Author: Robin Meadows

The account for the Robin Meadows HOA board in Hillsboro, OR.

Community potluck and annual meeting – Aug. 2

Join us on August 2 at 4 PM for our annual HOA meeting in the common area. Participate in community discussions, vote for board members, and enjoy a potluck afterwards.

Hello Neighbors and Friends!

Please join us on Sunday, August 2 at 4:00 PM for our annual HOA meeting. If you have not done so already, please fill out the online proxy. We’ll gather in the common grassy area at the center of the property to discuss important community updates, business, and to vote for incoming board members.

After the meeting, stay and enjoy a neighborhood potluck and lawn games! Feel free to bring a side dish to share. We’ll provide hamburgers, hot dogs, and popsicles for everyone.

Every vote matters, and we truly appreciate your participation in making our community a great place to live. We look forward to seeing you on August 2!

Annual board meeting (proxy form) – 8/2/26

Please fill out the proxy for the annual meeting on Sunday, August 2 at 4 PM.

NOTE: While every homeowner is encouraged to attend the annual meeting, homeowners who are delinquent on dues cannot vote per Article III, 3.2 of the Bylaws.

All homeowners are hereby notified that the Annual Meeting of the Robin Meadows Homeowners’ Association, Inc. is called as follows:

DATE: Sunday, August 2, 2026

TIME: Sign-In: 3:45 p.m. | Call to Order:4:00 p.m.

PLACE: Central Common Area | Please bring chairs.

PURPOSE:  To transact association business, which may properly come before the meeting or any adjournment thereof.  Two board positions are open for election. If you do not plan on attending the meeting, please fill out the proxy form with the information below so a quorum can be met.

AGENDA
1. Sign-In – 3:45 p.m.
2. Call to Order – 4:00 p.m.
3. Report on Quorum
4. Reading of Minutes of Last Annual Meeting
5. Introduction of Directors and Officers
6. Reports:
– Projects in 2026
– Projects in 2027
– Financial reports: maintenance and reserves budgets
– 2027 budget

7. Nominations for Director Positions
8. Election of Directors – Announcement of Election Results
9. New Business – Comments from Members                   
10. Adjournment

WHAT IS A QUORUM?
According to 10.6 of our Bylaws, at least 16 homeowners must fill out a proxy or attend the meeting for the annual meeting to take place.

WHAT IS A PROXY?
A proxy includes both your appointment of someone to vote for you in your absence at the meeting, as well as instructions as to how you want that person to vote.  You may also choose the top option below to ensure a quorum is met.

WHY IS A PROXY NEEDED?
A proxy is needed to ensure that the number of votes required under the By-Laws for conducting business is met.

DO I NEED TO E-MAIL MY “PROXY FORM” IF I AM COMING TO THE ANNUAL MEETING?
Yes.  We want your vote to be represented at the meeting.  Circumstances might come up that prevent you from attending.  It is best to fill out your proxy even if you plan on attending the meeting.  If you attend the meeting, you may revoke your proxy and vote on the ballot distributed at the meeting.

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Thank you for your response. ✨

PROXY FORM: I, the undersigned, hereby attest that I am the Owner of the Lot Number(s) listed below in the Robin Meadows, and that I do hereby appoint the following proxy, for and in my name, place, and stead at the Annual Meeting to be held on Sunday, August 2, 2026, at 4:00 pm and any lawful adjournments thereof. I understand that this proxy is not transferable. I appoint (check only the ONE box that applies):

If you chose the second option, fill out the following information:

NOMINATIONS FORM
Please use this form to nominate homeowner(s) to the board or to place your own name into nomination. 

Terms expiring:  Shawnna A. (Vice President), Kathy N. (Secretary)
Terms continuing through 2027:  Dan N. (President), Steve D. (Member at Large), and William K. (Treasurer)

I nominate the following homeowner(s) (please include first name and the first letter of their last name to be considered at the Robin Meadows annual meeting for election to the Board of Directors:

Improving our sprinkler system efficiency

The HOA’s sprinkler system is partially operational due to tree roots obstructing some heads. An audit is underway to track maintenance and improve efficiency.

As many of you know, the sprinkler system was turned on in late May. You may have noticed that only certain sections are currently running. This is intentional. Several sprinkler zones cannot be activated because tree roots have grown around sprinkler heads causing major leaks. Cutting the roots is time‑consuming and must be done methodically to avoid damaging the system.

Over the past year, a board member has already replaced 30 sprinkler bodies and 106 nozzles to reduce leaks and improve water accuracy and efficiency. Over a dozen of these components were failing so badly that they were gushing water. Many more still need attention. If the HOA hired our landscaping company to replace every broken head and nozzle, the cost would easily reach several thousand dollars.

At the same time, the board member is conducting a full audit of the irrigation system. This includes documenting:

  • The number of sprinkler heads in each zone
  • The number of sprinkler heads turned off in each zone
  • The location of each zone
  • Which controller operates each zone
  • When each zone runs and for how long
  • Additional details needed for long‑term maintenance

This information will allow the HOA to quickly isolate and repair zones with broken heads while keeping other zones operational. It will also help us water new (and old) plants efficiently in the future, protecting any landscaping investments the community makes. For instance, grass needs more water than established plants such as trees and bushes and this information will help us target our water efficiently.

We have a $10,000 budget for watering our property during the summer. We anticipate these fixes and improvements can keep our plants healthy and thriving, but it takes a significant amount of time and work.

If you would like to help with this project, please email the board. Work typically occurs on Mondays and/or Tuesdays.

Why this project now?

The irrigation system is over 20 years old and needs significant maintenance. With increasing water prices and a limited budget, it is imperative to have an optimized irrigation system. The reserves study estimates repairs to the system would cost $72,029 in 2027. With other projects such as gutters and fascia painting needed, whole scale irrigation renovation is not within the budget.

Goals for the project

  1. Replace leaking or broken sprinkler bodies
  2. Replace leaking or broken sprinkler nozzles
  3. Accurately aim all sprinkler nozzles to grass or shrubs
  4. Turn off all sprinkler nozzles that are not watering grass or shrubs
  5. Water all grass zones 5 minutes every three days
  6. Water some flower beds 2 minutes every four days
  7. Audit the entire system (see information above)

NOTE: A quick note about the front lawns of homes. The soil in the front lawns of most of the homes is poor. Just inches underneath the soil are rocks and various construction material left over from the builder. As a result, without constant watering the grass will brown and go into hibernation as the sun heats up the rocks.

In the future, the board would like to explore removing several inches of the rocky soil and replace it with healthy soil and reseed. In other areas we would transition to drought tolerant, pollinator friendly, native plants. Here are some examples. Once established, these plants require minimal watering. In addition, by removing grass the Hillsboro Water department will pay for 50% of project costs, up to $2,500 of approved plans.