Minutes January 2024

Meeting Minutes are posted only after they have been approved by the board at the following meeting. For Example – Meeting on Jan 1st would be Approved on the next meeting and posted to the web site. If the next meeting was Feb 1st, then that is when they would be posted.

Arbor Ridge P.U.D Homeowners Association Annual Meeting

Tuesday, January 9, 2024, 6:30 PM

(Meeting held via Video Conference)

MEETING MINUTES

  1. CALL TO ORDER

6:30 pm

  1. ELECTION OF OFFICERS
  • President: Joe Lopez
  • Vice President: Kay Syravong
  • Secretary: Todd Behunin
  • Treasurer: Mike Farris
  • Directors at large:
    • Jenny Krems
    • Daryl Stewman
    • Mary Marek Johns

III. OPEN FORUM

Board listened to and noted the feedback given by several homeowners in attendance. Most concerns are included in the agenda and will be addressed later.

  1. APPROVAL OF MINUTES

Motion to approve September 12, 2023, meeting minutes – approved

  1. FINANCIAL
  1. Balance Sheet
    1. Briefly discussed – budget looks good.
  1. HOMEOWNER CORRESPONDENCE/REQUESTS
    1. 4586 NW Tatum Pl
      • Motion for AMS request a bid from Pacific Landscaping and execute the work immediately if bid comes within 10% of the previous Showplace proposal ($1070) – approved. Fund via Main Reserve.
    2. 16587 NW Talkingstick Way
      • AMS to request a bid from Pacific to clean up the area.
    3. 16821 NW Oak Creek Dr
      • Motion to approve a one-time courtesy request to waive the fee in response to a prohibited vehicle parked at the unit – approved.
      • Motion to approve a one-time courtesy request to waive the fee in response to running a business from the home – approved.
    4. 16904 NW Oak Creek Dr (Report)
      • Information only – no action taken.
    5. 16904 NW Oak Creek Dr (Request)
      • Motion to approve one-time courtesy request to waive the fee for removing the basketball hoop – approved.
    6. 16989 NW Arizona Dr
      • Discussed in New Business
    7. 16989 NW Arizona Dr
      • Discussed in New Business
    8. 17135 NW Elk Run Dr
      • AMS to request Pacific confirm the irrigation was/is operational here and request a proposal for replacing the arborvitae.
    9. 17167 NW Elk Run Dr
      • Discussed in New Business
    10. 17182 NW Gold Canyon Ln
      • Motion to waive the fine and any interest accrued – approved.
    11. 17365 NW Gold Canyon Ln
      • Information only – no action taken.

VII. NEW BUSINESS

    1. SavATree West Union Tree Project Proposals – Main/Commons
      • Motion to approve the work for all three bids (Estimate #’s 1056433, 1056434, and 1056435), to be funded from the Main Reserve – approved.
    2. Pacific Landscape Project Proposals
      • Cranefly – Cottage
        1. Motion to approve proposal in the amount of $2497, to be charged to Cottage Operating Landscape – Other category – approved.
        2. Motion to approve proposal in the amount of $1416, to be charged to Main/Commons Operating Landscape – Other category – approved.
      • Turf Conversions – Main/Commons
        1. Motion to approve Contract #’s 190427, 191210, and 191211 (Emerald Canyon, Laidlaw, Oak Creek), to be funded via Main Reserve – approved.
        2. Motion to approve Contract # 189974 (Palmbrook), to be funded 50% from Main Reserve, 50% from Cottage Reserve – approved.
      • Replant Tree – 16989 NW Arizona Dr
        1. Motion to approve Contract # 188413, to be funded via Cottage Reserve – approved.
      • Arborvitae Replacement Proposals – 17167 NW Elk Run Dr.
        1. Motion to approve Contract # 191214, to be funded via Main Reserve – approved.
        2. AMS to request proposal from Pacific to replace arborvitae with cherry laurel along northwest side of 16788 NW Emerald Canyon Dr. Also work with the homeowner since the removal would result in a loss of privacy while the replacement shrubs fill in over time.
      • Tree Replacements Proposal
        1. Motion to approve Contract # 191212, to be funded via Cottage Reserve – approved.
    3. Installation & Removing Window Air Conditioners
      • Motion to approve new resolution – approved.
      • AMS to work with the President and Secretary to obtain signatures on the resolution.
    1.  

VIII. UNFINISHED BUSINESS

  1. Motion to approve Contract # 188669, to be funded via Main Reserve – approved.
  2. ADJOURNMENT TO EXECUTIVE SESSION
    • 8:30pm
  1. RECONVENE AND ADJOURNMENT
    • 8:40pm



Minutes September 2023

 
Meeting Minutes are posted only after they have been approved by the board at the following meeting. For Example – Meeting on Jan 1st would be Approved on the next meeting and posted to the web site. If the next meeting was Feb 1st, then that is when they would be posted.

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

Tuesday, September 12, 2023, at 6:30pm

(Meeting held via Video Conference)

I. Meeting Called to Order

  • Meeting called to order at 6:30 pm
  • Board Members Present: Joe L, Kay S, Mike F, Jenny K, Mary J

II. Open Forum

  • Open forum held and heard comments from homeowner regarding tree removal and tree replacement.

III. Meeting Minutes

  • August 8, 2023 – Motion adopted to approve.

Management Report

IV. FINANCIAL

  1. Balance Sheet – information reviewed; no action taken.
    1.  

V. HOMEOWNER CORRESPONDENCE/REQUESTS

  1. New Owner/Tenant Community Orientation – discussed and referred to Livability Committee for specific, feasible action items.
  2. Backyard Trees – AMS will add language to Community Reminders email about tree impacts to neighbors. AMS will forward to the homeowner information about the Washington County Nuisance Complaint Form.

VI. New Business

  1. Main 2024 Budget – motion was approved to adopt the budget with following changes:
    1. Move $800 from Office Supplies to Electricity line item.
    2. Move Lien Filing into Legal line item (consolidate).
    3. Increase Legal – Collection Costs by $2,500 by increasing the Main annual assessment amount.
  2. Cottage 2024 Budget – after review and discussion, motion was approved to adopt the budget with no changes.

VII. Unfinished Business

  1. Pacific Landscape – service start date Oct. 1, 2023; information only
  2. 4140 NW Diamondback Dr. – arborvitae; information only
  3. 4561 Continental Place Lawn – irrigation; AMS will check with homeowner to determine if lawn renovation work is still desired.

VI. Adjournment

  • Call for adjournment was at: 7:40 pm



2023 President’s Report Available

The 2023 President’s report has been posted.

President Annual Reports




Annual Meeting Minutes 2022

Annual Meeting Minutes are posted only after they have been approved by the Homeowners on the following year’s Annual Meeting.
For Example – Meeting on Oct 1st, 1999, would be Approved at the next Annual Meeting Oct 1st, 2000, and then posted to the web site.

Arbor Ridge Homeowners Association Annual Meeting for October 19, 2022

I. CALL TO ORDER
Meeting called to order at 6 p.m. Introduction of Board members attending and
AMS staff

II. PRESIDENT’S REPORT
Board President presented report

III. NEW BUSINESS
Introduction of Candidates – the 1 attending candidate was introduced and made
comments

IV. OPEN FORUM
Positive comments were made regarding the annual meeting notification and annual meeting process; dead trees along NW Laidlaw; and Cottage home landscape services

AMS will followup with NW Laidlaw dead tree problem by presenting 3 bids from 3
companies at the Janaury Board meeting. Each company will be asked to assess
which dead trees should be removed on NW Laidlaw and the cost.

V. ADJOURNMENT – meeting was adjourned at 6:29 p.m.

Organizational Meeting – Date to be announced for assignment of Officer
Positions.




Annual Meeting Minutes 2021

Annual Meeting Minutes are posted only after they have been approved by the Homeowners on the following year’s Annual Meeting.
For Example – Meeting on Oct 1st, 1999, would be Approved at the next Annual Meeting Oct 1st, 2000, and then posted to the web site.

Arbor Ridge P.U.D. Homeowners

Association Virtual Annual Meeting

Meeting Minutes

Tuesday, October 26, 2021

I. CALL TO ORDER – meeting called to order at approximately 6 p.m.

II. REVIEW OF 2020 ANNUAL MEETING MINUTES – 2020 minutes approved

III. PRESIDENT’S REPORT – the HOA President presented the report

IV. NEW BUSINESS

  1. Introduction of Candidates – candidates were introduced and gave a brief presentation

V. OPEN FORUM – open forum was held, comments received

VI. ADJOURNMENT – meeting was adjourned at approximately 7:30 p.m.




Minutes August 2023

Meeting Minutes are posted only after they have been approved by the board at the following meeting. For Example – Meeting on Jan 1st would be Approved on the next meeting and posted to the web site. If the next meeting was Feb 1st, then that is when they would be posted.

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

Tuesday, August 8, 2023, 6:30 PM

(Meeting held via Video Conference)

I. CALL TO ORDER

6:40 pm

II. OPEN FORUM

No open forum due to Zoom difficulties.

III.  APPROVAL OF MINUTES

Motion to approve July 18, 2023, minutes – approved.

IV. NEW BUSINESS

Showplace Proposals

    1. Arborvitae
      1. 4586 NW Tatum Ranch Pl Replacement
        • Approved in July 18 meeting – no action necessary
      2. 16622 NW Desert Canyon – Trimming
        • Information only – no action necessary
    2. Lawn Aeration and Overseeding
      • Cottages: $4350.00
        1. Postponed discussion
      • Streetscape: $2050.00
        1. Postponed discussion

V. UNFINISHED BUSINESS

  1. Showplace – Concern Letter response
  2. Landscape Contract Review
    1. Showplace 2024 Landscaping Budget Information
    2. Pacific Landscape Management 2023/2024 Landscape Proposal – Pricing, multi year contract
  3. Motion to terminate Showplace contract with a 30 day advance notice and transition to Pacific Landscape as the Arbor Ridge landscaping vendor; authorize AMS to process Pacific contract and complete transition – motion unanimously approved.

VIII. ADJOURNMENT

7:52pm

 




Minutes July 2023

Meeting Minutes are posted only after they have been approved by the board at the following meeting. For Example – Meeting on Jan 1st would be Approved on the next meeting and posted to the web site. If the next meeting was Feb 1st, then that is when they would be posted.

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

Tuesday, July 18, 2023, 6:30 PM

(Meeting held via Video Conference)

MEETING MINUTES

I. CALL TO ORDER

  • 6:31 pm

II. OPEN FORUM

  • Board listened to and noted the feedback given by several homeowners.

III. APPROVAL OF MINUTES

  • April 25, 2023
  • June 29, 2023 Special Meeting – Reserve projects
    • Motion to approve minutes noted above – approved

 

MANAGEMENT REPORT

IV. FINANCIAL

  • Balance Sheet
  • Briefly discussed – budget looks good.

V. HOMEOWNER CORRESPONDENCE/REQUESTS

  1. 16602 NW Desert Canyon Dr:
    1. Board requested AMS follow-up with homeowner to:
      • Discuss yard maintenance improvements
      • Explain that parking regulations can only be enforced at the county level. The HOA has no authority to enforce parking.
  2. RV Parking on Streets:
    1. RV has been removed.
  3. 16898 NW Greyhawk:
    1. Tree will be added to the Reserve project list of trees being removed in 2024 if the homeowner requests.
    2. AMS to notify the homeowner that the sidewalk is homeowner responsibility.

VI. NEW BUSINESS

  1. Request for Showplace Services
    1. Cottage Lawn/Turf replacements
      • 16957 NW Arizona Dr:
        • Motion to approve Showplace Proposal 24822 Re-seed Option in the amount of $988.00 – approved
      • 16793 & 16785 NW Arizona Dr:
        • Motion to approve Showplace Proposal 24893 Re-seed Option in the amount of $567.10 – approved
        • Board requests soil import to also be applied.
      • 16943 NW Greyhawk Dr:
        • Motion to approve Showplace Proposal 23430 in the amount of $389.70 – approved
    2. Arborvitae replacements
      • 4586 NW Tatum Ranch Pl:
        • Motion to approve Showplace Proposal 23392 in the amount of $1,070.00 – approved
      • 4511 Bobcat Pl:
        • Will be replaced at no cost September 28, 2023.

VII. UNFINISHED BUSINESS

  1. Reserve Project Proposals
    1. Main
      1. Laidlaw Tree removals
        • Motion to approve Savatree Estimate # 966147 in the amount of $8,855.00 – approved
      2. Pavement Projects – Pedestrian Pathway, NW Silvercreek Dr.
        • Motion to approve KL Industries Estimate # 26798 in the amount of $19,762.00 – approved
        • Motion to approve KL Industries Estimate # 26797 in the amount of $2,695.00 – approved
    2. Cottages
      1. Tree Trimming
        • Motion to approve Savatree Estimate # 967260 in the amount of $8,294.00 – approved
      2. Tree Removal
        • Motion to approve Savatree Estimate # 967250 in the amount of $15,833.00 – approved
  2. Showplace 2024 Landscaping Budget Information & Pacific Landscaping Proposal
    1. Board reviewed and discussed proposals. Due to several key members being absent, the board deferred any motions until a special meeting to be held on August 8, 2023.

VIII. ADJOURNMENT

  • 8:20pm



Minutes June 2023

Meeting Minutes are posted only after they have been approved by the board at the following meeting. For Example – Meeting on Jan 1st would be Approved on the next meeting and posted to the web site. If the next meeting was Feb 1st, then that is when they would be posted.

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

Tuesday, June 29, 2023, 6:30 PM
(Meeting held via Video Conference)

  1. CALL TO ORDER

6:34 pm

  1. Bid Reviews for Common Reserve Fund Projects
    1. Remove NW Laidlaw dead trees
      • Postponed for July meeting pending receipt of more proposals for consideration
    2. Mail boxes – clean all community mailboxes serving all Arbor Ridge homes
      • Showplace proposal #24554 of $1439.84 only accounts for the Cottage Collection, which comprises 21 mailboxes. The Board would like all mailboxes in the Arbor Ridge Community be cleaned by Showplace; this would include an additional 21 mailboxes in the Main Collection.
      • Motion to approve $2879.68 (double the original proposal amount) from the Main Reserve fund: motion approved.
    3. Signs – Arbor Ridge entrance monument – Clean & Maintain
      • Motion to approve Showplace proposal #24555 of $338.83 from the Main Reserve fund: motion approved.
    4. Asphalt repairs – pedestrian walkway (wetlands/Laidlaw)
      • Postponed for July meeting pending receipt of more proposals for consideration
    5. Street repairs – asphalt sealcoat NW Silver Creek Place
      • Postponed for July meeting pending receipt of  more proposals for consideration
    6. Wash – 3 Rail White Fence (NW Laidlaw/NW West Union Rd) 
      • Motion to approve Showplace proposal #24560 of $5759.32 from the Main Reserve fund: motion approved.
    7. Barkdust for NW Laidlaw
      • Motion to approve Showplace proposal #24564 of $2488.26 from the Main Reserve fund: motion approved.

III. Bid Reviews for Cottage Reserve Fund Projects

    1. Arborist Tree Work: Tree Removal
      • Board would like to add an additional tree to the list, located at 16836 NW Greyhawk Dr.
      • Postponed for July meeting pending receipt of  more proposals for consideration
    2. Arborist Tree Work: Tree Pruning
      • Postponed for July meeting pending receipt of  more proposals for consideration

IV. Homeowner correspondence

Board listened to concerns and feedback from the community and will take appropriate action.

V. ADJOURNMENT

7:26pm

 




Minutes April 2023

Meeting Minutes are posted only after they have been approved by the board at the following meeting. For Example – Meeting on Jan 1st would be Approved on the next meeting and posted to the web site. If the next meeting was Feb 1st, then that is when they would be posted.

Arbor Ridge P.U.D Homeowners Association
Directors Meeting

Tuesday, April 25, 2023, 6:30 PM

(Meeting held via Video Conference)

MEETING MINUTES

I. CALL TO ORDER

6:30 pm

II. ADJOURNMENT TO EXECUTIVE SESSION

    1. Delinquency Report
      • Reviewed current delinquent accounts and no action taken from the board.
    2. Collection Update from Collection Attorney
      • Discussed account ID# 0557 and heard a proposal from the attorney.
    3. Motion to leave executive session – approved.

III. ADJOURNMENT FROM EXECUTIVE SESSION

Motion to have VF pursue foreclosure on account ID# 0557 – approved.

IV. APPROVAL OF MINUTES

Motion to approve minutes for board meeting occurring on Tuesday January 24, 2023 – approved.

MANAGEMENT REPORT

V. FINANCIAL

  1. Balance Sheet
    • Briefly discussed – budgets appear healthy.

VI. HOMEOWNER CORRESPONDENCE/REQUESTS

  1. Reviewed homeowner request to remove street tree. Board decision to take no action was made.
    • Motion to request Livability Committee to build a proposal outlining standardized guidelines, criteria and thresholds that must be met to take action on tree removal/replacement within the Cottage Collection – approved.

VII. NEW BUSINESS

    1. Request for Showplace Services – Beaver Dam Mitigation, Blackberry Removal
      • Motion to approve four Showplace proposals totaling $11,575 – approved. Details below: 
        1. Proposal 22536: Moss/cranefly for $1900 (ARHA)
        2. Proposal 22538: Moss/cranefly for $3275 (ARCC)
        3. Proposal 22539: Aeration/spot reseed for $2050 (ARHA)
        4. Proposal 22540: Aeration/spot reseed for $4350 (ARCC)
      • Motion to approve Showplace proposal to remove blackberry and other brush along fence lines of NW Mesa View Ln, NW Tucson St, and NW Talkingstick Way not to exceed $1600 – approved.
      • AMS to continue pursuing bids to address the beaver dam.
      • Motion to approve the work to remove the beaver dam by the bridge that connects NW Arizona Dr and NW 169th Ave, not to exceed $1500 – approved.
    2. ARC Report
      • Motion to ratify ARC Requests – approved.
    3. Livability Committee – Formation (Committee Purpose to Educate Homeowners and Provide Ideas for Compliance Enforcement)
        1. The committee’s main concern/focus revolves around the landscape of the community, ensuring uniformity, garbage can concerns, hedges, arborvitae, etc.
        2. Committee recommends employing a third party firm to come up with possible solutions to the dying arborvitae around the whole community.
        3. Board recommended the committee to come up with proposals and bring them to the next board meeting.
    4. Social/Community Event – Ice Cream Social
      • Motion to approve $500 for an ice cream social to be organized by Mary and Kay – approved.
    5. Requested Reserve Proposals – Board Review
      • Motion to proceed with Reserve projects – approved.   AMS to provide regular status reports on collection of bids.  New Board meeting will be held to review bids.

VIII. UNFINISHED BUSINESS

    1. Landscaping
      • Showplace Proposal
      • Pacific Landscape Proposal
      • As requested from the previous board meeting, the Board recognized there were not enough bids obtained by AMS to make any decisions.
      • Motion to have AMS obtain another quote on top of the two we currently have – approved.
    2. HB-2534 Update
      • Form has been notarized and uploaded.
    3. 2023 Maintenance Walk
      • Poor spring weather has delayed this. Board will organize a time to complete this in the near future.
    4. Sidewalk Repairs – Tree Removal Impact
      • Board discussed impact and specific instances within the community. No action from the Board was taken at this time. AMS will review CC&R’s, community guidelines, Washington County policies, etc. and inform homeowners to possibly replace the tree and/or repair the sidewalks.
    5. Weekly Trash Bin Compliance Enforcement – March/April Update, Compliance Services – May
        1. Board discussed this issue at length. AMS detailed the current process: first violation is a friendly reminder, second violation is a “notice to correct” where the homeowner has 14 days to request a board hearing, and third violation results in a fine.
        2. AMS performed a compliance check in the beginning of March and noted approximately 67 violations but failed to process them, of which the HOA will not be charged. A second compliance check occurred in early April where approximately 50 violations of visible trash cans were reported and processed, of which only a handful of those resulted in fines.
        3. Board members requested AMS to pause on the third compliance check due to garbage pickup dates changing across the community.  Board members reported the new trash day is Monday so AMS can continue checks on Wednesdays. 
        4. Board moved to table the topic for now. Joe and Kay to discuss forming a compliance committee to handle this situation with systematic regular monitoring and reporting.  Previously, Arbor Ridge had such a monitoring/reporting group.

OPEN FORUM

  1. Homeowner discussed wild roses along the rock wall pathway toward 174th Ave. Also discussed concerns with the future land development occurring in the lot west of NW 174th Ave. Board recommended the homeowner to talk with neighbors near the area.
  2. Homeowner shared the same concerns with the same newly announced building development. They also brought up concerns with street trees, sidewalks, and water usage. Board recommended they send their concerns to AMS for the board to review, investigate and take action on.
  3. Homeowner concerned with sidewalk repairs and was requesting a referral. A recommendation was given.

ADJOURNMENT

9:19pm

 




Minutes January 2023

Meeting Minutes are posted only after they have been approved by the board at the following meeting.
For Example – Meeting On Jan 1st would be Approved on the next meeting and posted to the web site.
If the next meeting was Feb 1st then that is when they would be posted.

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

Tuesday, January 24, 2023, 6:30 PM

(Meeting held via Video Conference)

MEETING MINUTES

  1. CALL TO ORDER

6:30 pm

  1. APPROVAL OF MINUTES

September 27th, 2022 & December 13th, 2022 – APPROVED

MANAGEMENT REPORT

III. FINANCIAL

  1. Balance Sheet
    1. Briefly discussed – looks good.
  2. Delinquency Report
    1. Board tabled discussion for a later date.
  3. Collection Update from Collection Attorney
    1. Board tabled discussion for a later date.

IV. HOMEOWNER CORRESPONDENCE/REQUESTS

V. NEW BUSINESS

  1. Arbor Ridge Zoom Account
    1. Dedicated account for HOA meetings ($14.99/mo)
  2. Sidewalk Repairs
    1. Motion for AMS to take action on a reported sidewalk problem – APPROVED
  3. Graffiti Cleanup
    1. Cost approx $350. Will be performed in the near future.
  4. 2023 Maintenance Walk
    1. AMS to arrange a time to perform a maintenance walk around the neighborhood in March 2023. AMS will send out a reminder to homeowners beforehand.
  5. Additional Compliance Services
    1. Discussion on trash can issues. Motion for AMS to institute a Friday garbage/recycle bin compliance walk once a month for February and March, at the cost of $500/mo, with potential additional fees for letters, etc. (NOTE: This would be in addition to the scheduled May, July, September, November compliance walks) – APPROVED
    2. Proposal to move the scheduled November compliance walk to March, which would result in March, May, July and September compliance walks.
  6. Landscaping
    1. Showplace Landscape: Arborvitae Replacement
      1. Motion to approve arborvitae replacement (Proposal 21329)  totaling $2904, to be paid from Main Reserve – APPROVED
    2. Pacific Landscape: Inquiry RE: Proposal for Services
      1. AMS to request a bid from Pacific Landscape, Showplace, and a third vendor.
  7. ARC Report
    1. Motion to ratify the ARC decisions to date – APPROVED
  8. HB-2534 Update
    1. AMS to work with Board members to get compliance certificate signed, notarized, and recorded with Washington County.

VI. UNFINISHED BUSINESS

VII. OPEN FORUM

Motion to form The Livability Committee, with a mission to help educate homeowners and provide ideas for compliance enforcement – APPROVED

VIII. ADJOURNMENT

8:18 pm