HOMEOWNER SURVEY RESULTS · comparative HOA documentation, RDR Review project information, Committee member contact info, and an interactive Neighbor Forum. The forum is moderated

Appendix A

OAK HILLS HOME OWNERS ASSOCIATION RESTATED DECLARATION OF RESTRICTIONS REVIEW SURVEY

HOMEOWNER SURVEY RESULTS

Summer 2011

Prepared and Conducted

by theRDR Review Committee

as authorized by theOHHA Board

OHHA RDR Review Survey Results Presentation

OBJECTIVE: To understand the position of Oak Hills residents on issues that face our community and to provide quantifiable, actionable results that can inform the recommendations for changes to OHHA governing documents. METHODOLOGY:

● A new website, https://sites.google.com/site/ohhardrreviewcommittee/, was created for the RDR Review Process. The website contains all OHHA documents under review, comparative HOA documentation, RDR Review project information, Committee member contact info, and an interactive Neighbor Forum. The forum is moderated with topics for discussion.

● Two Town Hall Meetings were held. Invitations were extended to all Oak Hills residents via newsletters, OHHA website, viral email, and prominent signage. Residents were encouraged to raise any questions or concerns and present any topic they feel should be addressed in the revised documents.

● All Oak Hills residents are encourages to email, call, or visit committee members to request that issues be addressed in the governing documents.

● A comprehensive survey was created based on all community input. The survey was created using freeware Google Survey and distributed to all residents.

● Survey Distribution: ○ Hard copy included in the April Board Newsletter○ Drop-off locations at 4 homes in Oak Hills, or bring the survey to the May 10

Annual Meeting. ○ Survey table at Recreation Registration Day and Annual Meeting with surveys

offered to every attendee. ○ Website created: www.oakhillsbusiness.net. Website contained online survey that

submits data to Google Docs. ○ Survey link distributed via viral email, on the survey cover letter, and in Board

Newsletter.● Survey Qualification

○ The goal was to obtain one survey from every lot in Oak Hills. This was an effort to replicate the voting structure for CC&R Changes. Respondents were asked to include Lot # or address. Identifying info was separated from survey results to protect anonymity.

● Survey Disclaimer○ The conclusions reached are strictly those of the RDR Committee, and in no way is

representative of the opinions of the Board of Directors.


DEMOGRAPHIC SYNOPSIS:




SURVEY RESULTS & CONCLUSIONS: I. ARCHITECTURAL REVIEW A. CONCLUSIONS:

● There is clear indication that proposed alterations must preserve or enhance surrounding homes.

● An Architectural Review Committee of three or more is preferred.● Neighbor notification should be received before the Board may approve an Architectural

Review application.● Responses trend towards higher restrictions on visible elements and spaces.● Respondents show high restriction for home and yard appearance however, when asked

directly, trend towards not wanting restrictions on changes to landscaping. ● Harmonious/Inharmonious: Respondents generally prefer homes and yards that are

neat and tidy, and don’t create an atmosphere that is disturbing to others or impacts community curb appeal or property values. Improvements should maintain the character, colors, and style of modern mid century homes and landscaping. However, they want some allowances for improving homes and properties in a way that balances individuality and updated appearance with pleasing architectural compatibility and neighborly consideration, and without features that create conflict or dissension among the neighbors. Many respondents made reference to behaviors that are respectful and considerate of neighbors, where people work to get along.

B. ANSWERS: Please rate the following: The Board should have a standing Architectural Review Committee with a minimum of 3 members.


One member of an Architectural Review Committee should be a Design Professional.

Third stories should be prohibited except when not more than two stories are visible from the street and the third story is incorporated into the roof line as a dormer or similar feature.

Third stories should be prohibited except when not more than two stories are visible from any direction and is fully incorporated into the roof line as a dormer or similar feature.


Proposed alterations to structures, improvements or landscaping must maintain or enhance the value and character of existing homes in the immediate vicinity.

Neighbor approval must be received in order for the Board to approve an application for Architectural Review

Neighbor notification must be received in order for the Board to approve an application for Architectural Review


Please rank these topics according to how you feel each one reflects the values of Oak Hills as a well-kept community with agreeable, community oriented characteristics. Changes to Landscaping

Removal of Large, Established Trees

Front Yard and Home Exterior Maintenance


Backyards

Yards Visible to Neighbors and Common

Exterior Home Improvements (Structure)


Exterior Color (Paint/Stain)

Fences

Basketball Hoop Placement and Maintenance


Visibility of Garbage, Recycling and Yard Debris Containers


II. OAK HILLS COMMUNITY ENVIRONMENT A. CONCLUSIONS:

● Overwhelming response indicating that abandoned and unrepaired vehicles should be highly restricted.

● The number of cars parked on the street associated with each home should be restricted. ● Parking of commercial vehicles on the street should be highly restricted; however, the

community is more tolerant of commercial vehicles parked in driveways. ● Control of dogs on or off leash, chickens, and breeding of pets for commercial purposes

should all be highly restricted. ● Use of OHHA common property should be highly restricted (see later data in Association

Business section). ● The community was fairly evenly split on the topic of restricting the number and type of

household pets, with a majority selecting “3.” ● There were almost even response relating to whether or not barking dogs and dogs off

property are a problem. ● Cats off property and household and yard noise are not problems for most people in Oak

Hills. B. ANSWERS: Please rank these topics according to how you feel each one reflects the values of Oak Hills as a well-kept community with agreeable, community oriented characteristics. (Should Not be Restricted - Should be Highly Restricted) Management of Abandoned and Unrepaired Vehicles in Driveways or on Property


The Number of Cars Parked on the Street Associated with Each Home (in addition to cars in the driveway)

Parking of Commercial Vehicles on the Street

Parking of Commercial Vehicles on the Driveway


Control of Dogs - On or Off Leash

Chickens and Coops (no roosters)

Breeding of Household Pets for Commercial Purposes


Number and Type of Pets per Household

Use of Oak Hills Common Property and Facilities

Please rank these topics. (Not a problem - big problem) Clotheslines


Control of Dogs - Barking

Household Dogs Off of Resident's Property

Household Cats Off of Resident's Property


Household and Yard Noise


III. ACTIVITY ON PRIVATE PROPERTY A. CONCLUSIONS:

● Commercial activities should be allowed as long as they are not audible or visible to neighbors. Increases in pedestrian or vehicular traffic should be avoided.

B. ANSWERS: Many businesses such as consulting, individual tutoring, small print operations, etc. occur in communities such as Oak Hills --- as well as in Oak Hills. Currently, no in-home business, with the exception of childcare, is allowed, per our RDRs. What are your thoughts regarding commercial activities on homeowner property.

All commercial activities, except childcare, should be prohibited. 21 10%

Commercial activities should be allowed as long as the activity is not audible or visible to neighbors. 163 80%

Commercial activities should be allowed as long as it does not result in increased pedestrian or vehicular traffic. 130 63%

All commercial activities should be allowed. 5 2%

People may select more than one checkbox, so percentages may add up to more than 100%. In your opinion, what characterizes the terms "Nuisance" and "Annoyance" in regard to the Oak Hills Community? - see summary.


IV. ENFORCEMENT OF RESTRICTIONS A. CONCLUSIONS:

● There are strong preference towards the Board responding to issues reported by residents.

● The Board should have a standing Committee to assist with enforcement of restrictions.● The Board and any Committee should exercise reasonable discretion when enforcing

restrictions, and, at all times, treat homeowners with respect, care and consideration.● Neighbors should be allowed to report a violation anywhere in the neighborhood. ● Respondents favor communication between neighbors before reporting a violation, or

filing an application for Architectural Review. (See Architectural Review section)● Residents should be able to report violations anonymously. ● The Board should take initiative to correct violations and levy fines to pay for correction.

B. ANSWERS: Please rate the following.The Board should contract with an independent third party to enforce restrictions.

The Board should have a standing Committee to assist with enforcement of restrictions.


A resident should be able to report a violation anywhere in the community.

A neighbor should be required to speak to their neighbor regarding any violation before going to the Board with a complaint.

The Board should respond to issues reported by one Oak Hills resident.


The Board should respond to issues reported by two Oak Hills residents.

The Board should respond to any known violation.

The Board should levy fines.


A resident should be able to report a violation anonymously

If, when requested by the Board, a homeowner does not correct a violation, such as poor yard maintenance, the Board should correct the violation and bill the homeowner.


V. ASSOCIATION BUSINESS, OPERATION AND PROCEDURE A. CONCLUSIONS:

● Very mixed responses to the topic of term limits for Board members were received. Respondents appear to either feel strongly in support of term limits or marked three, interpreted as “don’t know” or “maintain status quo”. Concerns related to finding enough homeowners to serve were noted.

● The Board should annually forecast planned improvement and expenditures. ● There is a strong consensus that only an Oak Hills homeowner should serve on the Board

or on a Committee of the Board.● Respondents prefer restrictions on who uses OHHA facilities; however, they are split on

the topics of restricting political and religious groups.● Responses regarding special and annual assessment increases and automatic rise in

annual assessment are split between strongly agree and strongly disagree, with a slight trend towards agreeing with the higher bar for change. (note: survey did not ask if current system is adequate.)

● There are strong preferences toward submitting an absentee ballot over a proxy. B. ANSWERS: Please rate the followingThere should be a maximum number of consecutive and/or nonconsecutive terms for which a Board member may hold office.


The Board should annually forecast and communicate planned improvements and establish priorities for expenditures.

The Board should be required to attend no-cost mediation at the request of a homeowner.

Only an Oak Hills homeowner may serve on the Board of Directors or on a Board designated committee.


Political groups should be restricted from using the Recreation Center or OHHA facilities.

Religious groups should be restricted from using the Recreation Center or OHHA facilities.

There should be no restrictions on who may utilize the OHHA Recreation Center and facilities.


The Board should pursue traffic calming devices such as speed bumps or other options to help control traffic on neighborhood streets.

The Board should be authorized to increase the annual assessment by not more than 2% per year without the approval of the membership.

Special assessments should require: 1/4 of membership to vote, AND 2/3 of those voting must approve the assessment.


Increases of more than 2% in annual assessments should require: 1/4 of membership to vote, AND 2/3 of those voting must approve the assessment.

The current system for voting by proxy is adequate.

I would prefer to submit an absentee ballot instead of a proxy.


VI. OTHER/MISCWith a goal of maximum attendance at the Annual Meeting, what day/time is most convenient for you?

When there is disagreement on the definition of subjective language within the OHHA governing documents, what standard should be used by the Board to restrict the activity?

The lack of sidewalk maintenance has been raised as a problem because homeowners are not replacing damaged areas, and it represents a safety issue. Should sidewalk maintenance be managed and paid for by:


The business of the community falls to a few people who are willing to devote time to assisting with the management tasks, enforcement of regulations, and the needs of the community. Would someone in your household be willing to assist by serving on either a standing or temporary committee?


VII. SUMMARY OF SURVEY COMMENTS I. OAK HILLS COMMUNITY ENVIRONMENT

What do you like most about this community?

Community Spirit: friendly neighbors, family neighborhood, great place for children, safe, strong sense of community identity;Amenities, Activities and Recreation Programs: overwhelming love of the open green space and rec center, rec programs, pool, and special events;Convenience: location to shopping, restaurants, hospital, large employers, close to downtown Portland, near transit lines, great elementary school in the middle of the neighborhood; andNeighborhood Environment: quiet neighborhood, large lot size, well-maintain grounds and well-kept homes, planned community, safety and sense of security. Comments on RestrictionsTrees: Removal of trees should be evaluated based on condition. Trees that are diseased or causing harm to home or property should be allowed to be removed. Cars, Commercial Vehicles: Commercial vehicles parked on the street while work is underway is acceptable. Residents with commercial vehicles should park them in the driveway, not on the street. Residents are in favor of fewer automobiles parked on the street. Restrictions on Animals: Homeowners would like a clear dog policy in place to prevent problems. Dogs should be kept on leash or under voice control. Much concern about dog owners picking up waste. Chickens: Some residents are in favor of allowing a limited number of chickens. Other respondents voiced concerns over the odor, sounds, and other animals attracted to chickens and their eggs. Comments on the Use of Oak Hills Common FacilitiesOwners are more concerned with regulation of behaviors on Association property than the nature of event. They wish to see clear regulation on noise, care, and cleaning of facilities. Owners do not believe facilities should be restricted from political or religious groups. Comments on the Level of Restriction and EnforcementOwners would like clearer regulations, and they would like current regulations more strictly enforced. Multiple comments addressed a fear of creating a police state. People do not want others to have more control over their property then they do. General, Miscellaneous Regulation CommentsPeople are generally happy. Concerns regarding a commercial signs, rude parking and on street parking, basketball hoops, and fighting within the Board and community members were noted. Also noted was a preference to allow solar panels.


Comments on Potential Problems

Noise: Comments are mostly about loud mowers and leaf blowers. Loud mowers and blowers seem to be heard all day long. There are multiple comments about establishing quiet hours, but also multiple comments about noise not being a problem. Clotheslines: Clotheslines are fine as long as they are not visible to neighbors or the street. Animals on or off property: There’s a concern about dogs wandering off property without supervision. Dog waste is a big problem. People need to clean up after their pets. In general, people are satisfied; however, they would like clear regulations/guidelines. General Problem Comments: People are pleased with the community; however, they are aware that without regulations these things could become problems in the future. II. ARCHITECTURAL REVIEW Harmonious/InharmoniousEssentially, people define “inharmonious” as not blending in, not fitting in, inconsistent, jarring. Conversely “harmonious is defined as blending in, fitting in, consistent, pleasing. Although many defined these in slightly different terms, the representation meant much the same thing. Specific items listed as Harmonious: one and two story homes, well maintained homes and yards, a relaxing atmosphere, good quality materials/construction/design, predominate styles and features from the era of original construction, accepting/understanding/treating neighbors well, a happy warm friendly neighborhood, an awareness of others, anything within current restrictions, people controlling their dogs, streets clear of excess cars, sidewalks in good shape, and things agreeable to others. Specific items listed as Inharmonious include: chain link fences, large additions, bright colors, repeatedly creating a disturbing atmosphere, not getting along, obstruction of view, blockage of sunlight, bright lights, sport courts and basketball hoops, loud music, neighbors who don’t consider others, barking dogs, dogs not cleaned up after, disrespect, unmaintained landscape, chickens, not helpful to neighbors and the community, flashy, outside the common majority, any activity that forces a neighbor to complain more than once, and odd structures viewable from the street/common space/over the fence. Neighbor Notification, Input, and ApprovalComments are split on the topic of requiring neighbor approval for proposed projects; however, respondents are clear that neighbors should be notified of proposed projects. Architectural Review Committee Owners definitely want a committee of three or more individuals. Owners are concerned about a “design professional” adding too much restriction to what people can do to their property. Owners are concerned that the Association will not be able to find a design professional to volunteer. Owners want the Architectural Review committee to be the body to make decisions.


Number of Stories on a Home Five comments rejected anything resembling a third story. Six comments accepted either a second story on a daylight basement or any addition that greatly improves the home. GeneralOwners demand enforcement of restrictions. They are dissatisfied with the current level of enforcement. III. ACTIVITY ON PRIVATE PROPERTYIn your opinion, what terms define “Nuisance” and “Annoyance” in regards to the Oak Hills Community? Definitions include phrases like: problems that continue repeatedly; issues that bother multiple people; something that prevents me from living a peaceful life here; something that if 100 neighbors were polled, 77 would agree it was bothersome; unpleasant noises, odors, or structures; violations of the CCRs that are not addressed. Specific examples: Neighbors object to three types of nuisance and annoyance issues - activity, visible and audible.

● Activity: dogs off leash, speeding cars, cars blocking the sidewalk, receiving 3 newsletters, non-residents walking our streets and using our common property to exercise their dogs, any activity found annoying to more than one neighbor, home businesses that are audible or visible to others or increase vehicular traffic.

● Visible: poorly maintained homes and yards, parking on the street, trash and old cars, visible trash cans, commercial vehicles.

● Audible: barking dogs, loud music, loud parties, inappropriate language, basketball, especially all of the above occurring late at night or early in the morning.

IV. ENFORCEMENT OF RESTRICTIONS Neighbor CommunicationNeighbors should speak to their neighbors before reporting complaints to the Board; however, owners want the Board to step-in if they are too intimidated to speak to their neighbor, or if communication has not resolved the problem. There is a great deal of concern about self-proclaimed “neighborhood police” if neighbors are allowed to file a complaint anonymously. Still, some homeowners would prefer the Board or a committee would routinely sweep the neighborhood for violations so that the restrictions are enforced without creating contentious issues between neighbors. Board ResponseOwners want to be treated with consideration and respect when reporting violations. They absolutely demand that the Board respond to complaints and enforce restrictions. On the other hand, owners are concerned about creating a patrolled “police state.” The Board should be reasonable and apply good judgement when handling violations.


FinesThe fine process should include ample notification and time for the owner to respond and correct the problem before a fine is enacted. Owners want reasonable fines, and they want the Board to be reasonable in the enforcement of fines for violations. Third Party for EnforcementOwners do not want a 3rd party involved in the enforcement of restrictions. There is much concern about the cost of a 3rd party. Owners feel the Board should take responsibility for enforcement of restrictions. V. ASSOCIATION BUSINESS, OPERATION AND PROCEDURE Voting MethodOwners would prefer to submit absentee ballots over proxies. Many concerns with proxies are listed. There is some concern that absentee ballots will result in lower Annual Meeting attendance, and owners want larger attendance at the Annual Meeting. However, there is also concern that a smaller number of people voting in person or by proxy is more harmful than an expected larger turnout by allowing absentee ballots. Dues Increase and Special Assessment It should be noted that in the survey, respondents were given two choices for what standard should be required to pass special assessment and dues increases. The survey failed to present the current voting system as an option, or to define the current voting system compared to the two options. The largest take-away from this topic is that owners want a large percentage of the community to submit votes. They are not happy about the idea of a small percentage of voting owners creating changes to dues, special assessments, or regulations and restrictions. Serving on a Committee Only owners should be able to serve on the Board. Committees of the Board should be opened to include an expert in a given field. Restriction on use of Common Facilities OHHA Facilities should be reserved for use by residents and their guests only. Behavior of residents and guests (ex. cleaning up, obnoxious behavior) using the OHHA Facilities should be highly regulated. Facilities should not be restricted from use for political or religious activity. Term LimitsOwners recognize the fact that it is difficult to find owners to volunteer their time and effort to serve on the Board.


MediationMediation should be entertained as a last-resort. Owners recognize that mediation would require a great deal of extra time and attention for the Board away from Association business. Board should consider mediation if absolutely necessary. Speed CalmingOwners recognize a need for speed calming methods and are greatly concerned about the number of speeding cars. There are some concerns about using speed bumps for this purpose.


Documents

HOMEOWNER SURVEY RESULTS · comparative HOA documentation, RDR Review project information, Committee member contact info, and an interactive Neighbor Forum. The forum is moderated