January 9, 2016
Mt. Index Riversites Community Club, Inc.
Board of Directors Meeting
Board members present: Julia Akin, Mark Bollman, Carrie Byrne, Patty Harbaugh, CJ Holmes, Gary Johnson, Don Larsen, David MacFarlane, Earl Van Buskirk, Mat Williams
Board members absent: Mark Haenlein, Tom Grenier
Owners and guests:
Rita Bovee, Travis Ferguson, Brent Corey, Melissa Bailey, Jerry Bement, Dan Harrison, Connie Savidge, Ellie Anderson, Gary Hubbard, Mary Ann Toms, Alina Rush, John Sharf, Mike Kelly (arrived late and left early)
Opening Remarks
2016 Meeting Schedule
Mark Bollman shared the calendar of 2016 Board meetings:
• January 9
• February 6
• March 5
• April 2
• May 7
• June 4
• July 9
• August 13
• September 10
• October 1
• November 5
• December 3
December Meeting Minutes
Carrie Byrne: “Move to approve the December meeting minutes.” Approved: Yes – 7; No – 0 (Larsen and Johnson had not yet arrived to vote)
Committee Reports and Information
Executive Committee
Mark Bollman reported that the committee has been taking care of MIRCC housekeeping of annual licensing, taxes, and keeping bills paid.
Budget Status Report: Earl Van Buskirk presented the December 31st Balance Sheet and Profit & Loss statements. Total bank balance = $106,286.
Several financial highlights were reviewed:
• A full 12 months of income and expenses was reviewed on the MIRCC Profit & Loss report and compared against the same time period for 2014. The P&L report is separated out to show only E-Section, only A-Section, and all accounts combined.
• Aging summary for A-Section – 61 owners are in arrears
• Aging summary for E-Section – 70 people in arrears
• The 2016 MIRCC budget will be discussed later in the meeting
Collections Committee
The Committee reported that it had met to discuss the accounts in arrears for A-Section and E-Section.
E-Section Roads
It snowed in E-Section and Paul Hery volunteered to plow snow for the community. Paul got a large blade for his truck and pushed snow from the end of the Canyon Falls Bridge to the end of S Riverside Road. Paul will be submitting a bill for fuel to the Board; he also received some compensation directly from side road owners.
Once the snow melts, Dave MacFarlane will organize a pothole filling party.
The final budget for repairing the side road between the railroad bridge and the mudslide and delivering materials to Sky Loop and Section 4 was shared at the meeting. Following are the details:
• Sky Loop = $1284
• Sec 3 = $656
• Sec 4 = $382
• Total Gravel & Grindings = $1219
• Total Trucking = $1103
• Grand Total = $2322
Mark Bollman, Paul Hery, and Dave MacFarlane were thanked for volunteering to do the repair work before it snowed.
Canyon Falls to US-2
There are 2 sinkholes on the access road that are G-Section’s responsibility. G-Section has invoiced MIRCC ~$5000 for maintenance on the road for the giant rock and sinkholes, plus pothole filling materials; the cost does not include snow plowing.
Because E-Section owners are paying 80% of the maintenance cost on this section of road, it is particularly important that they have road work cleared in advance by the Road Committee before incurring costs.
A-Section & USFS 6020 Roads
A-Section has been working with the same snow plowing contractor that G-Section uses for the access road from US-2 to the Canyon Falls Bridge for larger snow events. Snow removal has been “impeccable” and the Road Committee is pleased with the result. Moving forward, the Road Committee will work to have input into when the contractor comes to MIR to plow.
Brent Corey has been volunteering to plow snow with his truck when he’s available and there is light coverage on the road.
Bylaws, Ethics, Legal
No report.
Community Development
No report.
Priority Business
Earl Van Buskirk: “Move to approve Check Detail Report for December expenditures.” Approved: Yes – 9; No -0
Charges and Invoices to be paid: -E-Section Checks:
• o $1102.50 – John Vos (trucking for Sky Lop, Sec 3, Sec 4)
• o $246 – SLK Accounting (monthly bookkeeping)
• o $5017.38 -CFHOA (road maintenance from US-2 to Canyon Falls bridge)
• o $8.87 – PUD (street lights)
• o $1278.91 -CalPortland Cement/Smokey Point (gravel and road materials)
• o $3739.33 – Owners loans (bridge loan payments)
• o $4736.17 – Acrow Corporation (bridge payment)
• o $324.23 – Paul Hery (gate repair)
• o $6 – WA Secretary of State (licenses and permits – MIRCC corporation annual renewal cost)
• o $435.05 – Earl Van Buskirk (gate repair)
• o $4127.50 – Adams & Duncan (legal services)
• o $4425 – Adams & Duncan (foreclosure fees)
• o $33.13 – Bank of America (bank merchant fees)
• o $88.19 – Staples (office supplies)
• o $75.57 – Swiznet QuickBooks (accounting software)
• o $106.19 – JEV Recycling (roadwork)
-A-Section Checks:
• o $2300 – Richard Bott (road work -steel and concrete for gate)
• o $81.88 – Brent Corey (roadwork)
• o $144 – SLK Accounting (monthly bookkeeping)
• o $157.50 + 446.25 + 525 – John Vos (trucking)
• o $64.03 – PUD (street lights)
• o $4 – WA Secretary of State (licenses and permits -MIRCC corporation annual renewal cost)
• o $635.94 -CalPortland Cement/Smokey Point (gravel and road materials)
• o $412.67 – Best Buy (road work -electronic equipment)
• o $206.57 -JEV Recycling (roadwork)
• o $22.08 – Bank of America (bank merchant fees)
• o $58.79 – Staples (office supplies)
• o $50.38 – Swiznet QuickBooks (accounting software)
New Business
Mark Bollman, seconded by Gary Johnson:
“Move to authorize the Collections Committee to file liens for unpaid 2015 assessments + interest, against the real property of:
• Roger Adams
• Tammy Sue Baumgartner
• Chris Brassfield
• James Campbell
• Douglas Dumas
• Cameron & Kim Elias
• Brad & Heather Jarrett
• Timothy Kunkle & Carrie Gann
• Dewey Manley & Kathleen Tyler
• Doug Mason
• Jason Neill
• José Padilla
• Phyllis Richards
• Greg Satterlee
• Scott Shannon
• Ron & Cheryl Sims
• William Stehl
• Patricia Walls
…unless payment is received by January 31, 2016.
…subject to final approval by the Executive Committee.”
Approved: Yes – 8; No – 1 (Akin)
At this time, 2015-16 assessments are more than seven months past due. The Board is compelled to use the only remaining mechanism it has to ensure payment from owners. All owners listed have received a final notice of intent to file a lien from Mark Bollman.
Because this list of owners is approved for liens does not mean that a lien will be filed. The Executive Committee will make the final decision as to whether filing a lien is the Board’s last resort.
Filing liens costs money and time, and the Board wishes to avoid liens altogether. All owners listed are sent monthly statements with past due amounts and none have been returned as undeliverable, meaning the addresses on file are valid.
Julia Akin made phone calls and spoke with some owners to alert them of their status. Don Larsen also made calls, but got a lot of answering machines.
Multiple liens may be applied at the same time to more than one property owned by the same owner, and particularly if they own property in both A-Section and E-Section.
Filing fees are ~$300 for liens and are applied to Admin expenses until recovered by a release of lien paid for by the owner. Lien fees are applied to the appropriate part of the ledger—A-Section or E-Section. When an owner releases a lien, they must pay all past due assessments plus the fees.
There was some discussion that MIRCC may not be the first interest on a title of a property. The Collections Committee may look into conducting title searches if it is suspected there are others debts to be repaid ahead of the MIRCC lien.
Other Comments and Discussion Topics
2016 Budget Planning
Earl Van Buskirk shared a worksheet for the 2016 MIRCC budget. The worksheet is a starting point for the Board to propose road and administrative expenses to develop the 2016-2017 budget.
The Board will be drafting a budget for review and discussion in the next meeting in February. Some considerations for the budget include: -Emergency fund for A-Section or E-Section. The alternative is to send out a special assessment if needed. -Legal fees and filing fees for liens and foreclosures until the money is recouped. -A-Section and E-Section road work; ditching needs may increase costs in 2016
-A-Section owners may get a 2016 credit for Admin for underutilizing the account. If there are remaining funds in an account, they rollover into the new year
A-Section Collection Efforts
CJ Holmes will be convening the A-Section team to determine next actions to take.
Additional A-Section Activity
A drug task force including USFS, the property manager, sheriff, and Snohomish County have convened with A-Section to discuss how to remedy illicit activity. In spite of their easement, USFS has recognized the problem and encouraged A-Section to take control of MIRCC roads and install a gate to manage traffic.
More news and information about the A-Section gate will be shared as available. A-Section will not limit access to those who belong on MIRCC roads.
Closing Remarks
Next meeting scheduled for Saturday, February 6th at 9:00 a.m. at the Index Fire Station.
Respectfully submitted by
Carrie Byrne MIRCC Secretary
Board members absent: Mark Haenlein, Tom Grenier
Owners and guests:
Rita Bovee, Travis Ferguson, Brent Corey, Melissa Bailey, Jerry Bement, Dan Harrison, Connie Savidge, Ellie Anderson, Gary Hubbard, Mary Ann Toms, Alina Rush, John Sharf, Mike Kelly (arrived late and left early)
Opening Remarks
2016 Meeting Schedule
Mark Bollman shared the calendar of 2016 Board meetings:
• January 9
• February 6
• March 5
• April 2
• May 7
• June 4
• July 9
• August 13
• September 10
• October 1
• November 5
• December 3
December Meeting Minutes
Carrie Byrne: “Move to approve the December meeting minutes.” Approved: Yes – 7; No – 0 (Larsen and Johnson had not yet arrived to vote)
Committee Reports and Information
Executive Committee
Mark Bollman reported that the committee has been taking care of MIRCC housekeeping of annual licensing, taxes, and keeping bills paid.
Budget Status Report: Earl Van Buskirk presented the December 31st Balance Sheet and Profit & Loss statements. Total bank balance = $106,286.
Several financial highlights were reviewed:
• A full 12 months of income and expenses was reviewed on the MIRCC Profit & Loss report and compared against the same time period for 2014. The P&L report is separated out to show only E-Section, only A-Section, and all accounts combined.
• Aging summary for A-Section – 61 owners are in arrears
• Aging summary for E-Section – 70 people in arrears
• The 2016 MIRCC budget will be discussed later in the meeting
Collections Committee
The Committee reported that it had met to discuss the accounts in arrears for A-Section and E-Section.
E-Section Roads
It snowed in E-Section and Paul Hery volunteered to plow snow for the community. Paul got a large blade for his truck and pushed snow from the end of the Canyon Falls Bridge to the end of S Riverside Road. Paul will be submitting a bill for fuel to the Board; he also received some compensation directly from side road owners.
Once the snow melts, Dave MacFarlane will organize a pothole filling party.
The final budget for repairing the side road between the railroad bridge and the mudslide and delivering materials to Sky Loop and Section 4 was shared at the meeting. Following are the details:
• Sky Loop = $1284
• Sec 3 = $656
• Sec 4 = $382
• Total Gravel & Grindings = $1219
• Total Trucking = $1103
• Grand Total = $2322
Mark Bollman, Paul Hery, and Dave MacFarlane were thanked for volunteering to do the repair work before it snowed.
Canyon Falls to US-2
There are 2 sinkholes on the access road that are G-Section’s responsibility. G-Section has invoiced MIRCC ~$5000 for maintenance on the road for the giant rock and sinkholes, plus pothole filling materials; the cost does not include snow plowing.
Because E-Section owners are paying 80% of the maintenance cost on this section of road, it is particularly important that they have road work cleared in advance by the Road Committee before incurring costs.
A-Section & USFS 6020 Roads
A-Section has been working with the same snow plowing contractor that G-Section uses for the access road from US-2 to the Canyon Falls Bridge for larger snow events. Snow removal has been “impeccable” and the Road Committee is pleased with the result. Moving forward, the Road Committee will work to have input into when the contractor comes to MIR to plow.
Brent Corey has been volunteering to plow snow with his truck when he’s available and there is light coverage on the road.
Bylaws, Ethics, Legal
No report.
Community Development
No report.
Priority Business
Earl Van Buskirk: “Move to approve Check Detail Report for December expenditures.” Approved: Yes – 9; No -0
Charges and Invoices to be paid: -E-Section Checks:
• o $1102.50 – John Vos (trucking for Sky Lop, Sec 3, Sec 4)
• o $246 – SLK Accounting (monthly bookkeeping)
• o $5017.38 -CFHOA (road maintenance from US-2 to Canyon Falls bridge)
• o $8.87 – PUD (street lights)
• o $1278.91 -CalPortland Cement/Smokey Point (gravel and road materials)
• o $3739.33 – Owners loans (bridge loan payments)
• o $4736.17 – Acrow Corporation (bridge payment)
• o $324.23 – Paul Hery (gate repair)
• o $6 – WA Secretary of State (licenses and permits – MIRCC corporation annual renewal cost)
• o $435.05 – Earl Van Buskirk (gate repair)
• o $4127.50 – Adams & Duncan (legal services)
• o $4425 – Adams & Duncan (foreclosure fees)
• o $33.13 – Bank of America (bank merchant fees)
• o $88.19 – Staples (office supplies)
• o $75.57 – Swiznet QuickBooks (accounting software)
• o $106.19 – JEV Recycling (roadwork)
-A-Section Checks:
• o $2300 – Richard Bott (road work -steel and concrete for gate)
• o $81.88 – Brent Corey (roadwork)
• o $144 – SLK Accounting (monthly bookkeeping)
• o $157.50 + 446.25 + 525 – John Vos (trucking)
• o $64.03 – PUD (street lights)
• o $4 – WA Secretary of State (licenses and permits -MIRCC corporation annual renewal cost)
• o $635.94 -CalPortland Cement/Smokey Point (gravel and road materials)
• o $412.67 – Best Buy (road work -electronic equipment)
• o $206.57 -JEV Recycling (roadwork)
• o $22.08 – Bank of America (bank merchant fees)
• o $58.79 – Staples (office supplies)
• o $50.38 – Swiznet QuickBooks (accounting software)
New Business
Mark Bollman, seconded by Gary Johnson:
“Move to authorize the Collections Committee to file liens for unpaid 2015 assessments + interest, against the real property of:
• Roger Adams
• Tammy Sue Baumgartner
• Chris Brassfield
• James Campbell
• Douglas Dumas
• Cameron & Kim Elias
• Brad & Heather Jarrett
• Timothy Kunkle & Carrie Gann
• Dewey Manley & Kathleen Tyler
• Doug Mason
• Jason Neill
• José Padilla
• Phyllis Richards
• Greg Satterlee
• Scott Shannon
• Ron & Cheryl Sims
• William Stehl
• Patricia Walls
…unless payment is received by January 31, 2016.
…subject to final approval by the Executive Committee.”
Approved: Yes – 8; No – 1 (Akin)
At this time, 2015-16 assessments are more than seven months past due. The Board is compelled to use the only remaining mechanism it has to ensure payment from owners. All owners listed have received a final notice of intent to file a lien from Mark Bollman.
Because this list of owners is approved for liens does not mean that a lien will be filed. The Executive Committee will make the final decision as to whether filing a lien is the Board’s last resort.
Filing liens costs money and time, and the Board wishes to avoid liens altogether. All owners listed are sent monthly statements with past due amounts and none have been returned as undeliverable, meaning the addresses on file are valid.
Julia Akin made phone calls and spoke with some owners to alert them of their status. Don Larsen also made calls, but got a lot of answering machines.
Multiple liens may be applied at the same time to more than one property owned by the same owner, and particularly if they own property in both A-Section and E-Section.
Filing fees are ~$300 for liens and are applied to Admin expenses until recovered by a release of lien paid for by the owner. Lien fees are applied to the appropriate part of the ledger—A-Section or E-Section. When an owner releases a lien, they must pay all past due assessments plus the fees.
There was some discussion that MIRCC may not be the first interest on a title of a property. The Collections Committee may look into conducting title searches if it is suspected there are others debts to be repaid ahead of the MIRCC lien.
Other Comments and Discussion Topics
2016 Budget Planning
Earl Van Buskirk shared a worksheet for the 2016 MIRCC budget. The worksheet is a starting point for the Board to propose road and administrative expenses to develop the 2016-2017 budget.
The Board will be drafting a budget for review and discussion in the next meeting in February. Some considerations for the budget include: -Emergency fund for A-Section or E-Section. The alternative is to send out a special assessment if needed. -Legal fees and filing fees for liens and foreclosures until the money is recouped. -A-Section and E-Section road work; ditching needs may increase costs in 2016
-A-Section owners may get a 2016 credit for Admin for underutilizing the account. If there are remaining funds in an account, they rollover into the new year
A-Section Collection Efforts
CJ Holmes will be convening the A-Section team to determine next actions to take.
Additional A-Section Activity
A drug task force including USFS, the property manager, sheriff, and Snohomish County have convened with A-Section to discuss how to remedy illicit activity. In spite of their easement, USFS has recognized the problem and encouraged A-Section to take control of MIRCC roads and install a gate to manage traffic.
More news and information about the A-Section gate will be shared as available. A-Section will not limit access to those who belong on MIRCC roads.
Closing Remarks
Next meeting scheduled for Saturday, February 6th at 9:00 a.m. at the Index Fire Station.
Respectfully submitted by
Carrie Byrne MIRCC Secretary