POA Meeting Minutes and Announcements

Ochoco West POA
Board Meeting Minutes
1/11/2023

CALL TO ORDER @ 6:00 PM
– Ross Scrocca, President (2021-2023)
– Mary Scrocca, Vice President (2021-2023)
– Secretary (vacant) (2021-2023)
– Craig Riehl, Board Member (2022-2024)
– Lisa Logan, Treasurer (2021-2023)

MINUTES:
– Review and approve regular session minutes from 12/7/ 2022.
– Motion made to accept minutes as presented. Motion passes unanimously.

NEW BUILDING PLAN SUBMISSIONS: NONE

OPEN FORUM / COMMUNITY COMMENT:
-A property owner asked if manufactured homes will continued to be allowed within the community in the future. There continues to be a moratorium on building plans for manufactured homes pending legal resolution of the 2007 CC&R.

REPORTS OF OFFICERS:

FINANCIALS AS OF 11.9.2022
– Bank Balance $ 101,964.27
– Deposits $ 2,378.08
– Total Bills $ 2,109.00
– Aging Report:

o Unpaid Dues $ 12,926.21
o Outstanding Dues $ 27,938.18
– Unpaid POA dues status / Liens: 22 liens filed, 9 paid off. 2 more liens in process of filing with Jered Reid’s office. The board will further clarify with Jered’s office the filing of future liens as it relates to having multiple lots and one lien amount.
– A motion was made to adopt a resolution allowing a one-time charge of 10% in conjunction with 12% interest on POA dues left unpaid after 30 days. Motion passed unanimously.
– Foreclosures: None
-Update on mailing of POA dues: Lisa will contact Jay to get update on mailing POA dues.

COMMITTEES:
– Fire (Doug): Not present (Fire trailer repairs)
o Roads/Drainage Project: (Craig)
-Still no response from existing contractors. Will contact other contractors to secure bids for continuing road drainage project. Discussed pothole repairs on Adams. It was noted that a property owner on Circle installed his own culvert. The board will not be held libel for any possible future damage caused by this action as the current board was not notified, nor is it allowed under current resolutions.
o Pool: (Mary)
-Sunrise Pool & Spa plans to drain, clean, and repair the pool prior to 2023 season. The board will get an updated bid for this work as well as repairing the handrail.
– The board will continue to secure bids to build solar panel structure.
o Shooting Range: (Mitch Logan) has volunteered to be chair.
o Lake: (Mike Hedrick) not present, no change.
o Little Lending Library: No change.
o Recreation Area: Chair?
0 Trails: Chair?

RECURRING BUSINESS:
– Website
o Shawn continues to update the Ochoco West website with monthly meeting minutes and updates.

– Welcome Packet
o Leanne Sneath has taken over the task. OWWSA will integrate their information as well
once a draft is available for review. See attached draft. The board will review and have comments prepared for February meeting.

– Recreation Area
o Updated draft of recreation area map was presented by Ross. The board will post on
website, community bulletin board, and gate once finalized.

– Capital Improvement
o Ross submitted a draft. See attached.

– Update of review process of rules / regulations submitted to Jered Reid
o See attached letter from Jered Reid’s office. Motion was made to approve legal action to resolve the issues surrounding the 2007 CC&Rs. Will notify Jered’s office.

-Review of Insurance Costs/Benefits.
o In process.

NEW BUSINESS:
– Mailing of resolutions/community newsletter/POA dues will go out in the next few weeks.
– 2023 election cycle starts 2/5/2023. Voting procedures and information will be mailed out to all property owners culminating with new board members being installed at March 29, 2023 at the annual meeting as per Ochoco West Bylaws.
-Adoption of 2023 budget: Motion was made to adopt 2023 operating budget, motion passes unanimously. See attached.
-Snow removal provider: Motion was made to contract with Travis Quesenberry pending his approval of road grader. Motion passes unanimously. Craig will meet with Travis to go over details before signing contract.
-Property owners have expressed concern over the continued feeding of wildlife within the community (deer/turkeys). A flyer has been posted on the community board concerning the issue.

ROUND TABLE DISCUSSION:
– Response to property owner letter.

MEETING ADJOURNED @ 9:55 PM

Meeting minutes submitted by Mary Scrocca, Vice President

Ochoco West POA
Board Meeting Minutes
12/14/2022

CALL TO ORDER @ 6:14 PM
– Ross Scrocca, President (2021-2023)
– Mary Scrocca, Vice President (2021-2023)
– Secretary (vacant) (2021-2023) VACANT
– Craig Riehl, Board Member (2022-2024) ABSENT
– Lisa Logan, Treasurer (2021-2023)

MINUTES:
– Review and approve regular session minutes from 11/9/2022.
– Motion made to accept 11/9/22 minutes, motion passes unanimously.

NEW BUILDING PLAN SUBMISSIONS: NONE

OPEN FORUM / COMMUNITY COMMENT:
– Rick Lopez is the random winner drawn for gift card door prize.

REPORTS OF OFFICERS:

FINANCIALS AS OF 12/14/.2022
– Bank Balance $ 101,695.19

– Deposits $ 2,563.86
– Total Bills $ 2,444.75 – Aging Report: See attached. o Unpaid Dues $ 14,201.97 o
Outstanding Dues $ 29,640.94
– Unpaid POA dues status / Liens: 22 liens filed, 9 paid off and released. 3 more have
madepayments and still have a balance due. 3 more liens in process of filing with Jered
Reid’s office.
1 long time outstanding property due was collected upon sale/closing of property.

– Foreclosures: None

COMMITTEES:
– Fire (Doug): Not present. No new updates. Ross will continue follow-up on additional grant
dollars for future fire reduction projects.

o Roads/Drainage Project: (Craig) Craig will continue to pursue additional bids for
drainage projects. Will post notice for volunteers to put chains on road grader for
upcoming snow removal.
o Pool: (Mary)
-Sunrise Pool & Spa plans to drain, clean, and repair the pool prior to 2023 season.
– Still securing bids for solar structure project.
– Still looking for 2-3 community members to become certified pool attendants for 2023
poolseason. o Shooting Range: Chair? Archery targets need to be pulled.
– Ross proposes adding a budget for the shooting range.
o Lake: (Mike) Mike is waiting for more favorable weather to begin the first phase of
the approved project. o Little Lending Library: No change.
o Recreation Area: Chair? Ross submitted an updated map including previous
changes and comments. Will wait for final revision pending legal review of CCNRs.

0 Trails: Chair?

RECURRING BUSINESS:
– Websiteo Shawn continues to update the Ochoco West website with monthly meeting
minutes and updates.

– Welcome Packeto Leanne Sneath has taken over the task. OWWSA will integrate their
information as well once a draft is available after legal review of CC&Rs.

– Capital Improvemento Still in process. (Ross)

– Update of review process of rules / regulations submitted to Jered Reido Hope to
have update by January 2023 regular meeting.

-Review of Insurance Costs/Benefits.
o In process (Mary)

NEW BUSINESS:
– Adoption of CC&R resolutions. Resolutions were read aloud and entered into official
minutes (see attached copy). Motion was made to adopt CC&R resolutions as presented.
Motion passes unanimously. Copies will be mailed out to all property owners with upcoming
POA dues/newsletter in January 2023.
– Adoption of 2023 budget: Motion to table adoption of 2023 budget. Motion passes
unanimously.
– Property owner, Dave Steele, requests that a light be put in around community mailboxes
citing safety/security concerns. POA board discussed the issue. This led to further
discussion of building a covered structure for the mailboxes. Motion was made to secure
bids in order to evaluate financial feasibility. Motion passes unanimously.
– Repair of speed bump on Prine. POA tables discussion until Craig returns for input.

.
ROUND TABLE DISCUSSION:
– NONE.

MEETING ADJOURNED @ 8:55 PM

Meeting minutes submitted by Mary Scrocca, Vice President

Ochoco West POA
Board Meeting Minutes
11/9/2022

CALL TO ORDER @ 6:00 PM
– Ross Scrocca, President (2021-2023) ABSENT
– Mary Scrocca, Vice President (2021-2023)
– Secretary (vacant) (2021-2023)
– Craig Riehl, Board Member (2022-2024)
– Lisa Logan, Treasurer (2021-2023)

MINUTES:
– Review and approve regular session minutes from October12, 2022.
– Mary motions to accept minutes, Craig seconds motion, motion passes

NEW BUILDING PLAN SUBMISSIONS: NONE

OPEN FORUM / COMMUNITY COMMENT:
– Rick Lopez expressed frustration over continued issue of unpaid POA dues and suggested restricting access to amenities, along with continued use of liens, in an effort to recoup unpaid dues.

REPORTS OF OFFICERS:

FINANCIALS AS OF 11.9.2022
– Bank Balance $ 101,377.57
– Deposits $ 1,211.02
– Total Bills $ 1012.51
– Aging Report: See attached.
o Unpaid Dues $ 14,604.20
o Outstanding Dues $ 32,336.69
– Unpaid POA dues status / Liens: 22 liens filed, 9 paid off. 2 more liens in process of filing with Jered Reid’s office.
– POA board voted unanimously to write off unpaid dues totaling $786.56 due to the fact property owners had sold their properties without the benefit of the board being notified by closing company or real-estate agent request for dues owed at the time of closing.

– Foreclosures: None

COMMITTEES:
– Fire (Doug): Not present
o Mary spoke on recent updates to state “fire mapping” as it relates to town hall meetings
throughout the state to take place on 11-17-22.
o Roads/Drainage Project: (Craig)
-Grading of the roads is underway with a good portion of the community completed. The remainder of the community will be completed as weather/time allows. The rear brakes of the water truck are seized and Craig will secure quotes to address the issue.
o Pool: (Mary)
-Sunrise Pool & Spa plans to drain, clean, and repair pool prior to 2023 season.
– Mary will begin gathering bids for solar structure project.
o Shooting Range: Chair?
– Ross proposes adding a budget for the shooting range.
o Lake: (Mike) not present, no change.
o Little Lending Library: No change.
o Recreation Area: Chair?
0 Trails: Chair?


10/12/2022
Your POA is looking for the following volunteers:

• Board member-Secretary- As a member of the POA Board of Directors your duties would include taking the Meeting Minutes, providing copies of Minutes within 7 days of regular meetings for publication to the community, preparing for meetings by making copies of previous month’s Minutes and current meeting agenda, as well as provide copy of a sign in sheet for regular meetings, etc.
• Shooting Range Committee Lead- Review, maintain, and report needs associated with the shooting ranges. Develop and present any new ideas to the POA Board.
• Trails Committee Lead- Review, maintain, and report needs associated with the trails (hiking, mtn bike, BMX bike, and ATV) in the Recreation Areas. Develop and present any new ideas to the POA Board.

These are great opportunities to get to know your community and help make it a better place for all.

Thank you in advance. Please express your interest via poa@ochocowestpoa.com

Ochoco West POA
Board Meeting Minutes
9.14.2022

CALL TO ORDER @ 6:33 PM
– Ross Scrocca, President
– Mary Scrocca, Vice President
– Stacy Coburn, Interim Secretary
– Craig Riehl, Board Member
(Not present due to illness: Lisa Logan, Treasurer)
MINUTES:
– Review and approve regular session minutes from August 11, 2022.
– Craig motions to accept minutes, Mary seconds motion, motion passes

NEW BUILDING PLAN SUBMISSIONS:
– Margarete Holtz – Submission for building on property at 8900 NW Grimes Rd.
o Motion to accept, Ross Scrocca. Second by Mary Scrocca. Motion carries
– Katherine Wagner – Submission presented at meeting for mobile home to be placed on property
at 6223 NW Foster. Plans are within minimum requirements, culvert requirement to be
determined. Plans still need approval from OWWSA.
o Motion to accept, Craig Riehl. Second by Ross Scrocca. Motion carries

OPEN FORUM / COMMUNITY COMMENT:
– Question about CC&R violation enforcement. Reviewed the POA board’s response to violations
per documented regulation / by-laws.
– Question / concern about acquisition of board minutes and financials. Directed to present
formal request in writing and/or email to OWPOA email.
– Recommendation from community member to post notes on community bulletin board in
addition to website and printed copies upon request.
– Stacy Coburn formally dismisses herself from POA board. Additional motions and/or votes
during meeting will not include her.

REPORTS OF OFFICERS: Financials not reviewed for August, pending submission from Treasurer.
FINANCIALS AS OF 9.14.2022
– Bank Balance $ XX,XXX.XX
– Deposits $ X,XXX.XX
– Total Bills $ X,XXX.XX
– Aging Report
o Unpaid Dues $ XX,XXX.XX
o Outstanding Dues $ XX,XXX.XX
– Unpaid POA dues status / Liens
– Foreclosures

COMMITTEES:
– Fire (Doug)
o Update on fire preparation – Fire break road has been dozed, cleared brush
– Roads (Craig)
o Culvert request submitted from property owner for driveway. Culvert approved for
installation pending information from property owner contractor, license, bond,
insurance
o Still yet to receive estimate from Bartlett
o Funds remaining for year $9,333 – minimal amount for repair, will hold funds for winter
– Pool (Mary)
o Sunrise Pool and Spa was not able to fit community pool into schedule for cleaning and
repair before end of season usage. 8-12 weeks out for cleaning.

– Shooting Range
o Searching for a new lead to take on the shooting range
– Lake (Mike)
o Mike not present, no change
– Little Lending Library
o No change
– Recreation Area
o To be discussed in recuring business

RECURRING BUSINESS:
– Website
o Shawn has updated the website with committee members and new links for minutes
– Drainage
o No change, still waiting for estimate from Bartlett
– Welcome Packet
o On hold, need help from board or community
– Recreation Area
o Updated Rec Area map nearly completed, will post on website and gate. Also bulletin
board?
– Capital Improvement
o No change
– Office Equipment
o N/A – Lisa not present
– Update of review process of rules / regulations submitted to Jered Reid
o Due to inconsistencies and concern about OWPOA CC&R / By-Laws – POA Board met in
executive meeting on September 1, 2022 to discuss suspending new building plans,
specific to mobile and/or manufactured homes until definition of regulation is clear.
Question raised to attorney, Jered Reid

NEW BUSINESS:
– Monthly Action Report: (Mary)
o Fire Break maintained with dozer
o Cleared garbage from lake, thank you Ross and Doug
o Ross, Mary, Craig met with Jered Reid August 23, 2022 to discuss concerns about
language discrepancy in CC&R & by-laws between current edition and previous
o Executive meeting on September 1, 2022 to review newly presented information from
Jered Reid meeting on 8.23

– Motion to suspend acceptance of new building plan submissions for mobile / manufactured
homes effective 6:00 AM September 15, 2022
o Ross Scrocca motions, Mary Scrocca seconds motion. Motion carries

ROUND TABLE DISCUSSION:
– Craig – Looking for new estimates on road maintenance to keep rates competitive
– Mary – Looking for new estimates on insurance to keep rates competitive
MEETING ADJOURNED @ 8:32 PM
Meeting minutes submitted by Craig Riehl, Board Member

Posted 7/28/22

Work to open the pool continues to happen.

·       Water– The new filtration system is up and running. It appears to be working well.  It is not “automated” at this point which means as the level in the cistern drops, the pump for the well is turned on manually.  To avoid straining the system, it will take a few days to get the pool filled, once drained and cleaned.

·       Drain/clean– The pool needs to be drained, cleaned, and inspected. Five pool companies had been contacted to do this work.  The timeliest one has it on their schedule.  We were told they were two weeks out, last week.  Note: they had been scheduled twice since early May but had to postpone because of the water situation.

·       Bathroom– Two new toilets have been installed.  We had a community member step up and volunteer his time and expertise.  He’s new to the community, a plumber by trade.   If you need plumbing assistance, we can provide his contact info.  The bathrooms just need a thorough cleaning now.  Volunteers?

·       Solar panels– a solar panel system had been purchased to heat the pool.  The pool is currently heated with propane.  A support structure needs to be built for the solar system. The materials have arrived. We need volunteers to build the structure.  Any contractors/carpenters out there?  Opening of the pool is not dependent on having this in place.

·       General cleanup- A second load of trash, including wire fencing was hauled away.  The weeds before the pool entrance were mowed and sprayed. 

·       In the meantime, a nearby alternative: https://ccprd.org/park/prineville-pool/

For more information, please contact the OWPOA at poa@ochocowestpoa.com

 

Thank you