october 12, 2019
Mt. Index Riversites Community Club, Inc.
Board of Directors Meeting
Board members present: Mark Bollman, Lora Cox, Rebecca Davis, Michelle Griffin, CJ Holmes, Don Larsen, Dave MacFarlane, Earl Van Buskirk, Mat Williams
Absent: Carrie Byrne, Brent Corey, Gary Johnson, Kathleen EckartLove
Owners and guests: Kristin Kosiewicz, Phil Reichel
Call To Order: Mark Bollman called the meeting to order at 9:08 AM.
Introduction & Announcements
We are short-handed today because Kathleen, Carrie, Gary and Brent are unable to join us. Thanks to the volunteers who are stuffing envelopes to mail past-due statements today.
Committee Reports and Information
Executive Committee
Executive Committee members include the corporation’s president, vice president, treasurer, and secretary. We met last Friday to discuss a variety of issues we’re working on and we have two new motions to vote on today. Board members please join us after this business meeting for an in-depth discussion of collections and other matters we need your input on.
Budget & Finance
Earl Van Buskirk shared the preliminary September financial statement.
The following table summarizes the preliminary May 1, 2019 through September 30, 2019 financial highlights.
Absent: Carrie Byrne, Brent Corey, Gary Johnson, Kathleen EckartLove
Owners and guests: Kristin Kosiewicz, Phil Reichel
Call To Order: Mark Bollman called the meeting to order at 9:08 AM.
Introduction & Announcements
We are short-handed today because Kathleen, Carrie, Gary and Brent are unable to join us. Thanks to the volunteers who are stuffing envelopes to mail past-due statements today.
Committee Reports and Information
Executive Committee
Executive Committee members include the corporation’s president, vice president, treasurer, and secretary. We met last Friday to discuss a variety of issues we’re working on and we have two new motions to vote on today. Board members please join us after this business meeting for an in-depth discussion of collections and other matters we need your input on.
Budget & Finance
Earl Van Buskirk shared the preliminary September financial statement.
The following table summarizes the preliminary May 1, 2019 through September 30, 2019 financial highlights.
Past Due Road Assessments for Section A are $94,161 and for Section E are $177,131. Checking account funds for Section A are $65,849 and for Section E are $304,073.
The following table highlights the basic year-to-date owners PAID and NOT Paid.
The following table highlights the basic year-to-date owners PAID and NOT Paid.
For more details, see MIR Financials on the MIR website.
Legal/Ethics/Bylaws
Mark Bollman reported that Gary Johnson is out of town but was working on a proposed amendment to our bylaws to clarify how administrative costs are allocated to Y (Section E) and N (Section A) accounts. Gary will have more details at our November meeting.
Gary also drafted a letter regarding the Zahler Road which we will address under New Business.
E-Section Roads
Dave MacFarlane reported that E Section roads are in good shape right now. There are a few potholes. Paul would like to take out the asphalt chip patches because it interferes with snow plowing. Paul brushed on the access road, but not the road in the E Section. Brushing might be able to be done every other year.
A-Section and USFS 6020 Roads
Mat Williams reported that the roads are in good shape for the most part. The Forest Service road has been brushed and trimmed. Cold patches have already been dug up and the road is holding up much better. The Payton Creek Road bridge was worked on because it was being undermined by flowing water. Brush cutting was done in a few places to help with snow plowing later in the winter.
Other Reports and Information
No other reports.
Priority Business
Mark Bollman: “Move to approve the September meeting minutes.”
Approved:
Yes - 5
No – 0
Abstained - 3 (Rebecca Davis, Dave MacFarlane, and Mat Williams were absent)
Mark Bollman: “Move to approve September Expenditures” Approved:
Yes – 8
No - 0
New Business
Mark Bollman: “Move to send informative letter to upstream property owners and solicit comments regarding opportunity to purchase access road to Canyon Falls.”
Approved
Yes - 8
No - 0
Earl Van Buskirk: “Move to establish a limited liability company called MIR Property, LLC in anticipation of the option to purchase Zahler Road.”
Approved
Yes - 8
No - 0
Clarifying discussion after the vote was that the cost to create the LLC will be about $1,000. Subsequent MIRCC Presidents and Vice Presidents will need to be informed of their additional responsibilities as Co-Managers of the LLC. The parcel total is 44 acres from highway 2 to the river.
Discussion Topics
Kristin’s Fence: Mark Bollman reported that Michelle and Don both shared proposed motions via email and the Executive Committee has more information we would like to discuss later so this matter will be postponed until after our Executive Session meeting.
Dave: Zahler Road. Dave will table his thoughts on the Zahler purchase until the November meeting when more board members are present.
Closing Remarks
The next meeting will be on November 16, 2019 at 9 AM.
Adjournment: Mark Bollman adjourned the meeting at 9:44 AM.
Submitted by Lora Cox
(see next page)
Executive Session: After the regular board meeting was adjourned, an Executive Session was convened which included discussion of reconciling a disagreement between MIRCC and MIR property owner Kristin Kosiewicz regarding the exact boundary between MIRCC road right-of-way and a fence erected by the property owner. Following acquisition of a certified surveyors report and cost estimates, the board voted to compensate the property owner for costs associated with fence construction and removal in order to reach a final resolution.
Legal/Ethics/Bylaws
Mark Bollman reported that Gary Johnson is out of town but was working on a proposed amendment to our bylaws to clarify how administrative costs are allocated to Y (Section E) and N (Section A) accounts. Gary will have more details at our November meeting.
Gary also drafted a letter regarding the Zahler Road which we will address under New Business.
E-Section Roads
Dave MacFarlane reported that E Section roads are in good shape right now. There are a few potholes. Paul would like to take out the asphalt chip patches because it interferes with snow plowing. Paul brushed on the access road, but not the road in the E Section. Brushing might be able to be done every other year.
A-Section and USFS 6020 Roads
Mat Williams reported that the roads are in good shape for the most part. The Forest Service road has been brushed and trimmed. Cold patches have already been dug up and the road is holding up much better. The Payton Creek Road bridge was worked on because it was being undermined by flowing water. Brush cutting was done in a few places to help with snow plowing later in the winter.
Other Reports and Information
No other reports.
Priority Business
Mark Bollman: “Move to approve the September meeting minutes.”
Approved:
Yes - 5
No – 0
Abstained - 3 (Rebecca Davis, Dave MacFarlane, and Mat Williams were absent)
Mark Bollman: “Move to approve September Expenditures” Approved:
Yes – 8
No - 0
New Business
Mark Bollman: “Move to send informative letter to upstream property owners and solicit comments regarding opportunity to purchase access road to Canyon Falls.”
Approved
Yes - 8
No - 0
Earl Van Buskirk: “Move to establish a limited liability company called MIR Property, LLC in anticipation of the option to purchase Zahler Road.”
Approved
Yes - 8
No - 0
Clarifying discussion after the vote was that the cost to create the LLC will be about $1,000. Subsequent MIRCC Presidents and Vice Presidents will need to be informed of their additional responsibilities as Co-Managers of the LLC. The parcel total is 44 acres from highway 2 to the river.
Discussion Topics
Kristin’s Fence: Mark Bollman reported that Michelle and Don both shared proposed motions via email and the Executive Committee has more information we would like to discuss later so this matter will be postponed until after our Executive Session meeting.
Dave: Zahler Road. Dave will table his thoughts on the Zahler purchase until the November meeting when more board members are present.
Closing Remarks
The next meeting will be on November 16, 2019 at 9 AM.
Adjournment: Mark Bollman adjourned the meeting at 9:44 AM.
Submitted by Lora Cox
(see next page)
Executive Session: After the regular board meeting was adjourned, an Executive Session was convened which included discussion of reconciling a disagreement between MIRCC and MIR property owner Kristin Kosiewicz regarding the exact boundary between MIRCC road right-of-way and a fence erected by the property owner. Following acquisition of a certified surveyors report and cost estimates, the board voted to compensate the property owner for costs associated with fence construction and removal in order to reach a final resolution.