Current Board Minutes

May, June, July 2026 minutes see below

Board of Directors Meeting

Date: 5_/12_/2026 Location: Zoom

Time:4:30 Meeting Type: Monthly Board Meeting

Called by: Terri Facilitator(s):

Minutes-taker: Patti

Attendees

Board: Terri H.__x____ Patti H.__x__ Liz B_____x___ Terry T___x_____ Anita___x____
CASA & Property Manager: Grant H.______, Tamie.___x_____, Jennifer O._____
Residents: Ron

Guests:

Introduction

Review & Approve Last Meeting Minutes
Terri motioned to accept the minutes as amended. Anita seconded, all were in favor.

Agenda Check

Board Member Go-Round

Ron was asking about a deceased tree on his property.

AGENDA ITEMS

Annual Meeting Agenda Planning
The board reviewed ballot items including budget updates, lease maintenance, and director elections. Planned accomplishments and capital improvements for 2026 to 2027 were confirmed for presentation.

Review of Annual Meeting Ballot Items: The board reviewed the ballot items for the annual meeting, confirming that ballot number three relates to the no-babysitting rule or requirement for a license to babysit, referencing Oregon state law. Board Account also noted they would discuss the non-harassment rule 3B and the state of the cooperative's accomplishments, such as the installation of speed bumps, handicap paving, and tree work by the arborist.

Accomplishments from the previous year included general park maintenance, fence repairs that cost $3,000, speed bumps, and handicap paving. The capital improvements plan for 2026–2027 includes concrete sidewalk repairs costing $18,000, office repairs at $3,000, and fence repair at the property exit for $3,000. Board Account plans to talk about the previous year's accomplishments and the planned activities for the next year using the list available on page 14 of the meeting packet.

The first ballot concerns the proposed 2026–2027 annual operating budget and the amended capital improvements plan, which notably does not include any increase to members' premiums. Ballot number two clarifies lease maintenance responsibilities, and ballot number four is for the election of directors.

Non-voting agenda items encourage community members to join a committee and include a membership forum section outlining guidelines for questions, such as a 3-minute time limit. The quorum required for the meeting is 18 people, and with the five current members, only 11 more people are required if absentee votes are included.

The board discussed their previous decision to allow absentee voting, despite wanting to encourage physical attendance at the meeting. Ballot requests must be submitted no later than May 23rd. The finalized absentee voting instructions, found in the meeting packet, specify that ballots must be in the mail slot by 12:00 P.M. on May 31st, which Tamie Kaufman offered to correct to "noon" for clarity.

The board members will aim to distribute the packets, which total 22 pages, before Memorial Weekend to ensure requests for absentee ballots can be made before May 23rd.

Terri motioned to adjourn the meeting. Liz seconded, all in favor.

Date: 6_/16_/2026 Location: Zoom

Time: Meeting Type: Monthly Board Meeting

Called by: Terri Facilitator(s):

Minutes-taker: Patti

Attendees

Board: Terri H.___x___ Patti H._x___ Liz B__x______ Terry T___x_____ Anita__x____
CASA & Property Manager: Grant H.__x____, Tamie.________, Heather._x____
Residents:

Guests:

Introduction

Review & Approve Last Meeting Minutes
Terri made a motion to accept the minutes as written. Patti seconded and all were in favor.

Agenda Check

Board Member Go-Round

AGENDA ITEMS

Assigning board roles: The board formally approved the assignment of board roles, with Liz as treasurer, Patti as secretary, Terri as president, Anita as vice president, and Mr. Terry as operations manager. Terri made a motion to confirm the current board roles: Terry Herrick as president, Anita Ta Traver as vice president, Liz as treasurer, Patti as secretary, and Mr. Terry as operations manager. Patti seconded the motion, all in favor.

Develop system to report trees: The board established a new reporting system for danger trees, requiring residents to notify the president by July, mark trees with ribbons, and allowing for an arborist visit in August following an initial triage assessment.

Discussion ensued regarding the responsibility for tree maintenance, noting that trees over 20 feet tall are to be professionally trimmed by the cooperative, while residents may trim trees under 20 feet on their lots, assuming all associated risks. Residents were reminded that they should only trim branches on their own property and that excessive trimming can affect tree stability.Heather Faldalen reported that the current fiscal year budget for danger trees is $15,000, with $2,950 spent thus far. Grant Hook noted that funds do not roll over, and the fiscal year ends on June 30th.

Dumpster: The board discussed the issues associated with a community dumpster, such as liability and improper disposal of hazardous materials, and reached a consensus to discontinue that approach. Instead, they proposed hiring Miguel to haul yard debris using a trailer, as this approach offers better oversight and avoids the risks of a public dumpster. Grant Hook also mentioned the possibility of seeking grants for community clean-up initiatives.

Driveway Curb Repair: The board reviewed a repair bid for a driveway curb, which totaled $2,500. It was noted that this falls under the capital improvements budget for sidewalk repairs, which has $18,000 allocated. Terri motioned to proceed with the repair of the curb. Anita seconded, all were in favor. Grant Hook advised that the board should process the draw request once the final invoice is received.

Tax Service Provider Review: The board expressed dissatisfaction with the current tax preparers, citing a lack of clarity on fees and concerns regarding their professional status. Grant Hook and Heather Faldalen discussed the potential to hire a new CPA, with Faldalen offering to help explain previous tax issues due to prior experience in the field. The board acknowledged the September deadline for taxes and discussed the possibility of a special board meeting if a decision is needed before the next regular meeting.

Fire Hydrant Maintenance: Terry confirmed that the Metro Safety and Fire Corporation is scheduled to service the two fire hydrants on July 9th at a cost of $368. Plans were made to coordinate with the local fire department to ensure access to the locked hydrants.

Board Proposal Process: Grant Hook concluded the meeting by explaining the purpose of a new board proposal form. This form is intended to guide board members and community members through the proposal process—including considerations for cost, risks, and objectives—thereby helping the board reach decisions more efficiently.

Board of Directors Meeting

Cedar Glen Estates Co-op - meet.google.com/isq-nfmr-kor

Date: 7/21/2026 Location: Zoom

Time: 4:30 Meeting Type: Monthly Board Meeting

Called by: Terri Facilitator(s):

Minutes-taker: Patti

Attendees

Board: Terri H.__x____ Patti H.__x__ Liz B___x_____ Terry T___x_____ Anita____x___
CASA & Property Manager: Grant H.__x____, Tamie.___x_____, Jennifer O.___Jose_X__
Residents: Gaynell, Roger

Guests:

Introduction

Review & Approve Last Meeting Minutes
Terri made a motion to accept the minutes as written. Anita Seconded, all in favor.

Agenda Check

Board Member Go-Round

Review of Last Months Commitments

AGENDA ITEMS

Proposed Insurance Policy:

• Insurance Coverage Explanation: Cole (insurance agent) explained that the board's current policy does not cover discrimination lawsuits from non-employees. Cole proposed adding an Employment Practices Liability Insurance (EPLI) policy with a third-party endorsement to broaden coverage for such lawsuits, noting that the estimated cost is between $2,100 and $2,500 annually.

• Bonds and Liability Policies: The board reviewed the dishonesty bond ($257 annually) and noted that general liability premiums decreased from $3,900 last year to $3,872.85, while property insurance premiums decreased from $2,696 to $2,618. Cole explained that the commercial umbrella policy provides an additional $1 million in liability coverage once underlying policies are exhausted.

• EPLI and Tail Insurance: The board clarified that the proposed EPLI with a third-party endorsement is distinct from the tail insurance policy they previously declined to purchase. Cole noted that the EPLI policy would utilize a "claims-made" form, whereas the existing policy is a "per occurrence" form.

Authorization for EPLI Procurement: Liz motioned to delegate authority to Terri and Tamie to finalize the EPLI procurement process, provided that the total cost does not exceed $3,500. Patti seconded, all in favor. Cole agreed to send supplemental questionnaires to Terry and Tammy to proceed with the underwriting process.

Annual information, current board members and new board members:

All members retained their same positions

Staffing updates:

Grant Hook has left his position at CASA and joined Tamie at CMI. Congratulations! We welcomed our new TA, Jose Yanez.

Dumpster updates:

The board rejected the proposal to acquire a communal dumpster due to high costs and the significant liability risks associated with residents disposing of improper or hazardous items.

Property Survey:

A representative from NOAH scheduled a walk through of the Co-op.

Tree Maintenance:

The board discussed tree and gutter requests from members. They determined that providing special gutter screen installations for specific members sets an unfavorable precedent but approved scheduling the tree service to trim branches for better truck clearance. Terry Thornbrough has scheduled a tree service to take care of the tree situation.

Fire District Fuels Grant: The board reviewed the Fire District Fuels Grant, a program for fuel reduction. It was determined that the program appears closed for the current year, but the board will monitor it for potential participation in the future.

Selection of Tax Professional: Terri made a motion to appoint Bill Coty as the tax professional for the co-op, noting that his services are more cost-effective than previous options. Anita seconded the motion, all in favor. Tamie will contact Bill Coty.

Meeting Structure Strategy for Rule Changes: It was suggested that the board consider hosting a separate membership meeting in the off-season to handle rule and bylaw changes, rather than combining these with the annual meeting, as this approach can alleviate the burden of complex proposals during a single event.

Communication of Rule and Bylaw Changes: Regarding the notification of members about rule changes, it was established that members should receive a notice confirming the approval of changes, with access provided through the website or by requesting a physical copy.

Advisor Check-in Protocol: The board explained the advisor check-in process to Jose Yanez, noting that this agenda item allows advisors to provide updates on costs, training, or new policies. Jose Yanez acknowledged this and committed to providing full attention to the board's needs moving forward.

Open Membership Forum:

Meeting Closing

Commitments Review

• Present Insurance Quotes: Deliver the finalized insurance quotes to the board for review after receiving them from the underwriters.

• Terri and Tamie will review and sign off on the insurance application if the cost does not exceed 3500 dollars.

• Terry will Hire Tree Service: Schedule an appointment for August to conduct tree trimming around the property. Accompany the service personnel to identify trees needing maintenance.

• Tamie will contact Insurance Agent: Reach out to the insurance agent to clarify the new policy details and confirm attendance for the August 18th meeting at 4:30. Ensure the agent has the correct meeting date and time.

• Jose Yanez will send Mitigation Documents: Provide informational materials related to disaster preparedness and fire mitigation to the board members.

• Engage Tax Consultant: Finalize the engagement agreement with Bill Coty for tax consulting services.

Items for Next Meeting

• Insurance discussion

Meeting adjourned at: 4:55

Next meeting time and date: 9/22/26 at 4:30PM

Cedar Glen Estates

Manufactured home community located at the foot of Mount Hood

Involving mutual assistance in working toward a common goal. a farm, business, or other organization which is owned and run jointly by its members, who share the profits or benefits.

How is mountain living?

Enjoying the quiet pace of the mountain. We are on, 'mountain time.'

What's a cooperative?