Arbor Ridge Home Owner Meeting for April 2nd 2013

Homeowner Input

I. Meeting Called to Order

• 7:03 pm

II. Meeting Minutes

• January 29, 2013 Minutes were motioned for approval; Board passed the minutes unanimously.

III. President’s Report

• None

IV. Treasure’s Report

• Mike Farris, Treasurer, did an overview of the financials and stated the following:
• The Budget and Income are on track for the Cottage and Main Collection. As expenses come in for the year an on-going review and updates will be furnished.

V. Committee Report

• Architectural – Mike Farris reported:
  • A discussion took place on the ARC Committee’s effectiveness. It was discussed the importance of
    having on-going records and the recording in permanent records for historical past and future data
    gathering. Special focus on painting and structural/uniform look. In the future a possible resolution
    to the CCR’s will be made.
• Landscape – Tom W reported:
  • The following steps are in place to move the project forward:
  1. Add repair of water main estimates/choose a plumber for possible breakage.
  2. Schedule on-going meetings & walk troughs to implement (identify timelines, ground repair, land coverage)
  3. John at Showplace Landscaping suggestions and overview of project.
  4. Create a map (Mike Farris and Mike Foster), and have a special place on our Arbor Ridge Online Website to be able to reference the Davey Report, and frequently asked questions by our community residents.
  5. The tagging of the trees for year 1 is complete.
  6. Continued discussions on the physical impact of the removal of the trees. Which additional trees need to be considered for the 1st year removal. A scheduled walk through with the Landscape Committee and Davey Group (Ruth and Clay).
  7. On April 8th Lisa Walker and Lynda DuLong will be placing letters on the doors of the residents that tree removals will be taking place beginning the week of April 15th.
  8. There were 32 responses from the community on the letter sent out in March 2013.
  9. The trees that will be replaced will be flagged with paint on the curb.
• Social Events/Neighborhood Watch/Newsletter– Lisa Walker reported:
  • The Neighborhood Watch program is still going strong with special current focus on providing continued crime alerts and educational materials from the Washington County Sherriff’s Department. Ken Walker is attending the Washington County Sheriff’s Department Citizen’s Academy for the next 10 weeks. He will be reporting to the Board of Directors his findings and how they may enhance our current Neighborhood Watch program.
  • The Social Committee had a successful Annual Easter Egg Hunt. Many neighbors reported how appreciative they were of the event. A big thank you went to TMG and ShowPlace Landscaping for their monetary donations in support of this year’s event.
  • The next events will be: June 15th (The Community Garage Sale), July 4th (The CWN annual event that will be a joint event with Arbor Ridge’s community. Arbor Ridge will be doing the Hot Dog stand), August 6th (The National Night Out Event, which is also a CWN joint event in support of the Neighborhood Watch Program) and The Holiday Lighting Contest in the month of December)

VI. 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.

Financial

• Delinquency report discussed in detail and recommended advisement of protocol in maintaining collections took place.

Repairs and Maintenance

• N/A

VII. New Business

• Walk ways and look at retaining walls. Quotes will be requested.
• Pull report from ShowPlace Landscaping on sprinklers to see where water conservation can take place. Possibly shut off areas with excessive watering to help control the water expenditure.
• Spring compliance physical reviews.
• An amendment is needed to the Vial Fotheringham Collection Program, Lynda DuLong will be taking care of this and proper notification/update will be sent out.
• Possible resolution created for the ARC Committee for future compliance reviews.
• Amended taxes reviewed by Mike Farris/Treasurer.

VIII. Unfinished Business

• Davey Tree Plan and Project Management.

IX. Adjournment

• Call for adjournment was at 8:28 pm

The meeting scheduled for May 28th has been moved due to the Memorial Day Holiday.

The new date is May 21st @ 6:30 pm at the Amamere Retirement Center.

Here is what is happening, please come and join the fun:


Saturday, June 15^th from 9 am to 2 pm — The Arbor Ridge HOA Community Garage Sale
Thursday, July 4^th from 8 am to 2 pm — Celebration at the John Marty Park (Parade, Games, Crafts and all kinds of good food)
Tuesday, August 6^th evening picnic — National Night Out – support to the Neighborhood Watch Program (John Marty Park)

“….We are looking forward to seeing you and your family this summer at the above events.  Come and join your community neighbors in celebration to the Summer of 2013”

Thank you,
Arbor Ridge Home Owners Association
Board of Directors

We have added a document stating the legal opinion of the Cottage Home Tree Project.  This document was composed by the retaining attorney office the Arbor Ridge HOA seeks legal advice from.

You can find this document in the Project Section

 Cottage Landscape Tree Replacement Project

Arbor Ridge Home Owner Meeting for January 29th 2012

Homeowner Input

I. Meeting Called to Order

• 6:50 pm

II. Meeting Minutes

• December 11, 2012 Minutes were motioned for approval; Board passed the minutes unanimously

III. President’s Report

• None

IV. Treasure’s Report

• Mike Farris, Treasurer, did an overview of the financials and stated the following:
• Cottage Collection: In good condition, and income is up due to the assumption based on collections on settlements of approximately $6,000. The expenses are less for the year than expected, in relationship to ground and maintenance repairs.
• Reserve review: Water up $3,000 over budget, and collection expenses were up.  In conclusion, the Cottage Collection budget has $11,500 excess monies and in good shape for the year to date.
• Master Collection: In good condition with revenue up approximately $2,000, excess revenue of $1,700. The ground and maintenance is $1,200 less than expected, with the exception of plant replacement of $2,900 over budget. The budget is year to date of $1,200 excess, with low irrigation repairs. The management fees are $1,700 over budget, office supplies over budget, due to the assumption of additional Newsletter mailers sent, for an example.
• Water usage was discussed, as $10,000 was spent extra in the Master Collection. **Lynda DuLong will investigate further with the water company and do a comparison to last year’s usage. Lynda reminded everyone, if there is a water leak to notify immediately TMG Maintenance.
• Operating expenses higher by $8,000, but given revenue, with over budget of $4,800 this year to date.
• **There was a consensus to explore “Native Planting” to embrace possible cost saving options to control water usage expenses and also look at adjusting sprinkler’s heads/water times and capping off sprinklers that are producing excessive watering. **Lynda DuLong will schedule Tualatin Valley Water services to come and meet with us to explore our options.

V. Committee Report

• Architectural – Mike Farris reported:
  • No Updates
• Landscape – Tom W. reported via email:
  • A discussion of the email sent by Tom Wilkinson on Nov. 18th, 2012, he is the Landscape
  • committee liaison to the project. (Mike Foster, President, is going to be the Board Liaison to the
  • Project in support of Tom’s initiatives and co-partnering with expertise in place (An Ad Hoc Committee is being formed The following steps are in place to move the project forward:

1. Finalize letter
2. Have legal review
3. Choose Arborist
4. Add repair of water main estimates/choose a plumber for possible breakage.
5. Choose type of tree replacements (Select an appearance to be uniform)
6. Schedule a 2nd meeting to implement (identify timelines, ground repair, land coverage)
7. John at Showplace Landscaping suggestions and overview of project.
8. Create a map (Mike Farris and Mike Foster), and have a special place on our Arbor Ridge Online
Website to be able to reference the Davey Report, and frequently asked questions by our
community residents.

• Social Events/Neighborhood Watch/Newsletter– Lisa Walker reported:
  • The Neighborhood Watch Committee 2013 initiatives are: We would like to create a
    Community Disaster Recovery program; Ken Walker will be the Board Liaison on the project
    and participating in a 10 week program with the Washington County Sheriff’s Department
    Academy. **All Neighborhood Watch Signage has been posted as of this month.
  • The Social Event Committee 2013 initiatives are: CWN Network partnership development.
    To control monies/budget to do joint events: July 4th, hot dog booth (John Marty Park),
    National Night Out (John Marty Park), August 6th (in support of the Neighborhood Watch
    Program), and the Holiday Donation events in support of the local homeless students
    through Westview High School (Nov. and Dec. 2013). The next event scheduled is on March
    30th, The Easter Egg Hunt. Lisa Walker proposed a budget for this year’s event and it was
    motioned for approval by the board.
  • It was agreed upon that the HOA Newsletters will be created and sent to the Home Owners
    the end of February/first week of March. The letter will be formatted shorter with easy
    bullet points discussing current events and information. Lisa Walker and Lynda DuLong will
    partner on the next issue

VI. 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.
• Regarding Eric J. Tenbrook’s services have ended as of 12/31/2012. A board discussion took place on the selected new law firm: Vial Fotheringham. (special process of resolution in place that is consistent with case to case)

Financial

• Delinquency report discussed in detail and recommended advisement of protocol in maintaining collections took place.

Repairs and Maintenance

• Curbs/sidewalk’s concrete work on private streets
• Light replacement at the East side monument.
• Tree project and initiatives

VII. New Business

• Collections and legal review.
• Dates of future board meetings, locations confirmed and signage updated with confirmed location.

VIII. Unfinished Business

• Basketball Hoop Resolution:  A draft of an amendment to the CCR was being presented and reviewed by the board to be put in place in the future.  **to be reviewed by legal counsel and implemented/documented.
• Davey Tree Plan and Project Management.

IX. Adjournment

• Call for adjournment was at 8:23 pm

Arbor Ridge Home Owner Meeting for September 25th 2012

Homeowner Input

I. Meeting Called to Order

• 6:40 pm

II. Meeting Minutes

• September 25, 2012 Minutes were motioned for approval; Board passed the minutes unanimously

III. President’s Report

• None

IV. Treasure’s Report

• Mike Farris, Treasurer, did a brief overview and presented the Budget year to date.  The Budget was stated to be in good shape, as previously in review on September 25th, 2012 by Dave Cummings.  Additional discussions took place on the allocation of monies and the distribution within Maintenance and Repairs in association of the Operation Expenditures.  (A special focus and discussion took place on the water expense allocation.  It looks good, as the water expense is allocated in an accumulation and funded).

V. Committee Report

• Architectural – Mike Farris reported:
  • Mike Farris reported that there is a light out at the monument on the East side.  He will notify Lynda DuLong and John of Showplace Landscaping to have the light replaced
• Landscape – Mary Davidson reported:
  • It was announced that Tom Wilkinson will be taking the lead on the Landscape Committee and special focus will be on the Davey Tree Inventory and Management Plan. There was a discussion on the $500.00 monies that can be allocated when needed for any landscaping needing to take place, outside of Show Place Landscaping. The protocol is to send an email to Lynda DuLong (TMG), and cc Mike Foster as an fyi, and possible approval needed.
  • Regarding the Davey Tree Management Plan, it was discussed that we may need to obtain 3 bids from qualified arborists to perform the necessary work. Mike Farris will send an email to TMG to see if a 3rd bid is needed, or if the verbal bid from John at Show Place Landscaping will be sufficient.
  • Special concerns regarding the Davey Tree project are: the notification process of tree removals to the home owner, do all trees have to come out, what will be the replacement of trees removed so the appearance will not be hindered in the future (new tree placement must be timely), what responsibilities and liability will the homeowner have given the choices they make, side walk problems and safety/liability issues (TMG/Legal contact will need to review), rental homes and how the home owner will be notified (it is suggested a certified letter to be mailed), Deed on Title updated, mapping of project, and the Davey report is to be used as a guideline.
  • A future landscape meeting will take place to define the project timelines, the drafting of the letters, and to discuss the vacant lots report of 40-50 lots.
• Social Events/Neighborhood Watch/Newsletter– Lisa Walker reported:
  • The Neighborhood Watch program is going well, and the signage has been installed on the authorized light poles. One sign is still pending and needing to be installed by the Washington County. Given the fact that the signs were placed on the light poles, a check was cut back on November 27th, 2012 in the amount of $225.00 in a cashier check returned back to TMG to be placed back into the reserves, as the poles purchased were not needed by Washington County. (Please make it noted that the check was issued to Lisa Walker by Washington County, given the original funding was done personally by Lisa Walker. Lisa then had a cashier check issued to TMG for the Arbor Ridge HOA). **Also, Washington County Sheriff’s Department will be placing in the future the “Enhanced Patrol District” signs under the installed Neighborhood Watch signs recently installed. It was announced that the Washington County Sheriff’s Department has let the community know that the ring of robbery suspects have been captured. Three have been apprehended, one is identified for a future arrest. It was stated by Washington County that because of the neighborhood watch this was a strong reason they were apprehended. Neighbors watching out for each other.
  • The CWN (Charlais Women’s Bethany Network) and the Arbor Ridge neighbors participated in the support of 52 families in need this year. Once everything was donated, and organized the children could come into a special designated room at Westview to do their choosing of needed items. Nike donated several thousands of dollars of new clothing, gift stockings were made, and special focus took place on several families that needed furniture, clothing, gift cards etc. We were thanked by CWN, for our participation. This will be noted in the future Arbor Ridge Newsletter, to announce the event and possible needs next year.
  • Holiday Lighting Contest will be taking place again in the month of December the week of the 16th.
  • It was agreed upon that the HOA Newsletters will be created and sent to the Home Owners in the months of March, June and October. (These issues will be announcing the Spring Clean-up, Easter Egg Hunt, Community Garage Sale, National Night Out, Annual Meeting and Holiday Lighting)

VI. 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, motion once and then twice, that homeowners that wish to have a fine waived are asked to present themselves in front of the board in person to discuss further. (Email notification will be sent by Lisa Walker to TMG, for files to be updated)
• Regarding Eric J. Tenbrook’s letter stating his services will be ending 12/31/2012. Lisa will be sending an email to TMG/Board asking for the protocol and new replacement.

Financial

• Mike Farris, Treasurer, stated a special focus in the near future will be upon the January 2013 reserves.

Repairs and Maintenance

• Curbs/sidewalk’s concrete work on private streets
• Light replacement at the East side monument.
• Tree project and initiatives

VII. New Business

• 2013 Budget discussion took place, please see Treasurer Report above.
• Dates of future board meetings, locations confirmed and signage updated with confirmed location.

VIII. Unfinished Business

• Basketball Hoop Resolution: A draft of an amendment to the CCR was being presented and reviewed by the board to be put in place in the future. **to be reviewed by legal counsel and implemented/documented.
• Davey Tree Plan and Project Management.
• The Wetlands and the Beavers were discussed along with continued concerns. The Beaver Deceiver was discussed, and the Beaver Deceivers being installed in the month of Nov. and Dec. 2012. Future discussions and plans are being in support of compliancy and protection of the Beavers and their home in the protected Wetlands. Washington County (Stephen Cruise and Crew) will be coming out to examine the possible drainage issue at Emerald Canyon. **The Wildlife and Fisheries have been notified, but have not responded as of this date.

IX. Adjournment

• Call for adjournment was at 8:01 pm

Sunny Day and lots of kids and their families!

This was the start of a great Easter Egg Hunt we held at the George Otten on Saturday March 30th.  With over 2000 eggs scattered across the park in four age grouped sections and approximately 250 kids ready to go, we had one of the largest turn outs for the Easter Egg Hunt.  The kids had a great time scrambling for the eggs (no pun intended).  They also enjoyed a drawing held at the gazebo that lasted for an hour to give away all the fine prizes to the kids.

Special Thanks goes out to the Social Committee headed by Lisa Walker from the HOA Board.  We would also like to recognize The Management Group and Showplace landscaping who donated money which allowed this event to be at no expense for the association.

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Announcing the Arbor Ridge HOA Annual Easter Egg Hunt.

Please bring your children and be on time so they can participate.

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, March 30, 10am – 12pm GMT-07:00

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

Please note that the meeting Scheduled for March 26th 2013 will be moved to April 2nd 2013.  The reason being is it was originally scheduled during Spring Break.  Also as a reminder the meetings are no longer held at the Sommerset Christian Church.  They are now held:

Avamere at Bethany

16360 NW Avamere Court Portland, OR 97229

 3^rd Floor Craft Room

Locations of Tree Removals and Possible Replacement Locations