Secretary Report; Minutes of last meeting approved.

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1 1/21/15 KMO Office 10:00AM Present: Hank Stevens, Mike Pehrson, Jim Bailey, Rosemary Baum, KerryAnn O'Halloran Call to Order by Hank Stevens Owner Requested agenda items; Jerry Rodgers had a request that was held over from the December meeting, for an update on the status of Frontier Cable. We are at a standstill at this time. There is a need for a large number of people requesting service to make it feasible for them to lay cable. Monthly price is $99.00 currently for TV, phone and internet. Hank is having some problems at this time but Frontier claims they will be resolved if they install FIOS. Secretary Report; Minutes of last meeting approved. Treasurers Report; As of 12/31/14 ending balance of $3, in checking and $30,l11.00 in Money Market. Projected to have approximately $3200 in operating account and $33,390 in Reserve Account as of February 1. Projected to have $18,000 in Reserves at the end of This is after replacing the rest of roofing on 5th St, and the repair of water intrusion at 290 NE 4th St. Discussed raising HOA dues by $25.00/month, which is the 10% amount we can raise at a time. Motion was made and approved. Will be in effect March 1st. This must be done now to help mitigate a shortfall in the future. KerryAnn will compose an to owners to explain the need. Managers Report: 1. Black cylinder lights on rear of buildings may be cheaper to replace than to repaint. Investigating. 2. Still need to acquire roofing warranties. KerryAnn will follow up. 3. Jarvis's garage paint touch-up still to do. 4. Sidewalk replacement on 4th St is completed, but needs some clean-up. 5. Carol Bloom's temporary repair to be done promptly and full repair in two weeks. 6. Downspout between Stevens/Burbach still needs fixing. Landscaping; 1. Irrigation reimbursement is difficult to determine due to a change in the format given to us, plus the water seems to have continued to run after it was supposedly shut off. Propose to review last years and this years monthly usage and arrive at an average then add in an extra month amount. We considered placing a padlock on the on/off valve. 2. Will try to set up on-site visits with Laurel Hedge and Goodnight Design on Wednesday the 28th. One in the AM and one in PM to survey landscaping. Administrative items: budget is awaiting Reserve Study completion. 2. Approval of request to disband Landscaping Committee sent out. 3. IBI balance issued. 4. Line of Credit with MBank not finalized. 5. Managers contract expires 1/12/15 and converts to a month to month. New Business: 1. Decided to place Board Meeting minutes on KMO website.

2 2. Feel the need for owners to be aware of and have copies of governing documents. A better copy will be placed on KMO website. 3. Discussed trying to get PGE to remove empty electrical box near entrance of driveway. KerryAnn will call them. 4. Annual Meeting will be sometime in June. Next Board Meeting on 2/18/15. Respectfully, Jim Bailey, Secretary Approved: 2/18/15 Board of Directors Meeting

3 Oneonta Townhomes Homeowner s Association Board of Directors Meeting Wednesday October 21, :00 11:00 KMO Office 15 NE 3 rd Street Gresham Call to Order Mardy Stevens Present: Mardy Stevens, President, Michael Pehrson, Treasurer, Gerry Barra, Secretary, Shay Jarvis, Alternate Rosemary Baum, Jean Holler, homeowners Reports: Secretary s Report Gerry Barra-submission of minutes Discussion of whether to attach association Manager s and President s report to minutes. The Board agreed to have them available but not attached to the minutes. Minutes from September 22- approved as corrected. Treasurer s Report Mike Pehrson As of Sept 30, 2015 checking is $2, Reserve is $18, M Bank line of credit is charging $2 per month on the origination fee for the line of credit. Mike recommends paying off the $400 which is the initial line of credit fee. The Board unanimously approved to pay this out of the reserve account. Report filed for financial review. President s Report Mardy Stevens Calendar for Board handbooks.will be added as a working document. The President asked the Association Manager if we need a strategic plan. The President will collaborate with the Association Manager to research this subject. President requested a special meeting to discuss resolutions and rules. Special meeting to be held on November 10 at the conference room at the KMO office. Suggested that the Budget be sent out for homeowner input; budget will be sent out mid- November with December 10 as deadline for input. Recommends if there are concerns or issues about maintenance or other concerns, to make them through an to the Board and Association Manager. Look at the possibility of using an electronic form for reporting such issues. Explore some forms and make a decision as to whether we want to use a form. Association Manager s Report Kerry Ann O Halloran Soil erosion deadline reports coming up. Manager will send to owners as reminder. Seasonal maintenance- on schedule.

4 Trimming of trees has been completed. Dead rhodies and other maintenance on Association maintained property is coming up. We are in compliance with the bylaws for landscaping on Association maintained properties. Kerry Ann will resend a list of preferred contractors to the Board. The policy regarding renters includes documenting their address, phone number, and car license plates to the Association so that the Association can maintain updated information. Ad Hoc Committee Updates: Earthquake Insurance Gerry Motion to accept the recommendation of the Earthquake Committee to adopt the policy from American Family Insurance for Homeowners Association Insurance pending attorney review and with careful consideration of board indemnified riders to policy. Motion unanimously approved. Document Review Mardy Mardy will send notes to the Board from ad hoc committee. The committee has reviewed the bylaws and has begun work on the CC&Rs. Input from owners is being considered. The next meeting is scheduled for November 9. Unfinished Business Landscape -Kerry Ann will prioritize meeting with Beth and Arturo and schedule a meeting with Arturo about infrastructure repairs needed (e.g. soil erosion, sprinkler systems). Security Mike will schedule a risk, security assessment with Gresham Police Department Shay Jarvis contacted Susie Cloutier of Columbia Land Trust to get information about their backyard habitat certification program. The Board requested a meeting with Susie or other representative. Maintenance Mike John Peddan thinks October start on roofs looks good. Other issues on individual homes will be completed after the roofs are done. The Board will look into the use of LED lights for garage and outdoor lights. It is important that homeowners do not let service personnel access any association maintained areas without written board approval. Resolution re: Driveway play: As noted in the President s Report, the Board will be considering resolutions during a special meeting to be held on November 10. New Business Consideration(s) from Fall Gathering: The President will draft a message to owners containing content and follow-up from the event. The draft will be considered at the special meeting to be held on November 10. Owner Requested Items: Owner reimbursement for 250 for damage to deck by contractor was approved. A request for reimbursement of $79 for vent cleaning denied.

5 The Board discussed the possibility of mirrors on driveway to Hood Avenue. The Board will ask police during their safety assessment if this is an issue, and if so, what recommendations they would make. Encourage homeowners to be cautious when entering and exiting driveway. Executive Session Board went into executive session at 11:44 to discussion landscaping services. Action: Competitive Bids from landscaping contractors are being reviewed by the Board to be completed by end of the calendar year. Executive session adjourned 11:53. Adjournment: 11:54 am. 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 3 rd Street Gresham, OR 97030

6 Oneonta Townhomes Homeowner s Association Board of Directors Meeting Wednesday November 18, :00 11:00 KMO Office 15 NE 3 rd Street Gresham Meeting Minutes Call to Order 10:00 am by Mardy Steven Present: Board members Mardy Stevens, Mike Pehrson, Shay Jarvis, Gerry Barra Reports Secretary s Report Gerry Barra minutes of the October 21, 2015 Board meeting approved as printed. Treasurer s Report Mike Pehrson reported that as of October 31, 2015, the checking balance is $2, The reserve is $21, with a correction of a $200 for a deposit error. The Association will pay off the Line of Credit loan origination fee of $400 to avoid paying interest on the account balance. President s Report Mardy Stevens- Recommends that we continue the practice of creating rules and resolutions when necessary. Strategic Planning: Mardy is still investigating the concept and need for a strategic plan for Oneonta. Recommended that a reminder be sent to homeowners that minutes are on the website and to attach the President s report to an sent by Kerry Ann. The Board recommended to send minutes and president s report to home owners through . Association Manager s Report Kerry Ann O Halloran Mardy requested we do some research on fire walls-what are they- do we have them. The question arose during discussion of insurance coverage for the Association. Review of Owner Budget requests Jerry Rodgers: landscaping and irrigation issues involving bare areas in their yard and areas where the irrigation system isn t working Request to have the driveways sealed. Reserve Study has this scheduled for summer Make sure we allocate for legal review for and documents or issues that may arise during the next budget cycle. Gresham environmental services will mark our drains to inform everyone what should not be disposed down the drains. Check drains for blockage. The driveway storm drains (catch basins) were cleaned by Columbia Drain, through the City of Gresham s annual program. Review of Owner Soil/Erosion responses Update on Insurance Legal Review- the Board agreed to send the concerns from the lawyer to Russ at American Family Insurance to address. Gerry will contact the members of the earthquake insurance committee to update them on the status.

7 Kerry Ann will schedule a meeting with Arturo and Beth in January. The Board will make up a list of landscaping ideas needs based on input from homeowners regarding soil erosion and other issues. Ad Hoc Committee Updates Document Review Mardy reported that the Ad Hoc Document Review Committee will meet on November 30, Unfinished Business Landscape Gerry-The walk around was completed on Mon 11/16. Kerry Ann will send a report of the walk around to homeowners by . Owners are encouraged to read. The input from the police and homeowners will be taken into consideration when landscaping plans are made. Maintenance Mike A maintenance plan is being developed with the Board and John Pedden of Lifetime Exteriors. List of approved contractors still in progress. Owner Requested Items Smoking-The Board proposed to send an to homeowners stating the following: This item is under continued review of the Board. In the meantime, this shall serve as a second reminder the owners/residents be courteous to neighbors when smoking outdoors, including on decks. Driveway play: Still a concern of liability. Board Action: Based on liability factors, safety and security, the driveway is not a playground for children. The Board unanimously agreed. (This action is under further review. As of December 16, 2015, the Association is working with legal counsel to ensure all residents are ensured peaceful and quiet enjoyment of their homes, while limiting liability to the owners in regard to the private roadway area) New Business Owner Requested Agenda Items - None Security Walkthrough The Board approved a specific bulb, which owners are strongly encouraged to use for the front porch lights. This information will be mailed to the owners. Tracking Document Mardy produced a working document to handle homeowner s requests for maintenance, security or other issues. Home owners will be able to access this form on the KMO website. It is not an urgent request form. It includes a portion for the Board to report to the homeowner on resolution of issue. The form should go to the Association Manager. This will be finalized in December Board meeting. Executive Session- moved into executive session 11:09 10:45 10:55 Landscaping Contract. It was moved and seconded that we retain Humming Bird from January 1, 2016 through December 31, Unanimously approved. Out of exe session 11:15 Motion to renew -approved Adjournment at 11:16 Submitted by Gerry Barra

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9 Oneonta Townhomes Homeowner s Association Board of Directors Meeting Wednesday December 16, :00 11:30 KMO Office 15 NE 3 rd Street Gresham Meeting Minutes Call to Order 9:59 Mardy Stevens Present: Mardy Stevens, Mike Pehrson, Shay Jarvis, Gerry Barra Homeowner: Jerry Rodgers Reports Secretary s Report Gerry Barra- minutes were approved as edited Treasurer s Report Mike Pehrson- checking account showed $ ; the reserve account showed $25, as of Nov. 30, President s Report Mardy Stevens Points to consider about restricting recreational activities on Board maintained properties: 1 We will take closer look at the Fair Housing Act as it applies to our Association. 2 Consider as new business to reconsider board action about driveway liability. Mardy will send letter to Homeowners with a year-end review of Board activities and accomplishments will be sent from the Board. Request the maintenance punch list be an attachment when minutes are sent to owners. Mardy distributed handouts from the HOA workshop detailing the hierarchy of HOA governing documents. Board members requested they be distributed at the Association annual meeting. Association Manager s Report Kerry Ann O Halloran Add to contact information from neighbors who have a key to other owner s houses, if they are comfortable with this information being on record. Garage light project scheduled for December 21. The Association would like to have the maintenance request form available on the website in mid- January. Will send a reminder to everyone about exterior lights being lit all night. Meet with Beth and Arturo at 1:30 on Jan 5 to assess correcting erosion problems and landscaping. Gerry will send an to remind owners to give input on landscaping and soil erosion problems. Reserve Study update will cost $750 which is already in the budget. Insurance Proposal Q&A with Russ Thompson, American Family

10 Russ from American Family Insurance came to the meeting to address Board questions regarding the proposed policy. Some of the questions that were raised included: Attorney s concern about adequate inflation coverage- Russ informed the Board that the policy has a built in inflation coverage which is adjusted yearly. Russ addressed some more questions and clarified aspects of the policy. Motion to approve the policy to begin immediately subject to cancellation policy fees for Farmer s policy. Seconded and unanimously approved. Gerry will send an to the earthquake insurance committee to update. Ad Hoc Committee Updates Document Review Mardy-Next steps: Review owner submitted questions Review and revise the description of the Board s alternate position, HOA Welcome Letter, HOA Policies for Residents. Unfinished Business Landscape Gerry Columbia Trust will come in January to add input to landscaping considerations. Standing water against foundations after heavy rains. Need to address with Arturo and Beth. Maintenance Mike We need to ask John Pedden if we can match roofing materials to 5 th Street when we are ready to re-roof 4 th Street. List of approved contractors- need to revise and ask owners to contribute names for interior services. Owner Requested Items Repaint gutters on 5 th Street. Will have John Pedden and Alan Veal inspect the gutters. Reconsideration concerning driveway play. Recommends changing language to recreational activities and removing the word children. Recommends talking to our attorney about enacting such a regulation. Update on implementing an Owner request tracking document The walls between the units are considered fire walls. This question was raised during discussion of the Association s new insurance policy. New Business Owner Requested Agenda Items: No owner requested items Other: Mardy thanked the Board members for their work. Adjournment at 11:48

11 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 3 rd Street Gresham, OR 97030

12 2/18/15 Oneonta Homeowners Board Meeting KMO Office Present: Hank Stevens, Mike Pehrson, Jim Bailey, Rosemary Baum, KerryAnn O'Halloran Owner agenda Items: Reviewed from Gerald Rodgers. Agreed the Board should be more informative as to meeting date, time and agenda. This information will be sent by to owners 1 week prior to meetings. Meeting minutes are now on the KMO website. Secretary s Report: Minutes of last meeting approved. Treasurers Report: Reserve balance of $33, and checking balance of $ as of Jan. 31. Board members are researching $40, line of credit. This will allow us to complete both the water intrusion repairs on 4th St. and complete the roofing replacement on 5th St.. We will be able to pay off this debt by Jan. 1, A legal opinion will be sought. Managers Report: Completed: 1. Photo cells on garage lights replaced at 235 and 285 4th St., 280 5th St needs to be checked. 2. Gutters cleaned in January 3. Sidewalk repair completed and cleaned up on 4th St. 4. Graffiti on sidewalk removed on Hood 2/3 Pending 1. Finish 295 4th St repair. 2. Acquire estimates for Wilson, Rehbein, Helzer and Burbach repairs. 3. Painting of black cylinder lights in rear of units discussed. Maybe some Board members will do rather than pay someone. Bill Seebert has repainted his in the past and looks fine. 4. Gentry water leak: waiting for clarification from Lifetime Exteriors. 5. Jarvis and Martinez garage finish work still to complete. 6. Reserve Study: New study just received this AM. Mike will review. 7. KerryAnn did a survey of HOA dues in the area for units in the $200-K $300 K price range and they fall in the $200 to $300/month range so we are not excessive considering repair work being done. 8. Stack of old bricks at 205 4th St: KerryAnn will contact Rodgers to see if they want them or we will remove. 9. Some 4th St tree wells need more rock, will see if Arturo can do. 10. Irrigation reimbursement completed for Landscaping: Reviewed 2 proposals, chose Beth Goodnight. She was the least expensive and is very knowledgeable and eco-friendly. Charge will be $400-$600 for the design work and $60/hr for coaching and meeting with Arturo or Board members to implement. She has worked with Arturo before and has a good relationship. Next meeting: 10:00AM DATE CHANGED TO 3/11/15 Respectfully, JIm Bailey, Secretary

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15 HOA BOARD MEETING 4/15/15 DRAFT MINUTES UNTIL APPROVED AT NEXT BOARD MEETING KMO Office Present: Hank Stevens, Mike Pehrson, Jim Bailey, Rosemary Baum, KerryAnn O Halloran A. Owner requested agenda items 1. Discussed concerns of owners regarding parking of multiple vehicles by some owners and renters. Need to send an to all regarding being considerate of others. B. Response to owner inquiries 1. An owner felt the CC&R s are outdated and need review and expressed lack of support for KMO and KerryAnn in particular. The Board is not aware of any specific areas that need changing or updating.. The Board also has total confidence in and support of KMO and KerryAnn as our property manager. She has gone above and beyond her normal duties in support of the Board in the past tumultuous months. C. Financial Review 1. As of 3/31/15: Checking= $3,990.85, Reserves= $36, Reserve Study a. In November, the initial Reserve Study showed a need for approximately $877,000 in The year By working with Morrison-Hershfield, using good business practices and reviewing the timely replacement of materials, we reduced that figure to approximately $250, Line of Credit a. Mike will meet with Mbank on 4/16 to submit required documents for final approval. b. The line of credit will be for $40, it is an unsecured UCC loan, at 6% interest, an origination fee of 1% with no prepayment penalty, to be paid off in 24 months. c. Regarding the Line of Credit, it is totally supported by all Board members and the Association manager that the line of credit will be useful in supplementing our current reserves in order to pay for work done on 4 th St and complete the roof replacement on 5 th St. D. Association Managers Report 1. Roofing Warranty Received. 2. Review of Board Terms a. Mike was elected in 2013 to 2 yr. term, expires b. Hank is filling a vacancy until next election in c. Jim was re-elected in 2014 to 3 yr. term, expires d. Rosemary was appointed to fill an alternate position that was left vacant when Hank was moved to the Board. 3. Legal Matters a. Get a bid from legal firms Barker Martin and Stuart Cohen s firm to review our insurance coverage as to resulting damage that may have occurred prior to repair of water intrusion on 4 th St. 4. Ask Beth Goodnight to attend a meeting of owners to review the landscape plan

16 5. Repair and Maintenance a. 4 th St waiting for paint touch-up. b.pressure Washing 1) Received 2 bids, chose A.Veals of $650.00, which was significantly less than the other. This is to do 5 th St. sidewalk, wall, steps, and walkways. 6. Approved Beth Goodnight s landscaping plan and agreed to have her choose plants where were given options. 7. Garage light at th replaced. 8. Pay Arturo for rock replacement in tree wells. 9. Reports have been received that a rental is being used in a manner that is contrary to the CC&R requirements: Management will send notice to property owner. a. Reviewed samples of owner and renter information required by some HOA s to be submitted to property manager. b. Agreed to produce a policy and guidelines for owners to give to renters. 10. Owner communication a. Send regarding painting of cylinder lights, upcoming pressure washing, and the need for a meeting with owners to explain the landscape plan. 11. Date for Annual Meeting will be Wednesday June 24 th at the Library, 6:00-7:30PM Respectfully Jim Bailey, Secretary

17 HOA Board Meeting 5/20/15 KMO Office Present: Hank Stevens, Mike Pehrson, Jim Bailey, Rosemary Baum, KerryAnn O Halloran, Gerald Rodgers A. Minutes of last meeting approved B. Financial Report 1. Balance as of April 30 th a) Checking- $ b) Reserve fund- $40, Reserve Study finalized. 3. Line of Credit: signing of application and documents will be done 5/20 for the $40,000 Credit line to be made available to us. C. Association Managers Report 1. Irrigation back-flow testing done as required by city. 2. Garage light at 225-4th repaired. 3. Power washing on 5 th St completed a. 4 th St to be done by Board members 4. Roof USA contacted about decking material lifting up at 260-5th. The will take a look. 5. Lifetime Exteriors punch list a. Jean Holler s garage- inspect and advise b. 4 th St repairs done except interior painting touch-up c. Need to acquire Warranty for 4 th St repairs d. Need to touch-up Martinez interior garage paint. e. Look at Baum window damage. 6. Legal opinion bids to do the following; a. Review governing documents for compliance with current governmental regulations. b. Review insurance policy to ensure compliance with governing documents and if coverage Is adequate. c. Opinion on Association responsibility for interior resulting damage from Association maintained areas. d. Stuart Cohen s bid was $700 - $1050 for the above items ( the chosen bid) e. Barker-Martin s bid was $ $ Landscaping - Discussion as to costs and scope of plan that we should bring the plan to the Owners at the Annual Meeting. Possibly reduce the full plan to smaller segments that can be done sequentially rather than all at once. 8. CC&R compliance a. Discussed some issues with rental at 285-4th St. b. Creating an Owner & Occupant information sheet to have all owners fill in to update current information and whenever a new occupant moves in. c. Creating also a Policies for Residents to go with the information sheet.

18 9. Discussed sending an to owners regarding smoking in outside areas where smoke would drift into open windows of neighbors. 10. New Business a. Mike acquired a bid to wash windows, all front and back on all units, for $ KerryAnn will solicit other bids. b. Nancy Seebert requested revisiting earthquake insurance. Not much Board interest, however we will consult Farmers for an estimate on costs and coverage. c. Maury inquired as to when bark dust would be placed on 4 th St. We are waiting on landscape discussions and how that will proceed. 11. Next meeting will be June 17 th, agenda for Annual Meeting will be planned at that time. Respectfully, Jim Bailey, Secretary

19 DRAFT MINUTES until approved TO: Kerry Ann O Halloran FROM: Gerry Barra DATE: July 15, 2015 RE: Election of officers of Oneonta HOA The Homeowner s Annual meeting was on June 24, 2015 from 6:00-7:30 at the Gresham Regional Library. Immediately after the meeting, the newly elected board met to elect its officers. The following were elected: Mardy Stevens (Mardella L.) - President, 1 year term Mike Pehrson- Treasurer, 2 year term Geraldine (Gerry) Barra- Secretary, 3 year term The Officers shall be signers on the Association s reserve (money market) account and line of credit, both with MBank. Submitted by: Gerry Barra, Secretary Oneonta Townhomes Homeowner s Association

20 DRAFT MINUTES until approved TO: Kerry Ann O Halloran FROM: Gerry Barra DATE: July 15, 2015 RE: Election of officers of Oneonta HOA The Homeowner s Annual meeting was on June 24, 2015 from 6:00-7:30 at the Gresham Regional Library. Immediately after the meeting, the newly elected board met to elect its officers. The following were elected: Mardy Stevens (Mardella L.) - President, 1 year term Mike Pehrson- Treasurer, 2 year term Geraldine (Gerry) Barra- Secretary, 3 year term The Officers shall be signers on the Association s reserve (money market) account and line of credit, both with MBank. Submitted by: Gerry Barra, Secretary Oneonta Townhomes Homeowner s Association

21 Oneonta Board Meeting Minutes APPROVED, 8/19/15 BOARD MEETING Wednesday, July 15, :00-11:00 Present: Mardy Stevens, president, Mike Pehrson, treasurer, Gerry Barra, secretary, Kerry Ann O Halloran, manager. Oneonta Homeowner: Jerry Rodgers Mardy called the meeting to order at 10:00 am. Mardy is working on a reformat of the bylaws. They will not be changed, merely put into a more user-friendly format. Gerry Barra asked for review and approval for the minutes from the Special Board Meeting held on June 16, Minutes were approved as corrected. The newly elected board met after the annual meeting and elected the following positions: Mardy Stevens, president; Mike Pehrson, treasurer; Gerry Barra, secretary. The board will be electing an alternate. Mike Pehrson presented the treasurer s report and did a budget review to bring the new board members up to speed. Account balances as of July 15, 2015 are checking: $1, and Reserve: $7,380.60, exclusive of July dues. Jerry Rodgers requested the owners be updated monthly with the account balance in the Operating and Reserve accounts. This update is regularly printed in the HOA Board meeting minutes. He also requested a statement of the Profit and Loss Budge vs. Actual be distributed to the owners. The Board is concerned that disseminating financial information of this scope through may not be secure. The financial statements are available to everyone in the association and can be picked up in hard copy from The HOA Manager. The Board will send out a proposed budget to all members in early January to get input before the new fiscal year starts, February 1. Jerry also requested re-consideration of the HOA Board meeting time. The Board determined that because of identifying alternate and adequate meeting space, the impact of meeting at different spaces depending on numbers involved, times current Board members are available, and meeting a higher cost for the use of the HOA manager s time outside of regular business hours, the present board meeting times will be maintained: Third Wednesday of every month, 10 am, KMO office. Discussion also included that all home owners are invited to submit items for the Board meeting agenda, welcome to address issues to Board members individually, and are invited to attend meetings.

22 Kerry Ann reported on repair and maintenance update. The Board responded to a report that the timer on the irrigation system was readjusted. Arturo fixed the problem and locks will be installed on the timer. Concerns about dry bark as a fire hazard along Hood were addressed to Arturo. It is his opinion that the bark dust is not a fire hazard. There are concerns that yard debris in the driveway tree wells is not being picked up by the landscapers. Kerry Ann will talk to Arturo to make sure this is not overlooked. She will also ask him to have his employees work from the front porches out to avoid blowback of dirt onto the porches. Copies of the reserve study will be provided to all owners in pdf format. Fourth Street repair warranties are still being produced and Kerry Ann will let owners know when they are ready. Kerry Ann has agreed to renew her contract as property manager for Oneonta. Contract renewal will be considered at the next HOA Board meeting The issue of Earthquake insurance was discussed and some interesting issues and concerns were raised. The Board decided to form an ad hoc committee to explore the various issues involving earthquake insurance.. The Board is going to ask Lifetime Exteriors for a bid on regular maintenance of the exterior siding including caulking and spot repairs as necessary to correct problem areas. Morrison Hershfield recommends requirement that owners use Association-approved contractors when performing any repairs that abut components the Association is responsible for. In addition, 290, 260 and possibly 250 Fifth Street need some repairs and Mike will be talking to John Pedden from Lifetime Exteriors about that. Fifth Street roofing will be completed this summer/early fall If owners need repairs to the exterior of their units, they should contact the board for approved contractors. Landscaping update: we have $3,000 allotted for landscaping expense in the 2015 reserve budget. Beth Goodnight indicated the berries on the nandina plants are toxic to birds, The Board is concerned, so will seek a bid from Arturo on removing them. We will also talk to Beth about replacement plants, cost and when to plant. The next Board meeting will be held on Wednesday, August 17 at 10:00 am at KMO 15 NE3rd Street Gresham, OR.

23 The meeting was adjourned at 1:00. Respectfully submitted, Gerry Barra, secretary

24 Oneonta Townhomes Homeowners Association Board of Directors Meeting Wednesday, August 19, :00-11:00 Office-15 NE 3 rd Street, Gresham Present: Kerry Ann O Halloran, Mike Pehrson, Mardy Stevens, Shay Jarvis. Homeowners attending: Jerry Rodgers, Maury Blondheim The President requested changes to Agenda: Unfinished Business- Management Contract moved to Executive Session New 4 th item select a date for homeowner forum New business: dryer vent (roof top) Secretary s Report, Gerry: Review of Minutes from July 15, 2015 meeting. The minutes were unanimously approved. Minutes of last meeting approved. Unanimous. Send to owners. President s Report, Mardy: See attached Recognition of Shay Jarvis as alternate board member unanimously approved. For next meeting the Board will look to the parameters of the position of Alternate Board member as the By-Laws are not very specific. Mardy suggested that, in the interest of collaboration, each Board member take on the responsibility in areas that require additional attention and time. The following people will be attending to the following areas: Mike takes on roles of maintenance and finance. Gerry takes on landscape and secretarial. Mardy is responsible for administration and organization. Kerry Ann will continue as Association Manager Mardy shared the reformatted by laws. These are not changed in any way; they are simply reformatted to read more easily.

25 Next meeting we will move to a Consent Agenda, which includes items that do not need any discussion or debate. Routine matters such as minutes, Treasure s Report may be passed as one agenda item. The Board thanks the Earthquake Insurance Committee for its great work so far in undertaking what is a daunting and confusing task. Treasurer s Report, Mike: Balance: 1, as of 8/1: operating budget (checking account) and $10, in Money Market account. Mike reported on inspection by 290 NE5th Street; written report of findings is being requested. Roof- John Pedden substantial increase in labor and supplies. He is getting 2 bids to complete 5 th Street roofs. Mike asked John if Lifetime Exteriors would consider performing maintenance inspections every three to six years to assess any repairs, sealants etc. which would allow us to address problems before they become big and expensive and to perform routine exterior maintaince Board Action: Per recommendation by the Reserve Study preparer, Morrison Hershfield, the Board adopts policy requiring that all exterior repairs shall be performed by an Association-approved contractor. In order to protect the integrity of the exterior components the Association is responsible for maintaining. Owners shall contain the Board and use an Association=approved contractor to perform any repairs to components that abut components the Association is responsible for. Landscaping Arturo s contract is up in October During the September meeting, the Board will meet in executive session executive session to vote on the contract. Bark dust-we need to discuss problems with run-off, slope, research how to fix the problem. Board will investigate ways to correct these problems before spending money on bark dust. Request from owners any problems with erosion, run off, etc. send to Gerry Barra Columbia Land Trust- garden group-shay and Gerry will explore the possibility of working with this group New Business: HOA calendar-board will review and complete at September meeting. Safety Concerns-driveway and young children using the drive to play. The Board is concerned about injury to the children and liability to the Association. Mardy recommends and will write a resolution-supplement to the policies and by-laws for September meeting. Once approved, this will be added to guidelines for HOA members

26 Mardy requested a new ad hoc committee for reviewing governing documents be assembled. Mardy will be the Board member on this committee. Select date for Fall Owner Forum-to inform and educate owners, not to make decisions police, reports from the ad hoc committees and other areas of interest. Gerry will send out to owners if they are interested giving three alternative dates. Clarifying processing of Board Communications- Proposal a 48-hour response time for all board communications, including the alternate. When an owner connects with an individual member of the Board should be forwarded to other board members. Roof top dryer vents-maury reported on problems with buildup of lint because vents have screens, which doesn t allow the lint to go anywhere. The Board is looking at a company to inspect and clean the vents. Kerry Ann will call and get people out here. At 11:24 the Board moved into executive session to consider the Association Manger Contract. The Board unanimously approved the renewal of a 1-year contract the KMO. Oneonta Townhomes HOA President s Report July 15 - August 18, ) Communicated via phone, and in person with three owners...issues were/are Ned Helzer - Insurance coverage specific to studs in and studs out - Cited page 11 of the CC & Rs. Ned may follow up on this issue through the newly-formed ad hoc committee. Jerry Rodgers - Timing of meetings and financial statements available - The Board will maintain the 3 rd Wednesday of the month at 10 am as the HOA Board meeting time. Reasoning is printed in the minutes. Financial statements are available upon request through the property manager. Tami Norquist-Jolly - Landscape - Request that side yards become part of the Backyard Habitat Certification Program, in partnership with the Audubon Society and the City of Gresham. response sent that the Board will give consideration to this idea. Further, the Board will be asked to schedule additional time for owner input regarding landscaping. I met with a certified master gardener whose landscape has recently been certified as a Backyard Habitat by the Audubon Society. The first step is to connect with Columbia Land Trust for an initial inspection of the specific landscape. After completing the work noted in the inspection, then the Audubon Society inspects to determine certification. In the process the City of Gresham is involved, and the HOA would receive from Metro an approved listing of native plants.

27 2) Met John Pedden from Lifetime Exteriors 3) Began reading the Guidelines from the HOA Law Center 4) Read, re-read, and reviewed the Covenants Conditions and Restrictions 5) Word processed the association bylaws for ease of reading 6) Earthquake Insurance Ad Hoc Committee members appointed, after connecting with each individual. Committee members are: Maury Blondheim, Ned Helzer, and Nancy Seebert. Board member Gerry Barra is on the committee. sent to all members re purpose and process. 7) Drafted an HOA calendar for Board consideration. 8) Met with Jerry Rodgers re financial document details on August 17. Will respond to him after clarifying with treasurer and property manager. Submitted by Gerry Barra, Secretary

28 Oneonta Townhomes Homeowners Association Board of Directors Meeting Tuesday September 22, :00-11:00 AM KMO Office-15 NE 3 rd Street, Gresham Call to order 10:02 am Present: Kerry Ann O Halloran, Mardy Stevens, Shay Jarvis, Mike Pehrson, Gerry Barra. Gerry Rodgers, homeowner. Secretary s August 27, 2015 Board meeting minutes approved with amended corrections. Changes to agenda-add unfinished roofs and 290 NE 5 th maintenance issues Treasurer s report: New business-carpet cleaning. Approved changes to the agenda. As of August 31, $2, in checking account Reserve is at $ Mike signed tax returns for the Association. Discussion of two financial items 1) At what point in time does an HOA Board consider investing portions of the reserve account? There is no particular established time, but major consideration must be given to potential losses. As of now there is no consideration for investing portions of the reserve account. 2) In the financial document titled Account QuickReport, what do deposits noted as split mean? Split means that monthly payments from owners arrive at different times, thus they are deposited at different times. President s Report: Mardy commended the Board on its timely response to questions and issues outside of Board meeting times.

29 The Board approved the request to ask the document review ad hoc committee to review the Associations welcome letter and policies for residents. Board Calendar: this is a working document and will put in the Board handbook. Gerry commended the Earthquake Insurance Committee on a thorough job and will ask Nancy Seebert to set up a meeting with the American Family representative so that Board members may attend. The Board approved, unanimously, the appointment of the following to the document review ad hoc committee. Rosemary Baum, Kristin Gentry, Ed Martinez, Susan McDowell. Mardy is the Board representative. Rosemary Baum Kristin Gentry, see report approval of those appointed to committee-unanimous, Assoc Managers report see report attached Landscaping-In the process of scheduling a meeting with landscapers Beth Goodnight and Arturo Villalpando. Kerry Ann will send out an to owners about problems with runoff and erosion and request reporting any issues to Kerry Ann Lifetime Exteriors Vent Cleaning should the owners see any difference in performance? Unfinished Business Shay reported on Columbia Land Trust for landscaping per Tami s request-the Board decided to go ahead and get the site analysis from them and compare it to Beth Goodnight s plan. Shay will contact them for a site analysis visit. Alternate Board position and Driveway play moved to October agenda October Fall Gathering- Gresham Regional Library, 385 NW Miller Ave., 6:30 pm, Tuesday, October 20 The Board approved and finalized the schedule of the event to include presentations by: city police department, city environmental services, HOA ad hoc committees (earthquake insurance and document review). An open forum will end the evening.

30 Put on October agenda- motion sensor lights near back doors Kerry Ann will provide all Board members with a final copy of the Association Manager s contract. Kerry Ann asked for the Board to review the list of approved contractors which will be distributed to the homeowners. Roofs USA no longer in business. John Pedden, with Lifetime Exteriors, will be here with Dura Deck to deal with flashing at th Street Roofs now scheduled for October when contractors are able to schedule us. Start of the job is dependent on when the roofers are available. 260 and 290 NE 5 th St. - Dry rot repairs were done through Lifetime Exteriors. 250 NE 5 th - Odor/ Moisture - Mike will ask John to repair failing sealants. Carpet Cleaning- recently cleaners dumped waste water into the gutter. This is not allowed by the City of Gresham. Homeowners need to be aware of this. Add to October Fall Gathering environmental services to report on handling disposing of substances down the drains or into the driveway. Meeting adjourned at 11:24. Next meeting scheduled for Wednesday, October 22 at 10:00 am.