Mountain Parkmtparkhoa.com/wp-content/uploads/2019/03/2019... · State of the Association Eleanor Kurtus/Directors 7:50pm Thank you to Volunteers Jennifer Anne 8:20pm ... WHEREAS,

Mountain ParkNature’s Neighborhood

51st Annual Meeting

March 21st, 2019

AGENDA Establish Quorum & Call to Order Eleanor Kurtus 7:00pm

Introduction of Directors Eleanor Kurtus 7:05pm

Introduction of Standing Committee Chairs Eleanor Kurtus 7:10pm

Introduction of Staff Jennifer Anne 7:15pm

Association Business:

Resolution Dedicating Net Revenue Bob Price 7:20pm

Auditor Report Dave Schwindt,CPA 7:25pm

Nomination of Directors Janice Krem 7:40pm

Collection of Ballots Janice Krem 7:45pm

State of the Association Eleanor Kurtus/Directors 7:50pm

Thank you to Volunteers Jennifer Anne 8:20pm

Results of Voting Janice Krem 8:25pm

Questions & Comments Eleanor Kurtus 8:30pm

Adjournment

51st Annual Meeting














Adjournment

51st Annual Meeting

Board of Directors

Eleanor Kurtus, President Sherri Sacconaghi, Vice President Chip Kyle, Secretary-Treasurer

Theron Post, Director Bob Price, Director Dwight Sangrey, Director Janice Krem, Director














Adjournment

51st Annual Meeting

Standing Committee Chairs

Kris Damiano Charles Aubin Linda Hartling

Architectural Committee Clubhouse Committee Common Property Committee

Finance Committee

Chip Kyle

Reserves Committee

Chip Kyle

Home Maintenance Committee

Janice Krem














Adjournment

51st Annual Meeting

Introduction of MPHOA Leadership Team

Cristine WieneckeAdministrative

Assistant

Zsolt Lehoczky Landscape

Stewardship Director

Lee Richmond Accountant

Lori MummCC&R Manager

Jennifer AnneExecutive Director

Cami Knudsen Playschool Director

Regan KinderFitness Director

Introduction of MPHOA Leadership Team

Toni VonRudenEvents Manager

Ashley Vaughn Aquatics Coordinator

Cassidy JorgensenCommunity Relations

Coordinator

Christina KnappMember Services Manager

Kevin Cartwright Landscape Steward

Supervisor

Jon Hickman Facilities Director














Adjournment

51st Annual Meeting

Resolution dedicating net revenue

WHEREAS, Mountain Park Home Owners Association is an Oregon corporation duly organized and existing under the laws of the State of Oregon;

And

WHEREAS, the members desire that the corporation shall act in full accordance with the rulings and regulations of the Internal Revenue Service;

Now, THEREFORE, the members hereby adopt the following resolution by and on behalf of Mountain Park Home Owners Association:

RESOLVED, that any excess membership income over membership expenses for the year ended December 31, 2018, shall be applied against the subsequent tax year member assessments as provided by IRS Revenue Ruling 70-604.

This resolution is adopted and made part of the minutes of the annual meeting held on March 21st, 2019.














Adjournment

51st Annual Meeting

David Schwindt, CPA RS PRA

Schwindt & Co provides audit, tax, and reserve study services to over 500 HOAs in the Pacific Northwest.

We are pleased to present the audited financial statements of Mountain Park Home Owners Association for the year ended December 31, 2018.

An audit is the highest level of assurance provided by a CPA and includes the consideration of the system of internal controls.

Independent Auditor’s Report - Unmodified

Basis for Qualified Opinion: As more fully explained in Note 4, the Association has chosen to not capitalize certain property in its financial statements. Accounting principals generally accepted in the United States of America requires that common property used to generate significant cash flows be capitalized instead of being expensed, as the Association has chosen. The effect of this departure from Generally Accepted Accounting principles is not known.

Qualified Opinion: In our opinion, except for the matter described in the Basis for Qualified Opinion paragraph, the financial statements referred to above present fairly, in all material respects, the financial position of Mountain Park Home Owners Association as of December 31, 2018, and the results of its operations and its cash flows for the year then ended in conformity with accounting principles generally accepted in the United States of America.














Adjournment

51st Annual Meeting

Nomination of Directors

CHIP KYLEELEANOR KURTUS THERON POST














Adjournment

51st Annual Meeting

Collection of ballots














Adjournment

51st Annual Meeting

State of the Association -Overview

STRENGTHENED OUR GOVERNANCE FRAMEWORK

Completed a 5-Year Strategic Plan

Completed a 5-Year Master Plan for Common Property

Formalized the Enforcement Policy and Rules for Home Maintenance, Clubhouse, Common Property and Architecture Committees

STRENGHTHED OUR FINANCIAL PLANNING FRAMEWORK

Building Envelope Study

Reserve Study

Presenter: Eleanor Kurtus

State of the AssociationStrategic Plan 2018 - 2023

Goal A – Focus on strategic actions to achieve a progressive and vibrant HOA, supporting a healthy and sustainable community thus continuously improving the relative value of our properties.

Goal B – MPHOA members, residents, and staff will cooperatively participate in its governance structure.


State of the AssociationStrategic Plan 2018 - 2023

Goal C – Establish and maintain an ongoing process to identify, plan and implement programs to improve effectiveness, efficiency, safety and sustainability in our community.

Goal D – MPHOA will be widely recognized as a desirable place to live and work that supports a high quality of life in the Pacific Northwest.


State of the Association

Where we’re headed in 2019:

Awareness of our Code of Civility

Adopt the Baldrige Excellence Framework for our Organization

Resolve the CPI Annual adjustment technical issue


Linking the Annual Assessment Increase to a CPI


Current Policy Working (2008)

“The maximum annual assessment…will adjust automatically each year

based upon the increase in the Consumer Price Index - All Urban

Consumers, Portland-Salem Oregon (CPI)”

Requires approval of Finance Committee and the Board

Annual Assessment Adjustment may not exceed 5%

CPI Base Year will be 2007


Recommended Approach

“The maximum annual assessment…will adjust automatically each year based upon the increase in a US Bureau of Labor Statistics the Consumer Price Index (CPI) that best represents the Portland/Lake Oswego area, as determined by the Board of Directors. - All Urban Consumers, Portland-Salem Oregon”

Still requires approval of Finance Committee and the Board

Assures flexibility to address the uncertainty of future Bureau of Labor Statistics actions

Maintain the 5% limit on annual assessment increase

Annual discussion with Members prior to budget


Proposed Policy for Vote

The maximum annual assessment as set forth in Article V, Section 3 of

the Declaration, will adjust automatically each year based upon a U.S.

Bureau of Labor Statistics Consumer Price Index (CPI) that best

represents the Portland/Lake Oswego area, as determined by the Board

of Directors.

The maximum annual adjustment shall not be more than 5% in any one

year.


State of the Association

Next, detailed reports from the Standing Committees…


Mt. Park Common Property

185 Acres of Nature’s

Neighborhood

Review of 2018 – 2019

Landscape Stewardship

▪Residents of Mountain Park share the beauty and benefits of 185 acres of natural woodlands, parks, trails, open spaces, playgrounds, monuments, and urban forest known as Common Property.

▪The Landscape Stewardship Department — with the support of the Common Property Committee — manages the care of Common Property for the safety, beauty, and enjoyment of all current and future residents.

2018 Common Property Projects

Planted 5,000 Trees, Shrubs, and Groundcovers

Planted 24,000 Flowering Bulbs (e.g., Tulips, Daffodils, Crocuses, and More — Coming up soon!)

Presenter: Theron Post

2018 Common Property Projects34 Areas in Mt. Park Received New Plantings

Initiated Massive Removal of Invasive Ivy and Other Weeds


2018 Common Property Projects1,750 Feet of Trails Resurfaced, 3,750 Feet of Trails Repaved

Improved Resident Safety by Repainting Fire Lanes and Adding Pedestrian Signs


2018 Common Property ProjectsUpdated Yard Debris Collection Process

Responded to Over 300 Common Property Work Requests


Tree pruning, tree removals, invasive species, signage, invasive plant removal, working through encroachment questions, making recommendations, and more.

Common Property Plans and Policies Developed Common Property Master Plan Thanks to all residents who provided feedback and encouragement

through the CP survey, the CP town hall meeting, and dialogues with staff.

Master Plan Task Force: Donn Bury, Sarah Cantor, Kevin House, Janice Krem, Zsolt Lehoczky, Roger Leo, Kate McMullen, Jennifer Plaza (intern), and Theron Post.

Developed Common Property Policies and Practices Revised the policies, standards, and rules for the care and maintenance

of common property Many thanks to Common Property Committee — Barb Auburn, Donn

Bury, Lois Isbell, Linda Hartling, Theron Post, and the Chair Dave Short —for their service throughout the year.

Developed Decision Flow Charts for Tree Pruning, Tree Removal, Yard Debris, Encroachment, and more…

CPC Going Forward… Implement the newly revised Common Property Master Plan.

Apply and educate Residents on the revised Common Property Policies, Standards, and Rules.

Continue efforts to remove, prevent, and reduce invasive species throughout Mt. Park.

Continue to improve communication, documentation, and follow up on Common Property Work Requests and Common Property projects.

Plant more trees, shrubs, and groundcovers to rejuvenate our aging urban forest and areas around the Clubhouse.

Repave more trails & complete an updated trail map for residents.

Continue efforts beautifying Mountain Park for the enjoyment of all residents!


Architectural Committee

Committee comprised of 6 Volunteers (Mt. Park Residents)

Kris Damiano, Cackie Kyle, Marvin Foust, Sarah Cantor, recent committee retiree Cliff Kemp, and Board Liaison Bob Price

Committee meets monthly, the 3rd Tuesday at 7pm

Purpose – Preserve the unique character of Mt. Park

Main Objective – Review any external change

Process for approval of project

Project specifics expedites the approval process (on line)

Presenter: Bob Price

Architectural Committee2018 Accomplishments

279 applications reviewed in 2018 (down from 338 in from 2017)

153 applications were approved prior to committee meeting

Less than 25% of applications were denied due to insufficient information or type of request

Continue to make efforts to keep Mt. Park the premier location in the area


Home Maintenance Committee Year in Review

New Compliance Manager (September 2018)

New Standards for Home Maintenance

New Name for the Committee:

Home Maintenance Committee


Janice Krem, DeeAnn Troutman, Mary Goss , Richard Moore, and Board Liaison Dwight Sangrey

Committee meets monthly, the 1st Tuesday at 6:30pm

Valuable interest and attendance from members and residents concerned about the maintenance of MPHOA properties

Presenter: Dwight Sangrey

Home Maintenance Committee Principles

EMPOWERMENT of the staff

Provide staff with support and flexibility to implement the Standards through interaction with residents to address problems prior to a Notice of Violation

INTEGRITY of the process implemented by the Committee

When an NOV is issued, follow clear procedures to make sure that:

1) The violator is dealt with fairly

2) The violation is corrected

Recognition of RESPONSIBILITY by the Board

Provide a right to Appeal

Ratify all fines and sanctions


Home Maintenance Committee Standards

Reviewed and revised all Rules and Procedures in the

Standards for Home Maintenance The Rules did not change significantly:

Reviewed for current applicability

Revised to address new policies in a few cases

Edited for clarity and consistency

The Procedures were significantly modified:

Integrated with a clear Penalty Schedule

Assured that any Notice of Violation could be addressed in a hearing

Confirmed that the final decision/ratification was by the Board


Compliance Process For All Committees

Architecture, Clubhouse, Common Property & Home Maintenance Committees have all adopted new processes for compliance

The Procedures are consistent in:

Integrating with the responsibilities of staff

Focus on correction of compliance problems – not fines or sanctions

Having a clear definition of fines and sanctions if there is a violation

Providing an opportunity for meeting with the Committee in a hearing prior to fine

A final right to appeal decisions to the Board

Board responsibility to set final action


Mt. Park Clubhouse

Fitness and Community in a Safe Environment

Presenter: Sherri Sacconaghi

Mt. Park Clubhouse Serves approximately 8,300 residents

Clubhouse – 134,016 member/guest visits

Fitness – 22,000+ class participants

KidZone – 81 Avg. monthly drop-in visits, 53 Birthday parties: 14 summer/break camps ( each at max capacity attendance).

Playschool – 81% Avg. monthly occupancy

Events – total of 235 events, including 21 weddings, 30 private parties.

Hosted events include Artists’ Receptions, Wellness Fair, Holiday Marketplace, 50th

Anniversary celebration and Wine & Yoga, and many more…


Social Events at the Mt. Park Clubhouse

Artist Receptions, Kids’ Night Out, Red Cross Blood Drive, Wellness Fair, Holiday Marketplace, 50th Anniversary

celebration, Pumpkin Carving, Wine & Yoga


Clubhouse Committee


Charles Aubin, Bill Roberts, Sharon Ripley, Denise Ocon, Eleanor Kurtus, and Board Liaison Sherri Sacconaghi

Committee meets monthly, the 2nd

Wednesday at 7pm

Active engagement to promote and encourage a positive and respectful atmosphere for all users of the Clubhouse

Establish, review and maintain clubhouse rules

Review exception requests to the rules

Review incident reports – issue Notice of Violations (NOV’s) as necessary


2018 Reserve Fund Allocations

8%6%

4%

57%

20%

5%

2018 RESERVE FUND PROJECTS -$275,800

FITNESS EQUIPMENT THE PLAYSCHOOL

CLUBHOUSE IMPROVEMENTS COMMON PROPERTY PROJECTS

POOL MAINTENANCE OTHER


2018 Reserves Committee Projects


UPDATED LANDSCAPE EQUIPMENT CARDIO, WEIGHT

EQUIPMENT



TRAIL REPAVING

BEFORE AFTER

POOL CHLORINATOR REPLACEMENT

Replace Spa, Lap Pool, & Leisure Pool failing chlorinators

2019 Reserve Fund Allocations

6%2%

7%

56%

16%

13%

2019 RESERVE FUND PROJECTS -$261,798

FITNESS EQUIPMENT THE PLAYSCHOOLCLUBHOUSE IMPROVEMENTS COMMON PROPERTY PROJECTSPOOL MAINTENANCE OTHER




NEW POOL FAN NEW WI-FI ACCESS POINTS

NEW LOCKER ROOM FLOORING

The Wi-Fi “Access Points” will be replaced with more

up-to-date units

Portions of both locker room floors will be

converted from epoxy to non-slip tile

To improve air circulation in the

aquatics area



TRAIL SIGNAGE FITNESS EQUIPMENT

Updated and more helpful trail signage

New Treadmills and a New Rowing Machine

CONTINUE TRAIL REPAVING

Keeping safety and accessibility as priorities for

the trails

2018 Financial Highlights

66%

16%

5%

10%

3%

Sources of Funds – 2018 $3,925,119

ASSESSMENTS

THE PLAYSCHOOL

RESIDENT INCOME

NON-RESIDENT INCOME

OTHER


2018 Financial Highlights

10%

8%

27%

16%

11%

13%

15%

Uses of Funds – 2018 $3,755,189

LOAN FEES & INTEREST

RESERVES

GENERAL/ADMINISTRATIVE

LANDSCAPE

THE PLAYSCHOOL

FITNESS, AQUATICS, & EVENTS

MAINTENANCE & HSKPG.


2019 Budget Highlights

15%

22%

16%13%

15%

4%

4%

11%

Projected Usage of Funds – 2019 $3,902,519

RESERVES & DEBT SERVICE

GENERAL/ADMINISTRATIVE

LANDSCAPE

THE PLAYSCHOOL

MAINTENANCE & HSKPG

AQUATICS

FITNESS

OTHER


Construction Loan Update

Lender: First Citizen’s Bank

Loan Original Balance: $5,000,000

Loan Principal Balance (as of December 31, 2018): $3,475,750

Monthly Payment: $31,658

Terms of the Loan:

Variable Interest Rate: 3.95% - 7.95%

Current Interest Rate: 3.95%

May change on December 10, 2019 and on that day every 3 years.

Change is based on an Interest Rate Index. (Index is the weekly average yield on US Treasury Securities adjusted to a constant maturity of 3 years).

Note Matures: June 10, 2030















Adjournment

51st Annual Meeting

Thank You MPHOA Volunteers!

Recognition of Long-Serving Board and Committees Member

Mt. Park HOA Board Director

Reserve Committee Board Liaison

Homecare Committee Board Liaison

RICK SLAVEN














Adjournment

51st Annual Meeting

Vote Results














Adjournment

51st Annual Meeting

Questions & Comments

Please use microphone

Please share your name














Adjournment

51st Annual Meeting

Documents

Mountain Parkmtparkhoa.com/wp-content/uploads/2019/03/2019... · State of the Association Eleanor Kurtus/Directors 7:50pm Thank you to Volunteers Jennifer Anne 8:20pm ... WHEREAS,