Wildflower II Association of Unit Owners April 26, 2002
Ruth reiterated the importance of developing and adhering to an accurate operational budget. Deanna will work with the Board to keep operational costs within budget. Ruth will watch over the reserve expenditures to make sure that the longterm plan stays on track.
The existing insulation in the Phase III buildings met the requirements of the Association's work order. This means that funds that the Association allocated to upgrade insulation in Phase III buildings are not required. Because of this savings Ed Vignoul made a motion to complete the roofing of the remainder of the units in 2002. Ruth Jenkins seconded. Rod Englert opened the floor for discussion. Discussion was closed and Ruth Jenkins made a motion to amend the wording of the open motion to read: Complete re-roofing the remainder of the units in 2002 and limit siding maintenance to 13 buildings. Ed Vignoul seconded. Motion carried. Respectfully submitted by Deanna Knox, Elite Management Services.
Here are the minutes from the April 2002 Board Meeting of the Association:
Board Meeting
Home of Rod Englert
Meeting to Order:
Rod Englert called the meeting to order at 12:45 p.m.
Board in Attendance:
Rod Englert, Ed Vignoul, Ruth Jenkins, and Ron Wise. With 4 of 5 board members in attendance, a quorum was established.
Minutes:
Ed Vignoul made a motion to accept the minutes of January 12, 2002, as written. Ruth Jenkins seconded. Motion carried.
Financial Report
Ruth Jenkins gave an overview of the financial status as of March 30, 2002. For the most part Operational Expenses are within budget. One line item, "General Common Area Maintenance" is ~ $4,400 (~550%) over budget. This overage is almost offset by savings from Snow Removal and Insurance, where we are well under budget. The remainder of the amount is offset from the Association's Operational Contingency line item, so that overall the Association is slightly under budget in maintenance/operations. The Overage in the General Common Area Maintenance occurred because of excessive costs to repair faulty electrical connections in outdoor lighting and unexpected fence repair costs.
Old Business
The roofs that are planned to be complete this year have been scheduled. As of this meeting a total of 5 units have been completed and the other 5 are scheduled for completion by the end of May. The cost for replacement for Phase II Buildings is $17,050 each.
Since the last meeting, the Association attorney, Tom Wolf, sent a letter to owner #36 explaining the Boards position on the existing hot-tub located on their deck. Upon the direction of the attorney, the Association contacted SROA. They sent the owners a copy of the Sunriver Design Committee Rules stating Section 17.12. SROA representatives also measured the decibel level of the Unit #36 hot tub. The hot-tub exceeds the acceptable decibel level of 60 db. The owner wrote a letter back to SROA stating that the problem was fixed. However, upon SROA's next inspection the decibel level did not decrease, but rather increased. SROA insists that the hot-tub must come into compliance by 5/20/02, otherwise, a request to remove the non-complying item will be issued.
Deanna presented a proposal from McMurray and Sons to complete the roof-top cedar decks in Phase II. They also submitted a bid to cut in an access hatch to the scupper area on each of the new decks replaced last year. Finally, they gave us a cost to install T-111 siding on the half-walls around the roof-top decks, with a list of units whose roof-top deck surrounds they felt were in need of replacement. The board asked for clarification on the specifics of the bid. Deanna will investigate and report back.
Deanna presented a copy of the landscape bid from Affordable Yard Care. This is the same landscaper that was used last year. His bid came in under budget. The Board discussed the need to maintain sprinkler heads so that they do not spray the buildings with water. Deanna will consult the landscaper and also will call Ray Cook regarding maintenance of sprinkler heads near the buildings.
New Business
Ruth Jenkins has been the Association webmistress for over 2 years and has covered the $130 per year cost personally. Ron Wise made a motion to reimburse Ruth Jenkins for the cost of the website. Ed Vignoul seconded. Motion carried. Future newsletters will be posted once every quarter rather than once a month.
Deanna presented two contractor's proposals to power wash and preserve with oil the siding of Phase II and Phase III buildings. These bids were somewhat lower than another contractor's bid, presented last year. The Board will decide to whom to award the contract after they get more information about the product each contractor specifies to be used to preserve the siding.
The Association is replacing burned-out light bulbs with the new energy-efficient, fluorescent, 40-watt bulbs. This allows the Association to provide walk-way lighting equivalent to a 100-watt incandescent bulb while staying within the 40-watt UL listing of the wooden light fixtures. Use of light-bulbs greater than 40-watts is a fire hazard. Because of this fire hazard, the Board will prepare a letter to be sent to all owners, property managers, and rental agencies reiterating the Association policy on using 40-watt maximum bulbs in the wooden light fixtures on the exterior of each unit. This letter will go out in May and a compliance review will take place by September 30th.
The annual meeting date was set for October 12, 2002, from 12:00 - 3:00 p.m. The location will be announced at a later date.
Adjournment:
Ron Wise made a motion to adjourn the meeting at 3:20 p.m. Ed Vignoul seconded. Motion carried.
