Notices & Minutes


Minutes, Regular Board Meeting

Saturday, September 28, 2019

Location:  Dean Drabin’s Residence

                     55520 Big River Drive

                     Bend, OR 97707

Quorum Present:  Yes

Board Members Present: Dean Drabin, Tim Jenning, Bart Gernhart, Doug Patterson, Leonard Dahl

Board Members Absent: None

Call to Order:  By Dean Drabin, President, at 12:01 p.m.

Treasurer’s Report:  Doug Patterson provided the following summary:

                  Regular Checking: $28,280.08

                  Mail Box Account: $1512.31

                  Certificate of Deposit: $66,178.58

OLD BUSINESS:  

Possible Sewer System Update

Dean Drabin provided an update on the survey sent out this past summer asking questions of property owners who presently do not have homes on their property.  The purpose of the survey is to get information regarding the probability of owners building a residence on their property if a sewer system is installed.  This information will help engineers working for the OWW Unit II Sanitary Sewer District to estimate the cost perunit of a potential new sewer system.  In addition, the survey results will be provided with other important information next year at an open meeting for OWW1 owners to help them understand the issues before a possible vote on annexation into the OWW Unit II Sanitary Sewer District.  Dean stated that the latest summary of this informal survey shows a 4:1 ration of owners leaning towards constructing a residence on their vacant property if a sewer is installed.

Stolen Signs:  Dean Drabin restated the problem with several signs being stolen.  This issue was raised at the annual meeting in August.  The Board discussed replacing the stolen signs.  The Board unanimously agreed to replace the 15 mph Speed, and the Slow Down, Children Playing signs, but not the No ATV sign.  The Board also unanimously decided to install new sign(s) suggesting that “Video Surveillance is Present.”

Future Road Seal & Dues

Dean Drabin began the discussion of raising the annual property owner POA fee.  This issue was raised at the annual meeting in August.  He stated that the annual net savings of OWW1 is typically between $18K and $20K.  He estimated that in four years we would increase our saving by $75K to $100K.  This amount may not be enough to be able to afford another normal chip seal in four years.  In addition, if the sewer project moves forward, there will probably be more homes along Heierman and Casper.  If so, both roads will probably need to be widened, as they are presently narrower than other roads in OWW1.  An increase in fees will enable the widening of these roads.

The Board also discussed an increase in dues to cover the general added costs of inflation. with regard to labor and materials.  It has been many years since the last dues increase.  The longer the delay in implementing an increase, the greater that increase will need to be to cover rising costs.

The Board unanimously agreed to raise the annual dues from $75 per property to $100, beginning July 1, 2020.  They also agreed to send a letter out this year as well as next, to provide the owners ample advance notice of this change prior to the July 1 implementation.

NEW BUSINESS:  Dean Drabin noted the OWW1 website is currently down.  He will look into the reason why it is offline and will get it up and running as soon as possible.

Meeting adjourned: 1:24 p.m.

Minutes respectfully submitted by Bart Gernhart, Secretary 

 

OWW1 Annual Meeting

Saturday, August 10, 2019

Location: LaPine Fire Station

55785 South Century Drive

Bend, OR 97707

Quorum Present- yes

Board members present—Dean Drabin, Tim Jenning, Bart Gernhart, Doug Patterson, Leonard Dahl

Board members absent—none

Meeting was called to order by Dean Drabin at 9:02 a.m.

Board members introduced

Treasurer’s Report by Doug Patterson & Dean Drabin:

              Checking Account: $21,727.90

              Certificate of Deposit: $64,985.69

              Mail Box Account: $1,412.31

Profit and Loss: Dean noted that last year we repaved and graded the aprons to South Century Drive.  This was much more of an expense than the usual road repairs, which, when added to a heavier than usual snowplowing in February, lead to an overall loss on the profit and loss sheet.

Chipper Service: Dean noted that this program was successful.  We will likely see a repeat of this service next spring (although this is not yet guaranteed.)  Residents were reminded that, in order to receive the chipper service, they will need to sign up.  To this end, recommendations have been made to the County, in order to make the sign-up at the program’s website more user-friendly.

Gina Asked if fire insurance lower rates for Firewise communities such as ours.  Dean said, unfortunately, they don’t.

Possible Connection to OWW Unit 2 Sewer: Michael Hanbey, president of the board of the OWW Unit 2 Sanitary District, spoke about the potential of connecting OWW1 (also referenced as Unit 1) to the existing OWW Unit 2 sewer system.  He said that he hoped we could join, but that it has to be beneficial for both existing OWW Unit 2 users, as well as for OWW Unit 1 potential future customers.

They have been working on this process for over a year, and obtained a grant to do a feasibility study to determine if the existing system could handle the increase of users from Unit 1.  Presently, Unit 2 has 984 properties, with 825 connected to the sewer system.  They pay $64 per month for this service.  Presently, a new OWW Unit 2 owner would pay 12 to 13 thousand dollars in system development costs to hook up to the sewer system.  The Sanitary District Board met with funding sources that support sewer, water and road systems.  The three sources were willing to contribute funding to the $5.8 mil. project, with 34% of their funding in the form of grants, and the remaining 66% in the form of long-term, low-interest loans.  The goal is to reduce the costs as much as possible.  It will take a while longer to get a better estimate of the overall costs—and, therefore, the monthly sewer fees—which will then allow Unit 1 residents to decide if they want to be annexed into the existing Sewer District.

A question and answer session followed to address concerns from residents regarding the potential sewer system connection.  By late 2019, or early 2020, FAQs will be posted online and updates provided to help residents keep abreast of sewer progress and process..  The OWW1 Board, with participation of the OWW Unit 2 Sanitary District are projecting an open meeting of OWW1 property owners in spring, 2020, for the sole purpose of providing the latest information on the possible sewer project to property owners and answering their questions, before calling for a final, community-wide vote on annexation.

Possible OWW1 Fee Increase:  Dean shared the history of the last road seal project.  Initially, there were some complaints about the Otta Seal, though it was less expensive, and generally expected to last longer than a normal Chip Seal.  However, if residents insist on a smoother, more attractive process such as a chip seal, we will be forced to spend quite a bit more.

Currently, we are paying annual dues of $75 per lot.  Given the level of income this provides to the POA, the Board is concerned that this will not amass enough funds, over the four or five years, to cover the costs of resurfacing all of our roads to the satisfaction of our residents—which, should the preference be chip seal, might well approach $200,000.  Even if the choice ends up being Otta Seal, the overall cost, due to increased material prices and the additional paving of Heierman and Casper (not repaved in the previous project) will push the cost of considerably higher than the $93,000 we paid four years ago.  Therefore, it was announced that the Board is considering raising the annual fees—likely to $100 per property, which should be enough to provide for eventual repaving, while allowing for annual expenses like snowplowing as well as to maintain a prudent reserve fund.

Vandelism:  After Al Zupo and Dean replaced a sign removed by vandals, the area—a relatively secluded spot—was vandalized again, this time with three signs being removed.  When Dean reported this to the County Sheriff, it was suggested that a motion-activated camera be installed, along with a sign announcing surveillance.  The Board will take this up at its next meeting.

Voting for Board Member:  Tim Jenning’s term expired this year.  An election was held during this Annual meeting to fill the position.  Tim Jenning received 73 votes and was reelected for another 3-year term.

Mailboxes:  There were questions about repairing/shoring up individual mailboxes on Seevers and Big River.  Dean stated that those are the responsibility of box owners, no the OWW1 POA.  Dean encouraged residents who don’t already have them to contact Doug Patterson about obtaining a locking mailbox in our community bank of boxes on South Century Drive, for which there is a one-time cost of $50, with a $25 refund when the owner moves.  Doug’s phone number is posted on the bulletin board at the mailboxes.

Miscellaneous:  Resident Chriss S shared hemp as a materials option to build homes that are more fire-resistant.

Shooting along the river: a resident passed a petition sheet for Unit 1 owners, to present to the Deschutes County Commissioners to extend no-shoot zones along the river.  It was pointed out that the no-shoot zone designations have not been revised for more than twenty years, though in that time the area has seen a considerable increase in residences, as well as people using the river and trails for recreation during hunting season, thereby causing more potential for injury.

Resident asked if anyone has experienced and recent break-ins or squatters in the area.  Because POA has no code enforcement power, if anyone has any complaints about squatters or suspicious activity in this area, they should be reported to the County.

Weeds:  Dean noted that spotted knapweed is noxious.  He asked residents to pull knapweed and dispose of it in a bag to prevent it from germinating and spreading.  Do not confuse it with asters, which have yellow centers, while spotted knapweed doesn’t.

Meeting adjourned:  10:41 a.m.

Minutes respectfully submitted by Bart Gernhart, Secretary

 

Minutes, Regular Board Meeting

Saturday, June 29, 2019

Meeting was held at Dean Drabin’s Residence

55520 Big River Drive

Bend, OR 97707

Quorum Present? Yes

Board Members Present: Dean Drabin, Tim Jenning, Bart Gernhart, Leonard Dahl, Doug Patterson

Board Members Absent: None

Call to Order

Meeting was called to order by Dean Drabin at 10:14 a.m.

Old Business:

None

Treasurer’s Report:

Dean provided the financial information (end of May), since Doug was a few minutes late.

          Regular checking account total: $15,505.14

          Mailbox account: $1060.30

          Certificate of deposit: $64985.69

A bill for the recent pavement patching (approx. $6100) has not yet been processed.  A bill to pay Ted Fitcher for right-of-way mowing is also pending.

New Business:

Dean shared a draft of a new survey for owners of vacant lots in OWW1, to be sent out with annual fee invoices and notice of the annual OWW1 Board meeting.  The purpose of the survey is to get a rough understanding of future plans for their properties, if a sewer system is built in our community.  The answers provided will help in the financial planning for the possible sewer system.

Bart suggested some minor language changes to the draft survey, in order to make clear that, as yet, such a system is only being studied.  The Board supported sending out the survey after making the proposed changes.

Dean also shared a draft of the Annual Board meeting notice.  The Board supported the draft notice.  Dean and Bart will provide an update on the potential sewer system, as well as approximate timeline for future communications and decisions at the upcoming Annual meeting.

Dean noted that this year’s Project Wildfire chipping and removal program went well.  Dean shared about how our past support for the Upper Deschutes River Communities (UDRC) has led to this program, and Tim Jenning made a motion to continue this support, in the form of a $250 contribution—same amount as in previous years.  The Board voted unanimously to support this motion.

Dean shared our past contribution to the Fire Hall, in appreciation for the use of their facility for our annual meeting.  He made a motion to provide $100, as before, to the LaPine fire station.  The Board unanimously voted to support this motion.

Meeting adjourned at 11:11 a.m.

Minutes respectfully submitted by Bart Gernhart, Secretary.

 

Minutes, Regular Board Meeting

Saturday, March 23, 2019

Meeting was held at Dean Drabin’s Residence

55520 Big River Drive,

Bend, OR 97707

 

Quorum Present- Yes

Board Members Present- Dean Drabin, Tim Jenning, Bart Gernhart, Doug Patterson

Meeting was called to order  by Dean Drabin at 10:17 a.m.

 

Old Business:

Dean Drabin and Bart Gernhart provided a brief update of the potential sewer project being considered by the OWW2 Sanitation District.  That project is still being refined.  Grants and low cost loans are being investigated.  It does not appear a complete proposal will be ready to be provided at the OWW1 Annual Meeting in August, 2019, as there are still many complicated items needed to be addressed before they can move forward for a vote.  It appears the vote will be one regarding annexation into the sewer district.  It is more likely that OWW1 will have a special open meeting in 2020, where the OWW2 Sanitation District will be able to share all of the details with us.  A vote of OWW1 property owners would occur some time after that meeting.

 

New Business:

Dean and Bart provided an overview on costs.  The feasibility study for the OWW2 Sanitation District’s project to connect OWW1 to the existing treatment facility was completely paid for with a grant at a cost of over $20,000.  The grant is more or less exhausted, and now there is a need, as mentioned above, to refine the details of the proposal, pursue additional funding sources to reduce costs of OWW1’s connection, and meet other numerous need of OWW1 if the proposal is to move forward.  OWW1 has 355 lots; OWW2 has just under 1000 lots.  Dean and Bart proposed to the Board to fund a portion of the costs to refine the details, continue to pursue grant and loan options, and to pay for the consultant to attend meeting(s) to provide OWW1 property owners with answers to their questions.  Bart proposed OWW1 contributing 40% of the costs for this work, up to a maximum of $2000.  The Board voted unanimously to support this proposal.

 

Dean raised the issue of our savings for sealing our roads in the future.  Our last seal was done in the fall of 2015.  Several residents objected to the type of seal that was done, which was a less expensive process than a normal chip seal.  Bart noted the County and other larger municipalities perform a chip seal with pre-coated rock.  This is even more expensive than a normal chip seal, but does not involve as much loose, flying rock, nor the dust associated with other types of chip seal.  He did not recommend this pre-coated treatment on our roads, but was just listing it as another option.  Dean and Bart pointed out that if we want a different, more expensive option than the one used in 2015, we will need to increase our dues to accumulate the funds needed to pay for it.  An increase of $25, to a total of $100 per lot per year, was discussed.  Doug suggested that we bring this up at our Annual Meeting in August to get feedback from OWW1 members before finalizing an increase.  The Board agreed.  A notice discussing this concept will be included with this year’s dues invoices, going out in June.

 

Treasurer’s Report:

Doug Patterson provided the following summary of our accounts:

Regular Checking                         $22,211.93

Mail Box Account                         $1,197.31

Certificate of Deposit                   $64,985.69

 

Minutes, Regular Board Meeting

Saturday, December 15

Meeting was held at Dean Drabin’s Residence

55520 Big River Drive,

Bend, OR 97707

 

Quorum Present?  Yes

Board Members Present–Dean Drabin, Tim Jenning, Bart Gernhart, Doug Patterson

Board Members Absent–Leonard Dahl

 

Meeting was called to order by Dean Drabin at 10:04 a.m.

 

Old Business:

None

Treasurer’s Report:

Doug Patterson provided the following information:

          Regular Checking Account Total: $44,130.46

          Mailbox Account: $1060.30

Dean Drabin provided the following information:

          Certificate of Deposit: $64,905.69

New Business:

Dean Drabin noted that we are waiting for a billing from Vic Russell Construction for the road approach repair work completed in November.

 

Dean also stated that the cost of snowplowing would increase from $90 to $95 per hour.  The Board unanimously approved this increase.

 

Dean noted that the consultant for OWW2 Sanitary District has finished their draft feasibility report for a potential OWW1 sewer system connection to the existing OWW2 Sewage Facility.  This report will be discussed at an open meeting with the OWW1 members in the spring of 2019.  The purpose of this meeting will be to inform all OWW1 owners of the various options considered by OWW2, provide cost estimates, answer questions and have an open public discussion prior to taking a formal vote.  Notification of this meeting will be sent out a month beforehand to the OWW1 owners.

 

Meeting adjourned at 10:50 a.m.

 

Minutes respectfully submitted by Bart Gernhart, Secretary.

OWW1 Annual Meeting

August 11, 2018

Location: La Pine Fire District Building, 55785 South Century Drive

Meeting called to order at 9:05 a.m. by Dean Drabin, President

Quorum present?  Yes (represented in-person and by proxy)

Treasurer’s Report:

Checking Account—–$73.431.55

Certificate of Deposit–$24,959.22

Mailbox Account———$819.59

Old Business:

Profit and Loss Report was referenced, with most items discussed having to do with yearly income, and cost of road repairs and last winter’s snow plowing.  Mention was made that, if owners are paying dues through their banks’ bill-paying services, they should make sure that they use the POA address for payment (55633 Big River Drive, OR 97707), as some payments have been mistakenly directed to the Water Wonderland Improvement District.

This spring’s very successful free chipper, sweat-equity program was summarized, and OWW1’s new Firewise designation was explained, along with the responsibilities of homeowners in maintaining and expanding defensible space on their properties.  At this point, cards were passed out with the web address of centraloregonfire.org, which can provide citizens with up-to-date information and maps about the status of fires in the region, as well as locations of concern regarding air quality.

Ongoing community efforts to fight and eradicate spotted knapweed were discussed, including news of the possible use of a new, anti-weed nematode, which, if successful, could eliminate, or at least, greatly reduce, the problem once and for all.

OWW2 Sanitary District’s committing of $22,500 for a feasibility study about the construction of a sewer system in OWW1, to be connected with the Sanitary District’s existing facility, was discussed.  This led to a great many questions, having to do with projected costs, financing options, grants, timeline, community voting on acceptance or rejection, etc.  But, as at this time the Board had no definitive answers, it was suggested that, at a future time when such answers are forthcoming from the Sanitary District, the OWW1 POA’s Board should call a special open meeting, for the purpose of disseminating and discussing the information in greater detail.  It was emphasized that at the moment there could be no accurate estimate for a projected date for such a meeting, but that, as soon as sufficient information becomes available, plans will be made for the meeting and OWW1 owners will be contacted.

In a related discussion, ideas were offered about the creation of an email list of property owners, which would allow for wide and rapid distribution of OWW1 news.  To that end, an email sign-up was made available.

Concerns were voiced by residents about the dangers of indiscriminate shooting by hunters in areas adjacent to our community, and solutions, involving possible closure of nearby stretches of the Deschutes River to hunting were discussed.  To this end, a petition will be created and circulated, involving OWW1, as well as the communities of River Forest Acres and River Meadows.

Another concern voiced was that of neighbors creating fires in their backyards.  At this point, Fire Chief Mike Supkis stepped in, to explain and clarify the legalities, limitations and requirements for using a fire pit on private property.  He also expounded upon various measures homeowners can take to further safeguard their homes from the threat of fire.

Mosquitoes were mentioned, and the phone number for 4 Rivers Vector was provided (541-593-1689), with residents encouraged to report any problem so that they could send out a fogging truck in response.

Board election results were announced, with both Dean Drabin and Leonard Dahl being returned for three-year terms.

Meeting was adjourned at 10:30 a.m.

 

Minutes, Regular Board Meeting

Saturday, June 23, 2018

Meeting was held at Dean Drabin’s Residence

55520 Big River Drive

Quorum Present?  Yes

Board Members Present- Dean Drabin, Tim Jenning, Bart Gernhart, Doug Patterson

Board Members Absent- Leonard Dahl

 

Meeting was called to order by Dean Drabin at 10:02 a.m.

Old Business:

None

Treasurer’s Report:

Regular Checking Acount Total: $57,020.12

Mailbox Account: $794.59

Doug also provided the OWW1 Profit and Loss Report

New Business:

Annual Meeting

Dean noted that the OWW1 annual meeting will be held on August 11, 2018, at the LaPine Fire Station on South Century Drive at 9 a.m.

Dean noted that an update of a potential sewer system connection with OWW2’s existing system will be provided at the annual meeting.

The Board unanimously approved contributing $250 to the Upper Deschutes River Coalition, in light of the free chipper service recently provided to the community.

The Board also unanimously approved providing the LaPine Fire District $100, for use of the facility for our annual meeting on August 11.

The Board reviewed the YTD bookkeeping costs, and concluded that an annual expense of approximately $1000 annually was very reasonable.

Two Board vacancies will be coming up as Dean Drabin and Leonard Dahl’s terms will expire.  A vote to fill the seats will be conducted at the annual meeting.

Dean Drabin discussed a couple of complaints raised by residents about activities of some of their neighbors.  Since we have no formal CCR’s, OWW1 has very limited authority to address these complaints.  However, depending on the circumstances, the County may be able to take action.

Meeting adjourned at 10:55 a.m.

Minutes respectfully submitted by Bart Gernhart, Secretary.

Minutes, Regular Board Meeting

Saturday, March 10, 2018

Meeting was held at Dean Drabin’s residence

55520 Big River Drive,

Bend, OR 97707

 

Quorum Present?  Yes

Board Members Present- Dean DRabin, Tim Jenning, Bart Gernhart, Doug Patterson, Leonard Dahl

Board Members Absent- None

 

Call to Order

 

Old Business:

None

New Business:

Snowplow Operations

Dean noted that snow plowing this winter was much less than the past two winters.  Doug Patterson provided information from our accountant Tonya on snow plowing done by Vic Russell Construction for this season.  Plowing was done on four different dates.  Total cost through March 1, 2018 is $1687.50.  A few areas where damage may have been caused by plowing were mentioned; Dean will meet with Vic Russell to assess those areas.

 

Budgeting for Possible Future Chip Seal

Later this spring, Dean will get an estimate from Vic Russell on the cost for a future chip seal  The only purpose of this is to get a rough estimate, so that the cost of such a process can then be shared and discussed at our annual meeting at the fire station.

 

Sewer

There was no new information on the sewer.  We hope to have a sewer update later this year.

 

Free Chipping

REMINDER: Don’t forget to sign up in order to have your woody debris chipped.  Chipping operations will start in late May.  Flyers have been sent to residents.

 

Meeting adjourned at 11:05 a.m.

Minutes respectfully submitted by Bart Gernhart, Secretary.

 

Minutes, Regular Board Meeting

Saturday, December 9, 2017

Meeting was held at Dean Drabin’s Residence
55520 Big River Drive,
Bend, OR 97707
Quorum present? – Yes
Board Members Present – Dean Drabin, Tim Jennings, Bart Gernhart, Doug Patterson, Leonard Dahl
Board Members Absent – None
Call to Order
Meeting was called to order by Dean Drabin at 10:10 a.m.
Old Business:
None

 

New Business:

 

Dean Drabin presented the Profit and Loss spreadsheet from January 1 – December 7 to the other Board members. He noted the liability insurance last year was $971. Our snow removal costs last winter were $8,454.50. All but $40 was paid to Vic Russel. $40 was paid to Hoyt’s Classic Landcare.
We have $51,550.84 in our main account, $736.92 in our mailbox account and $24,959.22 in CD’s.
Dean said our income in 2017 was $42,366.66. This is higher than normal since we received income from properties that were sold in 2017 which had delinquent (unpaid) association dues, some were unpaid for years. Our normal income from dues should be estimated at $27,000 for budgetary purposes.


Dean stated in the past we budgeted $5,000 annually for snowplowing. He suggested we should budget $10,000 for snowplowing as a more healthy amount based on the past few years. The Board agreed that seems reasonable.


Dean said our normal road repair maintenance expenses are around $3,000 per year.


We began incurring new bookkeeping expenses in August 2017. In the past, we had free bookkeeping. For budgetary purposes, Dean suggested we estimate at least $1000 per year for bookkeeping. The Board agreed that seems reasonable.
Leonard made a motion to pay our bookkeeper (Tonya Sims) up to $400 as a onetime cost to purchase QuickBooks software. The Board agreed(subsequently learned that Tonya’s software is already latest version, so expenditure is unnecessary.)


The Board discussed the cost of possibly using future chip seals on our roads. The Board agreed it was prudent to begin budgeting for those future expenses. The first step in the budgeting process is to get a preliminary cost estimate for that future work. Dean volunteered to get an estimate from Vic Russell for this budgetary exercise. All of the Board members were clear this is only a budgetary exercise for financial planning purposes. The Board agreed to discuss this issue at our next meeting.


Dean said he applied for a Firewise USA certification (see www.Firewise.org) several years ago for our association. He announced we received the certification and have two signs to install on the entrances to our neighborhood.
Dean discussed the Deschutes County Project Wildfire program (see www.projectwildfire.org). He explained property owners can provide their sweat equity (labor) by clearing their property of debris. The County will provide a chipping service as they have done in the past, but property owners must sign up online for this service to enable the County to document the sweat equity as a match to the grant the County received. This program will be available in our neighborhood sometime this coming spring. Dean will provide more information when it becomes available and the Board will assure dissemination of this information.


Dean said our snow removal contract is the same as it was last year regarding removal of berms across driveways.
Dean provided a reminder for those who are gone for a good portion of the winter and who want the snow berm at their driveway entrance removed to contact Dean.


Meeting adjourned at 11:10 a.m.


Minutes respectively submitted by Bart Gernhart, Secretary.

 

Minutes, Regular Board Meeting

Saturday, August 19, 2017

Meeting was held at Dean Drabin’s residence

55520 Big River Drive

Bend, OR 97707

Quorum Present?  Yes

Board members present: Dean Drabin, Tim Jenning, Bart Gernhart, Doug Patterson

Board members absent: Leonard Dahl

Call to order

Meeting was called to order by Dean Drabin at 10:10 a.m.

Old Business:  None

New Business

Election of new board positions:

President:  Dean Drabin was only nominee.  All four board members present voted for Dean

Treasurer:  Doug Patterson was the only nominee.  All four board members present voted for Doug.

Secretary:  Bart Gernhart was the only nominee.  All four board members present voted for Bart.

Finance:

Dean Drabin made a motion to have 2 signatures on all checks written on behalf of OWW1.  All four board members present supported this motion.  The President and our bookkeeper, Tonya Sims, will have signing authority.

A signature card at our bank needs to be completed in order to transfer the signing authority from past president, Al Zupo, to current president, Dean Drabin

Website

Dean will update the website with the new board members and their positions.

 

Oww1 Annual Meeting Minutes

Saturday, August 12, 2017

La Pine Rural Fire Protection District Sub-Station

55785 South Century Drive

Quorum Present?:  Yes; 42 property owners attended, plus 54 proxy votes=96 (72 total votes needed.)

Board Members Present:  Al Zupo, President; Tonya Sims, Treasurer; Larry McGlocklin, Secretary Pro Tem; Dean Drabin; Time Jenning

Guests: Monte Dammerell, president of the Upper Deschutes River Coalition

Meeting called to order by President Al Zupo at 9:00 a.m.

Al introduced the board members.  He then asked audience members to introduce themselves and note their street locations.

Al asked for board member nominations from the floor; there were none.  Doug Patterson, our mailbox maintenance volunteer, was mentioned as a write-in candidate for a three-year term.

Al discussed the treasurer’s report prepared by Tonya Sims.

Checking Account: $50,058.46

Road Paving Account CD: $24,844.15

Mail Box Account: approximately $500 (exact amount unknown, as payments were in the process of being made for reconstructing mailbox roof.)

Comments from the audience:  None.

 

Old Business

La Pine Rural Fire Protection District Report

Due to wildfires in region, no representative was present.  Al mentioned that the board had again this year donated $100.00 to the fire district for the use of their station for our annual meeting.

Comments from the audience:  None

Fire Fuels Reduction Report

The report was presented by Monte Dammerell and board member Dean Drabin, who also serves on the board of the Upper Deschutes River Coalition.  Report deals with ongoing efforts to reduce fuels in the community, thereby helping to limit potential damage from wildfire in the area.  It was noted that, because of UDRC grants over the last decade or so, a great deal of work clearing fuels from our properties has been accomplished at no expense to the community.

For the future, two programs were discussed.  One, administered by the UDRC, is a cost-sharing plan.  Residents who wish to employ a contractor to clear their properties of excess fuels are asked to go to the UDRC.org website, where they can register.  Once work is completed, they can then provide the UDRC with a paid invoice, and be compensated for 50% of the expense, up to a limit of $500.  This program is on a first come, first served basis, and is subject to funds availability.

The other service, tentatively scheduled for spring, 2018, is a “sweat-equity” program, administered by the county.  Similar to past programs, it involves owners doing the work of cutting and trimming, and then hauling woody debris to be piled at the roadside, where it will then be chipped by county crews and blown back on to their properties, free of charge.  New on this occasion, however, will be a requirement for owners to first register with the county in order to qualify for the service, so that the county will be able to keep track of in-kind labor performed by property owners.  Further contact information, along with exact dates, will be posted at the mailbox next year as it becomes available.

Comments from the audience:  None

Road Paving Repair Project

Al said sealing will be applied soon to repair cracks, and potholes will be filled.

Comments from the audience:  A member liked the way the county chip-sealed South Century Drive near our subdivision and wondered if we could do the same in the future.  Washington State road engineer and OWW1 POA member, Bart Gernhart, noted that the process they used (coated gravel and light oil binding) was prohibitively expensive, but that it could be considered at the time of repaving, if residents wished to do so.

Snow Removal Report

Al reported a heavy year for snow removal, which had resulted in more funds than usual having been spent.  He also mentioned that a heavy winter for this year is predicted.

Comments from the audience:  None

Roadside Weed Control

Dean and Al encouraged owners to be diligent, individually, in spraying for knapweed and other noxious, non-native plants on their properties. as board volunteers lack sufficient time or resources to treat anything beyond common areas and community right-of-ways.  Al provided physical examples of several county-identified noxious weeds.

Comments from the audience:  None

New Business

Election of Three Board Members

After 21 years on the board, President Al Zupo is retiring.  After 18 years on the board, Treasurer Tonya Sims is retiring.  The board and audience members gave both Thank You cards and applause.

Nominated for a three-year term were Bart Gernhart, Kevin Grieg, and write-in candidate Doug Peterson.  Nominated for a one-year term to replace retired board member, Carl Schwarz, is Leonard Dahl.

Election results:  Bart Gernhart, Doug Patterson, and Leonard Dahl are our new board members.

Septic Systems/Sanitary District Annexation Update

The board has sent out an advisory letter last week asking for owner response in favor or against proceeding further with a sewer project.  Volunteer Robert Stingle is receiving the returned ballots and will continue to coordinate with the OWW2 Sanitary District, if a majority of owners approves.  The cut-off date for voting is August 26.  So far, votes are 80 in favor, and 37 against.

Comments from the audience:  There was extensive discussion, including history of efforts in the region by the County, ten years ago, to force septic upgrades, as well as steps taken by OWW1, in reaction to the County’s efforts, to evaluate the possibility of a sewer system hook-up with the existing OWW2 Sanitary District (a project estimated, in a feasibility study to cost three million dollars), as an alternative to the forced upgrades—all of which was eventually rendered unnecessary when the County’s initiative (called “The Local Rule”), was defeated in a referendum. 

It was pointed out that the current vote is only an advisory one, and several steps remain to be taken before any sewer construction is possible—including a County Commission-sanctioned Rule 11 exemption, followed by a more formal, binding vote involving only OWW1 residents who are registered to vote locally.  Also mentioned was the likelihood that such a system would be financed by a general obligation bond issue, which would mitigate the considerable burden of hook-up expense—estimated to be $10,000.oo—by spreading it out over thirty years at low interest.

Arguments from the audience in favor of sewers were presented by various property owners, ranging from basic environmental and health-of-the-community concerns, to expectations about how sewers could result in increased property values across the board, to worries about the condition of many decades-old in-ground septic systems, now no longer legal but currently grandfathered throughout the community.  Arguments against sewers centered around an unnecessary added expense for owners who had already spent thousands of dollars on existing, fully-functioning above-ground systems.  Also voiced were concerns from owners with properties not being used for residence, which would nevertheless be subject to mandatory hook-up, as required by the DEQ.

Mail Box Update

Al mentioned the approximately $3000.00 spent to reroof the present structure, which will now allow snow to slide off to the sides, rather than to the front and back, which had previously caused considerable hardship for both residents retrieving mail, as well as for those postal employees delivering it.

Comments from the audience:  None

Other business:  One resident suggested that we need more 15 MPH signs

Good of the Order

Mosquito Control

Al said that it has been a bad year and members can call the Vector Control Service to request a pass-by of the spray truck (541-593-1689.)  This week helicopters dropped tablets into wetlands along the river.

August 21 Eclipse

Al and Dean mentioned that Deschutes County Fairgrounds will be a command post along with three satellite locations to dispatch appropriate response teams; that ODOT will have water, fuel and medical aid located every five miles along major highways; that members should fill their vehicle tanks and stock up on food well in advance of the event.

Comments from the audience:  None

Meeting adjourned at 10:20 a.m.

Respectfully submitted,

Larry McGlocklin, Secretary Pro Tem

 

Minutes, Regular Board Meeting

Friday, 4/7/17

Meeting was held at the Al Zupo Residence

55597 Big River Drive

Bend, OR 97707

 

Quorum Present? Yes

Board Members Present:

Al Zupo, President; Dean Drabin; Tonya Sims, Treasurer; Tim Jenning, Karl Schwarz, Secretary

Board Members absent: None

 

Call to Order

Meeting was called to order by President Al Zupo at 7:00 PM.

 

Tonya gave the Treasurer’s report

Regular Checking: $37,048.92

Mailbox Account:  $3,466.13

CD:                            $24,948.40

 

Old Business

Minutes from last board meeting, 11/16/16 were approved.

Spring assessment of road conditions will be conducted by Al and Dean some time in May.

Dean will remove winter signage from mailboxes.

There is a hearing coming up regarding Rule 11.  More information to follow.

 

New Business

Vic Russell’s invoice for temporary repairs to intersection of Heirman and Gross is $2,229.51.

Concern was brought up about mailbox structure and berms left from falling snow, and the difficulty of keeping the area safely cleared during winter months.  After much discussion, Dean advised that we should rebuild the structure to slope the roof east and west, thereby helping to eliminate the berms to help facilitate ease of plowing along the structure.  Dean then motioned that we get quotes to rebuild the structure.  Tim seconded.  All were in favor.  Al will contact Al Huntley, Tonya will contact Cy Smith, and Karl will talk to Tim Phillips.  Hopes are to have mailbox structure rebuilot before our annual meeting on August 12.

Al recommended that the board hire someone to keep our books in the future (hourly basis.)  He will look into this issue.

 

Next regular Board meeting and time: TBA.

Meeting adjourned at 8:10 PM.

Minutes respectfully submitted by Karl Schwarz.

 

Minutes, Regular Board Meeting

June 17, 2017

Minutes
Oregon Water Wonderland 1
Homeowners Association
Regular Board Meeting
June 17, 2017

The Al Zupo Residence
55597 Big River Drive
Bend, OR 97707

Quorum Present?: Yes
Board Members Present: Al Zupo, President
Larry McGlocklin, Secretary (Temp replacement of resigning Karl Schwarz)
Dean Drabin
Tim Jenning
Tonya Sims, Treasurer
Board Members Absent: None
Guests Present: Mr. Bart Gernhart; Mr. Doug Patterson.

Call to Order

Meeting called to order by President Al Zupo at 9:05 AM

Tonya gave the treasurer’s report:
Business Checking Account Balance $36,582.87
Money Market (Paving Reserve) Account $24,948.40
Mailbox Maintenance Account $3,466.18

Minutes of the last regular board meeting were approved by general consent as was the treasurer’s report.

Al mentioned secretary Karl Schwarz resigned last month citing family concerns. Larry McGlocklin, former board secretary for 12 years, was asked by the board to fill in until the annual meeting as per the association bylaws.

Old Business

 

Community Mailbox on South Century Roof Remodel –

Due to snow and ice falling off the present roofline and causing treacherous footing for mail carrier and patron both, a redesign of the roof is needed so the angle of the roof is changed to cause the precipitation to fall towards either end where no one normally walks.

Al took carpenter Al Huntley to see the building and Mr. Huntley designed a new roof. He feels up to $2,000 in lumber will be needed as well as $350.00 in metal roofing and other hardware. He will submit a bid for his labor to do the work. Since all building contractors are too busy this season to submit bids for the work, Dean moved and Tim seconded we go with Mr. Huntley who has finished other projects for us in a very admirable manner. Motion passed.

Open Board Positions –

Al said there are two positions open due to his and Tonya’s completion of their normal three-year terms and one position open to permanently replace the position of the member resigning one year early from his three-year term.

 

New Business

 

FAX Phone Number –

Dean mentioned our association FAX line is no longer used or needed. The motion by Larry and seconded by Tim was passed to remove the line and save $30.00 per month.

Sewer System Update –

Some residents are concerned about effluent from their approved and active sewage systems migrating into the groundwater and then into the Deschutes River. General discussion was that an exception to Rule 11 needs to be obtained to remove us from the area-wide rule and ask for our own exemption. Such an exemption to allow for a sewage system was granted to OWW2 after three years of trying.

County commissioner, Tony DeBone suggested we apply for an exemption. Dean thinks the county can be asked to issue a bond measure, or similar, to allow for the work to be done and then paid for by our residents over a 20+-year period.

Mowing Roadsides –

Al mentioned the value of having the grass and weeds alongside our roads as stopping encroachment of vegetation which causes broken road surfaces. Ted Ficker will be called on again this year to mow when he feels it is the best time to do so. Cost is usually about $600.00 according to Tonya. Motion by Dean and seconded by Tonya. Motion Passed.

 

Signage

Al has found an economical source for both “No Shooting”, and “Call Before You Dig”, signs which have been damaged by weather and snowplow blow-by.

Envelope Order –

Al will purchase an additional supply of pre-printed window envelopes for this year’s annual meeting mailing.

 

Brenda Drive Temporary Lot Residents –

Up to seven vehicles have been seen parked, including two travel trailers, on a lot formerly owned by Donna Farmer and apparently now deeded to her adult daughter. This has become a nuisance in the neighborhood with at least the three times law enforcement have been called out to quell domestic abuse issues and other problems.

A solution is to turn the matter over to the DEQ due to potential waste sewage not being properly disposed of. Tonya objected to taking this step prior to sending a letter to the party on the lot and detailing the suspected violations and giving them time to comply. Al will write and send the letter.

Frost Heave Damage to Heierman Road –

The temporary repair patch to the roadway was completed and cost about $2,300.00. Al toured the area with road contractor, Vic Russell, and road engineer, Bart Gernhart, who outlined a plan to make the repair permanent as possible due to the recurring frost heave issues. Using a metal culvert and topping the area with asphalt instead of Otta seal would cost in the neighborhood of $8,000.00. The decision will be left until the Vic Russell bid has ben entered. Tonya thinks this is not a good idea to spend money on an issue that will possibly repeat itself during the next season of cold weather.

Bookkeeping/Recordkeeping –

Tonya has done a marvelous job of keeping the association books. She has spent many, many volunteer hours and done a yeoman’s job. It is felt the position should now pay her or the associated bookkeeping service she is associated with and have our books done by her and not the voluntary secretary of the board. Due to a conflict of interest, the current board cannot vote on this issue, but recommends Tonya is in the best position to continue our bookkeeping, but as a paid position.

Tonya feels a newer, more robust version of the Quick Books accounting program we currently use is needed, or another brand of accounting software. The newer software version will allow several users to work on the books simultaneously and also allow for mailing address labels to be generated of our members. There is also a need for her to track lot ownership changes within the accounting program. Moved by Dean and seconded by Al. Motion Passed.

Web Site Maintenance –

Dean feels the secretary of the board should be allowed access to the Web site to post minutes of the meetings, and so forth, and to be able to access email in order to check for incoming mail periodically.

Al will request member’s email addresses in this year’s letter re the annual meeting. He will also include a disclaimer of how we will not share or sell their address.

The Annual Meeting is Saturday, August 12, 2017. As usual, Al has contracted with Incredible Events to provide chairs and a sound system. He will divide the costs between the other two associations using the room and equipment on the same day. OWW1 will also donate our usual $100.00 to the La Pine Rural Fire Department for the use of their truck bay.

Adjournment
Meeting adjourned at 10:19 PM

Respectfully submitted,

By Larry McGlocklin, Secretary