There were 15 in attendance including 6 voting members of the Board.
The business meeting was called to order at 6:32 pm.
The minutes of the March 19, 2024 Board meeting were approved by a majority of the Board via email.
The Treasurer’s report was given by Dan Hickox and was accepted by those Board members present. As of 4-30-24 the Savings balance was $39,356.11 and the Checking balance was $46,367.34. The Reserve and Emergency funds have a balance of $43,959.43 as of 5-10-24. Late fees are now being applied to any past due balances that meet the requirements. All budget spending categories are on track for the year with no negative results.
Old Business:
The amended CC&Rs (Article XIII) and Bylaws (scrivener’s error) were recorded by the County on 4-3-24.
New Business – Proposed Parking Policy:
Richard Rouse gave a presentation on the proposed Parking Policy developed by the ad hoc Parking Committee. He passed out a survey form of four questions to the Board members who were present – to be filled out and given back to the Secretary. Three have been received as of 5-30-24.
Discussion:
During the meeting, two Board members felt the proposed policy was too complicated. One of those felt it couldn’t be enforced. One stated that whatever we decided needs to be low maintenance. Two want only temporary parking (only one mentioned that it should be for 72 hours). One doesn’t want a parking policy. One mentioned that rather than a policy people should place a laminated sheet on the dashboard stating who the car belongs to. One wondered whether we can split temporary and guest parking only evenly.
It was mentioned by a committee member that no matter what else is decided, the parking spaces throughout the community should be painted. One committee member wants to prevent anyone from using the same spot after leaving the space and then returning later in the day. An attendee asked about handicap parking.
The proposed policy was sent to the Board two weeks prior to the meeting so Board members could answer questions for the committee chair and have their comments recorded. No responses have been received.
New Business – New Volunteer Committee
Don Dyer presented the aims and activities of the newly formed Volunteer Committee. The aims include encouraging residents to volunteer, to help contain HOA costs and to cultivate community spirit. The activities were cutting a downed tree near the creek bridge, having buried utility lines located prior to installing signs to the path entrances and requesting volunteers to help install the signs and pathway lighting.
Committee Reports:
Architectural:
Aleena Stephens presented a Canva.org slideshow of the committee’s proposal. The pages included the committee members, a streamlined process of filing request forms, the exterior color scheme proposal, the need for future changes to the CC&Rs with their suggestions and the timeline for approval of the form and new paint colors, as well as amending the CC&Rs. The current colors will be grandfathered in.
The Architectural committee plans to have a July meeting for anyone interested in seeing the array of colors that will be acceptable to the Association. They are hoping to have a Sherwin Williams representative at that meeting. The date, time and place of that meeting will be determined later. It was mentioned that roofs could be different colors on the multi-family units with one attendee stating that they should remain the way they are currently.
Aleena also included in the slideshow presentation a reference to changing the website from GoDaddy to Canva. (See under Website)
Hospitality:
Peggy Rouse reported that two new neighbors have moved into the community. They are at lots 60 and 86.
Landscape:
Dan Hickox reported that the committee reviewed the current landscape contract in preparation for renewing it in January 2026. They are looking at the possibility of seeing which items can be done by volunteers for cost savings and efficiency. Any potential new contract would be set for 2 years initially. It may include pet friendly chemicals and battery operated blowers or blower use restrictions. Dan went over the current contract items.
He mentioned that the Board had previously approved $1,500 for trimming the River Birch by the creek, which will be done when the area is completely dry. Dan also stated that the fallen tree behind the units 42, 43 & 44 on Driftwood will be left as is with only minor trims, as per the request of those homeowners.
He presented plans for 2024 and the landscape funding which includes tree maintenance, new trees and shrubs, soil additions and the budget for landscape and tree preservation. He also mentioned a program about “adopting a plant” which will be published at a later date. The committee is also trying to get the Greater Yamhill Watershed Council people back out to help with plant selections and assistance.
Maintenance:
Roger Pence reported about the projects in progress, which are the installation of 6 path lights between the bridge bench and the tennis courts, the installation of signage at HOA entry points and painting the bridge rails and horizontal water retaining parts. The upcoming and budgeted 2024 projects are investigating and arranging for new locks and new nets for the tennis court.
Proposed projects which will need budget approval are new dog waste receptacles, repairing the tennis court surface and new signs and parking space painting per Board of Directors decisions regarding a new parking policy.
Mail and Correspondence:
Peggy reported that letters were sent out to realtors regarding the updated CC&Rs and Bylaws.
Website:
There was discussion regarding a new HOA website on Canva.org. It’s fee is $25 a year. This website would allow multiple members of the board to have editing access, it’s easier to navigate and find information and honors our status as a non-profit by changing our URL from .com to .org. It will pop up easily during a search on a search engine, unlike the current website. A question was raised about the security aspects (SSL) on Canva. Aleena will check on this and report back. Our current GoDaddy account is paid up through 9-15-26.
Discussion:
An attendee brought up garbage bins that are left out for too long. This is in violation of both the Enforcement Resolution and Article X of the CC&Rs. The response was that a resident must fill out a written complaint as per the Enforcement Resolution in order to have the Board act.
Another attendee talked about an app that will give information about events in the Association. The app is called Team Reach. The attendee believes that this app would be more effective than the website. It was mentioned that it would help with emergencies. Aleena will look at the privacy policies associated with it and give us a presentation at the next meeting.
The meeting was adjourned at 8:21 pm.
The next meeting will be held on Thursday, July 18, 2024 at the Michelbook Country Club starting at 6:30 pm.