Orenco Gardens Board of Directors Meeting

Meeting Minutes

7.13.05 7pm

Call to Order

Board Member Roll Call

Scott Richardson

Mike Cooper

Andy Gravano

Krishna Regupathy

Dennis Holtz

Approval of Minutes

- Minutes from June 08, 2005 are approved and posted to the website

Statement from the President

• Reiterated importance of time and keeping open comments to open forum

Treasure’s Report

• Balance sheet looking good.
• Reserve allocations trending correctly.
• Summary: 413 Rowhomes retained earnings broke through and now positive. Trending in right direction. Strong position overall – on track, on budget.
• Krishna asked clarifying question on landscape budget.
• Rowhome Insurance Refund Topic:
• NWCM uses Schwindt commonly as a vendor and seeks bids from them.
• Treasurer’s concern about NWCM approaching Schwindt for Reserve Bid, while we have engaged Schwindt for the Refund study. Asked Scott Fisher to leave meeting during this discussion – treasurer wants to close any potential for conflict of interest.
• Board opinions – confidence in Schwindt based on treasurer pick. Continue previous board vote to use Schwindt for this refund study.

Committee Reports

o ARC

o Scott R had last ARC minutes.

o Main discussion was security signs in yards. ARC recommends no action against these type signs.

o No parking signs: ARC recommendation to enforce not allowing these signs.

o For rent signs: ARC has no position, seeking board opinion. 2 board members against; 3 boards members ok with under same standard of appearance as For Sale signs. CC&Rs disallow the signs. NWCM recommends some future ARC guidance related to windows only, or not allowing them at all.

o Homeowner attendee comment about consistenty upholding CC&Rs.

o Board vote: unanimous approval to disallow For Rent signs, no conditions. Will now constitute an ARC violation.

o Seeking 3 more ARC committee volunteers.

o LSC

o LSC secretary presented LSC minutes. Many items on this agenda for bid/proposal board approval.

o Common area landscaping. LSC understanding from Showplace that OGHOA pays for upkeep including around apartments. Scott R clarified based on initial walkthrough with Showplace that we do not pay for apartments. If LSC has evidence, bring to board for contract enforcement.

o NHWC

o 5 volunteers now. Neighborhood sheriff helping out. First meeting Monday next week.

o PAC

o 1 volunteer. No committee activity yet.

o Social

o No representative. Jazz in the Park – see website.

o WSC

o Progressing on setting up the forums. Soon will be able to log into community bulletin boards using lot account number.

o Low meeting activity. Good activity maintaining the website. Good traffic on the website.

o Still engaging with local vendors to advertise $ to help pay for website.

o Newsletter: presented a draft first newsletter to look at. Current intent is monthly newsletter in addition to website. Always seeking OG resident input to the newsletter. Contact the WSC/Newsletter to participate.

Special Assessment

• Topic since turnover, Rowhome shortfall. We see in treasurer’s report Rowhome now positive, however, way low.
• At issue: does board want to take it to community vote to amend CC&Rs to allow special assessments. Current governing docs allow 20% annual increase in assessments.
• Amending CC&Rs/bylaws requires 75% quorum, and 50% yes house hold vote. Not likely without a good reason.
• Board vote to bring to annual homeowner meeting for vote: 5 yes.
• AR: Andy spearhead this and get ready for vote at annual meeting.

Entrance Sign Change and Arbor Flagpole Removal

• Per NWCM, Arbor will not change sign/monument. Arbor will remove the Arbor flagpoles at no cost to OGHOA. Proceed with taking flagpoles down. 5 Yes vote to proceed. AR: NWCM drive with Arbor.
• Board consider getting bids to have the entrance sign changed to Orenco Gardens. NWCM to assist in getting bids.

Arborist Report & Oak Treatment Proposal

• Krishna LSC aware of another big tree that needs attention. Suggestion to board to get Arborist to look at this ‘new’ tree. Is this 2^nd tree already included in the current bid?
• (2) Oak tree with anthracnose – bid for treatment: board vote 5 Yes for Injection option. Condition: Krishna clarify the same tree is aware of.

Landscaping Proposals

• Bigger tree circles: board recommends going back to Arborist to reevaluate the size of the tree circles. Issue with compromise with semi sized circle versus clearing away grass fully under trees. Need more information before voting on this proposal. Bring to next board meeting. 5-0.
• French drains in Arbor Park: LSC committee not unanimous, still discussing options (2/2 split on LSC). Board - time of essence based on impact to bordering homeowners. Board vote: 5-0 yes to proceed with French drain proposal.
• 5-0 vote to table the other LSC proposals. Will revisit next meeting.

Gazebo and Pavilion Roof Cleaning Bids

• 2 bids, both contingent on water being available to contractor. NWCM doesn’t see readily available water hookups. Bids don’t include potential $ to deal with water availability – truck in, etc.
• Board vote: 5-0 to approve Keith Green bid for picnic pavilion roof cleaning.
• AR: NWCM get bids for gazebo cleaning to include dirty gutters.

Pet Waste Station bids

• Board vote: 5-0 to approve the 2 lower cost units in the proposal.

No Pet Area Signs Proposal

• Tot lot and Rose Garden were approved at previous board meeting as no pet parks. These are signs to state no pets.
• Board vote: part no. SN348 sign 5-0 approve 2 signs – 1 per park. Prefer a sign with color as opposed to black and white. Includes approval of 2 six foot poles to mount the signs on.

Cedar Tree Replacement Proposal

• LSC proposal is to give LSC authority to address warranty issue with original installer. Board vote: 5-0 approve LSC pursuing warranty with installer.

Reserve Study Bids

• Board decision to table until next meeting. Time to study bids.

New Business / Board Comments regarding Community business concerns

• Krishna: asking for clarification of roles, authority of committees. Duplication of work. Andy: board makes the decisions. Committees bring proposals.
• LSC role in landscaping CC&R violations - address to NWCM.
• ARC guidelines. Scott R and ARC discussion around signs for example. CC&Rs disallow signs except for sale and political. We agree to do nothing on security co. signs. “guidelines” will grow as applications are processed and approvals/decisions made. Used by ARC.
• NWCM can implement a system for OGHOA to track enforcement actions. Will involve doing systematically sections of the neighborhood every week.
• Mike C showed a real estate flyer with selling point by realtor for HOA (even though not clearly stated as low HOA fees…).
• Dennis: caution with CC&Rs to not become a police state. Example, draft newsletter language about parking on street… our CC&Rs are clear. City of Hillsboro also has rules about parked RVs on streets.
• Krishna: Need to schedule a working board meeting.
• Andy: care when we have committee members that work for competing vendors, No copies of contracts should go to committees without approvals.
• Scott R has prepared RFP for management co. bids. Will email to board for review/comment.

Open Forum:

• Jan Fallt: comment about trees similar to cedar trees. In rowhome near Alder Street. Has landscaping experience, comment on shoddy installation of plants/trees. Water issue: sprinklers on every day - getting mold, mushrooms.
• Why so short time for open forum? Bottom line focus for board meetings is business items. Input valued, but need to get through the business. Meetings are open to homeowners, but open forums are optional.
• Agenda – when published, and too brief. Homeowners would like to know ahead what is on agenda and enough info to know what topics are.
• Tom with ONO Orenco Neighborhood Organization. Info about golf course development and appeal. ONO has attorney. Garage sale to raise funds for appeal. Tom asking OGHOA board if interested in helping/participating. Board ok with publicizing the garage sale on the website. Board needs to study the legal proposal before deciding further. Next hearing August 22, 23^rd.

Adjournment meeting adjourned 10:09 PM.