Agenda
Bull Mountain Meadows Architectural Control Committee Annual Meeting
Date/Time: August 25, 2015 @ 7:00 pm
Location: Godfather’s Pizza, 14200 SW Barrows Rd, Tigard, OR
1. Call to Order (President)
2. Introduction of Committee Members and legal counsel
3. Opening remarks
3.1. Meeting is to summarize past year’s activities and chart a path for next year
3.2. Routine neighborhood issues will be addressed only if time allows
3.3. Encourage homeowners to attend monthly meetings for routine issues
3.4. Encourage use of website to keep abreast of meeting minutes and activities
4. Summary of past year’s activity
4.1. Moved banking from Sunset Science Park Federal Credit Union to OnPoint
4.2. Re-incorporated the Committee as a non-profit organization
4.2.1. Provide documented procedures and rules for operation of the Committee
4.2.1.1.
Oregon Nonprofit Corporation Act
4.2.1.2.
Articles of Incorporation
4.2.2. Committee becomes a corporate entity which indemnifies Committee members and
allows for insurability of the Committee and its actions
4.3. Established irrigation water shutoff plan to save metering costs of $65 - 75/month during wet
season.
4.4. Re-evaluated landscaping company services
4.5. Identified Washington County’s parking ordinance within the urban growth boundary
4.6. Identified Washington County’s weed and noxious plant ordinance
4.7. Researched responsibility for wildlife incursions into neighborhood
4.8. Tax returns
4.8.1. Determined previous preparer had filed Oregon returns and paid the minimum $150 tax
when not required by state law for an 1120-H federal return.
4.8.2. Self-prepared federal tax return, saving another $155 in preparation fees
4.9. Identified mailboxes for repair/refurbishment/replacement
4.10.
Modified and streamlined annual dues billing
4.11.
Decision to hire professional management company
4.11.1. Provide reliable point of contact for homeowners regardless of Committee composition
or level of engagement
4.11.2. Provide efficient verbal and written communication channels between Committee and
homeowners
4.11.3. Provide neutral third party for neighborhood disputes and enforcement of CCRs
5.
6.
7.
8.
4.11.4. Professionally administer the daily business affairs of the Committee and provide
administrative counsel to the Committee
4.11.5. Frees Committee time resources to reinvest into neighborhood activities and
improvements
4.11.6. Provide centralized storage and maintenance of records and financial information
4.12.
Researched ownership of non-residential tracts south of Bristlecone, along the south
side of Barrows, and the SE corner of Yarrow
4.12.1. Deeded to Unified Sewerage (now CWS) upon completion of development in 1996
4.12.2. CCRs require BMM homeowners to have ultimate maintenance responsibility for the
tracts, regardless of ownership
4.13.
Decision to bring the formation of an HOA to a vote of the homeowners
4.14.
Open the floor for questions
HOA formation
5.1. History and identification of tracts
5.2. CCR requirement for shared maintenance
5.2.1. Explain what CCRs are, why each homeowner is bound by them, why they must be
adhered to
5.2.2. Tracts, regardless of ownership
5.2.3. Improvements (fence, landscaping, monuments, irrigation, lighting)
5.2.4. Theory of why CCRs exists and bind the owners of the neighborhood
5.2.4.1.
Prevent flooding of the neighborhood from Bull Mountain runoff if stormwater
facilities were allowed to deteriorate.
5.3. Liability of homeowners
5.3.1. Each homeowner individually liable for injury that occurs on the property for which BMM
has maintenance responsibility
5.3.2. HOA establishes an entity that shift liability from individual homeowners to the entity
5.4. Allows for adoption of bylaws which provide direction and consistency to the governance of the
neighborhood, management of assessments, and implementation of the CCRs
5.5. Allows for establishment of contracts for maintenance of common property (wetlands tracts)
5.6. Turn over the floor to Chris
Financials and tax returns available on the website or by emailed request
Open the floor for questions
Adjourn (President)