Approved Minutes For October 2005

Meeting Minutes
October 18, 2005

Opening:

Mary Davidson called the regular meeting of the Arbor Ridge Homeowners Association to order at 7:01 PM on 10/18/2005 at Somerset Christian Church.

Present Board Members:

Mary Davidson, Ken Pepe, Allen Morgan, Mike Farris, Bob Spivey and Cathy Parson

Not Present: Dave Cummings

Presentation of Board Manuals and Management Reports were given to new board members.  A few documents need to be updated.

Action Item: Mary will contact Kitty @ NWCM to email corrected documents to board members.

I.          Approval of Agenda

The agenda was unanimously approved as distributed.

II.        Approval of Minutes

The minutes the August 16^th 2005 meeting were unanimously approved.

III.       Treasure’s Report

• Management Report was not presented in time for Board to review prior to meeting.
• Allen confirms that things look in order for expenses and revenue for year to date.  It also appears we are ahead of budget for year to date.
• Mike has requested we get a chart of accounts for GL numbers to better understand the GL numbers on the ledger.
• An error in the Management Report overview was noted that in section 3, the Cottage Collection, had a not loss of $45,473 when the ledger clearly shows this to be Gain.
• Action Item: Allen will contact NWCM to get a Chart of accounts
• Action Item: Mary will report error in Management Report to NWCM and verify our findings.

IV.       Homeowner Input

• Three (3) Homeowners were present
• Concerns were raised in regards to Rental Signs and Rentals in general.  The suggestion was made that the Rental Agency’s be made aware of CCR’s.  Another homeowner advised that anyone could contact a title company and request the CCR’s for the community.  Mary noted that there has been improvements in signage not appearing in the common areas since having the landscapers remove signs as they violate the CCR’s and that she herself has called some of the Rental Agents as well as Realtors to remove their signs from the common areas.  Only a single sign is allowed on the property for rent or for sale.   Only Open House and Garage Sales signs are allowed in the common areas for the day only and must be removed same day.
• Homeowner suggested that the Board obtain a chart of accounts.  Suggested noted and is an Action Item.
• Homeowner raised concerns about the number of noticeable violations in the neighborhood and the general deterioration of the neighborhood that is occurring.  Examples are landscaping that has not been reviewed by the ARC, garden hoses left out across sidewalks for days, out of control lawns and plant removal.  Mary has asked the homeowner provides her with a list of violations and the addresses and she will take them to NWCM for follow up.  She did also note that we have a new Agent for NWCM that we have seen improvement over the last Agent.
• Homeowner raised concerns of notices that Washington County is going to do road construction on 185^th, West Union and Bethany Blvd for widening projects to accommodate the newly added Urban Growth Area in the Bethany area.  Allen noted that a group of Bethany Area residents has formed to review what is going on in the area and that we need to be involved to ensure our neighborhood is represented.

V.        Old Business

• Lack of a quorum for the Annual Meeting by Homeowners prompted the two only board members (Mary and Ken) to consider holding another meeting or to move forward with appointing members from those that volunteered for the board.  It was decided to fill the positions with the volunteers.  This included Allen Morgan, past board member, Cathy Parson, Bob Spivey, Mike Farris and Dave Cummings.  The decision was also made to increase the board from five to seven members.  This decision was made to help have more involved in the HOA.
• Washington County has approved the removal of the Tree and is now in the HOA’s hand to move forward on the removal of it.  It has been noted in previous meetings that the tree is a hazard and is terminal and may cause damage or injure someone if it cracks and breaks.
• A motion was made by Allen to proceed and have NWCM select a vendor to remove the tree.  Mike seconded motion, All Approved.
• Action Item: Mary will notify Kitty at NWCM to move forward to have the tree removed.
• A couple of recent issues have raised concerns as to if NWCM should be removed from the process.  NWCM would only receive and forward applications and the ARC would do the letters and the reviewing.  Mike suggested the process not change as it is working quite well despite a couple of issues that really occurred at NWCM or was fault of the homeowner.  Currently NWCM receives the application mails it to the ARC and the ARC reviews and returns it to NWCM within 10 days and then NWCM sends a letter to the homeowner.
• Kathy expressed concerns with follow up by NWCM and the Board on issues where no application was ever submitted or there was a denial and homeowner did not adhere to the ARC’s decision.  Mary indicated we are moving forward recently with Kitty and making progress on this.
• Action Item: Mary asked that a list of applications and the decisions be handed out at each meeting from the ARC.  Mike agreed and will provide this.
• Action Item: Mary asked that a committee be formed by the ARC, Allen, Bob and Mike to review areas of improvement in the ARC Process.  Better involvement and adherence by the homeowners and communication in the application.
• NWCM would like to have the minimum-spending limit increased to $500 per month before board approval is required.  Is was noted that the current $300 level is met often.
• A motion by Cathy was made to increase NWCM’s monthly spending limit without board approval to $500, Bob seconded the motion, All Approved.
• Mike gave an overview of what is currently being offered by Arun’s company for a non charge web site, all we would need to do is pay the domain name and hosting annually and this would not be paid or managed by his company.
• Action Item: Mary asked that Mike review NWCM’s offer to use their template.  He will contact Kitty for information on cost and implementation and compare the two options.

Tract I

Should ARC processing be changed?

NWCM’s Request to have the minimum spending limit increased from $300-$500

Community Web Site

VI.       New Business

Election of officers

• Kathy nominated Mary as President, Ken seconded motion, All approved
• Mary nominated Ken as Vice-President, Allen seconded motion, All approved
• Allen nominated himself for Secretary/Treasurer, Kathy seconded motion, All approved.  Note that Bob will serve as an advisor for the financials.
• Kathy will head the Social Committee
• Mike will head the ARC Committee
• Allen will head the Neighborhood Watch/Community Involvement Committee
• The white fences are getting dirty and moldy.  Mary has requested approval to move forward and clean them or get bids
• Bob suggested we have the sprinkler timers checked to make sure they are coming on so there is sufficient time for the water to evaporate off the fences.
• Action Item: Ken has a possible person to bid for the job and will contact him.
• Action Item: Mary will check into last year’s person for a bid.
• Allen suggested we wait till late spring before cleaning otherwise the winter and spring weather will soil them again.
• Ken brought up the question as to who owns the wetlands and has it been settled yet.
• Allen indicated this is West Hills Developments last year to maintain the area.
• Action Item: Bob will check with the county on the current ownership
• Wetlands
• Mike suggested we set up AroborRidgeOnline.com email accounts for the board members. Action Item: Mike will prepare information for next meeting

Committees

Fence Maintenance

Wetlands

Items for next Meeting

VII.     Adjournment:

Mary adjourned meeting at 8:37 PM. The next general meeting will be at 7:00 PM on 11/15/2005 at Somerset Christian Church.

Minutes submitted by:            Mike Farris

Approved Minutes For Annual Meeting September 2005

Arbor Ridge Annual Meeting

Sept 2005

Meeting was called to order for re-elections.

Because not enough home owners showed up and there was not enough proxies to have an election the meeting is cancelled.

The current board can not hold a monthly meeting because there are not enough board members to have a meeting by law.

Due to a resignation and expiring terms this will not occur.

Instead nominations were taken from the floor for consideration to be board members.

Selection for new board members will be appointed by Mary Davidson and Ken Pepe in a separate meeting with NWCM.

A presentation was done by NWCM that was very receptive to the group about home owner associations and NWCM

Approved Minutes For August 2005

ATTENTION

ARBOR RIDGE HOMEOWNERS’ ASSOCIATION

BOARD OF DIRECTOR’S MEETING

NOTE CHANGE TO 3^RD TUESDAY

Tuesday, August 16^th @ 7:00 p.m.

Somerset Christian Church

16255 NW Bronson Rd

I.          CALL TO ORDER

Ateendees:

Mary Davidson

Ken Pepe

Lynda Dulong

Allen Morgan

Rob Siegle

II.        MEETING MINUTES

Acceptance of July 19, 2005 minutes

III.             TREASURER’S REPORT

Allen made a motion to decline the financial report from July 19th per the following questions being answered:

• Why GL codes don’t match?
• Why the Cottage delinquency account is at 19,784.25?
• Why has the main association & cottage collection location in the report switched?
• Why do we have accounting numbers under main  association when they belong under cottage and vice versa?

Rob seconded ~ approved.

IV.             HOMEOWNER INPUT

Owners are welcome and encouraged to attend.  The open forum time for homeowner input is limited to 15 minutes at the beginning of each meeting.  Once the open forum is closed, all owners are welcome to stay and listen to the business before the Board of Directors; however, additional homeowner interaction and input is only allowed if the Chairman of the Board calls upon a homeowner directly.  If you would like a specific item to be placed on the Agenda, you must submit your request in writing to the Managing Agent at least 15 days prior to the next scheduled meeting.

V.                OLD BUSINESS

1. Tract I, update
2. Executive Board Meeting with NW Property Management
3. Community Notification
4. Community Website  Demo

VI.             NEW BUSINESS

Board members are to E-mail list and prioritize list of questions to Mary by September 1 to be sent onto Kitty in preparation for the Executive Board Meeting September 6.

Send Allen feedback on news letter by Thursday August 18.

Website Update : Rob will provide requirements to multiple developers and have companies provide proposals.

a.      Infrastructure Charges, including start-up and

b.      Maintenance – Get from Mike

Proposed Contract, once contractor is selected – Run though Kitty

Site could be handed off in the future

ADJOURNMENT

Approved Minutes For July 2005

Board of Director’s Meeting

Tuesday, July 19, 2005

Somerset Christian Church

16255 NW Bronson Road

I.  CALL TO ORDER:

Mary called the Meeting to order at 7:00 P.M. Kitty introduced herself to the Board Members and attendees.  Mary introduced herself and the Board members to the floor.

II. MEETING MINUTES:

A motion was made by Allen to approve the minutes from the previous meeting Mary seconded the motion.

III. TREASURER’S REPORT:

Regarding finances we discussed receiving copies of original invoices from all venders.  Kitty was going to check into the water bill (Verizon responsibility?)  Financial Statements were reviewed.  A motion was made to accept the Financial review by Allen, Mary seconded it.

IV:  HOMEOWNER INPUT:

Concerns by several homeowners on Arizona Drive were raised regarding neighbors who continually hold garage sales.  Should a limit on the number of garage sales be established? Another concern raised by the floor was the lack of upkeep on rental property.

V. OLD BUSINESS:

a)      Tract-I was briefly mentioned noting all is still “on hold”.

b)      Setting a date for a special meeting with Northwest Community Management principals was   discussed but decided upon.

c)      Discussed the $500 cost of having Community Notification signs made. Additional research will need to be done on this issue.

d)      Community website status and cost still needs to be resolved.

e)      The Newsletter and possible articles were briefly discussed.

f)       Street parking, enforcement and towing were discussed with Kitty. No decisions were made.

VI.  NEW BUSINESS:

a)      Discussion was held regarding the “For Rent” signs posted at Arbor Ridge entrances by homeowners. It was noted that this is action is in conflict with the CC&R’s.

b)      The wetlands and lack of maintenance was once again discussed.

c)      A question was raised regarding modifying the ARC Form. Further discussion required.

VII.  ADJOURMENT:

Meeting adjourned by Mary

Approved Minutes For June 2005

BOARD OF DIRECTORS MEETING MINUTES

Somerset Christian Church

Tuesday, June 14^{th @ 7:00 p.m.}

I.  CALL TO ORDER-

7:02 PM – Open Meeting

Mary Davidson offered to lead this meeting due to resignation of President as of May 27.

II. MEETING MINUTES

April 12, 2005

Motion made, seconded and carried to approve the minutes of the April 12, 2005 meeting as presented.

III. TREASURER’S REPORT

Accept Budget per the following – Mary / 2nd Lynda

After a brief discussion the following questions were generated for Allan to take to Pat:

1. Were we double charged in April by showcase per line item 6341/6361?
2. Page 37 and 39 (7K phone transfer) who is signing for that? We need two signatures for these transfers so we don’t co-mingle funds.
3. How are we charged for the attorney fees for the liens?
4. Can we get statements delivered itemized?
5. Can we see Pats itemized hours?

E-mail other questions of concerns to Allen by Friday about budget items for him to take up with Pat Moore.
Future business, come prepared to work with Pat to set expectations for finances. Taking board too much time to understand the details.

IV. HOMEOWNER INPUT

A. Reyna Lindert, homeowner brought a request to the board to financially support the purchase of a bench in the park next to the tree that was planted this past week to honor Kati Eldridge a young girl who lived in our community and died of a brain tumor recently. She and others are working with the Washington County Parks and Recreation Department and have found that the bench will cost $1000.00 and must be erected by the county.

The board encouraged Reyna to work with the family in raising the funds and several of the board members said they would gladly support the project personally, but that the board could not

B. Incident report log for Verizon

Tom Wilkinson 503-645-1215 will gather records from home owners.

V.  OLD BUSINESS

A. Tract I –

1. On hold waiting from county to deal with measure 37

NW Management Retainer Contract –

1. NW Management Retainer Contract- Question for management, where are the detailed violations and violation letters sent to each home owner? When you come on site, why are you coming on site? May report 111 violations and June has no reports of violations.

Order “Community Notification” Signs

1. Rob will create prototype for next meeting

VI.  NEW BUSINESS

A. Elect President for HOA

1. Allen moves that we accept Debora’s Resignation Lynda 2nd. All in favor
2. Mary was nominated for President by Allen, Lynda 2nd.
3. Ken Pepe was nominated for Director at large by Allen, Lynda 2nd. All in favor.

B. Community Website Update: Rob reports that a committee is meeting and tentatively plans to have a web-site ready for launching at the September Annual Board Meeting.

C. Architectural Form and CC & R – Resolution

The board agreed to hold monthly board meeting’s for the next few months to try and get up to date with all the issues.

D.  Street Parking: Due to the length of the meeting this issue was put off for another meeting.

E.  News letter (Summer-August) will be mailed out with HOA announcement for the annual meeting. Allen agreed to do the final draft with others writing articles. The articles will need to be to Allen by August 1.

F.  Monthly meetings are to be moved to the third Tuesday of the month beginning July 19. This will all for a more timely delivery of the monthly report created by NW Community Management.

G.  Mary has asked that everyone’s communications be cc’d to all board members so that communication if transparent amongst the board members. All agreed with this.

H.  Lynda made a motion to place liens on lot’s 196 & 225 rather than turn over for collection at this time. Rod 2^nd.

I. Next Month Tentative Agenda)

• Street Parking
• Review Sign Prototype
• Review ARC process and paper trail
• Website Update

ADJOURNMENT at 8:30pm

Approved Minutes For April 2005

BOARD OF DIRECTORS MEETING MINUTES

April 12, 2005

7:00 PM

BOARD MEMBERS

PRESENT Rob Siegle, Mary Davidson and Lynda DuLong

BOARD MEMEBERS

ABSENT Deborah Bogle-Tao, Allen Morgan

CALL TO ORDER

Rob Siegle called the meeting to order at 7:00pm.

APPROVAL OF

MINUTES Motion was made, seconded and carried to approve the minutes of the January 2005 meeting as presented.

TREASURER’S

REPORT The financials were not reviewed due to the absence of the Treasurer. Financials will be reviewed at the next Board Meeting.

OLD BUSINESS

Landscape Contract –

Motion was made, seconded and carried to renew contract as written.

Tract I –

Leaders were removed from tree. Washington County is permitting the HOA to do maintenance on the tree to avoid any risk of damage to the adjacent home and cause liability to the Association. Management is still waiting on the permit process to remove the tree from Washington County.

Merina Contract –

Motion was made, seconded and carried to only have Merina & Co., prepare the Financial Review for one year.

Chaterjee Hearing-

Motion was made seconded and carried to approve Mr. Chaterjee’s deck. The decision was made after Rob Siegle pointed out to the Board that there was some confusion with the way the CC&R’s and the Architectural Form is written. The approval was based on time line discrepancy and no further exceptions will be made on installing decks in the future. The Board would like to remind homeowners of the approval process in an up coming newsletter.

NEW BUSINESS

Annual Meeting date scheduled for September 13, 2005.

Motioned was made second and carried to have a Board Meeting on May 10, 2005 at 7:00 pm

HOMEOWNER INPUT

The Board discussed the following topics with the homeowners present:

1. Website
2. CC&R’s
3. Community involvement
4. Monthly Board Meeting’s

ADJOURMENT There being no further business before the Board, the meeting was adjourned at 8:31 p.m.

Respectfully submitted:

Lynda DuLong

Director at Large

Approved Minutes For January 2005

Arbor Ridge HOA Board

Meeting Minutes

1/11/05

Deborah Bogle-Tao, Presiding

Rob Siegle, Recording

Somerset Christian Church, 7 pm

Attendees:

Deborah Bogle-Tao, Mary Davidson, Lynda DuLong, Robert Siegle

Approval of the 12/17/04 Minutes

Motion made by Mary and seconded by Deborah. All in favor

Treasurer’s Report- None

Response to Management 

Other Board Business

Construction Hearing:

·         Mr. Chaterjee presented his case to the board, this document is available upon request from Deborah.  The board committed to get back to Mr. Chaterjee in one week.

·         Mr. Chaterjee contacted NWPM about his intent to build on May 21st, 2004 and construction was completed 21 days later on June 11th, 2004.  This is 7 days short of the CCR and building approval contracts that Mr. Chaterjee signed.

·         Potential improvements to process

o         Educate home owner when they call NWPM

o         Newsletter Article

o         Website Article

Tract I

·         Home owner was not notified and did not receive an agenda from HOA board

·         Vendors to meet with homeowner ASAP and figure out landscaping solutions

·         Mary will follow-up with Pat (NWPM) and home owner

·         Next meeting the home owner must receive notice from HOA so we can make revisions and decide on funds to support initial and sustaining landscaping.

Landscaping Contract Extension

Rob motion to not accept landscape contract (1yr lease) until we have all paperwork, all in favor.

News letter benchmarks

The HOA needs to find resources to benchmark our newsletter to ensure we are hitting the mark with home owners. Data is needed in the following areas, Lynda was going to provide some examples for board.

·         Goals & Objectives

·         Approved Format

·         Static Information

Arbor Ridge Rentals 

Rob made a motion to look into a rental cap for the HOA, all in favor.

ARC Committee Report- no report.

Neighborhood Watch Committee Report –  no report.

Newsletter Committee Report- no report

Social Committee Report  -no report

Open Forum (last 15 minutes)

Punch List  (items that go to NWCM for research or action, etc.)

·         Pat will work with Mary to close on Tract I with vendors and home owner.

·         Pat will work with Deborah and HOA to determine appropriate actions to resolve the Mr. Chaterjee construction hearing debate. 

·         Pat will provide the HOA with the full version of the landscape contract extension by 2/1/2005. 

Approved Minutes For December 2004

Arbor Ridge HOA Board Meeting Minutes 12/17/04 (Executive Session)

Deborah Bogle-Tao, Presiding

Rob Siegle, Recording

Somerset Christian Church, 7 pm

Attendees:

Deborah Bogle-Tao, Mary Davidson, Lynda DuLong, Allen Morgan, Robert Siegle

Meeting Purpose:

Review feedback from NWPM and make go/no-go decision on 2005 budget.

Decisions/Motions(NWPM Action Items):

Rob made a motion to level-set expectations and explore service level agreement with NWPM for fiscal year 2005, all in favor.

-Audit

-Reserve Studies

Mary made a motion to for the reserve study to be completed by NWPM (WSSC) and returned to the HOA no later than Dec 31^st, all in favor.

Mary made a motion to get estimates for HOA meeting announcement signs (8-10qty), all in favor.

Mary made a motion to accept the main association & landscape budget for 2005. Note the budget increase for 2005 was below 10% from 2004, all in favor.

Mary made a motion to accept the cottage collection & landscape budget for 2005. Note the budget increase for 2005 was below 10% from 2004, all in favor.

Lynda made a motion for the contingency fund to be pulled over from 2004 surplus for both operations accounts, all in favor.

Approved Minutes For November 2004

Arbor Ridge HOA Board Meeting Minutes 11/09/04

Deborah Bogle-Tao, Presiding

Rob Siegle, Recording

Somerset Christian Church, 7 pm

Attendees:

Deborah Bogle-Tao, Mary Davidson, Lynda DuLong, Allen Morgan, Robert Siegle, Pat Moore

Approval of the 10/12/04 Minutes

Motion made by Mary and seconded by Deborah. All in favor

Treasurer’s Report- Allen reported both the main and cottage may be under budget at the end of the year.

Response to Management 

9.       2005 Budget

v       Motion made by Mary to get 3 bids for landscaping. Seconded by Rob.  All in favor.

v       Motion made by Mary to replace annuals with perennials to reduce annual flower budget line item. All in Favor.

v       Motion made by Lynda for reserve study to be done by NWCM for the main HOA to more clearly understand future budget requirements. All in Favor.

v       Motion by Rob to look into tiering our savings into both CD’s and Mutual Funds to maximize return. All in Favor.

v       Motion made by Allen to hold an executive meeting after we receive HOA: legal reiviews, landscape bids, reserve study and insurance policies.  All in Favor.

7.       Tract I

v       Motion made by Mary to have the oak tree pruned and treated within 2 weeks by Collier.  Seconded by Deborah.  All in favor.

v       Motion made by Rob to review Mr. Corcoran request to pay back compensation for Tract I maintenance.  All in Favor.

v       Motion made by Rob to review the correct % of Mr. Corcoran request (as documented in the NWCM report) to split the landscape charges with the HOA.  All in Favor.

10.    Wetland Conservation Easement

v       Rob made a motion to have an attorney look over the document.  Seconded by Mary.  All in favor.

11.    Financial Review

v       Motion made by Lynda to have a financial review by Merina and Co.  Seconded by Allen.  All in favor.

Other Board Business

Communication plan

v       Rob passed out a communication plan for us to read.

Contract

v       Board will discuss the contract with the 2005 budget.

“For sale” and “garage sale” signs at Laidlaw and West Union.  Do we want these removed by NWCM?

v       Motion made by Allen to have Showplace Landscape remove the signs at no extra cost.  Mary seconded motion.  All in favor.

ARC Committee Report- no report.

Neighborhood Watch Committee Report –  no report.

Newsletter Committee Report- Greg Tao has volunteered to write newsletter.

Social Committee Report  -Holiday light contest will be judged 12/18.

Open Forum (last 15 minutes)

Punch List  (items that go to NWCM for research or action, etc.)

·         NWCM will contact Collier to arrange a time to prune and root treatment for the oak tree on Tract I.  Service needs to be performed within 1-2 weeks.

·         When does our contract with Showplace Landscape expire?

·         The board would like a copy of the insurance policy delivered to our home by NWCM on their next site review.  No need to send through US mail or include in the January management report.

·         The board would like a copy of the service level agreement and renewal dates are for Showplace

Approved Minutes Annual Meeting October 2004

Annual Meeting Minutes for Arbor Ridge HOA, October 12, 2004

Deborah Bogle-Tao, Presiding

Allen Morgan, Recording

Somerset Christian Church 7:15pm.

Board members present: Mary Davidson, Deborah Bogle-Tao and Allen Morgan.

• The annual meeting of the Arbor Ridge Homeowners Association was called to order at 7:15 PM on Tuesday, October 12, 2004.
• Prior to the meeting being called to order, proxies and attending members were counted.
• It was determined that there were 144 proxies and members present and that a quorum had been established.
• Elections were held for the two board positions whose term had expired.
• The names of, Deborah Bogle-Tao, Gregory Taylor (not present at the meeting), Manu Gupta, Rob Siegle and Lynda Dulong were placed in nomination.
• Each candidate provided a brief introduction and background information about themselves.
• Board member Allen Morgan and two homeowners from the association counted ballots and confirmed that Deborah Bogle-Tao and Rob Siegle were elected to the board.
• The existing board members gave reports.
• Under new business, questions and concerns were taken from homeowners.
• Allen made a motion to adjourn meeting at 8:25pm and Mary seconded it.  All were in favor.