May 13, 2020

Charbonneau Homeowners Association Board Meeting Minutes, May 13,
2020 DRAFT
Board Members present:
Barry Hendrix, Karen Siegel, Packard Phillips, Doug Parker, Sandie Maki, Robin Shultz, Janet
McGarrigle, Ken Gregson, and Randy Hitz
Also Present: Steve Chinn, Property Manager
Absent:
Guests: Cheri Emahiser, Joann Linville
Call to order 10:00 AM

Minutes from February Meeting were accepted
Treasurer’s Report accepted
OPEN FORUM:
Cheri asked if we could/should notify residents about pool use and limited use in light of
coronavirus. She wonders if we should allow any guests outside of Charbonneau to use the
pools. Steve said he thought many residents would object to not allowing guests since they like
to have their grandchildren use the pools. He also said we need to wait for the Governor’s
orders before we complete our guidelines for pool use this season.
Joann said that the Clackamas Business Alliance will hold a forum to give guidance for opening
up. She offered to send the link for this web meeting to board members and to Steve.
OLD BUSINESS

Additions to Rec Hall rental agreement
Doug reported that he and Pack had conferred in several calls with Karen Miller and
Sally Brallier and based on their input, will alter the draft agreement to eliminate
anything that appears to be an invitation to use the pool for events. Use of the pool
should be a separate request and subject to special approval by the Pool subcommittee
(Pack and Ken). Pool use when allowed for non-residential events should have clear
time limits, not impact the residents or their pool use, and must include a pool monitor.
We will also need to add requirements regarding disinfecting and distancing in the pool
and clubhouse rules. Steve said that any resident can currently use any pool and they
may bring guests. This will need to be taken into consideration. Doug agreed that
residential use should be excluded from the special permission agreement but it should
not be a basis for opening the pool to bigger events. Doug also addressed OLCC rules
and said that it appears that unless an event would involve alcohol sales and/or charge
a fee/donation to attend, special permits may not be necessary. However, he will write
the agreement to make it clear that the user is responsible for determining the
requirement if any. Doug will send out the draft agreement to board members before
the next meeting.
Range use of Pool –
Sandie reported that all arrangements have been made.
Bathroom Remodel
The contractor has begun. We hope to get the painting and floor done this week. The
toilet is not currently hooked up and cannot be used until the remodeling is complete.
Retention of Files
Regenisis does not provide guidance on this. Barry will look into best practices from The Non
Profit Association of Oregon and check with a couple of other long time non-profits he is
involved with.
Reserve Study
Roger McGarrigle shared some very helpful comments and questions. He said that the study
includes many limitations and the board should be aware of them and should discuss them.
Also, some of the ADA standards may have changed and we will need to make appropriate
accommodations. Steve said we will vote on the reserve study at a near-future meeting.
Public Parking signage
There was a lot of discussion about whether or not we could or should put up signs to indicate
that some parking spaces are for guests only. Steve gave background on why signs were
taken down. Joann said that signs could be put up and could reference city rules. Cheri offered
to help by going to the city. Doug, Cheri and Joann will seek clarification and guidance from the
city and come back to the board with recommendations.
Street Safety
Barry’s impression is that traffic is slowing down thanks to the new signs.
NEW BUSINESS
Annual Meeting process- feedback
We got more votes through our virtual meeting than we did in in-person meetings.
Board schedule for the next 12 months- Winter event, evening Board meeting?
Barry will draft a schedule to include an October evening meeting.
Alarm systems across CHOA- review options. We currently pay nearly $3000 per month for service, but only and estimated 70 of our 228 households use it. The question arose as to whether or not it is worth it for us to continue to pay for this service. Our CCRs require CHOA to pay for monitoring service, but do not necessarily require that we provide service. Barry will put together a subcommittee to look into this and make recommendations to the board. Ken will help with this review also.

Committee Updates
Karen reported on several new landscaping projects and said that the spring flowers are
in. Entries to CHOA have been done and hanging plants for the swimming pools have
been selected. Karen’s good work is greatly appreciated.
Janet reported that the Welcoming Committee was somewhat constrained to due the
limits on visiting new members.
Sandie reported that she was updating the Information Directory with the new Board
members and contacts.
Doug reported that the Governance Committee was looking at fees for folks using the
Rec Hall on a long-term basis (weekly paid classes) and will report back to the full
Board next meeting.

Sending a monthly newsletter to members- see ALTA example.
Tabled

A new topic was brought up about the recent break-ins in Charbonneau area. This will
be added to next Month’s agenda.

Adjournment at 11:59 AM