November 14, 2020
Mt. Index Riversites Community Club, Inc.
Board of Directors Meeting
Board members present: Mark Bollman, Carrie Byrne, Lora Cox, Kathleen EckartLove, Michelle Griffin, CJ Holmes, Gary Johnson, Dave MacFarlane, Darcy Niedermeyer, Earl VanBuskirk, Mat Williams
Absent: Brent Corey, Rebecca Davis
Owners and guests: Ron Upshaw
Call To Order: Mark Bollman called the meeting to order at 9:04 AM.
Announcements:
Board members and guests received today’s Agenda and Budget Status Report via email. We can try to take care of some unanimous consent agenda items as they come up under Reports if they can be handled in less than one minute without further discussion. Other motions will have to be taken up later on the agenda.
Reports and Unanimous Consent Items
Executive Committee (Mark Bollman)
Executive Committee members include the corporation’s president, vice president, treasurer and secretary. This month we have been responding to phone calls and emails from property owners eager to pay delinquent accounts before the October 31st deadline. The next step will be to file liens for accounts that are over 90 days past due. Board members are invited to join us in Executive Session later this morning to further discuss Collections and an easement for Canyon Falls Homeowners Association.
Budget Status Report and October Expenditures (Carrie Byrne)
This month’s Finance Report goes through the end of October, which is now past the 90 day mark for past due invoices. Many owners with past due accounts reached out to make payments with credit cards or sent checks.
Here are highlights for the month:
October Income
$9533 - Upstream
$8639 - Downstream
October Expenses
Mark Bollman: “Motion to approve October expenditures as listed in the Financial Report that was provided via email.”
Approved unanimously:
Yes – 10
No – 0
October Meeting Minutes (Lora Cox)
Mark Bollman: “Move to approve the October meeting minutes as posted on the web site.”
Approved unanimously:
Yes – 10
No – 0
Collections Update (Gary Johnson)
A key piece of property Upstreamis in the process of being sold. MIRCC has prevailed legally with the current owner who owes MIRCC over $23,000. Escrow has requested payoff information. If the sale closes, MIRCC will get paid.
Carrie, Mark, and Gary met with Inslee Best last month to clarify questions. The meeting went well.
Access Road / PUD and CFHOA (Earl Van Buskirk)
Gary has joined Earl in negotiating with CFHOA. Gary will take the lead.
Roads Upstream (Dave MacFarlane)
Paul brought an excavator in, just in time to get ditching done before the rains came. Paul will take out the “mushrooms” that have developed from the recycled asphalt chips that were put in at the Adler Flats area years ago. The road will be much easier to plow without the “mushroom” bumps.
Roads Downstream (Mat Williams)
Road is in good shape. The “mushrooms” have already been removed from Downstream because they were causing new potholes to develop. The Forest Service road is OK. Since the Forest Service is no longer providing any material for that portion of the road, we are not making an extra effort on it.
Other Reports & Information (one minute, please)
No other reports.
New Business
Mark Bollman: “Move to authorize the law firm of Inslee Best to record a lien against the real property of any account that is now more than 90-days delinquent if no payment has been received this fiscal year, and if a lien has not already been filed.”
Approved unanimously:
Yes - 10
No - 0
Discussion Topics
Community Development Funds. Carrie reminded everyone that those funds are in separate accounts. If anyone has any ideas for non-road related projects such as a bulletin board, bring that topic up at a future meeting. Darcy would like to get a purpose statement drafted to set protocols for decision-making about use of funds. Will we honor the way the donors intended the funds to be spent? Mark responded that those funds were acquired over a long period of time and it would be difficult to back track to find out what the donors intended.
Improved Internet. Ron Upshaw mentioned wanting to get internet to his property on River Road. The current line is at capacity. To bring internet in from Route 2 is very expensive, cost prohibitive, just for him. Ziply Fiber said that 10-12 people signing up would cover the initial cost. He wondered if there is anything the board could do to help people get internet. Although the primary purpose of the MIRCC board is to maintain the roads, there may be a way for people to coordinate with each other to reach property owners outside of a board meeting.
Map of Zahler property acquisition. Carrie has a map which shows boundaries of the recent purchase of the historic Zahler property. She proposes that we eventually add it to the website after the board reviews it and produces a list of Frequently Asked Questions that people may have when they view the map. For example, one question might be, “Where can I park on the road?” Those FAQ’s will be reviewed and vetted by the board, then presented at a board meeting, and finally posted to the web page.
Mark talked about recent flat tires due to sharp gravel in the Upstream section. Darcy has had to buy two new tires, totaling about $600.00 and there is a good chance other property owners will suffer similar fates. She has also seen and read on social media that other people have had problems with flat tires. Mat said Cascade Quarry has run out of 5/8-minus which is typically used for the road. He is now trying to find a different source. Cadman says they have 1.25 and ¾-minus. Right now Downstream is looking for a new supply of rock. What we are getting now from Cascade Quarry is called shot rock. Mat will communicate with Dave if he finds a better source of rock.
Closing Remarks
The next meeting will be December 12th at 9:00 a.m.
Adjournment
Mark adjourned the meeting at 9:53 AM.
Submitted by
Lora Cox
Absent: Brent Corey, Rebecca Davis
Owners and guests: Ron Upshaw
Call To Order: Mark Bollman called the meeting to order at 9:04 AM.
Announcements:
Board members and guests received today’s Agenda and Budget Status Report via email. We can try to take care of some unanimous consent agenda items as they come up under Reports if they can be handled in less than one minute without further discussion. Other motions will have to be taken up later on the agenda.
Reports and Unanimous Consent Items
Executive Committee (Mark Bollman)
Executive Committee members include the corporation’s president, vice president, treasurer and secretary. This month we have been responding to phone calls and emails from property owners eager to pay delinquent accounts before the October 31st deadline. The next step will be to file liens for accounts that are over 90 days past due. Board members are invited to join us in Executive Session later this morning to further discuss Collections and an easement for Canyon Falls Homeowners Association.
Budget Status Report and October Expenditures (Carrie Byrne)
This month’s Finance Report goes through the end of October, which is now past the 90 day mark for past due invoices. Many owners with past due accounts reached out to make payments with credit cards or sent checks.
Here are highlights for the month:
October Income
$9533 - Upstream
- 87.1% - YTD Collection rate for Upstream
- $1367 included from a contractor that accidentally hit the green gate and paid for damages
- $97,920 - Upstream checking account balance
$8639 - Downstream
- 85.9% - YTD Collection rate for Downstream
- $5080 collected so far this year from Attorney Collection Charges, most of which the corporation pays out in advance through Administrative fees and then later sees through collections
- $1500 collected from Paytan Creek owners through side road assessments; this had historically been accounted for as a special assessment when emergency road funds were needed. Now it is a side road assessment and the income has been moved into that account.
- $107,411 - Downstream checking account balance
October Expenses
- The Board now has a Zoom license to enable meetings to go longer than 40 minutes; a charge for the $163 expense for the annual fee was split 40/60 Downstream/Upstream
- Upstream paid for a lot of gravel and road loans this month
Mark Bollman: “Motion to approve October expenditures as listed in the Financial Report that was provided via email.”
Approved unanimously:
Yes – 10
No – 0
October Meeting Minutes (Lora Cox)
Mark Bollman: “Move to approve the October meeting minutes as posted on the web site.”
Approved unanimously:
Yes – 10
No – 0
Collections Update (Gary Johnson)
A key piece of property Upstreamis in the process of being sold. MIRCC has prevailed legally with the current owner who owes MIRCC over $23,000. Escrow has requested payoff information. If the sale closes, MIRCC will get paid.
Carrie, Mark, and Gary met with Inslee Best last month to clarify questions. The meeting went well.
Access Road / PUD and CFHOA (Earl Van Buskirk)
Gary has joined Earl in negotiating with CFHOA. Gary will take the lead.
Roads Upstream (Dave MacFarlane)
Paul brought an excavator in, just in time to get ditching done before the rains came. Paul will take out the “mushrooms” that have developed from the recycled asphalt chips that were put in at the Adler Flats area years ago. The road will be much easier to plow without the “mushroom” bumps.
Roads Downstream (Mat Williams)
Road is in good shape. The “mushrooms” have already been removed from Downstream because they were causing new potholes to develop. The Forest Service road is OK. Since the Forest Service is no longer providing any material for that portion of the road, we are not making an extra effort on it.
Other Reports & Information (one minute, please)
No other reports.
New Business
Mark Bollman: “Move to authorize the law firm of Inslee Best to record a lien against the real property of any account that is now more than 90-days delinquent if no payment has been received this fiscal year, and if a lien has not already been filed.”
Approved unanimously:
Yes - 10
No - 0
Discussion Topics
Community Development Funds. Carrie reminded everyone that those funds are in separate accounts. If anyone has any ideas for non-road related projects such as a bulletin board, bring that topic up at a future meeting. Darcy would like to get a purpose statement drafted to set protocols for decision-making about use of funds. Will we honor the way the donors intended the funds to be spent? Mark responded that those funds were acquired over a long period of time and it would be difficult to back track to find out what the donors intended.
Improved Internet. Ron Upshaw mentioned wanting to get internet to his property on River Road. The current line is at capacity. To bring internet in from Route 2 is very expensive, cost prohibitive, just for him. Ziply Fiber said that 10-12 people signing up would cover the initial cost. He wondered if there is anything the board could do to help people get internet. Although the primary purpose of the MIRCC board is to maintain the roads, there may be a way for people to coordinate with each other to reach property owners outside of a board meeting.
Map of Zahler property acquisition. Carrie has a map which shows boundaries of the recent purchase of the historic Zahler property. She proposes that we eventually add it to the website after the board reviews it and produces a list of Frequently Asked Questions that people may have when they view the map. For example, one question might be, “Where can I park on the road?” Those FAQ’s will be reviewed and vetted by the board, then presented at a board meeting, and finally posted to the web page.
Mark talked about recent flat tires due to sharp gravel in the Upstream section. Darcy has had to buy two new tires, totaling about $600.00 and there is a good chance other property owners will suffer similar fates. She has also seen and read on social media that other people have had problems with flat tires. Mat said Cascade Quarry has run out of 5/8-minus which is typically used for the road. He is now trying to find a different source. Cadman says they have 1.25 and ¾-minus. Right now Downstream is looking for a new supply of rock. What we are getting now from Cascade Quarry is called shot rock. Mat will communicate with Dave if he finds a better source of rock.
Closing Remarks
The next meeting will be December 12th at 9:00 a.m.
Adjournment
Mark adjourned the meeting at 9:53 AM.
Submitted by
Lora Cox