January 9, 2021
Mt. Index Riversites Community Club, Inc.
Board of Directors Meeting
Board members present: Mark Bollman, Carrie Byrne, Lora Cox, Rebecca Davis, Kathleen EckartLove, CJ Holmes, Gary Johnson, Dave MacFarlane, Darcy Niedermeyer, Earl VanBuskirk, Mat Williams
Absent: Brent Corey, Michelle Griffin
Owners and guests: Mary Anne Meng, Julia Akin, Christina Miller, Matt Walsh
Call To Order: Mark Bollman called the meeting to order at 9:06 AM.
Announcements:
Board members and guests were emailed today’s Agenda and Budget Status Report. There are no motions to vote on under New Business this month but two board members submitted Discussion Topics for our consideration. At the end of the Committee Reports section board members can consider if there is anything else we should pencil-in on today’s agenda.
Reports and Unanimous Consent Items
Executive Committee (Mark Bollman)
Executive Committee members include our president, vice president, treasurer and secretary. The Executive Committee coordinates the corporation’s business with SLK Accounting and the law firm of Inslee Best. This month we also worked with the CPA and filed our annual report with IRS. We do not request an Executive Session meeting today.
Budget Status Report and December Expenditures (Carrie Byrne)
Here are highlights for the month of December:
December Income
$670 - Upstream
$500 - Downstream
Noteworthy expenses:
Mark Bollman: “Motion to approve the December financial report as listed in the Financial Report that was provided via email.”
Approved unanimously:
Yes – 10
No – 0
December Meeting Minutes (Lora Cox)
Mark Bollman: “Move to approve the December meeting minutes as posted on the web site.”
Approved unanimously:
Yes – 8
No – 0
(Rebecca Davis and Dave MacFarlane were absent last month.)
Collections Update (Gary Johnson)
We asked Inslee Best to file liens against several properties where dues have not been paid. We are meeting with IB soon to agree upon a new methodology for tracking and dispersing monies in trust accounts.
Access Road / PUD and CFHOA (Earl Van Buskirk)
No new news.
Roads Upstream (Dave MacFarlane)
Dave reminded Paul to ditch a section of road that was supposed to have been done in November.
Mark Bollman reported that volunteers cleaned up and disposed of a large fiberglass boat full of trash and donated funds for Bates Brothers Towing to remove an abandoned tandem-axle camper trailer from Mt Index River Road.
Dave MacFarlane reported that Paul, with his tractor, filled potholes all the way from Highway 2 to end of South Riverside Road.
Green Gate Report
Mark Bollman expressed appreciation to Earl, Gary, and Kathleen for helping with several gate access concerns this month. Scott in the red Mustang stole the Fire Department’s emergency gate code last week and Levi in the Ford van bent the actuator arm on the green gate yesterday. These incidents were reported to Snohomish County Sheriff and District 28 Fire Chief. Universal Equipment will install our last spare gate arm so we should order a couple more; estimated cost approximately $500 each, including tax and shipping.
Roads Downstream (Mat Williams)
The road overall is in excellent shape. Over the past month, Guy filled potholes and did ditching and draining. There have been no problems with the gate during the past month.
Other Reports & Information (one minute, please)
No other reports.
New Business
Discussion Topics
Biannual payments without penalty (Dave MacFarlane)
Dave proposes we assess road dues the way the Country does, half in April and half in October. Discussion ensued about the complexities involved in changing the accounting structure. Carrie said there currently are no automatic electronic deductions set up. Mark summarized the multiple steps taken when checks are mailed to the P.O. Box in Index. Having biannual payments could double that effort.
Gary reminded the board that there normally is a 25% penalty fee on road dues that are past due by 30 days. This year, because of the pandemic, that penalty was waived.
Darcy suggested researching what the expense would be to change the procedure and then make a decision. The question is: Who would do that research?
Earl pointed out that the road dues could be charged to a credit card with the card holder paying off the card as is convenient to his/her budget. This would be much simpler than changing Corporate accounting and bookkeeping procedures.
Community Development (Darcy Niedermeyer)
Darcy referred to a document she sent to the board earlier this week. She proposes developing a procedure to use existing funds in the Community Development accounts to improve MIRCC community property. She wants:
Many questions and a few concerns were raised and discussed in detail by the board and guests.
At the present time, there is $1711 in the Downstream Community Development account and $2426 in the Upstream Community Development account. The Amended Articles of Incorporation from 2009 were published to the website and define the corporation's secondary purpose as community development. Supporting Community Development would be fully voluntary. Darcy advocates having an existing structure in place in anticipation of upcoming projects. She volunteered to make a map of the existing community areas.
Closing Remarks
The next meeting will be February 13th at 9:00 AM.
Adjournment
Mark adjourned the meeting at 10:08 AM.
Submitted by
Lora Cox
Absent: Brent Corey, Michelle Griffin
Owners and guests: Mary Anne Meng, Julia Akin, Christina Miller, Matt Walsh
Call To Order: Mark Bollman called the meeting to order at 9:06 AM.
Announcements:
Board members and guests were emailed today’s Agenda and Budget Status Report. There are no motions to vote on under New Business this month but two board members submitted Discussion Topics for our consideration. At the end of the Committee Reports section board members can consider if there is anything else we should pencil-in on today’s agenda.
Reports and Unanimous Consent Items
Executive Committee (Mark Bollman)
Executive Committee members include our president, vice president, treasurer and secretary. The Executive Committee coordinates the corporation’s business with SLK Accounting and the law firm of Inslee Best. This month we also worked with the CPA and filed our annual report with IRS. We do not request an Executive Session meeting today.
Budget Status Report and December Expenditures (Carrie Byrne)
Here are highlights for the month of December:
December Income
$670 - Upstream
- 93.4% - YTD Collection rate for Upstream
- $80,613 - Upstream checking account balance
$500 - Downstream
- 87.6% - YTD Collection rate for Downstream
- $105,700 - Downstream checking account balance
Noteworthy expenses:
- 2019 Corporate taxes filed, with expense split 60% Upstream/40% Downstream - $950
- Inslee Best attorney fees for Collections activity across 13 owner accounts over three months of activity
- $3013 - Downstream charges for Collections
- $3644 - Upstream charges for Collections
Mark Bollman: “Motion to approve the December financial report as listed in the Financial Report that was provided via email.”
Approved unanimously:
Yes – 10
No – 0
December Meeting Minutes (Lora Cox)
Mark Bollman: “Move to approve the December meeting minutes as posted on the web site.”
Approved unanimously:
Yes – 8
No – 0
(Rebecca Davis and Dave MacFarlane were absent last month.)
Collections Update (Gary Johnson)
We asked Inslee Best to file liens against several properties where dues have not been paid. We are meeting with IB soon to agree upon a new methodology for tracking and dispersing monies in trust accounts.
Access Road / PUD and CFHOA (Earl Van Buskirk)
No new news.
Roads Upstream (Dave MacFarlane)
Dave reminded Paul to ditch a section of road that was supposed to have been done in November.
Mark Bollman reported that volunteers cleaned up and disposed of a large fiberglass boat full of trash and donated funds for Bates Brothers Towing to remove an abandoned tandem-axle camper trailer from Mt Index River Road.
Dave MacFarlane reported that Paul, with his tractor, filled potholes all the way from Highway 2 to end of South Riverside Road.
Green Gate Report
Mark Bollman expressed appreciation to Earl, Gary, and Kathleen for helping with several gate access concerns this month. Scott in the red Mustang stole the Fire Department’s emergency gate code last week and Levi in the Ford van bent the actuator arm on the green gate yesterday. These incidents were reported to Snohomish County Sheriff and District 28 Fire Chief. Universal Equipment will install our last spare gate arm so we should order a couple more; estimated cost approximately $500 each, including tax and shipping.
Roads Downstream (Mat Williams)
The road overall is in excellent shape. Over the past month, Guy filled potholes and did ditching and draining. There have been no problems with the gate during the past month.
Other Reports & Information (one minute, please)
No other reports.
New Business
Discussion Topics
Biannual payments without penalty (Dave MacFarlane)
Dave proposes we assess road dues the way the Country does, half in April and half in October. Discussion ensued about the complexities involved in changing the accounting structure. Carrie said there currently are no automatic electronic deductions set up. Mark summarized the multiple steps taken when checks are mailed to the P.O. Box in Index. Having biannual payments could double that effort.
Gary reminded the board that there normally is a 25% penalty fee on road dues that are past due by 30 days. This year, because of the pandemic, that penalty was waived.
Darcy suggested researching what the expense would be to change the procedure and then make a decision. The question is: Who would do that research?
Earl pointed out that the road dues could be charged to a credit card with the card holder paying off the card as is convenient to his/her budget. This would be much simpler than changing Corporate accounting and bookkeeping procedures.
Community Development (Darcy Niedermeyer)
Darcy referred to a document she sent to the board earlier this week. She proposes developing a procedure to use existing funds in the Community Development accounts to improve MIRCC community property. She wants:
- to post a form on the MIRCC website to gather suggestions from owners;
- to create a dedicated email address which generates an automatic response; and then
- to bring to a board meeting for discussion.
Many questions and a few concerns were raised and discussed in detail by the board and guests.
At the present time, there is $1711 in the Downstream Community Development account and $2426 in the Upstream Community Development account. The Amended Articles of Incorporation from 2009 were published to the website and define the corporation's secondary purpose as community development. Supporting Community Development would be fully voluntary. Darcy advocates having an existing structure in place in anticipation of upcoming projects. She volunteered to make a map of the existing community areas.
Closing Remarks
The next meeting will be February 13th at 9:00 AM.
Adjournment
Mark adjourned the meeting at 10:08 AM.
Submitted by
Lora Cox