Sprinkler system audit update

Over two summers, the HOA’s sprinkler system was audited, fixing leaks and enhancing water efficiency, saving over $10,000.

As communicated earlier in the summer, a board member and a volunteer (thanks Earl C.!) have been auditing and fixing the sprinkler system over the past two summers. During this time several large supply leaks have been found and fixed, well over 75 leaking sprinkler heads have been replaced, and hundreds of nozzles have been replaced to improve water efficiency. This has saved the HOA over $10,0000 in water usage and repair costs.

Currently, we have the entire system mapped. We know how many controllers there are (we have one electric controller and eight battery operated controllers), what zones they control (we have 24 zones), the location of each zone (zones are split into grass and flower beds), the run time and start time of each zone, and the number of sprinkler heads in each zone (over 500 heads overall).

Sprinkler zones in Robin Meadows

This information allows 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.

With this information, the HOA has the option to plant drought tolerant, pollinator friendly, native plants around the neighborhood to add color, help the local ecosystem, and eliminate the need for wood chips. Once established, these plants require minimal watering.

With increasing water rates and sprinkler system maintenance costs, the board will also look into removing grass in areas where it struggles to grow and replace the turf with drought tolerant, pollinator friendly, native plants. Ornamentation such as large rocks, birdbaths, etc. will also be look at. If we remove grass, not only does it remove the need for extensive watering, but it qualifies us for a grant from the Hillsboro water department to pay for 50% of project costs, up to $2,500.

Below is an example of a yard converted from grass to drought tolerant, native plants. Use the slider to compare before and after photo.

Before and after conversion of lawn to drought tolerant landscaping

Our goal is to use our water sustainably and effectively while keeping our watering budget in check in addition to adding color and native plants to our neighborhood.

We are always looking for help as a yearly audit is needed along with ongoing maintenance during the summer. Please contact the board if you are interested in helping out.


FRONT LAWNS: 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 in the summer. If we want verdant lawns, then the first four inches of the lawn will need to be tilled, removed, replaced with healthy soil, and reseeded.

INTERNET TRENCHING: If your internet provider has to trench in your area to hook up a connection to the internet, please send us an e-mail with pictures so we can note the day and time it happened. We have seen several instances where the trenching has cut through water supply lines causing major leaks. This is a major expense that the utility provider should pay for, but if we do not know about the work and we turn on the sprinkler system in the summer and there is a major leak, then we will have to pay for it to be repaired which can cost hundreds, if not thousands, of dollars.

Trenching for internet cables

Special board meeting – August 24

Special meeting to discuss fascia/soffit painting bids is scheduled for Monday, August 24 at 12 PM.

A special board meeting will take place on Monday, August 24 at 12:00 PM at 3130 SE Blue Bird Drive to discuss and vote on the fascia/soffit bids. No other subject will be discussed.

This meeting is being held because the next board meeting is Sept. 14, which is three weeks away, and the painting season ends in October. In order to have the project completed in 2026 it is imperative we decide on a bid and get the project scheduled as soon as possible.

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: