June 13, 2020
Mt. Index Riversites Community Club, Inc.
Board of Directors Meeting
Opening Statement: We only had 40 minutes to conduct this meeting because of the Zoom time limitation. We stuck to the agenda and kept reports concise. Carrie managed voice traffic to eliminate cross-talk. Thanks to Carrie for setting up, hosting, and monitoring the Zoom meeting.
Board members present: Mark Bollman, Carrie Byrne, Lora Cox, Rebecca Davis, Kathleen EckartLove, Michelle Griffin, Gary Johnson, Dave MacFarlane, Darcy Niedermeyer, Earl VanBuskirk, Mat Williams
Absent: CJ Holmes, Brent Corey
Owners and guests: Heidi Harder, Christine Sarver, Kimberly Rodriguez
Call To Order: Mark Bollman called the meeting to order at 9:06 AM.
EXECUTIVE COMMITTEE REPORT
Executive Committee members include the corporation’s president, vice president, treasurer and secretary. Thanks to Kathleen’s kids for helping stuff and mail all the assessment invoices which will be due June 30 this year. Lots of checks are coming in already but recent deposits are not included yet on the May 31 budget report which Carrie emailed to us and which will be discussed later.
MAY MEETING MINUTES
The provisional minutes have been posted on the website for everyone’s perusal.
Mark Bollman: “Move to approve the May meeting minutes as posted on the web site.”
Approved unanimously:
Yes – 10
No – 0
BUDGET STATUS REPORT AND MAY EXPENDITURES
The following tables summarize Carrie’s presentation of the Financial Report ending on May 31, 2020, which is the beginning of the fiscal year.
Board members present: Mark Bollman, Carrie Byrne, Lora Cox, Rebecca Davis, Kathleen EckartLove, Michelle Griffin, Gary Johnson, Dave MacFarlane, Darcy Niedermeyer, Earl VanBuskirk, Mat Williams
Absent: CJ Holmes, Brent Corey
Owners and guests: Heidi Harder, Christine Sarver, Kimberly Rodriguez
Call To Order: Mark Bollman called the meeting to order at 9:06 AM.
EXECUTIVE COMMITTEE REPORT
Executive Committee members include the corporation’s president, vice president, treasurer and secretary. Thanks to Kathleen’s kids for helping stuff and mail all the assessment invoices which will be due June 30 this year. Lots of checks are coming in already but recent deposits are not included yet on the May 31 budget report which Carrie emailed to us and which will be discussed later.
MAY MEETING MINUTES
The provisional minutes have been posted on the website for everyone’s perusal.
Mark Bollman: “Move to approve the May meeting minutes as posted on the web site.”
Approved unanimously:
Yes – 10
No – 0
BUDGET STATUS REPORT AND MAY EXPENDITURES
The following tables summarize Carrie’s presentation of the Financial Report ending on May 31, 2020, which is the beginning of the fiscal year.
Value |
Upstream Users |
Downstream Users |
Total |
Ordinary Income/Expense |
|||
Income |
1,000 |
223 |
1,222* |
Expense |
|||
Roads |
1,134 |
679 |
1,813 |
General/Admin |
478 |
409 |
886 |
Total Expense |
1,612 |
1,087 |
2,699 |
Net Ordinary Income |
-612 |
-865 |
1,477 |
*Difference is due to rounding.
The following table shows the collections and past due amounts for each section in MIR, for the month of May 2020.
The following table shows the collections and past due amounts for each section in MIR, for the month of May 2020.
Upstream Users |
Downstream Users |
TOTAL |
|
Collections |
1,000 |
223 |
1,223 |
Past Due |
176,761 |
93,908 |
270,669 |
Carrie reminded everyone that these numbers will change significantly once checks come in from property owners for the most recent assessment. The deadline for road dues payment was extended one month, to June 30, 2020, because of the COVID-19 situation.
Darcy suggested that the financial report have consistent labels across the report that designate the different sections of MIRCC. Carrie responded that she would create a motion for the next meeting to have official nomenclature to differentiate the part of MIR above the landslide and the part below the landslide.
Mark Bollman: “Motion to approve May expenditures as listed in the Financial Reports provided via email.”
Approved unanimously:
Yes – 10
No – 0
COLLECTIONS UPDATE
Gary Johnson stated that the committee is comprised of board members from both A and E sections. The Committee has asked our attorneys to pursue collections efforts against more property owners. A Section members made the decisions about whom to pursue in A Section, and E Section members in E Section.
ACCESS ROAD / PUD and CFHOA
Nothing to report. Earl is reaching out to meet with people face-to-face as soon as the COVID restrictions ease.
ROADS UPSTREAM
Paul Hery’s tractor filled potholes from Hwy 2 to South Riverside Road. Alder Loop has side-road assessment this year so those residents are looking forward to gravel and grading soon. We also plan to add another concrete barrier at the latch side of Green Gate where motorcycles have made a muddy mess.
Dave would like to re-pile rocks into potholes. Dave will ask Paul to have Voss bring in a load of rock to those places.
ROADS DOWNSTREAM
Roads for the most part are in good shape. To address current pothole problems from Route 2 to the arch, we will need a break in the weather. Roads are otherwise good in the community.
Rebecca asked what the status report is on the Forest Service road that is caving in just off Route 2. The cones are gone. Mat responded that we took markers, cones, and signs down. The Forest Service put the big rocks there instead. We have not heard from the Forest Service on the long term plan for the road. A long term plan may be dependent on NEPA (National Environmental Policy Act), which is a Federal process.
OTHER REPORTS AND INFORMATION
No other reports.
NEW BUSINESS
NEW WEBSITE
Carrie has been updating and upgrading the website. There will be a month-long trial period to “test drive” it, with comments incorporated before the final change-over in July.
MIRCC's current website requires significant maintenance and is hosting a lot of content that hasn’t been touched in years. A new draft website has been produced and released for Board member and owner review and feedback at https://mircc.weebly.com/
Board members and owners are invited to comment on the new website between the June to the July meetings. Once feedback is reviewed and incorporated, a motion will be brought to the Board for a vote to replace the existing website.
Key items of note regarding the new draft website:
MIRCC has no e-commerce availability for paying the road assessment at the present time.
Carrie reminded board members to submit their photos.
DISCUSSION TOPICS
Mark announced that the road assessments are due June 30th.
Kimberly Rodriguez inquired about assessments and is interested in a hard copy of the Bylaws. The executive committee will start an email exchange with Kimberly to explain assessments. Bylaws are available on the MIRCC website.
Christine Sarver is interested in a welcome letter or similar content to help owners new to the community understand how assessments are calculated and how to participate in Board meetings. This information will be incorporated into the new website to help new owners get the information they need.
ADJOURNMENT
Mark adjourned the meeting at 9:37 AM.
The next board meeting will be July 13, 2020 at 9:00 AM.
Submitted by
Lora Cox
Darcy suggested that the financial report have consistent labels across the report that designate the different sections of MIRCC. Carrie responded that she would create a motion for the next meeting to have official nomenclature to differentiate the part of MIR above the landslide and the part below the landslide.
Mark Bollman: “Motion to approve May expenditures as listed in the Financial Reports provided via email.”
Approved unanimously:
Yes – 10
No – 0
COLLECTIONS UPDATE
Gary Johnson stated that the committee is comprised of board members from both A and E sections. The Committee has asked our attorneys to pursue collections efforts against more property owners. A Section members made the decisions about whom to pursue in A Section, and E Section members in E Section.
ACCESS ROAD / PUD and CFHOA
Nothing to report. Earl is reaching out to meet with people face-to-face as soon as the COVID restrictions ease.
ROADS UPSTREAM
Paul Hery’s tractor filled potholes from Hwy 2 to South Riverside Road. Alder Loop has side-road assessment this year so those residents are looking forward to gravel and grading soon. We also plan to add another concrete barrier at the latch side of Green Gate where motorcycles have made a muddy mess.
Dave would like to re-pile rocks into potholes. Dave will ask Paul to have Voss bring in a load of rock to those places.
ROADS DOWNSTREAM
Roads for the most part are in good shape. To address current pothole problems from Route 2 to the arch, we will need a break in the weather. Roads are otherwise good in the community.
Rebecca asked what the status report is on the Forest Service road that is caving in just off Route 2. The cones are gone. Mat responded that we took markers, cones, and signs down. The Forest Service put the big rocks there instead. We have not heard from the Forest Service on the long term plan for the road. A long term plan may be dependent on NEPA (National Environmental Policy Act), which is a Federal process.
OTHER REPORTS AND INFORMATION
No other reports.
NEW BUSINESS
NEW WEBSITE
Carrie has been updating and upgrading the website. There will be a month-long trial period to “test drive” it, with comments incorporated before the final change-over in July.
MIRCC's current website requires significant maintenance and is hosting a lot of content that hasn’t been touched in years. A new draft website has been produced and released for Board member and owner review and feedback at https://mircc.weebly.com/
Board members and owners are invited to comment on the new website between the June to the July meetings. Once feedback is reviewed and incorporated, a motion will be brought to the Board for a vote to replace the existing website.
Key items of note regarding the new draft website:
- The cost is cheaper than the current site. We are paying $10.99/mo plus tax for hosting and will benefit from $6/mo with a yearly plan ($9/mo if we pay monthly)
- Our current hosting fees are paid through Feb 2022; we will look into reimbursement for fees after migrating to the new site
- The site is live now, although hosted off Weebly. Once we subscribe to the Weebly platform, we can change the URL to mountindexriversites.com and retire the existing site
- Only the latest meeting minutes and financials are shown as a proof of concept. Prior meeting minutes will be produced during the month.
- Owner commenting is supported on blog-style news and announcements only. We will need a volunteer from the Board to moderate comments if they become inappropriate.
- We will make an effort to transfer over registered users from the old website for the purposes of email notification when announcements are made. Some people will need to subscribe again to receive notices.
- Content not used for two years or more has been removed from the new site. This includes Forums, Picture Gallery, Polls, and Block Watch. Since the original site was released, Facebook and other owner-managed social platforms are a better environment for this content.
- There is a contact form for feedback on the site here: https://mircc.weebly.com/contact.html
MIRCC has no e-commerce availability for paying the road assessment at the present time.
Carrie reminded board members to submit their photos.
DISCUSSION TOPICS
Mark announced that the road assessments are due June 30th.
Kimberly Rodriguez inquired about assessments and is interested in a hard copy of the Bylaws. The executive committee will start an email exchange with Kimberly to explain assessments. Bylaws are available on the MIRCC website.
Christine Sarver is interested in a welcome letter or similar content to help owners new to the community understand how assessments are calculated and how to participate in Board meetings. This information will be incorporated into the new website to help new owners get the information they need.
ADJOURNMENT
Mark adjourned the meeting at 9:37 AM.
The next board meeting will be July 13, 2020 at 9:00 AM.
Submitted by
Lora Cox