UNAPPROVED
RIVER MEADOWS
HOME OWNERS ASSOCIATION
RIVER MEADOWS IMPROVEMENT DISTRICT
BOARD MEETING MINUTES
October 15, 2005
Board Members Present: Charles Arnest, Pat Schaeffer, John Tuttle
Board Members Absent: Marilyn Hoblit
Management Present: Bill Hayes, Property Manager; Hank Fairbrother, Bookkeeper
Owners Present: Ray Cecchi, Doug McGuire
Guests: Jim King
Call to Order: Meeting called to order by Tuttle at 9:26A.M. A quorum was established. Tuttle announced that an executive session was necessary to discuss contracts and Kosydar correspondence. Motion made by Arnest to hold executive session. Motion passed unanimously.
Agenda: Review of agenda. Necessary to defer discussion of items A through C under item #4 on agenda to November Board meeting due to absence of CDO. Motion made by Arnest to approve agenda as modified. The motion passed unanimously.
Approval of Minutes: Review of Minutes from September Board meeting as revised by Tuttle. Motion made by Arnest to approve the minutes as revised.
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.
COMMITTEE AND SPECIAL REPORTS:
MANAGER’S REPORT:
RMID:
Maintenance & Upgrades: Three of the mercury floats in concrete storage tank
have been replaced. One float still needs to be replaced, and this should be
accomplished in following week. PM is continuing discussions with Thompson pump
on upgrading booster pumps. Thompson is to provide PM with bid on various
upgrade options. Options will then be presented to Board for decision.
Water Operation Manual: Question on water operation manual for RM water system. PM reported that a manual as such does not exist, but operating information on water system is contained in binders contained in the business office. Board requested that PM prepare operation manual for water system.
Modification of Water Permit: Board presented with letter received from attorney concerning options for modifying current water permits. Board is to review the letter and then be prepared to discuss at November Board meeting.
Insurance Rebate: Board reviewed letter from Special Districts Association notifying RMID that it is eligible for longevity credit on insurance coverage if RMID agrees to certain conditions. Tuttle will sign agreement to obtain rebate.
SEWER:
Sewer Line Repairs: PM reported that one offset joint on sewer line had been
repaired at a cost of $723.50. Repair revealed that despite fact that joint was
severely offset, gasket at joint was still tight on pipe so that there was no
infiltration of ex-filtration. Discussion concerning options with respect to
repair of remaining offset joints identified by previous sewer line
inspections. Motion made by Arnest to repair the remaining offset joints
identified by sewer line inspection, and to continue simultaneously seek
reimbursement from Tye engineering to cover cost of repairs. Motion passed
unanimously.
Pump Station Revision and Improvement:
Junction Box Revision: Board reviewed bid from All-Phase Electric to move
junction box at lift station. Board previously approved expenditure of $3,000
to move the junction box. All phase estimate to accomplish the work is $2,360.
Board directed PM to proceed with scheduling the work pursuant to previous
approval of expenditure.
Structure Over Lift Station: Work not yet started. Board requested PM have work completed prior to winter weather setting in.
Influent Flow Meter: Influent flow meter for sewer lagoons was flooded when septic overflowed and has ceased to operate. PM will remove flow meter and send to manufacturer for repairs. PM will also have sewer lines in vault where flow meter is located reconfigured to prevent future problems with flooding affecting flow meter.
Lagoon Aerator: Aerator in lagoon #1 has ceased operation. PM will inspect and try to determine cause of problem. If unable to determine cause, will arrange for manufacturer to make service call.
Sewer Operations Manual: There was discussion concerning existence of sewer operation manual. PM reported that there is an out of date manual that does not reflect updates to treatment facility. There is a manual prepared by the engineers for the updated treatment facility. There are also spiral binders in the business office that contained operating information.
Garage Drain: PM reported that issue had arisen with respect to installation of a drain in the garage of a new home under construction. The building inspector had informed owner that such drains are not permitted unless approved by sewer authority. Owner had contacted PM concerning the drain. PM had reservations concerning the drain and had discouraged owner from installing drain. Owner had indicated to PM that if drain became a problem he would remove it. The owner’s stated purpose for installing the drain was to permit washing his car in the wintertime. PM has several concerns with respect to the drain. First, it sets a precedent for other owners who may want similar drains. Second, it increases sewer flows and could cause capacity problems in lagoons. Used water from car washing is to go into the ground and not into the sewer system. Third, such a drain could be the source of introducing chemicals in to the sewer system that could have an adverse effect on the biological treatment process in the sewer lagoons. Board concluded that such drains should not be permitted discharge into the River Meadows sewer system. Owner should be notified that he has the option of either plugging the drain or diverting the discharge from the drain into a drywell on the owner’s property.
GROUNDS AND MISCELLANEOUS:
Revision RV Parking Area: Discussion concerning perimeter fence. Barbed
wire has been removed from the top of the fence. PM directed to have brackets
used to hold barbed wire also removed from top of fence posts.
The Board discussed what type of vehicles and trailers owners will be permitted to park in the RV parking area. The Board was not able to make a final decision on this issue and will continue to review the matter over the next few months. PM directed to review 2003 ACC and Board minutes to determine if any previous guidelines have been established. In the interim, pending final decision by Board on rules governing RV parking area, owners who currently hold an unexpired RV parking lease for the previous RV parking area will be notified to contact the RM business office for assignment of a parking space in the revised RV parking area. The new leases will run through 4/30/06. At the expiration of the new leases if it is determined that the owner has an item parked in the RV space that the Board determines does not qualify to be parked in the RV parking area, the lease will not be renewed unless the non-qualifying item is removed and replaced with a qualifying item. Due to the limited number of RV parking spaces available under the revised site plan mandated by Deschutes County, and that RV parking spaces are not available for all owners who want an RV parking space, there will be a restriction of one parking space for each owner or family that is assigned an RV parking space. Owners who previously had more than one space leased in the old RV parking area will be limited to one space in the new RV parking area. Any RV parking spaces in excess of those claimed by owners with current RV leases will be assigned to other owners in the order their names were placed on waiting list for RV parking spaces. Owners who are on waiting list and who do not receive an RV parking space will be assigned vacant spaces as they become available in the order their names appear on waiting list. Due to the limited number of RV parking spaces available, no owner will be allowed to have more than one RV parking space.
Tree Planting: Board reviewed bids for trees required to be planted adjacent to south side of RV parking area, to infill area at south gate and along perimeter fence on Stage Stop Drive. Motion made by Arnest to accept bid by Alpine Gardens to supply and plant a mixture of Lodge pole, Ponderosa and Austrian pines at a price of $57 per tree plus any mechanical digging expense. Trees to be planted along South side of RV exit road, to infill south gate access road and along perimeter fence on Stage Stop Drive pursuant to PM’s discretion. Motion passed unanimously.
Fence Salvage: Board reviewed retail cost of materials used to install 3’ fence that was removed from RV parking area. A third party is interested in purchasing the removed fence and materials. Board directed PM to accept a price of $500 for the removed fence and materials.
Spa Hours: Request from resident of RM to expand winter hours for spa from those previously established by Board. Various alternatives discussed. Board authorized PM have spa open on Monday and Wednesday from 9:00 A.M. to 4:00 P.M. in addition to the weekend and holiday hours previously authorized by the Board.
STATUS REPORTS:
Recreation/Amenities Committee: Discussion tabled
NEW BUSINESS: Discussion concerning rates to be charged for revised RV parking spaces. There was a review of rates charged for old RV parking spaces, and the going rates in this area for RV parking. A motion was made by Schaeffer to increase the RV parking rates to $25 per month effective 11/1/05. Motion passed unanimously.
2006 Budget Committee: Budget Committee consisting of Schaeffer, Hoblit and BK established. Committee is to meet during the first week of November and prepare budget for Board to review at November Board meeting.
Road District #1 Meeting: Tuttle reported that he had been contacted by a representative of the DRR road district concerning plans the district has to pave its roads. Some of the district’s roads connect to the County road that goes through RM. Tuttle will attend a meeting to be held by the District and report back to the Board on any effect the paving will have on RM.
CDO Contract Renewal: Discussion deferred until Tuttle can meet with Palcic to discuss renewal of the contract.
OLD BUSINESS:
Filing and Recording CC&Rs and RMSO Bylaws: Questions whether bylaws for
RMSO were ever prepared. BK will check with the attorney who incorporated RMSSO.
Question whether it is necessary to file bylaws. BK will check with attorney on
this. BK will get amendments to HOA bylaws in proper form to be filed.
Fire Evacuation Plan: Plan not completed. Discussion deferred to later date.
Legal Representation: Schaeffer reported that law firm Board previously voted to use is ready to handle any legal work that RM may require to have done.
Recruiting: Brief discussion on recruiting candidates for Board.
Sewer Flows and Irrigation Requirements: There was a brief discussion concerning the need to make a projection on future sewer flows and their effect on the irrigation requirements for the sewer system. Schaeffer assigned task of making computation.
ACC Rules and Regulation Revision: Discussion deferred.
Paying For RV Reconfiguration: Brief discussion. It was concluded that there is money in reserves to pay for the reconfiguration. It may be necessary to defer road maintenance for a year in order to pay for the RV reconfiguration.
Meeting adjourned 12:30 P.M.
Action Items:
1. Remove barbed wire brackets from perimeter fence posts. - PM
2. Design and determine cost of cover over lift station - PM
3. Get sewer line repair done - PM
4. Have junction box at lift station moved - PM
5. Review sewer flows and irrigation requirements - Schaeffer
6. Complete fire evacuation plan – BK
7. Filing bylaw amendments and RMSSO bylaws - BK
8. Have flow meter repaired – PM
9. Get lagoon aerator repaired - PM
10. Determine proper booster pump upgrades – PM and Arnest
11. Contact Tye Engineering and United Construction - Tuttle
12. Draft letter on RV parking - PM
13. Mail letter on RV parking – BK
14. Prepare water operation manual - PM