Orenco Gardens Homeowners Association

Board of Directors Meeting

 

 

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 – absent)

 

3.)            Approval of last board minutes – 4/0 Approved

 

4.)            Opening Statement from the President

ú       Annual homeowner meeting Oct 12. different meeting geared for homeowners. Will be filling two board seats. Andy’s term is up – will not re-run. Michael Cooper, Secretary, resigning, due to professional workload. Board fills secretary’s slot. Open elections for Andy’s spot.

ú       Stress importance of this annual meeting. If homeowner cannot attend, make sure proxy is covered.

 

5.)            Treasurer’s Report

ú       Total liquid position ~$336K.

ú       Retained earnings as % of budget trending well. Rowhomes positive, moving up.

ú       Landscape contractor did not submit invoices for August, so expect to get that billing in Sept, plus Sept.

ú       Landscape supplies-extras well over budget – not spending nearly as much as originally budgeted. LSC will have to review landscape plan,extras.

ú       Total expenses well below budget. Expect expenditures to come in later in the year, but good trend.

ú       Insurance Audit: Scott engaged with Schwindt. Preparing to approach NWCM. Expect to have something to report at Oct meeting.

 

6.)            Reserve Study Bids (10 minutes)

ú       Board decision as to vendor to use and proceed.

ú       Summary of two bids – Schwindt and WSSC. The WSSC bid actually expired Aug 31, so would need letter of extension if selected.

ú       Both bids stack up fairly well on numbers and terms. WSSC specifies file format of PDF; scott works in excel for numbers, so convenience issue. Not a showstopper.

ú       Board discussed both bids and the summary Scott presented. Vote: 4/0 to obtain second bid from WSSC to proceed.

ú       Discussion of Reserve Funding Goal: various scenarios to fund reserves. 5 options summarized in table provided by Scott. Scott leaning to component or full funding model. Safe. Decision to focus on Full Funding method in discussions with WSSC.

 

7.)            Entrance Sign Change and Arbor Flagpole Removal status. (5 minutes)

ú       Flagpole removal: Arbor still waffing on removal. Steve at NWCM driving final answer. Board requests Arbor answer in writing. No updated provided by NWCM. Seems obvious NO from Arbor.

ú       Monument replacement Bid: board vote to proceed with formal bids 5-0 Yes. AR: NWCM get formal bids. OPEN action item for NWCM – get bids for flag removal and monument replacement.

 

8.)            Status of Gazebo and Pavilion Roof Cleaning ) (5 minutes)

ú       Follow up from last board meeting; NWCM was to investigate issue of water access to the sites with the vendor (board approved Keith Green bid).

ú       NWCM status on open action item to solicit bids to repair/clean/paint main gazebo per last meeting.

ú       No status from NWCM.

ú       No status on items 7 and 8 spawned discussion as to lack of updates and responsiveness, lack of updated action item list, tracking hours, how hours spent. Consider something in contract to track hours on future bids with management companies.

 

9.)            Board discussion on pet-free parks. (15 minutes)

ú       Discussion to vote again, limit restriction to tot-lots only, remove restrictions entirely.

ú       Andy summarized history of decision; well discussed issue.

ú       Are CC&Rs being violated? NWCM advice is that board is within it’s legal rights to make the decision.

ú       Scott: board requested of the ‘against ban’ folks to come back with proposals that was win/win for both sides. Only submittals have been petitions, but not alternatives or proposals. Wants to bring it to the Oct HOA meeting.

ú       Dennis agrees.

ú       Mike agrees. Frustrated that the PRO crowd is very quiet on the issue recently. Need proposals for win-win.

ú       Andy agrees. Signs have been ordered, we are proceeding, but can change – reappropriate the signs, for example for the play structure areas. Andy suggests board vote to delay placing the sign at the rose garden. Proceed with tot-lot signage. Then revisit at Oct HOA meeting.

ú       Vote: 4/0 to put up the no pet sign at tot lot, not put up the sign at the rose garden, and put on Oct HOA mtg agenda.

 

10.)         Status of Management bids and timeline for decision. (10 minutes)

§       6 RFPS submitted. 3 replies. 2 serious replies – not satisfied with quality of those bids. Scott following up on these 2 bids for more info.

§       Will be ready for recommendation on the two bids by next month. Larger board discussion needed on keep NWCM versus new bids.

§       Suggest we go back to NWCM with additional requirements for current contract regarding hours tracking, action item tracking, etc, then let NWCM come back with any changes to contract and fees.

 

11.)         Committee Reports:

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

ú       Landscape (LSC)

ú       Dylan Pollock: Injections have taken place.

ú       No answer on dead cedars behind townhomes. Doubtful Arbor warranted.

ú       Rose park - LSC has proposal, Dillon provided concept drawing. Proposal does not include costs.

ú       Question: no set guidelines for LSC…what is LSC jurisdiction? Krishna had mentioned only public areas. LSC is requesting guidelines from board.

ú       Definite need for ARC and LSC to work together. LSC can advise on landscape related ARC applications. Suggestion that we combine the ARC and LSC to one committee, with one chair. Something to consider.

ú       Andy will work with Krishna to pass on right information, work on guidelines, improve communication.

 

ú       Architectural Review (ARC)

ú       ARC approved 4 projects. One project on hold due to color of shakes and getting approved color palette from Arbor/NWCM/City.

ú       5 total members now.

ú       NWCM has not been forthcoming on requests for backup data on flagpole denials. NWCM has yet to produce backup for second denial. If NWCM cannot produce 2^nd denial, Scott will write a letter to homeowner from the board, issuing an apology, since homeowner has repeatedly asked for clarification of second denial. The first denial of first ARC app still stands.

 

ú       Website (WSC)

ú       Website forums proving more significant project than expected. 2 volunteers working on it.

ú       Scott: what information is he required to bring to the annual HOA meeting? Andy to clarify.

 

ú       Neighborhood Watch (NHWC)

ú       Susan Roser: have had 2 meetings – July, September. Next mtg in oct. Fully staffed and organized. Recruiting block captains. Meeting with Hillsboro liaison regarding signage (we are allowed certain number of signs).

ú       Considering additional lighting at basketball court.

ú       Scott: comment on light at basketball court. Lighting would invite outside users to stay even later in the night.

ú       Board split on lights and no lights. Scotts point good point. But safety issue. Board looking for LSC/NHWC proposal on lighting.

 

ú       Social

ú       Pam Foat: Jazz night went well. Nothing on the horizon, looking for suggestions.

 

ú       Political Action (PAC)

ú       Looking for volunteers and a chair.

 

12.)         New Business and Concerns from Board Members

ú       Process for filling the two board seats.

o      Step 1: let homeowners vote to fill Andy’s slot since his term is up. Then,

o      Step 2: let new board select Michael’s replacement from volunteers since Michael is resigning before term up.

 

13.)         Open Forum

ú       Janine Sisk: dog owners did get together to discuss compromises, not reached, but did want to bring to annual meeting. Question about life of a board member.

ú       Amy Houdani: did not present compromises because they interpreted CC&Rs that board was not empowered to ban pets. Board clarified Bylaws citation that let’s board make the decision. Willing to continue pursuing alternatives. Asked about what the no pet signs look like and where will be placed.

ú       Ravivan: what does the ban apply to – the whole park, or just park structure?

ú       Pam Foat: presented sample of a newsletter to consider using in future.

 

14.)         Adjournment - meeting adjourned 9:00 pm.