APPROVED
RIVER MEADOWS
HOME OWNERS ASSOCIATION
RIVER MEADOWS IMPROVEMENT DISTRICT
BOARD MEETING MINUTES
November 12, 2005
Board Members Present: Charles Arnest, Pat Schaeffer, John Tuttle
Board Members Absent: Marilyn Hoblit
Management Present: Bill Hayes, Property Manager; Hank Fairbrother, Bookkeeper; Hugh Palcic, CDO and CO
Owners Present: Ray Cecchi, Alaine Encabo
Guests: None
Call To Order: Meeting called to order by Tuttle at 9:00A.M. A quorum was established.
Agenda: Review of agenda. Agenda approved without discussion.
Approval of Minutes: Review of Minutes from October Board meeting as revised by Board. A motion was made by Schaeffer to approve the minutes as amended. Motion passed unanimously.
FINANCIAL REPORT: Financial summaries: BK provided Board with financial summaries of the three corporations operated by the HOA. These summaries are attached to the minutes and incorporated by reference. The Board questioned BK on various items contained on statements.
Board reviewed past due HOA accounts. Board discussed reimbursement from Forest service for ladder fuel reduction completed on common grounds. PM will follow up with forest service on reimbursement.
There was discussion concerning the cost of reconfiguring the RV parking area. The costs incurred during 2005 were estimated to be approximately $20.000. These costs included approximately $12,000 for paving the road around the parking area, the cost for planting trees, and labor costs for PM and hired help incurred to take down fences and for time spent in doing general work in the area. The exact amounts of these costs were not available at the time of the meeting. Additional cost will be incurred in 2006 to plant additional trees to comply with the County approved site plan. It was pointed out by Arnest that these costs are a wash of monies RM received from the State Stop receiver and should have been spent by the receiver to comply with the County approved site plan.
CDO reported that overflow RV parking for RM residents may be available at Hammertime at a reduced rate.
BK reported that all fines have been collected.
Reported that Quest will be installing DSL in River Meadows some time in the first quarter of 2006. There are seventy-five residents of RM who have previously expressed interest in this service.
COMMITTEE AND SPECIAL REPORTS:
MANAGER’S REPORT:
RMID:
Maintenance & Upgrades: PM is continuing to work with Cascade Pump and Thompson Pump to come up with a solution to upgrade booster pumps. Proposals to date are to install a cycle stop or variable frequency system at costs of $25,000 to $30,000. PM is trying to come up with less expensive and equally effective system for upgrading the booster pumps.
Mainline Maintenance and Repairs: Gate valve on mainline will not close properly and preventing isolating water service to condos North of tennis courts. Defective valve discovered as result of service line leak at condos. Repair of valve has been scheduled. Additional valve needs to be installed on main line on Wagon master Way to permit more efficient isolation when repairs are required. PM will get bids to install additional valve.
Mainline Maintenance and Repairs: Gate valve on mainline will not close properly and prevents isolating water service to condos located north of tennis courts. Defective valve discovered as result of service line leak at condos. Repair of valve has been scheduled. Additional valve needs to be installed on main line on Wagon Master Way to permit more efficient isolation when repairs are required. PM will get bids to install additional valve.
New Water System Classification (D-1)RM is no longer classified as a small water system that does not require a certified operator. Water systems that have more than 150 service connections require a certified operator. RM is classified as a D-1 system which requires a Level 1 certified operator. PM has a level 2 certification.
There was discussion concerning installation of backflow devices. Previous Board policy was to require installation only at properties having underground sprinkler systems. PM reported that Bend and other municipalities are requiring the installation of backflow devices at all residences, and that OWW requires installation at all residences with underground sprinklers, hot tubs, dark rooms, or other devices that could result in a back siphoning into the water system. PM directed to look into the cost of installing backflow devices at all residences.
SEWER: Sewer Line Repairs: Sewer line repairs are scheduled to be completed this fall providing the ground does not freeze before the repairs can be performed. The road still needs to be patched where the previous repair was performed.
Lift Station: Work to relocate junction box at lift station is scheduled to be completed next week. It will be necessary to disconnect power to the lift station while the work is being performed. If sewer flows exceed the storage capacity of the lift station while the power is turned of, it will be necessary to have McDonald’s Septic pump the lift station down to prevent sewage from backing up in main sewer line.
Structure Over Lift Station: Completion of this work will probably be deferred to spring. This will depend on the winter weather.
Sewer Permit: New sewer permit issued by DEQ precludes having properties outside of RM hooked up to the RM sewer system. Previous permits did not contain this prohibition. When Developer still owned the sewer system he contracted with an owner outside of RM permitting the owner to hookup to the RM water and sewer system. Engineering for the system recognized that there would ultimately be 240 hookups to sewer system that included the property owner outside of RM. PM directed to prepare letter to DEQ that will notify DEQ concerning the previous action by Developer and that RM has inherited a system subject to this contractual right of a non resident of RM.
Flow Meters: Influent flow meter has been sent to manufacturer for repairs. Installation of effluent flow meter needs to be modified to improve the accuracy of the meter. Effluent meter will not be used again until next summer. Modification will be completed between now and then.
Sewer Pump House: Hose bib has been installed on the east end of sewer pump house to facilitate watering trees planted on south side of RV parking area and having water available when burning contents of burn pit.
GROUNDS AND MISCELLANEOUS: Revision RV Parking Area: Work is complete. The trees planted on South side of parking area have had a root stimulant applied and fertilizer stakes have been installed around each tree. The trees were flooded after planting.
There was discussion concerning removing the wire that delineates the back of the RV parking spaces. This would permit owners to pull through the parking spaces. PM acknowledged that there would be some advantages to the proposal, but believes that the disadvantages outweigh the advantages. PM stated that the parking area is designed to have one-way traffic on the ingress and egress road pursuant to the engineering design, and that the proposal would defeat this purpose and could cause traffic problems. The wire permits marking of the spaces by hanging the space number on the wire so that owners do not get confused about space numbers. The wire keeps tenants from backing too far into their spaces and blocking the egress road . The wire also provides support for the vertical posts that mark either side of each parking space. Experience with the previous RV parking spaces indicates that without this support the posts get knocked over and the area of each parking spaces becomes unclear. PM recommended that the wire be left in place for a year to give tenants an adequate opportunity to evaluate if removing the wire was really important. Board decided to revisit the issue at a later date.
Burn Pit: Burn pit has been partially burned. Balance of the contents of the burn pit will be burned when conditions dry out. PM is using Lester to do the burning, and is continuing to use him on a part time basis for other maintenance work.
STATUS REPORTS: Recreation/Amenities Committee: Discussion tabled
NEW BUSINESS: Common Area Maintenance (Dead and Damaged Trees): There was discussion concerning policy for removing dead or damaged trees from common areas. PM reported that his policy had been to remove dead trees from common areas if there was a residence that was a potential target for the tree. PM has also approved removal of living trees from common areas if a property owner expressed concern about a perceived danger the tree posed to the owner’s property and if a tree contractor concurred that the tree needed to be removed. The same policy has been pursued with respect to trees on private property. Tuttle will review this issue with RM legal counsel. PM directed to identify trees on common ground that need to be considered for removal.
Office Hours for BK and PM: There was discussion concerning the office hours to be maintained by BK and PM. BK is currently working without a contract so there are no mandatory office hours. Issue involves cost to association for maintaining a full time staffed office. Staffing of office could more handled more economically by staffing office with a secretary on a part time basis. Board concluded that BK’s activities in office are to be restricted to bookkeeping, and that his office hours are to be restricted to Tuesday, Wednesday, and Thursday from 9:00 A.M. to 11:00 A.M. and noon to 4:00 P.M. PM will maintain office hours on Mondays and Fridays as schedule permits.
Backup Water Supply: Discussion deferred to later date.
Bridge to Island: PM directed to contact regulatory agencies on requirements to get approval to build the bridge, and then to proceed with getting the required approvals.
Upper Deschutes Natural Ressources Coalition: Issue of receiving government grant money to pay attorney fees for cost of rewriting CC&Rs. Board determined that RM is not interest in rewriting CC&Rs and is not interested in receiving the grant money.
RV Area List of Rules (to be implemented 4/30/06): Discussion deferred.
2006 Budget: Board reviewed proposed budgets prepared by budget committee for 2006. Board will review proposed budget and communicate on proposed budget prior to December Board meeting with goal of finalizing budget at December meeting. In interim, PM will prepare list of 2006 proposed capital expenditures for the three corporations.
Reserve study needs to be modified for cost of pumping septic tank to reflect cost of pumping every three years instead of every five to ten years. PM will review cost of pumping to determine if some of the contents of the septic can be dumped into lagoons to avoid cost of hauling and cost to dump at another location.
There was discussion concerning cost to retain Allen Miles as sewer consultant. Decision deferred to December meeting.
OLD BUSINESS:
Fire Evacuation Plan: Not yet complete.
Special Districts Insurance Rebate: Motion made by Arnest to accept the conditions for the proposed rebate on special districts insurance coverage. Motion passed unanimously.
Sewer Flows and Irrigation Requirements: Schaeffer will meet with PM to get information necessary to make computation.
ACC Rules and Regulation Revision: Discussion deferred.
Recreation/Amenities Committee: Discussion deferred.
Meeting adjourned 11:30 A.M.
Action Items: