Orenco Gardens Homeowner's Association

Arbor Gardens HOA Board of Directors
Organizational Meeting Minutes
November 12, 2004, 7:00pm

Roll Call

Board Members Present:
Lois Seeley
Scott Richardson
Krishna Regupathy
Andrew Gravano
Dennis Holtz

New Business

Item I
Introduction of Board of Directors including terms and positions
3 years: Scott Richardson - Treasurer
Krishna Regupathy
2 years: Dennis Holtz
Lois Seeley - President
1 year: Andrew Gravano - Secretary

Item II
Treasurer’s Report
Treasure reported the Balance of All HOA accounts as well as Outstanding Balances
Details (Totals for All Associations):

CURENT ASSETS
Checking $ 7,582.90
Money Market $174,937.65
TOTAL ASSETS $182,520.55

TOTAL LIABILITIES $

EQUITY
Reserves, General $ 54,246.59
Retained Earnings Beginning of Year $ 57,776.73
Net Gain / Loss $112,023.32
TOTAL EQUITY $224,046.64

Item III
Introduction of Mark Del Castillo from Northwest Community Management (“NWCM”). Mark took a moment to introduce himself and briefly explain that his role in the community is as a liaison between the Board and the Community.

Item IV
Establish Board of Director meeting administrative rules.
a. Robert’s Rules of Order: Robert’s Rules of Order are to be used to govern the flow of Board of Directors meetings. A brief overview of those rules of order was explained and attendees were encouraged to visit http://www.constitution.org and directed to a number of books for those unfamiliar with Robert’s Rules of Order.

b. Grievances: Grievances are to directed to Mark del Castillo at NWCM first, and then (if necessary) escalated directly to the Board of Directors

Item V
Communications of Future HOA Meetings
a. Schedules/Locations: The President explained that the Board will attempt to find a location/time that is consistent from meeting to meeting once the initial activities have been completed.

b. Methods of Communication: Dennis Holtz announced that he would be creating a Newsletter Committee to create a Quarterly Newsletter to be distributed to homeowners. The committee will be comprised of volunteer homeowners, who were asked to sign up after the Board Meeting. homeowners were encouraged to utilize Mark at NWCM for directing information to the Board as well.

c. Web Presence: Krishna Regupathy and Andrew Gravano will be forming a Website Committee to assess options for creation of a Community Website. Issues to be resolved/discussed included hosting options, adding features as necessary, and website upkeep. Hollie Butler (homeowner) presented a “Proof of Concept” website to the Board and Attendees.

Item VI
Board of Directors - Short term plans
The Board has several pressing issues that need resolution. These issues will be the primary focus of the Board in the short term.

a. Budget 2005: The Treasurer indicated that this will be the highest priority. The Board will work with NWCM to finalize and approve a budget for 2005, fix the homeowner assessment, and notify homeowners of any changes to the assessment. The Treasurer is in possession of a draft budget from NWCM and will be meeting with a NWCM representative for discussion in the near term. The Board expects to receive a recommendation within the month.

b. Committee Formation: The Board voted on the creation of Committees for the Association. Names considered for the committees based on previous signups. Homeowners have the opportunity to sign up after the Board meeting as well.
Results: (Board Member(s) associated with Committee)

On the Formation of an Architectural Review Committee: Board votes 5-0 in favor of committee creation. (Lois Seeley and Scott Richardson)

On the Formation of a Website Committee: Board votes 5-0 in favor of committee creation. (Andy Gravano and Krishnakumar Regupathy)

On the Formation of a Landscape Committee: Board votes 5-0 in favor of committee creation. (Krishnakumar Regupathy)

On the Formation of a Newsletter Committee: Board votes 5-0 in favor of committee creation. (Dennis Holtz)

On the Formation of a Neighborhood Watch Committee: Board votes 5-0 in favor of committee creation. (Andy Gravano)

On the Formation of a Social Committee: Board votes 5-0 in favor of committee creation. (Lois Seeley)

Item VII
Open Forums for Homeowners
Prior to opening the floor, the Treasurer reminded the homeowners that grievances should be directed to NWCM for the quickest response, and asked that speakers be respectful, statue issues clearly and address the Chairperson. The Chairperson asked that comments be limited to less than 2 minutes.

a. Hollie Butler: Hollie wanted to make an announcement that Orenco Golf Course owners have recently put the course up for sale. Potential developers for the area have suggested high density housing, though the land is currently zoned as open space. This would have an impact on our community. Hollie encouraged the Board as well as homeowners to voice their concerns at upcoming city hearings.

b. Richard Cross: Richard was concerned about the lack of engagement of the homeowners during this meeting. He believed this meeting to be a homeowners association meeting based on the letter that was distributed to the community. The Board attempted to convey that this was a Board meeting and not a homeowners meeting. The Board acknowledged that the meeting notification letter may have been misleading and apologized.

c. Andrew Abby: Andrew was concerned with the lack of responses that he had received while trying to contact NWCM. He stated that many emails to NWCM had not been answered in a timely fashion (several days). Andrew inquired to a “Service Standards Agreement” from NW Community Management. Mark Del Castillo stated that NWCM has a 24 hour response time to homeowner issues/concerns.

d. Glenn Miller: Glenn suggested that a microphone would be a nice accessory for future meetings. He also stated that with the large amount of issues coming from the City of Hillsboro that we should have a presence at the meetings. The Board presented that it is not feasible for the members of the Board to attend every Hillsboro Committee meeting but would look for a solution to this problem.

e. Barbara Burgen: Barbara and others missed the beginning of the meeting and suggested a recap of the introduction of the Board of Directors. The Chairperson reintroduced herself as well as the rest of the Board, indicated our positions and term lengths.

f. Barb Greenbaum: Barb wanted to openly address to members of the Board and homeowners that our community is one of closeness. She asked that people be aware of this fact and to be courteous to your neighbors with respect to noise, pets, etc.

g. Dan Wilhelmi: Dan asked the Board to consider making the Rose Garden a pet-free area. He would like at least one park where parents can have their children play without concern for pet droppings.

h. Michelle Chu: Michelle voiced concern over pet waste deposited in trash containers. She asked for more garbage cans in the common areas and more frequent pickups.

i. Peter Enslow: Peter asked whether or not payments would be continuing to NWCM. The Board replied that NWCM is our current management company and the payments will continue to them for now and that any changes, if any, will be announced to homeowners.

j. Jan Fallt: Jan is concerned about the sprinkler system still being run every day now that the weather is getting colder. She would like the Board to find out if the system is drained during the winter to prevent damage to the system.

k. Cory Tarnopol: Cory is concerned about the amount of debris and lack of maintenance of the walking trails. The Board directed that the developer is to meet and correct these type of issues with the HOA soon.

l. John Howe: John indicated that several locations in the community that seem to be earmarked for park benches have none. Specifically, 61st and Chestnut and Orenco Courtyard near that Tamarack model home. The Board indicated that this issue should be sent to NWCM for the most rapid response and that the Board will follow-up.

Item VIII
Adjournment
The Chairperson welcomed and thanked attendees for coming and asked that the community continue to be the eyes and ears of the Board.

Action Items
Item I
Budget 2005
Treasurer will meet with NWCM and present his findings back to the Board with his recommendations

Item II
Committee Formation
E-mails and phone calls will go out soliciting volunteers

Andy Gravano
Secretary, Orenco Gardens HOA


Home About Us The Board Contact Info Our Community Community Calendar Community Events Community Issues Committees Meeting Minutes FAQ Architectural Review Area Information Important Info Local Restaurants Schools and Parks Area Lodging Area Realtors Places of Worship	Arbor Gardens HOA Board of Directors Organizational Meeting Minutes November 12, 2004, 7:00pm Roll Call Board Members Present: Lois Seeley Scott Richardson Krishna Regupathy Andrew Gravano Dennis Holtz New Business Item I Introduction of Board of Directors including terms and positions 3 years: Scott Richardson - Treasurer Krishna Regupathy 2 years: Dennis Holtz Lois Seeley - President 1 year: Andrew Gravano - Secretary Item II Treasurer’s Report Treasure reported the Balance of All HOA accounts as well as Outstanding Balances Details (Totals for All Associations): CURENT ASSETS Checking $ 7,582.90 Money Market $174,937.65 TOTAL ASSETS $182,520.55 TOTAL LIABILITIES $ EQUITY Reserves, General $ 54,246.59 Retained Earnings Beginning of Year $ 57,776.73 Net Gain / Loss $112,023.32 TOTAL EQUITY $224,046.64 Item III Introduction of Mark Del Castillo from Northwest Community Management (“NWCM”). Mark took a moment to introduce himself and briefly explain that his role in the community is as a liaison between the Board and the Community. Item IV Establish Board of Director meeting administrative rules. a. Robert’s Rules of Order: Robert’s Rules of Order are to be used to govern the flow of Board of Directors meetings. A brief overview of those rules of order was explained and attendees were encouraged to visit http://www.constitution.org and directed to a number of books for those unfamiliar with Robert’s Rules of Order. b. Grievances: Grievances are to directed to Mark del Castillo at NWCM first, and then (if necessary) escalated directly to the Board of Directors Item V Communications of Future HOA Meetings a. Schedules/Locations: The President explained that the Board will attempt to find a location/time that is consistent from meeting to meeting once the initial activities have been completed. b. Methods of Communication: Dennis Holtz announced that he would be creating a Newsletter Committee to create a Quarterly Newsletter to be distributed to homeowners. The committee will be comprised of volunteer homeowners, who were asked to sign up after the Board Meeting. homeowners were encouraged to utilize Mark at NWCM for directing information to the Board as well. c. Web Presence: Krishna Regupathy and Andrew Gravano will be forming a Website Committee to assess options for creation of a Community Website. Issues to be resolved/discussed included hosting options, adding features as necessary, and website upkeep. Hollie Butler (homeowner) presented a “Proof of Concept” website to the Board and Attendees. Item VI Board of Directors - Short term plans The Board has several pressing issues that need resolution. These issues will be the primary focus of the Board in the short term. a. Budget 2005: The Treasurer indicated that this will be the highest priority. The Board will work with NWCM to finalize and approve a budget for 2005, fix the homeowner assessment, and notify homeowners of any changes to the assessment. The Treasurer is in possession of a draft budget from NWCM and will be meeting with a NWCM representative for discussion in the near term. The Board expects to receive a recommendation within the month. b. Committee Formation: The Board voted on the creation of Committees for the Association. Names considered for the committees based on previous signups. Homeowners have the opportunity to sign up after the Board meeting as well. Results: (Board Member(s) associated with Committee) On the Formation of an Architectural Review Committee: Board votes 5-0 in favor of committee creation. (Lois Seeley and Scott Richardson) On the Formation of a Website Committee: Board votes 5-0 in favor of committee creation. (Andy Gravano and Krishnakumar Regupathy) On the Formation of a Landscape Committee: Board votes 5-0 in favor of committee creation. (Krishnakumar Regupathy) On the Formation of a Newsletter Committee: Board votes 5-0 in favor of committee creation. (Dennis Holtz) On the Formation of a Neighborhood Watch Committee: Board votes 5-0 in favor of committee creation. (Andy Gravano) On the Formation of a Social Committee: Board votes 5-0 in favor of committee creation. (Lois Seeley) Item VII Open Forums for Homeowners Prior to opening the floor, the Treasurer reminded the homeowners that grievances should be directed to NWCM for the quickest response, and asked that speakers be respectful, statue issues clearly and address the Chairperson. The Chairperson asked that comments be limited to less than 2 minutes. a. Hollie Butler: Hollie wanted to make an announcement that Orenco Golf Course owners have recently put the course up for sale. Potential developers for the area have suggested high density housing, though the land is currently zoned as open space. This would have an impact on our community. Hollie encouraged the Board as well as homeowners to voice their concerns at upcoming city hearings. b. Richard Cross: Richard was concerned about the lack of engagement of the homeowners during this meeting. He believed this meeting to be a homeowners association meeting based on the letter that was distributed to the community. The Board attempted to convey that this was a Board meeting and not a homeowners meeting. The Board acknowledged that the meeting notification letter may have been misleading and apologized. c. Andrew Abby: Andrew was concerned with the lack of responses that he had received while trying to contact NWCM. He stated that many emails to NWCM had not been answered in a timely fashion (several days). Andrew inquired to a “Service Standards Agreement” from NW Community Management. Mark Del Castillo stated that NWCM has a 24 hour response time to homeowner issues/concerns. d. Glenn Miller: Glenn suggested that a microphone would be a nice accessory for future meetings. He also stated that with the large amount of issues coming from the City of Hillsboro that we should have a presence at the meetings. The Board presented that it is not feasible for the members of the Board to attend every Hillsboro Committee meeting but would look for a solution to this problem. e. Barbara Burgen: Barbara and others missed the beginning of the meeting and suggested a recap of the introduction of the Board of Directors. The Chairperson reintroduced herself as well as the rest of the Board, indicated our positions and term lengths. f. Barb Greenbaum: Barb wanted to openly address to members of the Board and homeowners that our community is one of closeness. She asked that people be aware of this fact and to be courteous to your neighbors with respect to noise, pets, etc. g. Dan Wilhelmi: Dan asked the Board to consider making the Rose Garden a pet-free area. He would like at least one park where parents can have their children play without concern for pet droppings. h. Michelle Chu: Michelle voiced concern over pet waste deposited in trash containers. She asked for more garbage cans in the common areas and more frequent pickups. i. Peter Enslow: Peter asked whether or not payments would be continuing to NWCM. The Board replied that NWCM is our current management company and the payments will continue to them for now and that any changes, if any, will be announced to homeowners. j. Jan Fallt: Jan is concerned about the sprinkler system still being run every day now that the weather is getting colder. She would like the Board to find out if the system is drained during the winter to prevent damage to the system. k. Cory Tarnopol: Cory is concerned about the amount of debris and lack of maintenance of the walking trails. The Board directed that the developer is to meet and correct these type of issues with the HOA soon. l. John Howe: John indicated that several locations in the community that seem to be earmarked for park benches have none. Specifically, 61st and Chestnut and Orenco Courtyard near that Tamarack model home. The Board indicated that this issue should be sent to NWCM for the most rapid response and that the Board will follow-up. Item VIII Adjournment The Chairperson welcomed and thanked attendees for coming and asked that the community continue to be the eyes and ears of the Board. Action Items Item I Budget 2005 Treasurer will meet with NWCM and present his findings back to the Board with his recommendations Item II Committee Formation E-mails and phone calls will go out soliciting volunteers Andy Gravano Secretary, Orenco Gardens HOA
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