Ochoco West POA
Regular Meeting Minutes
04/12/2023

CALL TO ORDER @ 6:06 PM
– Andrew Hatfield, President (2023-2025) Present
– Chase Coonse, Vice President (2023-2025) Present
– Ross Scrocca, Secretary (2023-2025) Present
– Craig Riehl, Roads/Signs Board Member (2022-2024) Present
– Mike Hedrick, Treasurer (2023-2025) Present
*Note- Andrew submitted an updated Agenda that had yet to be reviewed. “New” items will be
highlighted in these minutes. Both agendas will be in Official folder.
MINUTES:
– March minutes were reviewed, and Craig made a motion made to accept minutes as presented. Ross
seconded the motion. No further discussion, motion passes unanimously.
REPORTS OF OFFICERS:
-Treasurer: Current balance: $138,947.55**
Aging Report: Total unpaid dues for 2023- $20,963.89**
Total outstanding dues owed- $47,002.09**
Liens: 13 active liens. 3 more to be filed with Jered Reid law firm. **
Deposits: $54,297.80**
Total Bills: $17,314.52**
**Note- Previous month information. The OWPOA is working with a CPA in Prineville to provide these
services. Up to date information will be available once that agreement is in place. Will negotiate after
the week of “Tax Day”.
-New signers need to be added to POA bank account. Treasurer given information needed to do so.
-2023 budget needs to be revised to allocate funds that were approved for electronic key system and
move $2,051 allocated to “Horse Fence” repair back to POA. Craig recommended holding an Executive
meeting to discuss new budget plan when CPA is in place and provides needed information. Then a new
budget can be voted on in the following Regular meeting. The Board agreed.
-*” Proposal of Payment Plan for Unpaid Dues to maintain access to Ochoco West Amenities.” Andrew
proposed that property owners with outstanding dues be allowed access to amenities. He stated that

this may be an incentive for property owners with unpaid dues to make payments. Ross stated that
some property owners already make payments. Andrew stated that he and other property owners that
have unpaid dues would benefit from being allowed access to amenities, by making payments. Property
owners present at this meeting expressed concern that this could impact a working budget for the
community, as well as it not being equitable to property owners that are current on their dues. In
response, Andrew stated that property owners that have been paying their dues, will continue to do so.
The Board agreed to discuss further at the above referenced Executive Meeting and would vote at the
following Regular meeting.
– Home Builder Plans: There were no new plans submitted. However, Andrew added *Trash and Debris
on New Construction”. Andrew stated that a home being built on Jordan Ave needs to have
construction debris cleaned up. Ross stated that it is property owner responsibility as stated in their
building plan submission as well as in the CC&R’s that construction cleanup will occur. Property owners
should be working with their contractors as such. Andrew stated that he would contact the construction
company directly to address the issue.
COMMITTEES:
– Fire (Ross): Ross provided update with information received from ODF. Crook County did not receive
any funds from the Wildfire Risk Reduction Act grant dollars, nor was a new grant cycle previously used
for fuels reduction offered. ODF suggested looking into the NRCS, but stated it was a lengthy tedious
process.
– Roads/Drainage Project: (Craig) Craig has continued to address potholes in the short term with packed
rock, until consistent warm weather allows for longer term repairs.
– Pool: (Andrew/Chase) Andrew and Chase stated that they will study and take exam to be certified to
manage the pool. They stated that there may be another community member willing to do so as well.
Ross stated that they should check with Sunrise Pool and Spa to confirm being on their work order for
draining/cleaning/repairs. Ross also stated that they might contact other pool companies, as Sunrise
pool and Spa seemed to have reduced capacity and had not been as responsive as needed. It was noted
again that this is the 50 th anniversary of the pool being added to the community’s amenities.
– Shooting Range: (Mitch Logan) Absent, has not reported anything. Chase asked to be included as a
“Co-chair” with Mitch for this committee. Ross stated that there is a budget to make
repairs/improvements to shooting ranges and would show Chase where some materials are stored.
Chase said the archery targets had been left out over the winter and may need replacement, as well as
trash can is overflowing. Ross stated that trash can may be removed as people should pack out their
own trash, but committee chairs can manage that. Discussion was had regarding storage options for
materials. Chase mentioned replacing 300 yd gong. Community member present stated that Mitch was
already working on that. Chase stated that he will contact Mitch to coordinate their efforts. Andrew
asked if shooting “clay” targets was an appropriate use at the shooting range. All agreed that it had
been occurring and seemed like an acceptable activity.
– Lake: (Mike Hedrick) Mike stated that there was no new information. He is waiting for improved
weather to complete the current project. Then he will look at the last planned project with money that
had been allocated.

– Little Lending Library: (Sasha Purdy) Not present, no new information provided.
– Trails: Still looking for a volunteer.
– Annual Picnic: Andrew and Chase leading efforts. Discussion around possibly tying it to the pool
opening, if that schedule allows. Community member present stated that it has been held at
community center, as that allows for potluck items/kitchen use, etc. They also stated that being indoors
allows for it to occur regardless of weather. Further discussion to be had.
-Property Owner Feedback/Questions:
 *” Road Maintenance on Jordan/Drainage”- Andrew proposed using recycled/ground asphalt to
make necessary repairs to pavement, as opposed to “cold patch”. Ross stated that road
maintenance and repair was given the largest budget and mentioned that working with Craig,
the asphalt repair should be looked at when reviewing the other roads and continuing with
necessary drainage work.
 *” Burn Pit Attendance”- Andrew stated that a community member had concern about an
unattended smoldering fire on a neighbor’s property. Ross stated that burn piles and barrels
are allowed as per the CC&R’s but must follow County Ordinances and do state that the fires
must be attended.
 *” Communication”- Andrew had questions about how the Board was allowed to communicate.
Ross stated that all Board communication is available to the public/community and official POA
email and Messenger accounts were set up for Board members’ communication outside of
meetings to be used instead of personal accounts. Andrew asked about the community’s
Facebook Group. Ross stated that Board members are not restricted from using that group as
community members, but it is not affiliated with the POA. Andrew stated that he would provide
info on that group. Ross stated that property owners may contact the Board with
questions/comments via email, Messenger, phone call, letter, in person or, and at Regular
meetings. No decisions can be made by any one Board member without Board member
discussion and vote.
 Property Owner present asked about grading the roads while conditions are suitable. Craig
stated that the equipment operator we have been using has been difficult to reach. Andrew
asked about running the grader. Craig/Andrew will follow up to address grading the roads
before moisture content is not suitable.
 Property Owner present asked about “electronic” bill payment options. Ross stated that this
will be discussed with CPA that will handle the budget as a possible option. A property owner
present stated that he uses “Bill Pay” through his bank for automated payments and it works
well.
 Property Owner present had questions about fencing his property, that is a corner lot. He
stated that traffic making turns over the years has caused the road to encroach on his property.
He asked where he could put his fence, and what would be allowed. Ross stated that the road
easement is a 50’ right of way, and if he keeps the fence on his surveyed property line, it should
not impede the right of way. Ross stated that he should mark the encroachment, so future road
maintenance can correct it. Ross stated that he can follow the 2007 CC&R’s as they pertain to
fences, as there has not been a court decision yet on the matter. The property owner asked

about waterline infrastructure that is on his property and may need accessibility. Ross stated
that he should work with the OWWSA on that matter.
 Property Owner had concerns about a lot being unsightly, with “rolls of carpet” having been
there for years. Ross stated that it is a CC&R violation, and the Board can send a letter notifying
the property in question, but that the Board needs a notification via email or letter of the
address. Ross stated that this information can be provided anonymously and/or reporting party
information is not made known.
RECURRING BUSINESS:
– Website: Discussion was had around improving the current site, or the possible need for a new
site/web development. Craig and Chase stated that they would work with current website
administrator on options to improve the website and/or other options.
– Welcome Packet: Ross updated with new Board members and will provide copies for the office.
– Recreation Area: Nothing new.
– Update of Review Process of 2007 CC&R Revision: Three public notices have been made. There will
be one more before a court hearing is set.
-Mailbox covered structure- Ross stated that contractor was researching necessary permits, and then
would provide a quote, however, has not heard back after a couple of messages. Ross will continue to
try to contact the contractor.
-Electronic key System: Property owner information is being entered into system. Once complete, Bend
Lock and Safe will turn it on, and Property owners current on their dues and/or fines will receive “fobs”.
“Knoxbox” for E.M.S. access to main /pool gates will be added.

NEW BUSINESS:
– 2023 Budget review/revision- This was discussed during the Treasurer report above.
– Treasurer/Secretary signers at US Bank- Discussed during Treasurer report above.
– Capstone CPA duties- Discussed during Treasurer report above.
Roundtable: Mike asked about OWWSA position being advertised. Ross stated that it is to replace Russ
as he is scheduled to retire in September, with the intent to have some overlap. Andrew asked about
correspondence with a law firm. Ross stated that all correspondence needs to include Board members
prior to sending email, and the POA is charged for email correspondence. Ross stated that an Executive
meeting date would be set when a new budget is provided to work with from the CPA.

MEETING ADJOURNED @ 9:50 PM

Meeting minutes submitted by Ross Scrocca, OWPOA Secretary