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

What a great turn out this year.  Lots of Families and their children attended the 2014 Easter Egg Hunt.  We missed the rain with just a few sprinkles.  Enjoy the pictures from the event.

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Announcing the Arbor Ridge HOA Annual Easter Egg Hunt.

Please come join our Arbor Ridge HOA 2014 Easter Egg Hunt. Everyone is welcome to come. There will be over 2000 eggs hidden for the children, raffle prizes, and crafts.

Bring an Easter Egg Basket or a carrying device for your eggs.

There will be three age groups: 3 years and under (parents may assist their little ones), 4 years – 7 years old, and 8+ years old.  Each child will receive a raffle ticket.  There will be a raffle drawing with prizes after the Hunt and also a neat craft for each child to take home to do.

Looking forward to seeing you at this special event.

Thank you!

The Board of Directors of Arbor Ridge HOA

When: Sat, April 19th, 10am – 12pm

Where: George W. Otten Park (NE corner of Laidlaw and Emerald Canyon)

It is a new year and the first newsletter is out.

ARHA February 2014 Newsletter

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

The January Home Owners Association Meeting has changed for January from Tuesday January 21st to Monday January 20th.  Time is still 6:30pm and at the Avamere @ Bethany Center.

Congratulations to the winners in this years Holiday Light Contest.  Thanks to the Social Committee for walking the community to find these wonderful homes.  Happy Holidays from your Arbor Ridge HOA Board of Directors and the Committee members.

First Place: 16871 NW Tucson (highly decorated)

Second Place: 16816 NW Greyhawk (red and white lights with candy canes)

Third Place: 16975 NW Tucson (penguins)

Pay Your Assessment Online

Dear Homeowner – in an effort to offer additional options for payment of assessments, a Payment Only website has been created for your Association. Homeowners now have the ability to pay Association assessments, special assessments and other fees via credit card as well as eCheck and recurring ACH (automatic payment) processing. While eChecks and ACH processing continue to be a no cost option, the convenience of credit cards is an added payment option that will carry a 3% convenience fee that will be added to the amount of your online payment.

To get started, please follow these easy steps:

Get online, and go to ams-nw.com or Click the Pay Assessment button on the home page.

Click on Sign In at the top right hand corner, and follow the prompts to create a log in, all you will need is the name on the title, and the address of your home.

Once you have registered and signed in, you will have access to your account information.

Frequently Asked Questions (FAQs)
1. Are all major credit cards accepted?
A: Yes. All major credit cards are accepted including VISA, MasterCard, Discover, and AMEX.

2. Will details be displayed on my credit card or bank statement?
A: Yes. You will see the name of your Association and a contact phone number for The Management Group for inquiries. Note: the total charge will be the sum of the assessment plus the convenience fee on your credit card statement.

3. Does my community earn the convenience fee charged when I use this service?
A: No. The convenience fee is retained by a 3rd party company who processes the credit card transactions.

4. On what day will my online credit card payment be credited to my account?
A: The Management Group will receive notification daily of credit card transactions processed through your community website. Updates to your account will be made within 24 hours, however, they will be applied as of the date payment was made online.

If you have any questions, you may contact us at 503-858-1222.
Thank you,
The Management Group

This December the Arbor Ridge Board would like to celebrate the Holidays by having our Annual Holiday Light Contest. Put up your best holiday lights on your house and between December 15th and the 21st houses will be selected and then prizes will be awarded on or after December 21st.  Judging will be on creativity and overall attractiveness of the lights.

Please make sure all lights and decorations are taken down by February 1st, 2014.

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