APPROVED
RIVER MEADOWS
HOME OWNERS ASSOCIATION
RIVER MEADOWS IMPROVEMENT DISTRICT
BOARD MEETING MINUTES
March 19, 2005
Board Members Present: Chris Kosydar, Skip Phillips Ben Simpson
Board Members Absent: Marilyn Hoblit, John Tuttle
Management Present: Bill Hayes, Property Manager; Hank Fairbrother, Bookkeeper and Real Estate Manager
Owners Present: Angie Powers, Sandi Till, Charles Arnest, Ray Cecchi
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 Simpson to hold Executive Session to discuss these issues. Motion passed unanimously.
Agenda: Agenda reviewed and amended to include discussion of Herkert letter under ACC. Motion by Phillips to approve agenda as amended. Motion passed unanimously.
Approval of Minutes: Review of the minutes for the February 2005 Board meeting. Motion by Simpson 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.
There have been four new housing starts for 2005.
All assessed fines have been collected except for the fine levied against Rileys for two dogs running loose. The Magistrate is reviewing the fines assessed and has not yet rendered his decision on the fines.
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.
There was a review of photos taken by Ben Simpson of various ongoing violations within the community. Action will be taken by CO to correct these violations.
Board reviewed a letter prepared by CO concerning ladder fuel reduction on lots in River Meadows. The letter is to be sent to property owners who need to perform ladder fuel reduction on their lots. Modifications made to the proposed letter, and CO authorized to send the letter as modified.
COMMITTEE AND SPECIAL REPORTS:
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. Bid did not include price for electrical work required in connection
with proposed upgrade. PM will continue to review relative merits of cycle stop
valves and variable frequency drives and get bid for electrical work.
Well Production: Well production is holding constant at 205 to 215 gpm. Lower than expected well production may be due to drought. Flow meter recording well production was tested to verify accuracy. Determined to be accurate within + / - 5 gpm.
Upgrade Backup Well: Pump and motor in backup well do not work. Previous discussion on pros and cons of replacing. Back up well is shallower than main well, and water contains minerals that adversely affect the taste of the water. PM is in process determining if permission can be obtained to drill backup well to depth of main well and getting bid on cost to drill and cost for pump and motor. Will report on at April Board meeting.
Cleaning Storage Tank: Board provided with bid from Liquivision Technology for inspecting and cleaning the new water storage tank. Bid for inspection is $1950, and bid for inspection and cleaning is $2,450. PM recommended that the tank be inspected while still under warranty to make sure there are no construction defects. Motion by Simpson to have the tank inspected and cleaned if necessary pursuant to the bid. If inspection indicates that repairs are required, the original contractor will be notified and given an opportunity to make the repairs. If original contractor fails to make the repairs within the time period RM’s provides for making the repairs, RM’s will have the work performed by another contractor and sue the original contractor or make claim on the contractor’s bond. Motion passed unanimously.
RMID Contracting Rules: PM reported that RMID is a special districts association, and as such is subject to the public contracting rules for purchase of goods and services. There are provisions in the Oregon statutes for opting out of some of the requirements of the statutes. Kosydar will review the requires of the statutes and determine if any action needs to be taken by RMID to opt out of the public contracting rules.
SEWER:
Maintenance of Lift Station Pumps: PM is working on setting up
maintenance program for lift station pumps so that necessary repairs of the
pumps can be made before the pumps are damaged to extent that requires major
repairs.
Lift Station Upgrades: Existing design and operating problems at the lift station include location of operating valves down in the lift station where they cannot be operated properly, wiring junction box being located down in the lift station requiring entrance into lift station to rewire pumps, and inability to bypass lift station in event of emergency. PM has discussed these issues with John Tuttle as the Board’s representative, and with Jim Carnahan who is the engineer for the sewer system. PM is currently working with an electrician to get the junction box for the pump wiring moved above ground. Carnahan has provided a Letter Proposal to perform the engineering for bypassing the lift station. This will include installing valves in drywell. There was discussion these issues, and whether it will be necessary to replace existing lift station pumps and revise design of lift station. PM expressed optimism that existing lift station pumps will perform adequately if owners continue to restrict what is flushed down the toilet to human waste and toilet paper. Motion by Phillips to proceed with engineering. Motion passed unanimously.
Circuit Rider: River Meadows is a member of OAWU which is an association whose membership is comprised of water and waste water utilities in Oregon. The Association has circuit riders who will visit water and waste water systems to provide advice to the systems on operational issues. PM recently attended a conference put on by OAWU and made contact with one of the association’s waste water circuit riders, and made arrangements for the circuit rider to inspect the River Meadows sewer operation. The inspection will be made some time within the next two months. The circuit rider can also provide assistance in setting up the reserve study for the sewer corporation.
DEQ Inspection: Jayne West from DEQ will be making an inspection of the sewer operation on March 21, 2005 in connection with the renewal of the River Meadows sewer permit.
ACC: BK provided Board with a copy of letter from Dr. Herkert inquiring whether charging the system development fee for lot 8 was appropriate. Board determined that charging the fee was appropriate.
GROUNDS AND MISCELLANEOUS:
Marina Erosion Problem: PM reported that he had been unable to make any
progress with the Army Corps of Engineers in resolving how to deal with the
erosion problem occurring at the west end of the marina. As a result, he had
assigned the project to Achille Castioni and Ray Cecchi. They have been working
with Paul Powers who is a resident of River Meadows and a fish biologist with
the forest service. Paul’s recommendation for resolving the problem is to
remove the culverts and create a rock flume at the west end of the marina.
Powers is working with the Fish and Game biologist to get this solution
approved.
Ladder Fuel Reduction on Common Ground: PM has met with Stu Otto of the Oregon State Forestry Dept on getting grant funds to help pay for completing the ladder fuel reduction on the common grounds in River Meadows. It has been determined that grant funds are not available for the common ground located southeast of the intersection of Pitchcourt and Stage Stop Drive. Thus, PM has had this area thinned pursuant to previous approval by the Board. PM is waiting to find out the amount of grant funds that will be available from the forest service before proceeding with additional thinning in common areas.
Propane Leak: Inspection has determined that there is a leak in the propane line running from the propane tank located on the north side of the pool building to the pool building. PM has scheduled the leak to be repaired on March 21, 2005. The Board may at some future date want to replace the propane hot water heater at the pool with a more efficient hot water heater.
Washer and Dryer For Maintenance Building: A clothes dryer has been donated for the maintenance building. It has been determined that it will cost approximately $600 to plumb and wire the maintenance building for a washer and dryer. These appliances would be used to wash clothes worn when working on sewer pumps, etc. Board approved expenditure of funds to wire and plumb building for washer and dryer when a used washer can be obtained by donation or otherwise. Item to be kept on agenda until washer is obtained.
Spring Cleanup: Sandy Stevens has agreed to be in charge of a spring cleanup of the common areas in River Meadows. The initial date for the cleanup is April 9th, and a notice has been posted on the bulletin board requesting interested property owners to contact Sandy. The initial emphasis of the cleanup will be to pull weeds in the common areas.
Playground Equipment: Board reviewed request from property owner for installation of playground equipment. The cost of the proposed equipment is $3,000. There was discussion on whether funds are available to pay for such equipment in light of a probable increase in dues to pay for essential services. There was also discussion on what services the HOA is responsible to provide for the community and possible liability issues resulting from the installation of the equipment. It was concluded that the HOA is probably not responsible for providing playground equipment, and that an alternative to installing community playground equipment that many owners may not be interested in having, is for individual owners to install their own playground equipment.
Letter On Marina: Board provided with copy of letter prepared by PM and sent to RM property owner concerning erosion of channel leading from boat marina to river, and requesting that boats not be parked in the channel.
Forest Service Cleanup Along River: Forest Service has plans to remove downed trees on forest service land adjacent to the Deschutes River on the South side of River Meadows. The downed trees constitute a substantial fire danger to River Meadows. The forest service is currently holding hearings on the proposed removal prior to proceeding with the removal of the downed trees. PM directed to write a letter to the forest service on behalf of the River Meadows Board of Directors in support of removing the trees, and to prepare a second letter for River Meadows property owners to sign in support of the removal.
STATUS REPORTS: No Discussion
NEW BUSINESS:
Road Paving: Board reviewed two bids for paving Wagon Master Way North and
Pony Express Way. One bid was to do a two-inch overlay of new asphalt and the
other bid was to do a two-inch lift of oil mat. The Board concluded it needed
more information on the alternative paving processes before making a decision,
and directed PM to obtain additional information prior to the April Board
meeting, and the issue will be readdressed at the April meeting.
Seal Coating: Board reviewed bids for seal coating maintenance building parking lot and new portion of bike paths. Concluded that there was not money in budget to pay for these projects at this time. Board will look at these projects again next year.
OLD BUSINESS:
Reserve Studies: BK provided Board with reserve studies for water and
sewer corporations. Reserve study for HOA will be completed prior to April
Board meeting. Board will hold a one-half day workshop on May 14th,
starting at 9:00 A.M. to finalize the reserve studies.
Common Area Parking: Discussion deferred until April meeting.
Fire Evacuation Plan: BK is working on plan and will have completed for Board review at April Board meeting.
RV Landscaping Settlement: Discussion deferred to executive session.
Contracts for PM and BK: Kosydar will develop evaluation form and work on contracts.
Diesel Tank for Pickup: PM presented Board with proposal to purchase a 100 gallon diesel tank and pump to be installed in the bed of the company pickup. The tank will be used for fueling tractor and generator. The tank and pump can be purchased at Big R for approximately $600 for the pump and tank. The tank will enable River Meadows to purchase diesel fuel in bulk at a wholesale price for off road use. Simpson made a motion to purchase the tank. Motion passed unanimously.
Pitch Court Signs: Discussion concerning installation of signs on Pitch Court to warn motorists that there are children playing in the area. Kosydar made a motion to authorize the expenditure of up to $100 for the purchase of two signs and the posts and hardware for mounting the signs. Motion passed unanimously. Angie Powers will be responsible for purchasing the signs and will then be reimbursed for the expense. PM will supervise the installation of the signs.
Mail Boxes: PM is continuing to examine alternatives for increasing the number of mail boxes available in River Meadows.
Meeting adjourned at 11:45 A.M.
1. Send letter on ladder fuel reduction – CO
2. Review alternatives and cost of upgrading water distribution system – PM
3. Determine options for upgrading backup well – PM
4. Resolve issue on violation notices on water tests – PM
5. Contract to have steel tank inspected – PM
6. Determine contracting requirements for RMID – Kosydar
7. Get bid from electrician to revise wiring at lift station – PM
8. Get engineering for bypassing lift station – PM
9. Meet with circuit rider on sewer system – PM
10. Meet with DEQ on inspection of sewer system - PM
11. Complete ladder fuel reduction on common areas – PM
12. Locate clothes washer for maintenance building – PM
13. Prepare letters for forest service – PM
14. Get additional information of road paving – PM
15. Complete HOA reserve study – PM and BK
16. Work on RV landscape agreement – PM
17. Evaluation form and contracts for PM and BK – Kosydar
18. Purchase diesel tank for tractor – PM
19. Install Pitch Court signs – PM
20. Mail boxes – PM
13. RV landscaping agreement – PM and Childs
14. BK and PM evaluation and contracts - Kosydar
EXECUTIVE SESSION:
Meeting called to order by Kosydar at 11:50 A.M.
There was discussion concerning status of settlement with Braddock's on RV landscaping, collection of Fowler judgment, and Board communication on executive session discussions.
Meeting adjourned at 12:15 P.M.