june 12, 2021
Mt. Index Riversites Community Club, Inc.
Board of Directors Meeting
Board members present: Mark Bollman, Lora Cox, Travis Ferguson, Michelle Griffin, CJ Holmes, Gary Johnson, Dave MacFarlane, Christina Miller, Darcy Niedermeyer, Mat Williams
Absent: Brent Corey, Rebecca Davis, Kathleen EckartLove
Owners and guests: Peter Spoerl, Anita Shultz, Earl VanBuskirk
Call To Order: Mark Bollman called the meeting to order at 9:03 AM.
Opening Remarks and Announcements (Mark Bollman)
Board members and guests were emailed today’s agenda. The agenda includes a motion to accept the gift of Lot 35 in Block A, as well as a tentative agreement with Canyon Falls Home Owners Association.
Executive Committee Report (Mark Bollman)
Executive Committee members include our president, vice president, and secretary; we don’t have a treasurer. Lots of checks are still coming in and we continue working with SLK Accounting to get assessment payments posted promptly.
Budget Status Report (Mark Bollman)
We don’t have a budget status report yet but we’ve had plenty of income so far this year and no unusual expenditures this month. Hopefully we can catch up and review our balance sheet and accounts receivable pages next month.
Collections Update (Gary Johnson)
We’ve had another payment success from the family of a property owner that owed about $12,000. The family is stepping up to pay off all the delinquent road dues, penalties, and fees.
Canyon Falls (Gary Johnson)
We have reached a tentative agreement with Canyon Falls Homeowners Association. Gary will present the motion under New Business.
Roads Downstream (Mat Williams)
Mat reported that Downstream roads are in good shape. We are getting ready to do a surface coating on the entire asphalt road throughout the community. We will be getting material, a 5/8- asphalt grinding with a lot of fines, from Great Western. John Vos will deliver the material. We are going to use the material as a surface coat to make the entire road a solid surface.
Roads Upstream (Dave MacFarlane)
A major accomplishment this month was extensive work on the first hill coming down from Highway 2. The dump truck brought seven loads of particularly nice crushed rock from Cascade Quarry and the grader worked it in well between loads. The grader also worked from Alder Loop to green gate. The next major repair will be Yunkus Road as soon as the dump truck schedule and weather align.
Darcy mentioned that an apparent sink hole is opening up on the road towards Sunset Falls, underneath the railroad trestle. That road is now a private road, a side road. Earl thinks the culvert has split and the hole could get a lot bigger. Mark said he would have Paul look at it.
Green Gate (Mark Bollman)
Ryan Peterson deliberately wrecked the green gate again on June 3rd at 5:22 PM. He bent the actuator arm and broke the welded mounting bracket before taking a bow for the cameras. Universal Equipment welded the bracket and installed a new arm. We don’t have the invoice yet but the anticipate repair cost will exceed $1,500. The sheriff has our pictures and police report. Ryan is not a local property owner or resident.
Unrelated, the gray Ford pickup license C33677M continues attempting to use stolen gate codes.
The gate is working now.
Other Reports & Information (one minute, please)
Darcy said that Carrie gave her instructions on how to get into the website to post forms and documents. Darcy added the Community Development proposal to the website with a link to send in ideas for projects. Other than that addition, Darcy volunteered to continue working on the website, updating but not creating content. Darcy has already posted the May minutes on the website.
Michelle is leaving the board. The board thanked her for her service and wished her good luck as she starts her family.
Priority Business
May Expenditures: Mark wasn’t able to print out a report for this meeting, so there is nothing to report to the board. As mentioned in the Executive Committee report, a lot of checks are still coming in and we continue working with SLK Accounting to get assessment payments posted promptly.
Mark Bollman: “Move to approve the May meeting minutes as posted on the web site.”
Approved Unanimously:
Yes – 9
No – 0
New Business
Rebecca Davis: "Move to accept gift of Parcel No. 00525700103500 and pay excise tax and filing fee from Downstream community development funds.” Tabled from last month.
Approved unanimously
Yes – 9
No - 0
Gary Johnson: "Move to approve tentative agreement with Canyon Falls Home Owners Association regarding easement for access road and the sale of 217th Place SE within G Section. Additional provisions in Attachment A.”
Approved unanimously
Yes – 9
No - 0
Discussion Topics
Peter Spoerl introduced himself. He will be relocating back to this area and spending more time at his place. He is a real estate attorney. He volunteered to serve on the board and help with matters that concern his area of expertise.
The next meeting will be July 10th at 9:00 a.m.
Adjournment
Mark adjourned the meeting at 9:35 AM.
Submitted by
Lora Cox
(Attachment A starts on next page)
ATTACHMENT A
CANYON FALLS HOME OWNERS ASSOCIATION
MIRCC and CFHOA Easement Agreements (3JUN2021)
Absent: Brent Corey, Rebecca Davis, Kathleen EckartLove
Owners and guests: Peter Spoerl, Anita Shultz, Earl VanBuskirk
Call To Order: Mark Bollman called the meeting to order at 9:03 AM.
Opening Remarks and Announcements (Mark Bollman)
Board members and guests were emailed today’s agenda. The agenda includes a motion to accept the gift of Lot 35 in Block A, as well as a tentative agreement with Canyon Falls Home Owners Association.
Executive Committee Report (Mark Bollman)
Executive Committee members include our president, vice president, and secretary; we don’t have a treasurer. Lots of checks are still coming in and we continue working with SLK Accounting to get assessment payments posted promptly.
Budget Status Report (Mark Bollman)
We don’t have a budget status report yet but we’ve had plenty of income so far this year and no unusual expenditures this month. Hopefully we can catch up and review our balance sheet and accounts receivable pages next month.
Collections Update (Gary Johnson)
We’ve had another payment success from the family of a property owner that owed about $12,000. The family is stepping up to pay off all the delinquent road dues, penalties, and fees.
Canyon Falls (Gary Johnson)
We have reached a tentative agreement with Canyon Falls Homeowners Association. Gary will present the motion under New Business.
Roads Downstream (Mat Williams)
Mat reported that Downstream roads are in good shape. We are getting ready to do a surface coating on the entire asphalt road throughout the community. We will be getting material, a 5/8- asphalt grinding with a lot of fines, from Great Western. John Vos will deliver the material. We are going to use the material as a surface coat to make the entire road a solid surface.
Roads Upstream (Dave MacFarlane)
A major accomplishment this month was extensive work on the first hill coming down from Highway 2. The dump truck brought seven loads of particularly nice crushed rock from Cascade Quarry and the grader worked it in well between loads. The grader also worked from Alder Loop to green gate. The next major repair will be Yunkus Road as soon as the dump truck schedule and weather align.
Darcy mentioned that an apparent sink hole is opening up on the road towards Sunset Falls, underneath the railroad trestle. That road is now a private road, a side road. Earl thinks the culvert has split and the hole could get a lot bigger. Mark said he would have Paul look at it.
Green Gate (Mark Bollman)
Ryan Peterson deliberately wrecked the green gate again on June 3rd at 5:22 PM. He bent the actuator arm and broke the welded mounting bracket before taking a bow for the cameras. Universal Equipment welded the bracket and installed a new arm. We don’t have the invoice yet but the anticipate repair cost will exceed $1,500. The sheriff has our pictures and police report. Ryan is not a local property owner or resident.
Unrelated, the gray Ford pickup license C33677M continues attempting to use stolen gate codes.
The gate is working now.
Other Reports & Information (one minute, please)
Darcy said that Carrie gave her instructions on how to get into the website to post forms and documents. Darcy added the Community Development proposal to the website with a link to send in ideas for projects. Other than that addition, Darcy volunteered to continue working on the website, updating but not creating content. Darcy has already posted the May minutes on the website.
Michelle is leaving the board. The board thanked her for her service and wished her good luck as she starts her family.
Priority Business
May Expenditures: Mark wasn’t able to print out a report for this meeting, so there is nothing to report to the board. As mentioned in the Executive Committee report, a lot of checks are still coming in and we continue working with SLK Accounting to get assessment payments posted promptly.
Mark Bollman: “Move to approve the May meeting minutes as posted on the web site.”
Approved Unanimously:
Yes – 9
No – 0
New Business
Rebecca Davis: "Move to accept gift of Parcel No. 00525700103500 and pay excise tax and filing fee from Downstream community development funds.” Tabled from last month.
Approved unanimously
Yes – 9
No - 0
Gary Johnson: "Move to approve tentative agreement with Canyon Falls Home Owners Association regarding easement for access road and the sale of 217th Place SE within G Section. Additional provisions in Attachment A.”
Approved unanimously
Yes – 9
No - 0
Discussion Topics
Peter Spoerl introduced himself. He will be relocating back to this area and spending more time at his place. He is a real estate attorney. He volunteered to serve on the board and help with matters that concern his area of expertise.
The next meeting will be July 10th at 9:00 a.m.
Adjournment
Mark adjourned the meeting at 9:35 AM.
Submitted by
Lora Cox
(Attachment A starts on next page)
ATTACHMENT A
CANYON FALLS HOME OWNERS ASSOCIATION
MIRCC and CFHOA Easement Agreements (3JUN2021)
- Road Easement (Priority 1)
- Agreements:
- MIRCC real estate attorney to draft initial Permanent Easement Agreement
- CFHOA real estate attorney to review prior to CFHOA signatures
- CFHOA to pay $30,000 to MIRCC for Indefinite Easement Access across MIRCC owned road from highway 2 to G-Section
- Agreement Notes:
- With best effort, MIRCC to maintain Zahler property as a green space
- Agreement to contain clear property lines and definitions of terms such as: easement, maintenance, improvements, etc…
- Agreements:
- G-Section Road & Community Beach (Priority 2)
- Agreements:
- CFHOA to pay $10,000 to MIRCC for G-Section road & community beach
- CFHOA Maintenance of G-Section road begins at the turn off onto 217th Pl SE from Mt Index River Rd, and extends to the community beach
- Agreements:
- Annual cost percentage for MIRCC and CFHOA road maintenance of the section of road between the MIRCC gate and CFHOA turn-off, and maintenance of the MIRCC gate
- Agreements:
- Road maintenance across easement
- CFHOA percentage of road maintenance 16%
- MIRCC percentage of road maintenance 84%
- MIRCC gate maintenance
- CFHOA percentage of MIRCC gate maintenance 16%
- MIRCC percentage of MIRCC gate maintenance 84%
- Adjustment of maintenance percentages must be accepted by both parties
- If community lot counts were to change, maintenance percentages to be adjusted to reflect new lot count based on percentage of lot count change up or down
- All road easement or MIRCC gate improvements are to be approved by both parties
- Without approval, initiating party is responsible for 100% of road easement or MIRCC gate improvement cost
- Road maintenance across easement
- Agreements:
- Maintenance and repair for top of Railroad Bridge within G-Section
- Agreements:
- CFHOA responsible for ongoing repair and maintenance of top of G-Section railroad bridge
- MIRCC to provide $50 x 8 lots = $400 annually to CFHOA for the following BNSF lots within CFHOA:
- 00526200600100 (parts of lots 1 and 2)
- 00526200600200 (lot 3 and part of 2)
- 00526200600400 (lot 4)
- 00526200600500 (lot 5)
- 00526200608800 (lot 88)
- 00526200609000 (lot 90)
- 00526200609100 (lot 91)
- 00526200609200 (lot 92)
- MIRCC will send BNSF an invoice for road dues annually. Once MIRCC receives payment from BNSF, MIRCC will transfer CFHOAs portion $50 x 8 lots = $400 directly to CFHOA per check or direct transfer of funds
- Agreements: