Meeting was called to order at 9:00 a.m.
Quorum Present?
Yes, 83, including those present and proxies.
Treasurer’s Report
Checking Account: $25,181.73
Mailbox Account: $221.29
It is likely that the mailbox and checking accounts will be consolidated, since it was pointed out that any mailbox expenditure which exceeds the mailbox account balance (such as this year’s $2700 purchase of a new twenty-box unit) is always paid out of general funds, anyway.
Snow Removal
Snow removal for last winter was $3918—on the low side, as snowfall was unusually light. Snow removal costs are generally in the $6000-$8000 range.
Chipper Service
This year’s chipper/sweat-equity project exceeded expectations by a huge amount—in fact, producing 285 cubic yards of chipped material, which was more than double last year’s 135. As gratifyingly successful as this effort was, unfortunately the increase resulted in a massive contractor cost of $14,500—which, after deducting the County’s $2500 grant, meant that OWW1’s share came to $12,000. This is an unsustainable expense: in 2024, OWW1’s contribution was $3700, and in fact in previous years there was actually no net cost at all to the POA, as grants often equaled, and, in some cases, exceeded, the cost of chipping. The bottom line is that there will be no chipping project for spring, 2026, though we will revisit the issue in the future if larger grants become available (though not likely, in light of recent Federal cutbacks.) We will also explore lower-cost alternatives, such as a County-subsidized, rented container, to be set up in a location where residents could dispose of their woody debris.
OWW1 continues to be a Firewise Community, as we see real gains in defensible space on our residential properties. One area noted by County officials during last fall’s tour, however, is that there are a number of lots where grass is allowed to grow unimpeded, which, in late summer when it has all browned, then becomes a significant fire-safety issue. Owners and residents are encouraged to cut their grass back, and, wherever possible, to get their neighbors to do the same, for the good of the community. Dean also mentioned that homeowners can explore further steps towards home-hardening against fire threats, such as replacing 1/8-inch roof vent meshing with 1/16-inch, to further protect against ember entry,
Road Paving
Bart Gernhart reported on this year’s chip sealing project, which paved all of our roads, except for Heierman (which had already been chip sealed in 2023, as it had not been included in the previous paving in 2015.) The cost was $178,278, of which $140,000 was paid at completion, with the balance deferred until September 1, allowing the POA to amass more funds towards that amount through our dues collection. Because of our other 2025 expenditures ($12,000 in chipping and $2700 for the mailbox unit), we were forced to borrow $10,000 in order to make the first chip seal payment. We did this using a private lender at a 6% annual rate, (the bank’s rate was 10.5%.) The same lender has agreed to provide us additional funds on an as-needed basis in order to meet our winter snow-removal obligations, with all such loans to be repaid next summer, using money collected for our 2026 dues.
The project was completed within a week’s time and has been generally regarded as very successful. It is expected that as we experience more high-temperature days this summer, the gravel on the roads will continue to become further imbedded in the emulsion layer, resulting in excellent road conditions far into the future. Bart mentioned that if anyone notes places where capillary effects on hot days cause oil to appear on top of the road surface, they should contact us, so that we then can use our store of surplus gravel to treat those areas.
Our Financial Situation
As has been noted, our funds were not quite sufficient for the cost of our road-paving project, which, when added to the $80,000 we spent in 2023 chip sealing Heierman and treating our road edges, totaled nearly $260,000. Unfortunately, the deteriorated condition of our roads did not allow for us to delay paving until next year—which would have resulted in even higher paving costs. Given this and considering that ten years from now the next repaving project is likely to be significantly more expensive, the Board feels that the responsible thing to do in order to prepare for this eventuality is to increase our dues to $200 per lot per year, effective July1, 2026. When this was explained to those in attendance at the Annual Meeting, there was general agreement that the Board was taking the right action.
Website
Dean mentioned that we currently have 94 subscribers to our website and encouraged those who have not yet done so to subscribe, as this will allow them to get automatic emails whenever anything is posted, such as meeting minutes and other announcements and news. He pointed out that this was particularly useful in getting updates last year about the Lava Fire, including fire-fighting progress, along with possible evacuations information. (As of today, the number of subscribers has now reached 100.)
Culvert Cleaning
We paid $600 to clear out a culvert tube under Big River Drive, as a blockage there had caused significant flooding to occur on a resident’s property adjacent to that culvert. We subsequently employed someone to dig out the culvert on the far side of the road, in order to further assist in allowing water to move west through it, towards the river. Unfortunately, that person did a poor job, using an excavator in digging a far too wide passage, as well as throwing far too much soil up along the sides. In order to alleviate this problem, Bart asked for volunteers to hand-shovel much of this soil back into the culvert, as well as to smooth the banks along its edge. A number of people responded to his request, and a date will be set up to do the work.
New Mailbox Person
Kelly McGrath has accepted the appointment to take over Doug Patterson’s position on the Board and to manage our Mailboxes. Dean asked that everyone be patient, as there will be something of a learning curve as Kelly gets up to speed on how to coordinate with the post office and our mail carrier. Many thanks to Doug for all of the great work he has done all of these years!
Other Issues
Vandalism—Dean mentioned that after three attempts at replacing our motion-activated lighting at our mailboxes had resulted in vandals either removing or destroying them, we will no longer have lights there. We considered installing cameras to prevent this kind of activity but decided that a) it is not worth the considerable expense, and b) is not likely to result in identifying the perpetrators.
Mosquitos—Dean observed that this has been a particularly heavy year for mosquitos, with the pests lingering far longer into the season than is normal. He encouraged people experiencing the problem to contact 4 Rivers Vector Control at 541-593-1689. They have been out spraying along our roads, as well as out on the river, but it never hurts to give them a call (the more people who call, the more likely they are to get on it.) By the way, 4 Rivers is paid by the County, not by our POA.
Bend Food Project—Bart mentioned that due to cuts in Federal funds for food banks there is an increasing call for grass roots help in distributing food to those in need. He described a plan (already set up in Fall River and other communities) to collect on a bi-monthly basis non-perishable food from folks at their doorsteps. For those interested in participating, please contact Bart Gernhart.
Knapweed. It’s out there, flowering rather late in the season this year. It is a dusty purple flower, looking a bit like a daisy, but without the yellow center. It’s a non-native weed, very aggressive and toxic to other plants. If you see it and it is flowering, you need to pull it up by its roots and to bag it, to prevent it from dropping seeds.
Insurance—Dean mentioned that those homeowners insured by Farmers’ can expect to have their coverage cancelled this year (happened to him) and should pro-actively begin looking for alternative insurance.
Elections
Incumbents Dean Drabin (74 votes) and Andra Smith (66.5 votes) were re-elected to serve three-year terms on the OWW1 POA Board.
The meeting was adjourned at 10:15 a.m.