Glenwood Homeowners Meeting Minutes Held on Sunday August 29th,’04 at 4:00 pm at Ken and Carolyn Azure’s home, with a potluck dinner following. President Jeff Zimmerman called meeting to order he introduced the officers. V.P. Steve McCarthy and Shelley Johansen the Sec/Treas. In attendance: Jeff and Jeanna, Steve M. and Barbara L., Jim and Shelley, Ken and Carolyn, John and Loralyn Durrenberger, Gene and MaryJo F., Tony and Andrea P., Virginia and Mike S., Ed and Sheila W., Don and Leora K., Steve and Cathy A., Gerry and Susan M., Gary M. and Bill Hodgson sat it for Carol Hadley. Jeff asked Shelley to read last years minutes fallowed by the treasurer’s report. Bank Statement as of August 28th,’04 the balance was $6,9968.06. We now have 29 lots. Our assessments for Sept, 1st 2004 were $2,175.00. Earl and Phyllis Middleton divided a 15-acre lot into three lots. Two of them are sold now. In creating a new tax lot our H.O.A. agreement says that the new buyer will pay our assoc. a one-time initiation fee of 1,000.00. For the use of the bridge and road. So we have collected an additional 2,000.00 this last year. We have $1,800.00 owing in dues for 2004. We have$1,475.00 in arrears, (600.00 for ‘03) and 875.00 in past years. Total is $3,265.00 dues owed as of Aug, 28th ‘04. We have 3 tax lots in arrears more than 2 years. #1 owes $425.00, #2 owes $325.00 and #3 owes $350.00 Bills paid out: 1. 5.90 postage 2. 37.00 postage 3. 5.80 envelopes 4. 39.00 new checks ( 1 box ) 5. 2.53 postage 6. 125.00 one load of rock 7. 44.00 bank error (will see correction in next month’s statement). 8. 142.17 one load of rock 9. 152.21 PGE light for mail box 10. 1,350.00 Bretthauer oil 11. 115.00 for new sign posted at end of bridge Total is $ 2,018.61 Jeff said, that as you just herd in our treasury report that we have a few property owners who are in arrears more than 5 years now. He said we need to be able to contact the owners in person again and see if we can’t find out why they are unable to pay the $ 75.00 in one year. We have informed everyone in the past in our meetings and in writing that we are more than willing to set up a payment program. After contacting the owner’s it may be possible that we will have to inform them that we will have to lien their property. Jeff said it would cost about $400.00 to pay a lawyer, plus any county recording fees. This cost will be added to their dues. There was allot of discussion on this issue. Ed asked, had anyone talked to these owners in person before? Shelley said yes, I have talked to them in person, over the phone and when I was secretary in past years, I sent out letters. The last letter was sent out Jan, 04 and then recently with the notice of our meeting for this year. Also there were a few other officers in the past that have talked with them that I know of. One owner said he would pay when the property he was buying out -from a relative that was 5 years ago. The other property owner who doesn’t live here, thanked me for the letter and phone call but didn’t say why she couldn’t pay or that she plans to pay anytime soon. I will call again. The third person pays sporadically but never pays the full amount due for that year and some years not any payment at all. She has been contacted in past years. Hopefully one of our new officers can speak with her. Steve Allen asked, What happened in the past when we had a few homeowners who didn’t want to pay back when we first built our bridge in ‘81? Jim answered we went to the county planning dept. and told them we were building a bridge and new road. We formed a H.O.A. So the county "red flagged" all the lots in Glenwood that the owners did not want to join the HOA and pay the required dues. This meant that any debt owed on these lots would have to be paid first before they could get any building permits or sell their property. So after we built the bridge and rebuilt our road, we had a few property owners, who didn’t live in Glenwood, refuse to pay. Even though they knew that the bridge was their only access. Sorry to say, but we asked the county about it a few years ago, and they no longer "red flag" property. Jim also said, that having a lien on a property may affect the owner from being able to get building permits or if they want to sell their house, they would have to satisfy the lien first. Jeff also said he thought that was the case too. The officers will contact the owners who are in arrears and hopefully be able to resolve this issue first before we have to take any legal action. Carolyn Azure thanked Shelley for sending out the minutes of last year. Old Business: Jeff said, we have a new sign put up at the end of the bridge. We hope this will prevent strangers from driving into Glenwood. Tony said, that his "no turn around" sign that he placed at the beginning of Grimmett Ln. was working good until it got stolen. Someone said the Rob washed the old sign. So thanks to Rob! They look allot better. Jeff asked Steve McCarthy what he received on bids of "hard surfing" Glenwood Ln. It was discussed in last meeting to find the costs of Concrete verses paving it etc. Steve said he got three bids. The first one was 1,500 ft. of asphalt from hwy to end of Glenwood Ln. is $27,800.00 3/4 in. crushed rock and 3 in. asphalt. From Metro paving. The 2nd one, Good fellows, bid same length, class C asphalt 12 ft. wide including area around P.O. boxes. For $ 27,500.00. The 3rd. Bid was for concrete 6 in. thick, same distance and only do 25-ft. sections at a time were recommended. The last bid for paving from Metro paving was the cheapest around 20,000.00 to 22,000.00. Cathy asked what did they mean by "lightweight commercial" grade and would this hold up to log trucks? Steve said, for 3 in. not thick enough for heavy trucks, he thought that 4-in. asphalt would do the job, but he didn’t get a quote for that. The 6-in. concrete would be no problem. There was allot of discussion all around. Last year we graveled and rolled and oiled the road for $ 1,440.00. And it seems to be holding up well. Steve M. said what ever we decide to do to the road we need to make sure that all emergency vehicles have access into Glenwood. Don recommended no grading right now, it would break up the seal we have on it and that we should "brush" it first then seal it again with oil. Jim explained further. Don said let’s not bring this issue up again, as we can see that it would be very expensive to do asphalt or concrete There was more discussion. Leora K. said wouldn’t this raise our taxes? Some said yes they probably would. It was brought up again about people speeding, to watch out for children and if it were paved people would drive even faster. Speed bumps were brought up again. But a motion was made by Jim to try adding gravel fines to the oil when we oil the road next summer, and Mike 2nd. Jeff asked for a vote, all said I. It was passed. New Business: Shelley asked what should we do if we get deep snow like we did last year. Ed had to go get a cat to remove snow and ice because his kids need to have the school bus be able to reach their house. We have been fortunate that in the past 12 years or so we had only a few inches of snow to deal with. Although we have had years where we’ve gotten 3 to 4 ft. I guess most people found a way out through the ruts. So should we pay for snow removal? And who should do the work? There was quite a discussion over this. Ed removed the snow and he did a good job without doing any damage to the surface of our road. Ed said he would be happy to do it again. Thank you Ed for the good job. Also Tony volunteered to clear snow with a rubber tire tractor. He said he used it on Grimmett Ln. Someone said shouldn’t we at least pay for their gas? Steve Allen asked if we put down more oil with fines in it each year do we want a cat in here that has lugs on it. It could do damage to the new road. Don said depends on how good the operator is. So Jeff made a motion for the H.O.A. to take ownership of the snow removal. By paying for neighbors fuel costs, or if we need to hire a professional. Leora G. and Terry second it. Jeff asked for a vote, and all said I. It passed. It was determined that if anyone couldn’t get out due to the snow getting to deep that they should call Ed. (He is the new president.) Shelley said that we need to remind everyone that if a property owner wants to bring a mobile home across our bridge that they need to contact one of the officers first, So that we can have the name and phone number of the company and their license and bond numbers that are bringing the mobile home into Glenwood. In case the company does any damage to our bridge and or railings we have them on file. The Assoc. needs to know before the trailer is moved in or back out ahead of time. This will allow one of the officers to be present when they come across the bridge and also for us to be able to remove our railings ahead of time and put them back up. We don’t want the moving company removing them. Don was the one who removed the railings last time. Thank you Don !

There was a lot of discussion about the function that our HOA is to serve, our HOA was formed and is maintained to repair and maintain the bridge and Glenwood lane from the highway to Grimmitt lane. Jeff’s term is up. Jeff asked for us to elect an officer. Don Kendall nominated Ed Willis. Steve 2nd it. Jeff asked for a vote and all said I. Ed Willis is President for 3 years. End of meeting. As a note to everyone: There was a little discussion about problems with mail delivery. I have been having problems with getting the H.O.A. Bank statements. I talked to the bank; they told me that the post office has been returning them. I then went and spoke to the postmaster he said that the address we have is not a real address because it’s not located at a resident. He said we had to get a post office box at the forest Grove post office. I told him we had a box already in Glenwood at our locked boxes and it would be very inconvenient for any officer to drive clear into F.G. to pick up the mail. He told me I should talk to our carrier Gene. Gene said that because of the zip code being 97116 that another mail carrier in Forest Grove wouldn’t recognize our G.H.O.A. address and would send it back. So I was reminded that the county issues new addresses. So I went to the county and they issued a new address for us for a fee of course. Now the homeowners have a real street address. It is 17650 N.W. Glenwood Lane Gales Creek, 97117 please take note of this new add. And use it for all correspondence with HOA such as dues payment etc. This has been an on going problem. Having a new secretary every 3 years meant we had to change the address at the bank and post office frequently. The other problem that we had at the bank was all officers who have to sign on the card have to give their S.S. #. For I.D. So I am in the process of changing that. We will register a tax I.D. # with the IRS. So that in the future any new officer that is required to sign for our bank acct. will just give them the tax I.D. # and not there personal SS.# Also We need a safety deposit box for our records. We have important documents that should be in a very secure place in case of a fire. Or even lost or damaged in some way. So I’m looking into one at the same bank as where the HOA Acct. is. I believe the yearly fee will be around $75.00. Also Barbara and Steve have invited everyone to their home for a Christmas party (potluck) on Dec 16th. Thank you for all those who attended our meeting and I want to specially- thank Ken and Carolyn for opening there home to all of us for a potluck dinner afterwards. It was a very nice gesture for them to want to see our neighbors have the opportunity to get together again on a more social event. I hope sometime in the future we can have another opportunity for a neighborhood gathering. Hope to see everyone at next year’s meeting. Sincerely, Shelley Johansen, Sec/Tres.

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