the year is going to be The Holiday Lighting Contest in the month of Dec.2013.
  • Newsletter: A newsletter will be prepared to be sent out in the month of October, prior to the Annual Meeting, October 22, 2013.
  • Aditya Kapoor reported that the Arbor Ridge Facebook is now open to the public.
• Landscape – Tom Wilkinson reported:
  • Tom Wilkinson, reported the first phase of the tree removal project is complete. It was a clean job, and walk through and defining of the replanting of trees identified and confirmed. At least 10 sites where a tree need a replacement. A discussion took place on the operating replacement of monies needed. There are 17 triangle spaces that will require ground cover. Please note: a review of for Arbor Ridge Tree Replacement Options/City of Portland Tree list can be reviewed at: http://www.portlandoregon.gov/parks/article/224835

  • It was also reported that the general landscaping, the tree lines on Laidlaw are hanging low, and need to be pruned to the compliance of hanging 8 feet up. Lynda DuLong reported that funds are available to manage the pruning by Showplace Landscaping.

• Architectural – Board reported:
  • It was noted that the ARC Committee is being managed by the Board for current and future reviews, and no other updates made at the meeting.
• Ad-Hoc Beaver Committee – Zen Dunaj:
  • A follow-up review on status can be reviewed from the meeting on September 24, 2013 unapproved meeting notes. Things still pending in communications to Clean Water Services and Oregon Department of Fish and Wildlife.

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. Owner present at meeting, and asked for a review to violation for yard maintenance and is requesting the fine in the amount of $75.00 be waived. Board Motioned to have the situation corrected, and a one-time waiver to occur. Motioned and seconded. Motion Carried.
  • b. Make noted, owner not present. Written request – Board Motioned denied. Motioned and seconded. Motion Carried.
  • c. Owner present at meeting, Owner submitted a response to a violation for landscape maintenance. Board Motioned a one-time removal of fine. Motioned and seconded. Motion Carried.
  • d. Make noted, owner not present. Owner submitted for a response to a violation of a garage door and storm door improvement with no ARC approval. Board Motioned by email, an approval. Motioned and seconded. Motion Carried.
  • e. Owner present at meeting, and asked the fine be waived. Mail was not being received, and discussion took place of the importance of notifying TMG of mailing address when tenants are residing. Board Motioned soft cost charge to be waived. Motioned and seconded. Motion Carried.
  • f. Owner present at meeting. Board asked for additional history on file.
  • g. Owner present at meeting: Owner asked that fines be reversed for Hose and garbage receptacle been left out. Board Motioned that the fine be waived for the Hose only. Motioned and seconded. Motion Carried.

Financial

• Delinquency report discussed in detail and recommended advisement of protocol in maintaining collections took place.
  • A Motion to transfer bad debt and sharing the cottage collection (amount on record: $ 2,854.50) to main account. Motioned and seconded. Motion Carried.
• 2. 2012 Financial Statement – IHDE CPA performed the 2012 Financial Statement.  This report is an overview of the financial statements.  Association events and transactions for recognition and disclosure through June 2013.

Repairs and Maintenance

• N/A

VI. New Business

• Reserve Study 2014:  Reserve studies Funding prepared the 2014 Reserve Study.  The Cottage collection expenditures for 2014 include:  bark dusting, tree pruning, and tree removal.  The annual contribution for the Cottage Collection (Arbor No. 2) is $15,402.00.  This is an increase of $435.00.  The Master Expenditures for 2014 include:  concrete/curb work, landscaping, tree renovations, and retaining walls.  The annual contribution amount for the Master is $30,438.00.  This is an increase of $2,118.00.
• 2014 Budget – Board reviewed and finalized the 2014 “Draft” Budget.  Board discussed an increase in the 2014 main Association assessments to increase to $260.00 to cover operating expenses. ** Motion made, and seconded.  Motion Carried.
  • Discussion of the following took place:  $3,500.00 for contingency, $1,500.00 for Social Committee events, $22,000.00 for Water expenditures and $5,000.00 for office supplies, inclusive of stamps.  Balance Budget will be in place for the Main Collection.
• Discussion on if the Cottage collection assessments to stay the same?  To be proactive in managing operational expenses in the future.  It was motioned a need to increase the assessment by $10.00 annually to cover an offset of expenditures for the Tree Removal Project.  Motion made, and seconded.  Motion Carried.

VII. Unfinished Business

• Cottage Collection Tree Plan Update – Clay Erway, Arborist with Davey Tree Company, will be completed with the tree removal by the end of week.  Over all, Management received no complaints.  The Board and Landscape Committee Members may want to discuss setting up a landscape walk to review areas for tree replacement, pruning, and enhancements in the Cottage Collection.
• Beaver Response/Charter Steps – As stated above, Board met with the Ad-Hoc Committee Members on Tuesday, September 17, 2013 to discuss an outline for the Beaver Response Ad-Hoc Committee, along with the Charter and next steps.  There is an information gathering taking place on the easement for CWS, and Tract “T” information and updates will be forwarded to the Board as received for review.

VIII. Adjournment

• Call for adjournment was at 8:59 pm