WILDFLOWER II Board of Directors Meeting JANUARY 11, 2003, 1:00 P.M. Respectfully submitted by Deanna Knox, Elite Management Services.
Here are the minutes from the January 2003 Board Meeting of the Association:
Held at Wildflower Unit #61, Sunriver, Oregon
Call to Order:
Rod Englert called the meeting to order at 12:45 p.m.
Agenda:
Additional points of interest were added to the Proposed Agenda. Nominating Committee and Phase I vacant property was added to New Business, and Hot-Tub was added under Old Business.
Quorum:
With five out of five Board Members in attendance, a quorum was established.
Minutes Approved:
After Board review of the August 3, 2002 Board Meeting Minutes, Ed Vignoul moved to approve the minutes as presented. Ruth Jenkins seconded. Motion carried.
Treasurer's Report:
Deanna presented to the Board the December 31, 2002 Financial Statements. All expense items are under budget at this time with the exception of Capital Expenditures. Weather had permitted more siding to be done in the fall of 2002. The upper cedar decks on Phase II's were completed in this current budget, however, funds were carried over from last year to cover this cost. Siding was completed in last years 2001/2002 budget but not billed and paid for until this fiscal budget. There is one lien put in place for non payment of special assessment and quarterly assessment for unit 44. All other receivables are current with some prepayments of future assessments being posted. Wayne Kreger made a motion to approve the Treasurer's Report. Ed Vignoul seconded. Motion carried.
Old Business
McMurray and Son's prepared a Scope of Work and visual, explaining the need for siding on the chimney's on phase II. Mortar is failing on some of the chimneys causing rock to fall off. This allows for water to seep in causing leaks. Wayne Kreger will review and study the structural problem and make sure the materials that will be used will be adequate to fix the problem. Wayne will also take a look at another problem area which may be causing the chimneys to leak. He has asked that a sheet metal specialist be brought in to determine if the leaks are actually coming from the rock area, chimney cap area, or both.
Wildflower had received a copy of the Mandatory Rule Changes that is effective January 1, 2004. Areas of concern are the minimum size of house numbers which need to be 3" x 6" and located under a light source. Deanna will be looking at all posts and house numbers to make sure they meet these criteria. More numbers will need to be placed around the complex. Also, all landscape lights are to be less than 3 feet in height. Ours currently are approximately 6' to 7' in height.
Deanna had given the Board several rail fence examples. The Board has tabled determining the type of fence until studying, further, the paving and parking plans. More discussion will take place during the April 2003 Board Meeting.
The snow removal contract was signed prior to this meeting. Cost of snow removal did not increase over last year. There is also the Chimney Siding contract that is still being reviewed. (See above)
During the Annual Meeting in October of 2002, the membership unanimously voted to not approve hot-tub installation or replacements. The Board met with the owner of Unit 36 at their August 2002 meeting. The Board had asked that her hot-tub meet current electrical standards, proof that is not creating dry rot under or around the hot-tub, that it no longer cause vibration in the connecting unit causing disturbance to owner and guest, and that the current noise level measured 60 decibels or less. After the Board met at Unit 36, they made the determination that no improvements were made. Rod Englert has directed a certified letter to be sent to the owner of Unit 36 and insist that the hot-tub be removed. A copy of this letter will also be sent certified mail to the property manager of this unit.
New Business
Special guests, Jim Henshaw, AnnaMay Lundstrom, and Doug ? representing the Public Works and Safety Committee from Sunriver Owners Association were in attendance to discuss safety problems and a proposed bike path between Circle 2 and Circle 3. There is a long standing safety problem in this area because of the lack of pedestrian pathway and pedestrians and vehicles sharing the road. The Safety Committee presented two preliminary bike path routes. One is located on the east side of Abbot Drive and the other is located on the west side of Abbot Drive which runs between the roadway and the Wildflower II parking areas. SROA feels there would be less earth work and less tree removal if the path was located in front of Wildflower II. The SROA Finance Committee has approved a survey of the roadway and Wildflower II property to be performed. Mr. Henshaw also presented a copy of an easement agreement if Wildflower II was amiable to having the path placed on the WF property.
After meeting with the SROA Public Works and Safety Committee and hearing their presentation, the concensus of the full Board was to not have the bike path placed in front of the property, but rather approve the alternative route on the East side of Abbot Drive. Rod Englert had asked that Ruth Jenkins put a letter together stating the reasons and concerns regarding the Board's decision on this matter. The reasons and concerns are, but not limited to: insufficient room, removal of trees, loss of parking area, loss of trash storage area, increased liability, increased noise and traffic lights. This letter will be prepared and sent to SROA next week. Deanna, Rod and Ed will attend the SROA Public Works meeting on February 8th at 9:00 a.m. to hear further discussion regarding this subject.
Ed Vignoul asked Deanna to look into the property at Phase I. This property is where the old pool used to be. While it is closer to Wildflower I property, it is owned by Wildflower II Association whose owners pay tax on this property each year. He would like to know if there is any value to the property and if it can be sold upon the approval of 75% of the Wildflower II owners. If the property has value and can be sold for profit, he would like to have proceeds from the sale placed in the reserve. Deanna will contact a broker and obtain county records as follow-up to this request. Discussion on this subject will take place at the next scheduled Board Meeting.
Rod Englert appointed Ruth Jenkins and Steve Trout to the Nominating Committee. There are 2 positions open this year. Rod Englert's and Ed Vignoul's positions are open for election at the next Annual Meeting in October of 2003.
Adjournment:
With no further items to discuss, Rod Englert adjourned this meeting at 2:45 p.m.
