Wildflower Association of Unit Owners

Un-approved Annual Meeting Minutes

October 23, 2004

Located at the Sunriver Library, Sunriver Business Park

to be approved at the next annual meeting

Call to Order:	Rod Englert called the Annual Meeting to order at 12:03 p.m.
Welcome:	Rod Englert introduced the Board Members and would like to urge any owner who is interested in sharing their time, talent, and service to the Association, to think about volunteering their time either by becoming involved with special committees or becoming a Board Member. There will be three positions to be filled at our next annual meeting in 2005. Meetings are held three times a year. Rod gave an extra thank you to long term owners, Jean Cleaves and Allene Brooks for their “never fail” attendance of our annual meetings and for their valuable input
Roll Call:	Ed Vignoul took roll call at the meeting. Members represented by proxy were units 21, 22, 23, 26, 29, 33, 39, 40, 41, 42, 45, 46, 51, 52, 53, 55, 57, 60, 62, and 63. Members represented in person were units 24, 27, 31, 32, 34, 35, 47, 48, 56, and 61. With 30 of 48 units represented, or 62.5% of ownership, a quorum was established.
Oct. 11, 2003 Minutes	After review of the October 11, 2003 Annual Meeting Minutes, Gary Lorenz made a motion to approve the October 11, 2003 Annual Meeting Minutes as presented. Jean Cleaves seconded. Motion carried.
Agenda:	Rod Englert added two items to the October 23, 2004 Agenda. A Hot Tub Report was added after the Association Report and Meeting Dates was added after the Approval of the Actions of the Board
Treasure’s Report:	Ruth Jenkins gave an overview of the year end financial status of the Association. Dues, late fees, and interest make up all income to the association. Three categories make up our operational expenses. They are administrative expenses, general expenses, and general maintenance. General expenses consist of grounds, insurance, snow removal, electricity, irrigation, and pest control. General maintenance is described as maintaining buildings, chimneys, fences, and contingency. At our year end dated September 30, 2004, operational income came in at $73,850 with operational expenses coming in at $69,755. Our reserve income was at $49,063 with reserve expenses at $47,606. The asphalt parking work was deferred until 2004/2005 budget year. Ruth was happy to say that the association is solvent. A copy of the Year End Financials dated September 30, 2004 are noted as Addendum “A” to these minutes. Ray Cook made a motion to accept the Treasure’s Report as presented. Jean Cleaves seconded. Motion carried.
Association Report:	Deanna Knox, of Elite Management Services presented to the owners a written report of all the activity that took place this year. Please see Addendum “B” as part of these minutes. For those owners who do not use an agent for rental or maintenance, please either let her know where to obtain keys to your unit or make and send her a key to be held on file for future and emergency use. She would like to remind all owners that winter is rapidly approaching, so now is the time to have your furnaces checked, winterize pipes, clean and place heat tapes at scuppers, and also turn the temperature up to at least 60 degrees if your unit is left vacant. All of these winterizing actions help to prevent unfortunate losses and helps our insurance rates to remain stable. If you or your agent is not able to perform these preventative actions, please let Deanna know and she will help schedule the work and will charge the owner at her cost.
Hot-Tub Report:	Ed Vignoul gave an overview of the Hot-Tub issue and the steps that were involved in the settlement of this case. It’s taken 2 ½ years to come to a final resolution to this matter. The main objective of the Board was to assure the adjoining owners that they will be able to enjoy their unit without having to listen to the noise of the hot-tub and endure the constant vibration that it caused. Ed explained the settlement to the owners present. The owners commended the Board for resolving this issue and for putting a lease in place to protect the common element and to eliminate future problems pertaining to the hot-tub. As a follow-up to this settlement, the Board has asked the attorney to prepare a lease for all owners encroaching common property with heat pumps, air conditioners, and storage units.
Capital Projects:	Ruth Jenkins presented the owners with a slide presentation explaining capital replacements and future projects to take place. A copy of The Reserve Study is enclosed as Addendum “C”
2004/2005 Budget:	As an addition to the Capital Projects report, Ruth Jenkins presented to the membership the proposed budget for 2004/2005. A copy of the proposed budget is represented in these minutes as Addendum “D”. After a question and answer period pertaining to the 2004/2005 Budget, it was opinion that Association Dues be increased to maintain sufficient monies to fund future improvements to the property. It was agreed that the dues will go from $640 per quarter to $650 per quarter beginning October 1, 2004. Gary Lorenz made a motion to accept the 2004/2005 Capital Project Report and the 2004/2005 Operational Budget as presented. Jean Cleaves seconded. Motion carried. A special thank you goes to Ruth Jenkins from the ownership and the Board for her dedication and diligence in making sure proper funding is in place for our future improvements. We have all seen a positive change to the appearance of our buildings and a tremendous increase in our property value because of these improvements. She has given many hours of her time to secure the future of Wildflower II Association. Thank you, again, Ruth!!
Open Forum:	With our new walkways that were just overlayed this last week, Ray Cook commented that we need to think about sealing them to prevent freeze/thaw damage. Deanna has been directed to speak with Dick McMillan and determine the cure time necessary before sealing. During last years annual meeting, Ray Cook mentioned the insurance policy of the Association and coverage for windows. Rod Englert had asked Deanna to contact the insurance agent to get further information regarding deductible for window replacement, and also get better clarification of our documents regarding who is responsible for replacement of windows and doors. Deanna did contact our insurance agent and the deductible for all damaged or destroyed buildings, windows and doors inclusive, is $2,500. An opinion letter from our attorney regarding this issue is attached to these minutes as Addendum “E”. With the many trees that have been removed these past years it was the opinion of the owners that a landscape committee be put in place to beautify and fill in areas on the property. This includes entry areas to the units. The volunteer committee consists of Ray Cook, Duane Bergevin, and Penny Englert. They will be walking the property and giving a report as to areas that should be addressed. They will also obtain a list of plants and trees that are indigenous to our Central Oregon climate. The concensus of the owners present was that the property has never looked better and they are excited about the future of Wildflower II.
Election of Directors:	Rod Englert asked if there were any nominations from the floor. There being none Ray Cook made a motion to close nominations. Gary Lorenz seconded. Motion carried. Ed Vignoul tallied the results of the votes by personal and proxy. Our new Board members are incumbent Ruth Jenkins and Richard Bennett. Their term is for three years.
Actions of the Board:	Ray Cook made a motion to approve the actions of the Board for the 2003/2004 year. Jean Cleaves seconded. Motion carried.
Date of Next Meeting:	The next Wildflower II Annual Meeting date will be October 15, 2005.
Adjournment:	Rod Englert adjourned the Wildflower II Annual Meeting at 2:08 p.m.

Immediately following this meeting, a Board Meeting was held to elect officers of the Board. Ed Vignoul made a motion to re-elect Rod Englert as President, Ed Vignoul as Vice President, and Ruth Jenkins as Treasurer. Richard Bennett seconded. Motion carried.