March 9, 2019
Mt. Index Riversites Community Club, Inc.
Board of Directors Meeting
Board members present: Mark Bollman, Carrie Byrne, Brent Corey, Lora Cox, Rebecca Davis, Kathleen EckartLove, CJ Holmes, Gary Johnson, Dave MacFarlane
Absent: Earl Van Buskirk, Don Larsen, Mat Williams
Owners and guests:
Dan Harrison, Gary Hubbard, Kristin Kosiewiecz, Phil Reichel, Duane Cronkrite, Thom Bouillion
Introduction & Announcements
Mark Bollman explained that the February meeting was canceled due to snow, so there would be some catching up to do.
Bollman said letters are now being mailed to announce the annual meeting of property owners scheduled for May 4th and solicit ballot nominations from those who want to serve a three-year term on the Board of Directors. Nominations are due April 1st.
Committee Reports and Information
Executive Committee
Bollman explained that Executive Committee members include the corporation’s president, vice president, treasurer and secretary. Top priority this month will be to approve 2019-20 budgets and assessment amounts so invoices can be mailed in April.
Budget & Finance
Carrie Byrne shared the February financial statement.
Following are the highlights from the financial review:
Byrne responded that the income statement is only set up to provide a blended collection rate at this time.
Collections
Carrie Byrne said that Inslee Best has many active accounts open and moving through the collections process. There is no definitive status to report at this time.
Byrne said that the board had heard from Lynne Kelly that she plans to refinance her property to take care of her debt.
Legal/Ethics/Bylaws
Gary Johnson said there was nothing to report.
E-Section Roads
Dave MacFarlane reported that there had been a lot of snow, but E-Section dealt with it efficiently. Paul Hery and Mark Bollman snow-plowed main road from Highway 2 to Deep Woods several times and salted three shady hills repeatedly. The road remains narrow in places, due to high snow banks. MacFarlane said that E-section is at about $7k for snow plowing.
Gary Johnson mentioned that he was aware that some cars were abandoned due to snow. MIRCC did not end up impounding any abandoned vehicles because icy roads prevented the tow truck from coming.
Kathleen EckartLove said there was so much snow that there were large berms created between the main road and E-Section’s side roads. This may have seemed inconsiderate to side road neighbors, but it was not intentional. There was no place to put the snow.
A-Section and USFS 6020 Roads
CJ Holmes said that Guy Bennett was able to keep up with the A-Section plowing by working around the clock. Bennett used a two-pronged method: he first plowed the snow and then graded the roads before the next snow came. Holmes said A-Section spent $1,067 on snow removal, which seemed like a very good deal. She noted that Bennet had done some repairs on the grader, so A-Section will probably face some maintenance cost for that.
Brent Corey also praised Bennett for doing a great job. He said A-Section’s biggest problem is Paytan Creek Road, because it is not possible to drive the grader past the bridge.
Priority Business
January Meeting Minutes
Rebecca Davis circulated the minutes from the last meeting via email.
Rebecca Davis: “Move to approve the meeting minutes for January.”
Approved: Yes – 7; No – 0; Abstained: 1 (MacFarlane was absent)
January Expenditures
Carrie Byrne: “Move to approve the Check Detail report for January and Feburary expenditures.”
Approved: Yes – 8; No – 0
Invoices detail
Charges and Invoices to be paid:
A-Section Checks:
o $60.90 – Swizznet (office supplies)
o $26. 68 – Bank of America (bank/merchant fees)
o $56.92 – Staples (office supplies)
o $96.00 – SLK Accounting (accounting services)
o $33.62 – Verizon Wireless – (office supplies)
o $35.49 – PUD (utilities/street lights)
o $11.88 – PUD (utilities/street lights)
o $4,396.17 – Inslee Best (legal services)
o $158.26 – Bluehost (website hosting and domain name)
o $38.98 – Frontier Communications (office supplies)
o $1.20 – Bank of America (bank/merchant fees)
o $7.98 – Bank of America (bank/merchant fees)
E-Section Checks:
o $91.34 – Swizznet (office supplies)
o $40.03 – Bank of America (bank/merchant fees)
o $46.76 – Mt. View Gas (snow plowing)
o $57.09 – Mt. View Gas (snow plowing)
o $85.37 – Staples (office supplies)
o $8.10 – PUD (utilities/street lights)
o $144.00 – SLK Accounting (accounting)
o $23.33 – Premier Wireless (office supplies)
o $348.04 – Barmon Lumber (road salt)
o $8,172.23 – Inslee Best (legal services)
o $174.02 – Barmon Lumber (road salt)
o $237.38 – Bluehost (website hosting and domain name)
o $1.80 – Bank of America (bank/merchant fees)
o $11.97 – Bank of America (bank/merchant fees)
o $1,524.60 – R. Bates Inc. (snow plowing)
o $8,613.99 – Universal Equipment (road work)
New Business
2019-20 Budget
Bollman said that next year’s budget is still in draft form. Input is needed for things like bridge insurance for E-Section, while A-Section board members need to review the draft numbers and determine whether changes should be made.
Lora Cox asked whether the budget is the total amount we expect to collect, or the total amount we need. Bollman said there is one column in the budget for the amount we assess and another for the amount we expect to get from the assessment. He explained that the board always has to consider the anticipated collection rate in relation to the amount we need to operate.
Discussion Topics
Nominations due April 1
Bollman reiterated what he mentioned at the start of the meeting: Anyone who wants to serve on the board should self-nominate by April 1. There are four Board members with expiring terms, plus one additional vacancy.
Annual Meeting of Property Owners
The annual meeting will take place May 4th at 10:00a at the Index Fire Station.
Side Road Budgets
Due to all the recent snow, the issue of snow plowing on side roads came up. Though there is no money for plowing side roads, owners may agree collectively to be assessed an additional amount to put monies in reserve or contract for plowing independently.
Yellow Gate
Ken Hart, our easement attorney, is corresponding with the USFS regarding the yellow gate.
Closing Remarks
The next Board meeting will be at 9am on April 13th, 2019.
Respectfully submitted by Carrie Byrne & Rebecca Davis
MIRCC Treasurer & Secretary
Absent: Earl Van Buskirk, Don Larsen, Mat Williams
Owners and guests:
Dan Harrison, Gary Hubbard, Kristin Kosiewiecz, Phil Reichel, Duane Cronkrite, Thom Bouillion
Introduction & Announcements
Mark Bollman explained that the February meeting was canceled due to snow, so there would be some catching up to do.
Bollman said letters are now being mailed to announce the annual meeting of property owners scheduled for May 4th and solicit ballot nominations from those who want to serve a three-year term on the Board of Directors. Nominations are due April 1st.
Committee Reports and Information
Executive Committee
Bollman explained that Executive Committee members include the corporation’s president, vice president, treasurer and secretary. Top priority this month will be to approve 2019-20 budgets and assessment amounts so invoices can be mailed in April.
Budget & Finance
Carrie Byrne shared the February financial statement.
Following are the highlights from the financial review:
- A-Section is at 110% of collections for the $~73k budgeted; the board has collected finance charges of $4,069 and statement fees of $35 from past due assessments.
- E-Section is at 112% of $~99k budgeted; the board has collected finance charges of $9,192 and statement fees of $20 from past due assessments.
- Total income year-to-date after expenses for A-Section is $54,557; for E-Section it is $67,638.
- In February, A-Section incurred $4,396 in attorney fees for collections. For the same period, E-Section incurred $8,172 in attorney fees and $10,765 in road maintenance and snow plowing.
- The finance report shows owner accounts to which attorney collections charges are applied; when accounts are resolved through collection actions, the corporation should see that money returned.
- The corporation is in balance between assets and liabilities and equity.
- Monies in the checking/savings accounts are $88,520 higher than a year ago; total account balances for the corporation are $212,664.
- Past due accounts in A-Section total $86,022; past due accounts in E-Section total $174,894.
- For both A-Section and E-Section, there were charges for Bluehost that covered domain registration for mountindexriversites.com and website hosting for three years.
Byrne responded that the income statement is only set up to provide a blended collection rate at this time.
Collections
Carrie Byrne said that Inslee Best has many active accounts open and moving through the collections process. There is no definitive status to report at this time.
Byrne said that the board had heard from Lynne Kelly that she plans to refinance her property to take care of her debt.
Legal/Ethics/Bylaws
Gary Johnson said there was nothing to report.
E-Section Roads
Dave MacFarlane reported that there had been a lot of snow, but E-Section dealt with it efficiently. Paul Hery and Mark Bollman snow-plowed main road from Highway 2 to Deep Woods several times and salted three shady hills repeatedly. The road remains narrow in places, due to high snow banks. MacFarlane said that E-section is at about $7k for snow plowing.
Gary Johnson mentioned that he was aware that some cars were abandoned due to snow. MIRCC did not end up impounding any abandoned vehicles because icy roads prevented the tow truck from coming.
Kathleen EckartLove said there was so much snow that there were large berms created between the main road and E-Section’s side roads. This may have seemed inconsiderate to side road neighbors, but it was not intentional. There was no place to put the snow.
A-Section and USFS 6020 Roads
CJ Holmes said that Guy Bennett was able to keep up with the A-Section plowing by working around the clock. Bennett used a two-pronged method: he first plowed the snow and then graded the roads before the next snow came. Holmes said A-Section spent $1,067 on snow removal, which seemed like a very good deal. She noted that Bennet had done some repairs on the grader, so A-Section will probably face some maintenance cost for that.
Brent Corey also praised Bennett for doing a great job. He said A-Section’s biggest problem is Paytan Creek Road, because it is not possible to drive the grader past the bridge.
Priority Business
January Meeting Minutes
Rebecca Davis circulated the minutes from the last meeting via email.
Rebecca Davis: “Move to approve the meeting minutes for January.”
Approved: Yes – 7; No – 0; Abstained: 1 (MacFarlane was absent)
January Expenditures
Carrie Byrne: “Move to approve the Check Detail report for January and Feburary expenditures.”
Approved: Yes – 8; No – 0
Invoices detail
Charges and Invoices to be paid:
A-Section Checks:
o $60.90 – Swizznet (office supplies)
o $26. 68 – Bank of America (bank/merchant fees)
o $56.92 – Staples (office supplies)
o $96.00 – SLK Accounting (accounting services)
o $33.62 – Verizon Wireless – (office supplies)
o $35.49 – PUD (utilities/street lights)
o $11.88 – PUD (utilities/street lights)
o $4,396.17 – Inslee Best (legal services)
o $158.26 – Bluehost (website hosting and domain name)
o $38.98 – Frontier Communications (office supplies)
o $1.20 – Bank of America (bank/merchant fees)
o $7.98 – Bank of America (bank/merchant fees)
E-Section Checks:
o $91.34 – Swizznet (office supplies)
o $40.03 – Bank of America (bank/merchant fees)
o $46.76 – Mt. View Gas (snow plowing)
o $57.09 – Mt. View Gas (snow plowing)
o $85.37 – Staples (office supplies)
o $8.10 – PUD (utilities/street lights)
o $144.00 – SLK Accounting (accounting)
o $23.33 – Premier Wireless (office supplies)
o $348.04 – Barmon Lumber (road salt)
o $8,172.23 – Inslee Best (legal services)
o $174.02 – Barmon Lumber (road salt)
o $237.38 – Bluehost (website hosting and domain name)
o $1.80 – Bank of America (bank/merchant fees)
o $11.97 – Bank of America (bank/merchant fees)
o $1,524.60 – R. Bates Inc. (snow plowing)
o $8,613.99 – Universal Equipment (road work)
New Business
2019-20 Budget
Bollman said that next year’s budget is still in draft form. Input is needed for things like bridge insurance for E-Section, while A-Section board members need to review the draft numbers and determine whether changes should be made.
Lora Cox asked whether the budget is the total amount we expect to collect, or the total amount we need. Bollman said there is one column in the budget for the amount we assess and another for the amount we expect to get from the assessment. He explained that the board always has to consider the anticipated collection rate in relation to the amount we need to operate.
Discussion Topics
Nominations due April 1
Bollman reiterated what he mentioned at the start of the meeting: Anyone who wants to serve on the board should self-nominate by April 1. There are four Board members with expiring terms, plus one additional vacancy.
Annual Meeting of Property Owners
The annual meeting will take place May 4th at 10:00a at the Index Fire Station.
Side Road Budgets
Due to all the recent snow, the issue of snow plowing on side roads came up. Though there is no money for plowing side roads, owners may agree collectively to be assessed an additional amount to put monies in reserve or contract for plowing independently.
Yellow Gate
Ken Hart, our easement attorney, is corresponding with the USFS regarding the yellow gate.
Closing Remarks
The next Board meeting will be at 9am on April 13th, 2019.
Respectfully submitted by Carrie Byrne & Rebecca Davis
MIRCC Treasurer & Secretary