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Notice of Administrative Action

 

November 20, 2025

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After considering his other commitments, President Richard Gunn submitted a letter of resignation to the Board stepping down from his position as Assoc. President but remaining as a member of the Board.  In accordance with Article V, Section 5 of the Association's By laws, Vice President Ernie Loy assumed the duties of President until the Board next meets.

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Board of Director’s Meeting

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November 13, 2025

 

A special meeting of the Van Buren Farms Property Association Board of Directors was held on Thursday, November 13, 2025, beginning at 6:30pm. The meeting was located at: Gresham Burrito Shop 325 N Main Ave Gresham OR 97030 Board

 

Members Present: Richard Gunn, Ernie Loy, Graham Noake, Julianne Standish+2 homeowners attended.

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The purpose of this meeting is to discuss the following topics:

 

1.  Review of current financials.  Graham showed the 2025 and 2026 budget outlines. Landscaping and Insurance bills amounts remain steady while others (PO Box rental and QuickBooks) have a slight increase.  Ernie proposed going with the “alternative reserve study” for a reduced savings amount which would result in a lower than 2025’s annual assessment. Motion made / 2nd’. Discussion. Vote passed to use that reduced amount.

 

2.  Adopt a budget for 2026 with funding of the reserve account.  Budget for 2026 voted on and set.

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3.  Set annual assessment for 2026.  With new Reserve Study budget, the Board set 2026’s Annual Assessment at $360. A recommendation was made to consider further years increases of 12% annually.

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4.  Additional Topics:  a,) Richard is signing up as a co-signer (for double signatures required for checks, b.)  Julianne and Dave’s names and addresses are being removed as Officers. Ernie has agreed to resume the duties as the “RA”, c.)  One house is currently up for sale, no word on buyer yet.  d.)  HOA email (still) isn’t working; all others are (use VanBureanHOA@gmail.com), e.)  Homeowner reported that the attic vents were leaking water into attic and into house. All vents were improperly nailed resulting in cracking and leaks. Rob (builder) was contacted and had the original roofing company come repair. Homeowner recommends that all homes check their attic vents for integrity.

 

Meeting adjourned at 7:35.

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2025 ANNUAL HOMEOWNER'S MTG

September 8, 2025. 

6:00-6:30 and 7:30-7:45pm Board

 

Meeting was open to all Members at 6:30

Board Members Present:  Dave, Graham, Glenn, Julianne

 

1,  Sale of Phase 3 property

-Chet is selling.No buyer currently.Could be single and multifamily homes.There are no sewer lines installed, could be up to 30 “homes”.Suggested to plan to attend Planning Mtg when its scheduled by City

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2.  Board Members

-Dave resigning from President (willing to stay on as Board Member).  Kira resigning.

-Richard Dunn and Ernie Loy were voted in as Board Members.

During post-meeting Board Member Mtg: Richard accepted President position.  Ernie accepted Vice President position. 

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3.  Budget Review

     Graham shared 2025’s budget numbers. 

-Delinquent HOA fees / neighbors have been notified and fined.  Working through process (remind, warn, fine; some have been offered payment plans but they haven’t followed through with agreements)

-Able to transfer additional funds in to Reserve Account (for capitol improvements—fencing, mailboxes, etc).  At recommended funding amount.   Did new reserve study in 2024.

-2026 payment schedules will return to 2 payments ($217x2.  January and May)

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4.  Compliance Issues

Landscape Discussion

-Reminders:  tree trimming, mowing street/sidewalk stips, clean-up areas (bioswales, curbs, and sidewalks---clean off moss and algae)

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5.   Website is working

HOA email working.   President email will be transferred to Richard.  President will be able to access and update website

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6.  Open Discussion

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Adjourned at 7:15pm

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Board of Director’s Meeting

July 22, 2025. @ Gresham Burrito

 

 

Meeting was open to Members at 6:30

Board Members Present:  Dave, Graham, Glenn, Julianne

 

Reviewed minutes of 2/25/25.  Approved. 

 

Budget Review

     Graham shared 2024’s budget numbers.  4 delinquent HOA fee payments.  He has sent out reminders and fines (as necessary).   1 Homeowner was put on a payment plan but hasn’t kept up with agreement—a final arrangement has been communicated.  If no payments, the fines will continue until either paid or collected upon sale of the home.

     Discussion about 2025 and 2026 payment schedules; will return to 2 payments in 2026 (2025 is allowable with 3 payments). Amount will stay the same as 2025. 

 

Spring Landscape Discussion:

     Message has been sent out to homeowners / tenants.  Reminders included:  tree trimming, backflow testing, clean-up areas (bioswales, curbs, and sidewalks---clean off moss and algae).  And it’s time to start thinking about Fall maintenance.

Dave personally trimmed trees on 190th to improve visibility.    Most yards are looking well kept.

 

Website is still “in the works” (still)

      Went down with transition from Ernie stepping down to new President. (7/25 update:  the website should be operational yet problems are still occurring).

Discussion and agreement to look into a new web / service provider

Board president email still having issues; using HOA email only.

         

Annual Meeting:  set for September 9 from 6:30-7:30pm.  

          Open positions:  President (Dave has said he will not run again though may stay on Board is necessary) and 1 Board Member (Kira—her position was for “one-year”)

          Cookies and water will be available.   Attendees are asked to bring their own chair

     If Homeowners have any agenda items they’d like covered, please email the HOA (Dave sent out an informational email for the meeting—you can respond to that).

 

No open discussion

 

Adjourned at 7:20pm

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Board of Director’s Meeting

February 25, 2025. @ Gresham Burrito

 

 

Meeting was open to Members at 6:30 (1 non-board member present). 

Board Members Present:  Dave, Graham, Glenn, Julianne

 

Reviewed minutes of 11/5/24.  Approved. 

 

Budget Review

     Graham shared 2024’s budget numbers.  4 delinquent HOA fee payments.  He will send out reminders and fines (as necessary). 

Discussion about 2025 and 2026 payment schedules; will return to 2 payments in 2026 (2025 is allowable with 3 payments).

 

Spring Landscape Discussion:

     Message will be sent out to homeowners / tenants.  Reminders to include:  tree trimming, backflow testing, clean-up areas (bioswales, curbs, and sidewalks---clean off moss and algae)

 

Website is still “in the works”.   Went down with transition from Ernie stepping down to new President. (2/25 update:  the website should be operational yet problems are still occurring).

Discussion and agreement to look into a new web / service provider

Board president email still having issues; using HOA one instead.

         

Annual Meeting:  set for September 9 from 7-8pm.  

          Open positions:  President (Dave has said he will not run again) and 1 Board Member (Kira)

          No food this year.   No set up / attendees will bring own chair (saving money instead of renting items)

 

Mailbox break-in.   Multiple reports were made.  No follow-up from USPS.

 

No open discussion

 

Adjourned at 7:15pm

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2024​​

Board of Director’s Meeting

November 5, 2024.@ Gresham Burrito

 

Attendees:  Dave, Julianne, Graham, Glenn, Kira

 

Agenda “A”

Annual Meeting review

Date”. September 5, Thursday @ 6pm

Discussion and decision on reminders:  trees, landscaping, garbage/recycling, and street (signs, crosswalks, traffic, parking---what HOA has “governance” over and what’s City’s role)

*Board was pleased with turn out (quorum met)

 

Agenda “B”

Board Assignments: 

      Dave—president.  Graham—treasurer.   Julianne—secretary.   Glenn  & Kira will work on Landscape together.

      VP position is unfilled; all members will assist as necessary for tasks.

      We all are on design committee

 

Agenda “C”

Review Home owner request from Annual Meeting.    Request for flashing crosswalk.

     Dave contacted City of Gresham and was directed to use “My Gresham”.   They recommended individuals request (through that app).   Process is lengthy (years) and based on safety (recorded incidents) and otherwise needed.   High cost for investigating needs, restriping road, equipment for signage and lights, etc.

    Prognosis is that we will not be getting it (ever or any time soon)

 

Agenda “D”

Homeowner updates: Lots 4 (new renters), 20, 27, and 54 (renewed lease) have new occupants or continued rental / lease agreements

 

Agenda “E”

Landscape Discussion:

          Reminder to all homeowners regarding fall and winter prep.  Sidewalks—snow, ice, cracks.

         Lot 23 will be asked to repair sidewalk (small raised section growing; hazard beyond just painting)

     Dave will get template from Steve and share with Glenn and Kira for emailing reminders

 

Agenda “F” and “G”

Budget Review

     Graham shared 2024’s budget numbers.  He will continue to send out reminders and fines (as necessary).    $22,000 bank reserve.    $1030 due in late fees and dues.  $7350 for rocks and landscape updates were high “ticket items” this year.

 

Reserve Study has been conducted again.   Report will be posted on Neighborhood website.

     Repainted fence in 2021, will need again in few years / replacement in decade or so.

Discussion regarding HOA annual dues—decision to table this until the Reserve Study comes in.   There will be significant things need to “save” for and though we haven’t raised dues for a few years, with inflation and updated Study, we most likely will need to.

 

Emails will be sent out soon regarding dues amounts and due dates.

 

 

Adjourned at 7:45pm

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2024 ANNUAL HOMEOWNER'S MTG

August 27, 2024. 6:15pm

 

Budget Discussion:

      All expenses are on plan.  Dues collection is good (4 delinquent, $1400 due)

      $22,000 reserve fund (for fence and other long-term maintenance)

      Budget will be figured soon; dues estimations then

     The board will meet again in September/October to discuss the budget for 2023.  This meeting is open to all community members.

    

Ernie is current serving as our “registered agent” and express willingness to continue as a non-board member.

 

Compliances Update / Landscape Info

          Recently there have been some sanctions and fines due to non-compliance with HOA regulations on landscaping / property upkeep

          Reminders were sent to all homeowners regarding procedures for upkeep.

          Process began in March; multiple in-person meetings and follow-up.  Fines begin today while still working with homeowner (and rental company + renters)

                   Follow-up: renters moved out, owners & rental company working on yard

          Reminder:  Sergio mows parking strips, weed and feed, and spay hard/rock surfaces.  Owners are responsible for rest.       

 

Annual IRS Compliance Form 

     Each year we must sign form regarding any “excess income” the HOA has collected.  The form was signed that we will roll over any excess to next years’ budget (anticipated excess is less than $200). 

     Motion, 2nd, Voted and Passed

 

Annual Elections
    Positions are open for 2 years.  The positions held by Graham, Steve and Julianne were up for re-election.  Graham and Julianne stated a desire to continue to serve.  Steve has given up position.

          Kira (1 year position to complete Steve’s opening) and Glenn (2 year position, to fill empty) volunteered.

     Motion to re-elect/elect all 4, 2nd, Voted and Passed.

 

Open Discussion

          Crosswalk?  Neighbor has written letters to mayor, city of Gresham asking for crosswalk across 191st.  (follow-up: process is long and difficult to get started)

          Manhole cover still covered after resurfacing streets by City.

          Neighbor Deb Ross passed away.  Memorial on 9/28.

          Question about open field---no plans to develop

 

Adjourned at 7:15pm

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Board of Director’s Meeting

5/31/2024. 6pm @ Gresham Burrito

 

Attendees:  Dave, Julianne, Graham, Steve

 

Agenda “A” and “B”

Landscape Discussion:

     Steve reported regarding yard and tree trimming.

     57 lots in HOA, 37 good, 10 homes have trees to trim, 10 have grass/landscaping “issues”

     Sent out reminders to all, then notices to those homeowners for upkeep

 

Tree Responsibilities:   in street-side bioswales = city.  Parking strips, property = homeowners

Recommended tree replacement in 20 yrs (from initial planting).  Discussion about if necessary or not.  Cost to homeowners, city has list of approved trees. 

 

Discussion regarding garbage / recycling cans.  Should not be left in street or in front of homes.  Side yard ok. 

 

Reminder of “street sealing” from City (no vehicles in or out when being done)

 

Agenda “C”

Design Review Request

     Documents from Vasconcello reviewed and project approved (proceeding soon, owner to do work on deck project).   Discussion regarding drainage and measurements of project (Dave will follow up with homeowners)

     Discussion regarding semi-permanent cover for Standish discussed and approved (no timeline)

 

Agenda “C”, “D”, and “E”

Budget Review

     Graham shared 2024’s budget numbers.  31 paid in full in January.  26 pay 2nd ½ in June.  4 delinquent HOA fee payments.  He will send out reminders and fines (if necessary). 

 

Reserve Study should be conducted again after this one “expires” (inflation, rising costs, etc)

 

Request of purchase of iPad with Quickbooks installed for billing, other HOA Treasurer duties (current desktop is old and outdated).    Discussion and approved.

 

Agenda “F”

Annual Meeting discussion.

Date”. September 5, Thursday @ 6pm

Location:   dead end on Hartley

Dessert, Refreshments provided.  

Rent chairs and canopies.

Discussion and decision on reminders:  trees, landscaping, garbage/recycling, and street (signs, crosswalks, traffic, parking---what HOA has “governance” over and what’s City’s role)

 

Agenda “G”

A Homeowner inquired about getting security camera aimed at street (190th) at HOA cost.

We have no jurisdiction over it and the HOA will not fund this.

A suggestion is that the homeowner can obtain own camera and aim it at locations they prefer and use the data to report (to the City, police) as they feel necessary

 

Adjourned at 7:40pm

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Board of Director’s Meeting

February 20, 2024. @ 4pm

 

Meeting was open to Members (3 non-board members present)

 

Landscape Discussion:

     Steve reported (via Zoom) about bids for gravel and cover for Pleasant View, 190th and Van Buren.  2 bids.  Discussion.   Decision to hire Jesse to complete work.  Hopefully will begin in March.

 

Parking, Abandoned Vehicles

     Neighbor complaint.  Discussion regarding HOA Board’s ability to enforce (we do not have ability for streets).   Recommend to call City / Code Enforcement for concerns.

    

Enforcement Violation Form is on website for all members

 

Reviewed minutes of 11/2. 

 

Budget Review

     Graham shared 2023’s budget numbers.  8 delinquent HOA fee payments.  He will send out reminders and fines (if necessary). 

 

Sale of home.    Dave will reach out to welcome new family

 

No open discussion.

 

Website is “in the works”.   Went down with transition from Ernie stepping down to new President. (3/10/24 update:  the website should be operational)

         

 

Adjourned at 5:00pm

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