March 11, 2023
Mt. Index Riversites Community Club, Inc.
Board of Directors Meeting
Mt. Index Riversites Community Club, Inc.
Board of Directors Meeting
March 11, 2023
Board members present: Andrea Benson, Mark Bollman, Lora Cox, Kathleen EckartLove, Travis Ferguson, Gary Johnson, Jessica Muller, Darcy
Niedermeyer, Peter Spoerl
Absent: CJ Holmes, Dave MacFarlane, Mat Williams
Owners and guests: Julia Akin, Katherine Berg, Amy Carnell, Nathaniel Chappelle, Charles Cosse, Richard Dean Herrera, Kris Johnson, Taylor
Lightfoot, Mary Anne Meng, Roger Soderberg, Earl VanBuskirk
Call To Order: Mark Bollman called the meeting to order at 9:05 AM.
Opening Remarks and Announcements (Mark Bollman)
Board members and guests were emailed today’s Agenda and Treasurer’s Report. There are 9 board members present but the president doesn’t vote so we’ll be looking for 8 votes today.
Executive Committee Report (Mark Bollman)
Executive Committee members include our president, vice president, secretary, and treasurer. Darcy and Mark have been working on Upstream
budget and assessments for next fiscal year; Lora has Downstream’s recommendation. Kathleen and Jessica volunteered to mail the annual
meeting announcement and nominations letter to all property owners. Nominations to serve a three-year term with Board of Directors are due April
7th.
Treasurer’s Report (Darcy Niedermeyer)
News:
1. Done! This month we transitioned to an employee of Julie Stiver who will be doing our everyday work. This will save money.
a. First we addressed the Account Receivable. Bill at Stivers Accounting created invoices with finance fees for the month we
missed due to the changeover (Nov, Dec, Jan, Feb) allowing Mark to print statements for our Accounts Receivable of owners
who owe money. This will be a monthly duty along with reconciliation and applying payments to the correct owner.
b. Darcy continued to set up QuickBooks Online services categories to match our budget line items so Stivers can create
invoices for everyone.
2. Coming:
a. We will try to put a link in the invoices to pay by credit card. That keeps you in control of your data as your CC number
does not have to be sent through the mail or seen by anyone else. It works the same way with Zelle. To get the link to pay
by CC, contact Mark or Darcy and we can email it to you.
Collections Update / Legal (Gary Johnson)
Collection efforts continue productively. One highlight from this month is that we received the deed for the Martel property. It took a long time for
the deed to be registered and for us to finally get it. It will be listed for sale soon.
It seems there is a narrative in the community that the board is in the business of buying and selling property. We are not. We find ourselves in
that situation only as a last resort when other efforts to collect past road dues are unsuccessful.
There is no update on the negotiations with Canyon Falls Homeowners Association for easements in G Section and on the access road from Highway
2.
Roads Upstream (Dave MacFarlane)
Culverts for the Access Road and new planks for the railroad overpass bridge have been delivered. Plow truck cleared snow from Hwy 2 to end of South Riverside Road. Tractor filled potholes on Access Road. Grader is coming this weekend.
Red Gate (Mark Bollman)
No problems to report.
Roads Downstream (Mat Williams)
Mat asked Lora to report in his absence that the downstream roads are in good shape and pothole filling is ongoing.
Other Reports & Information (one minute, please)
No other reports.
Priority Business
Mark Bollman: “Motion to approve the February meeting minutes and post on the web site.”
The motion was approved unanimously.
Yes – 7
No – 0
Abstain – 1 (Peter Spoerl was absent at the February meeting.)
New Business
Darcy & Gary: “Motion to assess Upstream property owners $52,410 for 2023-24 fiscal year to include: Admin = $13,950, Main Road =
$16,140, Access Road = $10,760, Red Gate = $4,400, and Side Roads = $7,160.”
The motion was approved unanimously.
Yes – 8
No – 0
Lora: “Motion to assess Downstream property owners $47,590 for 2023-24 fiscal year to include: Admin = $14,515, USFS = $7,633,
Main Road = $17,809, Equipment Maintenance = $7,633.”
The motion was approved unanimously.
Yes – 8
No – 0
Darcy, Jessica: “Motion to assess $25 annual Commercial Use fee for each lot used for overnight vacation rentals per Judge Wynne’s
paragraph 39.”
The motion was approved unanimously.
Yes – 8
No – 0
Discussion Topics
Mark reiterated that board nominations are due April 7 th , and five positions are available. Dave has chosen not to run for a seat again and will leave the board after 16 years of service. Kris Johnson has nominated himself. Gary, Darcy, and Peter will go for another three year term.
Julia Akin has a concern about gravel which is deposited on her property after snow plowing and the snow melts. Mark mentioned that without
survey markers, it is not possible to know definitively what the legal boundaries are. We would certainly like to keep MIR-purchased gravel on
MIR-owned roads. If we could show Dave the Road Chair the survey markers, he could show the Paul, plow guy, who would avoid the area in the
future.
The group discussed the option of recording zoom meetings. No one on the board was in favor of recording the actual zoom meetings because minutes are taken at each meeting and any property owner has the option to attend. Dean mentioned that it is likely each person attending would have to give permission to be recorded.
Taylor asked how quickly the minutes are posted online. The minutes are usually posted online within a week. Lora usually gets them to the rest of
the Executive Committee within two days. Then the Executive Committee reviews them. After that, they are sent to the rest of the board for input.
After a few days, Darcy posts them to the website. That process is usually done within a week.
Dean brought up a safety issue. He mentioned that there have been problems with loose dogs roaming and there have been instances of dog
aggression. He stated there is a leash law in Snohomish County. Julia said she has noticed dogs roaming too.
Closing Remarks
The next meeting will be April 8 , 2023 at 9:00 AM
Adjournment
Mark adjourned the meeting at 9:55 AM.
Submitted by
Lora Cox
Board of Directors Meeting
March 11, 2023
Board members present: Andrea Benson, Mark Bollman, Lora Cox, Kathleen EckartLove, Travis Ferguson, Gary Johnson, Jessica Muller, Darcy
Niedermeyer, Peter Spoerl
Absent: CJ Holmes, Dave MacFarlane, Mat Williams
Owners and guests: Julia Akin, Katherine Berg, Amy Carnell, Nathaniel Chappelle, Charles Cosse, Richard Dean Herrera, Kris Johnson, Taylor
Lightfoot, Mary Anne Meng, Roger Soderberg, Earl VanBuskirk
Call To Order: Mark Bollman called the meeting to order at 9:05 AM.
Opening Remarks and Announcements (Mark Bollman)
Board members and guests were emailed today’s Agenda and Treasurer’s Report. There are 9 board members present but the president doesn’t vote so we’ll be looking for 8 votes today.
Executive Committee Report (Mark Bollman)
Executive Committee members include our president, vice president, secretary, and treasurer. Darcy and Mark have been working on Upstream
budget and assessments for next fiscal year; Lora has Downstream’s recommendation. Kathleen and Jessica volunteered to mail the annual
meeting announcement and nominations letter to all property owners. Nominations to serve a three-year term with Board of Directors are due April
7th.
Treasurer’s Report (Darcy Niedermeyer)
News:
1. Done! This month we transitioned to an employee of Julie Stiver who will be doing our everyday work. This will save money.
a. First we addressed the Account Receivable. Bill at Stivers Accounting created invoices with finance fees for the month we
missed due to the changeover (Nov, Dec, Jan, Feb) allowing Mark to print statements for our Accounts Receivable of owners
who owe money. This will be a monthly duty along with reconciliation and applying payments to the correct owner.
b. Darcy continued to set up QuickBooks Online services categories to match our budget line items so Stivers can create
invoices for everyone.
2. Coming:
a. We will try to put a link in the invoices to pay by credit card. That keeps you in control of your data as your CC number
does not have to be sent through the mail or seen by anyone else. It works the same way with Zelle. To get the link to pay
by CC, contact Mark or Darcy and we can email it to you.
Collections Update / Legal (Gary Johnson)
Collection efforts continue productively. One highlight from this month is that we received the deed for the Martel property. It took a long time for
the deed to be registered and for us to finally get it. It will be listed for sale soon.
It seems there is a narrative in the community that the board is in the business of buying and selling property. We are not. We find ourselves in
that situation only as a last resort when other efforts to collect past road dues are unsuccessful.
There is no update on the negotiations with Canyon Falls Homeowners Association for easements in G Section and on the access road from Highway
2.
Roads Upstream (Dave MacFarlane)
Culverts for the Access Road and new planks for the railroad overpass bridge have been delivered. Plow truck cleared snow from Hwy 2 to end of South Riverside Road. Tractor filled potholes on Access Road. Grader is coming this weekend.
Red Gate (Mark Bollman)
No problems to report.
Roads Downstream (Mat Williams)
Mat asked Lora to report in his absence that the downstream roads are in good shape and pothole filling is ongoing.
Other Reports & Information (one minute, please)
No other reports.
Priority Business
Mark Bollman: “Motion to approve the February meeting minutes and post on the web site.”
The motion was approved unanimously.
Yes – 7
No – 0
Abstain – 1 (Peter Spoerl was absent at the February meeting.)
New Business
Darcy & Gary: “Motion to assess Upstream property owners $52,410 for 2023-24 fiscal year to include: Admin = $13,950, Main Road =
$16,140, Access Road = $10,760, Red Gate = $4,400, and Side Roads = $7,160.”
The motion was approved unanimously.
Yes – 8
No – 0
Lora: “Motion to assess Downstream property owners $47,590 for 2023-24 fiscal year to include: Admin = $14,515, USFS = $7,633,
Main Road = $17,809, Equipment Maintenance = $7,633.”
The motion was approved unanimously.
Yes – 8
No – 0
Darcy, Jessica: “Motion to assess $25 annual Commercial Use fee for each lot used for overnight vacation rentals per Judge Wynne’s
paragraph 39.”
The motion was approved unanimously.
Yes – 8
No – 0
Discussion Topics
Mark reiterated that board nominations are due April 7 th , and five positions are available. Dave has chosen not to run for a seat again and will leave the board after 16 years of service. Kris Johnson has nominated himself. Gary, Darcy, and Peter will go for another three year term.
Julia Akin has a concern about gravel which is deposited on her property after snow plowing and the snow melts. Mark mentioned that without
survey markers, it is not possible to know definitively what the legal boundaries are. We would certainly like to keep MIR-purchased gravel on
MIR-owned roads. If we could show Dave the Road Chair the survey markers, he could show the Paul, plow guy, who would avoid the area in the
future.
The group discussed the option of recording zoom meetings. No one on the board was in favor of recording the actual zoom meetings because minutes are taken at each meeting and any property owner has the option to attend. Dean mentioned that it is likely each person attending would have to give permission to be recorded.
Taylor asked how quickly the minutes are posted online. The minutes are usually posted online within a week. Lora usually gets them to the rest of
the Executive Committee within two days. Then the Executive Committee reviews them. After that, they are sent to the rest of the board for input.
After a few days, Darcy posts them to the website. That process is usually done within a week.
Dean brought up a safety issue. He mentioned that there have been problems with loose dogs roaming and there have been instances of dog
aggression. He stated there is a leash law in Snohomish County. Julia said she has noticed dogs roaming too.
Closing Remarks
The next meeting will be April 8 , 2023 at 9:00 AM
Adjournment
Mark adjourned the meeting at 9:55 AM.
Submitted by
Lora Cox