July 11, 2015
Mt. Index Riversites Community Club, Inc.
Board of Directors Meeting
Board members present: Julia Akin (late arrival, not present to vote on motions), Mark Bollman, Carrie Byrne, Patty Harbaugh, CJ Holmes, Tom Lange, Dave MacFarlane, Mat Williams, Earl Van Buskirk
Absent: Tom Grenier, Mark Haenlein, Gary Johnson, Don Larsen
Carrie Byrne: Motion to approve June meeting minutes as presented. Approved: Unanimous.
Budget Status Report: Earl Van Buskirk presented the June 30th Balance Sheet and Profit & Loss statements. Total bank balances = $141,591.
Several financial highlights were reviewed:
• The Total General/Admin for A-Section and E-Section combined on the Profit & Loss statement for the first half of 2015 (January 1 – June 30, 2015) was $15,539. For the same period in 2014, Total General/Admin was $17,297, a reduction of $1,758.
• Only E-Section is paying for road maintenance expenses on US-2 to the Canyon Falls Bridge, Bridge loan repayment (premium plus interest), and Bridge insurance
• Only A-Section is paying for road maintenance expenses for USFS road from US-2
• A-Section and E-Section are already paying by separate checks from the same checking account for joint expenses, such as commercial insurance, office supplies, and accounting services
• A-Section and E-Section will have separate checking accounts
as soon as financial reconciliation is completed to determine a starting balance. The Executive Committee will recommend a starting balance for each account by way of a motion at the next Board meeting.
PRIORITY BUSINESS:
Invoices to be paid:
-Liberty Mutual Insurance (commercial package) -$1,322.00
-SLK Accounting Services (May – Sec A) -$234.00
-SLK Accounting Services (May – Sec E) -$366.00
-PUD (street lights) -$31.12
-Ellie Anderson (gate hardware reimbursement) -$34.22
Mark Bollman: “Move to approve June invoices” Approved: Unanimous.
OTHER DISCUSSION TOPICS:
A-section Road Update
A-Section Road Committee met with USFS to discuss renegotiating maintenance for the first 6/10 mi. of road from US-2 to MIR. USFS recognizes congestion, traffic, and safety concerns on this section of road is impacting MIR’s use of the road. A-Section will be documenting a list of concerns to send to USFS’ regional forester to get additional financial support from USFS for road maintenance or be granted the authority to control traffic on the easement.
Five loads of grindings have been spread or placed along A-Section road by John Vos. Asphalt grindings were sourced from JEV Recycling for $5 per ton.
A-Section would like to have the use of the grader shed on A-Section roads. The shed is currently locked by Mark Hopkins. A-Section will be contacting Hopkins to get the combination and ensure any of his equipment is secured or removed so the road committee can use the shed.
Bylaws Update
Suggested amendments to Bylaws were sent to all owners in good standing for consideration and comment. The last day for comments to be received from the community is August 31.
Canyon Falls to US-2 Update
The Snohomish County shoreline permit for the new Canyon Falls bridge requires more plantings to secure the shoreline than there is space available at the base of the bridge. To offset the requirement, MIR may find additional areas nearby for shoreline plantings that are within 150 ft of the river. Additional plantings will incur hard costs plus consulting fees and monitoring over time. The alternative to additional plantings is to pay a onetime mitigation fee. E-Section did not have to pay any fees for the permit itself. An update on plantings will be provided at the next Board meeting.
On Tuesday, July 7, Earl Van Buskirk, Carrie Byrne, and Gary Johnson met with attorney Kenneth Hart in Seattle to explore the potential for legal counsel to secure permanent easements from US-2 to the Canyon Falls Bridge. The Board prefers to establish agreements with land owners directly for permanent easement without additional fees. Kenneth Hart will review documentation provided and provide an estimate for his services, should the Board determine legal counsel is necessary to understand options for access to the Canyon Falls Bridge.
Gate software updates have been made as of the Board meeting on July 11. To open the gate successfully, owners need to punch in 0-XXXX-# where “XXXX” is their gate code. The Board reiterated that the goal of the gate is to comply with the terms of the temporary easement and to get everyone through the gate and everyone paying their share. Access with card keys and garage door-style clickers was discussed, but will take time to implement. Temporary and dedicated digital codes may also be used in situations that require it, such as emergency services and guests. The costs associated with cards, clickers, and digital codes are being evaluated so that the community is given fair and appropriate access without unnecessary financial burden.
Community Development Update
MIR owner access to public beaches was discussed as an on-going concern among the community. With sections of the community paying more directly for their respective roads, temporary easement restrictions, and unassessed parts of the road, beach access for all remains a challenge. The Board discussed article 2.9 in the Bylaws which states that owners may choose to pay an annual membership fee to enjoy MIRCC Member Property. The Community Development Committee will review the merit of an additional membership fee for access to beaches and to help offset road maintenance by doing so.
Collections Update
Annual assessments that have not been paid are now past due. To compel owners to pay their assessments, a letter will be drafted and sent to E-Section owners with past due accounts for 2015 and 2014 and a separate letter will be drafted and sent to A-Section owners with past due accounts for 2015 and 2014. The letters will explain in more detail how the assessments were calculated, what owners owe, how accounting is being managed across the community, and what is being done pro-actively to reduce costs and boost the cohesiveness of MIRCC. Proposed letters will be developed among Board members and a motion to approve and send the letters will be presented for consideration at the August Board meeting.
Next meeting scheduled for Saturday, August 8th at 9:00 a.m. at the Index Fire Station. (Note that the first Saturday in August is the Index Arts Festival, so the meeting will be held the following weekend.)
Respectfully submitted by
Carrie Byrne MIRCC Secretary
Absent: Tom Grenier, Mark Haenlein, Gary Johnson, Don Larsen
Carrie Byrne: Motion to approve June meeting minutes as presented. Approved: Unanimous.
Budget Status Report: Earl Van Buskirk presented the June 30th Balance Sheet and Profit & Loss statements. Total bank balances = $141,591.
Several financial highlights were reviewed:
• The Total General/Admin for A-Section and E-Section combined on the Profit & Loss statement for the first half of 2015 (January 1 – June 30, 2015) was $15,539. For the same period in 2014, Total General/Admin was $17,297, a reduction of $1,758.
• Only E-Section is paying for road maintenance expenses on US-2 to the Canyon Falls Bridge, Bridge loan repayment (premium plus interest), and Bridge insurance
• Only A-Section is paying for road maintenance expenses for USFS road from US-2
• A-Section and E-Section are already paying by separate checks from the same checking account for joint expenses, such as commercial insurance, office supplies, and accounting services
• A-Section and E-Section will have separate checking accounts
as soon as financial reconciliation is completed to determine a starting balance. The Executive Committee will recommend a starting balance for each account by way of a motion at the next Board meeting.
PRIORITY BUSINESS:
Invoices to be paid:
-Liberty Mutual Insurance (commercial package) -$1,322.00
-SLK Accounting Services (May – Sec A) -$234.00
-SLK Accounting Services (May – Sec E) -$366.00
-PUD (street lights) -$31.12
-Ellie Anderson (gate hardware reimbursement) -$34.22
Mark Bollman: “Move to approve June invoices” Approved: Unanimous.
OTHER DISCUSSION TOPICS:
A-section Road Update
A-Section Road Committee met with USFS to discuss renegotiating maintenance for the first 6/10 mi. of road from US-2 to MIR. USFS recognizes congestion, traffic, and safety concerns on this section of road is impacting MIR’s use of the road. A-Section will be documenting a list of concerns to send to USFS’ regional forester to get additional financial support from USFS for road maintenance or be granted the authority to control traffic on the easement.
Five loads of grindings have been spread or placed along A-Section road by John Vos. Asphalt grindings were sourced from JEV Recycling for $5 per ton.
A-Section would like to have the use of the grader shed on A-Section roads. The shed is currently locked by Mark Hopkins. A-Section will be contacting Hopkins to get the combination and ensure any of his equipment is secured or removed so the road committee can use the shed.
Bylaws Update
Suggested amendments to Bylaws were sent to all owners in good standing for consideration and comment. The last day for comments to be received from the community is August 31.
Canyon Falls to US-2 Update
The Snohomish County shoreline permit for the new Canyon Falls bridge requires more plantings to secure the shoreline than there is space available at the base of the bridge. To offset the requirement, MIR may find additional areas nearby for shoreline plantings that are within 150 ft of the river. Additional plantings will incur hard costs plus consulting fees and monitoring over time. The alternative to additional plantings is to pay a onetime mitigation fee. E-Section did not have to pay any fees for the permit itself. An update on plantings will be provided at the next Board meeting.
On Tuesday, July 7, Earl Van Buskirk, Carrie Byrne, and Gary Johnson met with attorney Kenneth Hart in Seattle to explore the potential for legal counsel to secure permanent easements from US-2 to the Canyon Falls Bridge. The Board prefers to establish agreements with land owners directly for permanent easement without additional fees. Kenneth Hart will review documentation provided and provide an estimate for his services, should the Board determine legal counsel is necessary to understand options for access to the Canyon Falls Bridge.
Gate software updates have been made as of the Board meeting on July 11. To open the gate successfully, owners need to punch in 0-XXXX-# where “XXXX” is their gate code. The Board reiterated that the goal of the gate is to comply with the terms of the temporary easement and to get everyone through the gate and everyone paying their share. Access with card keys and garage door-style clickers was discussed, but will take time to implement. Temporary and dedicated digital codes may also be used in situations that require it, such as emergency services and guests. The costs associated with cards, clickers, and digital codes are being evaluated so that the community is given fair and appropriate access without unnecessary financial burden.
Community Development Update
MIR owner access to public beaches was discussed as an on-going concern among the community. With sections of the community paying more directly for their respective roads, temporary easement restrictions, and unassessed parts of the road, beach access for all remains a challenge. The Board discussed article 2.9 in the Bylaws which states that owners may choose to pay an annual membership fee to enjoy MIRCC Member Property. The Community Development Committee will review the merit of an additional membership fee for access to beaches and to help offset road maintenance by doing so.
Collections Update
Annual assessments that have not been paid are now past due. To compel owners to pay their assessments, a letter will be drafted and sent to E-Section owners with past due accounts for 2015 and 2014 and a separate letter will be drafted and sent to A-Section owners with past due accounts for 2015 and 2014. The letters will explain in more detail how the assessments were calculated, what owners owe, how accounting is being managed across the community, and what is being done pro-actively to reduce costs and boost the cohesiveness of MIRCC. Proposed letters will be developed among Board members and a motion to approve and send the letters will be presented for consideration at the August Board meeting.
Next meeting scheduled for Saturday, August 8th at 9:00 a.m. at the Index Fire Station. (Note that the first Saturday in August is the Index Arts Festival, so the meeting will be held the following weekend.)
Respectfully submitted by
Carrie Byrne MIRCC Secretary