December 2, 2017
Mt. Index Riversites Community Club, Inc.
board of directors meeting
Board members present: Mark Bollman, Carrie Byrne, Brent Corey, Rebecca Davis, Kathleen EckartLove, Patty Harbaugh, CJ Holmes, Gary Johnson, Don Larsen, David MacFarlane, Mat Williams, Earl Van Buskirk
Absent: None
Owners and guests:
Darrel Martin, Adriane Castellanos, Mike Herman, Dan Harrison, John Sharf
Committee Reports and Information
Executive Committee
Special thanks were given to Kathleen EckartLove for mailing the proposed bylaw amendment to property owners; that issue will be on the January 6 agenda. Mark Bollman reported that the Executive Committee also responded to several inquiries from real estate agents selling property in the neighborhood. Checks were deposited and bills were paid, including monthly payments for the Canyon Falls Bridge.
In addition, Bollman said the committee worked with SLK Accounting to prepare the invoices for Paytan Creek special assessment. Bollman noted that a motion to approve that assessment would be offered later in the meeting, under New Business.
Budget & Finance
Earl Van Buskirk shared the financial report, noting that because the meeting is the second day of the month, the financial accounting is not fully complete. Van Buskirk suggested that sometime in the future, the board may want to entertain a motion to hold meetings on the second Saturday of the month to allow for a more complete report of the past month’s accounting.
Following are the highlights reviewed:
Mat Williams inquired about a charge to A-Section from Carney-Badley. Van Buskirk explained that the charge was for time provided by Ken Hart, MIRCC’s real estate attorney, in response to Mike Kelly’s contestation of court findings. Van Buskirk estimated that it will be next spring before Kelly’s appeal goes before the State Supreme Court of Appeals and the case is settled.
Van Buskirk noted that a separate invoice is produced for each dump truck load of gravel from Calportland Cement, which is why so many transactions appear on the monthly check detail.
E-Section’s final payments on the bridge to Acrow and to owners who provided loans should be made in July, based on the current obligations, Van Buskirk said.
Mark Bollman noted that four more people sent in checks for A-Section than appear on handouts distributed at the meeting. There was not enough time to include these checks in the monthly financial booklet.
Collections
Earl Van Buskirk reported that a list of 18 past-due accounts in E-Section was provided via email for discussion. He offered thanks to Carrie Byrne, Kathleen EckartLove, and Don Larsen for recommendations. Van Buskirk said that he and Mark Bollman had met to consider options and next steps. He suggested that as collections in both A- and E-Sections move forward, the board might want to consider including a summary of successful foreclosure activity to motivate payment.
Legal/Ethics/Bylaws
Gary Johnson reported that the proposed bylaw amendment had been sent out. The board will consider it next month.
E-Section Roads
Dave MacFarlane reported that the road has been holding up. He said that Paul Hery had obtained a smaller bucket for ditching and will start ditching on the access roads. MacFarlane also asked him to include the main roads, where culverts tend to plug. In addition, Hery will grade the roads again soon.
MacFarlane said a few residents have complained that E-Section gravel seems to be putting holes in their tires. Whether or not the gravel has anything to do with it, there are no good alternatives, since the 5/8” minus gravel blows off, and less angled rock is unavailable.
Mat Williams was asked what is working for A-Section. Williams said he was unaware of any A-Section flat tires. The rock being used in A-Section is 1¼” minus, with the exception of some 5/8” minus deposited in a slumping area that required finer material.
In closing, MacFarlane noted that good weather is expected, which would facilitate the grading and ditching. There is also a big log in Dutchman Creek that he plans to take out.
Canyon Falls to Highway 2 Roads
Earl Van Buskirk had nothing to report.
A-Section and USFS 6020 Roads
Mat Wiliams reported that despite rainy weather, A-Section roads are doing well. There are a few potholes and some ditching needs to be done. Although A-Section lacks an excavator, the road grader is doing a pretty good job of maintaining the roads.
Priority Business
November Meeting Minutes
Rebecca Davis provided the minutes and distributed them for review and feedback.
Davis: “Move to approve the November meeting minutes.”
Approved: Yes – 8; Abstained – 3 (Harbaugh, Johnson, and Larsen were absent from the November meeting).
November Expenditures
Earl Van Buskirk: “Move to approve the Check Detail report for November expenditures.”
Approved: Unanimous
Invoices detail
Charges and Invoices to be paid:
A-Section Checks:
New Business
Paytan Creek Special Assessment
Brent Corey explained that board members had already discussed via email the need to build up the Paytan Creek road fund again. The fund was depleted by emergency road repair and trenching needed after heavy rain. There are 18-19 property owners and an additional $100 per owner is needed to take care of emergency repairs.
Motion proposed by CJ Holmes and Brent Corey via email: “Move to assess each Paytan Creek property owner $100 for emergency repairs.”
Approved: Unanimous
Collections & Monthly Statements
Patty Harbaugh and Dave MacFarlane stuffed envelopes with invoice statements to all past due accounts during the meeting.
Closing Remarks
The next Board meeting is January 6, 2018. We will discuss the budget for next year.
Respectfully submitted by Rebecca Davis & Carrie Byrne
MIRCC Secretary & Treasurer
Absent: None
Owners and guests:
Darrel Martin, Adriane Castellanos, Mike Herman, Dan Harrison, John Sharf
Committee Reports and Information
Executive Committee
Special thanks were given to Kathleen EckartLove for mailing the proposed bylaw amendment to property owners; that issue will be on the January 6 agenda. Mark Bollman reported that the Executive Committee also responded to several inquiries from real estate agents selling property in the neighborhood. Checks were deposited and bills were paid, including monthly payments for the Canyon Falls Bridge.
In addition, Bollman said the committee worked with SLK Accounting to prepare the invoices for Paytan Creek special assessment. Bollman noted that a motion to approve that assessment would be offered later in the meeting, under New Business.
Budget & Finance
Earl Van Buskirk shared the financial report, noting that because the meeting is the second day of the month, the financial accounting is not fully complete. Van Buskirk suggested that sometime in the future, the board may want to entertain a motion to hold meetings on the second Saturday of the month to allow for a more complete report of the past month’s accounting.
Following are the highlights reviewed:
- A-Section is getting close to the 80% collection rate estimated in the budget.
- E-Section’s rate is at 87.6%. Extra monies are coming in from foreclosures, property sales that include past due assessments remitted to MIRCC.
- The board now carries a credit with Vos Trucking; that credit will be worked down with additional work from Vos. It was noted that Vos contacted Mark Bollman proactively to resolve the issue.
- The board spent much less with Anderson Hunter on collections this year than previously. Moving forward, administration costs should be much lower.
- With regard to finance charges, $6k have been collected in E-Section, $1400 in A-Section. The board does not budget for these charges, but when they come in they are reflected as income.
- MIRCC’s total checking account balance is $161,823, which is $70k over where it was at the same time last year.
- Equity within the corporation has increased by $160k; this is due to acquisition of the bridge in E-Section and road equipment in A-Section. E-Section owes $52,600 on the bridge, with one year of assessments remaining.
- E-Section collected $2,240.51 in November; A-Section collected $525.
- Prior to forclosure, the Barbi Roberts property owed $1808.92. MIRCC will not get that money back directly; as owner, the corporation must wait the 12-month redemption period before the lot can be sold to recoup costs.
Mat Williams inquired about a charge to A-Section from Carney-Badley. Van Buskirk explained that the charge was for time provided by Ken Hart, MIRCC’s real estate attorney, in response to Mike Kelly’s contestation of court findings. Van Buskirk estimated that it will be next spring before Kelly’s appeal goes before the State Supreme Court of Appeals and the case is settled.
Van Buskirk noted that a separate invoice is produced for each dump truck load of gravel from Calportland Cement, which is why so many transactions appear on the monthly check detail.
E-Section’s final payments on the bridge to Acrow and to owners who provided loans should be made in July, based on the current obligations, Van Buskirk said.
Mark Bollman noted that four more people sent in checks for A-Section than appear on handouts distributed at the meeting. There was not enough time to include these checks in the monthly financial booklet.
Collections
Earl Van Buskirk reported that a list of 18 past-due accounts in E-Section was provided via email for discussion. He offered thanks to Carrie Byrne, Kathleen EckartLove, and Don Larsen for recommendations. Van Buskirk said that he and Mark Bollman had met to consider options and next steps. He suggested that as collections in both A- and E-Sections move forward, the board might want to consider including a summary of successful foreclosure activity to motivate payment.
Legal/Ethics/Bylaws
Gary Johnson reported that the proposed bylaw amendment had been sent out. The board will consider it next month.
E-Section Roads
Dave MacFarlane reported that the road has been holding up. He said that Paul Hery had obtained a smaller bucket for ditching and will start ditching on the access roads. MacFarlane also asked him to include the main roads, where culverts tend to plug. In addition, Hery will grade the roads again soon.
MacFarlane said a few residents have complained that E-Section gravel seems to be putting holes in their tires. Whether or not the gravel has anything to do with it, there are no good alternatives, since the 5/8” minus gravel blows off, and less angled rock is unavailable.
Mat Williams was asked what is working for A-Section. Williams said he was unaware of any A-Section flat tires. The rock being used in A-Section is 1¼” minus, with the exception of some 5/8” minus deposited in a slumping area that required finer material.
In closing, MacFarlane noted that good weather is expected, which would facilitate the grading and ditching. There is also a big log in Dutchman Creek that he plans to take out.
Canyon Falls to Highway 2 Roads
Earl Van Buskirk had nothing to report.
A-Section and USFS 6020 Roads
Mat Wiliams reported that despite rainy weather, A-Section roads are doing well. There are a few potholes and some ditching needs to be done. Although A-Section lacks an excavator, the road grader is doing a pretty good job of maintaining the roads.
Priority Business
November Meeting Minutes
Rebecca Davis provided the minutes and distributed them for review and feedback.
Davis: “Move to approve the November meeting minutes.”
Approved: Yes – 8; Abstained – 3 (Harbaugh, Johnson, and Larsen were absent from the November meeting).
November Expenditures
Earl Van Buskirk: “Move to approve the Check Detail report for November expenditures.”
Approved: Unanimous
Invoices detail
Charges and Invoices to be paid:
A-Section Checks:
- $47.25 – Mountain Deli Mart (equipment maintenance)
- $26.08 – Bank of America (bank/merchant fees)
- $925.27 – Calportland Cement (road work)
- $60.90 – Swizznet (office supplies)
- $98.00 – US Postal Service (postage/delivery)
- $5.00 – Office Depot (office supplies)
- $74.66 – PayPal (yellow gate)
- $33.62 – Verizon Wireless (office supplies)
- $57.51 – PUD (utilities/street lights)
- $337.50 – Carney Badley (legal services)
- $29.99 – Frontier Communications (office supplies)
- $180.00 – Eastham Foster (CPA services)
- $2,177.28 – John Vos (road work)
- $108.00 – SLK Accounting Services (accounting services)
- $39.13 – Bank of America (bank/merchant fees)
- $5,956.39 – Calportland Cement (road work)
- $91.34 – Swizznet (office supplies)
- $7.83 – PUD (utilities/street lights)
- $147.00 – US Postmaster (postage/delivery)
- $7.51 – Office Depot (office supplies)
- $73.71 – Premier Wireless (office supplies)
- $270.00 – Eastham Foster (CPA services)
- $3,450.00 – John Vos (road work)
- $192.00 – SLK Accounting Services (accounting services)
- $3,388.77 – Owners’ bridge loan payments
- $4,736.17 – Acrow Corporation (bridge loan)
New Business
Paytan Creek Special Assessment
Brent Corey explained that board members had already discussed via email the need to build up the Paytan Creek road fund again. The fund was depleted by emergency road repair and trenching needed after heavy rain. There are 18-19 property owners and an additional $100 per owner is needed to take care of emergency repairs.
Motion proposed by CJ Holmes and Brent Corey via email: “Move to assess each Paytan Creek property owner $100 for emergency repairs.”
Approved: Unanimous
Collections & Monthly Statements
Patty Harbaugh and Dave MacFarlane stuffed envelopes with invoice statements to all past due accounts during the meeting.
Closing Remarks
The next Board meeting is January 6, 2018. We will discuss the budget for next year.
Respectfully submitted by Rebecca Davis & Carrie Byrne
MIRCC Secretary & Treasurer