WILDFLOWER II Board of Directors Meeting April 5, 2003 There will be a Spring Clean Work Party on May 10th for all those owners who wish to help with ladder fuel. A luncheon will be served for all those owners wishing to help out. This is a wonderful way to get to know your neighbor, have fun, and help your community. So bring your work gloves and garden tools.
Respectfully submitted by Deanna Knox, Elite Management Services.
Here are the minutes (unapproved) from the April 2003 Board Meeting of the Association:
Held at the home of Steve and Dixie Trout, Scio, Oregon
Meeting to Order:
Rod Englert called the meeting to order at 12:45 p.m.
Board in Attendance:
Rod Englert, Ed Vignoul, Steve Trout and Wayne Kreger. Ruth Jenkins joined the meeting by conference phone. With 5 of 5 board members in attendance either in person or by phone, a quorum was established.
Management in Attendance:
Chuck and Deanna Knox, Elite Management Services.
Guests:
Penny Englert #34, and Dixie Trout #52.
Approval of Agenda:
One item was added to the Agenda, as item (h) "Pavers" listed under Old Business.
Approval of 1/11/03 Minutes:
After review of the January 11, 2003 minutes, Wayne Kreger made a motion to approve the minutes as presented. Ed Vignoul seconded. Motion carried.
Financial Report:
Deanna Knox gave an overview of the financial status of Wildflower II as of March 31, 2003. For the 6 months of the 2002/2003 budget, actual expenses are coming in under budget. There is currently $23,789.47 held in reserve to cover cost of cleaning and sealing the siding. Snow removal has come in $2,600 under budget. At this time, Common Maintenance is approximately $3,400 under budget. There are six months remaining in this budget year.
Old Business
We received a bid for service from Cascade Heating on January 29, 2003. After Board approval of the work to be performed and agreeing on the price we contacted Cascade Heating to go ahead with the project. The proposal states, "install ten feet counterflashing on two sides of chimney cap, install new storm collars, raise cap and fasten to chimney pipe, caulk as per drawing. Total labor and materials per unit $182.11." The work was completed on March 27th. As soon as the weather is warmer, a mason will seal those chimneys that still experience leaks from loose rocks and/or cracked mortar. A Kleene Sweep cleaned a majority of the chimney's during the week of March 17th. A discount was given for cleaning them all in one day.
In early 2003 Wildflower II received a letter from the Design Committee asking all owners to bring the numbering and lighting into compliance. Deanna spoke with Hugh Palcik at Sunriver Owners Association and he said that the placing of the unit numbers are visable for emergency purposes. Also, we were told that the light posts need to be no higher than 4 feet with light flowing down. He said that since the posts are part of our landscape lighting, no modifications need to be made and will pass inspection. The Board has asked that Deanna get a letter from the Design Committee stating both compliance issues and that no further effort needs to be made on our part regarding these issues.
The final lien update for unit #44 was made and filed on February 24th. Before moving forward with the Foreclosure, the Board has asked Deanna to make every effort to contact them by phone to eliminate any further attorney cost, and to receive the amount owed in full.
Deanna met with Bob Otteni on property on March 10th to walk the property and identify limbs that need to be trimmed and trees that are diseased and need to be removed. He removed two trees. One that was diseased and one that was simply a safety hazard at the parking area. We received a courtesy letter from SROA in October of 2002. Their recommendation is to do ladder fuel reduction in front of the units and also at the pool area in front of Wildflower I. They marked trees that need to be removed and/or trimmed. In doing this, it allows too much exposure to the front of the units. Ed Vignoul will walk the property with Deanna and Bob to determine how aggressive we should be in removing trees in these areas. The cost of this work will be reflected under general maintenance. The Board will give further discussion on a later date regarding the property owned by Wildflower II that is located in front of the Wildflower I Units.
Rod Englert, Penny Englert, and Deanna Knox attended the SROA meeting on February 8th in order to get further information about the proposed bike path in front of Wildflower II. The bike path subject was not covered in this meeting, however, they were going to discuss the subject at the semi-annual meeting that same afternoon at 1:00 p.m. at the Sunriver Resort. During this meeting Rod represented Wildflower II and their concerns and reiterated the reasoning of the letter that was sent to the Public Works and Safety Committee. He stated that it is not the intention of Wildflower II to be an adversary to SROA, but would like to work with them to find an alternative location for the bike path. Deanna talked with Bill Peck from SROA two weeks after the meeting. He stated that the proposed pathway in front of Wildflower is a "no go" because of the strong argument that Rod Englert had made at the SROA meeting.
The Board had gone into executive session to discuss litigation and mediation. A full report will be given at a later date.
There have been 5 more buildings that have been power-washed and sealed during the months of February and March. They are 35/36, 39/40, 65/66, 63/64, and 61/62. Deanna will continue to schedule this work. This project should be complete by the end of October 2003.
We have had some problem areas on the paver steps in Phase III. When repairs were made in February and March, the concrete under the pavers had deteriorated to the point where anchor screws are unable to secure the frame board to the concrete. Chuck Knox, of Elite Management Services, mentioned that WFII can use the existing pavers and lay a concrete frame, lay rock and sand in the frame, inlay the pavers, and seal the concrete frame each year. The Board has asked Chuck to draw up plans so the Board can see a visual of the finished procedure and get costs of this work to be performed.
New Business
During a walkthrough in February, Chuck and Deanna noticed the log railings and rails were in desperate need of painting and maintenance. They noticed one beam to be dry rotted at the center and in need of replacement. The Board has asked Elite Management to make a determination if the beam is decorative or an intricate part of the back deck structure. Elite will report back to the Board prior to work being performed. Ed Vignoul made a motion to get a bid from Larry Heath, Blue Ribbon Painting, for placing the rails on a rotating paint schedule. Wayne Kreger seconded. Motion carried.
There will be two Board positions open in October 2003. Steve Trout and Ruth Jenkins are the appointed Nominating Committee and have asked Rod Englert and Ed Vignoul if they wish to run again for the open positions. They have agreed to do so. Any owner wishing to volunteer their service on the Board should contact Ruth or Steve and they will place your name on the Ballot that will be sent out in September 2003 as part of the Annual Meeting Packet.
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.
Discussion took place regarding the walkways and paving. This work is not scheduled until 2004, however, the walkways are presenting a liability problem with being uneven and water puddling and freezing in low areas. Placing a dry-well in these areas could eliminate this standing water and help to relieve the erosion of the walkways. Elite will talk with Affordable Yard Care to discuss this possibility, how extensive the work is, and the cost that could be incurred if the work were to be done. A report will be given at the next Board meeting.
Adjournment:
Rod Englert made a motion to adjourn the meeting at 3:17 p.m. Ruth Jenkins seconded. Motion carried.
