* UNAPPROVED * UNAPPROVED * UNAPPROVED * UNAPPROVED
RIVER MEADOWS
HOME OWNERS ASSOCIATION
RIVER MEADOWS IMPROVEMENT DISTRICT
BOARD MEETING MINUTES
December 17, 2005
Board Members Present: Charles Arnest, Marilyn Hoblit, John Tuttle
Board Members Absent: Pat Schaeffer
Management Present: Bill Hayes, Property Manager; Hank Fairbrother, Bookkeeper
Owners Present: Ray Cecchi, Charles Johnson
Guests: None
Call To Order: Meeting called to order by Tuttle at 8:00A.M. A quorum was established. Tuttle announced that both PM and CDO had submitted formal resignations, and that an executive session would be held to discuss management of the ACC.
Agenda: Review of agenda. Agenda was amended to include under New Business discussion of RMID insurance.
Arnest made a motion to approve the agenda as modified and to hold an executive session to discuss ACC management. The motion was unanimously passed.
Approval of Minutes: Board reviewed draft of minutes for the November Board meeting. Tuttle stated that the November minutes with respect to the CDO contract should be modified to reflect that the CDO contract provides for a $300 retainer and then a pay rate of $35 per hour for hours worked. Arnest made a motion to approve the minutes for the November Board meeting as modified for the CDO contract. The motion passed unanimously.
FINANCIAL REPORT: Current Financial Status:
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. The Board questioned BK on various items contained on statements. Board discussed reimbursement from Forest service for ladder fuel reduction completed on common grounds. PM will follow up with forest service on reimbursement. Include under Old Business for January meeting agenda.
Collection of Fines: Discussion concerning past due accounts. BK reported that the Davis home is listed for sale and when sold the past due amounts will be paid to the Association. Fowler home has been sold and sale will close soon and delinquent amounts due association will be paid at closing.
RMSO Tax Status: The IRS currently treats RMSO as a taxable entity. BK is working with IRS to get a tax exempt status for RMSO, but has not been able to reach an agreement with the IRS concerning the property tax exempt status for the corporation. The IRS has granted Association 90 days to resolve tax status of RMSO. The attorney who formed the corporation has recommended making RMSO a subsidiary of RMID or an LLC. Tuttle will discuss tax status with Association’s attorney prior to January meeting and include tax status of RMSO on agenda for January meeting. BK will also contact the attorney for the Special Districts Association to get his recommendation with respect to a tax exempt status for RMSO.
Board questioned why HOA is being taxed. BK will follow up on this with the IRS
Miscellaneous: Board received copy of receipt for gifts purchased for Kip Childs and Chris Kosydar for their previous service to the community.
COMMITTEE AND SPECIAL REPORTS:
MANAGER’S REPORT:
RMID:
Maintenance & Upgrades: PM is continuing to work with Cascade Pump and Thompson Pump to come up with a solution to upgrade booster pumps. Cannot get a clear determination on proper approach for upgrade. Arnest has a contact from Salem that can evaluate RM booster pump requirements. Arnest will have him contact PM to evaluate RM’s booster pump requirements.
PM provided Board with photos of the excavation and main water line valves that were recently replaced. Discussion concerning other main line valves that may need to be replaced. Packing gland around valve stem on one valve is leaking when the valve is closed, and an additional valve needs to be installed to isolate water service to condos located North of tennis courts. Without the additional valve being installed, water service to Pony Express Way and Lost Rider Loop will also have to be terminated to isolate water service to condos north of tennis courts. There is also a defective valve that controls water service to the Campsite cul-de-sac.
There was discussion concerning installation of backflow devices at each residential property in River Meadows to protect the water supply from contamination from back siphoning. PM directed to get bids on the cost to install backflow devices.
SEWER:
Sewer Line Repairs: Due to winter weather, completing required sewer line repairs previously identified will be deferred until spring. Patching the road on Lost Rider Loop for the previously completed repair will be deferred until the weather permits, which will probably be in the spring.
Lift Station: Electrical work to move lift station junction box above ground has been completed. Constructing a cover over the lift station will be deferred until spring.
Sewer Permit: Recently issued DEQ sewer permit prohibits hookups to sewer system for properties located outside of River Meadows. The developer of River Meadows permitted one such hookup while the developer still owned the sewer system. A letter has been sent to DEQ advising DEQ of this hookup and the circumstances surrounding it. The letter requests a variance from the permit prohibition with respect to this hookup. A response has not yet been received from DEQ.
Flow Meters: Influent flow meter has been repaired and returned to River Meadows. The meter will be reinstalled when weather permits.
Sewer and Water Operators: There was discussion concerning retaining Allen Miles as sewer supervisor to train a replacement sewer operator for PM. Tuttle will discuss this with Miles and also contact the OWW water and sewer operators to find out if they are available to operate the River Meadows water and sewer systems.
GROUNDS AND MISCELLANEOUS:
RV Reconfiguration Status: There was discussion concerning trailers and boats that are still parked along the fence adjacent to Stage Stop Drive in the area that is no longer permitted for RV parking. One of the boats belongs to Michael Fridlund. BK has not been able to identify the owners of remaining vehicles. BK directed to determine the owners of the remaining vehicles. BK also directed to send a letter to Fridlund notifying him that he is past the November deadline for moving his boat and directing that it be moved immediately or further action will be considered.
Hot Water Heater For Pool: There was discussion concerning replacing the existing hot water heater for the pool restrooms. The existing hot water heater is the original propane heater and it is not very efficient. A plumber has advised PM that A more efficient propane hot water heater could be installed that would result in considerable savings on the propane expenses. An alternative to a new hot water heater is to install a Rinnai hot water on demand system. Board instructed PM to get bids for installing both systems for discussion at January Board meeting.
Construction on Common: There was discussion concerning recent revelation that an owner had expanded his deck onto common ground. Owner claims that ACC approved the expansion. There is no record in the ACC files that this issue was ever discussed or approved by the ACC. Action will have to be taken to have the portion of the deck constructed on common ground removed.
Discussion also revealed that another property owner has recently constructed a porch without ACC approval that is required by the Design Guidelines, and that the porch might have been constructed on common ground. Tuttle will investigate to determine if the porch was constructed on common ground.
It was also brought up that the ACC had recently approved the construction of a trash enclosure within the ten feet set back provided for by the Design Guidelines. Thus, the ACC exceeded its authority in approving this structure.
Permitting these violations to continue will invalidate all or a significant portion of the River Meadows CC&Rs.
STATUS REPORTS:
NEW BUSINESS:
Backup Water Supply: There was discussion concerning alternatives provided by Attorney for dealing with the back up well. The motion passed unanimously. Implementation of the motion was deferred for one month to permit the Board members to review the letter from the attorney on this issue.
Bridge To Island: PM reported that he had verified through the Army Corps of Engineers that a permit is not required to build a bridge to the island in the location where the culverts were removed as long as there will be no backfill into or material removed from the stream. Cecchi will review the conservation agreement with the County to make sure there are on restrictions in the agreement with respect to constructing a bridge
RV List of Rules: Discussion deferred to January meeting.
There was also discussion concerning permitting an owner to rent more than one RV parking space as long as there are no other owners who want the space. Tuttle made a motion that due to the adequate number of spaces an owner will be allowed to rent more than one RV spaces as long as there is not another owner who does not have a space and who wants to rent a space. Motion passed unanimously.
2006 Budget: Board reviewed proposed 2006 budgets prepared by budget committee for RMHOA, RMID, RMSO. Board made adjustments to the proposed budgets. BK will revise the budgets and send to Board for further review.
Budget discussion included discussion on cost of seal coating portion of roads that were paved in 2005, maintenance building parking lot, and new section of the bike paths. Board reviewed a bid from McMillian’s Asphalt Sealing, Inc. to perform this work. PM directed to get additional bids.
RMID Insurance: Discussion on whether to increase the insured value of assets covered by RMID insurance. Motion by Arnest to renew the insurance with no increase in asset values. Motion passed unanimously.
Meeting adjourned: 11:15 A.M.
Action Items:
Old Business: