Documents

LANGDON LAKE HOMEOWNERS’ ASSOCIATION

ANNUAL MEETING OF MEMBERS

JUNE 28, 2025 MINUTES

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Introductions & Roll Call

  • Meeting opened by President Tim Klashke.
  • All board members introduced. New caretaker (Brett Shaffer) and new office manager (Kami Walborn) introduced and welcomed.
  • Representatives James (Wildland Coordinator) and Max (Fuels Reduction Specialist) from East Umatilla Fire & Rescue were present.
  • Roll call of members in attendance for the record.

Fire Safety Presentation by East Umatilla Fire & Rescue Representatives

Overview:

  • Insurance rates (ISOs) have significantly increased, impacting homeowners, threatening affordability and property retention.
  • Fire & Rescue collaborating closely with the LLA Board to improve community fire readiness; efforts will hopefully positively affect insurance ratings and premium costs.
  • Development of a Fire Action Plan tailored to meet insurance company requirements, with LLA development site analyses re: existing vegetation reduction/management, wind patterns, fuel measurement, etc.

Recent Accomplishments:

  • LLA Board authorized the acquisition of three high-quality floating water pumps (465 gallons per minute at 50psi): to be staged for deployment strategically around the lake, allowing for quicker water access for fire suppression.
  • Training plan for caretaker and volunteers in firefighting/pump operation; call for more volunteer firefighters—must become official volunteers (some online coursework required).
  • Two local volunteer firefighters and various fire vehicles (structure engine, brush truck, water tenders) are already stationed in the Tollgate area for emergency response.

Homeowner Responsibilities:

  • Vegetation Management: LLA homesite owners should limb trees on lots to 6-8 feet, clear all ground debris (pine needles, duff), maintain a 5 ft zone of bare mineral soil around propane tanks, move firewood away from homes, clean gutters/roof valleys, and block debris from collecting under decks.
  • Fire Risk Mitigation is a Community Effort: The entire association must participate, as the risk from untreated adjacent properties can undermine other mitigation efforts.

Assistance Offered:

  • Free fuel reduction/vegetation management available via Oregon State Fire Marshal grant funds; homeowners can request assessments and assistance from East Umatilla Fire & Rescue (James/Max) for compliance with best practices to align with insurance requirements.
  • Grant may also allow larger-scale community boundary fuel breaks and exterior property management, pending further discussions with the grant provider.
  • Fire Action Plan is intended to support member insurance negotiations by documenting collective readiness and mitigation strategies.

Action & Engagement:

  • Official contact number provided for East Umatilla Fire & Rescue is 541-566-2311.

Discussion Highlights:

  • Concern regarding trees closer than 10 ft to cabins—association cannot remove large trees adjacent to homes; must be handled by a tree service at homeowner expense. Fire department can guide and may assist with grant-supported removals when eligible and available.
  • John Sergeant 509-218-1019 is a potential tree removal contact.
  • The fire risk is significant due to recent lack of major fires in Tollgate area and general governmental forest management practices and issues in the area.

Financial Review

Presenter: Patrick Fisher

2024 Financial Overview:

  • Over-budget by ~$20,000 due to several key expenses:
    • Snowmobile engine rebuild: $6,181 (less than purchasing new)
    • Insurance: $1,530 over budget (costs universally rising)
    • Legal expenses: nearly $13,000 (budgeted $7,000)
    • Manhole cover/sewer system repair
    • Capital improvements: $23,000 lake dam overflow work and $9,500 for 3 new wastewater pumps
  • Good News:
    • Board authorized transitioning to a high-yield money market (from 0.3% to 4%, now 3.11%), yielding an additional $4,570 interest income.
    • Capital reserves are healthy; sufficient to meet foreseeable needs.

2025 Budget:

  • Increased by $11,000 (mainly $2,000 for lake maintenance—new weed control planned, and $7,000 more in the legal budget).
  • Current year (through May): generally on budget, a few overages due to caretaker transition and related payroll/travel costs.

Account Balances:

  • Umpqua Money Market: $148,000+
  • Banner Bank: $80,000+
  • Association is financially stable and generally on budget.

Caretaker & Maintenance Update

Presenter: Brett Shaffer

  • Contact info for a recommended homesite tree trimming contractor is available through Brett.
  • New fire suppression pumps: stored in caretaker building; members invited to inspect.
  • Wastewater fence repairs: Initial temporary repairs completed, but further repair work needed due to snow weight damage to lower fence sections.
  • Common dock: Needs boards replaced and sanding.
  • Open invitation for maintenance suggestions.

Caretaker Onsite Hours

  • No fixed schedule for security reasons.
  • Generally works 40 hours/week, usually starting by/around 7:00am.
  • Days off vary (not always consecutive).

Rules Committee & Watercraft Policies

Presenter: Marianne Fisher

  • Boat Sticker Requirement:
    • All motorized craft require annual stickers.
    • Motorized boats (>10hp, jet skis): proof of ownership and up-to-date insurance must be filed; stickers only issued upon verification.
    • Proof of insurance coverage must be on file every year.
    • Only leaseholders and their lineal descendants can have boats on the lake.
  • Fourth of July Restrictions:
    • No fireworks of any kind (including sparklers); this is an instant fineable offense. Owners must inform their guests of the rule.

Legal Matters Update

Presenter: Steve Corey, LLA Legal Counsel

  • Pending Lawsuit:
    • Lawsuit filed by Nathan Brainard/Brainard Enterprises against the association, former president Dale Freeman, and former caretaker Jerry Smith who was added via amended complaint.
    • Lawsuit pending in Umatilla County Circuit Court—potential jury trial next year.
    • Lawsuit currently in the discovery phase: over 1,000 documents have been produced by the association to date, and further discovery activity is anticipated.
    • Based on currently known facts and circumstances, it is believed that the lawsuit is meritless and all asserted claims are defensible.
    • There is some insurance coverage for the association’s legal defense costs provided through a Portland law firm.
    • Additional legal defense support being provided by Steve Corey and his firm at reduced rates due to the complexity and location-specific issues.
    • Members can request a copy of the amended lawsuit complaint from Kami and the LLA office will send a copy of the amended complaint to all association members.
  • Nature of Suit:
    • Lawsuit dispute generally relates to architectural/building approvals/permitting and LLA management actions.
    • Members with neighboring homesites to the Brainard property expressed concerns over the current condition of the property and offered to provide relevant information if needed.

Tree Removal Policy

  • Tree removal regulated by home site lease and ARC (Architectural Review Committee) rules: any tree >6” diameter at 6 ft above ground requires application and approval.
  • No blanket tree removal allowed for fire safety; each request must reference and identify specific safety, health, or property concerns.
  • Discussion on whether rules should be revised given new pending state fire code regulations and related fire mitigation recommendations; consensus is to maintain current rules for time-being until additional governmental guidance is provided.

Lake Level

Issue Raised:

  • Concerns over homesite yard area water table increase and water accumulation were communicated by a couple of homesite leaseholders located at the southeast corner of the lake—concerns over potential water saturating cabin footings.
  • Concerned leaseholders suggested lowering lake level.
  • The lake level affects all homesites bordering the lake, with homesites towards the western portions of the lake unable to access their boat docks due to shallow water depth.  Maintaining the level of the lake involves and requires an attempt to consider and balance competing concerns and interests.  A higher lake level in the spring and early summer allows for maintaining a higher lake level throughout the summer when significant water loss from natural evaporation occurs.
  • The Board has recently dropped the lake level slightly and will continue to monitor the situation.
  • The Board previously offered for the LLA to pay for some fill dirt to be hauled on to the two concerned leaseholders’ yard areas to raise the yard grade level to eliminate/reduce water accumulation.

Election of Directors

Open Positions:

  • Position 1 (Dale Freeman):
    • Nominees: Dale Freeman (incumbent), Seth Small (nominated from floor)
    • Votes: Dale Freeman 29, Seth Small 12 – Dale Freeman re-elected
  • Position 2 (Zeno Marvin):
    • Only Zeno Marvin nominated; re-elected by acclamation.

Notes on board structure: Annual changeover in presidential duties and encouragement for rotating leadership to avoid burnout and introduce fresh ideas.

Member Comments & Q&A

  • Confirmation and clarification of operating procedures regarding boat sticker requirements, enforcement, and caretaker hours.
  • Discussion of how to deal with leaseholders’ communicated concerns over alleged ongoing rule and lease violations by certain specified members.  The Board will consult with legal counsel regarding potential actions.
  • Recommendations for group or discounted tree removal services suggested.
  • Clarification of how fire mitigation and tree removal interact—there is no absolute right to remove trees from homesites; tree removal must be requested and approval obtained.
  • Inquiry about HOA rules and property maintenance standards; some requirements are set forth in the homesite lease and other rules set forth in the “Green Book.”
  • New members expressed need for better orientation and communication.

Meeting adjourned. 11:52am