APPROVED
RIVER MEADOWS HOME OWNERS ASSOCIATION
RIVER MEADOWS IMPROVEMENT DISTRICT
BOARD MEETING MINUTES
February 19, 2005
Board Members Present: Marilyn Hoblit, Chris Kosydar, Ben Simpson
Board Members Absent: Skip Phillips, John Tuttle
Management Present:
Bill Hayes, Property Manager; Hank Fairbrother, Bookkeeper and Real Estate
Manager
Owners Present: Achille Castioni, Angie Powers, Sandi Till, Charles Arnest
Call To Order: Meeting called to order by Kosydar at 9:05A.M. A quorum was established. Kosydar announced that an executive session was necessary to discuss the Braddock settlement and the Fowler Judgment. Motion by Kosydar to hold executive session. Motion passed unanimously.
Agenda: Agenda reviewed and approved without comment.
Approval of Minutes:
Review of the minutes for the January 2004 Board meeting. Motion by Hoblit
to approve the minutes. Motion passed unanimously.
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.
All assessed fines have been collected and a Magistrate hearing is scheduled for February 26 for a fine assessed for dogs running loose in River Meadows.
BK provided Board with a time sheet of his time for all activities performed by BK during January 2005. These included time spent on all activities that BK has performed including and in addition to bookkeeping activities.
REAL ESTATE MANAGER REPORT:
Enforcement Summary: RM provided Board with summary of enforcement
issues year to date. Copy of summary attached to minutes and incorporated by
reference. Board reviewed the enforcement summary.
COMMITTEE AND SPECIAL REPORTS:
MANAGER’S REPORT:
RMID:
Pump Station Upgrades: PM had Thompson Pump Company inspect water
distribution system to give recommendations on upgrading system. Thompson is
preparing bid for recommended changes. Bid has not yet been received. Should
be available for review at March Board meeting.
Well Production and Water Consumption: Well production continues to be in the 210 to 220 gpm. Water consumption during January of 2005 was 221,000 gallons less than January of 2004, and water consumption for January of 2005 is on schedule to exceed water consumption during February of 2004. Differences presumably due to differences in number of people present in River Meadows and weather differences from year to year.
SEWER:
Lift Station Pumps: PM reported that there have been no clogs of lift
station pumps since the letter was sent to property owners concerning what could
properly be flushed down the toilet. The letter appears to have corrected the
problem, and a copy of the letter will be sent to all new residents going
forward. Board provided with copy of letter Village Properties sent to their
tenants who may not have received the letter sent to property owners.
Resolution of pump clogging problems will permit continued use of existing pumps and will not require expenditure to purchase new pumps or to reconfigure the lift station to accommodate new pumps. However, there are other design problems on the lift station that may require expenditure of funds to correct. PM will meet with Tuttle prior to March meeting to discuss proposed changes, and report to Board at March meeting.
Sewer Permit Renewal: Application has been filed with DEQ to renew River Meadows Sewer Permit. Application fees of $760 have been paid. DEQ will make an inspection of the sewer system during March.
Mowing Equipment: Mowing equipment consisting of a tractor and finish mower have been purchased for spray irrigation area. Total cost of equipment is $7,449. Equipment will be delivered at the end of March in time to be used for the 2005 irrigation season.
Incorrectly Installed Service Lines and Groundwater Infiltration: PM requested that Board determine policy on correcting improperly installed water and sewer service lines at individual residences. Question of who is responsible for the repair when owner has purchased property without knowledge of defect. Kosydar will review issue and report back to Board.
Diesel Fuel Tank: A 500 gallon diesel fuel tank for tractor can be installed at a cost of $704, and the fuel can then be delivered at a cost of $1.74 per gallon. This would be more convenient than hauling fuel in five gallon containers from the service station. Also discussed getting fuel tank for back of pickup. PM will review these alternatives and report back to Board at March meeting.
ACC: No discussion
GROUNDS AND MISCELLANEOUS:
Marina Maintenance: PM reported that the Army Corps of Engineers is
reluctant to permit putting riprap in the Marina to correct the erosion problem
at the West end of the marina. The Corps is apparently recommending installing
a fabric liner where the erosion is occurring and planting willows in the
liner. PM will continue working with the Corps to get this issue resolved.
Ladder Fuel Reduction: Board presented with map showing the common areas of River Meadows where ladder fuel reduction has previously been performed, and the common areas in need of additional ladder fuel reduction. Bid received from Pacific Crest Tree to do the additional ladder fuel reduction for a price of $3,500 to $4,000. PM has an appointment to meet with the Oregon State Department of Forestry to see if any grant money is available to assist with the cost of the ladder fuel reduction. Motion by Simpson to enter into contract with Pacific Crest Tree to perform the proposed ladder fuel reduction at the proposed price of $3,500 to $4,000; and to time the contract to take advantage of any grant money that may be available from the Oregon State Department of Forestry. Motion passed unanimously.
Hot Water Heater for Pool: PM reported that the pool has used 447 gallons of propane from August of 2004 until February of 2005. During that time the pool heater may have been used a few days, but the rest of the time the pilot light on the pool heater and the hot water heater are the only appliances using propane. PM has met with a plumber who can install a 50 gallon propane hot water heater that is 90% efficient for $550. The existing heater was manufactured in 1988 and is presumably nearing the end of its useful life and is much less efficient than the new heater. PM has also contacted the propane company about the possibility of a propane leak. The propane company is to make an inspection next week to see if there is a leak. PM will report back to the Board at the March meeting regarding the results of the inspection and a decision will be made about purchase of a new hot water heater.
Mail Boxes: River Meadows currently has 128 mailboxes, of which 113 are in use and 15 are available for new owners. As River Meadows builds out additional mailboxes will be needed. There is also a potential problem with the post office that wants the mailboxes to be consecutive with the street addresses. This is not currently being practiced due to a shortage of boxes. The boxes that are currently in use are accessed by the post office from the back. This precludes adding additional boxes under the existing shelter. One alternative would be to convert to front loading boxes which allow having two rows of boxes under the existing shelter and preclude the necessity of building an additional shelter. Net long-term cost of converting to different boxes would be $2,000 to $2,500. This is approximately the same cost as continuing to use back loading boxes and building an additional shelter to cover them. Will review this issue again at March meeting.
STATUS REPORTS:
Foreclosure of Thomas Lien: Bank has foreclosed its lien on the Thomas
property and there is a new owner of the property. New owner will have to pay
the back taxes on the property. This means that River Meadows will receive the
portion of the real estate taxes that are for water charges. However, River
Meadows will loose its lien for back homeowner dues and sewer fees. However,
new owner will have to start paying these charges going forward.
NEW BUSINESS:
Request to Install speed Signs Along Pitch Court: Board presented with
petition from property owner on Pony Express Way to install signs on Pitch Court
to warn drivers on Pitch Court that there are children playing in the area.
Issued was discussed, including installation of speed bumps on Pitch Court.
Concluded that there are liability issues with speed bumps. Owner petitioning
for signs requested by Board to contact her neighbors to see if the neighbors
would be willing to contribute to the cost of the signs, and to report back to
the Board at the March meeting.
Request To Extend Retaining Wall at Marina: Board presented with E-mail request from property owner whose property backs up to channel leading from marina to river. Owner complains that bank of channel behind his home is eroding and becoming unstable, and requests that retaining wall of marina be extended along the channel leading from the marina to the river. Apparently the condition of the bank behind the owner’s home is the result of owner tying his boat up in the location where the bank is eroding. The bank upstream and downstream from where the erosion is occurring is not eroding.
Discussion concluded that there is no money in the budget to pay for extending the retaining wall of the marina and that governmental agencies would probably not approve extending the retaining wall, that the width of the channel where the proposed extension would be installed is too narrow to accommodate the extension and still permit the passage of boats, and that boats should only be tied up in the wider portion of the marina where the retaining wall now exists, and that no boats should be tied up in the channel leading from the marina to the river.
Future Performance Review for Contractors: Kosydar reported that it is the Board’s responsibility to do periodic performance reviews for the contractors. Kosydar will work out format on how to conduct the performance reviews with the goal of having the reviews performed within the next two months.
Key Board: Board presented with suggestion that business office establish a key Board in the business office for owners who want to leave a key to their home at the business office. This would allow office personnel to have access to the owner’s home in the event of an emergency when the owner is away. Board directed purchase of key board to be locked and maintained in the business office. Only PM and BK are to have access to the key board. Owners will be notified of availability of key board by word of mouth and in the next newsletter.
Short Term Rentals: Discussion concerning the challenges short term rentals potentially present to River meadows in terms of tranquility of the community as the result of violation of the rules by renters, and the pressure such rentals put on use of the amenities. Concluded that policy of strict enforcement of rules with respect to renters should be continued. This policy requires that on the first violation of any rule by a renter, the landlord will be notified of the violation. The second violation will result in an automatic fine to be assessed against the landlord. PM directed to continue to monitor any crowding of River Meadows amenities as the result of use by renters, and to report back to the Board is such crowding occurs.
Emergency Water Supply: Discussion concerning use of sewer lagoon #3 as an emergency water supply in the event of fire. A check with DEQ indicates that they will not approve such use in advance and the regulatory consequence of such use cannot be determined in advance. Determined that use of lagoon #3 as an emergency source of water is not feasible.
OLD BUSINESS:
Common Area Parking: Hoblit is still working on this.
Fire Evacuation Plan: Report by BK concerning meeting with Sunriver Police Chief to discuss fire evacuation plan. Learned what is necessary for fire evacuation plan, and will try to have plan put together prior to March meeting.
RV Landscaping Settlement: Discussion deferred to executive session.
Reserve Studies: Previously discussed under financial report.
Contracts For PM and BK: Discussion deferred until later meeting.
Meeting adjourned at 11:10 A.M.
Lift station upgrades
Fire evacuation plan – PM and BK
Lift station building and improvements - PM
Common area parking - Hoblit
RV landscaping agreement – PM and Childs
Policy on water and sewer services improperly installed
Reserve studies - BK
Diesel tank for tractor – PM
Marina erosion maintenance – PM
Hot water heater for pool
Mail boxes
Signs on Pitch Court
Performance reviews for contractors
Contracts for contractors
Contractor performance reviews.
EXECUTIVE SESSION: Meeting called to order by Kosydar at 11:10 A.M.
There was discussion concerning status of settlement with Braddocks on RV landscaping, collection of Fowler judgment, and Board communication on executive session discussions.
Meeting adjourned at 11:30 A.M.