April 11, 2020
Mt. Index Riversites Community Club, Inc.
Board of Directors Meeting
Opening Statement: This official business meeting of the MIRCC Board of Directors was conducted via Zoom video conference at 9:00 a.m. on Saturday, April 11, 2020. This conference was audio recorded to assure accurate minutes.
Carrie was the host and monitor. She controlled voice traffic for us. To get her attention, attendees leaned closer to the screen or waved at the camera to be called on. We had exactly 40 minutes to conduct this important meeting because of limitations of Zoom. Because of that, we skipped traditional committee reports and jumped right into the motions we needed to vote on. After Mark read a motion, attendees nodded in the affirmative to the camera, or moved their head from side-to-side to indicate dissention on that vote. If everyone nodded in the affirmative, and no one moved their head from side-to-side, there was presumed unanimous consent and Carrie did not need to ask for a voice vote.
Many thanks to Carrie for setting up and hosting this meeting.
Board members present: Mark Bollman, Carrie Byrne, Lora Cox, Rebecca Davis, Kathleen EckartLove, Gary Johnson, Dave MacFarlane, Earl VanBuskirk, Mat Williams, Don Larsen
Absent: Michelle Griffin, Brent Corey, CJ Holmes
Owners and guests: Darcy Neidermeyer, Julia Akin
Call To Order: Mark Bollman called the meeting to order at 9:00 AM.
The following motions are presented by the Chair for the board’s consideration:
Mark Bollman: “Move to approve the February meeting minutes as posted on the web site.”
Approved:
Yes - 8
No – 0
Abstained - 1 (Gary Johnson was absent in February)
Mark Bollman: “Motion to approve February and March expenditures as listed in the Financial Reports provided via email.”
Approved unanimously:
Yes – 9
No – 0
Mark Bollman: “Motion to Certify Election Results: Darcy Niedermeyer, Gary Johnson, and David MacFarlane will serve three-year terms to expire 04/30/23”
Approved unanimously:
Yes – 9
No - 0
We have ratified election results.
Mark Bollman: “Motion to Cancel Annual Meeting of Property Owners due to current restrictions on public gatherings to reduce spread of COVID-19.”
Approved unanimously
Yes – 9
No - 0
Mark Bollman: “Motion to Postpone assessment invoice due date to June 30 this year.”
Approved unanimously.
Yes – 9
No – 0
Mark Bollman: “Motion to send letter to all property owners announcing Items 3 – 5 above.”
Approved unanimously.
Yes – 9
No – 0 Mark Bollman: “Motion to ratify amendment to Bylaws Paragraph 8.3 regarding administrative costs.” Gary explained it was necessary to do this because in 2009 Judge Wynne said administrative costs would be a flat fee for everyone. In reality since the landslide which initiated in 2013, there are different administrative needs in A Section and E Section and this amendment will allow for flat fees for each section that may be different from each other.
Approved unanimously.
Yes – 9
No – 0
Mark Bollman: “Motion to approve A-section budget of $111,191 for 2020-21 fiscal year to include: Admin. Costs = $34,518 Equip. Maintenance = $16,755 USFS = $29,714 Section 1 = $16,918 Section 2 = $10,788 Side Roads = approx. $3,000.”
Approved unanimously.
Yes – 9
No – 0Mark Bollman: “Motion to approve E-section budget of $143,233 for 2020-21 fiscal year to include: Admin Costs = $28,750 Property Purchase = $75,000 Green Gate = $9,540 Access Road = $21,270 Side Roads = approx. $8,600.” Dave asked if this budget includes contribution from Sec G, CFHOA. Earl answered that it did not because talks were temporarily halted when coronavirus restrictions were enacted by the Governor.
Vote Split
Yes – 8
No - 1 (Dave MacFarlane)
ANNOUNCEMENTS AND COMMENTS:
Mark announced, “Notice is hereby provided that the Board of Directors may appoint new board members to fill vacancies for unexpired terms at our next business meeting as per Paragraph 4.9 of the corporation’s bylaws.”
Earl updated the board on the Neill case. Section E got a little over $11,000 from that case, with attorney fees comprising almost half. That was a big win for MIR.
Julia asked what the $3,000 to Deep Woods Road was for. Dave responded that last year we paid Paul to dump gravel and do some grading because the road was degrading. People on Deep Woods Road agreed to it in advance. Julia would also like meeting materials sent to her in advance.
Earl can email Mark’s agenda to Darcy as well as the financials prior to the next meeting when Darcy will be a board member. Carrie mentioned that when the meetings are conducted in person at the fire house, guests get the information at the meeting, not before.
Julia asked, for Anita who had technical difficulties joining the meeting, if there are any plans to minimize dust over the summer. The answer is that a water truck is expensive and the benefits are short-lived in hot and dry weather. Dave said that no one likes the dust but he is not sure anything can be done about it until the road is paved.
Mat said there is a wood product derived from trees, Lignosulfonate. It was used on the roadway from Highway 2 to Sunset Falls many years ago. It was donated as a gift. It kept the dust down for 2-3 months and potholes didn’t develop as rapidly.
Mat asked about the possibility of having someone in Section A interface directly with the attorneys for problems with collections in that section. Earl recommended a zoom collection meeting within the next 2 weeks to talk about this.
Mark adjourned the meeting at 9:36 AM.
The next board meeting will be May 9, 2020 at 9:00 AM.
Submitted by
Lora Cox
Carrie was the host and monitor. She controlled voice traffic for us. To get her attention, attendees leaned closer to the screen or waved at the camera to be called on. We had exactly 40 minutes to conduct this important meeting because of limitations of Zoom. Because of that, we skipped traditional committee reports and jumped right into the motions we needed to vote on. After Mark read a motion, attendees nodded in the affirmative to the camera, or moved their head from side-to-side to indicate dissention on that vote. If everyone nodded in the affirmative, and no one moved their head from side-to-side, there was presumed unanimous consent and Carrie did not need to ask for a voice vote.
Many thanks to Carrie for setting up and hosting this meeting.
Board members present: Mark Bollman, Carrie Byrne, Lora Cox, Rebecca Davis, Kathleen EckartLove, Gary Johnson, Dave MacFarlane, Earl VanBuskirk, Mat Williams, Don Larsen
Absent: Michelle Griffin, Brent Corey, CJ Holmes
Owners and guests: Darcy Neidermeyer, Julia Akin
Call To Order: Mark Bollman called the meeting to order at 9:00 AM.
The following motions are presented by the Chair for the board’s consideration:
Mark Bollman: “Move to approve the February meeting minutes as posted on the web site.”
Approved:
Yes - 8
No – 0
Abstained - 1 (Gary Johnson was absent in February)
Mark Bollman: “Motion to approve February and March expenditures as listed in the Financial Reports provided via email.”
Approved unanimously:
Yes – 9
No – 0
Mark Bollman: “Motion to Certify Election Results: Darcy Niedermeyer, Gary Johnson, and David MacFarlane will serve three-year terms to expire 04/30/23”
Approved unanimously:
Yes – 9
No - 0
We have ratified election results.
Mark Bollman: “Motion to Cancel Annual Meeting of Property Owners due to current restrictions on public gatherings to reduce spread of COVID-19.”
Approved unanimously
Yes – 9
No - 0
Mark Bollman: “Motion to Postpone assessment invoice due date to June 30 this year.”
Approved unanimously.
Yes – 9
No – 0
Mark Bollman: “Motion to send letter to all property owners announcing Items 3 – 5 above.”
Approved unanimously.
Yes – 9
No – 0 Mark Bollman: “Motion to ratify amendment to Bylaws Paragraph 8.3 regarding administrative costs.” Gary explained it was necessary to do this because in 2009 Judge Wynne said administrative costs would be a flat fee for everyone. In reality since the landslide which initiated in 2013, there are different administrative needs in A Section and E Section and this amendment will allow for flat fees for each section that may be different from each other.
Approved unanimously.
Yes – 9
No – 0
Mark Bollman: “Motion to approve A-section budget of $111,191 for 2020-21 fiscal year to include: Admin. Costs = $34,518 Equip. Maintenance = $16,755 USFS = $29,714 Section 1 = $16,918 Section 2 = $10,788 Side Roads = approx. $3,000.”
Approved unanimously.
Yes – 9
No – 0Mark Bollman: “Motion to approve E-section budget of $143,233 for 2020-21 fiscal year to include: Admin Costs = $28,750 Property Purchase = $75,000 Green Gate = $9,540 Access Road = $21,270 Side Roads = approx. $8,600.” Dave asked if this budget includes contribution from Sec G, CFHOA. Earl answered that it did not because talks were temporarily halted when coronavirus restrictions were enacted by the Governor.
Vote Split
Yes – 8
No - 1 (Dave MacFarlane)
ANNOUNCEMENTS AND COMMENTS:
Mark announced, “Notice is hereby provided that the Board of Directors may appoint new board members to fill vacancies for unexpired terms at our next business meeting as per Paragraph 4.9 of the corporation’s bylaws.”
Earl updated the board on the Neill case. Section E got a little over $11,000 from that case, with attorney fees comprising almost half. That was a big win for MIR.
Julia asked what the $3,000 to Deep Woods Road was for. Dave responded that last year we paid Paul to dump gravel and do some grading because the road was degrading. People on Deep Woods Road agreed to it in advance. Julia would also like meeting materials sent to her in advance.
Earl can email Mark’s agenda to Darcy as well as the financials prior to the next meeting when Darcy will be a board member. Carrie mentioned that when the meetings are conducted in person at the fire house, guests get the information at the meeting, not before.
Julia asked, for Anita who had technical difficulties joining the meeting, if there are any plans to minimize dust over the summer. The answer is that a water truck is expensive and the benefits are short-lived in hot and dry weather. Dave said that no one likes the dust but he is not sure anything can be done about it until the road is paved.
Mat said there is a wood product derived from trees, Lignosulfonate. It was used on the roadway from Highway 2 to Sunset Falls many years ago. It was donated as a gift. It kept the dust down for 2-3 months and potholes didn’t develop as rapidly.
Mat asked about the possibility of having someone in Section A interface directly with the attorneys for problems with collections in that section. Earl recommended a zoom collection meeting within the next 2 weeks to talk about this.
Mark adjourned the meeting at 9:36 AM.
The next board meeting will be May 9, 2020 at 9:00 AM.
Submitted by
Lora Cox