UNAPPROVED

RIVER MEADOWS HOME OWNERS ASSOCIATION
RIVER MEADOWS IMPROVEMENT DISTRICT
BOARD MEETING MINUTES
April 23, 2005

Board Members Present: Charles Arnest, Marilyn Hoblit, Chris Kosydar, Ben Simpson, John Tuttle

Board Members Absent: Skip Phillips

Management Present: Bill Hayes, Property Manager; Hank Fairbrother, Bookkeeper

Owners Present: Charles Arnest, Achille Castioni, Lonnie Chapelle

Guests: Hugh Palcik

Call To Order: Meeting called to order by Kosydar at 9:00A.M.  A quorum was established.  Kosydar announced that an executive session was necessary to discuss Fowler bankruptcy, contracts, contractor performance evaluations, sewer hookup problem, and fine for Design Guide issue, and compliance officer position.  Motion made by Simpson to hold executive session to discuss enumerated items.  Motion passed unanimously.

Agenda: Agenda reviewed and amended to include community yard sale under New Business, and dog poop stations under Old Business.  Motion made by Simpson to approve agenda as amended.  Motion passed unanimously.

Approval of Minutes: Review of the minutes for the March 2005 Board meeting.  Motion made by Simpson to approve the minutes.  Motion passed unanimously.

Board Member Resignation: Kosydar announced that Skip Phillips had resigned from the Board effective 4/20/05.  The resignation was due to his imminent departure from River Meadows to live overseas.  Kosydar made a motion to nominate Charles Arnest to complete Phillips’ remaining term on the Board of Directors.  Tuttle seconded the motion.  Kosydar noted that Arnest had served a previous term as a Board member, had been President of the Board, and would bring much needed financial and organizational skills and experience to the Board.  There was discussion concerning other possible candidates.  Kosydar called for a vote on the nomination of Arnest to complete Phillips remaining term on the Board.  Kosydar, Hoblit, and Tuttle voted to appoint Arnest to complete Phillips’ term on the Board.  Simpson voted against the appointment.  Arnest duly appointed to complete Phillips’ term on Board.

Presentation by Hugh Palcik: On March 29, 2005, Hank Fairbrother resigned as the River Meadows Compliance Officer.  Subsequent to his resignation Hugh Palcik, the Compliance Officer for Sunriver, was contacted to apply for the vacant Compliance Officer position in River Meadows to work on a part time basis.  Palcik attended the Board meeting and made a presentation to the Board on his experience and qualifications to be the Compliance Officer.

FINANCIAL REPORT:
Financial summaries: BK provided Board with financial data for HOA, RMID and the River Meadows Sanitary Sewer Corporation.  Financial data for each corporation included summary of deposits, reserves, balance sheets and income statements.  BK summarized information in statements for Board, explained differences between budgeted amounts and actual expenditures, and answered questions from the Board members concerning the statements.  Copies of the statements are attached to minutes and included by reference.

There was discussion concerning monthly fee paid to Midstate on lots in River Meadows Second addition that have not yet been built on.  Arnest thought the monthly charge was to stop after ten years.  BK will look into this.

REAL ESTATE MANAGER REPORT:
Enforcement Summary: RM provided Board with summary of enforcement issues up to date of resignation.  Copy of summary attached to minutes and incorporated by reference.  Board reviewed the enforcement summary.

COMMITTEE AND SPECIAL REPORTS:
Enforcement Summary:  PM provided Board with a summary of daily violations of Rules and Regulations and Design Guidelines from April 1st through April 22nd.  Summary kept by PM at request of Board President as the result of the resignation of the Compliance Officer.  Summary reviewed by Board.

MANAGER’S REPORT:
RMID:
Pump Station Upgrades: PM provided Board with bid from Thompson pump to upgrade distribution system with two variable frequency drives for booster pumps, and a bid from All Phase Electric to do the electrical work required to install the variable frequency drives.  Discussion and decision on installation of variable frequency drives deferred to May budget workshop.  PM directed to get additional bids on electrical portion of installation.

Upgrade Backup Well: PM reported that investigation into feasibility of drilling backup well deeper to improve the quality of the water produced by the well indicates that it would be more cost effective to drill a new well than to increase the depth of the existing well.  Current cost to drill a new well is indicated to be in the range of $80,000 to $90,000.  The high cost to drill a well is the result of well drillers being extremely busy and is reflected in their drilling charges.  Discussion and decision on backup well deferred to May budget workshop.

Water Storage Tank Inspection: Steel water storage tank to be inspected on Monday, April 25, 2005.  There was   discussion on how to proceed if the inspection reveals that repairs need to be made.  Motion by Tuttle to authorize PM to spend up to $1,000 on repairs at time of inspection.  Motion passed unanimously.

SEWER:
DEQ Inspection Report: Board provided with copy of DEQ inspection report for inspection made on 4/1/05 in connection with renewing the River Meadows sewer permit.  The report found that everything was in compliance with the permit, and there are no violations.

Groundwater Monitoring Wells: Three groundwater-monitoring wells will be installed in the spray irrigation area during the week of April 25, 2005.  The wells are required by the DEQ permit.  The cost per well is $1,825, for a total cost of $5,475.

Lift Station Upgrades: Board provided with an $8,400 bid from All-Phase Electric to upgrade and modify electrical service at the lift station.  The modification would remove the junction box from the well and place it above ground to make it easier and safer to work on.  The upgrade would be of the electrical equipment in the panel box.  There was discussion on the need for making the changes.  Decision deferred until budget workshop in May and PM directed to get additional bids.

Lift Station Engineering: Discussion on $4.427 bid by Evans and Associates to do the engineering design for upgrading and improving the lift station design.  Decision deferred to the budget workshop in May.

Sewer Line Maintenance: Sewer lines on Lost Rider Loop will be cleaned and videoed during the week of April 25, 2005.  Purpose is to make sure the lines are flowing properly and to determine if there are any repairs that need to be made to the lines.

ACC:
Construction of sheds: Discussion concerning construction of sheds on private lots in River Meadows.  Question of whether sheds should be permitted and if permitted, what should be the standard for construction.  The current Design Guidelines do not address this issue.  Concluded that Board will address this issue in current review and revision of Design Guidelines.

ACC Minutes: Simpson requested that minutes of monthly ACC meetings be provided to Board members prior to monthly Board meeting so Board members can review the minutes prior to the monthly Board meeting and address any issues they have questions about at the Board meeting.  BK explained that ACC meetings are generally held on Thursday prior to Board meeting on Saturday, and that it is difficult to get the minutes completed before the Board meeting.  However, effort will be made to comply with request to have minutes available for Board members prior to Board meeting.

Solar Panels: BK requested Board input on the issue of installing solar panels.  A property owner has submitted plans to the ACC for construction of a residence that will include the installation of solar panels.  The Design Guidelines permit installation of solar panels, but do not contain specific guidelines for approved installation.  To date no solar panels have been installed in River Meadows.  Discussion on this issue was concerned primarily with the appearance of the panels and the frame they are housed in.

Motion: Kosydar made a motion that before ACC approves the installation of any solar panels that the ACC be required to obtain Board approval of the proposed panels.

Further Discussion:
Amended Motion: Original motion amended to include sheds.

Discussion:
Second Amended Motion: Original motion and amended motion to stand until such time as the Board completes revision of Design Guidelines.

Second amended motion passed unanimously.  Amended motion passed unanimously.  Original motion passed unanimously.

Deck Construction on Common: BK brought request from property owner for constructing portion of deck on common ground.  Owner of Lots 8 and 9 in SSM00 has submitted plans for constructing new residence that will be constructed on both lots.  Plans call for constructing a portion of the deck on common ground.  Board concluded this would not be permitted.  The need to have deck constructed on common ground is avoided by changing location of house on lots.  CC&Rs do not permit construction on common ground.

Stand Alone Antennas: ACC question on requiring the removal of stand-alone antennas that are installed on some residences in River Meadows.  Concluded that removal of antennas cannot be required because FCC rules permit their installation.  On future installation of such antennas, the ACC can recommend that they be installed in the attic instead of on the roof.

Riley Berm and Water Feature: BK reported that according to agreement with Riley’s, the height of their berm is to be measured this spring to verify that it is not over four feet high, and that Riley’s are to provide proof of insurance for a water feature to be installed in their yard under which River Meadows is a named insured.  Water feature has not yet been installed.  BK requested advice on how to proceed with determining height of berm and verifying insurance coverage.  Concluded that Ben Simpson will talk to Riley’s about the height of the berm and existence of insurance.

GROUNDS AND MISCELLANEOUS:
Marina Erosion Problem: Tentative approval has been reached with Division of State Lands and Corps of Engineers to permit River Meadows to remove the culverts located at the West end of the marina.  Removal of the culverts will eliminate the erosion problem.  PM is currently in process of finalizing the approval process.

Common Area Ladder Fuel Reduction: Association has spent $4,000 to date on ladder fuel reduction in River Meadows common areas.  Some reimbursement will be received from Oregon Department of Forestry for work performed.

A bid in the amount of $6,000 has been received to complete ladder fuel reduction around perimeter of spray irrigation field.  Concluded money not in budget to perform this work.  PM will work on performing ladder fuel reduction in this area during the summer.

Ladder Fuel Reduction on Forest Service Land: Board provided with letter sent to Forest Service requesting that they complete ladder fuel reduction on their land that lies between the River and the South side of River Meadows.  Forest Service has determined that this summer they will be completing ladder fuel reduction on the area immediately adjacent to the South side of River Meadows, but not in the area immediately adjacent to the River.  The area the forest Service will be clearing will provide a fire buffer to River Meadows.

Tennis Court Maintenance: Board provided with bid from Atlas Track and Tennis in the amount of  $14,288 to repair the cracks and resurface the tennis courts.  Concluded that the courts are currently in a playable condition and that money is not in the budget at this time to repair the courts.  The existing cracks will be patched.

Painting Pool Building: Board presented with bid in the amount of $1,800 from Ligon’s painting to paint the exterior of the pool building, and a bid in the amount of $800 from Ligon’s painting to paint the spa room and the men’s restroom.  Determined that interior painting could be deferred.  Motion made by Tuttle to approve bid for painting exterior of pool building.  Motion passed unanimously.  Interior painting will be deferred.

Roofing Pool Building: Board presented with bid from McMurray & Sons for roofing the pool building.  Bid included three different prices for 30, 40 and 50 year warranties.  Decision on roofing deferred to discussion during budget workshop.  PM directed to get additional bids.

STATUS REPORTS:
Fowler Delinquency: Discussion deferred to Executive Session.

NEW BUSINESS:
Revision of Design Guidelines: Board provided with copies of Guidelines that have been previously reviewed with revision comments for consideration.  Simpson and Tuttle will work on revision, and bring in members of ACC to assist in drafting revision.

Filing and Recording CC&Rs: Discussion on filing CC&Rs and whether revision to CC&Rs had been recorded. Bylaws were amended by membership vote at the 1999 and 2003 annual meetings.  The amended bylaws need to be recorded.  PM directed to work on recording and determine what has and has not been recorded.

Sign For Burn Pit: Discussion concerning posting a sign on the gate to the burn pit to notify owners of the hours when the burn pit is open.  Motion made by Tuttle to post the sign.  During discussion of the motion it was noted that posting a sign could give notice to nonresidents of the existing of a burn pit and result in their unauthorized use of the burn pit.  Motion withdrawn.  PM directed to clean up bulletin Board and post burn pit and pool hours on the bulletin board.

Compliance Officer: Discussion deferred to Executive Session.

Community Service Committee: Discussion deferred to May Board meeting.

Annual Meeting: Discussion concerning preparing for annual meeting.  Concluded detailed discussion will be deferred to the budget workshop.  Arnest will work with the nominating committee to get candidates for open Board position.

Correction of Improperly Installed Sewer Connection: Discussion of improperly installed residential sewer connection installed directly into manhole vault and not into sewer stub in.  Service line penetrates wall of sewer vault, making it dangerous to work in vault.  Board directed PM to contact the owner to request that owner correct the connection by removing the service line from the side of the vault and reattaching the line into the bottom of the vault.

RMID Contracting Requirements: Preliminary research indicates the RMID is not subject to the contracting laws that apply to public corporations.  Kosydar will do additional research on the issue.

Community Yard Sale: A request has been made by property owners to authorize an annual community wide yard sale.  Yard sales are not permitted under the existing CC&Rs.  Motion made by Hoblit to have a community wide yard sale on the fourth Saturday of June each year.  Motion passed unanimously.  Owners will be notified through newsletter and at annual meeting. 

OLD BUSINESS:
Reserve Studies: BK provided Board with reserve studies for each corporation and explanation of the numbers on each study.  Board members requested to review the reserve studies in preparation for Budget workshop when numbers will be finalized.

Fire Evacuation Plan: Discussion deferred until May meeting.  BK still working on plan

RV Landscape Agreement: Application for a revised site plan for tax lot 3500 has been filed with Deschutes County.  River Meadows property owners who live in close proximity to the area the plan will affect have receive written notice from the County that the application has been filed.  The County is in the process of reviewing the plan.

Lift Station Upgrades: Previously discussed under Committee and special Reports

Contracts for PM and BK: Discussion deferred to Executive session.

Signs For Pitch Court: Two traffic signs previously approved have been purchased and will be installed on Pitch Court during the week of April 25th.

Dog Poop Stations: Discussion on installing bags at various locations along bike path so owners can collect their pet’s poop.  Decision on installation deferred to May meeting.  Tuttle will look at options for the type of equipment to be installed.

Starting time for Board Meetings: Discussion on starting time for Board meetings.  May Board meeting will start at 8:00 A.M.

Meeting adjourned at 1:00 P.M.

Action Items:

1.      Have steel storage tank inspected - PM

2.      Have sewer lines inspected - PM

3.      Finalize road paving bids - PM

4.      Install signs on Pitch Court - PM

5.      Revise Design Guidelines – Simpson and Tuttle

6.      Determine contracting requirements for RMID – Kosydar

7.      Additional electrical bids to revise wiring at lift station and pump station – PM

8.      Complete application for removing marina culverts - PM

9.      Let contract for painting pool building - PM

10.  Obtain bids for roofing pool building - PM

11.  Check on filing CC&Rs and bylaw changes - PM

12.  Post hours of burn pit and pool on bulletin Board - PM

13.  Review RMID contracting requirements - Kosydar

14.  Work with nominating committee - Arnest

15.  Resolve issue of improperly installed sewer service connection - PM

16.  Complete reserve studies - BK

17.  Investigate options for dog poop stations - Tuttle

18.  Review contracts for PM and BK - all

19.  Contractor evaluations - Board

20.  Complete fire evacuation plan – BK

21.  Check on termination of Midstate monthly fee on lots - BK

22.  Contact Riley’s on berm and insurance - Simpson

Old Business:

1.      Water distribution system upgrades – PM

2.      Backup well upgrade – PM

3.      Lift station electrical upgrade - PM

4.      Contracts for PM and BK

5.      RMID contracting requirements – Kosydar

6.      Options on dog poop stations

7.      Marina erosion – PM

8.      Road paving – PM

9.      HOA reserve study – PM and BK

10.  Fire evacuation plan – PM and BK

11.  Improperly installed service connection - PM

12.  RV landscaping agreement – PM

13.  Revision of CC&Rs – Simpson and Tuttle

14.  Filing CC&Rs - PM

14.   Roofing pool building - PM

15.  Community Service Committee - Kosydar

EXECUTIVE SESSION:

Meeting called to order by Kosydar at 1:00 P.M.

There was discussion concerning the fowler delinquency, contracts for PM and BK, Evaluation forms for Board to evaluate contractors, sewer hookup problems, Fine for specific violation of Design Guidelines, and hiring compliance officer for River Meadows. 

Meeting adjourned at 1:45 P.M.