Approved Minutes For October 2007

Meeting Minutes

10/22/2007

• Opening: Michelle Underwood called the regular meeting of the Arbor Ridge Homeowners Association to order at 7:30 PM on 10/22/2007 at Somerset Christian Church.
• Present Board Members: Lori Constant, Cathy Parson, Dave Cummings, Mike Farris, Chandru Vaidyanathan, Joy Moore, Sunil Luhadia
• Not Present: None
• Guests: Michelle Underwood (TMG), April Carroll (TMG)

• Election of Officers
  • Cathy Parson – President
  • Dave Cummings – Vice President
  • Mike Farris – Secretary
  • Joey Moore – Treasure
  • Sunil Luhadia – Assistant Treasure
  • Lori Constant – Director
  • Chandru Vaidyanathan – Director
• Open Discussion
  • Next Board meeting will be held December 3rd 2007.  We will not hold a meeting on Nov 26th & Dec 24th due to the holidays.
  • Discussion over towing of vehicles on the private HOA streets
    • Michelle at TMG will send Dave info on the statute that requires tow away zone signs to be posted.
    • We are required by law according th TMG to have posted signs.
    • TMG will check with the towing company on the next steps
    • TMG will look into notifying the home owners on those streets of the action being suggested
    • Board will still need to make a decision going forward
  • Discussion with a Home Owner over how to report violations and retain anonymity
    • Home owners can report violations via email, mail and fax.  All information received will be kept in confidence and not released to other home owners.  If you would like a response as to if action was taken then TMG will need contact info.  Again information of who reported the issue will not be disclosed to the violator.
• Adjournment
  • Michelle adjourned meeting at 8:00 PM. The next general meeting will be at 7:00 PM on 12/3/2007 at Somerset Christian Church.

Minutes taken by Mike Farris

Approved Minutes For Annual Meeting 2007

Meeting Minutes

10/22/2007

1. Call to Order
   • Michelle Underwood from TMG called the Annual meeting of the Arbor Ridge Homeowners Association to order at 7:05 PM on 10/22/2007 at Somerset Christian Church.
   • Present Board Members: Mary Davidson, Lori Constant, Dave Cummings , Mike Farris , Cathy Parson, Chandru Vaidyanathan
   • Not Present: Ken Pepe
   • Guests: Michelle Underwood (TMG), Nick Horn (TMG)
2. Introduction of Members and Guests
3. Establishment of a Quorum
   • We had 158 total Proxies and/or Home Owners, a Quorum has been met.
4. Elections
   • Nominations from the Floor
     • Joey Moore and Sunil Luhadia volunteered for the two open positions
   • Election of Board Members
     • A motion was made from the floor and seconded to automatically elect the two Nominees to the board
     • Joey and Sunil were elected to the board
5. Open Forum
   • Budget
     • Review of budget was completed at the last meeting 9/24/2007, no home owners had any questions
     • It was noted that Annual assessments will be mailed to home owners in December for 2008
   • Wetlands
     • ARHOA & TMG have reached an agreement with West Hills Development on transfer of the wetlands to the ARHOA
     • Going forward the wetlands must sustain themselves.  We are not able to maintain them.  Please refer to the 9/24/2007 minutes for more information on the wetlands.
     • Six new signs were posted along the pathways in the wetlands advising the public that the wetlands are to not be entered.
     • The Path going west from Laidlaw will be repaired by West Hills Development
     • Michelle at TMG has worked with showplace to understand the erosion concerns along some of the walls.  It was determined that in most cases over watering may be the culprit.  It is being explored to turn off the drip irrigation on the arborvitae to reduce the combination of home owner yard watering and the drip irrigation from eroding the soil behind the wall.
     • Michelle at TMG is working on getting wall plans from West Hills Development or the original contractor
     • The irrigation in the wetlands has been completely removed by West Hills Development.  This was only a temporary installation to get the wetlands started and is no longer needed since the wetlands are self sustaining.
     • The two foot buffer between the wetlands and pathway will likely be maintained three times per a year.
     • Showplace took measures to eliminate weeds between the walls and pathways.
6. Adjournment

1. • Michelle from TMG adjourned meeting at 7:25 PM. The Next Board Meeting will be scheduled at 7:00 PM on 12/3/2007 at Somerset Christian Church.

Minutes taken by Mike Farris

Approved Minutes For July 2007

Arbor Ridge Home Owners Meeting Minutes from

July 30, 2007

1. Meeting was called to order @ 7:00pm

2. Minutes were approved from June.

3. Ken reviewed the books and indicated we are in the black in cottage and general funds.  Mary asked Michelle if we have enough funds to this point.  Michelle is concerned about the tree pruning and reserve fund.

4. Homeowner Input:

Question:  Homeowner: Are we responsible for Wetlands?

Answer: Mary indicated we will be responsible and it is on the agenda for this evening.

Question:  Homeowner: I am having problem paying my dues they are not crediting my account and sending notices payment is late.  Had many conversations with TMG and seems nothing is getting resolved.

Answer:  Michelle will look into this issue and get this issue corrected.

5. Management Report:

Compliance: Lori gave new compliance list to Michelle and asked:  New Homeowners are painting the garage doors and their pillars what are we doing about this –we do not want this to become the norm.

6. Ice Cream Social – Cathy reported

Lori and I have contacted some local vendors to participate such as:

Showplace Landscaping – donated $500.00 towards our ice-cream.

Garlic Jims – will donate soda, pizza, bread sticks

Oak Hills Fire Station #68 – will bring their fire truck and provide hands on for the kids

Doreen with the Crime Prevention Unit – will bring literature on crime prevention along with the canine unit and police motorcycles

Dinners Ready – will provide a face painter, bottle water and a drawing for a free calzone

Parks and Rec Mobile – will provide activities for the kids

Wells Fargo – to confirm – will provide activity books and a CD for banking

Bethany Athletic Club – to confirm – will provide something for the kids

Aflac – local friend to provide info to our community

Cathy is in need of Volunteers for the Ice Cream Carts:

The times are 2-4:30 asking board members for ½ hr to 1 hour and home owners to help pass out ice cream.  Note: Last year we had a truck however, the ice cream per bar was higher.   The hand carts allow us to have a lower cost per bar allowing more ice cream for the community.  In addition, we need to stamp hands to deter double dippers.

Cathy requested $350.00 for the ice cream social.  Dave made a motion to accept

and Ken second it. All in favor – motion accepted.

1. Annual Meeting: A special meeting will be held to approve the budget before the

meeting on Sept 24^th.

1. Financial: Delinquency Report – Judgments have to be over $3K before you can foreclose on home and collect funds.  It is best to collect on funds when property is sold and collect funds with interest.  Michelle indicated the ID# 7, Unit 0380 must be a misprint of $11,001.70 – it should read 1K.  Need to update records here.

1. 2006 Audit Status: Nancy @ Curry and McLain is having a problem collecting information.  She has recommended to perform the audit on a cash basis to save time and money.  The board needs to choose between a review audit or a cash basis audit. The Cash base audit is which they will check everything.  The board will choose a cash  basis audit for $2,850.00.  Dave makes a motion to choose the cash base audit and Cathy seconds it.  All in Favor – motion accepted.

10.   Landscape Maintenance Schedule – Aug. 9^th or 10^th? Will be a tentative walk through of the entire neighborhood with a specific focus on the wetlands.

11.  Old Business – Wet Lands Transition update – Dept of State Lands was going to walk through with West Hills and Management company.  However, this did not happen and the 90 window has expired – no walkthrough was done.  No permits were filed so there is no legal record of West Hills deeding the property over to Arbor Ridge Homeowners.  Eric of Barker Martin notes even if they deeded the property over to the Homeowners it does not release West Hills Development from its fiduciary duty to provide a proper turnover. Eric was deployed to Iraq so we are working with Angie on this issue.  Angie sent a letter to Ms. Terry Kinney of West Hills Development, dated 7/30/07 and has given her 10 days to respond.  Michelle will follow up with the Board on any information regarding the wetlands. Mary wants to go on record that Showplace is not on time or on schedule for pruning or maintenance.

12.  New Business – Newsletter – it was sent out last week for the board for review.

The meeting is now adjourned @ 8:05pm.

Below is a list of homeowners who attended the meeting.

Ten homeowners in attendance – 2^nd time the Board placed out new signs for the monthly meeting.

Linda Sinclair – 17027 NW Mesa View

Jeanne Goodyear 1698 NW Greyhawk drive

Karmele Maiz – 16926 NW Greyhawk drive

Clarence Small – 4142 NW Scottsdale drive

Bala Garabwamy – 16850 NW Arizona drive

Bob & Memry Walker – 4363 NW Diamondback drive

Jordan Beisel – 4232 NW Diamondback drive

Ken & Linda Higgins – 16576 NW Oak Creek

Minutes by Lori Constant

Approved Minutes For Annual Meeting September 2007

Meeting Minutes

9/24/2007

1. Call to Order
   • Michelle Underwood from TMG called the Annual meeting of the Arbor Ridge Homeowners Association to order at 7:15 PM on 9/24/2007 at Somerset Christian Church.
   • Present Board Members: Mary Davidson, Lori Constant, Dave Cummings , Mike Farris
   • Not Present: Ken Pepe, Cathy Parson, Chandru Vaidyanathan
   • Guests: Michelle Underwood (TMG), Nick Horn (TMG)

1. Introduction of Members and Guests

1. Establishment of a Quorum
   • We had 87 total Proxies and/or Home Owners.
   • We were unable to hold an annual meeting since we need a total of 143 Proxies and/or Home Owners to vote.

1. Approval of Minutes
   • Approval of Minutes for July 30th 2007 were not possible since the Board did not have a Quorum of Four Active Board Members.
2. Presidents Report
   • Mary Explained to the Home Owners that we are unable to complete the Annual Meeting since the law requires that we have enough proxies and/or Home Owners present to make the Quorum of 143.
   • The New Management Company TMG that was hired starting January 2007 has shown us a positive direction and the board is pleased with the progress of getting management duties back on track and handling several outstanding issues the former management company left undone.
   • The Wetlands
     • The wetlands will become the sole responsibility of ARHOA at the end of Oct.  West Hills Development will no longer be required by law to maintain and sustain the growth in the wetlands.  They have satisfied the criteria set by Oregon State Lands Department.
       • A Walk through was completed with ARHOA Board members, TMG and West Hills to review items that will be completed by west Hills
       • This includes cleanup of pipe from the sprinklers, garbage and a couple of maintenance issues.
     • The wetlands consist of two areas: The actual wetlands and a burm area along the walking paths.
       • The wetland must be maintained in a natural state
       • The ARHOA can not do any maintenance in the wetland area except clear a two foot path along the walking paths.
       • There will be an article in the newsletter and on the web site about the wetlands that was put together by the group that monitored the wetlands.
       • Additional signage will be provided by West Hills along the wetlands letting the public know they should stay out of the wetlands as they are protected.
       • We can and will need to monitor the wetlands for Noxious weeds like blackberry and thistles, and will need to eliminate them as we see them.
     • Home Owner Question:   What about the dead tree in the wetlands behind her house?
       • The Answer:  we have to let the tree fall and die if it happens.  We have to let mother nature take its course and let the wetlands remain in a natural state.
   • About the Board
     • The board is made of home owner volunteers.  They are not paid and are on the board to help keep our neighborhood livable and to protect the home owner’s investment.
     • The board is a commitment and they are bound by laws in the state to conduct business in a certain fashion.
     • The board has implemented new signs to announce meetings.  This replaces the mailbox notes that were time consuming to post and not very attractive at times.  The hope is to also attract more home owners to the meetings, which it appears to have done.
     • Being a part of the board helps protect your home investment
     • Home Owner Question:  There is a budget item for mowing the wetlands what will happen to that since we can no longer mow the wetlands?
       • The Answer:  The budget was approved prior to the knowledge of finding out that we can not do this.  Any excess funds will be diverted to the reserve accounts we are required to maintain by law to help make up a deficit.
3. Review of Financials
   • We are unable to review financials at this time because we do not have a Board Quorum
4. Elections
   • We are unable to hold elections because we do not have a Home Owner Quorum
5. Open Forum
   • Home Owner Question:  Wondering why the Arborvitaes have not been topped yet?
     • Michelle from TMG asked home owner to follow up with her and they will check to see where the landscaper is at.  The Landscaper does this in phases and may not have gotten to this home owners area just yet.
     • It was noted by TMG that there is no common tract for Arborvitaes and white rail fences.
     • It was also noted by TMG that they did a walk thru with Showplace and it was noted that there is some erosion issues along some arborvitae and wall areas.  Possible due to home owners over watering their yards.  This is still being looked at and home owners will be contacted.
   • Home Owner Question:  There are some home owners not taking care of their yards, what is the board doing about this?
     • The board has adopted a fine policy that was sent to all home owners and posted on the web site.
     • There is some concern that despite the notices and fines that some home owners don’t care about there yards or may not know how to take care of their yards.  TMG and the board have tried different things in addition to articles in the newsletters reminding home owners of their commitment to the CCRs.
     • Same home owner suggested maybe a landscaping article or something.  The board asked the home owner and the floor that we would like it if we could get some home owners to write articles for the newsletter or join the landscape committee that will be forming once an election has been held.
   • Home Owner Question:  Street Trees that West Hills planted are problematic according to a landscaping professional, some trees have not been trimmed properly and could cause injury or damage, can people try and hold the HOA responsible?  Should the HOA provide a list of trees that should be used for replacement?  Additional concern is that some trees are causing roots to push up the concrete.
     • We are stuck with what we have, the developer planted trees approved by the county, they just happen to be the cheapest trees.  We really need home owners to be involved with such a large project and to form a committee that could address these issues.  The trees are the responsibility of the home owner as they are on the home owners property not part of the HOA common areas.  Any liability would fall on the home owner in case of injury or accident.  This even includes the cottages despite the trees are landscape maintenance.  This is just yard care for the home owner.
     • The board would really like to see home owners join the landscape committee to address these and many other issues to find and suggest solutions to the board.
     • The board would really like to see more home owner involvement.
   • Home Owner Question:  Parking … How can we get people to park off the street?
     • Michelle at TMG stated that there are a lot of issues related to parking.  If a vehicle is on the street and is not an AR private street they would need to contact Washington County to tow the vehicle.  TMG and the Board can not request this to be done.  We can notify the home owner of the CCR infraction and ask them to relocate their vehicle.
   • Home Owner Question:  She has heard that around 1:30 am gurgling water outside
     • TMG asked the home owner to try and narrow down the location as to where it could be.  This will help the landscaper find the problem.
   • Home Owner Question:  They are seeing gardener snakes in their back yard is this normal?
     • Yes they can be found in this area and are harmless.  We do live near the wetlands so we are likely to encounter some.
6. Adjournment
   • Michelle from TMG adjourned meeting at 8:15 PM. The Annual Meeting will be rescheduled at 7:00 PM on 10/22/2007 at Somerset Christian Church.

Minutes taken by Mike Farris

Cottage Homes Landscape Maintenance Schedule has been posted in the Forms and Documents Section.

Forms & Documents

Ice Cream Social was a lot of and a great success.  Here are a few pictures of the event.

Thank you to all that attended.

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Newsletter August 2007

Approved Minutes For June 2007

Meeting Minutes
6/25/07

Opening:
Mike Farris called the regular meeting of the Arbor Ridge Homeowners Association to order at 7:00
PM on 6/25/07 at Somerset Christian Church.
Present Board Members:
Mike Farris, Ken Pepe, Dave Cummings, Lori Constant
Not Present:
Mary Davidson, Cathy Parson
Guests:
Michelle Underwood, Rick (?)
1. Approval of Minutes
MOTION was made to approve minutes. ALL IN FAVOR
2. Treasurer’s Report
Ken reviewed and said we are in the black for both cottage and overall association
3. Homeowner Input
Seven Homeowners present.
Question Whey did we receive a bill for a July assessment? Answer Cottage Collection homes
pay twice a year for yard maintenance.
Comment H/O said his Cottage Collection yard was not being edged and weeded in a
satisfactory manner and that he has a sprinkler that is not working. Answer We are on a
contract schedule so we only pay for so many mows and edges per year. They need to spread
that out to make sure the yards are kept in a tidy manner and we keep to our contract. The
sprinkler issue will be looked into.
Comment A H/O brought a complaint about their neighbors backyard being overgrown.
Answer A letter will be sent as a reminder for them to maintain.
Comment A H/O brought a complaint about people not cleaning up after their dogs,
specifically on her yard and driveway. Answer They were told that the HOA can’t really police
this activity but a reminder will be in the next newsletter.
Comment A question was raised about on street parking. Answer On public streets the
Washington County laws would apply. On private streets the HOA rules will apply.
Comment H/O said the HOA meeting signs are a helpful reminder. Board stated that the
meeting agenda will be posted on the website prior to each meeting.
Question If you are touching up paint on the house do you need ARC approval? Answer You
do not need approval to paint the same color.
4. Management Report
Compliance Report
Report revisions are complete. Compliance walk through was considered. It was decided
that board member compliance walk through every 14 days is sufficient.
4th of July fireworks reminder will be posted on the website
FINANCIAL
Delinquency
Moving forward with notice of intent to lien on 14 properties. One H/O has agreed to a
payment plan to resolve.
Audit & Taxes
Curry and McClain is still working through paperwork to complete 2006 audit.
REPAIR & MAINTENANCE
Fallen tree on Laidlaw will be replaced at the cost of $283.
Tract I
Ground cover will be planted this week. H/O agreed to water 3 times a week.
5. Old Business
Wetlands Transition
Management company wants to be present for walk through. No activity since the
beginning of the year.
Board Training
Still looking for a training session to attend
6. New Business
Meeting Schedule
Meeting in July was moved from the 23rd to the 30th because of scheduling conflicts with
TMG. No meeting for August, annual meeting will be held in September.
New Board Member
Chandru announced that he is now able to serve as a board member. MOTION was made
for Chandru to be the Assistant Treasurer ALL IN FAVOR
Newsletter
Mike is looking for input on articles. Suggestions were that Mary write a Presidents report
of the progress, and that all board members contribute an article.
7. Adjournment
Mike adjourned meeting at 8:14 PM. Next meeting will be at 7:00 PM on 7/30/07 at
Somerset Christian Church.
Minutes taken by Lori Constant

Updated Collection, Fine and Audit Resolutions have been posted in the Forms and Documents Section.

It was reported by a home owner that there is a GE Dishwasher recall that may effect some home owners. Please refer to this link for more information.

http://www.cpsc.gov/cpscpub/prerel/prhtml07/07190.html