Orenco Gardens Board of Directors Meeting
Meeting Minutes
5.11.05 7pm



Call to Order

Board Member Roll Call
Scott Richardson
Lois Seeley
Andy Gravano
Krishna Regupathy
Dennis Holtz

Approval of Minutes
- Minutes from Nov, Dec 6th and 10th are approved by the board and posted to the website.

Statement from the President
- Board has been busy in the last few months.
- Keeping up with Hillsboro Committees with business pertaining to our community
- Budget for 2005 established

Treasureís Report
- Information packet from Treasurer given to the board.
- Review of 2004 finances
o Retained earnings and Consolidated Income were good for the 411, 412, 414, and 415
o Row homes (413) started at -$7000 retained, went another -$4500 throughout 2004
o Allocations for Reserve positive in 4 of 5 associations, but 413 had dipped into Reserves to pay for budgetary shortfall
o 2005 trending in the right direction.
- Row-home Insurance Refund
o Farmers Insurance has offered a $2500 refund for billing discrepancies.
o Treasurer is still insistent that we should be receiving more detailed month by month to determine whether the proposed refund is appropriate.
o Several CPAs targeted to do an extensive review of all financial situations.
ß $90-150 per hour
ß Approx 8-15 hours
ß Looking to recover as much as $17,000. Though the actual number may be lower
ß Mr. Holtz requested references for potential consultants.
o Reserve Study Status
ß Not started at this time
ß Several potentials firms to do the Study under evaluations.
o Management Company Search Status
ß Currently considering the reviewal of all vendor contracts, including NWCM.
Committee Reports
o Motion to consolidate newsletter committee into website committee.
ß Approved 5-0
o Landscape Committee Report
Primary task
∑ We focus on the landscape related issues in our community.

∑ Our job #1 is to maintain & enhance the beauty of our community by which we strive to enhance & maintain the equity in the community.

∑ Our job #2 is to enforce the landscape related CC&R requirements.

∑ Also, we do comparative shopping of different landscape service providers and make recommendations to the board.

∑ Basically we take on any issues that are related to Landscape and make recommendations to the board.


LSC activities in 2005.
∑ We had 5 meetings since January and the meeting minutes are sent to the WSC to be posted on the website

∑ Went over the Landscape related 2005 budget items and made some recommendations to the board for the next(2006) budget year.

∑ We had a walk through with Showplace repí John. Requested quotes for the different jobs that were identified as necessary to maintain and improve the landscape. The recommendations have been passed on the board for approval.

∑ We meet every first Saturday of a month.

o ARC
ß Had first meeting recently and looking for one more volunteer.
ß Discuss changes to exterior buildings
∑ Committee would like a set of standards for dealing with requests.
∑ Mr Holtz asked about standards for reviewal of sheds
o Clarification from treasurers on what is in the CC&R
o Discussion of Sat. Dishes
∑ Walkthroughs are being held twice a month
∑ ARC submissions are $50
∑ Questions raised about Signage, locks for water drainage areas.
o Website committee
ß Primary location for most up to date information regarding the community
ß Looking to get unobtrusive advertisers to help
o Social committee
ß Looking into social events (currently looking at a Jazz in the Park get together in August)
ß Suggestions welcome. Email address will be available soon.
ß Special interest groups to be formed (Reading groups, walking groups, etc)
Trail Decision by Hillsboro Planning Commission
o An overlook facility will be built by West hills in lieu of the trail behind the row homes on Orenco gardens drive. This was negotiated by the HOA and city with the Developer.
Neighborhood business/residential developments
o Update of the 1100 homes proposed to go into the 1 mile area surrounding our community
o Vote on the creation of a planning committee to overlook the Government related meetings and address issues that affect our community.
ß Created 4-1 (Holtz Nay)
Pet Waste Station bids
o Submit bids for Pet Waste Stations.
ß Install and assemble $316.75 each
∑ Maintenance $153 per 2000 replacement bags.
o Vote to make Rose Garden/Tot-lot Pet Free. This is to put a sign to state that it has been designated as pet free parks.
ß Passed 5-0
CC&R Amendment Discussion
o ProcedurallyÖ The board will vote on whether or not to put a vote before homeowners to give the board the ability to raise the assessments to cover.
o 75% of all the homeowners (correction from NWC, only 50% is required)
o KrishnaR suggested the board to look in to using the existing by-laws to assess the row homes for the deficiency since it might be possible that it is not required to create this amendment to solve the current situation.
o KrishnaR also suggested to reword the amendment to limit the ability of the board to do special assessment to only a special circumstance and also a % limit to it.
o Motion to table and request language to limit the ability of the board to specially assess ñ approved 5-0
New Business / Board Comments regarding Community business concerns
o DHoltz is unhappy with current Community Management Company.
ß Suggests NWC is slow moving and is not catching violations
ß LSeeley suggests that NWC has been better recently
o DHoltz concerned with Attorney fees
ß Numbers in the treasurerís report are acceptable but he suggests that it should be closely monitors.
o Speeding
ß DHoltz concerned with speeding on Orenco Gardens Drive
ß AGravano suggests DHoltz attend a street committee meeting to suggest measures to reduce speeding
o DHoltz concerned with responsibility and focus of Board.
ß Listed several personal problems with un-named board member(s).
ß Concerned that his opinions are not being solicited
ß He believes that the board is not focusing enough on issues within the community.
ß Addressed concerns with not having enough time to follow communication between the board. Cell phone calls are not appropriate and he does not live at his computer.
ß Concerned about being asked to do to much for a volunteer position
ß Upset that there was a suggestion to raise the number of board members from 5 to 7
o AGravano responded to DHoltz
ß Suggests that just because the HOA is voluntary, it does not mean that there is signification work to be done. Responsibility should not be actively avoided while holding a position on the Board.
ß Suggests if Board member does not have the time for Board business that he/she should resign to make room for someone that does.
ß Upset at the insinuation that the board tried to work offline to create more Board positions and suggested that the vote in question was whether or not to make it an agenda item for a following meeting
o SRichardson responded to DHoltz
ß Described the perceived disparity between the workloads of many of the board members. Several people are doing more work on the board because some are not doing their share.
o KrishnaR responded to DHoltz and others comments
ß We should set some communication standards and choose appropriate language and style while communicating to fellow board members to avoid any misunderstanding in the future.

o LSeeley delivers a statement to Boards/Homeowners
ß Busy yearÖ many tasks accomplished by the board
ß Read a statement resigning as president.

Open Forum:
David Fitzsimmons
- Problem solving management discussion. Communication is key here and we need to use the methods of communication. Need to discuss issues with the community, and community needs to be more involved, otherwise community will fail.
Cathy Lehtaola
- Concerned with lack of communication from board.
- ScottR suggested her to read the monthly assessment bill that we send every month. Especially the one that we sent with budget details had the kind of communication that she was looking for.

Mike Cooper
- Trees issuesÖ landscape committee is using

(As meeting was coming to a close (the building was closing) several people had comments/questions that were difficult to track)

Adjournment





Action Items
-SRichardson will attain a set of references from the potential candidates for the Row-Home Insurance Review
- SRichardson will develop a RFP for reviewing community management review.
- AGravano/SRichardson (along with NWC) will develop standards for the approval of ARC requests for the ARC
- AGravano to get electronic copy of CC&R and Bylaws
- AGravano/SRichardson padlocks for water drainage areas to reduce children. Clean water services may be the best route.