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Board Minutes

June 2025

Board of Directors Meeting

Cedar Glen Estates Co-op

Date: 6_/17_/2025 Location: Zoom

Time: 2:00 Meeting Type: Monthly Board Meeting

Called by: Terri Facilitator(s):

Minutes-taker: Patrice

Attendees

Board: Terri H.______ Patti H.__x___ Liz B___x_____ Terry T____x____ Anita____x____
CASA & Property Manager: Grant H.___x___, Tamie.____x____, Jennifer O._____
Residents: Cindy

Guests:

Introduction

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

Agenda Check

Board Member Go-Round: July Training Session Parking

Grant Hook informed the board about a training on July 19th and discussed parking for the attendees. They considered the RV area and the street, clarifying that one side of any side street used for parking must remain clear for emergencies . The Board suggested emailing parking instructions.

• Review of Last Month's Commitments

Grant Hook explained the process of reviewing commitments made in the previous meeting .The Board recalled Tamie’s commitment to contact the insurance agent. Grant Hook mentioned that the rules they worked on with Patti were a completed commitment.

AGENDA ITEMS

Agenda Item 1: Deciding the Board positions

Liz made a motion to keep the current positions. Patti seconded. All in favor.

President-Terri Herrick

Vice President-Anita Traver

Treasurer-Liz Brower

Operations-Terry Thornbrough

Secretary-Patrice Haywood

Agenda Item 2: Discussing what day the meeting will be

Currently the board meetings are held on the 3rd Tuesday of month at 2:00.

Liz made a motion to leave the meeting on the same day and time. Patti seconded. All in favor.

• They proposed putting meeting minutes on the website. The Board suggested bi-monthly potlucks as a way to increase member engagement and informal discussions.

  
  

Agenda Item 3: Insurance Update

Board Account provided an update on the insurance renewal, which is due on July 9th. They received a significantly lower quote from Cole Howell at Hop Insurance. The D&O plan was quoted much higher, and the Board questioned some of the coverage included. Cole is working on a D&O quote expected next week.The board decided to hold a brief special meeting via Zoom next Tuesday at 2 p.m. to vote on the insurance.

Alder Creek Tree Service Contract

Terry presented the Alder Creek Tree Service contract, including $900 for cutting down three trees and $450 for trimming limbs at three houses. They discussed an apple tree near a roof and the possibility of a flyer to assess other backyard tree needs. Liz made a motion to accept the $1350 bid. Patti seconded. All were in favor.

Speed Bumps: Plan for new speed bumps

Terry brought up the need for new speed bumps and their cost, referencing the budget from the annual meeting. They proposed adding two speed bumps at the Y and one near houses 13 and 14, along with repairing existing ones, for $2700. Liz made a motion to approve the speed bumps at this cost. Patti seconded. All in favor.

Handicap Parking Renovation:

Terry presented a bid of $9,927 for removing and re-leveling the handicap parking area and ramp. They mentioned painting the handicap symbol themselves. Liz made a motion to approve the handicap parking renovation for approximately $9,900. Patti seconded, with all in favor.

Cul-de-sac Resealing and Park Crack Filling:

Terry discussed a $4,328 bid for resealing the cul-de-sac and filling cracks in the park. Liz made a motion to approve the bid for resealing the cul-de-sac and filling cracks in the park. Patti seconded, with all in favor. Grant Hook clarified that although the bid was over the budgeted amount of $3,000, it was within the $2,500 allowance for capital improvements exceeding the budget.

Pressure Washing and Staining Fences and Porches:

Terry presented a $500 estimate for pressure washing and staining the fence by the back RV lot. Liz made a motion to approve the estimate. Patti seconded, with all in favor. Terry also presented a $300 estimate for staining the front and back porches of the office. Liz made a motion to approve the estimate for staining the front and back porches of the office. Anita seconded, with all in favor.

Bark Dust Discussion:

Postponed until the next meeting.

Formation and Advertisement of Committees:

The board discussed different ways of getting more of the members involved in committees and social events.

Updating and Distributing Community Rules:

The board stated that the updated community rules just needed to be printed. Grant Hook suggested sending them to the rules committee for review first. They discussed methods of distribution, including mailers (00:53:08). Board proposed sending a one-page notice with a website link to the full rules, offering paper copies upon request (00:53:50). Liz made a motion to send a one-page sheet with website information rather than the full rules, with physical copies available upon request. Patti seconded, with all in favor.

Sewer Line Ownership and Responsibility:

Terry raised the issue of a sewer line needing repair with unclear ownership and responsibility. They proposed working with the attorney to send letters to the water and sewer districts to determine ownership and responsibility in writing.

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?