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.

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. 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

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

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. 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. 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

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. 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. 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. 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. 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. 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

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

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

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