Board Meeting Minutes – October 17, 2017
Place:
In Attendance:
On Phone:
Absent:
Guests:
ACTI, Port Angeles
Gene Unger, Roxi Baxley, Jeri Boe, Mike Rauch
Denise Clarke, Donna Nichols
Hayley Wilson, Don Nunley, Jennifer Lopez
Jim Baxley
Meeting was called to order at 3:05pm.
Minutes
Roxi moved to approve the minutes as presented. Denise seconded. Motion passed.
Treasurer Report
Reports were reviewed. Roxi pointed out that she has added the memo description to the Check Detail report as Mike had requested last meeting. Roxi reviewed the Reserve Saving Accounts. She pointed out that in Road Maintenance we currently are over budget. Gene stated that the $2,000.00 was not moved into the account from last year. Roxi stated that she will move the $2,000.00 from savings along with $9,000.00 from Road Reserve to Checking.
Budget vs Actual- Roxi mentioned that the Accounting General detail of this report shows what we paid the Bookkeeper this month $4,134.86 which is up from previous months. Mike mentioned that we expected to pay her more for her services based on the report updates. Roxi mentioned that the financial audit will be taken out of the Legal and Professional Account detail. Mike motioned to approve the financial reports as presented, Jeri seconded. Motion approved.
Audit of Accounts Report: Roxi stated that after having talked to the Bookkeeper, it appears that the previous bookkeeper recorded payments / deposits differently, and that is why so many people were showing having large outstanding balances. While we do not have the complete report yet, it appears that most of the concerns were not an issue. Roxi indicates after reviewing all the reports it does not appear that late fees have ever been charged. She also stated that the water rates seem to be randomly charged to the empty lots. Gene stated that the un-developed lots (no building or water spigot) should be being charged $10.00 a month. The developed lots (a building of some sort and water) should be $30.00 a month. Roxi stated that it seems that there will be a few lots receiving a refund due to errors in billing.
Dues- October 1st any lot owing association dues will receive a $35.00 flat fee for every 6 months it is late. Water accounts will be reviewed next month.
New Business
Sewer alarm – Gene reported that the main pump alarm had been silenced at some point causing some damage to the system. He explained that there is a red button on the main station located at the community dock area. Mike suggested that we post Roger’s number near the red button so if someone is tempted to silence the alarm they will know who to call. Roxi stated she will also update website with this information.
Back flow valves – 2 valves need replaced, lot #3 and the sprinkler at the condo. As a result DC Back Flow has been hired to insulate all the back flow valves. The plan is in the spring Steve Pinnell will remove the insulation from each box and store in the shed for summer.
Cross walks – Mike reports that he is still waiting on Rainbow Sweepers to get him a quote but expects to have it by next meeting. Mike suggests that we hire Rainbow Sweeper to pick up leaves. He will call to get a bid and work scheduled.
Dock repairs – Jeri reported that she did not get any response from the email asking for interest in helping with dock repair. She suggested getting bids from contractor to see the cost. If the work can’t get done over the next month then we will table until spring and bring it back to the members for interest in April.
Parking lot – Roxi reports that the lot was flooded this morning. Gene mentioned that it is a slow drain and a redesign issue which cannot easily be fixed.
Dock slide – Gene mentioned that because the dock has not been fixed we will postpone ordering a new slide until spring.
Road patch – Gene reported that the road repair is looking good. He mentioned that next year there may be several spots that will need to be patched but overall it is looking good.
Electrical for sprinkler valve – the sprinklers at the public beach area near the parking lot have not been working. Gene mentioned that they have determined it is an electrical issue and can be addressed next spring.
Jet ski – Roxi reported that the abandoned jet ski has been moved.
Garbage – Mike reported that he cut the pick up for garbage down to one large container. Next spring he will call and have the second container delivered.
Architectural Committee update – Mike reported that all the landscaping issues have been closed out from last year. He has received several retro forms from several lots and one new form to replace a deck which was approved. Jeri mentioned that the form is not easy to find on our website. She suggested some clear instruction on the general page for those who are looking to find the form.
Plat map – Mike asked Gene if he could add the plat map to the website. Gene agreed stating that it would be a good idea and would get the map to Roxi to add.
New owners – Roxi mentioned that several lots have sold recently and one currently for sale.
New Meeting Time. It was decided that we would try moving the time of the MGHOA board meetings from 3:00pm to 3:30pm to help board members and possibly other owners to get to the meeting.
Meeting was adjourned at 5:10pm. Next regular meeting Feb. 20, 2018 at 3:30pm at ACTI.
