August 13, 2016
Mt. Index Riversites Community Club, Inc.
Board of Directors Meeting
Board members present: Mark Bollman, Carrie Byrne, Brent Corey, Rebecca Davis, Kathleen EckartLove, Mark Haenlein, Patty Harbaugh, CJ Holmes, Gary Johnson, Don Larsen, David MacFarlane, Earl Van Buskirk, Mat Williams
Absent: Andrew Tuttle
Owners and guests:
Gale Williams, Dan Harrison, Rita Bovee, Ariel Thomas
Committee Reports and Information
Executive Committee
Thanks to Earl Van Buskirk for working with Anderson Hunter on the cost of defense for the contempt hearing = $16,000; later on the agenda we will consider a motion for a special assessment to pay this unanticipated expense. Thanks to Carrie Byrne for drafting the letter of explanation we should approve today too. Executive Committee also discussed options for zero-value lots in consideration of Judge Wynne’s new ruling so if the Board votes to reconsider the motion made in March we have an alternative proposal.
Collections Committee
Last month the E-section board members and A-section board members met to make recommendations about accounts that are past-due for 2015-16 assessments. Many owners responded to last-chance phone calls and letters, have sent checks or promised they’re in the mail; a few owners have made arrangements to sell their unwanted lots or offered to give them away to cover past-due assessments. Six additional accounts were assigned to Anderson Hunter. Michael Kvistad provided a status report on the 14 cases he’s currently working on. Highlights include recent payments from Richards ($3,611) and Dumas ($4,360) to settle these cases including assessments, interest, attorney’s fees and costs.
If Richards and Dumas had paid on time, they could have avoided paying twice or nearly twice the amount due because of additional costs.
In future Board meetings, the Collections Committee plans to share a spreadsheet to show the cost of foreclosure and raise awareness of the total cost to the community for collections.
Following are foreclosure updates shared in the meeting: Padilla sent $1385 so far, but has refused to pay the attorney fees; Peterson’s garnishment of wages is sent to the court and then the court sends funds to MIRCC – there are two checks totaling about $3000 that should come in soon; other open foreclosure cases include Edwards, Hendrickson, Kelly, Neill, Manley, Olson, O’Toole, Parks, and Satterlee.
Scales paid over $5k in past due assessments and turned the lot over to MIRCC; there was no attorney involved.
Occasionally, MIRCC may not be able to collect on liens and foreclosures. For example, if a bankruptcy is pending, we may not be able to proceed and may not recover the attorney fees.
The Collections Committee negotiated the hourly rate down with Anderson Hunter for collections efforts. Anderson Hunter is conducting a litigation guarantee right away to find out what’s against the property in terms of other liens, bankruptcy, etc. to ensure MIRCC has a viable path to recouping the fees. If a foreclosure goes the entire way to sheriff’s sale, it is highly likely that the attorney’s fees may total $5k or $6k.
Some owners are now paying before the attorney is getting involved.
Dave MacFarlane asked about owners making payments instead of paying in full. The concern is that some payments are too little to get caught up before the next year’s assessment is invoiced.
Budget & Finance
Earl Van Buskirk presented the financial reports through July. Following are highlights:
Canyon Falls to US-2
Paul Hery used his boom mower to brush the access road. The 80% invoice for E-Section’s share of this road work was $543. Paul is able to directly invoice E-Section and G-Section separately so we no longer write checks to CFHOA for the 80% portion of work.
Working with Paul Hery has been economical for the community and as a fellow owner, it appears he is motivated to hold down costs and provide a quality job.
E-Section Roads
Dave MacFarlane reported that Paul Hery also used his boom mower to brush cut E-Section roads to improve visibility. MacFarlane said that Hery put 60 hours into getting the mower in good working order and didn’t charge us for that time. The cost for the brushing throughout E-Section was $1493. Together with the access road ($543) the total for all of E-Section brush cutting with Paul Hery was $2036. For the same total distance in the past, brush cutting charges were between $4k and $7500. The Road Committee is pleased with the work and the cost savings to the community.
MacFarlane also said that we need to clean out our ditches so they can drain this winter. Small plants are great, they keep the ditches from eroding. We need to remove branches, logs, and other obstructions to prevent flooding.
Areas that are in particular need of ditching include Sky Loop and Alder Loop. We don’t know what the cost will be, so we will have to be selective.
We also need to crown the E-Section road heading toward the railroad bridge from the Canyon Falls bridge. Alder Loop and the flats area also could use some crowning.
Paul Hery can do the ditching for the community. MacFarlane wants to do this in September and will come to the next meeting with some suggestions.
Bylaws, Ethics, Legal
No report at this time.
A-Section Roads & USFS 6020
Mat Williams reported that the roads are in great condition given the summer traffic to Lake Serene trailhead. He said we continue to have a problem with the thousands of vehicles coming in to access the trailhead.
The roadwork has held up really well from the contractor’s work in May.
Williams mentioned that we need to get inside the McCall Creek culvert – there is a gap inside where two culverts come together. At flood time, water infiltrates the seam and causes flooding in the area. We need to apply a metal piece to help prevent the road from collapsing under it.
Priority Business
July Meeting Minutes
Carrie Byrne: “Move to approve the July meeting minutes.”
Approved: 8 – Yes; 4 – Abstained (Davis, Haenlein, Johnson, Van Buskirk – all were absent from the July meeting)
Rita Bovee said that her property is an overnight rental and not a B&B, as noted in the minutes.
July Expenditures
Gary Johnson: “Move to approve the Check Detail report for July expenditures.”
Approved: Unanimous
Invoices detail
Charges and Invoices to be paid:
New Business
A-Section Gate Letter
Mat Williams was asked by Pat Slack, Commander of the Snohomish County Drug Task Force and part of the group that put the A-Section yellow gate together, to compose a letter regarding difficulties with the Forest Service over their insistence on a permanent gate code. The initial letter explains the history of the road and describes why MIRCC needs to maintain control over our roadway.
Two letters were shared with the Board to get approval to send to various agencies and representatives to put pressure on the Forest Service. The first letter was written prior to the gate’s vandalism on July 22, 2016; the second letter is an addendum to the first after the gate was destroyed.
A-Section hopes to resolve the gate issue with the Forest Service diplomatically with the letters.
Mat Williams: “Move to approve two letters regarding A-Section security gate.” Approved: Unanimous
Falls Place Zero-Value Lots
Per the 2016 Supplement to the 2009 Decree, Judge Wynne provided the Corporation the ability to: “suspend assessments, or not impose any assessments, on any property which is deemed by the County to have diminished or no value due to acts of nature or any no-man-made occurrences.” Given this new guidance, there now appears to be interest in revisiting a motion approved earlier in the year regarding assessing Falls Place owners.
There were many comments and observations made regarding the topic, including:
Gale Williams said that the slide area is still active. It would be very hard to make decisions about that property until the ground stabilizes.
Dan Harrison is a Falls Place owner and offered that his property was never red-tagged. There is not a structure on it. He has a shipping container and a camper on his lot and his property hasn’t moved. He believes it’s on bedrock. “I do access it. Regularly.” He has fruit trees and does some gardening there.
When asked which option would appeal to him—to be assessed or not—Dan Harrison said “I want access to my property.” He then stated that he sent a certified letter to the Board and gave a copy to Patty Harbaugh to which he wants a reply regarding assessment calculations. Harrison believes he was overcharged, that the invoice didn’t follow the distance formula, and that he wants a timely response to his letter.
Earl Van Buskirk said that if we’ve made a mistake in the assessment calculation, we’d like to correct it for you.
Mark Bollman said that he read the letter, he replied in an email, and it appears there is a difference of opinion on the assessment calculation.
Mark Bollman, seconded by Gary Johnson: “Move to draft letter to owners of lots that have zero value per Snohomish County Assessor and offer to delete 2016-17 assessment invoices (or provide refunds where applicable) if owner has no interest in participating in MIRCC elections.” Approved: Unanimous
Special Assessments for Legal Fees
Gary Johnson summarized for those attending the meeting that Ron Sims sued the Corporation for contempt of the court’s 2009 ruling. The judge denied the contempt motion and provided further clarification for the Corporation. Although the Corporation prevailed, the judge did not award legal fees to be paid by Sims.
Further, he said we should send a special assessment to recover the money and send a message to all property owners that disgruntled property owners brought a frivolous suit against MIRCC that we all have to pay for. In spite of the extra cost, Johnson said he feels MIRCC got value from the outcome in the additional guidance provided by Judge Wynne.
Bekka Davis was concerned that another invoice introduces more controversy and we might consider folding it into next year’s annual invoice.
Don Larsen reminded us when you sue MIRCC, you’re suing your neighbors and yourself. In some ways, this controversy may be healthy.
Earl Van Buskirk said he wants to be 100% transparent about the amount invoiced for the special assessment. The Supplement also provides the Board the ability to account for nonpayment of owners—meaning that any special assessment will take into account the collection rate.
Gary Johnson, seconded by Kathleen EckartLove: “Move to invoice each current property owner $50 special assessment to cover costs of Anderson Hunter Law Firm to represent MIRCC in the matter of ORDER TO SHOW CAUSE RE: CONTEMPT, No. 07-2-07884-1, brought by Ron Sims.” Approved: Unanimous
Discussion Topics
Special Assessment Letter
Carrie Byrne read the letter she prepared in collaboration with Board members to accompany a special assessment to cover legal fees. The letter summarizes the actions and events taken in the contempt motion, resulting in a significant and unanticipated bill for the Corporation.
The letter also mentions the 2016 Supplement to the 2009 Decree will be attached in the mailing. It is a 3-page document and will be stuffed in the envelope with the letter and invoice for property owners to see.
The Collections Committee was able to negotiate a discount with Anderson Hunter so the final bill was $16,000. This amount will be divided by ~400 property owners, adjusted for the collection rate of 80%, and therefore result in a special assessment of $50 per property owner.
Don Larsen suggested we “show our math” with the special assessment mailing and he values transparency.
Carrie Byrne suggested the assessment calculation is kept with the invoice and the letter remains intact. Larsen agreed and Earl Van Buskirk said we should include an “Understanding Your Assessment” on the back of the invoice as we do now with the annual assessment.
Brent Corey wanted to know if we explain the collection rate within “Understanding Your Assessment.” He also suggested people are reminded that hiring attorneys is expensive.
CJ Holmes asked if the $50 special assessment includes anticipated accounting, postage, and handling. Van Buskirk said that it does not.
Kathleen EckartLove summarized that the letter will go out as-is and detail on the invoice calculation will be combined with the invoice.
Mark Bollman said that in order to send out the letter, we need the updated owner list. There new owners already this fiscal year, within the last couple months. Bollman needs to be sure our accountant has the up-to-date information prior to running the invoices. We should expect the bill production and letter stuffing to happen before the next monthly meeting.
Collection Costs
No additional update at this time. We are working to be sure Anderson Hunter is earning their keep with collections and have negotiated a reduced hourly rate for their work.
A-Section Gate Vandalism
Mat Williams has been working feverishly to protect the gate. On July 22, 2016, someone vandalized the gate. This person was apprehended and is still in custody at this time.
Williams’ efforts protecting the gate and A-Section collaboration with agencies are starting to pay off. It’s resonating through the neighborhood.
Closing Remarks
Next meeting scheduled for Saturday, September 10th at 9:00 a.m. at the Index Fire Station.
Respectfully submitted by
Carrie Byrne
MIRCC Secretary
Absent: Andrew Tuttle
Owners and guests:
Gale Williams, Dan Harrison, Rita Bovee, Ariel Thomas
Committee Reports and Information
Executive Committee
Thanks to Earl Van Buskirk for working with Anderson Hunter on the cost of defense for the contempt hearing = $16,000; later on the agenda we will consider a motion for a special assessment to pay this unanticipated expense. Thanks to Carrie Byrne for drafting the letter of explanation we should approve today too. Executive Committee also discussed options for zero-value lots in consideration of Judge Wynne’s new ruling so if the Board votes to reconsider the motion made in March we have an alternative proposal.
Collections Committee
Last month the E-section board members and A-section board members met to make recommendations about accounts that are past-due for 2015-16 assessments. Many owners responded to last-chance phone calls and letters, have sent checks or promised they’re in the mail; a few owners have made arrangements to sell their unwanted lots or offered to give them away to cover past-due assessments. Six additional accounts were assigned to Anderson Hunter. Michael Kvistad provided a status report on the 14 cases he’s currently working on. Highlights include recent payments from Richards ($3,611) and Dumas ($4,360) to settle these cases including assessments, interest, attorney’s fees and costs.
If Richards and Dumas had paid on time, they could have avoided paying twice or nearly twice the amount due because of additional costs.
In future Board meetings, the Collections Committee plans to share a spreadsheet to show the cost of foreclosure and raise awareness of the total cost to the community for collections.
Following are foreclosure updates shared in the meeting: Padilla sent $1385 so far, but has refused to pay the attorney fees; Peterson’s garnishment of wages is sent to the court and then the court sends funds to MIRCC – there are two checks totaling about $3000 that should come in soon; other open foreclosure cases include Edwards, Hendrickson, Kelly, Neill, Manley, Olson, O’Toole, Parks, and Satterlee.
Scales paid over $5k in past due assessments and turned the lot over to MIRCC; there was no attorney involved.
Occasionally, MIRCC may not be able to collect on liens and foreclosures. For example, if a bankruptcy is pending, we may not be able to proceed and may not recover the attorney fees.
The Collections Committee negotiated the hourly rate down with Anderson Hunter for collections efforts. Anderson Hunter is conducting a litigation guarantee right away to find out what’s against the property in terms of other liens, bankruptcy, etc. to ensure MIRCC has a viable path to recouping the fees. If a foreclosure goes the entire way to sheriff’s sale, it is highly likely that the attorney’s fees may total $5k or $6k.
Some owners are now paying before the attorney is getting involved.
Dave MacFarlane asked about owners making payments instead of paying in full. The concern is that some payments are too little to get caught up before the next year’s assessment is invoiced.
Budget & Finance
Earl Van Buskirk presented the financial reports through July. Following are highlights:
- To date, E-Section has collected 69% of the anticipated 80% collection rate of assessments; A-Section has collected 64% of the anticipated 70% collection rate
- $34,305 has been spent so far this year in Admin for E-Section; $12,721 has been spent in Admin for A-Section
- Admin expenses for both E-Section and A-Section include $18,078 for legal fees to defend the Corporation in the Sims contempt motion
- Anderson Hunter expenses for July hit the P&L statement in August because their invoice is sent out on August 1; current fees in the P&L reviewed at the meeting summarize activity through June
- For E-Section, this month’s bridge loan payments includes paying off the loan balance to the Estate of Otto Spoerl, per the approved motion in June
- E-Section collected $21,795 in assessment payments from July 1 – August 10; A-Section collected $4,636 in assessments for the same period
- The total bank balance as of July 31, 2016 is $110,092
Canyon Falls to US-2
Paul Hery used his boom mower to brush the access road. The 80% invoice for E-Section’s share of this road work was $543. Paul is able to directly invoice E-Section and G-Section separately so we no longer write checks to CFHOA for the 80% portion of work.
Working with Paul Hery has been economical for the community and as a fellow owner, it appears he is motivated to hold down costs and provide a quality job.
E-Section Roads
Dave MacFarlane reported that Paul Hery also used his boom mower to brush cut E-Section roads to improve visibility. MacFarlane said that Hery put 60 hours into getting the mower in good working order and didn’t charge us for that time. The cost for the brushing throughout E-Section was $1493. Together with the access road ($543) the total for all of E-Section brush cutting with Paul Hery was $2036. For the same total distance in the past, brush cutting charges were between $4k and $7500. The Road Committee is pleased with the work and the cost savings to the community.
MacFarlane also said that we need to clean out our ditches so they can drain this winter. Small plants are great, they keep the ditches from eroding. We need to remove branches, logs, and other obstructions to prevent flooding.
Areas that are in particular need of ditching include Sky Loop and Alder Loop. We don’t know what the cost will be, so we will have to be selective.
We also need to crown the E-Section road heading toward the railroad bridge from the Canyon Falls bridge. Alder Loop and the flats area also could use some crowning.
Paul Hery can do the ditching for the community. MacFarlane wants to do this in September and will come to the next meeting with some suggestions.
Bylaws, Ethics, Legal
No report at this time.
A-Section Roads & USFS 6020
Mat Williams reported that the roads are in great condition given the summer traffic to Lake Serene trailhead. He said we continue to have a problem with the thousands of vehicles coming in to access the trailhead.
The roadwork has held up really well from the contractor’s work in May.
Williams mentioned that we need to get inside the McCall Creek culvert – there is a gap inside where two culverts come together. At flood time, water infiltrates the seam and causes flooding in the area. We need to apply a metal piece to help prevent the road from collapsing under it.
Priority Business
July Meeting Minutes
Carrie Byrne: “Move to approve the July meeting minutes.”
Approved: 8 – Yes; 4 – Abstained (Davis, Haenlein, Johnson, Van Buskirk – all were absent from the July meeting)
Rita Bovee said that her property is an overnight rental and not a B&B, as noted in the minutes.
July Expenditures
Gary Johnson: “Move to approve the Check Detail report for July expenditures.”
Approved: Unanimous
Invoices detail
Charges and Invoices to be paid:
- E-Section Checks:
- $75.57 – Swizznet (accounting software)
- $20.58 – USPS (postage/delivery)
- $37.63 – Bank of America (bank/merchant fees)
- $29.80 – Cascade Quarries (road work)
- $104.75 – Staples (postage/delivery)
- $23.33 – Premier Wireless Solutions (office supplies)
- $7.83 – PUD (street lights)
- $25.00 – Cascade Quarry (road work)
- $9,678.22 – Anderson Hunter Law Firm (Sims defense; Olson, Peterson, Dumas, Manley and Tyler, Satterlee – collections; Parks – judgment; General Matters)
- $1.80 – Check Image Services (bank fees)
- $9,206.89 – Owners’ loans (bridge loan payments, plus balance payoff for Otto Spoerl)
- $4736.17 – Acrow (bridge payment)
- $7,239.45 – Adams & Duncan (final billing)
- $264 – SLK Accounting (monthly bookkeeping)
- A-Section Checks:
- $50.38 – Swizznet (accounting software)
- $150.20 – Paypal/various sellers (yellow gate)
- $13.72 – USPS (postage)
- $46.24 – Ace Hardware (yellow gate)
- $5.63 – Lowe’s (yellow gate)
- $65.45 – Walmart (yellow gate)
- $25.08 – Bank of America (bank/merchant fees)
- $69.84 – Staples (postage/delivery)
- $61.64 – Frontier Communications (office supplies)
- $4,652.82 – Anderson Hunter Law Firm (Sims defense; General Matters)
- $57.46 – PUD (street lights)
- $1.20 – Check Imaging Services (bank/merchant fees)
- $156 – SLK Accounting (monthly bookkeeping)
New Business
A-Section Gate Letter
Mat Williams was asked by Pat Slack, Commander of the Snohomish County Drug Task Force and part of the group that put the A-Section yellow gate together, to compose a letter regarding difficulties with the Forest Service over their insistence on a permanent gate code. The initial letter explains the history of the road and describes why MIRCC needs to maintain control over our roadway.
Two letters were shared with the Board to get approval to send to various agencies and representatives to put pressure on the Forest Service. The first letter was written prior to the gate’s vandalism on July 22, 2016; the second letter is an addendum to the first after the gate was destroyed.
A-Section hopes to resolve the gate issue with the Forest Service diplomatically with the letters.
Mat Williams: “Move to approve two letters regarding A-Section security gate.” Approved: Unanimous
Falls Place Zero-Value Lots
Per the 2016 Supplement to the 2009 Decree, Judge Wynne provided the Corporation the ability to: “suspend assessments, or not impose any assessments, on any property which is deemed by the County to have diminished or no value due to acts of nature or any no-man-made occurrences.” Given this new guidance, there now appears to be interest in revisiting a motion approved earlier in the year regarding assessing Falls Place owners.
There were many comments and observations made regarding the topic, including:
- Gary Johnson said that we may reconsider this fiscal year’s assessment or only apply changes to next fiscal year.
- Brent Corey said some owners may want to help the community out by paying but let them know they can also come in and access the roads and their property area.
- Dave MacFarlane mentioned that many of the properties were red tagged by the county, which means they are not fit to be occupied.
- CJ Holmes rhetorically asked what do we do with folks who still want to be part of the community? What do we do with folks who want access? Do you want to be a paying community member and vote? Board members represent owners and make decisions about how to spend community money.
- Don Larsen suggested a multiple choice letter is sent to each owner to give them options. Do you want to be on the books? Off the books?
- Kathleen EckartLove asked what owner rights are tied to payment. Johnson confirmed that it is only voting at the annual meeting and Board eligibility.
- Mark Haenlein reminded us that part of our duty is to leave a simple plan for future boards to maintain. Whatever we do, we should keep it as simple as possible, zero them out, let them drive without payment, but don’t give them the right to vote.
- Mat Williams thinks we can’t charge them anything, but we can’t deny them access to A-Section roads either. He has given clickers to Falls Place owners free of charge. He is also in favor of keeping things simple for future boards.
- Don Larsen suggested we let people pay the distance part and not the value part, that’s being simple. We have a record of the choice they made. That provides guidance for the future as well. If it happens again, we have a precedent.
- Brent Corey suggested every year they are sent a letter with a choice along with their assessment for distance only. Each year, repeat the process. Haenlein thinks that we should ask them only once and let the owners revisit it on their own.
- Carrie Byrne suggested adding a policy for zero value lot assessment to the bylaws for a blueprint for future boards to follow.
- Patty Harbaugh said there are some owners with property at Falls Place and a property elsewhere as well. If we provide owners the option of what they pay, they could choose to not pay for the zero value lot.
- Bekka Davis said we need another name for owners who opt out of payment so they’re not labeled “not in good standing.”
Gale Williams said that the slide area is still active. It would be very hard to make decisions about that property until the ground stabilizes.
Dan Harrison is a Falls Place owner and offered that his property was never red-tagged. There is not a structure on it. He has a shipping container and a camper on his lot and his property hasn’t moved. He believes it’s on bedrock. “I do access it. Regularly.” He has fruit trees and does some gardening there.
When asked which option would appeal to him—to be assessed or not—Dan Harrison said “I want access to my property.” He then stated that he sent a certified letter to the Board and gave a copy to Patty Harbaugh to which he wants a reply regarding assessment calculations. Harrison believes he was overcharged, that the invoice didn’t follow the distance formula, and that he wants a timely response to his letter.
Earl Van Buskirk said that if we’ve made a mistake in the assessment calculation, we’d like to correct it for you.
Mark Bollman said that he read the letter, he replied in an email, and it appears there is a difference of opinion on the assessment calculation.
Mark Bollman, seconded by Gary Johnson: “Move to draft letter to owners of lots that have zero value per Snohomish County Assessor and offer to delete 2016-17 assessment invoices (or provide refunds where applicable) if owner has no interest in participating in MIRCC elections.” Approved: Unanimous
Special Assessments for Legal Fees
Gary Johnson summarized for those attending the meeting that Ron Sims sued the Corporation for contempt of the court’s 2009 ruling. The judge denied the contempt motion and provided further clarification for the Corporation. Although the Corporation prevailed, the judge did not award legal fees to be paid by Sims.
Further, he said we should send a special assessment to recover the money and send a message to all property owners that disgruntled property owners brought a frivolous suit against MIRCC that we all have to pay for. In spite of the extra cost, Johnson said he feels MIRCC got value from the outcome in the additional guidance provided by Judge Wynne.
Bekka Davis was concerned that another invoice introduces more controversy and we might consider folding it into next year’s annual invoice.
Don Larsen reminded us when you sue MIRCC, you’re suing your neighbors and yourself. In some ways, this controversy may be healthy.
Earl Van Buskirk said he wants to be 100% transparent about the amount invoiced for the special assessment. The Supplement also provides the Board the ability to account for nonpayment of owners—meaning that any special assessment will take into account the collection rate.
Gary Johnson, seconded by Kathleen EckartLove: “Move to invoice each current property owner $50 special assessment to cover costs of Anderson Hunter Law Firm to represent MIRCC in the matter of ORDER TO SHOW CAUSE RE: CONTEMPT, No. 07-2-07884-1, brought by Ron Sims.” Approved: Unanimous
Discussion Topics
Special Assessment Letter
Carrie Byrne read the letter she prepared in collaboration with Board members to accompany a special assessment to cover legal fees. The letter summarizes the actions and events taken in the contempt motion, resulting in a significant and unanticipated bill for the Corporation.
The letter also mentions the 2016 Supplement to the 2009 Decree will be attached in the mailing. It is a 3-page document and will be stuffed in the envelope with the letter and invoice for property owners to see.
The Collections Committee was able to negotiate a discount with Anderson Hunter so the final bill was $16,000. This amount will be divided by ~400 property owners, adjusted for the collection rate of 80%, and therefore result in a special assessment of $50 per property owner.
Don Larsen suggested we “show our math” with the special assessment mailing and he values transparency.
Carrie Byrne suggested the assessment calculation is kept with the invoice and the letter remains intact. Larsen agreed and Earl Van Buskirk said we should include an “Understanding Your Assessment” on the back of the invoice as we do now with the annual assessment.
Brent Corey wanted to know if we explain the collection rate within “Understanding Your Assessment.” He also suggested people are reminded that hiring attorneys is expensive.
CJ Holmes asked if the $50 special assessment includes anticipated accounting, postage, and handling. Van Buskirk said that it does not.
Kathleen EckartLove summarized that the letter will go out as-is and detail on the invoice calculation will be combined with the invoice.
Mark Bollman said that in order to send out the letter, we need the updated owner list. There new owners already this fiscal year, within the last couple months. Bollman needs to be sure our accountant has the up-to-date information prior to running the invoices. We should expect the bill production and letter stuffing to happen before the next monthly meeting.
Collection Costs
No additional update at this time. We are working to be sure Anderson Hunter is earning their keep with collections and have negotiated a reduced hourly rate for their work.
A-Section Gate Vandalism
Mat Williams has been working feverishly to protect the gate. On July 22, 2016, someone vandalized the gate. This person was apprehended and is still in custody at this time.
Williams’ efforts protecting the gate and A-Section collaboration with agencies are starting to pay off. It’s resonating through the neighborhood.
Closing Remarks
Next meeting scheduled for Saturday, September 10th at 9:00 a.m. at the Index Fire Station.
Respectfully submitted by
Carrie Byrne
MIRCC Secretary