Riverwood Homeowners Association, Board of Directors Meeting – September 9, 2021
The meeting was called to order by President Larry Dashiell at 6:05 pm
Board Member Attendance: President Larry Dashiell, Jann Gilbert, Nancy Stoll.
Others Attending: Shirley Piel, Ashleigh Norment, Michelle and James Justice, Patrick Steininger, Stressla Beavers, Leo Zinn, Elise Morgan, Ila Benevidez-Heaster, Jim Eveland, Angelia Warren, Carol Hardy, Tama October, Kris Clarke, Lisa Dashiell, Delores Gradin
Minutes of Previous Meeting: Moved by Nancy and seconded by Jann, that the minutes of the August meeting be accepted as presented. Carried.
Treasurer’s Report: We finished the fiscal year with $80,053.15 in our Reserves account, which is a net increase of $7,000 since the beginning of the fiscal year. We reduced principal on our roofing loan by$38,000 in this fiscal year. In August, we received about half the money due us from one of our delinquent accounts in the amount of $5,000 and change. We should receive the remaining half in the month of September, which will resolve the delinquency and leave us with one remaining delinquency. Our financial report shows that we received $19,252.87 more in income than we had in expenses for the fiscal year. So we are off to a good start in this new fiscal year. An inadvertent date error on Page 3 will be corrected. Moved by Nancy and seconded by Jann, that the Treasurer’s report be accepted as presented.
Welcome and Neighborhood News: (Chair – Lisa Dashiell) Moveout checklists were sent to two households, welcomes were given to two households, and information was received back from two households.
Architecture: (Chair – Patrick Steininger) One request, to paint a garage door brown to match other garage doors, was received and approved.
Budget: (Chair – Leo Zinn) Ashleigh has already described the Budget in the Treasurer’s report. Comparison of the Budget to actual expenses shows them to be down a bit. Efforts need to be made to build up the Reserves. Jim and Leo are working on a plan for this and have submitted a skeleton of it. There are 2 new people on the Budget Committee: Joyce Christman who has chaired it before, and Joanie Traversie who is a retired Tax Accountant. Thanks to Stressla who has served on this committee for some years and is stepping down.
Landscaping: (Co-chairs – Kris Clarke, Stressla Beavers) Contract with Crystal Greens began Sept 1. Trimmers came and we were dissatisfied with their work and gave feedback, and they promised to adjust to our requests. We have a new irrigation timing system which allows them to monitor and adjust our sensors from their phones. We’re hoping this will reduce our water bill. We will be starting Phase 2 of our tree plan. Previous focus was on trees that were dangerous and needed immediate attention. Focus will next be on general tree maintenance. We’ll send information out when we lock in our dates. We’re doing well and saving money. In comments, it was discovered that cable cords were inadvertently cut on Saturday morning and three cable customers were affected.
Maintenance: (Chair – Jim Eveland) Paving Driveway 50 will be done this year, and it’s all that can be done before winter. Jim is getting bids and will soon select a vendor. Paving of Driveway 40 is next. Because it’s impossible to get HardieBoard now, re-siding of 4302 and 4304 in D20 can’t be done now, but Jim would like to get the street sides of these units prepped and painted using funds meant for re-siding, on painting instead.
Newsletter: (Chair – Tama October) Please send news to Tama by the 20th of the month. Address is rwh.news@gmail.com Thanks to those who contribute to the newsletter.
Parking: Jann reports six violations in the past month, and in each case the cars either left or were somehow dealt with after being noticed. Larry goes out in the morning and if he sees a car parked in violation with no guest parking permit he puts a letter under the wiper, and may take a picture of the license plate. Some of the offenders may be outsiders with no connection to Riverwood. Nearly every driveway has a rep on the Parking Committee, but this Committee needs a Chairperson. The process is open to change.
Keys and Rental Garages: (Chair – Annette Adams) Absent, but reports: Rental garage vacancies: 0. Waiting list: 1. Unit 20-A was vacated on 8/31 and 1 big door key was returned, 1 side door key misplaced, maintenance notified. Unit 20-A was occupied 9/1/21 and renter was provided with big door key and door key, which was made for the side door. Another renter was provided with a side door key as she had lost hers, but she found hers soon after and returned the new key, and no fee was charged. Annette is stepping down in mid-month, and Angie Svoboda will take over as Chair.
Pool: Jim believes the pool may be open 2-3 weeks longer. Usage of our pool is mild compared to public pools. Major repairs could be needed in future; it’s hard to know now. Jim is getting estimates for such repairs so as to be ready.
Recreation: (Chair – Shirley Piel) No recreation right now thanks to Covid. We’ll aim at having a garage sale in the spring.
Insurance: (Chair – Angelia Warren) Angelia reports that the Committee is currently conducting research on HOA insurance carriers and premiums. Currently we have reached out to four HOA’s to inquire about their insurance carrier. We also reached out to three insurance companies for initial contact. There are three more insurance companies on our list to contact. We’re looking for new members for the Insurance Committee. Please let Angelia know if you’re interested. A future goal is to develop a process for the insurance committee. This will be information to provide to new insurance committee members and Chair to gain a better understanding on the committee expectation and process.
Moved by Nancy and seconded by Jann, that the committee reports be accepted as presented.
Old Business: Don’t forget to vote by Sept 30.
Insurance: Develop a process for the Insurance Committee.
Larry reported on the Clean Energy project. Riverwood could ask for 1.5 to 2 million dollars to set up solar energy. Preparing the request might include getting a copy of our electric bills with address and usage, no name required.
Legal issues: One is not closed. One is closing because better strategy was used. One is completely finished and our insurance is paying.
Riverwood signage in driveways showing where numbers may be found: Four opinions were received. One prefers no signage. Two said yes, please, and one said yes, if tasteful. Jim said: The Architecture Committee will consider aesthetics of size/shape/color/placement, with reference to Maintenance in regard to costs and practicality. Nancy has offered to pay for the signs and installation costs, and recommended that Jim and Patrick decide the design, materials and appropriate placement. She stated price isn’t a consideration.
New Rosters: Likely following the annual meeting. More frequent updating would be appreciated; quarterly might be reasonable. Those wanting updates could ask Allaire and/or Lisa.
Garbage and recycling vendors: We don’t have a contract with Heiberg. Their recent increase in fees was occasioned by increase in dumping fees. Waste Management charges more than Heiberg. Heiberg doesn’t do alternate-week pickup. Composting adds a further cost to services. Some carriers researched don’t work in our area. Portland allows condominiums to be charged as if they were industries, not private homes. This is not so in other counties, and seems unfair. Blue bins for recycling that would be at our doors are hard to get. Yellow bins get stolen regularly from the curb.
New Business:
Cleaning and key deposits for rental garages. Could be as much as $100 since new locks can cost about $50. If garage is left clean, there would be a partial refund. This will be further discussed next month.
Riverwood Website: Needs a monitor and updating. Discussion at the next meeting.
Can an absent Board member send a proxy? Discussion at next meeting.
Moved by Larry and seconded by Jann, that the meeting be adjourned. The meeting was adjourned at 7:40 pm.
Respectfully submitted, Delores Gradin, Secretary
