Riverwood Homeowners Association, Board of Directors Meeting – June 10, 2021
The meeting was called to order by President Larry Dashiell at 6 pm.
Board Member Attendance: President Larry Dashiell, Jann Gilbert, Pam Brown, Nancy Stoll, Amy Fylan
Others Attending: Elise Morgan, Ila Benevidez-Heaster, Patrick Steininger, Barbara Ascher, Aurelia and Fernando Nunez, Lisa Dashiell, Tama October, Ashleigh Norment, Leo Zinn, Elizabeth Geressu, Mary Yemane and daughter Elsie, Stressla and Rain Beavers, Jim Eveland, Karen Esterholdt, Angelia Warren, Walt Lesher, Shirley Piel, Angie Svoboda, Carolyn Hardy, Irene Hennessey, Delores Gradin
Minutes of Previous Meeting: Moved by Jann and seconded by Nancy, that the minutes of the May 2021 meeting be accepted as presented.
Treasurer’s Report: We were able to move $10,000 into our Reserves account in May, bringing the Reserves account to a total of $80,000. Since we borrowed $3,000 from Reserves at the beginning of the year, that’s a net increase of $7,000 in Reserves so far this fiscal year. We have 3 water payments remaining in this fiscal year and a balance of $35,320 in that budget, so are tracking well on water. Thanks to Committee Chairs for keeping costs manageable all year and as we go into the last 3 months of the fiscal year. A question about page 2 regarding Stockholders’ Equity and Profit to Date arose and Ashleigh has provided the answer to Jann and Leo. The same explanation can be sent to anyone who’s interested. Moved by Nancy and seconded by Pam, that the Treasurer’s report be accepted as presented.
Welcome and Neighborhood News: (Chair – Lisa Dashiell) One new resident received an orientation visit. Lisa is still working on the Riverwood Manual and some items may be added. Anyone who wants an electronic copy of the manual may request one.
Architecture: (Chair – Patrick Steininger) A request was received to erect two temporary gazebos on the patio at one residence. This was approved.
Budget: (Chair – Leo Zinn) Expenses are close to what they were at this time last year, except that legal expense is over budget. Expenditures for Maintenance will go up later as weather improves. At this point in the fiscal year the next step is to meet with Committee Chairs to determine needs for next year, and report to the Board before the end of July. If a fee increase is deemed necessary, owners must receive notice of it by August 1.
Landscaping: (Co-chairs – Kris Clarke, Stressla Beavers) Our 3-year contract with Landscape East/West ends Dec 31. We have requested a new bid from them and it will arrive in the next few weeks. There are some things we like about this company and some things that frustrate us. The last contract with them was far below three other competitors. We have had a meeting with Crystal Greens Landscaping. Their rep along with Ryan, our former irrigation specialist, met with us to go over our needs. We will receive their quote by next week. We hope that this company will meet our needs at a reasonable price.
We set an appointment with Oregon Tree Service and on June 4 Stressla met with them and walked the property for 3 hours driveway by driveway. We decided to go with this company after the outstanding job they did removing the dead tree between D40 and D50. It has been difficult to get quotes after windstorm damage that affected many counties. The quote received was for $21,000. We asked them to break it down by driveway and let us know what was most important to do first. That came to $7,000. We hope to do a majority of this work, with the balance carried over into the new budget. We will then address the rest as the budget allows. For the last 3 years we’ve held off doing this large project, returning money to the HOA to help keep the budget balanced.
Maintenance: (Chair – Jim Eveland) All fences for this year are completed, with 2 gates left. Smaller jobs continue as usual. Material costs, especially wood, have skyrocketed. Concrete and “faux wood” are up about 10%. The major project is re-siding of 4302 and 4304 in D20, to be completed by August 1. Also looking into repaving another driveway, put off from last year, if budget will allow.
We’ve had numerous instances of break-ins, and graffiti on fences. Jim wants to replace rental garage doors and locks with those that are more secure. He wants to replace key locks with electronic keypads in rec room and pool area.
Newsletter: (Chair – Tama October) Tama will be out of town later this month. Please send news by the 18th or 19th of the month. Address is rwh.news@gmail.com
Parking: Jann reports that there was one violation in that a resident planned to move a vehicle by a certain time; this was accomplished a day later. As for construction vehicles on the property, an idea discussed in an Executive Session to adapt some Riverwood property as parking is not feasible. Likely the vehicles will be accommodated in future at a Vancouver property, which Mace will be working on as a side project. Residents are asked to be patient as this situation is being corrected.
Rental Garages: (Chair – Annette Adams) Absent, but reports: Vacancies 0, exchanges 2, Waiting List 1. Three units were vacated and three units were occupied. One exchange was completed. One attempted burglary, and two actual burglaries, in which two units were broken into and items were missing from one. To be discussed: Replace all remaining hollow-core doors in rental garage units, replace all remaining door handle locks with deadbolts, investigate cost to replace “chicken wire” walls with something more secure; Jim has suggested plywood or metal sheets.
Keys: 2 storage room keys issued and 1 rec room key issued at no charge. Others wanting storage room keys are asked to give their names to Jann and Annette will supply them when she returns to town. Annette is stepping down from this committee, and a new Chair is needed.
Pool: Have begun the annual opening process: covers off, chemistry adjusted, deck power-washed to remove moss and other nuisances. The plan is to make it fully operational but cold, and keep it idling ready to go. We’ll be waiting for a go-ahead from the State when vaccination of 70% has been achieved. Until then we would still require a “social distancing monitor.”
Jim plans to replace the downstairs iron door lock with a coded keypad to match the upper gate, to better control access. Up to 19 different codes may be assigned. Another plan is to make sure the two pool rest rooms share a key (not the same as the rec room key as it is now) kept by the pool open/close team.
Jim is willing to take care of pool needs involving machinery and chemistry and to meet with inspectors Barbara Ascher and Cindy Zinn have agreed to manage volunteers for opening, closing, chem checks, and cleaning. If you want to use the pool this year, please contact them to volunteer.
Jim suggested the stipulation of adult hours from 4 to 6 pm could be changed as there are more children in the community than in days gone by. This would be at the discretion of the Board.
Recreation: (Chair – Shirley Piel) The Pool Opening Social is Saturday, June 26 at 11 am. Monthly socials will resume on the last Saturday of the month. Beginning June 20, Sunday, Game Day resumes on the 3rd Sunday of the month at 2 pm. Starting Thursday, July 1, Craft Night resumes on the first Thursday of the month at 6:30 pm. Monthly lunch outings will resume on the last Wednesday of the month. Restaurants vary, and information will be provided in the newsletter. Contact Nancy Stoll if you’re interested in going.
Insurance: This committee needs a Chairperson. Contact Jann if you want to serve. Owners are responsible for their own property insurance. Coverage must include a liability policy.
Moved by Nancy and seconded by Pam, that the committee reports be accepted as presented.
Agenda:
- Budget process: Re HOA fees, the Budget Committee presents needs to the Board and the Board approves raising them if necessary.
- Review Draft Insurance Process. Discuss this in July.
- Possible insurance increases due to claims. Discuss this in July.
- Parking construction vehicles on site complaints. Please see above.
- Review common area use, pet cleanup, and people wanting a clean space. There is a policy that residents clean up after pets. A reminder can be put in the newsletter. Some of the offenders may be passers-by.
- Rec room opening rules. Irene Hennessey reminds that those wanting to reserve the rec room must contact her.
- Process for overnight driveway parking. The Board decides this and would like written input from residents, and comments will be heard at the next meeting.
- Review Board terms and recruit additional Board members for September voting.Jann’s term was for a remaining year. It’s all right to have several people running for a Board position, and anyone interested is welcome to let the Board know.
Notes:
There are two delinquencies, and one may be resolved soon. The Board is still working on them.
The City says Styrofoam is garbage, and the recyclers won’t pick it up.
Larry is still involved with classes on clean air which will result in a $200 award to be donated to Riverwood.
The meeting was adjourned at 7:15 pm. The Board met separately for a short conference.
Respectfully submitted, Delores Gradin, Secretary
