February 10, 2018
Mt. Index Riversites Community Club, Inc.
board of directors meeting
Board members present: Mark Bollman, Brent Corey, Rebecca Davis, Kathleen EckartLove, CJ Holmes, Don Larsen, David MacFarlane, Earl Van Buskirk, Mat Williams,
Absent: Carrie Byrne, Patty Harbaugh, Gary Johnson
Owners and guests: Dan Harrison, John Sharf
Opening Remarks
Mark Bollman noted that the agenda would be juggled somewhat to allow for discussion of 2018-19 budget planning in relation to this month’s financial report.
Committee Reports and Information
Executive Committee
Mark Bollman reported that checks were deposited and bills were paid, including monthly payments for the Canyon Falls Bridge. The Executive Committee has been working on final accounting for the 2017-18 fiscal year and has recommendations for 2018-19 budget and assessments to be considered on today’s agenda; the Board will need to make final decisions at the March 10 meeting. Volunteers are still needed to enter 14-digit parcel numbers and look up 2018 assessed values on the county’s web site.
Budget & Finance
Earl Van Buskirk shared the financial report. He noted that A-Section paid $4661 to Guy Bennet for road work and equipment maintenance. The number is large because it represents 7 months of work. Van Buskirk said that some of the money spent on E-Section road work included purchase of gravel.
Mat Williams asked about a $1236 A-Section check to Anderson Hunter. Van Buskirk said it was for costs associated with the Roberts Foreclosure.
Van Buskirk asked to delay the rest of the discussion of financials until the discussion of budget planning for 2018-19.
Collections
Mark Bollman reported that Taylor Starr has offered to give Lot E-215 to MIRCC in lieu of foreclosure. Collections Committee will bring a motion to accept this offer on today’s agenda. In addition, Tammy Baumgartner has not responded to last collection demand from Anderson Hunter Law Firm so next step would be to file suit and foreclose on the lien.
Legal/Ethics/Bylaws
There was nothing new to report.
E-Section Roads
Dave MacFarlane reported that he and Mark Bollman had been busy filling potholes with Bollman's trailer.
Access Road to Highway 2
Earl Van Buskirk said that the Access Road is fine, and that we have a good working relationship with our Canyon Falls neighbors.
A-Section and USFS 6020 Roads
Mat Williams reported that A-section ditching continues. When the weather improves, additional work will be done on A-Section roads.
Priority Business
January Meeting Minutes
Rebecca Davis provided the minutes and distributed them for review and feedback.
Davis: “Move to approve the January meeting minutes.”
Approved: Yes – 7; Abstained – 1 (EckartLove was absent from the January meeting).
January Expenditures
Earl Van Buskirk: “Move to approve the Check Detail report for January expenditures.”
Approved: Unanimous
Invoices detail
Charges and Invoices to be paid:
A-Section Checks:
New Business
Parcel No. 00526100521500
Mark Bollman said that Taylor Starr purchased this parcel at a tax auction, but no longer wants to keep it. The parcel is worth about $3,000. If MIRCC accepts ownership we will need to pay $196 in property taxes, plus a filing fee and excise tax.
Motion proposed by Mark Bollman: “Move to accept gift of Parcel No. 00526100521500 from Taylor Starr and approve funds to pay taxes and filing fee to record the deed in lieu of foreclosure.”
Approved: Unanimous
Discussion Topics
Budget Planning for 2018-19
Earl Van Buskirk reviewed the following highlights from the January financials:
To aid in 2018 budget planning, Van Buskirk distributed handouts comparing collections to expenditures in all budget areas from May 2015 to the present. He drew attention to key points:
Van Buskirk said that A-Section and E-Section budget committees should consider the numbers for the past two years and come back with proposed numbers for the 2018 budget; the board will need to vote on the budget at the March meeting.
Closing Remarks
Bollman said that per the new meeting calendar approved in January, the next Board meeting will be March 10th, 2018.
Respectfully submitted by Rebecca Davis
MIRCC Secretary
Absent: Carrie Byrne, Patty Harbaugh, Gary Johnson
Owners and guests: Dan Harrison, John Sharf
Opening Remarks
Mark Bollman noted that the agenda would be juggled somewhat to allow for discussion of 2018-19 budget planning in relation to this month’s financial report.
Committee Reports and Information
Executive Committee
Mark Bollman reported that checks were deposited and bills were paid, including monthly payments for the Canyon Falls Bridge. The Executive Committee has been working on final accounting for the 2017-18 fiscal year and has recommendations for 2018-19 budget and assessments to be considered on today’s agenda; the Board will need to make final decisions at the March 10 meeting. Volunteers are still needed to enter 14-digit parcel numbers and look up 2018 assessed values on the county’s web site.
Budget & Finance
Earl Van Buskirk shared the financial report. He noted that A-Section paid $4661 to Guy Bennet for road work and equipment maintenance. The number is large because it represents 7 months of work. Van Buskirk said that some of the money spent on E-Section road work included purchase of gravel.
Mat Williams asked about a $1236 A-Section check to Anderson Hunter. Van Buskirk said it was for costs associated with the Roberts Foreclosure.
Van Buskirk asked to delay the rest of the discussion of financials until the discussion of budget planning for 2018-19.
Collections
Mark Bollman reported that Taylor Starr has offered to give Lot E-215 to MIRCC in lieu of foreclosure. Collections Committee will bring a motion to accept this offer on today’s agenda. In addition, Tammy Baumgartner has not responded to last collection demand from Anderson Hunter Law Firm so next step would be to file suit and foreclose on the lien.
Legal/Ethics/Bylaws
There was nothing new to report.
E-Section Roads
Dave MacFarlane reported that he and Mark Bollman had been busy filling potholes with Bollman's trailer.
Access Road to Highway 2
Earl Van Buskirk said that the Access Road is fine, and that we have a good working relationship with our Canyon Falls neighbors.
A-Section and USFS 6020 Roads
Mat Williams reported that A-section ditching continues. When the weather improves, additional work will be done on A-Section roads.
Priority Business
January Meeting Minutes
Rebecca Davis provided the minutes and distributed them for review and feedback.
Davis: “Move to approve the January meeting minutes.”
Approved: Yes – 7; Abstained – 1 (EckartLove was absent from the January meeting).
January Expenditures
Earl Van Buskirk: “Move to approve the Check Detail report for January expenditures.”
Approved: Unanimous
Invoices detail
Charges and Invoices to be paid:
A-Section Checks:
- $60.90 – Swizznet (office supplies)
- $27.28 – Bank of America (bank/merchant fees)
- $952.00 – All County Evictions (Roberts foreclosure)
- $33.62 – Verizon Wireless (office supplies)
- $1,235.88 – Anderson Hunter (Roberts foreclosure)
- $46.33 – PUD (utilities/street lights)
- $29.99 – Frontier Communications (office supplies)
- $100.00 – US Postal Service (postage/delivery)
- $123.00 – SLK Accounting Services (accounting services)
- $4,661.47 – Guy Bennett (equipment maintenance/road work)
- $91.34 – Swizznet (office supplies)
- $40.93 – Bank of America (bank/merchant fees)
- $1049.70 – Calportland Cement (road work)
- $811.04 – DF Supply, Inc. (Green Gate)
- $7.83 – PUD (utilities/street lights)
- $99.69 – Premier Wireless (office supplies)
- $1,323.55 – Anderson Hunter (Peterson/Baumgartner)
- $260.55 – Gatehouse (Green Gate)
- $150.00 – US Postal Service (postage/delivery)
- $192.00 – SLK Accounting Services (accounting services)
- $960.00 – Triton Services (road work)
- $3,388.77 – Owners’ bridge loan payments
- $4,736.17 – Acrow Corporation (bridge loan)
New Business
Parcel No. 00526100521500
Mark Bollman said that Taylor Starr purchased this parcel at a tax auction, but no longer wants to keep it. The parcel is worth about $3,000. If MIRCC accepts ownership we will need to pay $196 in property taxes, plus a filing fee and excise tax.
Motion proposed by Mark Bollman: “Move to accept gift of Parcel No. 00526100521500 from Taylor Starr and approve funds to pay taxes and filing fee to record the deed in lieu of foreclosure.”
Approved: Unanimous
Discussion Topics
Budget Planning for 2018-19
Earl Van Buskirk reviewed the following highlights from the January financials:
- To date, A-Section has collected 82.8% of the current year’s assessments; 80% was the goal. The good collection rate is partly due to a special assessment, and partly due to old collections coming in.
- To date, E-Section’s collection rate is at 93.2%. Similar to last month, much of the collections success is due to sale of property when MIRCC gets delinquent road dues as part of the sale proceeds.
- A-Section collected $1,888 in January and spent $6,612, for a net loss of $4,724. The large outlay included the above-referenced Bennett invoice that covered seven months.
- E-Section collected $3,059 in January and spent $5,026, for a net loss of $1,968. Expenses were mostly for roads.
- Van Buskirk reminded people to view the January net losses in context of the fiscal year. Between May and January, A-Section had a net income of $22,752. E-Section had a net income of $145,692.
- Right now, just $36,821 is owed on the bridge, with another ~$16,000 due before the end of the fiscal year. By the start of fiscal year 2018-19, E-Section will only owe ~$20,000 for the bridge. There are just five remaining bridge payments; four remaining payments for owner loans. By August or earlier, all bridge debt will be cleared.
- A-Section collected $2,552.58 in January, with $83,316 in arrears. E-Section collected $3238 in January, with $175,573 in arrears. All lots transferred to MIRCC have been removed from the aging summaries.
To aid in 2018 budget planning, Van Buskirk distributed handouts comparing collections to expenditures in all budget areas from May 2015 to the present. He drew attention to key points:
- With regard to A-Section, Van Buskirk noted that equipment maintenance, administration, and roads are the main budget items. While A-Section collected more than was spent for roads during the period, equipment maintenance and administration expenditures exceeded collections. These facts should be taken into account in 2018 planning.
- With regard to E-Section, Van Buskirk noted that $287,285 was collected for the bridge. This was 85% of the amount budgeted, while the board only projected an 80% rate of collection. For 2018, E-Section will have to decide whether to plan for an 85% rate of collection or stay with 80%. More was collected for E-Section administration than has so far been spent, but Van Buskirk pointed out that we still have two months to go in this year’s budget. With regard to roads, E-Section spent slightly more than collected for the period in question. Van Buskirk reminded the board that E-Section had $100,287 in the bank as of Jan. 31 of this year. That, together with the successful collection of past-due road dues, may mean that E-Section assessments for 2018 are substantially less than last year.
Van Buskirk said that A-Section and E-Section budget committees should consider the numbers for the past two years and come back with proposed numbers for the 2018 budget; the board will need to vote on the budget at the March meeting.
Closing Remarks
Bollman said that per the new meeting calendar approved in January, the next Board meeting will be March 10th, 2018.
Respectfully submitted by Rebecca Davis
MIRCC Secretary