Knolls Estates Monthly Board Meeting

Knolls Estates Monthly Board Meeting January 18, 2017 Minutes of Meeting (Approved 2/15/17)

The meeting was called to order by Joe Groussman at 5:58pm

1.) In attendance: Joe Groussman, Rick Thigpen, Patricia Klassen, Donna Pagel, Rick Thigpen, Don Standley, and Jennifer Young from Centerpointe.

2.) The Housekeeping Rules were not read. Housekeeping rules will always be printed on the back of the agenda going forward.

3.) A. Approval of Minutes from December 21, 2016 Meeting: Patricia Klassen made a motion to approve the meeting minutes as presented from the December 21, 2016 meeting. Rick Thighpen seconded the motion. A vote was taken. Motion was carried to approve the December 21, 2016 meeting minutes as presented by unanimous vote.

4.) Reports from Officers, Administrators and Committees:

A.) President – Administrator – Joe Groussman I.) Jim Houseman of Friends of Fords Pond has made a request to the board to have another presentation with an update of the progress and requesting a contribution. It is of the opinion of the board that Knolls Estates has made their contribution and are one of the few that have sponsored. Friends of Fords Pond need to look for other sponsors. Patricia Klassen made a motion for Centerpointe Property Management, LLC to send a letter to Jim Houseman of Friends of Fords Pond rejecting the proposal for a donation. Donna Pagel seconded the motion. A vote was taken. Motion was carried for Centerpointe Property Management, LLC to send a letter to Joe Houseman of Friends of Fords Pond rejecting the proposal for a donation.

II.) The Knolls Estates board meetings time will be changing from 6pm to 2pm. It will remain on the 3rd Wednesday of each month. The Umpqua Golf Resort pro shop will be closing early during winter months and will charge a fee for a 6pm meeting. Once the pro shop changes their hours to be open later, the board meetings will return to 6pm.

III.) Installation of dog runs on golf course lots require a maximum height of 4’ (feet) and cannot be on the property line.

IV.) Initiate phase 2 & 3 water line maintenance fee: Patricia Klassen made a motion for the water line maintenance fee to begin for the January 15, 2017 water meter read to be charged beginning February statements and going forward. Donna Pagel seconded the motion. A vote was taken. Motion was carried to begin charging the monthly water line maintenance fee beginning on the January 15, 2017 water meter reading to reflect on February statements by unanimous vote. Patricia Klassen made a motion to open a separate savings bank account solely for depositing the monthly water line maintenance fee. Don Standley seconded the motion. A vote was taken. Motion was carried to approve opening a separate bank account solely for depositing the monthly water line maintenance fee by unanimous vote.

Patricia Klassen will go to the City of Sutherlin to learn their procedure for handling delinquent water accounts. The board agrees the statements will show the following line items: •HOA Dues •KE Base rate water •KE Water maintenance •KE Water usage

V.) Jeff Morrison from Lot #96 has asked the board to waive his late fees. He states his payments were late due to bank error. Patricia Klassen made a motion giving lot #96 15 days from the date of CPM’s phone call to Jeff Morrison to provide written proof from the bank these payments were made late due to bank error. If proof is provided in the allotted time given, CPM has authorization to remove the late fees. Don Standley seconded the motion. A vote was taken. Motion was carried giving lot #96 15 days from the date of CPM’s phone call to Jeff Morrison to provide written proof from the bank these payments were made late due to bank error. And if proof is provided in the allotted time given, CPM has authorization to remove the late fees. Motion was carried by unanimous vote.

B.) Treasurer Report: Open position, read by Joe Groussman I.) December Revenue and Expense Report

Total Revenue $ 8107.57 Total Expenses $ 6643.50 Net Revenue $ 1,464.07 Total Net Worth $332,544.71

Patricia Klassen made a motion to accept the December Revenue and Expense Report as presented. Rick Thigpen seconded the motion. A vote was taken. Motion was carried to accept the December Revenue and Expense Report by unanimous vote.

II.) 2016 Yearly Revenue and Expense Report

Total Revenue $115,664.68 Total Expenses $132,267.41 *Net Income <$16,602.73> *Note: It was expected to be over budget because of the 3 phases of street repair and coating. $20,000 was put in as capital transfer, $16,602.73 is what we were over budget. Rick Thigpen made a motion to accept the 2016 Yearly Revenue and Expense Report. Donna Pagel seconded the motion. A vote was taken. Motion was carried to accept the 2016 Yearly Revenue and Expense Report by unanimous vote.

Joe G. asks CPM to provide him with 2016 Yearly Revenue and Expense Report showing the capital transfer, 2017 fine schedule, and the 2017 budget. He will make copies and fold, to be sent out with February statements.

C.) Service/Welcome Committee Report: Sandra Moulton I.) Sandra has two baskets still to be delivered. Nobody is home when she attempts to deliver them.

II.) Tally of new residents: 2016 = 15 2015 = 7 2014 = 15 **3 new properties have sold recently

D.) Social Committee: Open I.) Sharon Troxel has resigned from the position of Chair of the Social Committee. VOLUNTEERS NEEDED. Chair position needs filled. Joe G. asked CPM to add this to the Hot Topics.

II.) Sandra Moulton reported the next big event is going to be the City Wide Garage Sale. Knolls Estates community garage sale will be on the same day as the City Wide Sale. The dates not available at this time.

E.) Design Committee: Ben Fry – Rick Troxel (not in attendance) I.) Lot# 14, 2251 Eagle Loop, owner: Plato has submitted to the board, plans for approval for installation of a dog run fence. Donna Pagel made a motion to approve the installation of the dog run as planned so long as it is no taller than 48” (inches) and not installed on the property line. Don Standley seconded the motion. A vote was taken. Motion was carried to approve the installation of a dog run at 2251 Eagle Loop as planned so long as it is no taller than 48” (inches) and is not installed on the property line by unanimous vote.

II.) Lot #113, 1829 Culver Loop, owner: Wilson has submitted to the board plans for approval to level the lot for site build and a retaining wall. The vote is tabled until it is verified all applicable permits have been issued. The board will vote on the approval of the plans at the February 15th board meeting if the permits have been provided before that meeting.

F.) Maintenance Committee Report: Joe Groussman I.) Entrance sign water installation is waiting until the spring. IV.) Rick Buxton Landclearing has submitted a bid for the installation of the light pole bases per Douglas Electric specifications in phase 3. It is for 2 bases 5’ deep by 24” round. The bid amount is $4855.00. Don Standley made a motion to approve Rick Buxton Landclearing bid for the installation of light pole bases in phase 3 in the amount of $4855.00. Rick Thigpen seconded the motion. A vote was taken. Motion was carried to approve the Rick Buxton Landclearing bid for the installation of light pole bases in phase 3 in the amount of $4855.00 by unanimous vote.

G.) Memorial Bench Committee: Patricia Klassen I.) Work has not begun for the common area #6 improvements. Patricia Klassen spoke with the contractor and it has been decided to hold off on beginning the work until the weather is better. Need 4-5 days of no rain. It will take about 3 days for the installation of the block wall. It is approximately 6 truck loads. If work is done during the wet weather the truck will track mud all over the roads and the steps he is making will get washed away. The board agrees to wait until March to begin work.

H.) Centerpointe Property Management: Jennifer Young I.) An owner reported a violation in common area #8 around lots 85 - 86, off of Kapela. Someone is throwing food scraps/dinner waste on the common area to feed the turkeys. The Board asks CPM to draft a letter to Greg Good in lot #87 advising him he is in violation for the food scraps. CPM will also add to Hot Topics advising All owners are to refrain from feeding the turkeys.

II.) Joe G has CPM to review the existing Hot Topics and see what needs to be removed.

III.) The confidential receivables report was given to the board.

IV.) The end of December drive-thru resulted in 5th wheel camping trailers parked in front of the Klassen and Groussman homes. No further action taken. On the Jan. 16 drive-thru (meter read) there were no violations. CPM employee was stopped by owners who reported dog droppings were found on Dovetail Ln. There were no droppings at the time of this drive-thru. Joe G. asks CPM to add to Hot Topics to remind owners to bring poop bags when walking dogs and to pick up after them.

V.) New homeowner listing will be sent to the board members this month.

5.) New Business: A. The board scheduled the 2017 Rules and Regulations workshop for Wednesday January 25 @ 10:30am at Donna Pagel’s house.

8.) Meeting was adjourned by Joe Groussman at 7:00 pm