APPROVED
RIVER MEADOWS
HOME OWNERS ASSOCIATION
RIVER MEADOWS IMPROVEMENT DISTRICT
BOARD MEETING MINUTES
January 15, 2005
Board Members Present:
Marilyn Hoblit, Chris Kosydar, Skip Phillips, Ben Simpson John Tuttle
Board Members Absent: None
Management Present:
Bill Hayes, Property Manager; Hank Fairbrother, Bookkeeper and Real Estate
Manager
Owners Present:
Achille Castioni, Scott Campbell, Lonnie Chapelle, Kip Childs, Sandi Till
Call To Order:
Meeting called to order by Kosydar at 9:15 A.M. A quorum was established.
Kosydar announced that an executive session was necessary to discuss the
Braddock settlement and the Thomas Bankruptcy. Tuttle made a Motion to hold an
executive session to discuss the two topics identified by Kosydar. Motion
passed unanimously except that Simpson did not participate in vote.
Agenda: Agenda reviewed and approved without comment.
Approval of Minutes:
Review of the minutes for the October 2004 and December 2004 Board minutes.
Motion by Hoblit to approve the minutes. Motion passed unanimously except that
Simpson did not participate in vote.
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.
Board has previously approved 2005 operating budget but has not yet approved 2005 capital expenditure budget. Board is waiting upon completion of reserve studies before approving capital expenditure budget. Target of completing reserve studies before annual meeting. BK will have reserve studies reviewed by Arnest when completed. Noted that some capital expenditures for 2005 may need to be made before reserve studies are completed. BK and PM will identify such expenditures for the Board.
Discussion of Fowler delinquency. BK has a docketed judgment in small claims court against Fowlers. BK will have the judgment registered in Circuit Court and the judgment will then become a lien on the Fowler home.
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 provided Board with copy of a proposal from
Cascade Pump for upgrading equipment in the water pump station. Proposal was
solicited by PM to replace or repair certain equipment in the pump station that
is no longer operating properly, and to upgrade the water distribution system.
Purpose of proposal is to provide Board with information on area of potential
capital expenditures for water distribution system. PM will consult with other
experts to get additional input and information on what should be done to
improve the water distribution system.
Well Production and Water Consumption: Board furnished with spreadsheets for water and sewer flows for December 2004, part of January 2005 and total water consumption for 2004. Monthly spreadsheets indicate there may be groundwater infiltration into sewer system. PM is attempting to verify sewer flows and source of groundwater infiltration. Total fresh water consumption for 2004 was 14,251,200 gallons. This is an increase of 1,438,870 gallons over 2003 total water consumption.
Water Meter Requirement: Board provided with copy of letter PM sent to ODWR requesting that the River Meadows water conservation plan previously submitted be withdrawn to allow River Meadows to resubmit a revised plan. Board also provided with ODWR’s response to PM’s letter granting request to withdraw water conservation plan, and requiring that a revised plan must be submitted by 4/23/07.
Excessive Water and Sewer Flows: PM reported that it was recently discovered that an unoccupied vacation home in River Meadows had a defective toilet that was flowing 4 gallons per minute. This equates to 5,700 gallons per day from one defective toilet. The average occupied home in River Meadows consumes approximately 300 gallons per day. Thus, defective water fixtures can significantly affect water consumption and sewer flows. It is not known how many additional homes in River Meadows may have leaking water fixtures. The amount of unnecessary water consumption and sewer flows may be quite high. Owners need to be encouraged to take responsibility to repair and monitor their water fixtures.
SEWER:
Lift Station Pumps: PM reported an increase in the frequency of clogs in
lift station pumps due to improper materials being put down the toilet. The
clogs are destructive to the pumps and expensive in terms of labor costs and
repair bills. The pumps that are currently being used are three horsepower
pumps that are underpowered for their intended function. They are working at or
above their maximum amperage to pump the sewage, and have no additional amps
available to deal with clogs. This causes a premature pump failure. PM is
consulting with other sewer utilities and pump suppliers to determine the best
type of pumps for replacing the existing pumps. It appears that replacement
pumps will need to be three phase, five horsepower pumps. This will require
running an additional wire to the pump station and reconfiguring the pump
station to accommodate the larger pumps that have a different discharge
configuration. PM will get bids on the cost of the new pumps and the work that
will be required to revise the electrical system and reconfigure the lift
station and report back to the Board at the February Board meeting.
Mowing Equipment: PM provided Board with information obtained from two dealers on used and new tractors and mowing equipment for mowing grass in spray irrigation area. Board gave PM discretion on purchase of tractor and mowing equipment within the guidelines approved at the December Board meeting. Board recommends that PM have any used tractor checked out mechanically prior to purchase. PM will check with additional dealers prior to purchase of equipment.
Notice Of Non Compliance: PM provided Board with copy of Notice of Non Compliance from DEQ. Notice resulted from failure of contractor to install groundwater monitoring wells in the spray irrigation area pursuant to standards specified in the permit. The Notice acknowledges that the failure to properly install the groundwater wells was an “inadvertent”. The notice requires that the groundwater monitoring wells be installed by May of 2005. DEQ has agreed to require the installation of only three wells as opposed to the seven wells required in the original permit. This will save in construction cost and monitoring costs.
Incorrectly Installed Service Lines and Groundwater Infiltration: PM provided Board with information on improperly installed sewer service line from River Meadows residence to community sewer. There is some indication that groundwater infiltration into sewer system may be occurring from residential service lines either through broken lines or improperly connected drain lines. PM requested Board to consider policy on requiring owners to correct improperly installed lines and to repair broken lines.
Sewer Reimbursement Request: Board considered request from River Meadows homeowner for reimbursement for plumbing costs incurred by owner to correct blockage in sewer line running from owner’s property to main sewer line. Owner’s contention is that blockage was outside of the owner’s property. Facts not clear on whether or not there was a blockage in the community sewer line. There was discussion concerning the expenses that would be incurred by RM to determine whether there was an actual blockage in the community sewer line. Motion by Tuttle to pay one-half of the owner’s plumbing costs. Motion by Kosydar to amend the motion to include a statement on reimbursement check disclaiming any admission of liability for the costs incurred by the owner. Amended motion passed unanimously except Simpson did not participate in vote.
ACC: BK requested clarification from Board on two ACC issues. The first question concerned request from property owner who owns two adjoining lots and wants to build one house that will occupy both lots. BK wanted to know if the Board had any objection to this. Board does not have objection to this request. However, the owner will still have to pay HOA dues, sewer fees and water fees on both lots even though there is only one home. He will also be required to meet all set back requirements for the lots.
A lot owner who is getting ready to build a home on his lot has requested permission to use the driveway of the adjoining homeowner, and not be required to put a driveway on his property. This would result in the use of one common driveway for two homes. The Board concluded that this request should not be approved. That each lot should have a driveway for the home constructed on the lot.
GROUNDS AND MISCELLANEOUS:
Marina Maintenance: Approval has been received from the Oregon State Lands
Department to install the riprap in the Marina to correct the erosion problem at
the West end of the marina. An application has been filed with the Corps of
Engineers to get their approval for the work. Three bids have been submitted
for the work. The low bid is somewhat ambiguous as to the amount that will
actually be charged for the work. When final approval is received from the
governmental agencies, PM will determine that actual low bidder and have the
work completed.
STATUS REPORTS:
Foreclosure of Thomas Lien: Report by Kosydar on the current status of
foreclosing the River Meadows lien and the bankruptcy recently filed by Thomas.
NEW BUSINESS:
Liability Insurance for PM: PM has determined through the insurance agent
handling the sewer insurance for River Meadows that as an independent
contractor, PM needs to obtain a separate liability insurance policy. The agent
has quoted premium of $750 per year for the insurance. Board agreed that it is
important for PM to have this insurance coverage to both protect PM and the
HOA. PM will pay the premium on the insurance and adjust his rates to cover the
cost of the insurance.
Long Range Planning Committee: BK stated he wanted to form a long range planning committee and had contacted owners who are willing to serve on the Committee. BK requested the Board to fund an off site training session for the committee. The Board concluded that BK could form an independent non-sanctioned committee, and the committee could meet and then bring recommendations to the Board. However, the Board concluded that funding the Committee would not be appropriate. The policy of the Board has been that owners may form ad hoc committees, but that the Board does not want to be responsible for officially sanctioned committees. Funding one committee could lead to conflicts in the future with other committees wanting funding. It was also noted that the Board functions as a long range planning committee, and that there is no extra money in the budget at this time to fund any recommendations that a committee might bring forth.
Newsletter: Discussion concerning publication of newsletters. Goal is to publish a newsletter on a quarterly basis. Will try to get newsletter out in January. PM will draft newsletter and coordinate with Kosydar to finalize and mail out in January.
OLD BUSINESS:
2005 Capital Expenditure Budgets: Previously discussed
Common Area Parking: Hoblit is still working on this.
Fire Evacuation Plan: BK and PM will work on this.
RV Landscaping Settlement: Discussion deferred to executive session.
Reserve Studies: Previously discussed.
Meeting adjourned at 11:55 A.M.
Action Items:
Old Business:
EXECUTIVE SESSION:
Meeting called to order by Kosydar at 12:00 P.M.
There was discussion concerning foreclosure of Thomas lien. Discussion concerned previous legal proceedings to foreclose the lien and proposed future proceedings.
There was discussion concerning landscaping around the sewer lagoons and RV parking issues, and how best to resolve these issues with the County.
Meeting adjourned at 12:15 P.M.
RIVER MEADOWS HOME OWNERS ASSOCIATION
RIVER MEADOWS IMPROVEMENT DISTRICT
SPECIAL BOARD MEETING
BOARD MEETING MINUTES
January 26, 2005
MEETING CONDUCTED BY CONFERENCE CALL:
Board Members Present: Chris Kosydar, Skip Phillips, Ben Simpson John Tuttle
Board Members Absent: Marilyn Hoblit
Management Present: Bill Hayes, Property Manager
Owners Present: None
Call To Order: Meeting called to order by Kosydar at 11:15 A.M. A quorum was established. Kosydar announced that the purpose of the meeting was to approve a letter to be sent to all River Meadows property owners whose property is served by the gravity portion of the River Meadows sewer system. Discussion that sewer problem exists as result of someone putting improper materials in toilet and flushing them into the sewer system. This has resulted in ongoing clogging problems in the lift station pumps which has caused excessive labor costs and repair expense. Purpose of letter is to notify owners of the problem and the consequences of failure to correct the practices creating the problem.
Meeting adjourned 11:30 A.M.