TO:

Orenco Gardens Homeowners Association

Board of Directors Meeting

Meeting Minutes 8/10/2005

1.) Sign-in (6:45pm)

2.) Call to Order and Board Roll Call

Michael Cooper, Secretary

Andy Gravano, President

Scott Richardson, Treasurer

Dennis Holtz, Board Member

Krishna Regupathy, Vice-President

3.) Approval of last board minutes - 5 yes approved.

4.) Opening Statement from the President

Stressed full agenda. Stick to agenda/time. We have time constraint – get kicked out of rented room at 10:00 pm. Normally have open forum at end – please withhold public comments to open forum. If you don’t get your comment in, send email to or call NWCM (Scott Fisher – community manager).

5.) Special Open Forum

a. By special prior arrangement through NWCM to allow residents to express opinions on Chestnut (Rose Garden) Park and Tot-Lot Pet-Free Designations (“Pet Ban”).

ú Ravivan Tonovan: collected 34 signatures on a petition against the pet ban – has mailed to NWCM. Request to reconsider the pet ban, instead install waste bins. She commented that has encountered animal droppings by her house – so not limited to the parks. She referenced various emails from other references that had been sent to NWCM and forwarded to board members. Suggests a problem solving meeting with pro and con. Part of value of community is the parks – Ravivan spoke for several people not present.

ú Cheryl Ty: board solution not solving the problem. Alienates the responsible dog owners. Work with them on solution. Use of doggie bags

ú Jenine Sisk: dog owner that uses doggie bags. Closing parks turns off the responsible pet owners. Concerned about the impression no pet sign gives. Positive impression that dog-friendly look of the community gives.

ú Jean – Chestnut St.: how enforce pet ban? She is responsible pet owner also.

ú Barbara Garland: a matter of equity - homeowners and dogs as part of the family. Homeowners pay dues.

ú Andy Gravano statement: some background - at turnover meeting engaged a lot of residents with pet waste concerns. Some residents are afraid of animals – domesticated animals. There is some city of Hillsboro and Portland guidance as to where pet’s are allowed – even leashed. The pet ban is not intended to alienate anyone. Enforcement: board is treating it as a suggestion. HOA could enforce with enough evidence – notice letter etc. Andy closed with offer for residents to submit solutions to the problem – without alternates, he is unlikely to change his vote.

ú Scott Richardson statement: to the cost issue - cost of installing pet waste stations. Cost driven by a few costing everyone. There is a city leash law - observe quite a few in neighborhood violating leash law.

ú Krishna statement: doesn’t like “ban”. From original board discussion, understanding was going to be more reminder to pick up after your pet. Krishna appreciate fact that some people/cultures do not understand psychology of pets in America.

ú Dennis statement: supported hard work board put into decision – not taken lightly. See balance of dog walkers and parents walking children – find some balance.

ú Board vote to put on next board meeting agenda to consider any proposals submitted by residents.

6.) Treasurer’s Report

ú An insurance $326 charge showed up in June not expected. Per NWCM, premium for new bond – will be recurring charge going forward. Will budget 2006, cover with other money 2005.

ú Liquid and reserves looking good.

ú Rowhomes retained earnings further positive to $4487.64. Good trend.

ú Question water bills – way below what we expected. Expect water bills to hit in summer. Scott R check with NWCM on water billing cycle.

ú Schwindt has been given go-ahead to proceed with Insurance audit – has been given documents, etc. Schwindt has not engaged NWCM yet. Target completion for audit ~ 2 months (should have results in 2 board meetings – October).

ú Have submitted 6 RFPs out to property management companies.

ú Board consideration of vendor evaluation based on board discussions - way to assess vendors. Board agrees to concept of evaluation/assessment procedure going forward. Target to have assessment procedure defined prior to awarding contract to community management co. – everyone knows upfront expectations.

ú Start considering things for 2006 budget.

7.) Committee Reports:

ú Review committee proposals, activities, highlights from minutes of last committee meeting, etc.

a. Landscape (LSC)

ú Arborist report: proceeding with treatments approved. No danger to houses nearby.

ú Arborist looked at other oak tree areas - suggested fertilizer. LSC will bring proposal.

ú What HOA maintains versus apartments: Scott R provided original color community map with zones colored of HOA maintenance. Area in Green was not HOA maintained as agreed by Showplace.

ú Oak tree circles: board vote to approve standing bid from Showplace (2 ft extensions to circles) - 5-0 in favor.

ú Rose Garden fixes: LSC to bring proposal next meeting.

ú Cedar Tree Warranty: no report. Next board meeting consider proposals.

ú Oak tree injections: will happen this week (first injection). 2^nd and 3^rd year injections as planned.

ú French Drain installation: Arbor Park completed.

ú Pet waste stations: in progress. Next couple of weeks.

ú Path has been installed at end of Rowhomes. Includes two concrete pads assumed for benches. This is West Hills Development/Arbor project commitment.

b. Architectural Review (ARC)

ú Don Gustafson (chair) no meeting recently. 5 apps submitted.

ú Still short members – could use 3 volunteers. Andy will includes something on website to help recruit.

ú Issue with flagpole: homeowner removed it.

ú Scott R: mentioned board email activity/discussions regarding NWCM and tracking violations. Board has not ‘rode herd’ on NWCM - noticing inactivity on part of NWCM. Request to ARC chair to manage NWCM in producing and maintaining violations tracking log. Board ok with proposal to let ARC chair (Don) drive. Don accepted responsibility.

c. Website (WSC)

ú Working to keep up to date. # of hits growing. Always looking for feedback.

ú Newsletter: has gone out now in August with billings. Also planning special newsletter next billing cycle with up to date info regarding upcoming Annual Homeowners Meeting.

ú Ravivan volunteered for website committee.

ú Discussion about Board meeting minutes – timeliness of posting. Requirement that only ‘Approved’ minutes be provided. Question of posting Draft minutes followed by Approved minutes. Don’t want to publish Draft minutes - idea to post to homeowner-only section of website. Not open to world. Andy will include notice on website that Draft minutes available by request with link to board email. Will control giving out to homeowners only.

d. Neighborhood Watch (NHWC)

ú Now have 7 members on committee. Still recruiting members - neighborhood watch can’t be too big.

ú Sean working on brining liason from police dept. Start block captains, etc.

ú Website has current meeting minutes for those interested.

e. Social

ú No representative to report out.

ú Jazz in the Park is on August 21. Working issue paying but no issues.

f. Political Action (PAC)

ú No report.

ú No details about ONO material presented last meeting about Orenco Woods appeal. ONO looking to OGHOA to participate in next appeal meeting in August.

ú Andy include a recruitment ad on website for this committee.

8.) Entrance Sign Change and Arbor Flagpole Removal status

ú Flagpole removal: Arbor still waffing on removal. Steve at NWCM driving final answer. Board requests Arbor answer in writing.

ú Scott R suggests ad on E-bay for someone to offer for the flagoles.

ú Monument replacement Bid: board vote to proceed with formal bids 5-0 Yes. AR: NWCM get formal bids.

9.) Status of Gazebo and Pavilion Roof Cleaning )

ú Issue with gazebo flagged by homeowner last meeting – closer inspection seems gutter/edge needs paint. Pressure washing will likely remove already flaking paint.

ú Current Bids no status on Board approved bid from Keith Green to clean picnic area pavilion roof. NWCM has not found source of water yet in that area. AR: NWCM id solution this month.

ú Motion to have NWCM solicit bids to clean, paint, repair main Gazebo 5-0 Yes AR: NWCM get bids for Main Gazebo - line by line bid to address main gazebo – roof area, top boards where gutters attach – cleaning, painting as required to maintain structure and appearance.

10.) Status on Pet-Free Sign Installation

ú Signs on order. Should be ready to go in next week with the pet waste stations.

ú OPEN: location for the waste stations and pet-free signs. AR: LSC advise NWCM for locations.

11.) Reserve Study Bids

ú We have 2 bids for Reserve Study. WSSC bid was corrected from $6000 to $5200 – NWCM found error in some number redundancy and provided corrected bid.

ú NWCM advises that WSSC has more experience in the industry with reserve studies.

ú Motion to Table: 5-0 Yes to table to next board meeting to decide on approving a vendor to engage.

ú AR: board members within next 2 weeks provide comments/questions to Andy; 3^rd week Andy to call the two vendors and ‘interview’ them.

12.) New Business and Concerns from Board Members

ú LSC plan for dealing with dead/dying HOA maintained plants. Krishna proposal to have Showplace keep a log of plants and determination of cause - homeowner cause versus natural death, etc.

ú Andy comment: issue with Rhododendrons not being sun tolerant plants and neighborhood has a lot of Rhododendrons in sunny locations. Andy would like to see suggestion from LSC for plants to replace with considering plant location/tolerance to sun, etc.

ú AR: LSC come up with landscape plan, preferred replacement plants, replacement frequency, etc etc.

ú Dennis: looking to 2006 budget - looking for landscaping services. Opportunity to look into landscaping service a little deeper.

ú Mike C: maybe future newsletters have a LSC section for gardening tips, tree care tips, etc.

ú Scott R pointed out within current Landscape extras budget - plant replacements as sub-part of extras – very low dollar amount.

ú Scheduling Board Working Meeting: board sees no need for special ‘working’ meeting right now. There will be times, example, reviewing reserve study, where we need a focused amount of time to adequately review and discuss. Suggestion that possibly October board meeting is conducted with no open forum, then next board meeting has 30 minute open forum. Without open forum meeting would be focused agenda, for example budgeting and reserve study.

ú Vendor management: Mike C comment for big picture management structure – basically HOA ‘owns’ the contracts to vendors; NWCM facilitates but is not responsible. NWCM can provide it’s vendor grading list – they maintain grades on vendors they use There are some vendors NWCM won’t use based on experience. Board can always suggest a vendor to use.

ú Annual Homeowners Meeting: Turnover happened in October 2004. President’s term is up in October 2005. Andy proposing early October for HOA annual meeting (2^nd Wednesday of October, Oct 12). Vote 5-0 Yes.

ú Following week or asap, to be first board meeting with new solidified board (the next Wednesday). New annual budget should be handled by the new board - this gives new board a meeting together before handling budget etc.

13.) Open Forum

ú Stephanie Shilling, Farnham St.: request to be posted on website criteria for approval of landscaping, what’s in CC&Rs. Clarification on does committee interpret CC&Rs.

ú Board comments in response to clarify – for example, how the board decided to not send violation letters on Security Signs even though not allowed in CC&Rs. Advised that residents can send complaints, questions to NWCM.

ú Ravivan: asked for boards suggestion on specific problems so residents can provide suggestions for at next board meeting.