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Current Board Minutes

August 2025

Review & Approve Last Meeting Minutes
Liz motioned to accept the minutes as written. Terry seconded, all in favor

Agenda Check

Board Member Go-Round

Liz, the treasurer, proposed closing the PO box, as bank statements were now online and mail could be received at space 37, which already served as a mailbox. Tamie Kaufman confirmed that the PO box could be closed if there was an alternative mail reception point at the co-op, advising a 6-12 month transition period to ensure all mail is forwarded.

Liz motioned to close the PO box. Terry seconded,all in favor.

AGENDA ITEMS

Update: Water & Sewer Lines:

Tamie Kaufman provided an update on water and sewer lines, confirming that the co-op owns the sewer lines, though written confirmation from John Aaron for water lines was still pending. They suggested updating the capital improvement plan to include these lines and defining clearer responsibilities for co-op versus residents, potentially through a membership vote. Tamie Kaufman emphasized creating a clear list of responsibilities to avoid future confusion and ensure appropriate budgeting .

New Payment Policy:

The new Payment Policy is ready for official approval. Grant Hook introduced a new payment policy drafted by CMI, noting that it had undergone attorney review and approval. This policy clarifies procedures for non-payment of rent. Board Account confirmed that the board had previously voted to authorize CMI to provide one late fee waiver in a 12-month period. Liz motioned to approve the policy as written, which was seconded by Terry and approved by all.

Update: Walk through newsletter

Grant Hook noted that Terry had sent out a document notifying members about an upcoming property management walkthrough. Tamie Kaufman confirmed that the board had discussed doing a newsletter for the walkthrough to avoid surprises, but Terry had limited time to create a full flyer. Patti and Anita offered to help distribute the announcement with additional information.

Update: Security Issues Board reported on actions taken regarding security issues, including Terry’s call to Mrs. Thurman about security concerns and her commitment to beef up security on her property. Anita contacted the police, who advised that individuals affected by theft needed to file reports.Terry revisited the topic of security cameras, noting that previous discussions had tabled the idea due to cost. They mentioned that cameras would be expensive, including monthly subscription fees, and raised concerns about their effectiveness in identifying vehicles at high speeds . The discussion highlighted the community's strong neighborhood watch culture as a primary security measure.

Forming committees and existing committee reports: Board discussed the need for various committees, including a welcoming committee and a volunteer coordinator. Grant Hook, having previous experience as a volunteer coordinator, offered to provide tools and support for tracking volunteer hours and fostering a culture of volunteering. They also discussed potential incentives, such as gift cards for top volunteers, though noted the unofficial nature of such rewards to avoid payroll implications.

Draft/Amend Board Policies: Grant Hook proposed a culture of regularly reviewing and updating board policies at each meeting to ensure they remain current and relevant. Grant Hook suggested that the meeting chair could select a policy for review at future meetings.

Advisor Check-In

Open Membership Forum:

Croc Registration Grant Hook confirmed the Croc

registration details, stating that Terri and Anita will be attending this year.

Speed Bumps Project and Budget Board Account presented a bid for four new speed bumps and repairs to three existing ones, totaling $4,200. Liz motioned to approve the $4,200 for the speed bumps. Anita seconded, all in favor. (00:45:33).

Draw Request for Projects Grant Hook and Tamie Kaufman offered to assist with submitting draw requests for approved projects, specifically the speed bumps and the previously completed disabled parking space resurfacing. Tamie Kaufman agreed to help with the draw requests on Thursday morning.

Office Repairs and Budgeting The Board inquired about where office repairs should be categorized in the budget. Grant Hook clarified that typical annual maintenance, like touch-up paint, should come from the annual operating budget under the "maintenance" line item. Capital improvements, such as fixing soft spots, would fall under capital improvements expenses. The discussion also briefly touched upon a $10,000 budget item for disabled parking space resurfacing and restriping.

September 2025

Agenda Check

Nothing was added

Open membership Forum

Board Account discussed concerns about kids riding electric scooters unsafely around corners, particularly without helmets, which is a state law violation for those under 16.

AGENDA ITEMS

Speed Bumps: Terri provided an update on the speed bump project, expressing frustration due to difficulties in securing bids from contractors who repeatedly failed to show up or follow through and noted that a local contractor wouldn't be available until next year. Terry mentioned exploring rubber speed bumps as an alternative. Grant Hook confirmed that from a budgetary perspective, delaying the project until next year would not cause disruption to funding.

Terry reported that Miguel provided a bid of $1,480 to replace a damaged gutter on the office, clean the roof of moss, and perform steam cleaning. Liz motioned to accept the bid of $1,480. Anita seconded, all in favor.

Litigation attorney: The Board discussed the need for a litigation attorney, clarifying that the current attorney, Brian, does not handle litigation. Tamie suggested Charlie Greeff and offered to contact him on behalf of the board.

Walk through date: Tamie confirmed that a letter would be sent to residents regarding the October 3rd walkthrough, which would also include reminders about speed limits for vehicles and scooters. Patti and Liz offered to go with Steph on the walk thru. Grant Hook suggested including seasonal reminders for fall, such as leaf cleanup and weatherizing homes, especially for new residents who may not be familiar with Oregon's climate.

Rules Committee: It was confirmed that the community rule changes had been finalized, presented, and approved at the annual meeting. The members received a one page document explaining how they could receive a copy of the new rules.

Insurance: Terri asked Tamie about Hopp Insurance. Tamie stated that she would double-check the status of this change with Cole.

Open Membership Forum: Grant Hook offered to schedule another site visit, suggesting the next board meeting on October 21st as a possibility, or an earlier, separate visit if the board desired to work on specific projects. The board tentatively agreed to have Grant Hook attend the October 21st meeting. Anita addressed ongoing mischief, noting that a sprinkler was misplaced and a hubcap went missing. She stated that residents need to file police reports themselves, as the board can only go so far. Regarding RV parking, Greg noted that the RV lot was well-managed, with residents paying an extra $25 monthly.

Commitments Review

• Tamie will contact Cole about Hopp Insurance

• Tamie will contact litigation attorney Charlie Greeff
  

Items for Next Meeting

• Insurance

• attorney

Meeting adjourned at: 2:45

Terri motioned to adjourn. Patti seconded, all in favor.

Next meeting time and date: 2:00, 10/21/2025

August & September see below

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?