APPROVED
RIVER MEADOWS
HOME OWNERS ASSOCIATION
RIVER MEADOWS IMPROVEMENT DISTRICT
BOARD MEETING MINUTES
May 27, 2005
Board Members Present: Charles Arnest, Chris Kosydar, John Tuttle
Board Members Absent: Marilyn Hoblit
Management Present: Bill Hayes, Property Manager; Hank Fairbrother, Bookkeeper
Owners Present: Ray Cecchi
Guests: None
Call To Order: Meeting called to order by Kosydar at 10:00A.M. A quorum was established. Kosydar announced that an executive session was necessary to discuss Fowler bankruptcy, contracts, claims against contractors on sewer installation, and RV storage area reconfiguration. Motion made by Arnest to hold executive session. Motion passed unanimously.
Agenda: Agenda reviewed and approved without comment.
Approval of Minutes: Review of the minutes for the April 23rd and May 14th Board meetings. Motion made by Arnest to approve the minutes. The 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.
BK explained that with Ben Simpson’s resignation from the Board Marilyn Hoblit is the only Board member authorized to sign checks, and there is a need to authorize additional Board members to sign checks. Motion made by Arnest that Marilyn Hoblit, Patrick Schaeffer and John Tuttle be authorized to sign checks. Motion passed unanimously.
BK reported that the fourteen-dollar per month payment to Midstate Electric on each undeveloped lot in River Meadows Second addition terminates in December 06.
Board concluded that payments received on land sale contracts and refunds received from Midstate Electric when lot is developed should be placed in replacement reserves for HOA. ACC fees received should be placed in general fund to help pay the expense of operating the ACC.
BK reported that the insurance cost for the sewer corporation was $7,500 for the previous year. The insurer had indicated the premium would be reduced in future years based on experience. The initial premium quoted for current year was $7,000. Based on protest by BK, the insurer has reduced the current years premium to $6,417 and has indicated this is the lowest premium that will be offered going forward. Board directed BK to shop around for alternative insurance for the sewer.
Board passed Resolution 2005-01 providing for the amount to be billed by the County for RMID for 2005. The resolution provides a charge of $129 for the year on 239 lots for reserves, and $171 for the year on 181 lots for operating expenses. A copy of the resolution is attached to the minutes and incorporated by reference.
REAL ESTATE MANAGER REPORT:
Enforcement Summary: PM
provided Board with summary of violations during May.
No discussion.
COMMITTEE AND SPECIAL REPORTS:
MANAGER’S REPORT:
RMID:
Pump Station Upgrades: PM continuing to work on getting additional
electrical bids to upgrade sewer lift station and water distribution system.
Will try to have bids available for Board to review at July Board
meeting.
Water Consumption: Total water consumption in River Meadows for April of 2005 was 463,260 gallons less than for April 2004. Decrease attributed to cooler weather and rain in 2005.
SEWER:
Sewer Line Repairs: In process of having a portion of the sewer lines
cleaned and videoed. Inspection to
date indicates considerable deposits in lines and offset joints that will have
to be repaired. When inspection is
completed, PM will get bids for repairs.
ACC:
Riley Berm: Report received from Ben Simpson indicates that Riley’s have
modified their landscape plan to exclude the water feature contained on original
plan. The purpose of berm was to
compliment the water feature. Board
concluded that the approval of the berm must go back to the ACC for
reconsideration since the water feature has been eliminated.
Rileys need to submit a new plan to ACC for review.
GROUNDS AND MISCELLANEOUS:
Marina Culvert Removal: Corps of Engineers has advised that permit is not
required to remove culverts from West end of marina.
Accordingly, culverts have been removed.
Believe removal of culverts has resolved erosion problem on downstream
side of culverts.
Forest Service Ladder Fuel Reduction: Forest service will be performing ladder fuel reduction on forest service land located between River Meadows and Deschutes River. Project is behind schedule due to weather.
Roofing Bids: Board reviewed three bids to remove existing roof from pool building and replace roof with architectural design composition roofing. Motion made by Arnest to accept the Central Oregon Roofing bid to install a thirty-year warranted roof provided the work can be done after Labor Day at the bid price. Motion passed unanimously.
Pitch Court Signs: Two traffic signs previously approved by the Board have been installed on Pitch Court. Thank you note from Angie Powers contained in file.
Playground Equipment: Board reviewed request from property owner to install playground equipment in River Meadows. Discussion concerning previous requests to install other amenities that include a bocce ball court, horseshoe pit, and club house. Concluded that the community needs to be poled on these items to determine the level of interest in the community for each amenity based on acquisition cost of amenity, maintenance cost of amenity, and location of amenity in community. Tuttle will form committee to determine community interest. BK and PM will provide committee with estimated cost of the amenities, and there will be a presentation on the proposed amenities at the annual meeting.
RV Parking at Maintenance Building: PM requested input from Board concerning requests to park RVs in the maintenance building parking lot. Board discussed River Meadows CC&Rs that permit the parking of RVs in the RV storage area, in the owner’s driveway for a maximum period of three days, or enclosed on the owner’s property. Permitting parking of RVs in other areas of River Meadows would be violation of CC&Rs, could jeopardize enforcement of the CC&Rs, and could lead to requests for other variances to CC&Rs. Board concluded that restrictions on parking of RVs as contained in CC&Rs should be enforced, and that RV parking at maintenance building and in other areas of River Meadows other than those provided for in the CC&Rs should be prohibited. Board recommended that that short-term RV parking could be accommodated at the RV storage area on a space available basis.
Painting Pool Building:
Pursuant to previous Board authorization, the exterior painting of pool building has been completed.
STATUS REPORTS:
Fowler Delinquency:
Discussion deferred to Executive Session.
NEW BUSINESS:
Filing and recording CC&Rs and
updates: Action not completed. Will
be reviewed at July meeting.
Community Service Committee: Discussion concerning the formation of a community service committee. Concluded that Sandy Stevens and Barbara Tuttle will be asked to head up the committee.
Gift: There was discussion concerning gift for Phillips and Ken Till to recognize their service to the community. Board authorized Kosydar to spend $100 for each gift.
Annual Meeting Preparation: Review of documents for annual meeting. Drafts revised and will be finalized by PM and BK. Tuttle will discuss installation of additional amenities. BK will give report on reserve studies.
Welcoming Aboard Package: Discussion on best method of getting new owners familiar with the CC&Rs. Concluded that a welcoming letter that has been previously prepared should be sent out initially to all new property owners. Thereafter, copies of the Design Guidelines and Rules and Regulations will be hand delivered to new property owners.
Sign Violation: Discussion concerning a sign violation that occurred at 55691 Wagon Master Way on 5/21/05. Owner had been previously notified concerning River Meadows sign regulations. Board decided to defer action on violation for possible future discussion.
Driving Over Common Area: A boulder barricade was previously placed on common ground adjacent to 55691 Wagon Master Way to prevent driving across the common ground. The original placement of the boulder was done at the direction of a previous Board of Directors. The owner of 55691 Wagon Master Way has removed a boulder barricade in order to access a parking area on side of owner’s residence by driving across common ground as prohibited by prior Board action. After review of the written record on the placement of the boulder, the Board directed PM to send letter to owner requiring owner to replace the boulder in the original location.
OLD BUSINESS:
Fire Evacuation Plan: Discussion deferred until May meeting.
BK still working on plan
Contracts for PM and BK: Discussion deferred to Executive session.
Compliance Officer: Discussion deferred to executive session.
Improperly Installed Sewer Service Line: Discussion deferred to July meeting.
Road Paving: Board reviewed options for road paving. Discussion concerning merits of chip sealing verses asphalt overlay. Motion made by Arnest to accept High Desert Aggregate and Paving bid to do overlay on Wagon Master Way North, the West 400’ of Pony Express Way and the Campsite cul-de-sac. Motion passed unanimously.
RMID Contracting Requirements: Kosydar reported that her review of Oregon law indicates that RMID is not subject to the restrictions on public contracting.
Dog Poop Stations: Discussion deferred to July meeting.
CC&R Revision: Tuttle reported that he is in process of revision. Requested that discussion be deferred to July meeting.
Meeting adjourned at 1:20 P.M.
Action Items: