April 10, 2021
Mt. Index Riversites Community Club, Inc.
Board of Directors Meeting
Board members present: Mark Bollman, Carrie Byrne, Lora Cox, Rebecca Davis, Kathleen EckartLove, CJ Holmes, Gary Johnson, David MacFarlane, Darcy Niedermeyer, Earl VanBuskirk, Mat Williams
Absent: Brent Corey, Michelle Griffin
Owners and guests: Julia Akin, Christina Miller, Anita Shultz, Matt Walsh
Call To Order: Mark Bollman called the meeting to order at 9:00 AM.
Announcements:
Board members and guests were emailed today’s Agenda and Budget Status Report. The top priority today is to approve the 2021 budget for Upstream because we tabled that motion last month.
Reports and Unanimous Consent Items
Executive Committee (Mark Bollman)
Executive Committee members include our president, vice president, treasurer and secretary. Lora captures meeting highlights and records the board’s decisions in our monthly meeting minutes. Gary collaborates with Inslee Best on collecting delinquent accounts. Carrie has been working with SLK Accounting to provide more details in our budget status report. The major accomplishment this month was updating and cross-checking the Excel worksheets to calculate assessments for the 2021-22 fiscal year. Special thanks to Earl and Darcy for help working out the numbers and getting everything accurate.
Budget Status Report and March Expenditures (Carrie Byrne)
At this time of the year, more money is being spent than is being collected. Downstream had some modest income from collections. The rest of the income is really light for the month. On the expense side, there were charges for gravel for both Upstream and Downstream. A $6541 charge from Inslee Best is not reflected here; the majority of that invoice was for new liens placed on aging accounts.
We are still working on tracking down apparent recurring fraudulent charges.
Overall the corporation is in better financial shape than forecasted.
Mark Bollman: “Motion to approve March expenditures listed on pages 12-14 of the budget report.”
Approved unanimously:
Yes – 10
No – 0
March Meeting Minutes (Lora Cox)
Mark Bollman: “Move to approve the March meeting minutes as posted on the web site.”
Approved unanimously:
Yes – 9
No – 0
Abstain - 1 (CJ was absent last month)
Collections Update (Gary Johnson)
There has been no significant activity this last month. Gary will present a summary collection report at the annual meeting.
Canyon Falls (Earl Van Buskirk and Gary Johnson)
Gary and Earl haven’t met with Canyon Falls Homeowners Association since last month’s meeting. The outstanding issue is whether CFHOA will pay a share for green gate maintenance.
Roads Upstream (Dave MacFarlane)
We are still waiting for a special-order part for the grader, but the bobcat was used to repair the sinkhole at Sky Loop and the tractor was used to fill potholes from Hwy 2 to Alder Loop.
Roads Downstream (Mat Williams)
The roads are in great shape. We just finished moderate pothole filling on the Forest Service road.
Green Gate (Mark Bollman)
New keypads are installed and working fine now; there are no problems to report. Thanks to Jay Held for help installing new signs at the green gate. Mark has another set for downstream volunteers to install at the yellow gate.
Other Reports & Information (one minute, please)
No other reports.
New Business
Executive Committee: "Move to assess Upstream property owners up to $93,900 for 2021-22 fiscal year to include: $5,000 Admin; $10,000 Access Road; $66,000 Loan Payments;$6,000 Green Gate; and $6,900 Side Roads."
Approved unanimously:
Yes - 10
No - 0
Discussion Topics
We received five nominations for five board positions so there is no need for paper ballots for an election this year. Thanks to CJ, Mat and Lora for volunteering to serve another term. Christina Miller and Travis Ferguson will be joining us in May.
This year’s virtual annual meeting of property owners will be May 1st at 10:00 a.m. Kathleen sent invitation letters to all property owners and Carrie posted an announcement on our web site. We will email the zoom link to everyone later this month.
First order of business at our May 8th board meeting will be to elect four corporate officers for the next fiscal year. Mark, Gary, and Lora are willing to serve as president, vice president, and secretary again unless anyone else wants a turn. Darcy said she will volunteer to be our new treasurer.
Earl noted that it is important to explain why Upstream administration fees have dropped to 5,000, and why admin fees for both sections are lower. He stated that it is important to emphasize that money spent by owners previously is being returned to them because of a highly successful year with collections.
Since they will be rotating off the board next month, the entire board took a few minutes to thank Earl and Carrie for all their hard work and accomplishments over the past six years of their terms’ in office.
Closing Remarks
The Owner’s Meeting will be May 1 at 10 AM. The next business meeting will be May 8th at 9:00 AM.
Adjournment
Mark adjourned the meeting at 9:35 AM.
Submitted by
Lora Cox
Absent: Brent Corey, Michelle Griffin
Owners and guests: Julia Akin, Christina Miller, Anita Shultz, Matt Walsh
Call To Order: Mark Bollman called the meeting to order at 9:00 AM.
Announcements:
Board members and guests were emailed today’s Agenda and Budget Status Report. The top priority today is to approve the 2021 budget for Upstream because we tabled that motion last month.
Reports and Unanimous Consent Items
Executive Committee (Mark Bollman)
Executive Committee members include our president, vice president, treasurer and secretary. Lora captures meeting highlights and records the board’s decisions in our monthly meeting minutes. Gary collaborates with Inslee Best on collecting delinquent accounts. Carrie has been working with SLK Accounting to provide more details in our budget status report. The major accomplishment this month was updating and cross-checking the Excel worksheets to calculate assessments for the 2021-22 fiscal year. Special thanks to Earl and Darcy for help working out the numbers and getting everything accurate.
Budget Status Report and March Expenditures (Carrie Byrne)
At this time of the year, more money is being spent than is being collected. Downstream had some modest income from collections. The rest of the income is really light for the month. On the expense side, there were charges for gravel for both Upstream and Downstream. A $6541 charge from Inslee Best is not reflected here; the majority of that invoice was for new liens placed on aging accounts.
We are still working on tracking down apparent recurring fraudulent charges.
Overall the corporation is in better financial shape than forecasted.
- $1974 - Upstream Income
- 114.9% - YTD Collection rate for Upstream
- $75,854.70 - Upstream checking account balance
- $3767 - Downstream Income
- 96.9% - YTD Collection rate for Downstream
- $105,921.36 - Downstream checking account balance
- 96.9% - YTD Collection rate for Downstream
Mark Bollman: “Motion to approve March expenditures listed on pages 12-14 of the budget report.”
Approved unanimously:
Yes – 10
No – 0
March Meeting Minutes (Lora Cox)
Mark Bollman: “Move to approve the March meeting minutes as posted on the web site.”
Approved unanimously:
Yes – 9
No – 0
Abstain - 1 (CJ was absent last month)
Collections Update (Gary Johnson)
There has been no significant activity this last month. Gary will present a summary collection report at the annual meeting.
Canyon Falls (Earl Van Buskirk and Gary Johnson)
Gary and Earl haven’t met with Canyon Falls Homeowners Association since last month’s meeting. The outstanding issue is whether CFHOA will pay a share for green gate maintenance.
Roads Upstream (Dave MacFarlane)
We are still waiting for a special-order part for the grader, but the bobcat was used to repair the sinkhole at Sky Loop and the tractor was used to fill potholes from Hwy 2 to Alder Loop.
Roads Downstream (Mat Williams)
The roads are in great shape. We just finished moderate pothole filling on the Forest Service road.
Green Gate (Mark Bollman)
New keypads are installed and working fine now; there are no problems to report. Thanks to Jay Held for help installing new signs at the green gate. Mark has another set for downstream volunteers to install at the yellow gate.
Other Reports & Information (one minute, please)
No other reports.
New Business
Executive Committee: "Move to assess Upstream property owners up to $93,900 for 2021-22 fiscal year to include: $5,000 Admin; $10,000 Access Road; $66,000 Loan Payments;$6,000 Green Gate; and $6,900 Side Roads."
Approved unanimously:
Yes - 10
No - 0
Discussion Topics
We received five nominations for five board positions so there is no need for paper ballots for an election this year. Thanks to CJ, Mat and Lora for volunteering to serve another term. Christina Miller and Travis Ferguson will be joining us in May.
This year’s virtual annual meeting of property owners will be May 1st at 10:00 a.m. Kathleen sent invitation letters to all property owners and Carrie posted an announcement on our web site. We will email the zoom link to everyone later this month.
First order of business at our May 8th board meeting will be to elect four corporate officers for the next fiscal year. Mark, Gary, and Lora are willing to serve as president, vice president, and secretary again unless anyone else wants a turn. Darcy said she will volunteer to be our new treasurer.
Earl noted that it is important to explain why Upstream administration fees have dropped to 5,000, and why admin fees for both sections are lower. He stated that it is important to emphasize that money spent by owners previously is being returned to them because of a highly successful year with collections.
Since they will be rotating off the board next month, the entire board took a few minutes to thank Earl and Carrie for all their hard work and accomplishments over the past six years of their terms’ in office.
Closing Remarks
The Owner’s Meeting will be May 1 at 10 AM. The next business meeting will be May 8th at 9:00 AM.
Adjournment
Mark adjourned the meeting at 9:35 AM.
Submitted by
Lora Cox