December 8, 2018
Mt. Index Riversites Community Club, Inc.
Board of Directors Meeting
Board members present: Mark Bollman, Carrie Byrne, Brent Corey, Lora Cox, Rebecca Davis, CJ Holmes, Don Larsen, Mat Williams, Earl Van Buskirk
Absent: Kathleen EckartLove, Gary Johnson, Dave MacFarlane
Owners and guests:
Phil Reichel, Dan Harrison, Gale Williams, Mike Herman, Adriane Castellanos, Alina Rush, Kristin Kosiewiecz
Committee Reports and Information
Executive Committee
Executive Committee members continue to work well with SLK Accounting to make sure checks get deposited promptly and all the bills are paid and accounted for each month. Special appreciation to CJ Holmes and Kathleen EckartLove for mailing the Collection Policy to all property owners, and thanks to Carrie Byrne for posting on our web site too.
Today is the deadline we published that we need to hear from delinquent property owners to avoid additional legal fees and collection costs.
Budget & Finance
Earl Van Buskirk shared the November financial statement.
Following are the highlights from the financial review:
Collections
Earl Van Buskirk reported that we have received $40,980 in assessments for the period from September 1 through December 7. These are payments that have posted for A and E sections combined.
Van Buskirk said that some owners have contacted MIRCC asking to pay without being turned over to the attorney. Any correspondence with these owners will be put in writing, and owners will be asked to sign a commitment. This is consistent with practices outlined in the Collections Policy.
Van Buskirk also noted that the Collections Policy mandates charging owners an additional $5 to get a statement in the mail. Until now, paying owners have been covering the administrative cost for past-due statements. The December past-due statements will be mailed with the additional $5 charge and we should collect $425 for administrative costs. Late payers will now be covering the costs they generate in terms of extra bookkeeping and postage.
A challenge, according to Van Buskirk, is that there are some owners with no good address. Also, when someone passes away, there is an estate that needs to be contacted. We are working on contacting estates and getting updated addresses.
Van Buskirk said that Inslee Best lawyers have been authorized to file liens and proceed with litigation and foreclosures on past-due accounts.
In E-Section, we have verified the liens on the following owners: Soderberg, McCullough, Baumgartner and Rode, Brassfield, and Neill. A demand letter from the attorney went out to these owners yesterday. If there is no response in 30 days, the lien foreclosure will begin.
In A-Section, there is an active case with Mike Kelly. Inslee Best is moving forward to execute a sheriff’s sale. We have a judgment to foreclose on his property; Kelly took the judgment to the appeals court but his appeal was rejected. If Kelly wants to contest the sheriff’s sale, he will have to get his attorney to object.
CJ Holmes asked how we will be cross checking monthly payments against payment plans. Do we have payment plan agreements on file? Van Buskirk said that we will be following up with people to be sure we have a signed payment plan for anyone making payments.
Legal/Ethics/Bylaws
Gary Johnson was absent. Mark Bollman said there was nothing to report.
E-Section Roads
Dave MacFarlane was absent. Mark Bollman said there was nothing to report.
A-Section and USFS 6020 Roads
Mat Williams reported that roads are essentially fine. The A-section crew is dealing with winter issues as they come along.
Brent Corey said that A-Section is still waiting for communication about its Forest Service agreement from USFS lawyers.
Priority Business
November Meeting Minutes
Rebecca Davis circulated the minutes from the last meeting via email.
Rebecca Davis: “Move to approve the meeting minutes for November.”
Approved: Yes – 8; No – 0
November Expenditures
Earl Van Buskirk: “Move to approve the Check Detail report for November expenditures.”
Approved: Yes – 8; No - 0
Invoices detail
Charges and Invoices to be paid:
A-Section Checks:
New Business
Phil Reichel asked why the gate isn’t working in E-Section. Bollman said that Paul Hery ordered a new motherboard from Door King. We have an intermittent problem with the current motherboard, and we are reluctant to turn the gate back on until it is solved. We want to avoid the issue of people in cars being trapped on either side. We are still resolving issues from the lightning storm.
Discussion Topics
Kristin Kosiewicz asked why dirt is being dumped right next to the culvert by McCall Creek. She expressed concern that with rain, the dirt would wind up in the creek. Mark Bollman said he did not know.
Reichel proposed that a discussion be initiated about the possibility of hiring off-duty police for random monitoring of the gate. He suggested that even a few hours—possibly three hours on a Friday night, two hours on a Saturday afternoon, etc.—could have a protective effect. Mat Williams said he didn’t believe the board had the authority to hire law enforcement personnel; the board’s mission is strictly to maintain roads.
Closing Remarks
The next Board meeting will be at 9am on January 12th, 2019.
Respectfully submitted by Carrie Byrne & Rebecca Davis
MIRCC Treasurer & Secretary
Absent: Kathleen EckartLove, Gary Johnson, Dave MacFarlane
Owners and guests:
Phil Reichel, Dan Harrison, Gale Williams, Mike Herman, Adriane Castellanos, Alina Rush, Kristin Kosiewiecz
Committee Reports and Information
Executive Committee
Executive Committee members continue to work well with SLK Accounting to make sure checks get deposited promptly and all the bills are paid and accounted for each month. Special appreciation to CJ Holmes and Kathleen EckartLove for mailing the Collection Policy to all property owners, and thanks to Carrie Byrne for posting on our web site too.
Today is the deadline we published that we need to hear from delinquent property owners to avoid additional legal fees and collection costs.
Budget & Finance
Earl Van Buskirk shared the November financial statement.
Following are the highlights from the financial review:
- A-Section is at 94% of its budgeted collection amount of ~$73k; E-Section is at 104% of its budgeted collection amount of ~$99k. A big reason E-Section exceeded its collection rate is that it recouped significant past due assessments from the sale of a property (in this case, MIRCC collected ~$10k for one sale).
- For the month of November, money coming in exceeded expenses.
- Gross profit for A-Section for the year is ~$68k; after expenses A-Section net income is ~$56k. Gross profit for E-Section for the year is ~$103k; after expenses E-Section net income is ~$88k.
- The combined checking account balance is ~$225k at this time, which is ~$71k greater than last year, making monies available for snow plowing and unforeseen emergencies.
- In November, A-Section collected $2,290 and has ~$96k in arrears; for the same period, E-Section collected $2,179 and has ~$180k in arrears.
Collections
Earl Van Buskirk reported that we have received $40,980 in assessments for the period from September 1 through December 7. These are payments that have posted for A and E sections combined.
Van Buskirk said that some owners have contacted MIRCC asking to pay without being turned over to the attorney. Any correspondence with these owners will be put in writing, and owners will be asked to sign a commitment. This is consistent with practices outlined in the Collections Policy.
Van Buskirk also noted that the Collections Policy mandates charging owners an additional $5 to get a statement in the mail. Until now, paying owners have been covering the administrative cost for past-due statements. The December past-due statements will be mailed with the additional $5 charge and we should collect $425 for administrative costs. Late payers will now be covering the costs they generate in terms of extra bookkeeping and postage.
A challenge, according to Van Buskirk, is that there are some owners with no good address. Also, when someone passes away, there is an estate that needs to be contacted. We are working on contacting estates and getting updated addresses.
Van Buskirk said that Inslee Best lawyers have been authorized to file liens and proceed with litigation and foreclosures on past-due accounts.
In E-Section, we have verified the liens on the following owners: Soderberg, McCullough, Baumgartner and Rode, Brassfield, and Neill. A demand letter from the attorney went out to these owners yesterday. If there is no response in 30 days, the lien foreclosure will begin.
In A-Section, there is an active case with Mike Kelly. Inslee Best is moving forward to execute a sheriff’s sale. We have a judgment to foreclose on his property; Kelly took the judgment to the appeals court but his appeal was rejected. If Kelly wants to contest the sheriff’s sale, he will have to get his attorney to object.
CJ Holmes asked how we will be cross checking monthly payments against payment plans. Do we have payment plan agreements on file? Van Buskirk said that we will be following up with people to be sure we have a signed payment plan for anyone making payments.
Legal/Ethics/Bylaws
Gary Johnson was absent. Mark Bollman said there was nothing to report.
E-Section Roads
Dave MacFarlane was absent. Mark Bollman said there was nothing to report.
A-Section and USFS 6020 Roads
Mat Williams reported that roads are essentially fine. The A-section crew is dealing with winter issues as they come along.
Brent Corey said that A-Section is still waiting for communication about its Forest Service agreement from USFS lawyers.
Priority Business
November Meeting Minutes
Rebecca Davis circulated the minutes from the last meeting via email.
Rebecca Davis: “Move to approve the meeting minutes for November.”
Approved: Yes – 8; No – 0
November Expenditures
Earl Van Buskirk: “Move to approve the Check Detail report for November expenditures.”
Approved: Yes – 8; No - 0
Invoices detail
Charges and Invoices to be paid:
A-Section Checks:
- $26.68 – Bank of America (bank/merchant fees)
- $60.90 – Swizznet (office supplies)
- $240.00 – PayPal (Yellow Gate)
- $445.45 – PayPal (Yellow Gate)
- $159.99 – PayPal (Yellow Gate)
- $17.00 – Staples (postage/deliveries)
- $124.18 – Staples (office supplies)
- $80.00 – USPS (postage/deliveries)
- $33.62 – Verizon Wireless – (office supplies)
- $120.00 – SLK Accounting (accounting services)
- $38.78 – PUD (utilities/street lights)
- $16.20 – PUD (utilities/street lights)
- $38.98 – Frontier Communications (office supplies)
- $7.98 – Bank of America (bank/merchant fees)
- $1.20 – Bank of America (bank/merchant fees)
- $40.03 – Bank of America (bank/merchant fees)
- $91.33 – Swizznet (office supplies)
- $7.83 – PUD (utilities/street lights)
- $25.50 – Staples (postage/deliveries)
- $186.28 – Staples (office supplies)
- $120.00 – USPS (postage/deliveries)
- $23.33 – Premier Wireless (office supplies)
- $180.00 – SLK Accounting (accounting)
- $522.35 – Gatehouse (Green Gate)
- $11.97 – Bank of America (bank/merchant fees)
- $1.80 – Bank of America (bank/merchant fees)
- $300.00 – Mark Bollman (road work)
New Business
Phil Reichel asked why the gate isn’t working in E-Section. Bollman said that Paul Hery ordered a new motherboard from Door King. We have an intermittent problem with the current motherboard, and we are reluctant to turn the gate back on until it is solved. We want to avoid the issue of people in cars being trapped on either side. We are still resolving issues from the lightning storm.
Discussion Topics
Kristin Kosiewicz asked why dirt is being dumped right next to the culvert by McCall Creek. She expressed concern that with rain, the dirt would wind up in the creek. Mark Bollman said he did not know.
Reichel proposed that a discussion be initiated about the possibility of hiring off-duty police for random monitoring of the gate. He suggested that even a few hours—possibly three hours on a Friday night, two hours on a Saturday afternoon, etc.—could have a protective effect. Mat Williams said he didn’t believe the board had the authority to hire law enforcement personnel; the board’s mission is strictly to maintain roads.
Closing Remarks
The next Board meeting will be at 9am on January 12th, 2019.
Respectfully submitted by Carrie Byrne & Rebecca Davis
MIRCC Treasurer & Secretary