DRAFT MINUTES POA BOARD MEETING MARCH 6, 2019 IN ATTENDANCE: For the Board: Becky Strange, Nadine Ruth, Ali Schaal, Nina Dille Homeowners: Duane and Linda Brolin, Joe and Karie Novak, John and Bonny Bowens, Mark Dille, Chris Strange, Art Anderson, Jess and Jen Lawrence, Bob and Diana Leith, Cassandra Sheehan, Preston Orozco, George Williams, Julie Bolt, Lorelei Mariana, Caitlyn Gardner, Shane Gardner, Suzanne Sills, Jon Thomas. Becky called the meeting to order at 7:03pm Becky addressed members prior to continuing with meeting agenda: “Meeting is being recorded. If a quorum of the Board is discussing association business, whether in person or by electronic means must comply with open meeting requirement as set forth by the State. Alternate form of communication such as email cannot and should not be used for circumventing the open meeting requirements. The purpose of the open meeting laws is to ensure owners are able to observe the deliberations, debate and decision making of the Board. Open meeting’s transparency is critical to a well-run association”. Courage is what it takes to stand up and speak; courage is also what it takes to sit down and listen.” Winston Churchill We will follow Roberts Rules of Order, If a Motion is made it is a Motion, a Second, a Debate and a Vote”. Becky then added: • HOA funds cannot be spent on individual properties • Bus Shelter (this came up last meeting) we would need permission from BLM, it would have

to be ADA compliant & be subject to vandalism – not an option. • To address the complaint of better notice for meetings; Meeting notices are posted to our

website, posted on the bulletin board by the mailboxes and emailed to the members the secretary has email addresses for.

According to two attorneys, posting on the website one week in advance is more than sufficient. Anything beyond that is a courtesy.

• The Association is a non-profit organization. Minutes from January 8, 2019 meeting were read Motion to approve, seconded and passed with corrections

Treasurer’s Report – We have $11, 262.49 includes a recent assessment payment that came in the amount of $50. Ali reports that she received an invoice from an attorney in the amount of $45.00 Becky reviewed statement, attorney of record that is getting the information for the Secretary of State, Becky makes a motion to pay this bill, seconded and passed. Nadine’s request for reimbursement of $40 for maps for fire committee. Motioned, moved and passed. Ali has bill for URDC donation – will discuss later in meeting. See New Business part C. Ali received 3 Fire Patrol Assessment letters. These are for the lots that the POA owns, it is not a bill at this time. The letters list different items that we might get dinged on during fire assessments. More discussion, Becky will look at these further. Nadine request copies, Becky will scan. Fire Committee Report: Nadine: read minutes from Fire Committee meeting on February 12 , 2019. Committee voted on and approved sending letters to all POA members, explaining the goals of the committee, including pictures showing examples of properties with defensible space and properties that need to be improved upon. The letters will include Defensible Space pamphlets. Goal is to become “Fire Wise” in the next 5-10 years. Jeff Little: will do a separate Fire Safety Tab on the website. Fire committee requests $350 for the mailing of these letters. Discussion about whether or not this is cost effective. Becky: mentioned that in going over past minutes this has been a discussion for a long time, stated that since much of this is on the website she suggested mailing these letters out with the annual meeting notice. Nadine: states that we need to start on this as soon as the snow melts. Nina: proposed that we give the funds $350 to the committee – stated that it has been pointed out that we cannot keep funds for extended amounts of time, we know this is something we need to be concerned about -“It is not a matter of if it is when”. Motioned, seconded and passed. Nadine also read the letter that will be going out to members – see website. Unfinished Business: • Weed Committee report – nothing new, it’s winter! • Rehabilitation of Common Area – platt map from 1965, $6000 spent in June and August of

2012 and then was left to perish. No other expenditures until 2017-18 when a total of $400 was spent on mowing. Becky asked for volunteers to work with her and the 5k budget on the rehabilitation of the common areas. Many members have mentioned to Becky that they would gladly pay $100 a year assessment to have a common area that is usable. Volunteers: Linda Brolin, Bonny Bowens, Jen Lawrence, Caitlyn Gardner, Shane Gardner, Julie Bolt, Preston Orozco, Cassandra Sheehan, Nina Dille. Bonnie offered to serve as consultant for the committee.

Becky then asked for everyone to introduce themselves. Introductions

• Annual Audit Report – Ali stated it had been done, Becky asked date and by whom. Mark Perez and Sharon Webster completed the audit. Ali not sure of exact date but will get that information to Becky.

• Welcome letter has been done. • New spreadsheet is nearing completion

Past Due accounts – Larger amounts that are owed are in Part 2, questions about whether or not they are actually part of us. Jane feels we should send them letters stating that they can remove themselves from our POA at their expense. The situation needs to be looked into further. New Business: Insurance on the Common Areas - Currently there is no insurance coverage on these areas. This has been discussed with past boards. Presently all homeowner’s insurance is first should a claim be filed. We can purchase a policy with an annual premium for one million each occurrence with two million aggregate limit. This would be $750 per year which comes out to be about $3 per property/lot. “you really don’t want your policy to be first in line”. We could add one million but that would be another $750. Becky feels doing the one million with the two million aggregate is sufficient for now. Questions, about this including mailbox area? That area is BLM land. Discussion about this. Becky motioned that we purchase the policy – One million with two million aggregate for $750 – motion to approved, seconded and passed. By Laws and CC& R’s Update: We need to get the By Laws and CC& R’s updated. They are so out of date and inconsistent. Need to seek advice from an attorney. Ali stated that if she remembers correctly, we need a vote of all members to do this and she believes this is why nothing was done. Becky states that she read somewhere that the board can make the decision and put it to a meeting. Ali asked about checking past minutes, Becky stated that she has seen nothing in the minutes on the website from 2014 on. Nadine suggested we go through and identify what the issues are. Becky asked Julie Bolt (POA member and attorney) “They can be old and still work however these do not work”. Thinks that before you consult with attorney, she agrees with Nadine, you should go through them and identify items that do not work. States that the expense would not be all that bad maybe an hour of an attorney’s time. Much discussion about whether or not this was looked into in the past 5 years. Becky states that there is no mention of it in past minutes. Ali will check with Mary Buckman former secretary and see what she remembers. Becky called for the creation of a committee to review the CC&R’s and By Laws prior to consulting an attorney. Volunteers: Julie Bolt, Bonny Bowens, Becky Strange, Suzanne Sills and Chris Strange.

UDRC (Upper Deschutes River Coalition) - In the past we have donated $250 every year (this is the bill mentioned in the Treasurer’s report). Nadine proposes that we double this donation. Ali states that we paid this last June and we have been paying this every year, but questions why a non-profit is donating to a non-profit. Nadine states that she doesn’t know the answer to this but knows that all the other neighborhoods donate to this. She proposes again that we increase our donation to $500. Joe Novak proposes that apply these funds towards the fire prevention clean up on the POA property areas concerned. Discussion went into grant funds given by UDRC for property owners and using these funds for clean up. Nadine does not have the information but will ask. More discussion and Becky asked if Nadine would like to make a motion, Nadine states that she made the motion. Nina proposed tabling this discussion for now since it has not been a year since our last donation, and it seems like there is more discussion needed before voting on the donation. Art Anderson – 45 years working with the Forest Service. States that the information he is sharing mainly comes from the Incident Response Guide they put out for inter-agency fire protection. Displayed Fire Triangle – has weather, fuels and topography, these are the basic fire behavior perimeters that is looked at. Weather – red flag warnings are – humidity less than 15%, temperatures over 80 degrees and winds at 20mph, fuels and ladder fuels, rate of spread, and fuel moisture. Topography, we are lucky not much topography just Bench Leg area and parts of Gray Squirrel. Art states one thing that has him concerned is that in order for them to initiate an initial response is LCES – stands for Lookouts, Communication, Escape Routes, Safety Zones, with-out these in place they are not going to engage. Need to have Safety Zones, almost all the wildlife urban interface guides require us to have Safety Zones, we do not have these, have to be 4x away from flame length. Real factor is fire behavior. We also have tactical challenges as far as our roads, road access for example Red Fox is not big enough for the fire engines to maneuver around. Lots of issues but have to get permission from owners to fix. We can do, escape routes, widen these roads, identify Safety Zones, Common areas, John and Bonny’s place. Becky proposed that Art form a task force to address these issues. Nadine asks that Art join forces with her Fire team. Becky suggested there be two separate teams. Nadine’s team to work on the individual lots and Art head up a task force to work on escape routes, safety zones etc. Many views about whether or not to have two separate committees. In the end it was proposed that Art head up his task force and Nadine head up her committee. They will both report their findings/progress at our future POA meetings. Motion to approve, seconded and passed. Art’s task force volunteers are: Art Anderson, Duane Brolin, George Williams, Preston Orozco and Joe Novak

John & Bonny Bowens response to POA Letter POA letter to the Bowens: January 18, 2019

John and Bonny Bowens 16213 Mountain Sheep Lane Bend, Oregon 97707

Dear John and Bonny,

The POA Board has received a letter of concern involving your property at 16213 Mountain Sheep Lane. Board

Policy is to investigate the validity of a complaint, act as an intermediary between property owners, and, as

necessary, act as the signatory on papers filed with the county.

The complaint we have received involves the size and placement of fencing on your property. Prior to sending

this letter, Matthew Martin, Associate Planner with the Deschutes Community Development Department had

been consulted and gave validity to the observations, some if not all, were accurate.

The following are the county codes that are in question.

• 18.88.070 Wildlife Area Combining Zone Fence Standards

• 18.84.090 Landscape Area Combining Zone Setbacks

• 18.6050 Rural Residential Zone

You may respond by showing that this complaint is inaccurate, that the fence is not in violation or by

remediation of the situation. We understand the weather is a factor if remediation is necessary. With that in

mind, we will hold off filing papers with the county until the end of the business day on April 30th 2019. As a

POA Board our goal is to remain impartial and not to single out neighbors with violations. However, we must

act upon possible code violations that are brought to our attention. Please contact us with any questions.

Sincerely,Your 2019 POA Board

John and Bonny’s response letter:

Joe and Karie Novak (Carter) response to POA Letter POA letter to Joe Novak and Karie Novak (Carter) January 18, 2019

Joseph NovakKarie Carter16192 Mountain Goat Lane Bend, Oregon 97707

Dear Joseph and Karie,

The POA Board has received a letter of concern involving your property at 16192 Mountain Goat Lane. Board

Policy is to investigate the validity of a complaint, act as an intermediary between property owners, and, as

necessary, act as the signatory on papers filed with the county.

The complaint we have received involves the size and placement of fencing on your property. Prior to sending

this letter, Matthew Martin, Associate Planner with the Deschutes Community Development Department had

been consulted and gave validity to the observations, some if not all, were accurate.

The following are the county codes that are in question.

• 18.88.070 Wildlife Area Combining Zone Fence Standards

• 18.84.090 Landscape Area Combining Zone Setbacks

• 18.6050 Rural Residential Zone

You may respond by showing that this complaint is inaccurate, that the fence is not in violation or by

remediation of the situation. We understand the weather is a factor if remediation is necessary. With that in

mind, we will hold off filing papers with the county until the end of the business day on April 30th 2019. As a

POA Board our goal is to remain impartial and not to single out neighbors with violations. However, we must

act upon possible code violations that are brought to our attention. Please contact us with any questions.

Sincerely,Your 2019 POA Board

Joe and Karies response letter:

Becky stated the following: “I have researched the minutes beginning with the 2014 and forward that have been posted to the website. I found in the May 17, 2016, the board at that time discussed a policy to sign and submit complaints on behalf of the community members. I find no resolution, no vote, it is not in the CCR’s or the Bylaws to support this policy that had been established. With that being said, we do not have the authority to enforce county code. We live in a neighborhood and should help one another. The Board is not here to placate neighborhood spats. This complaint has all the appearance of being biased. If you have an issue with your neighbor, talk with your neighbor. If you wish to pursue a code violation, the forms are on the county website and printable. We as a Board do not want to open ourselves and the members to expensive litigation. We have fiduciary and responsibility to our association members”. Becky – Based on the information and documentation provided in the meeting today by the Novak’s and Bowen’s, the Board feels that their concerns have been and addressed and withdraws their letter of dispute. I make the motion the letter is withdrawn and no further action is taken by the Board. Motion to Approved, seconded and passed. Becky also moved that in the future the board will no longer take county code complaints and send letters to members, this is a neighborhood. Motion to approve, seconded and passed. Bonny brought up parking tag situation at the park. She feels they are unfriendly and a nightmare to keep track of. Ali asked what the nightmare of maintenance was: in the past we kept track of who had what pass on the spreadsheet. The general consensus was that the parking tags should be done away with. No motion or vote was recorded. Meeting adjourned at 8:52pm