Upcoming Events

We need committee members for our Social Committee! Please email board@cedarglenestatescoop.com if interested

Our Annual Meeting is almost here!

When?

S U N D A Y

5/31 at 3PM at Church on the Mountain

68211 US-26, Welches, OR 97067

Current Board Minutes

April 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.

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?