Approved Minutes

Arbor Ridge Home Owner Meeting for June 26th 2012

Homeowner Input

I. Meeting Called to Order

• 6:50 pm

II. Meeting Minutes

• April 3, 2012 Minutes were motioned for approval; Board passed the minutes unanimously

III. President’s Report

• Mike Foster proceeded with communicating an overview of how the order of the meeting would be facilitated.
• It was brought to the boards attention, by Lynda DuLong that on June 25, 2012, a community resident tripped on a raised sidewalk, fell, and broke her arm. The residents of the home are tenants. Lynda will keep the board updated where needed on this accident.
• Home Owner Cathy P. emailed the board stating her concerns for the Beaver dams, Coyotes, and dead rats being found around the parameter of protected fish and wild life area. Mike Foster discussed the idea of being permitted to have a Beaver Dissever Pipe placed through the Beaver dam to allow the water to flow out without hurting the Beavers, and violating the protection of them. Carolyn B. stated that it would be good if we could ask for a permit to add additional signage at the protected fish and wild life area. Lynda DuLong made a note, to do possible future research on this.
• It was noted that our November 27th, 2012 meeting will be moved to December 11, 2012 and will be the last meeting of 2012.

IV. Treasure’s Report

• Dave Cummings was absent for the meeting, therefore, Mike Farris reviewed the financials for the Master and Cottages.  In the review, the expense of the annual insurance renewal lump sum was in question.  Lynda DuLong explained that it was paid in full to reflect being current for the period of July 2012 – June 2013.  All other expenses were reflected to be within budget for this period ending.

V. Committee Report

• Architectural – a discussion took place regarding the new solar panels being installed on 11 homes.  The approval was done by the vendor company and was in compliancy.
• Landscape – Discussion of Landscape improvements for the review of the landscape conditions in common elements. Management asked for a proposal to enhance entry areas in the meeting that took place on April 3rd, 2012, one being along Laidlaw and Oak Creek Drive. Tom Wilkinson stated in his review of the area that a nice boulder and landscaping of flowers/with possible irrigation. John Shewchuck from Show Place Landscape Services quoted via email (Laidlaw and Oak Creek- add irrigation and plants per the sketch at the open area on the North side of Oak Creek is not to exceed $1,122.00) Tom Wilkinson stated that he felt it would run approximately $500.00 (this is for the wedge area/Oak creek and Laidlaw). This would include 2 new trees, and scrubs with boulder/flowers possibly? The motion was approved by Mike Farris and seconded by Lisa Walker.
• Additional discussion and overview of the Reserve Study 2012, and the perimeter community Fence. The landscape committee is also planning landscaping pruning day. They will volunteer their time to do the pruning of needed trees and leave the debris for Show Place Landscape Services to remove promptly.
• Mary Davidson has put together an adhoc committee to define the street tree issues. The trees have a possibility of damaging the water meters and sidewalks. The adhoc committee is a separate team that will continue discussing what options can be pursued to resolve the problems. It was agreed upon that the committee is separate from the Landscape Committee. This adhoc committed was not sanction by the board, rather it is home owner created to present their concerns and offer resolution for the board to consider if the board needs to be involved in a solution. Eric, the TMG, assigned lawyer reviewed the CCR and interpreted the compliancy and possible ambiguity clarified. Moving forward, Lynda DuLong, consulted with the Davey Company (Ruth Williams), and received a quote on the trees and creating a customized short term and long term plane for a systematic process/project management will be in place. The first preliminary meeting will take place onsite on Monday, July 9th. It was discussed by the board that if a “one time” special assessment is needed (not to be more than 10% increase) that a 75% vote of the homeowners would be needed. A reserve study amendment will be possibly needed. An electronic Map book will be created and posted on our Arbor Ridge Website.
• Fir Bark Dust was motioned to be placed in the month of July 2012.
• White Fence Washing will be done by JL Paint Co., per quote given to Lynda DuLong from Joseph Lambert.
• A discussion took place on the increase of moles, and how to set-up traps to remove the critters.
• Ken from Washington County was out two weeks ago to survey the protected area and mosquito control. He tested for the breed of mosquito, to see if they have changed since last year. He will then take the necessary action to treat the area.
• Social Events – Lisa Walker gave an update on the current Social Committee events taking place in the future.  July 4th we are engaging with our neighboring community for the special morning picnic and parade.  July 10th from 4:30 – 8 pm we have been invited to attend a National Night Out gathering in Hillsboro.  The Sheriff’s department will have a booth and will be giving us a kit for the event happening on August 7th at 6:30 pm at the Otten Park (corner of Laidlaw and Emerald Canyon) this is an event in support of the Neighborhood Watch program.  This will be a big event with the Sheriff Department attendance.  It will be an ice cream social and hotdog event.  Lisa has coordinated to have her daughter, Cassandra Walker – Certified Executive Chef) to help with the function.  Lynda DuLong is asking for a donation from John at Show Place Landscape services and TMG will participate in a donation also.  The event is approximated to be $200.00.  Mike Foster will donate a bike for a raffle.
• Sheriff Pat Garrett – we are confirming a day and time for him to come and present at a HOA Board meeting.  The selected date is for the annual meeting held on October 23, 2012.  Lisa is in communications with Kathy Bose, Executive Administrator to Sheriff Pat Garret to confirm the scheduling.  This is in support of the Neighborhood Watch program.
• Neighborhood Watch – on May 23rd, 2012 the first Neighborhood Watch meeting took place with Darlene Schnoor and Deputy Scott.  We had approximately 15 community residents gather.  It was a very successful meeting, and kick off.  As of June 26, 2012 we have 17 street captains and approximately 100+ volunteers.  Email trees have been developed.  8 Neighborhood Watch signs are be placed and permitted by Washington County.  Stickers are being given out, and future meetings being defined.

VI. Management Report

Administration

• Homeowner Correspondence
• It was noted and agreed upon that Lynda DuLong will be consolidating the report, and only discussing at future meetings the “needed action by the board” correspondences. Lynda will place the other correspondences that don’t need action in a spreadsheet for the review of the Board of Directors.
• Discussion took place on the camper violation, but stated by Mike Foster and Lisa Walker that the homeowner is in compliancy with the CCR.
• Discussion on basketball hoops and the damaging of them by the landscapers. It will be defined for in the future that Showplace Landscape as our vendor should not be responsible for the replacement. Mike Foster/Mike Farris/Lynda DuLong will be working on an amendment of resolution with new guidelines. The amendment/resolution will be motioned for approval at the next meeting.
• Trash cans discussed, home owner being charged $75.00 for third letter being issued. Home owner asked that the $75.00 be waived (one time waiver) approved and motioned by Mike Foster, and second by Lisa Walker.

Financial

• Delinquency Report reviewed
• There was a discussion on being more aggressive in a tiered out fashion. It was decided to define and clarify a guideline of threshold of $1,500 (for tighter controls in place)
• No actions required by board
• Eric, the assigned lawyer, is reviewing and taking necessary action.

Repairs and Maintenance

• No actions required by board

VII. New Business

• Reserve Study 2012
• Perimeter Community Fence maintenance – JL Painting Co. quoted and being assigned for cleaning.
• Landscape improvement (bark dust) – July 31^st, 2012 bark dust being laid – approved and motioned as approved.  Special Flyers will be given to home owners to allow them to place a “no bark dust” tag on their doors.
• Street Trees/Landscape Survey – Davey Company (Ruth Williams) being implemented.
• Insurance renewal – being processed.
• Community Vandalism update – continued to be reviewed.
• Forming of the Neighborhood Watch Committee – being fully implemented at this time.
• Discussion of new meeting locations and possible changed dates – pending (Lynda DuLong)
• Compliance Ride to be defined in the month of July 2012.
• Finish Year End Budget – being assigned to President, Mike Foster to approve and sign off.
• Neighborhood Watch signs being installed by Washington County.
• No Parking signs being surveyed by Washington County, and replaced by end of June 2012, at no cost.
• July 2012 Arbor Ridge Newsletter, volume 1 being mailed out the week of July 2^nd, 2012.

VIII. Unfinished Business

• Mike Farris and Lisa Walker to meet to do a training on Arbor Ridges’ Website.
• Street Trees/Landscape Survey Report – pending implementation. (Davey Co.)

IX. Adjournment

• Call for adjournment was at 8:35 pm

Due to a conflict of schedules at the Somerset Christian Church we are not able to hold our Home Owners Meeting there.  We have reserved a room at the Avamere Retirement Center located off of West Union, located at the Eastern edge of our community.  Please check in at the front desk when you arrive.

Home Owners Meeting for 7/31/2012 has been cancelled.  Please check the Calendar for the next Scheduled Meeting.

Help build a Stronger, Safer Community by attending the Annual National Night Out and Ice Cream Social

Come and Enjoy Hot Dogs and Ice Cream and get to know your Neighbors and learn about Crime Prevention

Sheriff’s Department will have activities and information.

Neighborhood Watch will provide information on the growing program in our neighborhood.

We will have a Children’s Raffle for some fabulous prizes for kids and did we say Hot Dogs and Ice Cream?

When: Tuesday, August 7^th, 2012 @ 6:30 pm to 8:30 pm
Where: George Otten Park (Located at the corner of Laidlaw and NW Emerald Canyon)

Approved Minutes

Arbor Ridge Home Owner Meeting for April 3rd 2012

Homeowner Input

I. Meeting Called to Order

• 6:35 pm

II. Meeting Minutes

• ** No Meeting held in January 2012 since Board Quorum was not met
• November 2011 Minutes were motioned for approval; Board passed the minutes unanimously

III. President’s Report

• Mike Foster requested the Arbor Ridge Showroom agenda review and introduced the Washington County Sherriff’s Office sponsorship on the Neighborhood Watch program development. He also proceeded with communicating an overview of how the order of the meeting would be facilitated.

IV. Treasure’s Report

• Dave Cummings stated that as of end of March 2012 we are under budget to date and will continue operating under budget.

V. Committee Report

• Architectural – None
• Landscape – discussion of Landscape improvements for the review of the landscape conditions in common elements. Management asked for a proposal to enhance entry areas, one being along Laidlaw and Oak Creek Drive and another at the entrance at Palmbrook. Additional discussion and overview of the Reserve Study 2012, and the perimeter community Fence.
• Mary Davidson has put together an adhoc committee to define the street tree issues.  The trees have a possibility of damaging the water meters and sidewalks.  The adhoc committee is a separate team that will continue discussing what options can be pursued to resolve the problems.  It was agreed upon that the committee is separate from the Landscape Committee.  This adhoc committed was not sanction by the board, rather it is home owner created to present their concerns and offer resolution for the board to consider if the board needs to be involved in a solution.  Mary is working on defining and providing confirmed dates to meet with the Board to discuss concerns with street tree responsibility. Management will update the Board with any new information as received.
• Social Events – Lisa Walker gave an update on the current Social Committee event – The HOA Easter Egg Hunt for the children. Budget requested for event is $375.00, the board motioned for approval and the budget was approved unanimously. Lisa Walker also discussed the community garage sale initiatives for the month of June 2012.
• Neighborhood Watch– a discussion took place on creating a Neighborhood Watch program. It was motioned that Lisa, Michael and Ken Walker were in agreement to set up a program. The board motioned for approval, and the nomination of the Walker Family was approved unanimously. Due to the increasing number of incidents within the neighborhood the community felt an urgency of setting up a program. Washington County has a Crime Prevention Specialist, Darlene Schnoor, that will arrange a meeting with residents to come, and train, answer questions and distribute materials.

VI. Management Report

Administration

• Homeowner Correspondence
• The Owner at 4606 NW Sidewinder Place sent in a response to violation for having Holiday clips on his home.
• The Owner at 4124 NW Diamondback Drive sent in an email to notify the Board that his home was broken into on March 10th in broad daylight. Home owner discussed an overview of the happenings at the meeting with the community and Board.

Financial

• Delinquency Report reviewed
• No actions required by board

Repairs and Maintenance

• No actions required by board

VII. New Business

• Reserve Study 2012
• Perimeter Community Fence maintenance
• Landscape improvement (bark dust)
• Community Vandalism update
• Forming of the Neighborhood Watch Committee
• Discussion of new meeting locations and possible changed dates
• Compliance Ride to be defined in the month of April 2012.
• TMG Workshop to be held on April 28th. 8am – 3pm.

VIII. Unfinished Business

• Landscape Committee/Street Tree Discussion – Mary Davidson was contacted after the last meeting to provide dates where the Board and Landscape Committee Members could meet and discuss concerns with the street tree responsibility. As of date Mary has not provided confirmed dates. Management will update the Board with any new information as received.
• Lisa and Ken Walker will coordinate the Neighborhood Watch program initiatives and work in coordinating with the Washington County Sheriff’s Office, Darlene Schnoor, training date and scope of program developing for our community.
• Mike Farris is in review of “what can we do to provide safer streets”. For example: Speeding on streets and prevention of accidents.

IX. Adjournment

• Call for adjournment was at 8:30 pm

Thank you to the Landscape Committee  

In the month of June and July the Arbor Ridge HOA Landscape Committee volunteered their time, working in small groups, pruning the shrubbery and trees on the entire strip of  NW West Union Road.  The tree’s dead branches and thinning were done, to enhance the beauty of the landscaping.

But more than that, conversation were had, laughter was heard, and community Neighbor’s friendships were united.

The contribution of the Landscape Committee has saved the Home Owners Association a great deal of expense, which is greatly appreciate by all within the community.

Thank you to the Arbor Ridge HOA Landscape Committee for their years of dedication, and volunteering of their time to make our community beautiful.

The Arbor Ridge HOA is responsible for the property commonly referred to as the “wetlands” and Identified as Tracts “C” and “T” on the plot map of the development. These are the area where the beaver dams are located.  However, that responsibility is constrained and bound by use restrictions.

There is concern that water is collecting in the wetland areas to the East and through the stream way which may put homeowners at risk. Tualatin Valley Clean Water Services was contacted and asked for an assessment of the situation – for general flooding and the impact from the beaver dams.

The Clean Water Services team explained the purpose and design of the wetlands is to act as a buffer for the water flow to prevent flooding and washouts. Therefore, it is expected that water will collect, pool and raise in level in these areas. We are assured that the environment was developed with consideration to the longer flood cycles. We were educated on the behaviors of the beavers and the impact of their activities on the area and water levels. None of the information provided by the Clean Water Services representative was in conflict with what is observed while walking throughout the wetlands and verifying water levels and the size and number of dams.

There have been several discussions about the beaver dams and our ability to trap or modify the dams. The HOA cannot take any action in the restricted use areas until a permit is issued to modify the authority of the existing permit (Permit Number 16765-RF). Please refer to the Declaration of Covenants and Restrictions for the Arbor Ridge Mitigation Site, specifically Article 4. Clean Water Services have also advised that removing the beaver dams may dramatically increase the chance for damage to the culverts under the roads from debris. Since it is almost guaranteed the beavers will return and destroy more trees in the wetlands to rebuild dams, Arbor Ridge has been advised it is best to leave them alone.

We’ve engaged experts and carefully considered the options in making the decision to leave the beaver dams alone at this time. The Board will continue to monitor the health of the stream, wetland areas, and the culverts and act as necessary to ensure the vitality and security of our neighborhood on a regular basis. We have also engaged our landscaper in to monitoring the areas weekly for any change or concern that might effect the neighborhood.

If any homeowner has a concern please feel free to attend any Board Meeting to discuss it.

Arbor Ridge Community Garage Sale – 2012 update

The Neighborhood Community Garage Sale was a huge success!
On Saturday May 19th from the hours of 9am – 4pm the Arbor Ridge Garage Sale took place.
Thank you to all for participating and making this years annual Garage Sale so successful!
Also, thank you to our Social Committee for orchestrating and preparing to make this event fun,
and bringing people from all over Portland to our fantastic community.
We are proud of our Arbor Ridge Community, and were happy to see everyone!

Thank you for all who attended the initial ARBOR RIDGE Neighborhood Watch meeting!

Professionals from the Washington County Sheriff’s Department facilitated the meeting and discussed with the community ideas to help reduce CRIME in our Neighborhood!

We discussed information on creating a Neighborhood Watch Program,
including CRIME PREVENTION techniques to secure your home, valuables, & personal safety.
Neighbors Working Together in a Partnership with the Washington County Sheriff’s Office can make one of the best crime-fighting teams around!!

Crime Prevention Specialist Darlene Schnoor was our guest speaker, and Deputy Scott shared his expertise in answering questions on CRIME PREVENTION techniques to secure your home, valuables, & personal safety.

The initial training meeting was extremely successful, and had approximately 20 community neighbors that participated in the meeting.

Here are the team’s initial initiatives established which are moving forward in process:

– 20 Street Captain’s are being established in support of 8 – 10 homes.
– The Street Captain’s are gathering neighbors of interest to create an email message tree.
– We will be securing and installing 8 Neighborhood Watch signs to be posted through out our community.
– We will be having ongoing frequent meetings with the Sheriff’s Dept. which we will be announcing.

Below is the link to the Washington County Public Alert System. This system allows the Dispatch center to notify folks via their phones/emails of incidents,situations

http://www.wccca.com/PublicAlerts/

Thank you from the Arbor Ridge Neighborhood Watch Program

Arbor Ridge Annual Neighborhood Garage Sale is back!!

After an absence from 2011 we have been able to bring back this Neighborhood event, thanks to the Social Committee.
When: May 19th – Saturday 9 am – 4 pm

· The Arbor Ridge Garage Sale is a Community open event to encourage all home owners to participate in one of the Largest Garage Sales in the area.
· We have over 500 homes in the community and it is a great way to have fun, clean out your garage and make extra cash.
· Just organize what you want to sell, put it in your garage or driveway and let the fun begin.
· Ads will be placed in the Oregonian

Who: You the Home Owner
How: Prepare your Garage/Yard Sale
Signs: The HOA will place Banners at major entrances advertising the Sale and will place Ads in the Oregonian

We are always looking for people to help out with placing the signs so please email the Social Committee if you are willing to help out.