Wildflower Association of Unit Owners
Un-approved Annual Meeting Minutes
October 23, 2005
Located at the Sunriver Library, Sunriver Business Park
To be approved at the next annual meeting on October 21, 2006
Prior to the annual meeting there was special recognition given to two Board Members who have volunteered and given six years to the Wildflower II Association. We would all like to give a huge “thank you” for their efforts and being instrumental in all the improvements to our property. All of our Board Membershave been responsible for turning our Association into the close community that it is today. They have brought a sense of direction back to us. We give, not only a huge “thank you” to Ed Vignoul and Rod Englert for their selfless attention to the Wildflowers, but also a great deal of respect and gratitude.
Call to Order: Rod Englert called the Annual Meeting to order at 12:06 p.m.
Welcome: Rod Englert welcomed all owners in attendance. He was sorry that Ed Vignoul was not able to attend this meeting, but definitely wanted to thank him for all the work that he has done over the many years. Rod considered Ed as our “Junk Yard Dog”, meaning that Ed never gave up on projects that he was working on, (or getting his point across). He’s a very effective member of the Board and will be missed. Anyone wishing to give back to their community can volunteer to fill a vacant position on the Board that will be available in October of 2006. Meetings are normally held three times a year. If you are unable to attend personally, we have a conference phone available so you may attend by telecommunication.
Roll Call: Deanna Knox took roll call at the meeting. Members represented by proxy were units 20, 21, 22, 23, 27, 31, 35, 37, 38, 39, 40, 41, 42, 46, 50, 51, 55, 60, 62 and 63. Members represented in person were units 24, 32, 34, 39, 47, 48, 52, 54, 56, and 59. With 30 of 48 units represented, or 62.5% of ownership, a quorum was established.
Oct. 11, 2003 After review of the October 23, 2004 Annual Meeting Minutes, one correction was made to. (Under Welcome: There will be three positions to be filled at our next annual meeting in 2005. Correction: There will be two positions to be filled at our next annual meeting in 2005.) After this correction was made Jean Cleaves made a motion to approve the October 23, 2004 Annual Meeting Minutes. Marilyn Bergevin seconded. Motion carried.
Agenda: There being no changes to the agenda, Rod Englert proceeded with the meeting.
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, 2005, operational income came in at $75,100 with operational expenses coming in at $51,747. Our reserve income was at $49,700 with reserve expenses at $52,781. Ruth mentioned that all operational surplus has been moved into the reserve account at year end. A copy of the Year End Financials dated September 30, 2005 are noted as Addendum “A” to these minutes. Marilyn Bergevin 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. As always, 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
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Annual Meeting Minutes
October 23, 2004
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.
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 and slide presentation, Addendum “C” can be located on your website at www.wildflowerii.org.
2005/2006 Budget: As an addition to the Capital Projects report, Ruth Jenkins presented to the membership the proposed budget for 2005/2006. A copy of the proposed budget is represented in these minutes as Addendum “D”. After a question and answer period pertaining to the 2005/2006 Budget, it was pleasantly announced that we are now adding to our reserves and there is sufficient monies to fund future improvements to the property. We will continue the upper deck upgrades and deck preservation. As part of a phased preservation schedule, we will wash and seal 7 buildings this year. There are funds that will be allocated to hire a landscape and irrigation designer. Once we get an agreed plan of action to upgrade our grounds, we can present the plan to the owners for input. It was agreed that the dues will remain at $650. Jean Cleaves made a motion to accept the 2005/2006 Capital Project Report and the 2005/2006 Operational Budget as presented. Diane Erickson seconded. Motion carried.
Open Forum: This past year our walkways and parking areas were resurfaced and sealed. When adding an additional two inches to the parking surface it has created an abrupt edge that people find hard to avoid tripping on when they come in late at night. The Board has directed Deanna to talk with McMillan for ways to correct this problem. Adding crushed rock in the areas in front of the fences and walks seemed to be a good alternative. This will be discussed with McMillan.
Ray Cook had submitted to Deanna an architectural drawing (Addendum “E”) of a possible modification/enclosure to the Phase II lower back decks. In speaking to SROA about this plan, the Design Committee felt that the plan could be approved. Deanna obtained a cost for this modification and it came in at $945 per unit. Funding of this project will still need to be discussed and has been tabled for a future Board meeting agenda item.
Other items discussed and given to Deanna as a directive were as follows: Upper deck standing water under deck at threshold, clean windows after the siding work is performed, get quote to repair cement entries on Phase III’s, and a possible reserved parking spot for Unit 24, a full time resident.
Election: At the end of this meeting there will be two vacant positions on the Board. Nominations were open from the floor. Chuck Erickson volunteered his services for a two year term. Gary Lorenz also volunteered prior to the meeting. Both have been pleased with the direction that the current volunteers have taken and look forward to giving the same level of service to their community. Each volunteer carried no opposition and the owners in attendance voted unanimously to accept Chuck Erickson and Gary Lorenz to fill a two year term, with their term expiring in October 2007. Each Board Member fills a two year position, but may not fill a Board position for more than 6 years consecutively.
Approve Actions: Steve Mahoney made a motion to approve the actions of the Board for the fiscal year 2004/2005. Marilyn Bergevin seconded. Motion carried.
Adjournment: There being no further business to discuss Marilyn Bergevin made a motion to adjourn this meeting at 2:13 p.m. Jean Cleaves seconded. Motion carried.
Immediately following this meeting, a Board Meeting was held to elect officers of the Board. Your new Board of Directors consist of the following:
Richard Bennett Chairman term expires 2006
Duane Bergevin Vice Chairman term expires 2006
Chuck Erickson Treasurer term expires 2007
Ruth Jenkins Secretary term expires 2006
Gary Lorenz Chairperson term expires 2007