UNAPPROVED
RIVER MEADOWS
HOME OWNERS ASSOCIATION
RIVER MEADOWS IMPROVEMENT DISTRICT
BOARD MEETING MINUTES
July 16, 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: Skip Phillips
Guests: None
Call To Order: Meeting called to order by Arnest at 9:00A.M. A quorum was established. Arnest announced that an executive session was necessary to discuss contracts for PM and BK, Riley Berm, and letter received from property owners. Motion made by Tuttle to hold Executive Session. The motion passed unanimously.
Agenda: Agenda reviewed and amended to include in Community Development Officer Report: Riley berm, landscaping at 55725 Lost Rider Loop, and Fridlund fine assessment; under New Business add Check signing, Bank CDs, Fowler collection, Cost of living adjustment for PM, Sewer Status study, letter from Kniesteadt attorney. A motion was made by Tuttle to approve the agenda as modified. The motion was passed unanimously.
Approval of Minutes: Minutes of Board meetings held on May 27th, June 18th and the 2005 Annual Meeting Minutes were previously reviewed by the Board. Minutes of these meetings were approved without discussion based on prior review.
FINANCIAL REPORT:
Financial summaries: Due to time
restraints, BK provided Board with a brief summary of current financial data for
HOA, RMID and RMSSO. Financial
data for each corporation included summary of deposits, reserves, balance sheets
and income statements. These
documents are attached to minutes and incorporated by reference.
Schaeffer requested that in the future financial data presented at Board
meetings include monthly totals, year to date amounts, annual budget amount, and
% of year to date amount.
Check Signing Procedures: Discussion of check signing procedures. PM initials checks and then checks are then signed by one of three Board members who are authorized to sign checks. There has been a problem in the past in getting checks signed when an authorized Board has not been available to sign checks. Recommended that if BK knows that authorized Board member is not going to be available when checks are to be signed that BK prepare a check in advance for estimated amount and have that check signed. Any excess or delinquency in amount of check can be corrected at later date.
Bank Accounts: Discussion concerning where to deposit funds not immediately needed for operation. BK reported that State Farm Bank has CD rates that are ˝% to 3/4 % above other banks. Need to determine amounts that will be needed in near term for roads, sewer and other capital costs, and then open CD accounts for excess funds.
Fowler Lien: BK reported that he has had phone calls with Rachael Fowler concerning payment of the amount they owe River Meadows. Rachael reports that her husband is working full time and that she should be able to start making payments on the amounts they owe. She also reports that they are going to put their house on the market at the beginning of the month. They intend to make payments until their house sells. No payments have been received so far.
COMMITTEE AND SPECIAL REPORTS:
MANAGER’S REPORT:
RMID:
Upgrade Booster Pumps: Discussion deferred to August meeting.
Water Consumption: Total water consumption in River Meadows through June of 2005 is approximately 1.8 million gallons less than through same period of ’04.
SEWER:
Sewer Line Repairs: PM reported that contractors contacted to give bids
on sewer line repairs are concerned about what they will find when they excavate
in terms of ground water and in terms of amount of excavation required to
correct offset joints. PM recommends
doing repairs on a time and material basis and repairing only the severely
offset joints. Discussion that it
may be necessary to give original contractor opportunity to perform repairs
prior to hiring another contractor to make the repairs.
Kosydar will send letter to original contractor.
Board accepted PM recommendation on basis of time and materials if
original contractor does not make necessary repairs.
PM will also have two gate valves on water main repaired on same basis.
GROUNDS AND MISCELLANEOUS:
Road Paving: Paving delayed due to early cool weather.
PM will check on scheduling with paving contractor.
Copy Machine: Copy machine not working. Estimate it will cost $150 to $200 to fix. Repair shop recommends buying new copier rather than fixing due to age of machine. Motion made by Kosydar to pre-authorize expenditure of $1,000 to purchase new copy machine. Discussion. Motion passed unanimously.
ACC:
Letter of Resignation: Letter of
resignation dated 6/18/05 received from Randy Denley notifying of his
resignation from ACC effective immediately.
Letter received 6/20/05. No
action taken on resignation.
STATUS REPORTS: None
NEW BUSINESS:
Check Signing: Previously discussed.
Certificates of Deposit: Previously discussed.
Fowler Collection: Previously discussed
Cost of Living Adjustment: Discussion concerning CPI adjustments provided for in PM contract that have not been paid for the period from 5/1/03 to the present. Board reviewed schedule showing amount paid verses the amount that should have been if CPI adjustments had been made. The underpayment amounted to $4,864.95. Motion by Tuttle to pay the amount indicated. Motion passed unanimously.
Sewer Station Study: Discussion on determining when sewer flows will make it necessary to develop the five acres adjacent to lagoons for irrigation with sewer effluent. Arnest asked Schaeffer to make a review of sewer flows in order to project when it will be necessary to put the five acres under irrigation.
OLD BUSINESS:
Filing and Recording CC&Rs: All documents have been filed with
exception of 1997 and 2002 Bylaw amendments.
PM directed to get unrecorded bylaw amendments into form to be recorded
and have them recorded. Bylaws for
sewer corporation also need to be filed. PM
directed to contact attorney who incorporated sewer corporation to get the
bylaws.
Fire Evacuation Plan: BK is still working on evacuation plan.
Improperly Installed Residential Sewer Service Line: PM reported that there is one known improperly installed residential sewer service line. The defect can be repaired by PM at little cost to the association. PM advised Board that it should develop a sewer ordinance for dealing with improperly installed and illegally installed surface drainage sewer lines. Board recommended that issue of ordinance be added to ACC agenda for consideration.
Options on Dog Poop Stations: Tuttle presented information on installing stations along bike path with plastic bags so that owners can pick up their dog’s poop. There are two options for the stations. One option is with a bag dispenser and bin for disposing of bags. The other option is to just have a bag dispenser. This requires owners to take the used bag home for disposal. Discussion of pros and cons of having bag dispensers only verses bag dispenser with disposal bin. Motion by Hoblit to purchase three bag only dispensers with bags and install one dispenser where bike path crosses Stage Stop Drive at entrance to River Meadows, install one at marina, and install one where bike path crosses Stage Stop Drive east of Trail Scout. Motion passed unanimously.
Installation of Tether Ball Adjacent to Pool Area: Discussion on installation of tetherball pole in recreation area at South end of pool enclosure. Motion by Hoblit to install tetherball pole. Motion passed unanimously.
Revision of Design Guidelines: Discussion on need to revise ACC Design Guidelines to correct inconsistencies and other problems with the guidelines. Determined that work of revising should be referred to ACC.
Community Service Committee: Discussion deferred.
PM Cost of Living Adjustment: Previously discussed
Kniesteadt Driving Across Common: Previously discussed.
Meeting adjourned at 11:30 A.M.
Action Items: