October 3, 2015
Mt. Index Riversites Community Club, Inc.
Board of Directors Meeting
Board members present: Julia Akin, Mark Bollman, Carrie Byrne, Tom Grenier, CJ Holmes, Gary Johnson, Mark Haenlein, David MacFarlane, Earl Van Buskirk, Mat Williams
Absent: Don Larsen, Patty Harbaugh, Tom Lange
Guests: Ernie Walters (Index Fire Chief), Mike Herman, John Sharf, Jenifer Bouldron, Alina Rush, Brent Corey
September Meeting Minutes
Carrie Byrne: “Move to approve the September meeting minutes.” Approved: Unanimous
Special Presentation
Ernie Walters from the Index Fire Station said they’re in talks with Burlington Northern to acquire 7-8 lots in B-Section from the railroad for Fire Department use. The lots are past the wooden bridge over the railroad tracks. By having a presence in MIRCC over the Canyon Falls bridge, the Fire Department would be better positioned to serve property owners in the area.
The Fire Department is looking for a commitment from the Board for access to one road (cul de sac near railroad bridge) and one easement (powerline) that are between the lots for driving their vehicles.
Ernie said they are hoping to acquire the property by the end of 2016 for Fire Department use.
Committee Reports and Information
Budget Status Report: Earl Van Buskirk presented the September 30th Balance Sheet and Profit & Loss statements. Total bank balances = $144,785.
Several financial highlights were reviewed:
· $36,159 more in the general fund than last year
· A-Section general fund balance = $43,976
· E-Section general fund balance = $100,809
· Total General Admin for January through September = $23,105 $6,016 less than was spent last year for the same time period
· The community has recouped $2,327 in attorney and filing fees collected from foreclosures
· Total equity to date in the Canyon Falls bridge - $234,220
· For E-Section, 94% of customers expecting to pay have paid
· Current value of amount owed by nonpayers in E-Section: $202,655
· Current value of amount owed by nonpayers in A-Section: $67,202
Collections Committee
For owners who have not paid assessments from 2014 and 2015, they will receive a last chance statement to pay by October 31. After that date, the corporation will be filing a lien. Past due amounts owed by owners in this group total $169,570.
Mark Bollman will be sending these owners a letter informing them of next steps if they don’t pay. This letter is in advance of the MIRCC attorney sending an official Intent to File Lien notice.
E-Section Roads
Vehicles that are parked on MIRCC-owned roads in E-Section have been stickered with an intent to tow. No vehicles have been towed so far, due to owners moving their cars.
Brushing and ditch maintenance in front of properties is the responsibility of owners.
Canyon Falls to US-2
Part of the shoreline permit process for the Canyon Falls bridge requires an archaeological assessment of the shoreline. This evaluation ensures the bridge and its impact does not disrupt or disturb historic, archaeological deposits.
The archaeological evaluation was provided by Tierra Right of Way Services, Ltd and determined that the bridge produces “No Effect to Historic Properties and that the project be permitted to continue without further archaeological oversight.” The cost for this required evaluation to E-Section was $2206.
Now that this evaluation is complete, the shoreline permit process can move forward. The shoreline permit requires the community to replace 2X the area affected with shoreline plantings. The Road Committee will be following the consultant’s plan for species selection and it’s recommended that we get plants in the ground very soon so they take root.
G-Section is interested in brush cutting. We are evaluating how best to brush the road from the gate in to the Canyon Falls bridge (they bill us for 80% of the cost). We are getting clarification on their bid.
Paul Hery is working on 2 things on the gate: the locking mechanism and a backup power source so the gate keypad, clickers, or cards will work when the power is out.
A-Section & USFS 6020 Roads
The Road Committee reported that roads are in good shape and Forest Service Road maintenance is going well.
Mark Hopkins emptied his contents of the grader shed and his lock is now removed.
The grader shed is now completely available for use by the A-Section Road Committee. There is a new lock on the grader shed and the Road Committee will have keys to it.
Brent Corey has a frontloader and backhoe which he’s willing to dedicate to A-Section. The equipment is located in Gig Harbor and they’d have to rent a trailer to relocate it. The trailer rental is estimated at $200-300. A-Section would need electricity to charge the batteries, etc and will look into having power restored to the grader shed.
A-Section has also come into the use of a 5-yd dumptruck – allowed to use in perpetuity for roadwork in Sec-A. The Road Committee wants to store it in the grader shed. The vehicle doesn’t require special licensing to drive. The vehicle could be used to go to a nearby quarry for materials.
A-Section Road Committee also reported that default judgment was granted against Zan Oliphant for ~$5000 for damage to the old rusty gate.
Bylaws, Ethics, Legal
Amended bylaws sent to owners earlier this summer returned a few comments. The Bylaws committee met to review comments and incorporate final changes.
Bylaws amendment highlights include:
- 2.4 – inserted “and bridges” to update the definition of “MIRCC Roads”
- 2.6 – property owner in good standing was updated to state: “one who has paid the Road Maintenance fee for the preceding year by the invoice due date of May 31st of the current fiscal year.”
- 4.3 – property owner voting for Board of Directors was updated to require that owners are in good standing to vote and that ballots may be returned via mail or in person at the annual meeting
- 4.5 – added that “Failure of a board member to remain in good standing shall result in immediate forfeiture of that member’s position on the board.”
Priority Business
Mark Haenlein & Gary Johnson: “Move to approve September invoices paid.” Approved - Unanimous
Charges and Invoices to be paid:
- Checks:
o Bridge Owner Loans - $3,739.33
o Acrow Corporation of America - $4,736.17
o Wetland Resources Inc (shoreline permit) - $560
o Pro-Comm Inc (gate software & equipment) - $6,100.26
o Paul Hery (gate repair) - $400
o SLK Accounting Services (August for E-Sec) - $390
o SLK Accounting Services (August for A-Sec) - $240
o John Vos Trucking (hauling asphalt grindings) - $1,050
New Business
Mark Bollman & Gary Johnson: “Move to authorize the law firm of Adams & Duncan to file Motions for Summary Judgment in the Cruden and Parks foreclosure cases.” Approved: 9 Yes, 0 No
After numerous times notifying with past due invoices, Cruden and Parks have both written to Adams & Duncan. They are not disputing that they need to pay, just that they want more time to pay. Payment sums proposed were very small and the time to make payments is long past.
Summary Judgment is a less costly action to take before going to trial and would give MIRCC the right to title of the property to auction it off. If MIRCC is turned down at Summary Judgment, then the case will go to trial.
Gary Johnson & CJ Holmes: “The Bylaws, Ethics and Legal Committee moves the adoption of proposed amendments to the MIRCC Bylaws contained in the document referenced as ‘proposed amendments 09-27-15,’ including ‘of the current fiscal year’ at the end of 2.6.” Approved: 9 Yes, 0 No
Earl Van Buskirk & Gary Johnson: “Move to set October 31 goal to have all B/C/E-Section property owners using gate cards/clickers and discontinue old gate codes.” Approved: 8 Yes, 1 No (Akin)
Gravel & Grading for E-Section
Mark Haenlein postponed the discussion of gravel and grading until the November meeting. We need to discuss whether E-Section should purchase a couple loads of gravel for pothole filling this winter. Mark Haenlein offered a verbal estimate of ~$1500 for grading and gravel before winter.
Other Comments and Discussion Topics
Gate Access Policies & Procedures
Carrie Byrne offered that she will lead the effort to draft the policies and procedures for gate access for E-Section for Board review, and will bring a proposed set to the November Board meeting. Having a set of guidelines to inform Board actions and owner gate use is key to the community successfully sharing the gate and benefitting from its investment.
Some owners offered to share their commercial keycard access policies and nationally accepted policies and procedures for gated communities as a template for MIRCC to consider. As of the meeting, less than ½ of owners in E-Section have submitted the gate forms to get a card or clicker for gate access.
There needs to be a roadmap with timelines to let people know when new procedures or enhancements to the policies & procedures will be ready. The Board recognizes that all scenarios and edge cases that affect owners must be considered.
Until formalized, the Board is operating with these guidelines for E-Section:
- Commercial codes will not be terminated
- First responder, delivery services, and public agency codes will not be terminated
- The first card is free for all owners, regardless of payment status
- The Board is working with owners only, not renters, guests, or visitors
- Family codes may be available, subject to review by the Executive Committee
The Fire Commissioner’s Board meets once a month on Wednesday nights. Any MIRCC owner should contact Ernie if they are interested.
Closing Remarks
Next meeting scheduled for Saturday, November 7th at 9:00 a.m. at the Index Fire Station.
Respectfully submitted by
Carrie Byrne
MIRCC Secretary
Absent: Don Larsen, Patty Harbaugh, Tom Lange
Guests: Ernie Walters (Index Fire Chief), Mike Herman, John Sharf, Jenifer Bouldron, Alina Rush, Brent Corey
September Meeting Minutes
Carrie Byrne: “Move to approve the September meeting minutes.” Approved: Unanimous
Special Presentation
Ernie Walters from the Index Fire Station said they’re in talks with Burlington Northern to acquire 7-8 lots in B-Section from the railroad for Fire Department use. The lots are past the wooden bridge over the railroad tracks. By having a presence in MIRCC over the Canyon Falls bridge, the Fire Department would be better positioned to serve property owners in the area.
The Fire Department is looking for a commitment from the Board for access to one road (cul de sac near railroad bridge) and one easement (powerline) that are between the lots for driving their vehicles.
Ernie said they are hoping to acquire the property by the end of 2016 for Fire Department use.
Committee Reports and Information
Budget Status Report: Earl Van Buskirk presented the September 30th Balance Sheet and Profit & Loss statements. Total bank balances = $144,785.
Several financial highlights were reviewed:
· $36,159 more in the general fund than last year
· A-Section general fund balance = $43,976
· E-Section general fund balance = $100,809
· Total General Admin for January through September = $23,105 $6,016 less than was spent last year for the same time period
· The community has recouped $2,327 in attorney and filing fees collected from foreclosures
· Total equity to date in the Canyon Falls bridge - $234,220
· For E-Section, 94% of customers expecting to pay have paid
· Current value of amount owed by nonpayers in E-Section: $202,655
· Current value of amount owed by nonpayers in A-Section: $67,202
Collections Committee
For owners who have not paid assessments from 2014 and 2015, they will receive a last chance statement to pay by October 31. After that date, the corporation will be filing a lien. Past due amounts owed by owners in this group total $169,570.
Mark Bollman will be sending these owners a letter informing them of next steps if they don’t pay. This letter is in advance of the MIRCC attorney sending an official Intent to File Lien notice.
E-Section Roads
Vehicles that are parked on MIRCC-owned roads in E-Section have been stickered with an intent to tow. No vehicles have been towed so far, due to owners moving their cars.
Brushing and ditch maintenance in front of properties is the responsibility of owners.
Canyon Falls to US-2
Part of the shoreline permit process for the Canyon Falls bridge requires an archaeological assessment of the shoreline. This evaluation ensures the bridge and its impact does not disrupt or disturb historic, archaeological deposits.
The archaeological evaluation was provided by Tierra Right of Way Services, Ltd and determined that the bridge produces “No Effect to Historic Properties and that the project be permitted to continue without further archaeological oversight.” The cost for this required evaluation to E-Section was $2206.
Now that this evaluation is complete, the shoreline permit process can move forward. The shoreline permit requires the community to replace 2X the area affected with shoreline plantings. The Road Committee will be following the consultant’s plan for species selection and it’s recommended that we get plants in the ground very soon so they take root.
G-Section is interested in brush cutting. We are evaluating how best to brush the road from the gate in to the Canyon Falls bridge (they bill us for 80% of the cost). We are getting clarification on their bid.
Paul Hery is working on 2 things on the gate: the locking mechanism and a backup power source so the gate keypad, clickers, or cards will work when the power is out.
A-Section & USFS 6020 Roads
The Road Committee reported that roads are in good shape and Forest Service Road maintenance is going well.
Mark Hopkins emptied his contents of the grader shed and his lock is now removed.
The grader shed is now completely available for use by the A-Section Road Committee. There is a new lock on the grader shed and the Road Committee will have keys to it.
Brent Corey has a frontloader and backhoe which he’s willing to dedicate to A-Section. The equipment is located in Gig Harbor and they’d have to rent a trailer to relocate it. The trailer rental is estimated at $200-300. A-Section would need electricity to charge the batteries, etc and will look into having power restored to the grader shed.
A-Section has also come into the use of a 5-yd dumptruck – allowed to use in perpetuity for roadwork in Sec-A. The Road Committee wants to store it in the grader shed. The vehicle doesn’t require special licensing to drive. The vehicle could be used to go to a nearby quarry for materials.
A-Section Road Committee also reported that default judgment was granted against Zan Oliphant for ~$5000 for damage to the old rusty gate.
Bylaws, Ethics, Legal
Amended bylaws sent to owners earlier this summer returned a few comments. The Bylaws committee met to review comments and incorporate final changes.
Bylaws amendment highlights include:
- 2.4 – inserted “and bridges” to update the definition of “MIRCC Roads”
- 2.6 – property owner in good standing was updated to state: “one who has paid the Road Maintenance fee for the preceding year by the invoice due date of May 31st of the current fiscal year.”
- 4.3 – property owner voting for Board of Directors was updated to require that owners are in good standing to vote and that ballots may be returned via mail or in person at the annual meeting
- 4.5 – added that “Failure of a board member to remain in good standing shall result in immediate forfeiture of that member’s position on the board.”
Priority Business
Mark Haenlein & Gary Johnson: “Move to approve September invoices paid.” Approved - Unanimous
Charges and Invoices to be paid:
- Checks:
o Bridge Owner Loans - $3,739.33
o Acrow Corporation of America - $4,736.17
o Wetland Resources Inc (shoreline permit) - $560
o Pro-Comm Inc (gate software & equipment) - $6,100.26
o Paul Hery (gate repair) - $400
o SLK Accounting Services (August for E-Sec) - $390
o SLK Accounting Services (August for A-Sec) - $240
o John Vos Trucking (hauling asphalt grindings) - $1,050
New Business
Mark Bollman & Gary Johnson: “Move to authorize the law firm of Adams & Duncan to file Motions for Summary Judgment in the Cruden and Parks foreclosure cases.” Approved: 9 Yes, 0 No
After numerous times notifying with past due invoices, Cruden and Parks have both written to Adams & Duncan. They are not disputing that they need to pay, just that they want more time to pay. Payment sums proposed were very small and the time to make payments is long past.
Summary Judgment is a less costly action to take before going to trial and would give MIRCC the right to title of the property to auction it off. If MIRCC is turned down at Summary Judgment, then the case will go to trial.
Gary Johnson & CJ Holmes: “The Bylaws, Ethics and Legal Committee moves the adoption of proposed amendments to the MIRCC Bylaws contained in the document referenced as ‘proposed amendments 09-27-15,’ including ‘of the current fiscal year’ at the end of 2.6.” Approved: 9 Yes, 0 No
Earl Van Buskirk & Gary Johnson: “Move to set October 31 goal to have all B/C/E-Section property owners using gate cards/clickers and discontinue old gate codes.” Approved: 8 Yes, 1 No (Akin)
Gravel & Grading for E-Section
Mark Haenlein postponed the discussion of gravel and grading until the November meeting. We need to discuss whether E-Section should purchase a couple loads of gravel for pothole filling this winter. Mark Haenlein offered a verbal estimate of ~$1500 for grading and gravel before winter.
Other Comments and Discussion Topics
Gate Access Policies & Procedures
Carrie Byrne offered that she will lead the effort to draft the policies and procedures for gate access for E-Section for Board review, and will bring a proposed set to the November Board meeting. Having a set of guidelines to inform Board actions and owner gate use is key to the community successfully sharing the gate and benefitting from its investment.
Some owners offered to share their commercial keycard access policies and nationally accepted policies and procedures for gated communities as a template for MIRCC to consider. As of the meeting, less than ½ of owners in E-Section have submitted the gate forms to get a card or clicker for gate access.
There needs to be a roadmap with timelines to let people know when new procedures or enhancements to the policies & procedures will be ready. The Board recognizes that all scenarios and edge cases that affect owners must be considered.
Until formalized, the Board is operating with these guidelines for E-Section:
- Commercial codes will not be terminated
- First responder, delivery services, and public agency codes will not be terminated
- The first card is free for all owners, regardless of payment status
- The Board is working with owners only, not renters, guests, or visitors
- Family codes may be available, subject to review by the Executive Committee
The Fire Commissioner’s Board meets once a month on Wednesday nights. Any MIRCC owner should contact Ernie if they are interested.
Closing Remarks
Next meeting scheduled for Saturday, November 7th at 9:00 a.m. at the Index Fire Station.
Respectfully submitted by
Carrie Byrne
MIRCC Secretary