Arbor Ridge P.U.D Homeowners Association Board of Directors Organizational Meeting

Tuesday, December 13, 2022, 6:30 PM

(Meeting held via Video Conference)

MEETING MINUTES

I. CALL TO ORDER

6:44 pm

II. OFFICER POSITIONS & DISCUSSION

President: Joe Lopez (term: 2020-2023)

Vice President: Kay Syravong (term: 2021-2024)

Treasurer: Mike Farris (term: 2021-2024)

Secretary: Todd Behunin (term: 2020-2023)

Directors at Large: 

• • Jenny Krems (term: 2020-2023)
  • Daryl Stewman (term 2023-2025)
  • Mary Marek Johnson (term 2023-2025)

III. ADJOURNMENT

6:56 pm

Arbor Ridge P.U.D. Homeowners Association

Board of Directors Board Meeting –Rescheduled – September 27, 2022, 6:30 PM

AGENDA

I. CALL TO ORDER – 6:32 p.m.

II. APPROVED MINUTES – July 20, 2022 HOA Board Meeting

MANAGEMENT REPORT

III. FINANCIAL

1. Balance Sheet – briefly discussed
2. Delinquency Report, Bad Debt
   Approved motion to write off as Bad Debt ID 0460 – NW Oak Creek Drive
   $5,456.51 split between Cottage and Main budgets
   Approved motion to write off as Bad Debt ID 0311 – NW Talkingstick Way
   $125.04 charge to Main Budget
3. Collection / HB 2534 Update from Collection Attorney – information only

IV. HOMEOWNER CORRESPONDENCE/REQUESTS – none to discuss

V. NEW BUSINESS

1. ARC Report – Approved motion to ratify the list of ARC approvals

VI. UNFINISHED BUSINESS

1. 2023 Draft Budget
   • Motion adopted to approve the proposed Main 2023 Budget
   • Motion adopted to approve the proposed Cottage 2023 Budget
2. Fine and Enforcement Draft Resolution – no action taken since this was approved at the July 20, 2022 HOA Board Meeting

VII. OPEN FORUM

Homeowner is requesting HOA/Showplace landscape maintenance of arborvitae in Cottage home backyards along the walkway. Also, they are concerned about trimming of arborvitae along the white fence. Board mentioned there is a Showplace maintenance schedule online. There will be Board member follow up on the issue.

VIII. ADJOURNMENT 7:15 p.m.

The 2022 President report has been posted.

President Annual Reports

Arbor Ridge Home Owner Meeting for July 20, 2022

Online Meeting – See Email Communication from AMS

1. CALL TO ORDER

6:33 pm

1. APPROVAL OF MINUTES

April 20, 2022 – approved

MANAGEMENT REPORT

III. FINANCIAL

Board briefly discussed the Balance Sheet, Delinquency Report, and Collection Update from Collection Attorney.

AMS recommends the Association work with counsel to review all governing documents to ensure documents are in compliance with HB 2534. Motion to retain Eike Law to review all governing documents, and provide necessary updates, at a flat rate of $2250 to ensure documents are in compliance with HB 2534. Motion passed with 4 votes in favor and 1 abstention.

1. HOMEOWNER CORRESPONDENCE/REQUESTS

1. Item A – Waiver of Fine: Board heard from homeowner who was present. Motion to approve one-time waiver of $101.39. Motion passed.
2. Item B – Replacement of Common Area Arborvitaes: Reviewed homeowner correspondence. No actions taken.

1. NEW BUSINESS

1. ARC Report
   1. Motion to approve and ratify ARC Reports – approved.
2. Draft 2023 Budget
   1. Reviewed 2023 budget. No actions taken.

1. UNFINISHED BUSINESS

1. Removal of white fencing along NW West Union
   1. Board reviewed homeowner feedback and continued discussions. No actions taken.
2. Trash/garbage and recycling bins Resolution
   1. Motion to adopt trash/garbage and recycling bin policy. Motion approved contingent upon AMS review of Resolution.

1. Fine and Enforcement draft Resolution
   1. Motion to approve Fine and Enforcement draft Resolution  updates. Motion approved contingent upon AMS review of Resolution.
2. 2023 Reserve Study
   1. Board briefly discussed 2023 Reserve Study. No actions taken. Board moved to table further discussions – date to be determined later.

VII. OPEN FORUM

Board discussed how parking is becoming more and more problematic. AMS mentioned Washington County will be replacing parking signage that have faded over time. Board to consider putting together a parking draft resolution in the future.

VIII. ADJOURNMENT

8:10 pm

Arbor Ridge Home Owner Meeting for April 20, 2022

Meeting held via Video Conference

I. Meeting Called to Order

• 6:30 pm

II. Meeting Minutes

• January 26, 2022 – approved

III. Management Report

FINANCIAL

• • Board briefly discussed the Balance Sheet, Delinquency Report, and Collection Update from Collection Attorney. No actions taken.

IV. HOMEOWNER CORRESPONDENCE/REQUESTS

1. 1. Item A: Board heard from the homeowner who was present. Board denied the waiver fee request of $75.
   2. Item C: Board reviewed homeowner request for tree removal. Tree is not HOA responsibility but instead a responsibility of the homeowner.
   3. Item D: Board denied the waiver request of $40 demand fee.
   4. Item C and H: Board discussed the current trash can policy and will prepare a resolution to make the policy more specific.

V. New Business

1. 1. Sidewalk Repairs Common Area
      • Board approved trip hazard removal bid of $3028.88, funded via Main Reserve.
   2. Showplace Landscape – Open Proposals
      • Bark dust (Proposal #17472):
        • Board approved expense of $14338.03 (front yard only), funded via Cottage Reserve.
      • Drip line 3-year phase Proposal:
        • Board moved to lock in the price, accelerate the project, if possible, and approved the full 3-year expense of $13380, funded via Main Reserve.
        • AMS to inspect and ensure the project is completed.
      • Lawn Enhancement park area (Proposal #17473):
        • Board approved expense of $362.39, funded via Main operating.
      • Drainage Palmbrook/West Union (Proposal #17458):
        • Board approved expense of $1066.38, funded via Cottage operating.
      • Turf removal, ground cover installation (Proposal #17474):
        • No decision was made.
      • Lawn Repair on NW Moon Valley Ter (Proposal #17630):
        • Board approved expense of $156.32, funded via Cottage operating.
        • Reminder for AMS to provide pictures prior to meetings.
      • Showplace contract renewal for Cottage and Main, starting May 1st:
        • Board approved Cottage Collection increase to $7168 (from $6951).
        • Board approved Main Collection increase to $3094 (from $2930).
      • White fencing along West Union
        • AMS will send an email to homeowners notifying them of the HOA Board’s intent to consider at its July 20, 2022 meeting a proposal for removing the white fence along West Union, to gauge interest and collect feedback. Email will contain a map showing location of the fence removal and photos of the current fence condition.
        • 2023 Reserve Study
          • Not discussed
          • AMS to put on agenda for next meeting.
      • ARC Report
        • Motion to approve and ratify the ARC Reports – approved.

VI. Unfinished Business

VII. Open Forum

VIII. Adjournment

• Call for adjournment was at: 8:02 pm

Arbor Ridge Home Owner Meeting for January 26, 2022

Meeting held via Video Conference

I. Meeting Called to Order

• 6:33 pm

II. Meeting Minutes

• September 7, 2021 – approved
• December 7, 2021 – approved with revisions to reflect correct terms

III. Financial

• Collection Update from Collection Attorney – AMS will get status reports from
  Collection Attorneys

IV. Home Owner Correspondence/Request

• 17268 NW Lapaloma Lane request waiver of fees and fines – approved $75 waiver
• 17295 NW Gold Canyon Lane contesting violation for lawn maintenance. – Board noted improved lawn maintenance.
• 17349 NW Camelback Lane is requesting $75 waiver relating to lawn maintenance – approved $75 waiver and no ARC needed for adding rocks

V. New Business

• Sidewalk Repair Common Area – approved Kreutz $1,825 Laidlaw sidewalk
  repair and approved $1,775 Savatree/NW Tree Specialists Laidlaw tree
  removal – Main Operating Fund

• The Board approved these Showplace proposals:
  a. Dead plant replacement: $3,359 Cottage Operating
  b. Lawn repair 16694 NW Desert Canyon: $184.13 – Cottage Operating Fund
  c. Landscape repair from tree removal at Oak Creek/Palmbrook: $433.28 –
  Cottage Operating Fund
  d. Structural clearance pruning: $1,907.90- Cottage Operating Fund
  e. Lawn repair at 16765 NW Greyhawk Dr: $489.88 – Cottage Operating Fund
  f. 2021 Beaver Dam dismantle: $1,204.73 – Main Operating Fund (ratified)

• Washington County Permit of Entry – Approved

VI. Open Forum

• AM/Showplace to followup with homeowner on landscape issue

VII. Adjournment

• Call for adjournment was at: 7:50 pm

Arbor Ridge Home Owner Meeting for December 7, 2021

Meeting held via Video Conference

I. Meeting Called to Order

• 6:35 pm

II. ELECTED OFFICERS

• President – Joe Lopez (term through 2024)
• Vice President – Kay Syravong (term through 2025)
• Treasurer – Mike Farris – (term through 2025)
• Secretary – Todd Behunin (term through 2024)
• Director at Large (Position 1) – Daryl Stewman (term through 2022)
• Director at Large (Position 2) – Jenny Krems (term through 2024)

III. 2022 BOARD MEETING DATES

• Deferred

VI. Adjournment

• Call for adjournment was at: 6:55 pm

Arbor Ridge Home Owner Meeting for September 7, 2021

Virtual Hosted via GoTo Meeting

I. Meeting Called to Order

• 6:30 pm

II. Meeting Minutes

• July 27, 2021 – Motion to approve minutes – passed

III. Management Report

ADMINISTRATIVE

FINANCIAL

IV. New Business

1. 1. Cottage Tree Pruning for Visibility and for Building, Sidewalk, and Driveway Clearance – $2500
      Motion to approve maintenance listed above for $2500 – passed
   2. Commons Tree Thinning and Lifting – $1995
      Motion to approve maintenance listed above for $1995 – passed

V. Unfinished Business

1. 1. 2022 budget
      1. Main Collection
         1. Motion to move $2000 from “Water” line (7150) and split other line items:
            1. $1000 to “Bad Debt”
            2. $1000 to “Legal – Collections costs” (7620)
         2. Cottage Collection
            1. Motion to move $1000 from “Contingencies” (5399) to “Water” (7150) – passed
            2. Motion to write off all delinquent accounts that are $5.00 and under – only for the period through 8/31/2021 – passed

VI. OPEN FORUM

Heard from one homeowner about tree removal and sidewalk buckling.  It was clarified that homeowners are responsible for sidewalk repairs.

VII. ADJOURNMENT

• Call for adjournment was at: 7:45 pm

Arbor Ridge Home Owners Association Annual Meeting for November 11, 2020

I. Meeting Called to Order

• 6:00 pm

II. Proof of Notice of Meeting

III. Established Quorum

• There were exactly 126 homeowners and/or ballots received. Quorum requirement was met

IV. Meeting Minutes

• Motion from the floor to approve the 2019 annual meeting minutes. Motion approved and carried.

V. President’s Report

Joe Lopez went over the Boards accomplishments over the course of the last year. Some of those include the following:

• Reduced water cost.
• Changes to the Reserve Study allocations.
• Collection accounts were moved over to a new collection attorney.
• Landscape enhancements.

VI. Adjournment

• Call for adjournment was at: 6:58 pm

Arbor Ridge Home Owner Meeting for July 29, 2021

Meeting held via Video Conference

I. Meeting Called to Order

• 6:32 pm

II. Meeting Minutes

• June 29, 2021 and April 27, 2021 – Approved

III. Management Report

ADMINISTRATIVE

1. 1. 1. Homeowner Communication
         Request for late fee waiver denied on lot #9
         AMS will report lot conditions on Chapparal to WA County Enforcement – Lot 4213
         Reviewed and Discussed other information only communications
      2. Owner Landscape Requests:
         16957 NW Arizona – Approved $210.12 Cottage Funds for front lawn repair
         4586 NW Tatum Ranch Place – Approved $398.12 Main Funds for replacing 3 dead
         arborvitae
         16608 NW Arizona – Approved $429.64 Cottage Funds for front lawn repair
         16946 NW Arizona – Approved $650 Main Funds for replacing arborvitae/Laidlaw

FINANCIAL

1. 1. 1. Balance Sheet – information only, Reserve Funds at good levels
      2. Delinquency Report – Actions Taken
         Unit 0557 La Paloma amount owed $8,847.34 – AMS to proceed with placing a lien
         Unit 0475 Palo Verde amount owed $3,427.25 – AMS to proceed with placing a lien
         Unit 0519 Greyhawk amount owed $1,025.18 – AMS to proceed with placing a lien

New Business

1. 1. ARC Report to Date – Approved
   2. Budget 2022 Main and Cottage – drafts discussed and reviewed – 2 changes to drafts:
      1) move $2,000 in Cottage Contingency line to Water line, 2) add a Bad Debt line to the
      Main budget. Bad debt writeoffs will be split between Main and Cottage budgets.

Unfinished Business

1. 1. Collection Resolution – AMS will circulate the finalized resolution to all homeowners
   2. Columbia Geotechnical Report – discussed report which had positive findings and no action
   3. AMS will email a compliance reminder to all homeowners

IV. OPEN FORUM

• Meeting was open for comments

V. Adjournment

• Call for adjournment was at: 7:36 pm