*** UNAPPROVED ***

RIVER MEADOWS HOME OWNERS ASSOCIATION
RIVER MEADOWS IMPROVEMENT DISTRICT
BOARD MEETING MINUTES
August 20, 2005

Board Members Present: Charles Arnest, Chris Kosydar, Marilyn Hoblit, Pat Schaeffer, John Tuttle

Board Members Absent:  None

Management Present: Bill Hayes, Property Manager; Hank Fairbrother, Bookkeeper, Hugh Palcic, Community Development Officer

Owners Present: Martha Kniesteadt, Ernest Kingsbury

Guests: None

Call to Order: Meeting called to order by Arnest at 9:20A.M.  A quorum was established.  Arnest announced that an executive session was necessary to discuss contracts for PM and BK, and owner challenge to CC&Rs.  Motion made by Tuttle to hold Executive Session.  The motion passed unanimously.

Agenda:  Agenda reviewed and approved without objection.

Approval of Minutes: Minutes of Board meetings held on July 16^th, 2005 reviewed and approved without exception.

Community Development Officer Report:

Compliance: CDO provided Board with enforcement summary and owner concern forms that have been filed.  The owner concern forms filed to date have been concerned with fire danger from tall grass growing on some lots in RM, and with gun shots fired in the vicinity of River Meadows.  CDO discussed action taken to address these concerns from Property Owners.  CDO also reported on disturbing the peace complaints at a residence on Trail Scout and Wagon Master Way, and methods of dealing with such complaints.

CDO reported on plans to post a monthly newsletter that will be available to Property Owners at the mailbox area.  The newsletter will have a calendar of upcoming events, and informative articles.

Board requested that CDO visit the Deschutes County sheriffs office to request prompt response from the sheriffs office to complaints from residents of River Meadows concerning public disturbances.

ACC: CDO reported that ACC has completed its annual walk through and that letters have been sent to 24 properties concerning items that need to be corrected.  The items addressed in the letters concern fire dangers and maintenance issues.  The letters contain a deadline for completing the required corrections.  CDO reported that for the most part ACC found conditions in RM in good shape.  They did find some exterior burning devices.

The next administrative issue facing the ACC will be determining which items require full committee action, and which items can be dealt with on a administrative level.

There was discussion of the charter of the ACC which provides that the ACC works at the direction of the Board and how the Board should appoint ACC committee members.  Arnest recommended that CDO discuss terms for members of the committee with the committee members and come back to the Board with a proposal.

CDO reported that there is a vacancy on the Committee.  Motion made by Hoblit to appoint Sandy Stevens to the ACC.  Motion passed unanimously.

CDO reported that fines had been assessed against builders for starting construction work prior to 7:30 A.M.  This is prohibited by the Design Guidelines.  CDO also reported on his general approach to fines with respect to owner’s verses contractors.

There was discussion concerning the importance of performing setback and ridge height inspections on new construction.

Arnest made a recommendation that ACC meetings be held on the Wednesday before Board meetings.  This suggestion was approved by the Board.  Meetings will be held on Wednesday before the third Saturday of the month.  The next meeting will be held on 9/14/05.

Discussion concerning request for home inspection prior to sale of residence to be sure that residence is in compliance with RM Design Guidelines.  Section 9.06 of the Design Guidelines provides for such an inspection when requested by the seller.  CDO is concerned that such an inspection presents some liability issues to the association when the request is related to the sale of a property, that there is no history for such inspections in RM, and that SR charges $100 for such inspections.  CDO recommended that the provision as currently contained in the Design Guidelines be amended to provide that the owner can request such an inspection unrelated to the sale of the property, and that a fee should be established for such inspections.

FINANCIAL REPORT:

Financial summaries: BK provided Board with financial summaries of the three corporations operated by the HOA.  These summaries are attached to the minutes and incorporated by reference.

BK directed to put a lien on the Fowler residence.

Bank Accounts: Discussion of opening CDs for funds corporations that will not be needed during the operating year.  RMID – put $55,000 in one year CD with State Farm.  River Meadows Sanitary Sewer Corporation – put $60,000 in one year CD at South Valley Bank.  Additional $30,000 to be decided on by Hoblit and Bookkeeper who will report to Baord.  HOA – put $100,000 in one year CD at State Farm, put $20,000 in one year CD at South Valley Bank, and put $10,000 in money market fund.

COMMITTEE AND SPECIAL REPORTS:
MANAGER’S REPORT:
RMID:
Water Consumption: Board provided with summary of water consumption month of August through 8/19 showing total water consumption and portion used for domestic purposes and portion used for exterior purposes – primarily landscaping.

SEWER:
Sewer Line Repairs: Discussion on how to proceed with sewer lines repairs.  Letter previously sent to contractor who installed sewer lines requesting that repairs be made under warranty.  No response to date from contractor.  Motion made by Schaeffer to establish contact with United Construction at end of August to get response on whether they will make the repairs under warranty.  If no response or a negative response, PM is to proceed with one repair on a cost and material basis to establish a bench mark for the rest of the repairs.  The motion passed unanimously.

Bid For Engineering on Lift Station: Board reviewed bid from Evans and Associates to perform engineering to upgrade lift station.  Board decided to table decision on bid to later date.

Discussion concerning constructing cover over lift station.  PM directed to bring back sketch for structure and time and material cost at September Board meeting for Board consideration.

GROUNDS AND MISCELLANEOUS:
Weed Control: PM recommended that Board address problem of noxious weeds on private property.  Create problem and increase expense of controlling weeds on common ground.  No action taken on recommendation.

Dog Poop Stations: Three dispenser stations have been ordered but not yet delivered.  Will be installed along bike paths when received.

RV Parking reconfiguration: PM reported on progress of work to reconfigure the RV parking spaces, and a schedule of work remaining to be done.  Board directed that the following items be done prior to the September Board meeting:  1.  Lay out RV parking spaces, 2. Install posts behind RV parking spaces. 3.  Plant trees in 70’ setback along Stage Stop Drive where trees were removed, 4.  Move fence currently located along east side of sewer pump house, 5.  Remove pole light in 70’ setback, 6. Disconnect power to existing RV parking spaces.

Compliance Issues with County: PM reported that the compliance issues raised by the county with respect to RV parking area and Tax Lot 3500 in general are:  1. South access gate.  County wants gate removed and trees planted in access path from Stage Stop Drive to access gate.  2.  Barbed wire on top of perimeter fence along Stage Stop Drive.  County indicates RM must get approval from F&G for barbed wire.  3.  Paving access road to RV parking area.

STATUS REPORTS: None

NEW BUSINESS:
Paving Cul-De-Sacs: Discussion concerning request received from property owner to pave cul-de-sac adjacent to Master Way North.  Board determined that the cul-de-sacs in question that have not been paved are not part of RM street system, and are not identified as roads on the County maps.  Board further determined that owners who access their properties across the cul-de-sac have an easement across the cul-de-sac to access their property and that the cul-de-sacs are actually common area.  Thus, Board concluded that there is no obligation on the part of the Association to pave the cul-de-sac, and an appropriate letter will be sent by Arnest in response to the owner’s request for paving.

Recreation/Amenities Committee: Brief discussion of recommendations of committee.  Further discussion deferred to later meeting.  Tuttle directed to prepare a mission statement for the committee to be reviewed at September meeting.

OLD BUSINESS:
Filing and Recording CC&Rs: Deferred to September meeting.

Fire Evacuation Plan: BK is still working on evacuation plan.

Sewer Flows and Irrigation Requirements: Schaeffer reported that he had not yet been able to make a computation.  Will try to have something prepared for the September meeting.

Paying for RV Reconfiguration: Costs of reconfiguration are unknown.  Need to determine costs before discussing how to pay for.  Discussion deferred to later date.

CC&R Revision: Discussion deferred to a later date.

Meeting adjourned 12:30 P.M.

Action Items:

1.            Work on RV reconfiguration - PM

2.            Design and determine cost of cover over lift station - PM

3.            Get sewer line repair done - PM

4.            Send letter on paving cul-de-sacs - Arnest

5.            Review sewer flows and irrigation requirements - Schaeffer

6.            Install dog poop stations - PM

7.            Complete fire evacuation plan – BK

8.            Filing bylaw amendments and RMSSO bylaws - PM

9.            Sewer irrigation requirements - Schaeffer

Old Business:

1.            Recreation/Amenities Committee - Tuttle

2.            Sewer Irrigation Requirements - Schaeffer

3.            Fire Evacuation Plan - BK

4.            Filing bylaw amendments and RMSSO bylaws - PM

5.            Cover over sewer lift station

6.            Sewer line repairs

Executive Session:

Meeting Called to Order at 12:35 P.M.

Discussion concerning accessing parking area over common ground at Kniesteadt residence.

Kosydar briefed her view on differentiating contractor vs. employee, her criteria for engaging either to perform work for River Meadows, and her view of the current contractor’s background, character, and performance.  Because Kosydar was pressed for time, there was almost no discussion of the ideas and assertions presented.

Executive Session adjourned 1:30 P.M.

General Session Reconvened:

Unanimous approval of motion to notify Martha Kniesteadt by letter from the President of decision by this Board to reaffirm 1998 Board decision denying access across common property to the parking pad located on the west side of her home.

Adjourned 1:45 P.M.