Oneonta Townhomes Homeowner’s Association

Board of Directors Meeting

Wednesday January 20, 2016

10:00 – 11:00 AM

@ KMO Office – 15 NE 3rd Street Gresham

Meeting Minutes

Present: Mardy Stevens, Shay Jarvis, Mike Pehrson, Kerry Ann O’Halloran, Gerry Barra

Call to Order – Mardy Stevens

Reports

Secretary’s Report – Gerry Barra-Minutes approved as corrected

Treasurer’s Report – Mike Pehrson

As of December 31, 2015 the checking account is $4,102.37 and the reserve account is

$48,941.91.

President’s Report – Mardy Stevens

Mardy passed around a letter from the Gresham Police Department thanking the

Association for recognizing Officer Leake’s visit to Oneonta for our safety walk

around.

Mardy requested scheduling a special Board meeting to review the Ad Hoc

committee’s work on by laws and CC&R’s, as well as description of alternate

position. Scheduled for February 2 at 10:00 at KMO.

List of Owner/Association responsibilities will be sent to owners pending review.

The Board needs to decide if we want to pursue Strategic Planning.

Association Manager’s Report – Kerry Ann O’Halloran

Updates- Mike is working on reimbursement for damage to pots for one of the

Owners.

Driveway play: amendment to November minutes regarding driveway activities.

The Board will work with legal counsel to assure the safety of all owners and guests

and limit the risk of liability to the owners.

Pilot Launch the Owner Non-Emergency Request for Repair form.

Document Review Committee Updates – Mardy the committee has finished review

and the Board is considering input at a special meeting on February 2 (see

President’s report).

Maintenance:

Gutter painting

Garage lights refitted with white LED lights

Landscaping-waiting for bid from Arturo

Irrigation reimbursement.

Cleaning sidewalks of snow and ice is owner’s responsibility

No compliance violations at this time.

Unfinished Business

Insurance Policy – verification of coverage

Schedule a meeting with Russ to review the policy.

Send a copy of American Family policy summary to owners.

Landscape – Gerry-no updates. Hope to have estimates for landscape and renovation for

prioritizing at Special Meeting on Feb. 2.

Maintenance – Mike

See Mike’s email for scheduling maintenance

List of approved contractors-Nothing to report at this time.

Owner Requested Items

Reconsideration of Rule concerning driveway play (see earlier minutes).

Update on implementing an Owner request tracking document-Kerry Ann is

finishing and launch pilot

New Business

2016 Budget- Operating budget is approved. Reserve budget approved pending incoming

contactor estimates. Unanimously passed.

In Feb. summary of budget to send to owners. Kerry Ann is authorized by the board to send

this to owners

Owner Requested Agenda Items-None.

Other:

Mike will talk to Caleb VanderMollen about updating the Reserve study

Adjourn 12:03

Oneonta Townhomes Homeowner’s Association Board of Directors Meeting Wednesday March 23, 2016

10:00 – 11:00 AM @ KMO Office – 15 NE 3rd Street Gresham

Minutes

Present: Mardy Stevens, Shay Jarvis, Mike Pehrson, Gerry Barra, Kerry Ann O’Halloran

Call to Order – Mardy Stevens Agenda approved as amended Reports Secretary’s Report – Gerry Barra approval of January 20th minutes, as corrected. Treasurer’s Report – Mike Pehrson Transferred $1,550 from reserve back into operating budget for garage light retro-fit as of March 23, 2016. As of Feb 29, 2016, the checking account shows a balance of $1,344.54; The reserve shows a balance of $19,188.66. President’s Report – Mardy Stevens Request to send report on tree cutting at 320 NE5th Street to owners. Schedule another meeting to finish review of Document Review Committee. Association Manager’s Report – Kerry Ann O’Halloran Owner request form-we may need someone to help create the document. Shay may be able to help. Pilot will start when the form is available. Driveway play rule- will draft language in collaboration with legal counsel, Stuart Cohen. Gutter cleaning—still some issues need to follow through. Landscaping next steps for hedge and ground cover removal-need clarification on how long the bid will be good. Confirmed the bid for the irrigation system re do. Landscaping –Mardy and Gerry will meet to discuss the next steps for landscaping on Friday, March 25. Approve bid of $685 for tree pruning of 8 Japanese maples on 5th Street this spring.. Unfinished Business

2016 Budget: Operating budget was approved at January meeting.. Reserve budget- Unanimously approved. Landscape – Gerry

Mardy, Shay Gerry will meet to formulate a plan

Maintenance – Mike- The following "punch list" with the exception of a few minor items, is complete.

1. The origin of the water intrusion at 295 NE 4th Street is probably in the chimney area. John examined the area in the unit that had water. Repairs will be scheduled.

2. There is a window leak at 290 NE 5th Street in the front facing window as well as the lower window facing east. Repairs will be scheduled.

3. The deck at 290 NE 5th Street will be repaired by a Dura Deck contractor and the repair will be completed by Lifetime exteriors. Lifetime will also complete the repair on the siding and the garage door trim. John Pedden will break down the costs and the Board can decide the allocation between the Association and the owner.

4. The rear downspout over flow at 245 NE 4th Street is because a 2 inch restrictor tube was placed between the downspout and the 3 inch pipe at the surface. The surface pipe is too close to the siding and must be repositioned away from the siding.

5 and 6. Repair of the dry rot in the window trim at 260 NE 5th Street and the hole in the siding at 215 NE 4th Street will be repaired along with the deck work at 290 NE 5th Street.

7. Update on the repair of damages at 250 NE 5th Street; the electrical box was replaced and there is a temporary cap on that box that will be replaced by correct siding. The phone box will be repaired and I have asked the owner to send the Board the cost to replace the plants and pots that were damaged. Lifetime will reimburse the owner. Owner Requested Items Reconsideration of Rule concerning driveway play- will draft language and meet with Stuart Cohen We have reviewed the Management agreement-Mardy commented on how accessible and professional Kerry Ann is. She is greatly appreciated. Owner requested approval for a yard sale in July. Board approved. Cindy Helzer will coordinate the sale, including traffic management with the Association manager. Update on implementing an Owner request tracking document Mardy requested permission to place round stepping stones to water faucet in her front yard. Board unanimously approved. We will send the operating budget and the reserve to owners, noting it is the annual budget. New Business Owner Requested Agenda Items None Adjourn 11:57

The meeting will be conducted under Robert’s Rules of Order, with owners allowed a three minute limit in which to address requested agenda items before the Board. This will enable all owners an opportunity to speak. If you have any questions, or wish to request an item be added to the meeting Agenda, please submit to: Oneonta Board of Directors Attn: Gerry Barra, Secretary C/O KMO 15 NE 3rd Street Gresham, OR 97030

Oneonta Townhomes Homeowner’s Association Board of Director’s Meeting Wednesday April 20, 2016

10:00 – 11:00 AM @ KMO Office – 15 NE 3rd Street Gresham

Meeting Minutes

Call to Order Present: Mardy Stevens, Mike Pehrson, Shay Jarvis, Gerry Barra, Kerry Ann O’Halloran. Reports: Secretary’s Report – Gerry Barra-minutes of the March 23 meeting were approved as corrected.

Treasurer’s Report – Mike Pehrson- the operating budget shows $1,902.49 as of March 31, 2016; reserve account shows $24,677.77.

President’s Report – Mardy Stevens- for the Document review, we need to clarify window casements, sashes, frames. Mike will ask John Pedden for definitions. We will consider whether to make this part of the document.

Association Manager’s Report – Kerry Ann O’Halloran See report for more details. Driveway rule: Revised the language previously drafted. The below revision will be sent to Oneonta legal counsel for review.

The Rule states:

Per Article X Section 3 of the Oneonta CC&R’s, the Board of Directors hereby adopts the following Rule:

“The Private Roadway, also referred to as the Common Driveway, shall be used for ingress and egress purposes only. Any other use of the Roadway will require prior written approval of the Board of Directors. The Roadway is defined as the asphalt driving surface, running east to west, on the back side of the homes, and excludes the concrete.”

Annual Corporation filing with state completed 4/18/2016. Quarterly finance report will go out to owners. Unfinished Business

Landscape – Gerry- trip to Al’s to gather information and pictures for potential landscaping. We need a start date for installing the new irrigation system.

Maintenance – Mike- Conference call with Caleb VanderMolen to go over the reserve study updated and will clarify responsibility for maintenance of retaining walls, railings and steps and other items that we may need to clarify. Repairs - need to be completed on 295 4th Street chimney; John Pedden will arrange for

Richard to repair the leak. John will be here soon to offer a maintenance assessment of Oneonta. Owner Requested Items

Request for Driveway Mirrors – The Board is not proceeding with this request at this time. Board will look at other safety measures for the end of the driveway. Update on implementing an Owner Request tracking document for requests to the Association. Forms will be available on the KMO website or in hard copy for owner to pick up.

New Business

Kerry Ann will get a bid for power washing for the sidewalks for entire property and a bid for only 5th Street.

The electrical box on Hood near the entrance to the driveway was a temporary power source for Oneonta construction. It is no longer in use and the Association will remove it.

Annual Meeting - Mardy will find out when the Library is available. Adjourn 11:45

Oneonta Townhomes Homeowner’s Association Board of Directors Meeting Wednesday May 18, 2016

10:00 – 11:00 AM @ KMO Office – 15 NE 3rd Street Gresham

Minutes

Present: Mardy Stevens, Mike Pehrson, Shay Jarvis, Kerry Ann O’Halloran, Gerry Barra

Call to Order – Mardy Stevens Reports Secretary’s Report – Gerry Barra- April Minutes approved with revisions. Treasurer’s Report – Mike Pehrson-As of April 30, 2016, the Operating Account shows a balance of $4, 927.49. The Reserve Account shows a balance of $24, 578.19. President’s Report – Mardy Stevens After contacting Gresham City Hall about the tall grass in the lot across from Oneonta on Hood, the grass has been mowed Review of revisions and corrections of By-laws and Documents. Driveway Rule-Mardy will work on incorporating into the official documents. Mike proposed that we adopt the driveway rule as reflected in the April 20 minutes. After consultation with legal consul, the Board unanimously adopted the Driveway Rule. The Rule states:

Per Article X Section 3 of the Oneonta CC&R’s, the Board of Directors hereby adopts the following Rule:

“The Private Roadway, also referred to as the Common Driveway, shall be used for ingress and egress purposes only. Any other use of the Roadway will require prior written approval of the Board of Directors. The Roadway is defined as the asphalt driving surface, running east to west, on the back side of the homes, and excludes the concrete.”

Association Manager’s Report – Kerry Ann O’Halloran

See report Moved and approved to accept Arbor Pro bid to fertilize trees.

Unfinished Business

Landscape – Gerry

Will submit a written report explaining what we have done, where we are now, and what we hope to accomplish by mid fall, 2016.

If we accept bid for spreading compost, Gerry will be there when the compost is spread to make sure it is evenly applied.

Maintenance – Mike We need to fix chimney cap on 295 5th Street. Owner Requested Items Deck maintenance-need phone numbers for repairs to Duradeck The Board will continue to consider driveway safety options. Update on implementing an Owner request tracking document New Business Driveway Sealcoat-approved by Board unanimously.

Annual Meeting agenda to be determined at the June 10 meeting.

Adjourn 11:30

Oneonta Townhomes Homeowner’s Association

Board of Directors Meeting

Wednesday July 20, 2016

10:00 – 11:00 AM

@ KMO Office – 15 NE 3rd Street Gresham

Minutes

Present: Shay Jarvis, Mardy Stevens, Rosemary Baum, Mike Pherson, Gerry Barry, Kerry Ann

O’Halloran

Call to Order – Shay Jarvis

Reports

Secretary’s Report – Gerry Barra-Minutes from May 18, 2016 Board meeting were approved

as corrected.

Treasurer’s Report – Mike Pehrson-as of June 30, 2016, the operating account has a balance

of $2,961.06; the reserve account has a balance of $3,999.32.

President’s Report – Shay Jarvis

Mardy has agreed to continue as the point person for the document review.

Association Manager’s Report – Kerry Ann O’Halloran

By laws and CC&R’s are ready to go to the legal counsel for review.

Per Article 11 of Oneonta CC&R’s, Owners will vote on any amendments of the CC&R’s.

See report attached.

Unfinished Business

Landscape – The HOA is in the process of getting bids for tree pruning.

Given issues in the past year regarding structural repairs and the current needed

maintenance, the Board is putting the landscaping plans on hold.

A note will be sent to owners about not disposing of construction waste into storm drains.

Maintenance – Mike

We have almost completed the list of repairs for exteriors.

Owner Requested Items

Owner responsibility of maintenance of tree wells -The Board clarified that the trees

in the wells are the Association’s responsibility. The plantings in the tree wells are the

responsibility of the homeowners.-

New Business

Association Resolutions Discussion

Clarification on Insurance re: Studs in/out

Compliance Policy for enforcement of the CC&R’s.-The Board will explore other

Homeowner Associations compliance language.

Board approved unanimously use of the road way for National Night out August 2nd

at 5 pm.

Adjourn 11:38

Oneonta Townhomes Homeowner’s Association Board of Directors Meeting

Wednesday August 17, 2016 10:00 – 11:00 AM

@ KMO Office – 15 NE 3rd Street Gresham

Minutes Present: Shay Jarvis, Mardy Stevens, Gerry Barra, Kerry Ann O’Halloran

Call to Order – Shay Jarvis at 10:00 Reports Secretary’s Report – Gerry Barra July 20, 2016 minutes approved as corrected

Treasurer’s Report – Kerry Ann, in Mike Pehrson’s absence: $3010.10- in the operating account; $5,223.49-in reserve account as of July 30, 2016.

President’s Report – Shay Jarvis-reported suggestions from owners at National Night Out: o Owners want to see the minutes as soon as possible after Board meetings

Approved minutes will be posted as soon as possible after the Board meeting in which they are approved.

o Should we have yearly pruning of the trees? The Board will look at past practice and consult with an arborist.

o Looking for a calendar when certain work will be done, such as- pressure washing. The Board has a yearly calendar, which is in the HOA Owner’s Handbook distributed at the annual meeting. The calendar is a working document, and additional work items will be considered.

o Request that the annual meeting be more social with a barbecue or other activities to draw better attendance.

The Board noted that the annual corporate meeting is a business meeting, Association Manager’s Report – Kerry Ann O’Halloran

Board will request legal advice regarding who receives communications from the association.

The Board requested that Kerry Ann solicit at least one more bid for trimming the maple trees.. Unfinished Business

Resolution for Compliance – tabled to September meeting Landscape – Gerry, no new reports. A message was sent to owners that the landscaping work is being postponed until funds are available.

Attorney Review of Proposed modifications to Association documents-pending. Owner Requested Items:

Explore possibility of having striping painted on 4th and 5th for parking. Mardy Stevens volunteered to contact the appropriate department at Gresham City Hall. New Business

Neighborhood Safety Plans – Mardy-The Board will update the disaster preparedness form and the Oneonta phone tree.

Mike Pehrson will be resigning as a Director, effective date of the closing of the sale of his home at Oneonta. Adjourn: 11:39 am

OneontaTownhomesHomeowner’sAssociationBoardofDirectorsMeetingMondaySept19,2016

1:00–2:00PM@KMOOffice–15NE3rdStreetGresham

MINUTES

Present:ShayJarvis,MardyStevens,RosemaryBaum,GerryBarra,KerryAnnO’Halloran

CalltoOrder–ShayJarvis BoardVacancy TheBoardacknowledgedtheresignationofMikePehrsonasaDirectorandOfficeroftheBoard,effectiveAugust19,2016.

TheBoardappointedRosemaryBaumtofillthevacantDirectorpositionontheBoard.TheBoardelectedRosemarytofilltheofficeofTreasurer.BoardmembersareauthorizedsignersfortheAssociation’sReserveAccountandlineofcredit.

OwnerRequestedItems

ArchitecturalReviewRequest–reconsiderationofrestrictiononsecurityscreendoor-GeraldandDeidreRodgers.

TheBoardhasapproved,inthepast,theinstallationofPhantomscreens.TheBoardwillresearchthesesafetyscreendoorsoverthewinter.

TheBoardwouldlikeeveryonetoturnontheirlightstoassessanyimprovementinsafety.

Reports Secretary’sReport–GerryBarra-August17,2016minutesapprovedasrevised. Treasurer’sReport–KerryAnn,inabsenceofaTreasurer,providedthefinancialreport.Theaccountsbalance,asofAugust31,2016are:$5,074.10intheOperatingAccountandabalanceof$7,237.51intheReserveAccount. President’sReport–ShayJarvis Shayrequestedthatareminderbesenttoownersaboutthefollowing: Noparkingindriveway.Ifyouarehavingworkdoneandworkershavetoparkthere,pleaseadviseyourneighborssotheycanmovetheircarstothestreet. Ownersareresponsibleforsnowandiceremovalonfrontsidewalkandwalkways. Garagedoorshaveatendencytobounceup.Pleasemakesureyourdoorsarefullyclosed.

Shayhasfoundaworkertoinstallnewrubbergasketweatherstrippingongaragedoorsfor$100.00thatincludesagaragedooropenertuneup.PleaseadviseShayifyouareinterestedinhavingthisservice. Ownersareresponsibleformaintainingtheirtreewellseveniftheyareoutoftownforextendedperiods.Pleasemakearrangementswithneighbors,familymembersoralandscaper. AssociationManager’sReport–KerryAnnO’Halloran OwnercomplaintthatForSalesignageisexcessive.TheBoarddeterminedthesignagecomplieswiththeCC&R’s. TheBoardispursuingbidsfortreepruning. UnfinishedBusiness

ResolutionforCompliance–tableduntilnewby-lawsarereviewed UpdateofAssociationDocumentsproposedbylegalcounselarebeingreviewedbytheBoard NeighborhoodSafetyPlans–MardyhascontactedtheCityofGreshamregardingthepossibilityofstripingparkingspacesin4thand5thStreets.Aresponseisanticipatedsoon. NewBusiness: Nonewbusinesswasbroughtforward. Adjournmentat3:18.ThemeetingwillbeconductedunderRobert’sRulesofOrder,withownersallowedathreeminutelimitinwhichtoaddressrequestedagendaitemsbeforetheBoard.Thiswillenableallownersanopportunitytospeak.

Oneonta Townhomes Homeowner’s Association

Board of Directors Meeting

Thursday Oct 20, 2016

10:00 11:00 AM

@ KMO Office – 15 NE 3rd Street Gresham

MINUTES

Call to Order – Shay Jarvis

Mardy Stevens, Shay Jarvis, Gerry Barra, Kerry Ann O’Halloran

Owner Requested Items

None

Reports Secretary’s Report – Gerry Barra- revisions are being made to the minutes.

Treasurer’s Report – Kerry Ann, in absence of Rosemary, reported the accounts’ balance

as of September 30, 2016: $3,378.58 in the Operating Account and $9,239.31 in the Reserve

Account.

President’s Report – Shay Jarvis

The Board is exploring additional contractors to handle construction related repairs.

Association Manager’s Report – Kerry Ann O’Halloran

The updated Contact List of all owners is complete and will be emailed to all owners.

Working on getting bids for chimney work at 295 NE 4th Street.

Regularly occurring maintenance items will be incorporated into the calendar.

Maple trees in tree wells and along 4th Street will be pruned.

Unfinished Business

Security Screen Door Research – The Phantom Door has been approved and the Board is not

considering any other type door.

Maintenance-see Association Manager’s report above.

Modifications of Association Documents proposed by legal counsel – the Board is continuing

to review the documents.

Striping for Parking – The city has responded that, due to cost, the city of Gresham will not

stipe parking places. Due to the city’s response The Board will not take any further action.

New Business

No new business was brought forward

Adjourn 11:30

The meeting will be conducted under Robert’s Rules of Order, with owners allowed a three minute limit in which to address

requested agenda items before the Board. This will enable all owners an opportunity to speak.

Oneonta Townhomes Homeowner’s Association Board of Directors Meeting

Monday Nov 21, 2016 10:00 11:00 AM

@ KMO Office – 15 NE 3rd Street Gresham

DRAFT MINUTES Present: Shay Jarvis, Rosemary Baum, Kerry Ann O’Halloran, Gerry Barra Guest: Jerry Rodgers

Call to Order – Shay Jarvis Owner Requested Items No requests were submitted Reports Secretary’s Report – October minutes are approved as corrected Treasurer’s Report – Kerry Ann/Rosemary As of October 31, 2016, the balance in the Operating Account is $544.89, and the balance in the Reserve Account is $11,250.77. President’s Report – Shay Jarvis-

No Board meeting in December Needed maintenance- trim around garages show varying stages of disrepair and dry rot. The Board will identify areas in need of maintenance. We need to have Lifetime Exteriors come in and refashion the downspouts from upper roof to deck. The Board is considering having the front facing of the small front decks painted to eliminate moss. Caps on the pony walls were done incorrectly and need to be redone.

Budget is due by February 1st.

Association Manager’s Report – Kerry Ann O’Halloran Hummingbird Landscaping’s contract is due for renewal in January. Trees along the driveway and on 4th Street have been pruned. Roof repairs that caused water intrusion at 290 NE 5th Street have been completed. Work on the chimney cap is continuing on 295 NE 4th Street. Unfinished Business

Update on Resolution for Compliance -tabled until January Board members will meet on Dec 2 to review corrections to Association documents.

New Business No new business was brought forward. Adjourn 10:51 The meeting will be conducted under Robert’s Rules of Order, with owners allowed a three minute limit in which to address requested agenda items before the Board. This will enable all owners an opportunity to speak.