Annual Meeting – April 8, 2017 – DRAFT

Place:  Port Angeles Senior Center

The meeting was called to order at 9:15am.

In attendance.  Winston Wilson, Ron Gilles, Andrea Gilles, Mike Rauch, Jim Cammack, Barbara Cammack, Gene Unger, Terry Reid, Robert Craven, Kathleen Craven, Donna  Nichols, Todd Nichols, Tammy Witherell, Hayley Wilson, Roxi Baxley, Jim Baxley, Pam Boyd, Diane Horton, Connie Black, Steve Pinnell, Joann Pinnell, Ed Donohue, Trix Donohue, Jeri Boe, Phil Lepper, Sherri Lepper, Tom Fox, Barry Swanson, Cheri Swanson, Tom Beard, Margaret Henson, Clell Henson.

Proxies:  Don & Suzie Nunley (Mike Rauch), Elaine Griffin (Jim Cammack), Denise Clarke & Jane Emanuel (Mike Rauch), Oscar & Jennifer Lopez (Roxi Baxley), Jerry & Elise Allen (Roxi Baxley), Charles & Lisa Lisk (Ed Donohue), Roger & Deena Wheeler (Gene Unger), William & Bernice Clem (Roxi Baxley), James & Julie Schumacher (Roxi Baxley), Jay & Lisa Divelbiss (Roxi Baxley), Roberto & Tara Lopez (Roxi Baxley).

Minutes. Minutes from 2016 Annual Meeting were reviewed.  Hayley Wilson made a motion to accept the minutes as presented. Tom Beard seconded. Motion carried.

Treasurer’s Report. Due to Jennifer Linde (Bookkeeper) not being in attendance, there were no financials to be presented, therefore this was moved to Budget Discussion.

Board Elections.  Roxi Baxley moved that the open position, resulting from Mary Hunchberger’s resignation, be moved to a 3-year position so as to work toward balancing out the board member elections.  Currently, this year there would be ONE open position, 2018 would have FOUR and 2019 would have FOUR. With this motion it will become TWO – THREE – FOUR. Hayley seconded the motion. Motion passed.

Gene call for nominations for board positions that are open (2). The nominations were:

• Gene Unger (Tom Beard)
• Jeri Boe (Jim Baxley)
• Winston Wilson (Hayley Wilson)
• Margaret Henson (Cheri Swanson)
• Andrea Gilles (Todd Nichols)

Phil Lepper moved to close the nominations. Nominations were closed.

Written ballots were submitted.

Board Members:

• Gene Unger
• Jeri Boe

Proposed Budget. Gene discussed the proposed budget. After reviewing the budget, the following questions were asked:

• Should we cap expenditures
• Winston Wilson asked about the increase in General Accounting. Cheri Swanson stated that bookkeeper is paid by the hour. Jim Cammack asked if, when the accounting was moved from Tammy Lopeman to Jennifer Linde, there was an audit performed. Gene stated there was not, but it probably should be.
• Winston Wilson asked about the potholes on the driveway at the highway – stated it needs to be fixed. It was explained that anyone can call the State Road Department to make the request. Connie Black asked for the number. Gene indicated he had the number and would get it out.
• Operating expenses. Gene stated it was a new line item as we had never budgeted for it specifically.
• Rental. The monies budgeted in this account are for “maybe”. We do not anticipate needing the monies, but wanted it in the budget just in case.
• Snow Removal. This was a horrible year, and the $1,000 in the budget did not cover the expense. It was felt it would be prudent to budget higher amounts.
• Gate Repair. $3,335 bid to paint the gate by Allform and $2,475 to clean up the fencing area.
  • Diane Horton asked how long the paint was expected to last. Gene stated 20 years.
  • Bob Craven asked if any other bids had been received. Gene stated no one else has shop large enough to paint the gate.
  • Jim Cammack asked if the gate could be painted in place. Steve Pinnell indicated there were too many contaminates involved. Jim stated that Soda Blasting was not a contaminate. Gene pointed out that only one person on the peninsula is qualified for Soda Blasting.
• Dock Repair. Gene stated that currently any repairs for the dock come out of Dock Reserves.
• Telephone. The question was what makes up this charge.
• Utilities. The question was asked why it was up $3,600 over the 2016 budget. Gene stated that we currently have 8 sewer pumps; 2 well pumps; 2 pressure pumps.
  • Winston asked about the addition of the light at the top of the highway. Gene stated it was an $8 per month increase.
  • Gene then told Ed and Trix Donohue that the Board would be asking them for permission to plug an extension cord into their power box to power up the Maintenance / Mower Shed. He stated it would be requested of either the Donohue’s or Swanson’s.
  • Mike Rauch stated we moved Garbage from its own line item to Utilities, which would account for the increase.
• Roxi Baxley asked if there was a reason that we couldn’t look at an Assessment to cover some of these items (Dock Repair, Gate Painting, etc.) as opposed to a dues increase.
• Phil Lepper asked about Dock Repairs coming out of Dock Reserves.
• Winston Wilson brought up the docks and said that much of his dock repair was due to the creek.
• Jim Cammack asked why we would be increasing the dues for Dock Repair when there was money in the reserves.

Winston Wilson moved to remove the Dock Repair from the budget. Phil Lepper seconded. Discussion followed.

• Steve Pinnell suggested that we add Dock Reserve to the budget next year.
• Tammy Witherell agreed that this should be addressed next year.
• Tom Beard asked how much was a floating dock.
• Bob Craven stated that $14,500 in Dock Reserves wasn’t a big reserve.
• Mike Rauch asked Gene what it would cost to replace the docks. Gene indicated that it would be between $160,000 / $180,000.
• Jeri Boe asked if the amount in the budget was to replace the anchors. Gene stated it was and for some minor dock repairs.
• Pam Boyd explained that $14,500 was a pittance as the value becomes less year after year (reserve stays the same, costs increase).
• Tammy Witherell asked about making this an assessment.
• Bob Craven stated that he didn’t feel that the HOA members should hamstring the board.
• Ron Gilles stated that as a real estate broker, that the proposed HOA dues were not unreasonable.  He further stated that budgeting is about looking forward.
• Hayley Wilson stated the better we maintain our properties, the more value for our properties.
• Mike Rauch stated that the HOA was living on a shoestring.
• Jim Cammack stated he agreed that the HOA fees were not unreasonable.
• Barbara Cammack said she would be more amenable to the dock expense if she felt the docks were being taken care of.
• Gene stated that most of the docks are in good shape.
• Winston Wilson stated another option could be drop the Dock Repair to $1,000 and keep it constant.
• Mike Rauch asked exactly what the $5,000 would be paying for:
  • $1,000 – anchors
  • $4,000 – repairs (which is due to damage from the docks being out of position)

Bob Craven moved to accept the budget as presented. Todd Nichols seconded. Motion passed (27 yea / 17 nay).

Dues were increased to $875.00 per lot.

VRBO.  Gene presented a handout to the members regarding Number of Bedrooms per Building, Health Department Requires that he had prepared based on the Clallam County approval of the development of Maple Grove, stating this information was approved in the final adoption of the documents of the plat.

A group of Maple Grove homeowners prepared and signed a letter and other documentation from both an attorney they had hired (Michael Spence) and an attorney that the Maple Grove Board had hired (Craig Miller) as well as current Renters Rules that are in place (and found on the website).

Many questions and much discussion was had on this issue:

• Jeri Boe asked how does Gene’s handout pertain only to VRBO. Gene stated that it pertains to everyone as the information comes from the Health Department.
• Jim Baxley asked about family members. Gene stated this was only in reference to advertisements for Vacation Rentals.
• Roxi Baxley asked how many bedrooms were deemed to be permitted in the RV lots. Gene stated he had no idea.
• Phil Lepper asked what defines a VRBO.
• Winston Wilson stated there was a County meeting held last fall. In that meeting Mike Chapman stated that it falls to the septic system, as it not something the county would police.
• Gene explained that from a management standpoint allowing overuse of the septic system would be irresponsible. He further stated that he is a Licensed Civil Engineer in the State of Washington.
• Winston explained that his house is a 3BR with a 2BR permit. Gene said he wasn’t going that way, that the permit is what the house was based on at the time of the permit. Andrea Gilles explained that she couldn’t advertise to see a 2BR house as a 3BR, as a licensed realtor.
• Barbara Cammack asked how they defined RVs. Gene reiterated that he didn’t know what the septic permit was for as it related to the RVs.
• Jim Cammack said he spoke to Jim Jones who stated that it was not a revenue issue, it’s health department only.

Gene asked if anything should be done, as an HOA, regarding VRBOs.

• Jim Baxley stated he believes that VRBOs should be allowed so long as they advertise the proper number of bedrooms. he also stated that if this were to become a legal issue, that the court costs would be paid by all.
• Joann Pinnell stated that these people are renting, but not living here. That they may not care about our rules, or what property damage they may cause.
• Donna Nichols stated that may we should limit the number of people who stay in each VRBO unit because it stresses our resources. If we simply enforce our septic rules to two persons per bedroom there will be many other benefits to our community other than making our septic system happy. Wear and tear on our docks, gate and lawns not to mention the savings we would have in trash and sanican services.
• Ron Gilles said he was the first one in Maple Grove to start the VRBO. He stated they have their own set of rules and these rules are sent out to the renters at the time of the rental agreement.
• Jeri Boe said that she agrees. She believes that there is more stress on the system when she has her family out, than when there are renters. She limits the number of people that will allow to rent her place to a much lower number than the family and friends that come out when she is here.
• Ron Gilles stated that they rent mostly to non-locals.
• Winston Wilson stated that there is a deposit that is charged based on following their rules and more.
• Todd Nichols stated he was concerned about the safety of the kids and the liability of the renters. That maybe we need a system of controls and a contact list.
• Roxi stated that instead of creating “Renters Rules” we create Neighbor Rules. Rules that apply to everyone that is at Maple Grove, not just renters.
• Jim Baxley agreed, stating that VRBO owner rules can differentiate from Maple Grove Rules.
• Mike Rauch stated this was a tough topic. He suggested that people write down their own ideas and present them to the board.
• Roxi Baxley suggested that the VRBO Committee that was created earlier, be used for this purpose.
• Todd Nichols made a motion that we enact rules. Mike suggested that we need to create policy before a motion could be made. Terry Reid stated he sees no need for the Board to get involved in this issue, and no need to create another set of rules.  Cheri Swanson explained that when the Rules were written, they were for everyone, the word “Renters” was added later. Todd recalled his motion.

NextDoor.com. Jim Cammack reminded everyone that they should go to NextDoor.com and signup, as it is an online “neighborhood communication system” and is monitored by the Sheriff’s Department for the purpose of alerting us if there is something happening we should know about.

Annual Cleanup Day. Gene announced that the Maple Grove Cleanup Day will be April 29. He also stated he would not be in town that day so someone would need to host the potluck.

There being no further business, the meeting was adjourned at 11:15am.