Charbonneau Homeowners Association Board Meeting for May 14, 2025
The CHOA Board minutes from May 2025 are available for review.
DRAFT
CHOA Monthly Board Meeting Minutes – May 14, 2025
2:28- Welcome and Call to Order CHOA Monthly Board Meeting – May 14, 2025
Minutes from Last Meeting Approved
Board Members present: Bob Bush, Robin Shultz, Marilyn Ellwood, Mary Fieweger, Judy Gier, John Cwiklinski, Doni Wilder, Claude Campbell, Shirley Hoem
Open Forum: One outside homeowner, Cheryl Barnum, was present. She had no issues to discuss
Meeting minutes approvals: Board minutes from April and special meeting minutes from the end of April were approved. Annual year-end meeting minutes are not approved until next year.
2:45 Reports
Treasurer’s Report – John
Financial Report and Budgetary Issues:
– A CD matured, resulting in a positive financial outcome; however, two unexpected expenses arose.
– An $8,000 tree trimming bill from 2024 and driveway repairs are anticipated within 60 days and will impact the 2025 budget.
– Funds will likely be allocated from reserves to cover these expenses.
Communication Strategy and Website Updates Bob
Concerns were raised about the effectiveness of current communication methods. A discussion took place on improving communication, including email frequency and website content. The need for a communications chair and improved website functionality was discussed.
President’s Report – Bob Bush
May 2025
We will continue with CHOA Board meetings every other month. The schedule is as follows:
– May 14, 2025
– July 9, 2025
– September 10, 2025
– November 12, 2025
– January 14, 2026
– March 11, 2026
We need a Communications Chair.
Goal Setting:
I would like to have a better handle on communications with our homeowners. Having a weekly email that goes out would likely have a better effect on people reading it. Most of the posts we do can wait until that weekly email.
Property Manager Report, May 2025
Pool Signage:
Will be completed before Memorial Day weekend. It has been delayed because the State of Oregon has just changed the rules governing pools, and we’re waiting for Clackamas County (the agency responsible for enforcing them) to provide an understandable interpretation.
New state regulations require eyes on checks every four hours. This may necessitate increased volunteer involvement for pool monitoring.
Painting:
The B neighborhood will be painted approximately in the middle of July this year, depending on the weather. Painting color selections are due by June 1.
Pools:
The F&G pool deck expansion is complete except for the coating for the new concrete. The concrete has cured. We expect everything will be finished before Memorial Day weekend.
Social Committee Sandie, Mary F
A happy hour is planned for this Friday. Efforts are underway to improve communication with
residents regarding upcoming events and meetings.
– Annual Summer Party – July 12, 2025
A summer party is planned, with catering arrangements still being finalized.
– Theme: “Happy Birthday CHOA” is the theme for this year; CHOA was established on October 19, 1972.
Pool Committee Report – April 16, 2025
Pools:
Ken and Camille checked with Steve about which burner or prepaid phones would work best as emergency lifesaving devices. Steve will follow up on this.
Architectural Committee – Gary
Since the last CHOA Board meeting, the Architectural Committee has received and approved four requests for modifications to the exterior of homes.
These requests were fairly routine and included the replacement of a sidewalk, the construction of a new fence, the installation of a new garage door, and the construction of a new driveway.
Steve Chinn has been processing these requests within two business days, and the Committee has been making a final decision within one to three business days.
We have two new members of the Committee, Mark Leathers and Steve Ellwood. The Committee is meeting on Monday, May 19th, to review the role and responsibilities of the Committee.
Landscape Report – Judy
The new committee chair, Judy, is still getting up to speed.
We had a major irrigation repair, unexpected this month, that has resulted in our spending almost our entire irrigation repair and replacement budget for the year. Our budget for that line item for the year is $22,945. Just this month (from April 11 to May 5), we incurred $18,157.75 in irrigation repair and replacement costs. I need to figure out the costs incurred earlier in the year (January 1 to April 10) to know whether we are already over budget for this line item, but certainly, we will be over budget for the year.
Also, the bill (approximately $8K) for tree trimming that took place in 2024 was not received by CHOA until after April 15, 2025, so that expense will have to be moved into this year somehow.
The only truly discretionary part of the Landscape budget is Special Projects ($24,560 for 2025). However, it is unlikely that we will be able to move any of those funds to cover the irrigation expenses because it appears most of that budget has been spent or committed to planned projects. I’ll see if we can stop or push into 2026 any of the projects not commenced, but I am not hopeful about that. I’ll meet with Sandie and John to try to figure out which of these expenses might be covered by reserves.
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Safety Committee – May CHOA Board Report – Shirley and Marilyn
A written procedure regarding how to operate the emergency generator was completed. Copies of the procedure were handed out to Neighborhood Captains who attended the May 7th MTR and Captains meeting held by the Charbonneau EPPS Committee. A copy was also placed with the generator. Another propane tank was purchased for a total of three full tanks. They are stored with the generator for easy access.
A new supply of Emergency Medical Information cards was obtained from TVFR. We plan to have them available again to the CHOA residents at our Summer Party. The cards that had been requested by residents at the annual meeting were delivered.
The board and the Safety Committee will continue to discuss whether it would be appropriate to purchase water, medical supplies, and nonperishable food to be stored in Rec Hall C in the event of opening a shelter there during an emergency
**3:00 Old Business**
**Committee Updates**
– Social Committee – Mary (and Sandie, if present)
– Landscape – Judy
– Safety – Shirley and Marilyn
– Architecture Committee – AC Report
– Insurance – Claude
– Additional Insurance Items – Claude to lead
– Gutter Cleaning – rolled to next meeting
**3:30 New Business**
– New board members
– Board Goals for 2025
**4:30 Adjourn