The following are the highlights from all the meeting minutes that I retained hard copies of, and that which was available form each management company online.
OKHA NEWSLETTERS AND MEETING MINUTES: 1999-2016
March 1999:
·
NSP Development Inc. officially turned over the
management of the HOA to the members of the Oak Knoll community on March 15,
1999.
o At
the time of transition, there was no money allocated for paying the
Association’s bills, as such, the HOA was already in debt.
June 1999:
·
Board Members Elected June 7, 1999:
o Bob
Rose, President
o Clayton
Brown, Co-Secretary
o Kevin
Engelen, Co-Secretary
o Ken
Lemke, Co-Treasurer
o Wayne
Waldal, Co-Treasurer
June 7, 1999, Meeting Minutes:
·
Board members elected:
o Clayton
Brown
o Kevin
Engelen
o Russ
Miller
o Terry
Fergus
o Bob
Hannan
o Bob
Rose
o Kevin
Kinney (attorney)
o Ken
Lemke
o Wayne
Waldal
·
Budget established June 23, 1999
o $96
per lot per year
·
First Federal was chosen as the Association’s
bank
·
Procedures were put in place for approval of
fencing in the Oak Knoll Development
·
Landscaper selected June 30, 1999
July 1999:
·
OKHA established the P.O. Box for mailing
·
Checking was opened at First Federal
·
Insurance policies were approved and obtained
July 2, 1999 Letter from the President:
·
“NSP Development Inc., the developer of the Oak
Knoll subdivision, founded the Oak Knoll Homeowners’ Association (the
Association) in October 1997. NSP Development Inc. officially turned over the
management of the Association to the Association members on March 15, 1999. At
the time of the transition, there was no money allocated for paying the
Association’s bills. An interim Board of Directors managed the Association
until June 7, 1999, when the members elected the official Board of Directors.”
September 1999 Letter:
·
The BODs believed that “We have adopted a
process to make sure that everyone is in compliance with CC&Rs (sic)…For
those who are not in compliance, the board will take action to get it
corrected.”
·
Oak Knoll PO Box established July 5, 1999
·
Checking account was opened at First Federal
·
Insurance policies approved July 19, 1999
o The
association’s insurance policies were awarded to two companies. The Directors
& Officers was awarded to Wright Insurance and the Bond & Liability was
awarded to Buckley Insurance.
September 17 (draft, 19th actual letter
dated/sent), Letter from President Bob Rose:
·
“The Oak Knoll Homeowners’ Association’s Codes,
Covenants and Restrictions (CC&Rs) were formed to provide a clean, safe
neighborhood where all of us can be proud to live.”
·
The Oak Knoll Homeowners’ Association (OHKA)
Board has received several questions since its inception regarding failure of
residents to adhere to the CC&Rs. The Board has pulled excerpts from the
current CC&Rs reflecting the most often-asked questions.
·
Current questions tend to drop into the
following categories:
o Residents
parking personal and commercial vehicles on the street
o Residents
erecting fences without Design Committee approval
o Residents
failing to maintain landscaped areas between their sidewalk and the street
o Residents
installing TV antennas on homes
o Lot
owners failing to keep grass and weeds cut and controlled
o Residents
failing to maintain landscaped areas
o Residents
and lot owners allowing rubbish to accumulate on lots
·
The Board would also like to clarify the
responsibilities of renters with regard to the Oak Knoll CC&Rs. The
CC&Rs state that renters have the same obligations, rights and
responsibilities as owners except that renters cannot vote in general
Membership meetings.
·
Please remember that enforcement of the
CC&Rs is meant to make Oak Knoll a better place for all residents. This can
be accomplished by increased beauty and property values for all.
November 1999:
·
Notices sent some homeowners not cleaning up
after their dogs
·
“We ask your help in identifying such
(CC&Rs) violations and ask that you fill out the form that was sent…and
return it…”
·
“Please make plans to attend the second annual
meeting of the Oak Knoll Homeowner’s Assoc. This meeting will be your
opportunity to make any suggestions to change or add to the Association’s
Codes, Covenants and Restrictions. These (CC&R’s) are a key tool to insure
that our neighborhood is a pleasant and safe place for all of us to live.”
April 11, 2000 Meeting Minutes:
·
Minutes of November 9, 1999 meeting read and
approved
·
Draft letter reviewed and modifications approved
for new subdivision invitations
·
Booking keeping bids, Debra Randall @$165/month
accepted/approved
·
There will be 3 and perhaps 4 opening for new
Board members
·
Property Lien Update:
o Kevin
K. is not available for update. Ken provided Kevin with necessary information
for lien filing.
·
Absent Board Members Update:
o Bob
Hannan will complete his term (one more month).
o Clayton
has not contacted Kevin Engelen yet. Will contact prior to April 25th
meeting.
·
Replacement Board Members:
o There
will be 3 and perhaps 4 opening for new Board Members. Nominations shall be
brough to Annual Meeting for voting.
·
April 25, 2000 Meeting Minutes (Notice of Claim of Lien
attached):
·
Minutes of April 11, 2000 meeting read and
approved as ammended (sic)
·
Gerald Fisher updated board on landscape
complaints, and will bring updated written forms to board
·
Old Business:
o Invitation
letter sent to “Glenn at Oak Knoll” subdivision (c/o Willcuts brothers)
·
Absent Board Members Update:
o Bob
Hannan will complete his term (one more month)
·
Kevin Engelen will submit resignation letter to
board, leaving vacancy to fill
·
Proposed Budget Items:
o Consolidate
Misc. and Contingency Fund line items as Misc.
April 27, 2000 Letter from Clayton Brown, HOA Secretary:
·
Invitation to attend annual meeting scheduled for
May 23, 2000, agenda attached.
o Review
of the Treasurers Report, May 1999 – March 2000
o Review
of the proposed budget for April 2000 – March 2001
o Review
of Board activities:
§
Contracted to repair Foothills irrigation
§
Contracted for annual Landscaping of common
areas
§
Mailed a summary of CC&Rs to each home owner
§
Established a written procedure to document and
to resolve CC&R complaints
o Discussion
of frequent complaints:
§
Dog noise, loose dogs, clean up after dogs
§
Unkempt yards
§
Vehicle parking
§
Outside repair of vehicles
o Call
for volunteers to work on a committee to review Oak Knoll CC&Rs
May 9, 2000 Meeting Minutes:
·
Old Business:
o New
Subdivision Invitations: Clayton talked to Marc (Wilcuts), who said the
invitation was too late. Marc said they have already sold homes in the new
addition, and it would be difficult to change association CC&Rs now without
mortgage holders agreeing to change.
o Action
Item: Bob Rose will get more name/address information to Clayton. Other letters
will go out ASAP.
·
Replacement Board Members Update:
o The
board may need four or five new members. Elections at Annual Meeting May 23rd
o Russ
Miller submitted letter of resignation
o Terry
Fergus was to serve one year only.
·
Property Lien Update”
o Ken
sent notices via Certified Mail. If no response by Friday, May 12th
liens will be filed.
·
New Business:
o Association-mandated
maintenance? How does the Association collect reimbursements for providing
landscape maintenance for homeowners who are not maintaining their own
properties? CC&Rs allow this service to be provided, but how to collect?
This issue was tabled for discussion by new board in June.
·
Street Trees on Foothills
o Wayne
will continue to check with the “developer-formerly-known-as-NSP”
May 23, 2000 Annual Meeting Notice (Agenda):
·
Review of the 1999 Home Owners Meeting Minutes
·
Review of the Treasurers Report, May 1999 –
March 2000
·
Prepared original budget
o Contracted
to repair Foothills irrigation
o Contracted
for annual Landscaping of Common areas
o Established
mail box and bank account
·
Established written procedure to document and to
resolve CC&R complaints
·
Nomination of new board members
·
Discussion of frequent complaints: Dog noise,
loose dogs, clean up after dogs, unkempt yards, vehicle parking, outside repair
of vehicles
June 2000 Meeting Minutes:
·
Design Review Committee Volunteers:
o Howard
Pitts (Chair Person)
o Tim
Hatton
o Kristin
Pohlschneider
o Ken
Lemke
·
Update on invitations of new subdivisions:
o Jen
Lemke sent invitations to Summit owner
o Wilcutts
brothers declined invitation
o Oak
Knoll is in question
o Future
development in filbert orchid – Ken has not sent an invitation, but will
complete this by next meeting
·
Complaint Committee Volunteers
o Howard
Pitts
o Tim
Hatton
o Chris
Zimmerman
·
New Business – Financial Report:
o Read
by Gerald Fisher – Through the date of this meeting, the association has 65
homes delinquent in dues. Additionally there are 10 homes that have only
partially paid.
·
Sprinkler System:
o Ken
Lemke has discussed the sprinkler system with the landscapers. They recommend
replacement of the timer valves to a better quality value which would handle
the higher demand of our system. They also recommend changing the sprinkler
heads themselves to alow for better coverage. The landscapers quoted the job at
$1,500.00. Ken gave them the ok to complete the job.
§
The landscaper called Ken and told him the
valves were more expensive than anticipated and provided a new quote of
$1,800.00 to $2,000.00 to complete the job. Ken again gave his approval for the
work. The job was to be complete on the day of the meeting, but has not yet
been done. Ken was unable to contact the landscaper to get a new estimated
completion date.
·
Sign at the intersection of Foothills and
College Street:
o Ken
has obtained 3 bids from contractors to complete the work
o Avamere
stated they would really like the sign on only one side not both.
o Through
research by Ken it was discovered that a problem exists with the city. They
will allow this without any additional permits if kept at 20 inches in height
or less.
o The
board voted to place the sign and wall on only one side (the north side)
o The
board voted to build the wall at the 20 inch height to avoid further delays and
costs.
o Questions
were brought forward regarding the easement for placing the sign at this
location. Ken worked with the city, but was unable to locate a copy of the
plan. Gerald Fisher volunteered to obtain the plans for the sight.
·
Trees:
o Gerald
Fisher has researched the number of trees needed and documented the locations
to be planted. He will obtain quotes and delivery options and provide them to
the newsletter staff.
o A
motion was placed before the committee to reduce the size of the trees from 2”
to 1” in diameter. This would be lower cost to the homeowners and would improve
survivability of the trees.
·
Fence Along College at Foothills:
o Ken
Lemke presented the board with a motion to extend the existing fence along
College to the corner of the duplex located at College and Foothills. The two
bids he obtained are $728.00 and $623.00 to have the fence extended. Ken has
verbally obtained permission from the owner to place the fence on the property…
·
A visitor, Chris Zimmerman, expressed interest
in volunteering or joining the board.
o A
motion was approved to have Chris fill the 9th spot on the board.
August 2000:
·
Ken Lemke replaces Bob Rose as President of the
BODs.
·
Others who served with terms either expired or
resigned including attorney Kevin Kinney
·
Board Members:
o Ken
Lemke, President
o Margaret
Yates, Vice President
o Howard
Putts, Correspondence Secretary
o Gerald
Fisher, Treasurer
o Wayne
Waldal (no title)
o Kristen
Pohlschneider (no title)
o Time
Hitton (no title)
o Kris
Zimmerman (no title)
·
Those Board members whose terms of office have
expired and those who have resigned:
o Russ
Miller
o Kevin
Engelen
o Bob
Hannan
o Terry
Fergus
o Kevin
Kinney
·
Street Trees:
o “Are
you Treeless?” – By Gerald Fisher
§
A tree committee was formed at the June 2000
board meeting to determine the number of homes without trees and an assessment
was presented in the July meeting.
§
Currently, ninety-three (93) homes are without
the required trees planed in the parking (sic) areas.
§
“To minimize the cost to homeowner (sic) and
improve the survivability of the trees, the Board voted and approved the
planting of 1” diameter trees, rather than the 2” diameter as specified in the
CC&Rs.”
§
After 1/01/01, the tree issue will be turned
over to the CC&R committee for resolution.
·
CC&R Complaints:
o All
homeowners of Oak Knoll read and signed a statement upon purchase that said we
read, understood and accepted the CC&R’s (Conditions, Covenants and
Restrictions) as they are written, and gave power to the Homeowners’
Association to uphold the CC&R’s.
o At
the July Board meeting a Complaint Review Committee was formed to address
possible violations of the CC&R’s. The complaint process allows residents
to voice their concerns about violations without face-to-face confrontations
with neighbors.
o The
goal is to uphold the esthetic appeal of our neighborhood, keep our property
values high and foster a sense of community pride.
o
August 8, 2000 Meeting Minutes:
·
Street Tree Update
o Gerald
and Howard Pitts have identified locations for all missing street trees.
o Wayne
received a letter from Willamette Investments (formerly NSP) verifying they
will supply the missing trees for Foothills Drive
o A
“tree committee” was formed consisting of Wayne, Gerald and Ken. They will
evaluate which lots need street trees and the appropriate trees for each block
based on the City tree plan.
·
Dish and Antenna Issues:
o The
board agreed to re-open issues regarding placement of dish antennas in order to
maintain consistency in CC&R interpretations. Affected homeowners will be
notified.
·
New Subdivision Invitations:
o Mike
Hanks, developer of “The Summit” division, already ahs its own CC&R set.
·
Property Lien Update:
o Liens
have been filed against recalcitrant property owners.
·
New Business:
o Sidewalk
on Hillsdale
§
Sidewalk needs to be completed. Will hand off to
the City of Newberg for resolution. Moved, seconded, approved.
September 12, 2000 Meeting Minutes:
·
Street Tree Update:
o Gerald
is coordinating with Willamette Investments (formerly known as NSP) for
supplying the missing trees for Foothills Drive. 7 Dees is contracted to plant.
Gerald will work with Willamette & 7 Dees to coordinate delivery, placement
and planting.
·
Summit at Oak Knoll
o Margaret
to obtain copy of Summit CC&R and review. OKHA proposes to invite Summit
builders to agree to allow homes to enter OKHA when they sell. Ken will follow
up on this.
October 10, 2000 Meeting Minutes:
·
Agenda Changes:
o Mike
Hanks & Marc Wilcutts presented proposed house plans for review. Plans are
being proposed for Oak Knoll Phase 11. Developer/realtor wanted to get a feel
for what types of plans the Oak Knoll Design Review Committee desired for
future development in the Oak Knoll area. Plan packet reviewed by board,
preliminary feedback given. Packet will undergo more complete review by Design
Review Committee, with feedback to developer/realtor provided promptly.
o Mike
mentioned that AMT Resources & City entered into agreement: City will not
“final” a house until street trees are planted.
o Marc
wanted to know if Board would approve installation of white vinyl fencing in
front yards. Board preliminarily rejected installation of white vinyl fencing
in front years, as the desire of Board is to allow NO front yard fencing.
·
Old Business – The Wall
o Ken
received bids for landscaping “The Wall”
§
7 Dees $1800
§
TDP $800
o Board
reviewed and rejected bids. Discussion ensured regarding Board completing
landscaping on a volunteer workday basis.
·
Street Tree Update:
o Gerald
reported street trees ordered, delivery set for Friday, October 13th
·
Treasurer’s Report
o Water
use has exceeded budget projections. Ken updated Board on irrigation repairs…7
Dees found a leak and repaired it, but not before a large volume of water had
been wasted. Board asked Ken to have 7 Dees shut off all irrigation water ASAP.
Will be done after 7 Dees feels that all new Foothills street trees are “heeled
in.”
o Gerald
asked for Board action on setting due dates for Dues payments.
o Discussion
– Dues billed in March, no split payments, full payment due by May 15th.
Discussed possibility of hardship cases. Some may be reviewed case-by-case.
Association dues are not exorbitant based on other homeowner associations
members are familiar with.
·
Summit Wall Sign
o Summit
wall sign at Knoll Drive and Oak Knoll Court intersection on hold pending
funding. No bids requested/received/ Review at next meeting if possible.
November 14, 2000
Meeting Minutes:
·
Trees:
o Talked
about sending letters to homeowners about missing trees – can’t commit until we
have more money. Gerald handed the project to Ken to work on.
o Trees
look good down Foothills (planed in October by 7-Dees)
o Barb
Mingay called about the trees – said they were not the right species –
explained to her about the issue with the species
·
New Development
o OKN
11 – now recorded 20 homes
·
Landscape:
o Turned
off irrigation
March 13, 2001 Meeting Minutes:
·
Financial Report:
o For
Annual meeting, prepare to explain the movement of $$ out of and back into the
reserve account
·
New subdivision development
o Sunnyridge will NOT become a part of Oak Knoll
Homeowners Association
·
New Business
o 3
Board positions will be vacant: Ken, Wayne, Kris
o Avamere
– schedule for Annual Meeting, provide refreshments. In 2000, cost was $200
July 2001:
·
Four new Board members have been added due to
some term rotations and resignations.
·
Louis Larson and Tucker Johnson were voted in at
the last monthly meeting.
·
Patti Baker and Bob Van Vlack were confirmed at
the June monthly meeting.
·
“You may have noticed the damage to the Oak
Knoll sign at the entrance on Foothills Drive…There has been interest in moving
the sign to the west side of the circle on Foothills Drive and re-landscaping
that area.”
July 10, 2001 Meeting Minutes:
·
Members’ Concerns:
o Mendenhalls
own rentals in Oak Knoll, and had placed “for rent” signs on property.
CC&Rs prevent such signs. Mendenhalls asked if there was any way to insert
flexibility into CC&Rs. Larson explained process for modification. May be
done, but takes time.
o Troy
Spurlock sent letter to Board, & Troy attended meeting. Fisher had already
answered some of Spurlock’s questions. Board agrees to change name of
contingency fund to reserve fund to meet ORS requirements.
o Brown
asked Spurlock which rules applied to OKHA. Planned Communities, Chapter 97.
Brown will attempt to obtain copies for Board.
·
Louis Larson has contacted Land Use Attorney re:
strength of CC&Rs & what enforcement options exist. Atty said OKHA can
obtain remedies from Court via suit, as last resort. Some instances of just
performing work and billing homeowner (i.e. landscape, fence maintenance, etc.)
·
Regular Business
o Debra
Randall can perform tasks above & beyond contract for a fee. Board will
review work needed, and evaluate outsourcing to Randall.
o Motion
to have Randall perform all dues bulling functions @ $25/mo. 2nd.
Approved. This will reduce workload on Treasurer.
o Motion
to have 7 Dees evaluate removing existing tall shrubs from traffic circle and
re-plant with native, low-maintenance & low growing ground cover (i.e.
kinickinick) to improve visibility. 2nd. Approved. Pohlschneider
will coordinate & report back to Board.
·
Complaints – Van Vlack
o A
lot of landscape issues. Know the drill now. After 30 day notice (written)
VanVlack & Pohlschneider can coordinate with 7 Dees to clean sites up.
July 14, 2001 Letter from the Board of Directors:
·
Four new Board members have been added due to
some term rotations and resignations. Louis Larson and Tucker Johnson were
voted in at the last monthly meeting. Louis will be this years V.P. Also, Patti
Baker and Bob Van Vlack were confirmed at the June monthly meeting.
·
You may not realize it, but your association may
be the only thing that protects the value of your home and this neighborhood we
live in. That is why the Board has directed the Compliance committee to move
forward in enforcing the CC&R’s. What this means is that each Lot owner in
Oak Knoll shall be expected to maintain their yards in a “reasonably clean,
neat, attractive and visually pleasing manner so as to not detract from Oak
Knoll being a high-class residential neighborhood.”… By signing that document
each purchaser of a home in Oak Knoll agreed to abide by those Codes, Covenants,
and Restrictions.
·
There are other sections of the CC&R’s that
will be enforced by the Compliance Committee from this time forward:
o Section
3.6 – “No trucks rated in excess of one (1) ton”
o Section
3.7 – “No personal property such as trailer, recreational vehicle, boat, camper
unit or tent shall be placed, stored or parked on any Lot, or in any part of
Oak Knoll for a period of time in excess of fourteen (14) days in a calendar
year”
o Section
3.8 – “No private vehicle parking shall be allowed on any street.”
o Section
4.6.7 – “Street Trees. Each Lot shall have installed on it the number and type
of street trees required.”
o Section
8.3 – “The duty of every Owner of any Lot in Oak Knoll as to maintenance and
repair shall extend and include the area between the property line of any Lot
and the nearest curb.”
·
The Association will be exercising its right
under Section 8.3 when non-compliance situations are brought to our attention.
This Section states that “The Association shall have the right to, upon the giving
of a thirty (30) days written notice and having received no response from the
owner of any lot who fails to comply with the standards and provisions for
maintenance and having knowledge that said owner has in fact received such
notice, enter into said lot and accomplish such maintenance, such as mowing
unsightly areas or pruning of planted trees or bushes that impede views,
painting or repairing fencing and such other work as is reasonably necessary to
effectuate compliance with standards of maintenance. Costs incurred for such
repairs or work shall be paid immediately by the non-complying owner after
presentation of a billing.”
·
You may have noticed the damage to the Oak Knoll
sign at the entrance of Foothills Drive. We have been in contact with the insurance
carrier for the vehicle responsible. As soon as a settlement is complete a
decision will be made to either make repairs or relocate the rock sign. There
has been some interest in moving the sign to the west side of the circle on
Foothills Drive and re-landscaping that area. If the decision is to move it,
its present location would be restored to its original state.
o Letter
signed by:
§
Gerald Fisher, President
§
Louis Larson, Vise President
§
Clayton Brown
§
Kristin Puhlschneider
§
Howard Pitts
§
Timothy Hatton
§
Patti Baker
§
Bob Van Vlack
§
Tucker Johnson
August 2001:
·
“One of the items that will be included in the
newsletter will be in reference to different sections of the CC&Rs…The
larges number of complaints have been in regards to the poorly kept properties
as you enter on Foothills Drive off College.”
·
The parking of cars on the street is part of the
CC&R’s that the board will continue to address. The Newberg Police talked
to us about that and gave some very logical common sense reasons to part cars
in your driveway or preferably in the garage. When your car is parked on the
street it is an easy target for vandalism and theft. Also it makes it more
difficult for fire engine to access your house in the case of an emergency.
August 14, 2001 Meeting Minutes:
·
Several association members attended the board
meeting. Many had received landscape correction notices, and wanted
explanations. These included: Martin Millages, Joel Murrays, Norm Paulsons.
·
Larson explained reason for landscape correction
letters, and explained that the wrong letter was mailed.
·
Board Meeting:
o Fisher
reviewed Bylaws regarding board member attendance. If a board member misses two
(2) meetings, they may be asked to resign.
·
Landscape Update
o Auto
accident on corner of Foothills & College damaged Oak Knoll sign. Insurance
paid to repair/replace. Bids were solicited and several received, and are on
file with coordinator.
·
Discussions not documented on official meeting
minutes:
o Budget
– no contingency for reserve account and they admitted no money has been going
into the reserve
o Joel
– Billings, talked with CPA, certified mail to about 50 homes still past due on
Dues
o Board’s
excuse for doing nothing on CC&R complaints due to board’s turnover rate.
Everything shelved and they start over. That is why things have been prolonged.
April 2002:
·
“As spring has sprung, you’ll find many of us
enjoying the nicer weather out in our yards. Enjoying? Oh no, what is that pile
of poop? If your pet is in the habit of going out unescorted, please be aware
that many of your neighbors may be harboring some ill thoughts. We are asking
all pet owners to remember that dogs should be leashed for their own safety as
well as for the consideration of others. If you walk your dog, please carry
along a handy dandy poop-gathering bag.”
June 11, 2002 Meeting Minutes:
·
Open Member Discussion:
o Bob
Van Vlack brought his concern regarding the visibility of trash, recycle and
green waste cans to the attention of the Board. Bob requested the Board
consider monetary fines be assessed to homeowners where waste cans were
visible.
·
Board Positions:
o Linda
Hanson President
o Gary
Heckman Vice
President
o Joel
Murray Treasurer
o Martin
Millage Secretary
o Patti
Baker General
Director
o Lynette
Osbourne General Director
·
Secretary’s Report – Linda Hanson
o Minutes
of May 2002 OKHA meeting were not available. Both April & June Minutes will
be presented at the July meeting.
July 2002:
·
“The goals of the Board of Directors this year
are to maintain and improve our common landscape areas, to increase association
committee neighborhood participation, and to assist homeowners with knowledge
and information regarding the CC&Rs, (especially in how the CC&Rs
provide homeowners with general rules and regulations to live in a planned
community).
·
The Board is here for the common good of the
community…The Association is here to support our neighborhood.
·
Please be a responsible pet owner and keep in
mind that your wandering pet may be providing the next meal for our local
coyote population…Keep your animal(s) away from your neighbor’s property. If
you are unable to restrain your animal(s), do realize that you are responsible
for any deposits they leave behind and for any damage they may cause. As
always, association members that have concerns with their neighbor’s pets need to
work these concerns out between themselves. If you cannot do so, you may need
to turn to the local police animal control or legal action.
July 9, 2002 Meeting Minutes:
·
Members Open Forum
o Pointed
out that OKHA is responsible for maintaining alleys along Foothills. CC&R
7.3
o Requested
that landscaping service start mowing after 8 AM due to new baby. Lynette will
contact landscaping service and request schedule change.
o Inquired
as to who was responsible for weeds behind fences on College / 219. It was
decided that owners were responsible for weeds on their property. Also, some of
the properties in question lie outside of OKHA. Patti Baker will be contacting
the City to assist with weeds on City property.
o Concerns
were raised about neighbor children using downhill streets unsafely, and
deliberately obstructing traffic.
o Enquiry
(sic) as to when missing trees on Foothills will be replaced. Lynnette to check
with landscaping service.
·
Old Business
o Seven
Dees is working to install a Unique Irrigation System and is getting estimates.
o It
was noted that substantial savings on water usage have resulted from the repair
of the irrigation.
o Traffic
Safety – City is not in favor of painted crosswalks
·
On 06/11/02, Bob Van Vlack raised a concern
about the new large recycling / yard waste bins supplied by the Newberg Garbage
& Recycling Service. It was suggested that keeping these in front of the
house was a violation of the CC&Rs, and that compliance should be enforced
by levying fines against the homeowners. The board discussed the fact that such
large and numerous containers had been delivered without consent of the owners,
and that they were not considered at the time the CC&Rs were written. The
board unanimously decided that the standard would be that the containers must
be kept in a neat and clean manner if they were visible from the public
streets. The board also unanimously decided that attempting to issue fines
would not be considered a useable enforcement technique at this time.
·
New Business
o Copy
Card: It was unanimously approved to obtain a $150 prepaid copy card from Mail
Boxes Etc. This will give the board the ability to make 3 cent copies for OKHA
business.
August 13, 2002 Meeting Minutes:
·
Old Business
o Treasurer’s
Report. July balance - $2,879.71, reserve account balance - $2,565.84. Dues
payments as of July – 90 current, 124 outstanding.
·
Committee Reports
o The
city engineer stated that the Foothills and College intersection does not
warrant a signal at this time. They were unaware of any money paid by the
developer for this purpose. ODOT controls this intersection. Gary suggests he
and other committee members put together a report showing need to present to
the proper authority.
o An
assessment may need to be levied on all homeowners to obtain adequate funds to
complete the irrigation fix. Linda suggested a full board vote when all members
are present.
o Lynette
will look into when the trees will be replaced on Foothills.
o The
landscape crew early start issue has been resolved.
o The
Compliance Committee currently has no chair due to a Board resignation.
o ODOT
is responsible for weeds on College between Foothills and Bell Rd. Contact made
– no response yet.
September 2002:
·
Notice of Assessment:
o The
current Board is aware that many homeowners might not have received a formal
notice of this fee…The Treasurer is providing a letter to those whose fees have
not been paid.
o Due
to a lack of funds for mailings, there will be no further notices. You can
avoid further Board action by sending your payment…
December 23, 2002 Letter from the Board of Directors:
·
“After many months of discussion, careful
consideration of feedback from you, and thorough investigation into all viable
options, your Board of Directors has voted to outsource the management of our
Association.”
·
“As members of this Association’s Board of
Directors, we are, first and foremost, your neighbors. We respect every
individual owner’s thoughts and concerns, and feel that this move takes the
majority of those into consideration.”
·
“The company that we decided to use is Northwest
Community Management Company, headquartered in Tigard, Oregon.”
·
“Another benefit will be their guidance for
running the Board, based on their decades of experience in the field of
community associations of all kinds.”
·
“With the expertise that Northwest Community
Management Company offers our Association we expect that the quality of our
neighborhood will be improved.”
·
Signed by:
o Gary
Heckman
o Joel
Murray
o Martin
Millage
o Lynette
Osbourne
January 21, 2003 Letter from Board of Directors:
·
A general meeting of the Oak Knoll Homeowners’
Association is planned for 7:00 pm, Tuesday, February 11, 2003 at Avamere. On
the agenda will be a review of the planned hiring of Northwest Community
Management Company to provide management services for OKHA. A representative of
the company will attend to answer directly any of your questions. Following the
review a decision will be made on the basis of a majority vote of members
present whether or not to contract for their services.
·
Based on this information the Board of Directors
unanimously recommends the hiring of NW Community Management to help all of us
maintain our pleasant and comfortable neighborhood.
·
If time allows, discussion will also be held on
ways and means of enhancing Association Board and committee membership. There
are currently three Board members and no committee participation. We need help.
o Signed:
Gary Heckman, Joel Murray and Lynette Osbourne
February 11, 2003 Meeting Minutes:
·
Meeting called to order by Gary Heckman. He
stated the purpose of this meeting was to discuss and vote on whether or not to
hire NW Community Management to assist the Board in conducting Association
business.
·
A motion was made of Lou Larson and seconded by
Russ Miller to take a vote of the members present on the hiring of NW Community
Management. Vote was taken – 25 for hiring with 4 opposed. Motion carried.
·
In addition, three Association members
volunteered and were accepted to serve on the Board – Armen Changizian, Lou
Larson and Brenda Haugen.
March 11, 2003 Meeting Minutes:
·
Gary reviewed the decision to hire Northwest
Community Management to manage association business. He said he expected to
initiate the contract within five days at the earliest.
·
It was hoped by all present that the management
company will make an extra effort to bring all rental properties into
compliance. It was also suggested that renters be included in community
activities to hopefully inspire a willingness to comply with the CC&Rs.
·
Regarding CC&Rs, Armen Changisian reminded
board that with a 75% vote of homeowners we could alter the CC&Rs to the
comfort of all concerned.
April 8, 2003 Meeting Minutes:
·
Old Business
o Lou
Larson reviewed his appearance at the planning commission where he presented
homeowner concerns regarding the impact of continuing home construction on the
neighborhood. The main concern is water runoff and subsequent erosion problems.
Lou felt it important to make the concerns a matter of public record to
facilitate follow-up on any action the city may take. He noted our association
with 220 homes packs some political clout.
o Discussion
was held on the plan to deliver a copy of the CC&Rs along with the NW
Community Management welcome letter. The neighborhood was divided up among the
board members who will hand deliver the material. Gary will contact Armen to
check the status of the copies of the CC&Rs he volunteered to run off.
·
New Business
o General
discussion was held regarding the continuing vacancy of the commercial building
on the corner of College and Foothill. The belief is that Avamere owns the
building and maintains control over the property as long as the building is
vacant. Various stories have been circulated regarding Avamere rejecting a
mini-mart at that site and the City rejected a café proposal.
o The
homeowners present agree it is an eyesore upon entering the neighborhood.
Further history and future plans would be welcome.
o Eric
requested a time to take a neighborhood tour with the board members to
ascertain CC&R compliance issues.
o Eric
(NWCM) reviewed ideas to promote proxy return. In order to facilitate
resolution or amendment passage he suggested dropping the quorum figure from
75% to 25-30%
o Discussion
continued regarding Board and NWCM interaction.
May 13, 2003 Annual Meeting Minutes:
·
Election of Directors:
o Discussion
was held on the quorum status for this meeting. Thirty-five voting members
including proxies ere counted, half of what is needed for a voting quorum.
There are 222 homeowners requiring 66.6 – voting members for a quorum.
o It
was agreed by those in attendance to accept nominations and volunteers for the
open board position and appoint those people to the board.
§
Appointments include: Linda Hanson, Bob Ehmann
(Kathleen Mace), James Meenahan and Tony Roos
§
Standing board members who will continue to
serve are: Brenda Haugan, Joel Murray and Lou Larson
§
Joel Murray moved and Mary Wheeler seconded that
the homeowners present approve the appointed and standing board members. Motion
carried.
·
Financial Report and Budget Review
o The
financial report and budget review will be postponed until the next regular
board meeting. The OKHA bookkeeper has not yet transferred the needed
information to NWCM. Assessments have not yet been mailed but will be soon.
·
Committee Sign-Up
o There
have been no committee members other than board representation on any
committee. Volunteers were requested.
o Landscape,
Design and Compliance – NWCM will field all complaints and design plans and
work with the landscape maintenance people in conjunction with OKHA. The board
will make any final decisions based on NWCM recommendations. Bob Ehmann will
represent the board on this committee.
·
Old Business
§
The only ongoing old business regards the
management company and its takeover of OKHA affairs and has been discussed
thoroughly at previous meetings.
·
New Business
o From
the floor came a request to change the CC&Rs to reflect the city ordinances
regarding parking of cars on the street. It was noted that a 70 percent quorum
of homeowners are needed to change the CC&Rs. Discussion was held regarding
the city’s enforcement policy.
o Gary
Heckman, as outgoing President, made three recommendations to the new Board
§
Refine the CC&Rs to include
·
A fine system and schedule for non-compliance
·
Initiate the feasibility of placing a cap on
rental properties
·
Seek to lower the quorum requirement from 70
percent to 30 percent
§
Discussion followed.
June 10, 2003 Meeting Minutes:
·
Old Business
o Appointment
of New Board Members
§
Greg Meenahan, Tony Roos with Bob Ehmann as
alternate. Moved and passed.
o Election
of Board to Offices
§
President: Lou
Larson
§
Vice President: Greg
Meenahan
§
Treasurer: Brenda
Haugen
§
Secretary: Linda
Hanson (non-Board member)
·
Treasurer’s Report:
o Joel
Murray noted no information had come from the past CPA. Northwest Community
Management Company (NCMC) is now in possession of all OKHA funds, payables and
receivables. Joel is proceeding with a request for refund on previous CPA fees
from September of 2002 to present.
·
Board Comments:
o Lou
Larson addressed the Board and those in attendance regarding the legal mandate
of the Board to follow the CC&Rs. It is the goal of the Board to protect
and increase the value of the property of the residence and the Association.
·
Review & Adoption Issues:
o Fine
Schedule – Letter amended in Section 3 to request signature return receipt for
the letters mailed. Moved and adopted.
o Violation
Letters – moved and adopted.
o Rent/Lease
Rules Resolution – Moved and adopted. The Chair recognized a statement of
community concern from Tony Roos on this adoption. So noted.
o Attorney
Selection – A.R. Vial of Portland was selected. Moved and passed.
o Document
Review of $750.00 Intent Fee for attorney – Motion to table this issue until
the finances of the association have been made available. Motion tabled.
·
New Business:
o HOA
Web Site – Motion to table this issue until the associations finances have been
reviewed. Motion tabled.
o Pro
Tempore Committee formed of Brenda Haugen and Tony Roos to look into the
sprinkler system repairs to date accomplished by Seven Dees Landscaping.
o Tim
Hatten of 1018 Hillsdale Dr. brought question to the Board regarding the budget
and a quorum at the Annual Meeting.
July 8, 2003 Meeting Minutes:
·
Open Communication:
o Karen
Spear requested clarification/guidelines for lawn watering & fertilizing.
Greg Meenahan provided the guidelines.
o Ken
Mattock inquired as to the procedure for learning of the status on complaint
issues and the timing of resolutions. Greg Meenahan advised for specific
violation to request information of NWMC.
·
Treasurers Report: Brenda Haugen -
o Checking
Account: $4,910.59
o Money
Market Fund: $9,000.00
o TOTAL
ASSETS: $13,910.59
·
Old Business:
o Greg
Meenahan advised past compliance researched. Tree documents found. Priorities
have been set and violation letters are being sent via NWCM.
o Lou
Larson advised trees that had not been planted by the City should…request in
force by the Board for the City to complete its tree obligation.
·
New Business:
o Roberts
Rules of Order – Postponed until next meeting
o Request
from NWMC regarding acceptance of the following by OKHA Baord:
§
Lots not legally bound to OKHA be removed from
the billing schedule
§
Blanket authorization to send requested
documents with regard to resales in the community
·
Motion moved and passed to accept items 1 &
2 above
o NWMC
also noted as of 7/2/03 (52) violation letters had been mailed
o Finance
letter of 6/6/03, from Tina Brown has now established the finances to move
forward for the association
·
Resignation of Joel Murray from Board – moved
and accepted
·
Nominating Committee of Lou, Greg and Brenda was
formed to seek new board member
August 2003:
·
Parking and children:
o “Though
our neighborhood agreements (CC&Rs) don’t allow parking on the streets,
Oregon Law has overridden this regulation, making it unenforceable. However,
because cars parked along the street potentially block the visibility of
smaller children running, riding, or skating into the street, we ask that you
park in the garage or driveway whenever possible.”
·
Board Actions:
o The
Association has about $13,910.59 in its accounts.
o Accepted
the resignation of Joel Murray, as he will be moving on. A nominating committee
was formed to find a replacement for him.
o Lots
not bound to the Association will be removed from billing. These are Lots C-1
through C-8, Lot 128 (no CC&Rs recorded) and Lots G1-G6 (not annexed to Oak
Knoll HOA).
o Authorized
a request from NWMC to send out requested documents with the resale of lots in
the community, i.e. meeting minutes, insurance confirmations etc.
·
Covenants and Requests
o Action
on Complaints:
§
52 non-compliance letters were sent out in July.
Please, let us all try to avoid non-compliance problems.
§
The Board says that trash cans must be out of
view of the street. Please comply with this.
o If
you have any complaints about compliance by association members with the
conditions, covenants and restrictions (which we all agreed to when the home
was purchased, and came with the deed to your home), please contact your
association’s management company…
·
“If you need a copy of the CC&Rs, you may:
o You
may request a copy from Northwest Community Mgt. Co. at a cost of $25.00
payable in advance.
o See
if your neighbor has a copy you can borrow or request it be emailed in Word 97
document from: macehmann@yahoo.ciom
August 12, 2003 Meeting Agenda:
·
Call to Order
·
Review Minutes of the July 8, 2003 Meeting for
Board Approval
·
Old Business
o Roberts
Rules of Order – Greg Meenahan
·
New Business
o Request
by NWMC for consideration of a monthly meeting date change due to the
difficulty in completing the financial statements in time for the Board’s
review prior to the current meeting date
o Compliance
time frame for Non Owner Occupied Lots to provide the Board with the Rental
Profile form and a copy of the certification of delivery of the CC&Rs,
Bylaws and Rules & Regulations to each of their tenants
September 2003 (1):
·
Covenants and Requests:
o “The
prosecution of the citations previously issued is continuing. The Board has
held hearings for those who requested them.”
·
Board Actions:
o Tabled
the Noise Amendment to the CC&R’s until October 21st meeting.
o Is
having the Budget Committee prepare the draft budget for 2004 – 2005. Brenda
Haugen chairs the committee.
o Remember:
the monthly meetings are changed to the 3rd Tuesday of each month.
·
Nominating Committee:
o The
nominating committee is looking for a person to fill the current board vacancy.
Any one interested is encouraged to submit their name to Northwest Community
Management Co. The committee will conduct interviews and submit a list to the
board for consideration.
September 2003 (2):
·
Chair Thoughts:
o Association
members volunteering their time and expenditures are helping our community
become a more attractive place to live. The following have done their part for
all of us. Albert and Tammy Konze at 3239 N. Center St. struggled for several
years with a lawn that just wouldn’t look the way they wanted. Last year they
installed a new sod lawn. What a difference it has made!
o Guy
Rains purchased his home at 3306 Center St. this year. It used to be a rental
property and never looked very good. Now it looks great! Now a marginal
property is an asset to our community.
o Rex
and Lynette Osborne purchased their home at 3229 Center St. a couple years ago.
This property never looked that great. Now it is a real addition to our area.
o These
are just a few examples that are making Oak Knoll an attractive neighborhood.
·
Board Actions:
o Treasurers
Report: $18,509.55
o The
meeting date for the monthly meetings is changed to the 3rd Tuesday
of each month. This is to allow financial documents to be received and
accurately reconciled before the meeting.
o Approved
the landscaping extension for John Moore until October 31, 2003.
o Landscape
the starting time for maintenance will be after 8:30 am.
September 16, 2003 Meeting Agenda:
·
Call to Order
·
Officers Roll Call
·
Homeowner Appeals Hearing
·
Open Communication from the Floor
·
Old Business
o Noise
amendment to CC&Rs discussion
·
New Business
o Board
packet notes from NWMC Management Report
o Landscape
& Design Procedure
October 21, 2003 Meeting Agenda:
·
Call to Order
·
Open Communication from the Floor
·
Review Minutes of the September 16, 2003 meeting
for Board approval
·
Old Business
o Noise
amendment to CC&Rs discussion – Tony Roos
o McGraff
House Program Request for Volunteers – Lou Larson
o Board
criteria evaluation for NWMC and visit to NWMC offices report
·
New Business
o Board
packet notes from NWMC Management Report
o Board
Discussion on the disposition of Oak Knoll 5 & 6, The Glen at Oak Knoll
December 2003:
·
Budget details given, total expenses $29,700.00
o Professional
management: $10,020.00
·
Board Report:
o Heard
a landscape design appeal and granted an extension until March 1, 2004.
o “Received
a report from Greg Meenahan on his visit to NWMC offices. Greg provided the
Board with examples which he received on procedures and conduct of the Boards
of other Homeowner Associations.”
o Reviewed
the annexation agreements and plotting plans for the Oak Knoll development
presented by Lou Larson. Lou noted that Oak Knoll #10 had inadvertently been
billed for annual fees in 2003. Oak Knoll #10 is not a part of the Oak Knoll
Homeowner Association. The Board voted to refund any fees received from Oak
Knoll #10 residents.
December 16, 2003 Meeting Agenda:
·
Call to Order
·
Officers Roll Call
·
Open Communication from the Floor
·
Review Minutes of the November 18, 2003 meeting
for Board approval
·
Treasurers Report
·
2004 Budget – final & vote for approval,
Brenda Haugen
·
New Business
o Board
packet notes from NWMC Management Report
January 2004:
·
Board Actions:
o Extended
the date to February 1, 2004, for building repairs to Kelly Stockton of 1218
Foothills Dr.
o Approved
Linda Hanson to fill the vacant position on the Board.
o Discussed
future annexations of lots to OKHA. This discussion will be taken up again in
2004.
o Requested
financial detail information from NWMC. This information will assist the Board
in future decision making processes.
February 2004:
·
Board Actions:
o There
was active discussion of annexing additional lots to the association. This
discussion is still continuing and was tabled until the next meeting. Several
thought options are being pursued to make this annexation available to lots
currently outside the association.
February 18, 2004 Meeting Agenda:
·
Motion for the Review of the association Bylaws
and CC&R – attorney document review considering the annexation proposals
and changes to the association documents bringing them current with Oregon
statutes.
April 2004:
·
Covenants and Requests:
o “Planning
to change the landscape design in your front yard or other areas that can be
viewed from the street or alley? If so, did you know you were required to
submit a plan to the Design, Landscape & Compliance Committee?
·
Special Request:
o The
board is looking for some accountant member to review the Association’s
financial documents with the Board. If you are interested, please let a board
member know.
·
Board Actions:
o The
Board is reviewing the information on the Renal/Lease Resolution and will have
discussion on it at the April meeting.
o “The
Street Tree project has been given back to the city regarding species and
planting of the trees. The Board will monitor the City as to how and when the
correct species of trees will be planted.”
May 2004:
·
Board Actions:
o CC&R’s
and By-laws were provided to current residence of 1312 Foothills Dr. and 3220
Ivy Dr.
o The
meeting signs for association meetings are nearly complete. The Board and
community extend thanks to Tony Roos for all his work to provide the signs.
June 2004:
·
Covenants and Requests:
o In
our Homeowner Covenants, parking of RV’sm utility trailers, boats, pickup
campers and shells are limited to a total of 14 days in any one calendar year
on the street, driveway or any parking area. The City of Newberg provides for
only 3 continuous days of parking of these. Please be a good neighbor and
comply with this rule.
July 2004:
·
Covenants and Requests:
o 6.1
No signed or other advertising device shall be erected or constructed upon or
placed within or on any Lot, House, building, structure or in any areas or part
of Oak Knoll except one (1) sign not larger than eighteen (18) inches by
twenty-four (24) inches advertising such House for sale.
o Because
of the numerous complaints regarding the number and placement of signs
throughout our neighborhood, Northwest Management will be enforcing Section 6
of the CC&Rs more diligently. The most common violations are garage sale
signs, however other signs that are commonly see are “For Sale” and “For Rent”
signs, whether they are on property being rented or not will be considered a
violation. The only exception to this rule is the use of political signs, which
are considered a form of speech.
o Offending
signs will be removed and a letter of violation will be mailed to the homeowner,
indicating that a violation has occurred, that a hearing is scheduled for a
specific date, and if the violation occurs again, after the hearing date, a
fine of $100 per occurrence will be assessed against the owner of the property.
·
Board Actions taken on June 10, 2004:
o Brenda
Haugen was appointed to the Board to fill the current open Director position.
o The
Board elected officers for the coming year:
§
President: Lou Larson
§
Vice President: Greg Meenahan
§
Secretary: Linda Hanson
§
Treasurer: Brenda Haugen
§
General Director: Tony Roos
o The
following motion(s) were passed:
§
Suspending payment to the Reserve Account for
the remainder of 2004.
§
Replacement of a missing tree on Foothills
Drive.
§
Changing insurance handlers to Insurance
Exchange, Inc.
§
Increasing our insurance deductible to $2,500,
and removing the terrorist coverage
August 2004:
·
Chair Thoughts:
o This
week the association received some good news regarding a collection on a lot
for delinquent dues and CC&R violation fines. The total owed was $4,321.00
and we recovered $2,042.00. The home was foreclosed because of default on the
mortgage and for the mortgagee to secure a clear title a settlement was
negotiated by our management company and attorney.
·
Board Actions on July 20, 2004:
o Two
tree replacements have been scheduled for late fall on Foothills Drive.
o “The
Board is asking for members to have input on the landscaping of the traffic
circle at Foothills Drive and Center Street. This circle has been the subject
of numerous concerns to the Board in areas of water expenditures, safety and
child play hazard. This landscaping will be scheduled for 2005 and your input
is greatly appreciated.”
September 2004:
·
Board Actions on August 17, 2004:
o Following
tabled discussions:
§
Tree species, counts and locations, filing fees
for resolutions, joining the association voluntarily for adjacent properties
outside the association, parking strip and landscape materials suggestions
list, and the landscaping of the Center St./Foothills Dr. circle.
·
Chair thoughts:
o City
of Newberg took on the cost to improve traffic circle out of its capital
improvement projects ($27,087.60).
October 2004:
·
Chair Thoughts:
o During
the past three months we have had quite a number of new homeowners take up
residence here in Oak Knoll.
·
Board Actions on September 21, 2004:
o The
procedures for voluntary joining into the association were tabled until the
February, 2005 meeting.
o The
Board will be addressing the suggestions for parking (sic) strips and landscape
maintenance at the October meeting.
o The
Board thanked Showcase Landscape for the maintenance on a residence in
foreclosure. Showcase did the maintenance at no charge to our Association.
November 2004 (1 & 2):
·
Board Actions:
o The
two missing trees on Foothills Drive are now approved for replacement.
o Motion
to prohibit fruit and vegetable bearing plants in the parking strips effective
June 1, 2005 – passed.
o Motion
to adopt the new financial penalty resolution - passed
·
Total Units: 198
·
Assessment/Unit: $160.00
·
Assessment Revenue: $31,680.00
·
Expenses:
o Water
$5,000 (Irrigation on Foothills Drive)
o Community
Social events $500
o Northwest
Community Management $11,820
·
From the Board:
o “At
our last board meeting…several homeowners…were confused about the Architectural
Review process…This confusion isn’t surprising because it seems each group of
the Board members who have directed the Association have had differing views on
this topic.”
o “The
reason that the Board has requests (sic) plans of homeowners who are significantly
modifying their landscaping or the physical structure of their home, through
the building of an addition…”
o “If
no plan is submitted and the changed landscape or home turns out to be not in
harmony and consistent within the homes and landscaping previously installed in
and on other Lots in Oak Knoll, the board (sic) could ask for specific
changes.”
·
Board Actions on November 16, 2004:
o Lou
Larson’s resignation from the Board was accepted.
March 2005:
·
From the Board:
o “At
the last board meeting there was no action taken regarding our Associations change
of management…Board is combing through the contract and continue to come up
with important questions about service levels. The Board has three service
levels to choose from:
§
Amplified – two drive-through inspections per
month
§
Standard – one drive through per month
§
Cooperative – no required drive-through
inspections required
o “With
NWCM we are currently paying $985/month…and averages two inspections per month
·
Treasures (sic) Report – January 24, 2005:
o Checking
Account $17,437
o Money
Market Fund $8,546
o TOTAL
ASSETS $25,983
·
Board Actions on February 15, 2005:
o Motion
to stop all violation letters – failed
o Motion
to have NWCM advise President of all violations before sending violation
letters – Passed
o Motion
to change management service – Postponed
o Motion
to extend by 30 days the landscape deadline for 1200 E. Foothills - Passed
April 2005:
·
From the Board:
o “At
the last board meeting the motion to change management companies passed. The
official change of management will take place on June 1st. This will
allow the time necessary to move our records and to make the necessary changes
with our bank…The Board chose the “standard” plan (but SCM agreed to two
drivethroughs (sic) per month during the spring, summer and fall months).”
·
Treasure’s (sic) Report February 24, 2015
o Checking
Account $3,802
o Money
Market Fund $26,049
o TOTAL
ASSESTS $29,851
May 2005:
·
From the Board:
o At
last count there were over 100 missing (street) trees in our Association.
During the April 19th meeting the Board discussed the ramifications
off CC&R rule 4.6.7
§
“Street Trees. Each Lot shall have installed on
it the number and type of street trees under any landscaping plan submitted by
Declarant and approved by the City of Newberg. Each Owner shall pay to
Declarant upon demand, the amount necessary for Declarant to install the street
trees on Owner’s Lot. Upon receipt of payment, Declarant shall have the street
trees installed. In the event an Owner fails or refused to pay Declarant the
cost of the street trees, Declarant shall have a lien upon the Lot for the cost
of the street trees, which lien may be perfected and foreclosed as provided
under Oregon statutes.”
o The
problem with the Declarant putting in the trees and making the owner pay was
that in most cases there was no owner, yet. Most of the homes in our
neighborhood were built speculatively.
o To
confuse things just a little more there is also a city ordinance that states
that a Final Occupancy Permit is not to be granted until the proper trees are
planted. So, in parking strips (sic) where there are no trees the City was
negligent in enforcing its own ordinance.
o The
Board feels strongly that all home owners (sic) should be treated equally. When
a home owner (sic) submits a plan for changing the landscape design of their
parking strips (sic), the board must require that the correct trees are a part
of the plan.
o The
Board decided that it isn’t fair that people who don’t submit plans for
landscape changes are not being required to plant trees.
o But
because we think the City was negligent by not enforcing the ordinance, instead
of simply requiring all home owners (sic) to plant trees, it was decided that
first we would attempt to work with the city to resolve the issue.
o The
Board has not decided what to do is we are not successful with the City.
o If
you don’t want to wait and would like to plant your trees now, the following is
a list of tree types…
·
A Special Thank You:
o Linda
Hanson will be going off the Board after the next Board meting having served for
the passed two years. She came on to fill a vacancy and has served as our
Secretary ever since. Before that she served on the board in various positions,
including as President.
June 2005:
·
From the Board:
o As
of June 1st, Superior Community Management Company is employed by
our Association. (sic)
·
Annual Meeting:
o Unfortunately,
we were twenty home owners (sic) short of a quorum, so the meeting held May 17th
was adjourned with no business taking place. We did take time to answer
questions of those in attendance.
·
Treasure’s (sic) Report April 24, 2005:
o Checking
Account $4,514
o Money
Market Fund $26,051
o TOTAL
ASSETS $30,565
·
Board Actions:
o None
August 2005:
·
Following is a list of homes that are not in
the OKHA association (sic) that were supposed to be, but because developers
failed to submit final documentation are excluded:
o 3220
Center St.
o 3408
Center St.
o 3419
Center St.
o 3509
Center St.
o 3230
Center St.
o 3409
Center St.
o 3501
Center St.
o 3510
Center St.
o 3500
Ivy Dr.
o 1001
Hillsdale Dr.
o 1006
Hillsdale Dr.
o 1012
Hillsdale Dr.
o 1018
Hillsdale Dr.
o 1100
Hillsdale Dr.
o 1108
Hillsdale Dr.
o 1112
Hillsdale Dr.
o 1118
Hillsdale Dr.
o 905
Hilltop Dr.
o 908
Hilltop Dr.
o 909
Hilltop Dr.
o 915
Hilltop Dr.
o 919
Hilltop Dr.
·
There are a total of 198 homes in the
Association.
·
Treasure’s (sic) Report June 30, 2005
o Checking
Account $900
o Money
Market Fund $26,089
o TOTAL
ASSETS: $26,989
·
Board Actions in the meeting of July 19, 2005:
o Motion
to appoint Don Sasse to the Board: Passed
o Motion
proposed to amend CC&R’s Section 6 to allow temporary signs: Failed.
January 19, 2010 Meeting Minutes:
·
Managers Report:
o 3239
N. Meridian – homeowner is in process of removing the parking pad. Superior
will send fine letter if it is not completed by 1/22/10.
o Tree
Planting on Foothills – Don Sasse was not available to provide an update on his
conversation with Avamere so Superior will contact them about replacing the
tree in their parking strip. Tony Roos said the trees recommended by Sunrise
Landscape are of good quality and asked Superior to contact Sunrise to schedule
the installation
o Garbage/Recycle
– the board affirmed their policy of allowing waste/recycle cans to be stored
along the side of the homes but they are not to be left in the street or
driveway after pick up day
·
Unfinished Business:
o Alley
repairs – tabled for a future meeting
o Website
– The Oak Knoll website
www.oakknollhomeownersassoc.org
is operational. Greg asked the Board to experiement with the various features
and report any issues.
·
New Business:
o The
agreement with Vial-Fotheringham on the process for turning over fines for
collection was reviewed and signed by the Board
o The
Board unanimously approved $99 to purchase an all-weather digital camera with a
motion detector to be used by the board to capture proof of violations, in
particular pet issues
March 16, 2010 Meeting Minutes:
·
Officer Reports:
o Financials
– The Feb. 2010 financials were reviewed and unanimously approved as submitted.
There was a question about the landscape invoice. It was determined $490 was
the regular monthly maintenance and $500 was for the tree replacement on
Foothills Dr. The Board also asked that next yrs annual budget be mailed with
the homeowners annual assessment invoice to reduce postage expense.
·
Manager’s Report:
o 809
Quail Dr. – the Board approved $30/mo. and is not waiving interest or late charges. The Board asked
Superior if next yr. homeowner’s could be provided with an additional thirty
days to pay their annual assessment before late charges are assessed. Superior
believes this conflicts with the association’s Collection Resolution but they
will research and notify the Board.
·
New Business:
o Linda
Hanson asked who is responsible for the repair of sidewalks on Foothills if
they are damaged by trees which (sic) the HOA maintains. Superior will research
and provide the Board with an option.
April 20, 2010 Meeting Minutes:
·
Officer Reports:
o Financials
– The March 2010 financials were reviewed and unanimously approved as
submitted. Tony asked for additional information regarding a certified letter
charge. Superior will send the information to the Board.
·
Manager’s Report:
o Board
reviewed the HOA Resolution of Unpaid Charges and would like to extend the time
for homeowners to pay their annual assessment before additional fees are
assessed. Superior will review the HOA documents to see if the annual
assessment can be billed in January with a due date of March 31 and notify the
Board
·
Unfinished Business:
o Alley
repairs – tabled to June Board meeting
o Sidewalk
Repairs – Proposal from Sunrise Landscape was reviewed. Greg will contact Noel
to see if price for removal of two trees and replacement of cement can be
reduced
·
New Business:
o 1312
Foothills Parking Strip – Tony and Sunrise Landscape reviewed the parkway and
do not think there is a leak in the sprinkler system. There has been no water
consumption recorded on billings. Superior will contact homeowner and let him
know he can install a maximum of three stepping stones, not to exceed 12” in
diameter in the parkway between the sidewalk and street in front of his home.
Installation must be flush to the ground.
o Tony
mentioned parking strips to be rutted. Greg will mention this to the landscaper
when he contacts him about the sidewalks
May 18, 2010 Meeting Minutes:
·
Manager’s Report
o Tree
infestation on Foothills-Sunrise Landscape will investigate and report back to
the Board on what needs to be done
·
Unfinished Business:
o Status
of Foothills sidewalk project – Greg ssked SCM to contact the landscaper to see
if the bid to repair the sidewalks can be reduced
o Alley
Repair – Greg asked SCM to obtain a couple of bids for the Board to review
·
New Business
o Board
appointments – Brenda Gaugen has agreed to continue to serve on the Board. Her
new term will expire in 2013. The Board appointed the following officer
positions for the next Board term:
§
Tony Roos – President
§
Don Sasse – Vice President
§
Brenda Haugen - Treasurer
July 20, 2010 Meeting Minutes:
·
Manager’s Report:
o Tree
infestation on Foothills-Arborist not sure testing will provide useful
information so Board will not order tests. Board will ask Sunrise Landscape to
contact arborist when tree is removed so he can see the roots to determine if
root girdling is causing the trees to die
o Tree
replacement on Foothills-area at E. end of Foothills is very wet. Superior will
contact landscaper to see if sprinklers can be adjusted or if he has other
recommendations. No replacement trees planned for this area until water issue
is addressed
o Sidewalk
repairs on Foothills – Board asked Superior to confirm if association has
sufficient funds available to make the sidewalk repairs caused by the tree
roots
·
Unfinished Business:
o Alley
Repair – Board unanimously approved DMR Concrete for SE alley repair. Bid is
$5437.50. Superior will contact DMR to schedule the repair and notify impacted
homeowners of timing and estimated financial impact to those living on this
alley
o Landscaper
Performance – Superior will contact Sunrise Landscape about watering issues.
Don had additional keys made for the irrigation vault which will be maintained
by Superior.
August 17, 2010 Meeting Minutes:
·
Managers Report
o Tree
removal – Sunrise Landscape bid to remove and haul away 4 dead trees is $195
for large trees and $95 for small trees. To remove the trees and also grind the
stump is $385 for large trees and $210 for small trees. The Board unanimously
decided to wait on this project until the sidewalk repairs and alley repair is
completed. Tony will contact an arborist to see if they are interested in
working with the HOA to address various tree issues.
o Sidewalk
Specialists obtained approval from the city of Newberg to grind various
sidewalk trip hazards on Foothills. The Board unanimously approved the bid for
$948 to complete the work. There is on location at 715 Foothills where one
panel needs to be replaced. The Board unanimously approved DMR Concrete to
replace this panel for $150
o The
Board asked Superior to contact the owner of 1219 Oak Knoll Ct. to address the
landscaping issues with the property
·
Unfinished Business
o Alley
Repair – DMR Concrete started the SE alley repair and found the concrete is
8-12” thick rather than the anticipated 6” so it has taken them longer to
remove the entries and they have more to haul away. The Board unanimously
approved an additional $300 for the project.
o The
Board unanimously approved billing homeowners who live on this alley, one
payment due in 90 days, to pay the balance of the repair not covered by their
reserves. It is expected the payment will be approximately $250 but the final
amount will be determined once the project is completed. Late payments will be
charged interest in accordance with the association’s documents.
·
New Business
o No
new business
October 19, 2010 Meeting Minutes:
·
Board Members Present:
o Brenda
Haugen, Greg Meenahan, Linda Hanson, Tony Roos (absent), and Don Sasse
·
Manager’s Report:
o There
were no pending projects or issues to report
·
Unfinished Business:
o Tree
Pruning – The Board asked Superior to obtain a third bid for the tree trimming
on Foothills. Don Sasse will provide Superior with a name.
o Landscape
Repair – Greg recommended the Board ask the arborist selected for the tree
trimming to give an opinion about the possible impact to street trees of the
drainage proposal from Sunrise to repair the SE parking strip on Foothills.
o 2011
Budget Approval – The Board unanimously approved the 2011 Budget, increasing
assessments to $225 per yr. with an additional $10 paid by homeowners living on
the alleyways. Superior will draft a cover letter for Board approval.
·
New Business:
o Linda
suggested the Board post on the Association website that there will not be a
Board meeting in December. Greg said he would take care of the posting.
November 16, 2010 Meeting Minutes:
·
Manager’s Report:
o The
motion was made and unanimously approved to rescind the prior approval of NW
Tree Specialists to prune the trees on Foothills Dr. The Board unanimously
approved Tree-ific Arbor and Landscape Care to do the work as they were the
lowest bid at $5,200 and have done work for the city of Newberg
·
Unfinished Business:
o The
Board reviewed and unanimously approved the cover letter to be sent to
homeowners with the 2011 budget after it is updated to include the information
on the tree pruning bid that was selected
January 18, 2011 Meeting Minutes:
·
Manager’s Report:
o Superior
reported on the findings from the City of Newberg Public Works department
regarding the excessive water in the parking strip between 1224 and 1324
Foothills. The city reported they found no signs of a water leak in the area.
They checked the hydrants, meters, and mainline valves for any signs of a leak.
They did agree the ground is soggy and indicated they would continue to check
the area to try to determine the cause.
·
Unfinished Business:
o Landscape
Repair – The Board asked Superior to obtain bids from drainage specialists for
a solution to the drainage problem in the SE parking strip on Foothills. The
Board will provide Superior with the names of companies to contact
o Tree
replacement – The Board asked Superior to contact Tree0ific for a bid to
replace the trees that have been lost on Foothills Dr. The proposal will be for
trees of approximately 2 ½” caliper and will not include the area between 1224
and 1324 Foothills until the drainage issue has been resolved
·
New Business:
o The
Board discussed the letter and petition that has been sent from a homeowner in
Oak Knoll to other owners in the association. The Board asked the association’s
legal counsel to review the process currently used for funding the
association’s reserve account and counsel confirmed the Board is complying with
the governing documents and state states. The attorney states the following:
§
“Oak Knoll was formed prior to October 23, 1999.
ORS 94.595(5)(a) provides that pre-October 23, 1999 Associations may ‘opt-in’
to the reserve study requirements in ORS 94.595(3)(a) but are not subject to
those requirements (aka do not have to conduct a reserve study) unless and until
they opt in. Pursuant to ORS 94.595(5)(a), your HOA has yet to ‘opt-in’ to the
reserve study requirement. Thus there is no legal requirement that Oak Knoll
conduct a reserve study.”
February 15, 2011 Meeting Minutes:
·
Unfinished Business:
o Tree
replacement – a motion was made by Don and seconded to approve the bid from
Tree0ific to install three 2 ½” Caliper trees on Foothills Drive for $695. The
motion was unanimously approved.
·
New Business:
o A
motion was made by Tony and seconded to obtain an opinion letter from the
Association’s attorney on the Board’s long standing interpretation of the
CC&Rs as it relates to the HOA being responsible for the maintenance of the
street trees in the common areas (ie. Planter strips), especially as that interpretation
is applied to sections 7.1 and 7.2 of the CC&Rs. After discussion, the
motion unanimously failed and an opinion letter will not be requested. It is
the Board’s opinion that section 7.1 clearly states that the common areas are
clearly defined and that the planter strips include the street trees
March 15, 2011 Meeting Minutes:
·
Manager’s Report:
o Superior
informed the Board that Treeific is not able to obtain the 2 1/2 “ caliper
trees from his original source. Andrew was found 2 ¼” trees from another company
that are more expensive but he will absorb the additional cost. The board
unanimously approved accepting the 2 ¼” trees for the same price as was
originally bid
·
Unfinished Business:
o Drainage
issue at SE parking strip on Foothills – The Board asked Superior to contact
ProGrass, Sunrise, and Aspen Landscape for proposals to solve the drainage
issue in this area. They aslo asked Superior to contact Sunrise and ask them to
take a look at the area and not mow if it is to wet and could damage the turf.
o Tree
replacement – A motion was made by Greg and seconded to approve the bid from
Treeific to install three 2 ½” caliper trees on Foothills for $695. The motion
was unanimously approved
·
New Business:
o Lou
Larson, a homeowner attending the board meeting, asked the Board for the legal
justification for the Board’s decision to repair the sidewalks on Foothills
when they are damaged by the street trees maintained by the HOA. The Board
indicated they have reviewed the associations documents and discussed the
decision with legal counsel and have made a sound decision that it is not
necessary for the HOA to incur additional legal expense to amend the CC&Rs
to specifically address this situation.
April 19, 2011 Meeting Minutes:
·
Managers Report:
o Superior
presented this year’s annual meeting notice and quorum requirements were
discussed
·
Unfinished Business:
o Drainage
issue at SE parking strip on Foothills – The Board reviewed the proposals from
Sunrise, Prograss, and Aspen Landscape. The Board asked Superior to contact the
city to find out if the downspouts in the area drain to the street or
underground before they make a decision on the repair
·
New Business:
o There
was no new business
May 17, 2011 Meeting Minutes:
·
Unfinished Business:
o Tony
asked Superior to contact Treeific to replace the dead tree on Foothills Tony
will send Superior the address
·
New Business:
o There
was no new business
May 17, 2011 Annual Meeting Minutes:
·
Board Chair called for a Quorum.
·
SCM verified a quorum was not met; 26 attendees
and proxies; 60 necessary. Due to lack of a quorum of owners, the meeting will
be recalled for June 21 with a reduced quorum of 20% (40 owners)
June 21, 2011 Recalled Annual Meeting Minutes:
·
Board chair called for a Quorum
·
SCM verified a quorum was not met; 22 attendees
and proxies; 40 necessary (20% reduced quorum)
·
Due to lack of quorum of owners at the second
attempt to hold the meeting, the annual meeting will not be held
June 21, 2011 Meeting Minutes:
·
Manager’s Report
o Records
Retention – Unanimous approval to authorize Superior to destroy old records per
ORS retention schedule…There are currently four boxes of records to review for
destruction.
·
Unfinished Business:
o Tree
removal on Foothills – Unanimous approval to hire Treeific to remove the dead
tree at 809 Foothills and grind the stump. Cost is $275. Tree will be replaced
in the fall. Greg will contact Treeific to discuss timing and possibly adding
some grass seed in the area until the tree is replaced.
·
New Business:
o Appointment
of directors: The Board unanimously appointed Don Sasse and Joe Bonaventura to
fill the two 3yr terms expiring in ’14. Greg Meenahan resigned and Linda Hanson
was unanimously appointed to complete his term which expires in ’12.
o Officer
Elections: The board unanimously elected the following board officers: Tony
Roos, President; Don Sasse, Vice President; and Brenda Haugen, Treasurer.
Superior will continue as Secretary for the Board meetings
July 19, 2011 Meeting Minutes:
·
Executive Session:
o Motion
was made and seconded to move to Executive session to meet with the
Association’s attorney.
·
Unfinished Business:
o Motion
was made and seconded to have a homeowner meeting in September to discuss the
need for a $5,000 special assessment to amend the Associations CC&Rs to
clearly reflect the HOAs responsibility for maintaining street trees and
sidewalks on Foothills Drive. The proposed amendment would also correct the
location of the monument in the traffic circle and allow for the storage of
waste and recycle cans alongside the homes. The motion was unanimously
approved.
o Superior
will draft a letter to owners regarding the meeting and send it to the Board
for review before mailing. The board discussed the importance of owner
participation since the amendment will need approval of 75% of owners. The
Board believes it is important to amend the documents since a literal
interpretation could be made to have the HOA responsible for the maintenance of
all street trees in the entire Association which would result in a significant
increase in landscaping costs and owner assessments
September 20, 2011:
·
Unfinished Business:
o Motion
was made and seconded to amend the CCRs to address issues with trees and
sidewalk maintenance, monument location and storing waste receptacles. After
much discussion regarding the probability of obtaining 75% approval from
resident, the vote was taken. Joe and Don voted yes. Brenda, Tony and Linda
voted no. The motion failed. The Board will send a letter to homeowners
regarding the decision with the 2012 assessment mailing. Combining the letter
with the assessment will reduce mail expense.
·
Officer Report:
o The
August 2011 financials were reviewed and unanimously approved as submitted.
Superior will sent (sic) the Board the September water bill when it is
received.
·
Executive Session:
o Motion
was made ands seconded to move to Executive session to discuss delinquent
accounts. Approval unanimous. Open Board meeting was reconvened at 9:00 pm
·
New Business:
o Tony
will mark irrigation control boxes and water meters on Foothills that have sunk
below ground level so Sunrise can prepare a bid to raise the boxes to ground
level
o A
motion was made and seconded for Superior to send a homeowner who made $25/mo
payments in ’11, a letter indicating their 2012 assessments will need to be
paid in full by the scheduled date
o The
2012 draft budget was reviewed. The board asked Superior to change some
expenses to bring the projected assessment to $195. Superior will make the
indicated changes and resubmit the draft for Board approval.
October 18, 2011 Meeting Minutes:
·
Officer’s Reports:
o Financials
– Due to the absence of the Treasurer, discussion of the September financials
was tabled until next month’s meeting. A couple Board members asked to meet
with Superior to review the new format. Superior will schedule a meeting with
Tina.
·
Unfinished Business:
o Motion
was made by Joe and seconded by Linda to approve the 2012 budget. The motion
was unanimously approved. The annual assessment for 2012 will be $195 with an
additional $10 paid by owners living on an alley
o Discussion
of the irrigation and water meter boxes was tabled until next month when Tony
will be available to provide an update
o Superior
will contact Tree-ific for a bid to replace the tree between 801 and 809
Foothills and the tree near 1212 Foothills. Sunrise Landscape will replace the
tree at 1225 Foothills after the excessive water issue is addressed
·
New Business:
o Sunrise
Landscape discussed the problems with the irrigation on Foothills. Noel will
select one of the irrigation zones and put a bid together for relocating and
changing some of the heads. It is expected the change will provide better
coverage and use less water. Making the initial change in just one area will
provide the Board an opportunity to compare water usage and appearance of the
area before changing other zones. Noel will also install a new lock on the
controller that will have better protection from the weather
November 15, 2011 Meeting Minutes:
·
Officer Reports: Financial Reports – The October
financials were accepted and presented and the letter to owners regarding no
special assessment was approved and will be mailed to owners with the 2012
budget.
·
Unfinished Business:
o Superior
will contact Noel at Sunrise Landscape to arrange a walk through with Tony and
Don regarding the irrigation and water meter boxes on Foothills that need to be
raised to ground level so Noel can submit a bid
o The
bid from Sunrise Landscape for $620 to replace two trees at 801 and 1212
Foothills was unanimously approved…The missing tree at 1225 Foothills is on
hold until the excessive water issue in the area is addressed
o The
Board would like a drawing from Sunrise indicating the placement of the
irrigation heads Noel is proposing to replace and relocate to improve
irrigation. Superior will contact Noel.
·
New Business:
o The
Board would like a bid from Sunrise Landscape to install a 2.5’ trench,
backfilled with drainage material, in the two ones where they are proposing to
move the irrigation heads. Superior will contact Noel.
January 17, 2012 Meeting Minutes:
·
Unfinished Business
o Superior
confirmed two trees on Foothills have been replaced by Sunrise at a cost of
$620. They have a one year guarantee.
·
New Business
o A
resident on Hillsdale asked the Board about parking his utility trailer in the
HOA and the Board indicated he could part it behind his home so it is not
visible from the street.
February 21, 2012 Meeting Minutes:
·
Hearing RE: Commercial Vehicle Violation
o Request
for a temporary variance for the parking of their commercial vehicle due to
extenuating circumstances. Linda motion to allow until April 1, 2012 for an
alternative parking situation to be found before beginning enforcement
measures, Joe second the motion. The motion was unanimously approved.
·
New Business
o Taxes
– tony moved to approve Resolution for Revenue Ruling 70-604, Don second. The
motion was unanimously approved. Taxes were signed.
March 20, 2012 Meeting Minutes:
·
New Business
·
Commercial Vehicle Definition – Board to review
at next meeting pending collection of additional information
·
Advanced Parking Compliance Letter – Joe moved
and Linda seconded to accept letter. The motion was unanimously approved.
April 17, 2012 Meeting Minutes:
·
Officer Reports / Financials:
o Collections
- 3 accounts were approved to go to a collection agency rather than through the
Association Attorney. Motion made by Joe and second by Brenda, all were in
favor.
May 15, 2012 Meeting Minutes:
·
Unfinished Business
o Commercial
vehicle definition – Don moved to approve the following, Tony second. The
motion was unanimously approved.
§
Definition
of Commercial Vehicle:
·
(a) Is
used for the transportation of person for compensation or profit. Examples
include taxi, limo, bus.
·
(b) Or, is
designed for use primarily for the transportation of property. Examples include
semi trucks, tow trucks, pickups, vans or autos with equipment attached such as
ladders or towing equipment such as trailers, cement mixers, etc.
·
A vehicle
of standard size, e.g. Passenger car, van, or truck that has company logo is
not automatically considered ‘commercial’ unless it is hauling or towing
equipment or bears a commercial license plate.
·
At any
time, if we see a vehicle and we’re not sure if it fits our examples, we should
provide the board with the location or a picture and at least two board members
will take a look and make the decision.
·
If a
vehicle is designated ‘commercial’ by the Board, the owner much (sic) park the
vehicle in their garage or driveway and it cannot hang over the driveway on the
sides or sidewalk. If it is too big to fit in the garage or driveway, than it
cannot be parked in the association.
·
New Business
o Courtesy
letters – use carbon forms, post on doors at time of site review. Check for
clear wording indicating violation.
July (No Day Annotated), 2012 Annual Meeting Minutes:
·
SCM verified a reduced quorum was met; 40
attendees and proxies; 40 necessary; proof of meeting was provided
·
Election of directors: 2 positions open;
nominated – Tony Roos and Linda Hanson, no nomination from the floor; vote
taken – all were in favor, no nay’s, no discussion, unanimous approval vote
closed
·
Insurance – Joe moved to approve change to
American Family Insurance, Linda second, no discussion, unanimous approval.
Motion passed.
·
Homeowner discussion:
o Confirm
cost of 2012 legal expenses
o Has
SCM been audited?
o Status
of Reserve funds.
o Vacant
homes – maintenance issues, policy
o Garbage
cans in sight an issue?
o Hierarchy
of governing documents?
o Arborist
services extended to individuals
August 21, 2012 Meeting Minutes:
·
Directors Positions:
o Following
elections at the Annual Meeting on July 17, 2012, the Board appointed the
following Directors to the following positions and terms:
§
President: Tony
Roos, exp. 2015
§
Treasurer: Brenda
Haugen, exp. 2013
§
Vice President: Don
Sasse, exp. 2014
§
Director: Joseph
Bonaventura, exp. 2014
§
Director: Linda
Hanson, exp. 2015
·
Homeowners Open Forum:
o No
additional homeowners were present
·
Secretary Report:
o No
minutes were presented as the previous meeting was an Annual Meeting. Annual
Meeting minutes will be presented at the 2013 Annual Meeting.
·
Treasurer Report:
o Brenda
reported the status of the operating and reserve account
·
Unfinished Business:
o Tree
pruning proposals – Will an arborist be on site or mark action to be taken
prior to cutting? Do all bids include ‘haul off’ fees? How long will this
activity take? Can individual owners co-ordinate with arborist to have their
trees done at owner expense?
§
Tony motioned to defer pending additional
information, Joe second, no discussion, all in favor
·
New Business:
o Vandalism
– 17 sprinkler heads along Foothills Dr. were damaged, police report was filed,
costs to repair were $425
o Avamere
parking strip – Angela to contact Avamere Corporate office t get strip
maintained
o Compliance
Violations
o Reserve
Study – Bids for review, Don moved, Brenda second, no discussion, all were in
favor
o Legal
expenses for 2012 reviewed
o Water
usage to be reviewed
o Hierarchy
of Governing Documents, resolutions, and other topics for Board trainings
September 18, 2012 Meeting Minutes:
·
Treasurer Report:
o Brenda
reported the status of the operating and reserve account as stated in August
31, 2012 financials.
·
Unfinished Business:
o Tree
pruning proposals – Linda moved to accept Integrity Tree Services bid, Don
second, all were in favor. Motion to accept passed.
o Reserve
study bids – Don moved to accept Reserve Funding bid pending scope of services
prior to signing. Brenda second, all were in favor. Motion to accept passed.
o Commercial
Vehicle – Definition of Commercial Vehicle as approved in May minutes to be
sent to owners/residents in the newsletter being prepared.
·
New Business:
o Vandalism
– Angela to re-send reports to Board. All reported vandalism has been reported
to police.
o Sidewalks
– Tony and Don to check condition of sidewalks.
October 16, 2012 Meeting Minutes:
·
Hearing RE: Boat/Trailer – Homeowner presented
their case
o After
meeting in Executive Session, the Board:
§
Waived fines for violation of CC&R 3.7 with
clarification to the owner that the 14 day limit is accumulated over a calendar
year
§
Deferred decision on violation of section 3.7
(trailer parking behind fence) until the board defines definition of “Screened
from Public View.”
·
Reserve Study - Don Sasse moved to approve WSSC
for conducting a reserve study. Joe seconded, all were in favor. Motion to
approve passed.
November 20, 2012 Meeting Minutes:
·
Treasure Report
o Reviewed
operating and reserve account as stated in October 2012 financials, and
Collection status. Joe moved to approve, Don second, all were in favor. Motion
to approve passed.
·
Unfinished Business
o Comments
on Draft Reserve Study – corrections discussed
o Definition
of “Screened” as it related to section 3.7 – Resolution to be drafted and
distributed to Board.
o Effectiveness
of landscape work between Knoll and Aldersgate – pending further review
o Sidewalk
damage assessment – to be presented by March
January 15, 2013 Meeting Minutes:
·
Treasure Report
o Reviewed
operating and reserve account as stated in November & December 2012
financials, and Collection status. Don moved to approve, Joe second, and all
were in favor.
o Collection
status reviewed.
·
New Business
o Incorporate
reserve study into 2014 budget
o Improve
landscape quality throughout association
February 19, 2013 Meeting Minutes:
·
Unfinished Business
o Sidewalk
inspection – expense to repair damages caused by tree(s) along Foothills will
be paid by HOA
o Definition
of screening and enclosure in draft resolution for March board review
·
New Business
o Taxes
were signed. Resolution 70-604 was read, Don motioned to approve, Linda second,
all were in favor. Approved.
o Tree
that had been removed to be replaced. Angela to contact Noel regarding
replacement.
March 19, 2013 Meeting Minutes:
·
Unfinished Business
o Screening
and Enclosure Definitions: CC&R Section 3.7
§
These items will be decided on a case by case
basis. Homeowners are to present an ARC application for Board review proposing
how the owner will address these matters
·
New Business
o Yard
and Home Maintenance Expectations Resolutions to be placed on April agenda
o Letter
of recognition to be drafted by Angela for sending acknowledging yard(s) that
are being exceptionally maintained.
·
Hearing
o Hearing
regarding a trailer violation was held. Tony motioned that effective
immediately, further violations of CC&R Art. 3, Sect. 3.7 during 2013 by
this owner will be fined $15 per day. Don second. All were in favor, motion
approved.
April 16, 2013 Meeting Minutes:
·
New Business
o Home
maintenance expectations to be posted in June newsletter
o Letters
of recognition to be prepared and sent by Linda
May 21, 2013 Meeting Minutes:
·
Homeowners open forum (15 minutes max. allowed)
o Tree
(Zelcova) located on 1100 block of Foothills not the same type as others
o Concern
voiced regarding communication between owners
o Trailers
in association
·
Unfinished Business
o Home
maintenance expectations – pending further review
o Evaluation
of fixed operating costs – pending further review
·
New Business
o Contractor
Trailer – trailers to only be on site during working hours, removed at end of
day
May 2013:
·
Reminders: Oak Knoll is a residential community,
overnight parking of commercial vehicles is not allowed.
·
Storage of Recreational Vehicles, Boat Trailers,
Campers, etc. must be behind your home or screened alongside your home. Parking
in front of your home is limited to 14 days per calendar year and is for the
intent of loading and unloading.
·
May 21, 2013 Annual Meeting
o The
Board would like to thank the few people that attended this meeting. It was a
great opportunity to hear from the community what is going well and if there
were any concerns.
o There
was not a quorum at the May 21st meeting so the Annual Meeting has
been rescheduled for June 18, 2013. It is hoped that everyone is able to attend
and make this meeting a success. There will be one (1) position open for the
Board.
June 18, 2013 Meeting Minutes:
·
Balance Sheet through December 31, 2013
o Checking
Account $13,719.51
o Money
Market Fund $31,106.43
o Reserves
General $7,965
o Reserves
Interest $1,055
·
NOTE:
There is a version provided via website that did not include the above
July 16, 2013 Meeting Minutes:
·
Homeowners open Forum (15 minutes max. allowed):
o Non-compliance
issues
o Modified
sprinkler system, working well
o Round-about,
looks good
o Need
to change governing docs
·
Unfinished Business
o Evaluation
of fixed operating costs – review of reserve study pending
o Sidewalk
evaluation – pending
·
New Business
o Play
equipment in driveway – check governing docs regarding rules
August 19, 2013 Meeting Minutes:
·
Unfinished Business
o Evaluation
of fixed operating costs – review of reserves study discussion
September 17, 2013 Meeting Minutes:
·
Treasure Report
o Retained
earnings – to be used for Bad Debt expenses
·
Architectural Review Committee
o ARC
reminder should be sent to home regarding need to submit application prior to
commencing with exterior alterations
·
Unfinished Business
o Evaluation
of fixed operating costs, 2014 draft budget, review of reserve study; Linda
moved to approve draft 2014 budget with changes discussed, Don second, Tony
abstained, no opposed. Motion approved.
·
New Business
o Speed
signs – Tony to check with City regarding requirements for installation of
speed limit signage in Oak Knoll.
September 2013 Newsletter:
·
A majority of the association will see a
reduction in annual dues…The largest factor in these changes is the result of a
Reserve Study that the Association completed…The common elements (sic) that our
association is responsible for is the following:
o Foothills
landscaping (includes grass and street trees)
o Roundabout
landscaping (including the Oak Knoll monument)
o Foothills
irrigation system
·
Reminders
o As
a homeowner, you are responsible to repair all damage to the sidewalks. The
exception is the sidewalks along Foothills; the HOA will repair sidewalks
damaged by the HOA maintained street trees.
January 21, 2014 Meeting Minutes:
·
Presidents Report
o Tony
moved to appoint Sarah for vacant Board position. Sarah agreed. All were in
favor. Sarah will fill vacant position.
·
Treasurer Report
o Collections
status – pending report from Vial-Fotheringham
·
Unfinished Business
o Sidewalk
condition – areas needing replaced need cost estimates
o Trees
– Angela to get updated information from NW Tree Specialists regarding aphids,
remove non-association expenses. Linda moved to consider these costs fro 2015
budgeting. Don second, all were in favor.
·
New Business
o Cost
for letter writing fee resolution to be looked into.
February 18, 2014 Meeting Minutes:
·
Unfinished Business
o Annual
meeting has been moved to May 2014. Notice reviewed, confirmed mailing in April
with cover letter, newsletter, and last annual meeting minutes (draft). Reduce
adjournment to 5 minutes.
o Resolution
for letter writing fee with cover letter showing stats to be drafted – Motion
to approve made by Don, Joe second, all were in favor.
·
New Business
o Email
etiquette discussed
o Linda
gave report on CAI Event and importance of attending training. Add to budget? –
Pending further discussion.
March 18, 2014 Meeting Minutes:
·
Unfinished Business
o Violation
letter charge resolution – reviewed and discussed. Linda motioned to approve
resolution and cover letter with changes, Don second, all were in favor.
Resolution approved.
o Education
line for the 2015 Budget – Tony moved to add line to budget, costs to be
determined at later time.
o Confirmed
mailing of Resolution, Cover Letter, newsletter, and annual meeting notice by
April 21, 2014 with last annual meeting minutes (draft).
·
New Business
o Trash
receptacles – Joe expressed concerns regarding appearance of
association/visible trash receptacles. To be discussed at later time.
April 15, 2014 Meeting Minutes:
·
Treasurer Report
o Collections
status – Don motioned to have delinquent account, 3509 Ivy, sent to collection
agency, Sarah second, all were in favor.
·
Unfinished Business
o Sidewalks
– multiple locations lifting throughout Association. Review by Safe Sidewalks
pending.
o Education
line for Board Education to be added to 2015 budget
·
New Business
o Fine
waive requested presented – Don moved to fine $100 to cover costs incurred with
addressing issue, Tony second. Sarah deferred due to lack of knowledge of
issue. Motion passed.
April 2014 Newsletter:
·
From the President:
o We
have also passed a resolution (attached) to address the cost of preparing and
mailing violations, hearing and fine notices being sent to homeowners (not
including the courtesy notices). From now on, all costs associated with
preparing violation notices, hearing notices, and fine letters will be billed
to the violating owner. These costs get to be upwards of $30 per letter
(preparation, certified letters, copies, etc.).
May 20, 2014 Annual Meeting Minutes:
·
No quorum, normal meeting took place
·
Treasurer Report
o Collection
status
§
Linda moved to send 3519 Burlington/Barron to
PCS Collections, Don second, all were in favor.
·
Unfinished Business
o Sidewalks
– Safe sidewalks to review all HOA sidewalks and contact all owners to offer
same rate as association sidewalks. Bid for HOA sidewalk work was approved
pending additional information.
o Education
line for Board Education to be added to 2015 budget; discussion tabled for next
meeting
·
New Business
o Tree
raising – Newberg Public Works contact (sic) SCM regarding trees need to be
raised.
o CA
Day – Linda attended CAI event and gave report to Board and Homeowners
July 17, 2014 Meeting Minutes:
·
Treasurer Report
o Collection
status – deferred
·
Unfinished Business
o Sidewalks
– Approved pending additional review to identify cause at each location. Issues
caused by trees along Foothills have been identified with purple pain. Angela
to contact Safe Sidewalks to have repaired.
o Parking
– CC&R 3.8, deferred
o Education
line for 2015 budget, deferred
·
New Business
o Request
to Newberg Traffic Safety Commission to have the City paint the roundabout
curbs red to denote ‘No Parking’ – Tony to draft letter.
July 15, 2014 Meeting Minutes:
·
Unfinished Business
o Sidewalks
– Previous month approved action suspended. Letter to owners to be prepared by
Angela explaining CC&R 7.3 owners to maintain sidewalks according to
Newberg City Code. Motion made and approved to follow CC&R 7.3.
o Trees
– The board directed Angela to get estimates on the root cutting and barriers
to restrict further root growth. Joe motioned to approve action, Don second,
all were in favor.
o Parking
– CC&R 3.8, Sarah moved that parking violations be reported to the police,
Don second, all were in favor.
o Garbage
cans – CC&R 3.11, deferred
o Education
line for 2015 budget, deferred
·
New Business
o Don
moved to have legal counsel review request for 15 year documentation review and
give opinion/recommendations as to what documents are not available to
disclosure. Sarah second, all were in favor.
o Don
moved to have a resolution drafted to address costs associated with requests
for review, to include legal expenses acquired for review of requests, etc.
Sarah second, all were in favor.
o Cover
letter to be prepared.
August 19, 2014 Meeting Minutes:
·
Architectural Review
o 1106
Foothills – Stepping stones from curb to sidewalk; Linda moved to approve with
condition that stones are placed below mowing elevation, are to be 16” x 16”
blocks, owner to edge and keep maintained, Sarah second, all were in favor.
Motion approved.
o 3204
Burlington – Landscape reviewed as possible non-compliance; The matter was
reviewed by the Board of Directors and it was determined that the landscape is
aesthetically pleasing and meets the intent of CC&R 4.6.6 in spite of no
lawn whereas many homes within the Association, with lawns, are offensive and
do not meet the intent.
·
Unfinished Business
o Trees
– Review of money reserved and annually budgeted for tree maintenance and
replacement
o Sidewalks
- Upon further review of CC&Rs and past minutes by the Board of Directors,
Sarah moved that the sidewalks should be repaired at the 27 identified locations
and 3 worst offender trees causing damages to the sidewalks be removed and
replaced.
o Garbage
cans, CC&R 3.11 – deferred
o Education
line for 2015 budget – deferred
·
New Business
o 2015
Reserve Study; Sarah moved to approve contract for an onsite reserve study by
Reserve Study Update, LLC for $420, Linda second, all were in favor. Motion
approved.
September 16, 2014 Meeting Minutes:
·
Treasurer Report
o August
financials report has been deferred until October meeting
·
Unfinished Business
o Trees
– discussed need for root barrier installations with new plantings. Discussed
need for consistency along Foothills. Replacement trees to be Zelcovas.
o Newberg
tree list discussed
·
New Business
o Special
meeting: open house budget discussion meeting scheduled for October 7, 2014 at
7:00 p.m. Location to be confirmed.
October 21, 2014 Meeting Minutes:
·
Homeowners open forum
o Comments
regarding foothills, appearance along Foothills, parking along Foothills,
questions regarding how association decisions are made, effects of decisions,
tree maintenance, costs associated with trees
·
Manger report
o Angela
– due to pending decisions regarding tree services, all tree services have been
canceled till further notice
o All
sidewalk services directly related to the trees have been canceled
·
Unfinished Business
o Sidewalk
letter – read by Don, Sarah moved to approve with addition of vendors listed on
back and change to 5th paragraph. Joe second, all were in favor. To
be mailed with invoice, budget mailing.
November 4, 2015 Meeting Minutes:
·
Unfinished Business
o Board
Member appointment – Anne Wolfer volunteered to complete the term left vacant
by Linda Hanson. The Board unanimously approved to appoint Anne Wolfer to the
Board of Directors.
·
Agenda Items for next meeting discussed
o Resolutions
regarding sidewalks, tree responsibility
o Notice
to owners regarding leaves
o Don
to draft letter explaining responsibilities
November 18, 2014 Meeting Minutes (two meetings in
November):
·
Homeowners Open Forum
o Comments
and questions from owners were expressed
·
Manager Report
o 2015
Meeting & Maintenance scheduled is being worked on
·
New Business
o BOD
Positions assigned
§
Tony – president
§
Don – vice president
§
Sarah – treasurer
§
Anne – director
§
Joe – director
o Agenda
items for next meeting discussed
§
Resolutions regarding sidewalks, tree
responsibility
§
Resolutions regarding record examinations
§
Reserve Study review
November 2014 Newsletter:
·
From the President
o The
common elements (sic) that our association is responsible for is the following:
§
Foothills parking strips (sic) Landscaping grass
only
§
Roundabout Landscaping (including the Oak Knoll
monument)
§
Foothills irrigation
·
With inputs from the October 7th Town
Hall budget meeting, phone and emailed responses, the Board has agreed that
from this 2015 budget forward the Foothills street trees are the responsibility
of the homeowners on Foothills and will no longer be funded by the Association
budget.
November 24, 2014 Letter from the Board of Directors:
·
Your Homeowner’s Association Board of Directors
has noted the deterioration of sidewalks throughout the community. This is a
reminder that owners are responsible for the maintenance and repair work to
ensure trip hazards are being addressed.
·
A review of the Association’s governing
documents, Section 7.3 of the Declarations states, ‘Each Owner shall be
responsible for the maintenance of the sidewalks abutting his Lot, including
any damage caused by the street trees.’
·
Your Homeowner’s Association (HOA) Board has
been working diligently to maintain the high livability standards of our community
and to ensure property values are maintained.
January 20, 2015 Meeting Minutes:
·
Treasurer Report
o Review
December 2014 Financial Statement and Collections were made by Baord. Don moved
to approve the reports, Joe second, all were in favor.
§
Total reserves - $15,831.84
§
Net Monthly Income/Loss - $17,180.87
§
Year-to-Date Net Income/Loss - $6,803.64
·
Unfinished Business
o Resolutions
regarding sidewalks, tree responsibility – Tony to communicate with Attorney
o Resolution
regarding Record Examination – Tony to communicate with Attorney
o Trash
can visibility – next site review to identify
·
New Business
o Hearing
regarding trailer violation – Sarah motioned all but $150 of fines to cover
mailings and time for addressing matter, issuance of agreement letter to be signed
by all parties within 30 days indicating receipt of Governing Documents and
agreeing that further violations of this nature within 12 month period will be
fined $100 per occurrence without hearing.
o Joe
Bonaventura rendered resignation from the Board of Directors effective 01.20.15
February 17, 2015 Meeting Minutes:
·
Present: Don Sasse (VP), Tony Roos (P), Sarah
Wilkinson (Director), and Anne Wolfer
·
Treasurer Report:
o Reserves $19,468.12
o Net
Monthly Income/Loss $7,768.17
o Year-to-date
Net Income/Loss $7,768.17
·
Unfinished Business
o Attorney
services for Resolution Preparations – Unanimous approval to have Vial
Fotheringham prepare resolutions addressing sidewalks, tree responsibility,
trash cans, leaves/debris in street strip, and record exams.
·
New Business
o Landscape
extra charges – add charge back to Resolutions
March 17, 2015 Meeting Minutes:
·
Treasurer Report
o Total
Reserves $19,477.08
o Net
Monthly Income/Loss $ (511.14)
o Year-to-date
Income/Loss $ 7,257.03
·
Unfinished Business
o Attorney
services for Resolution preparations: Tony – pending
·
New Business
o Pet
waste issue
April 21, 2015 Meeting Minutes:
·
Treasurer Report
o Total
Reserves $19,487.14
o Net
Monthly Income/Loss $ 1,032.78
o Year-to-date
Income/Loss $ 8,289.81
·
Unfinished Business
o Resolutions
preparations: Tony – pending VF
·
New Business
o Commercial
vehicle description – Don proposed posting to the web site. All were in favor.
May 19, 2015 Annual Meeting Minutes:
·
Called to order 7:00 p.m., Quorum not met,
meeting adjourned at 7:06pm
June 16, 2015 Meeting Minutes:
·
Treasurer Report
o Total
Reserves $19,506.95
o Net
Monthly Income/Loss $( 1,829.24)
o Year-to-Date
Income/Loss $ 5,337.11
·
Unfinished Business
o Resolutions
preparations: Tony – pending VF
o Board
designation; to remain as previous year
o Board
vacancy/appointment; no action taken
·
New Business
o 3309
Meridian – RE: Trailer violation
§
Must be stored out of site by 6.30.15, fine to
be suspended pending further violation
o 1209
Oak Knoll Ct – RE: Trailer violation
§
Fines to be implemented pursuant to 1.20.15
hearing
o 1209
Oak Knoll Ct – RE: Trash violation
§
Must be resolved and not repeated after 6.23.15
- $15 per day fines for additional violations
o Site
review reports to be sent to Board following site reviews. Review of
Trash/Garbage can issue to be made.
July 21, 2015 Meeting Minutes:
·
Present: Tony Roose (P), Don Sasse (VP), Sarah
Wilkinson (Director), Mark Carleton (Director)
·
Mark Carleton to join the board as a director.
Sarah motions/Anne second. All were in favor.
·
8 Requests for proposals were sent to property
management companies to date only 3 who will submit proposals
·
Motion to accept Superior’s resignation as of
September 1, 2015, accepted.
·
New Business
o Anne
Wolfer resigns from board position
August 18, 2015 Meeting Minutes:
·
Mangers Report
o Angela
gave report on 2016 Reserve Study (deferred till 2017 due to review by Board
indicating no changes were made to warrant the cost of the update), site review
report indicating 6 courtesy notices, 9 hearing letters, 7 fine letters, and 3
issues to have status check, report on backflow (repairs made and re-test to be
administered), and trailer/commercial vehicle status.
·
Unfinished business
o Resolutions
preparations – Tony pending VF
o New
Management – Sara moved to approve The Management Trust as new managing company
beginning September 1, 2015 going with Option A contract, Don second, all were
in favor. The Management Trust to prepare introduction letter to be sent t the
HOA owners.
September 15, 2015 Meeting Minutes:
·
Home Owner Forum
o 3609
Oak Knoll – trash cans, trailer
o 1215
Hillsdale – Airstream trailer, bee hive
o 1209
Oak Knoll – Camper, trailer
·
Treasurer Report
o Patricia
will check on sewage/police officer fee on the water bill
o No
financials to report/review
·
New Business
o Sarah
Wilkinson resigns from Board position due to home sale.
o Homeowner
letter from TMT will go out in the near future before next meeting.
October 20, 2015 Meeting Minutes:
·
Cancelled meting
November 17, 2015 Meeting Minutes:
·
Unfinished Business
o Ryan
Harris of Vial Fotheringham, as Council
§
Ryan discussed with the board actions to be
taken on resolutions: (1) street tree resolution, (2) common area resolution,
and (3) a garbage can resolution.
§
Ryan will prepare the resolutions based on
feedback from the Board
·
New Business
o Mark
(Carleton) was appointed and accepted the positions of Secretary and Treasurer
o Leaf
abatement issue discussed. Board asked manager to add leaf compliance letters
to site reviews.
o Question
raised, does 14 days apply to all recreational vehicles? Census is that it does
apply to all types. No resolution needed.
December 15, 2015 Meeting Minutes:
·
Treasurer Report
o Patricia
reported staff at TMT still working on the budget
o Patricia
tasked with getting a break down of all accounts in collections with
Professional Credit Service and Vial Fotheringham to facilitate discussion on
collections moving forward
·
Managers Report
o Review
of compliance report: some violations are approaching fines. Patricia will
compare Oak Knoll practices to TMT process. Table discussion of fines tabled
until January.
·
Unfinished Business
o Resolutions
are ready from Ryan harris. The board decided to table approval to give members
to study
·
New Business
o Greg
Menahan will return to board next month. He will review the website with Don in
February
January 19, 2016 Meeting Minutes:
·
Several delinquent accounts are foreclosed and
the bank is paying the assessment.
·
Managers Report:
o Review
of compliance report: two properties are not in the fine state. Board approved
that fines be levied.
·
Unfinished Business:
o Records
administration: Mark motioned, Don seconded, approved.
o Street
Trees Resolution corrections – add roundabout to the definitions. Remove last
sentence on item 3b on owner responsibility. Greg moved. Mark seconded.
Approved.
·
New Business:
o Motion
for Greg Menahan to join the board effective immediately. Don moved, Mark
seconded, all approved.
February 16, 2016 Meeting Minutes:
·
Homeowner Open Forum (15 minutes max, allowed)
o Resident
on Ivy Street expressed objection to the garbage can resolution.
·
Mangers Report
o One
address was approved to send compliance regarding unresolved issues and
notified fines will be assessed March 1.
o Another
address was also approved be notified of non-compliance and will be assessed
fines on re-occurrence per occurrence as of March 1.
o Another
address was approved to move to fines regarding compliance issues.
o Two
other addresses are working on compliance issues and board will review next
meeting.
·
New Business
o A
reminder that the annual general meeting is in May.
March 15, 2016 Meeting Minutes:
·
Treasurer Report:
o Don
Sasse questioned reserve account January entry of $3632. Is that an annual
amount? Patricia will investigate.
o Board
questioned why the HOA has an electric bill when none of our common areas has
electric needs.
·
Ron Fredrickson was nominated to fill a board
vacancy. Greg moved for his election. Don seconded, all approved.
·
Meeting adjourned and board moved into executive
session at 8pm, closed at 8:30pm.
April 19, 2016 Meeting Minutes:
·
I voiced my objection to the Street Tree
Resolution, and I was recording the meeting. They moved to motion to stop
recordings, I refused since it was a private meeting in a public forum
(Avamere) allowed by law. The Board refused to conduct the meeting, moved to
adjourn to seek advice of counsel. Ron moved, Mark seconded, all voted aye.
May 17, 2016 Annual Meeting – CANCELLED (in direct violation of the Bylaws that state the Annual Meeting "SHALL BE" in the month of May or June), and moved to July
18, 2016
June 21, 2016 Meeting Minutes:
·
Executive session from 7:00-7:45pm
·
Greg moved that the board decline the invitation
to participate in mediation. Ron seconded, all approved. Motion carried.
·
Recording resolution: Robert’s rules allows
standing rules. Greg moved. Don seconded. Vote was 4-1 in favor of aye. Motion
carried.
July __, 2016 Meeting Minutes:
·
None available on TMT website
August __, 2016 Meeting Minutes:
·
None available on TMT website
September __, 2016 Meeting Minutes:
·
None available on TMT website
October 18, 2016 Meeting Minutes:
·
Board Members Present
o Tony
Roos – President
o Don
Sasse – VP
o Mark
Carleton – Secretary/Treasurer
o Ron
Fredrickson, Board member
o Greg
Menahan, Board member
·
Treasurer Report
o Year
to date variances were discussed. Tony will check with the accountants.
o Don
moved that two accounts with aging delinquencies be written off because the
parties have moved out of the neighborhood. Ron seconded, all approved.
o Another
account is being contacted to make payments on the hard costs.
·
Unfinished Business
o Budget
was not ready for review. The board looked over the current budget to begin
general discussions. Tony will prepare a spreadsheet of proposed budget to
discuss next month.
o A
new tree is needed on 1118 Foothills where the damaged tree was removed. Can
the new landscaper perform this?
·
New Business
o Greg
is concerned that the foliage in the roundabout has become too dense. Mark
shared this concern, as it might be an issue for pedestrians. NLS will be asked
to look at the plants and prepare a bid for thinning this area.
o A
concerned (sic) was raised regarding a commercial vehicle parked on Burlington.
Patricia will be asked to check.
o Don
proposed that Patricia attend all monthly meetings. Tony will prepare a
proposal to identify months that her attendance is critical.
November __, 2016 Meeting Minutes:
·
None available on TMT website
December __, 2016 Meeting Minutes:
·
Cancelled, no meeting held.
January __, 2017 Meeting Minutes:
·
Cancelled via email, no meeting held.
