Current Board Minutes

April , May, June 2026 minutes see below

Board of Directors Meeting

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

Date: 4_/21_/2026 Location: Zoom

Time: 4:30 Meeting Type: Monthly Board Meeting

Called by: Terri Herrick Facilitator(s):

Minutes-taker: Patrice Haywood

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._____
Residents:

Guests:

Introduction

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

Agenda Check

Board Member Go-Round

AGENDA ITEMS

D&O insurance: Tamie Kaufman raised a concern regarding the organization's Directors and Officers (D&O) insurance policy, noting that a similar policy for another co-op was found to have a third-party exception that excludes coverage for discrimination lawsuits from external parties, such as applicants. Tamie Kaufman is consulting with four different agents who cover co-ops to seek advice on adding endorsements, such as professional liability or errors and omissions insurance, to mitigate this risk. No immediate action is required from the board while Tamie Kaufman gathers recommendations.

New Accountant Search: Board Account reported receiving an email from Liz about potentially finding a new accountant, Benson Accounting, in Gresham. Liz needs to send the necessary documents to the firm, although they are currently busy due to the tail end of tax season, and the current plan is to stay with the old provider if the new firm cannot handle the work. The discussion about seeking a new accountant was prompted by a $4,000 tax fee last year that the current representative could not fully explain, leading to a desire for a second opinion.Tamie Kaufman offered assistance to Liz in speaking with the potential new accountant, based on Tamie Kaufman's prior experience with similar conversations. Board Account welcomed this offer, recognizing the importance of getting a clear explanation for high fees

Annual Meeting Packet Review Initiation: Grant Hook initiated the review of the Annual Meeting packet, which had been previously sent out to the board and to Brian, the attorney, for review. Grant Hook noted that Tamie Kaufman’s input on the maintenance and responsibility document was incorporated and highlighted for Brian's attention.

Annual Meeting Voting Subjects and Logistics: Grant Hook outlined the key items for the Annual Meeting, including voting on the budget, electing new directors, approving last year's minutes, changing one community rule related to in-home childcare, and reviewing a clarification document. Members can check their good standing by emailing the board, and absentee ballots must be requested before May 23rd for delivery. Tamie Kaufman suggested adding a second way for members, who may not use email, to request an absentee ballot, leading to the decision to include a phone number for requests.

In-Person and Absentee Voting Procedures: The in-person voting will involve distributing ballot packets at the start of the meeting, with proposals discussed before members submit ballots at the conclusion of the meeting. Absentee ballot requests must be made by phone or email before the May 23rd deadline, and ballots will be hand-delivered with instructions, ideally with a partner present for verification of delivery

.Social Time and Volunteer Drive Proposal: Grant Hook proposed including a social time after the meeting concludes while the ballots are being counted to encourage community building. Grant Hook also introduced a Volunteer Drive concept to recruit members for five proposed committees: finance, operations, community engagement, community charter and policy, and communications. The Board supported the Volunteer Drive, expressing curiosity about member participation, with the idea that long-term participation might eventually increase.

Annual Meeting Agenda Review: Grant Hook reviewed the Annual Meeting agenda, which follows the board's standard format and includes a reminder of the non-harassment rule and code of conduct for residents. The agenda also includes a "State of the Cooperative" segment for the board to review accomplishments and future plans, such as the new speed bumps and office remodeling. The Board was encouraged to share the "State of the Cooperative" presentation amongst themselves to demonstrate a cohesive team.

Pre-emptive Discussion of Yard Waste Dumpster: The Board suggested proactively addressing the previous year's request for a yard waste dumpster during the "State of the Cooperative" segment, citing the high cost and associated risks such as non-compliance with environmental regulations and the potential for increased monthly rent. Grant Hook confirmed that the Board could address this topic during the cooperative's current state discussion.

Maintenance and Responsibility Document Review: The board reviewed the maintenance and responsibility document, which clarifies who is responsible for different components of the property, such as driveways, utility lines, and home electrical components. Tamie Kaufman clarified the distinction between resident and cooperative responsibility regarding water lines, and the board agreed that the document should state the cooperative will back bill the resident for costs if the board must urgently address a major issue. The Board emphasized the need to include a provision for monthly payment plans if a resident is back-billed for emergency work conducted by the cooperative, especially for residents with lower incomes. Grant Hook confirmed this approach aligns with the co-op's goal of creating stable, affordable housing.

Review of Attorney Edits and Scheduling: The board discussed how to review forthcoming heavy edits from the attorney, Brian, on the responsibility list document, concluding that they should review it at the next board meeting. Terri motioned to move the May board meeting from the 19th to the 12th to allow more time for review before the Annual Meeting. Anita seconded, all in favor.

In-Home Childcare Rule Amendment: The board discussed the proposed amendment to the community rule regarding in-home childcare facilities, which must now be allowed by law. The amendment requires that businesses be properly licensed and insured and do not impede the community's quiet enjoyment, parking, or safety. Tamie Kaufman clarified that the insurance provision, requiring the co-op to be added as an additional insured, was missing from the current draft and needed to be re-added.

Rule Amendment Compliance and Risk: Anita voiced concern about potential liability risks if the rule change is passed without the insurance loophole properly closed, suggesting postponing the vote until the next year. Grant Hook clarified that the statute applies regardless of the community rule, and the rule amendment is intended to add stipulations that the co-op can enforce, providing slightly more coverage than doing nothing.

Operating and Capital Improvements Plan Distinction: Grant Hook explained the difference between the operating budget, which covers day-to-day costs, and the CIP, which handles major, multi-year investments. Grant Hook also noted that surplus operating funds are placed into cooperative savings and may be used for community center improvements, clarifying that these funds are distinct from the restricted replacement reserve funds. Grant Hook plans to change the term "community office" to "community center" in the documents to reflect shared ownership.

Financial Stability and Reserve Planning: The budget guide highlights the co-op's financial stability, noting that no income increase is currently required and that the co-op has historically outperformed its DSCR projections. The board is prioritizing long-term stability by retaining a portion of surplus funds in savings and investing them to offset future needs, as replacement reserve funding is projected to be constrained in later years.

Year-End Financial Examination: Tamie Kaufman reviewed the final document in the packet, which is the required annual examination of the current year’s finances, including a balance sheet and a cash flow statement. Tamie Kaufman noted that the cash flow statement was added this year at the residents' request to clearly show income, expenses, and loan payments, and it confirms the cooperative has increased its cash reserves since the prior year. Board of Directors Meeting

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

Board of Directors Meeting

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

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.

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?