Board Meeting Minutes – September 19, 2017

Place:

In Attendance:

On Phone:

Absent:

Guests:

ACTI, Port Angeles

Gene Unger, Roxi Baxley, Jeri Boe, Hayley Wilson, Mike Rauch, Don Nunley, Jennifer Lopez

Denise Clarke, Donna Nichols

Meeting was called to order at 3:09pm.

Minutes

Roxi moved to approve the minutes as presented.  Hayley seconded. Motion passed

Treasurer Report

Reports were reviewed. Discussion and review of the new reports.  Roxi mentioned that the goal of the reports is to make them easier to read and to provide a better picture of the financials.  Mike would like to know which account (from the chart of accounts) was used for the different bills and purchases.  Roxi stated that she would make that adjustment on the next report.  Don asked if there was a report that lists specifically what was spent and received.  Roxi stated that bills paid will be shown with specific info  on the check register. The question arose as to income, and Roxi stated that this particular report would not present the specific payee, but rather would show the totals received.  Mike stated that the Cost of Goods Sold report may resolve some questions

Don motioned to approve the Treasurers Report, Gene seconded. Motion approved.

Roxi reported that she was happy to be the Treasurer, but that there must be an audit of the books before she would be willing to put her name out there.  She indicated a quick overview of the dues / water paid per lot are not adding up, therefore she would like a detailed audit for each lot back to the initial purchase for the current owner.  Roxi indicated that Jennifer, our bookkeeper, is willing to perform this audit.  Jennifer has estimated that it will take her 15-20 hours to complete and will charge $33.00 an hour.  Roxi made a motion to hire Jennifer to complete the audit of all lots regarding dues and water for the current owners. Don seconded. Motion passed.

Roxi mentioned that the current water bills are on a January through December billing but she would like to have us convert to having the water bill sent on an annual basis and change to match the April through March fiscal year.  Don asked if this would be confusing to the owners who pay on a monthly basis.  Roxi stated that she did not believe it would be confusing.  Jeri motioned to change the water billing to match the fiscal year, billing annually.  Jennifer seconded. Motion passed.

Roxi mentioned that all emails to Jennifer, our bookkeeper, should go to the email: bookkeeper@maplegroveownersassn.com

Mike asked if home owners receive annual statements.  Roxi stated that members don’t now but after the audit they will start getting a statement on an annual basis, per lot.

New Business

Speed limits – proposal for speed platforms reviewed, cost $1,409.00 per platform.  Jeri suggested to add this topic for the annual meeting.  Mike mentioned that he could get a bid on painting crosswalks to get the eye of speeders specifically at the area by the public dock/beach area. Mike agreed to get a bid for paint and we would review next meeting.

Minutes filing system -Last meeting it was agreed to post the meeting minutes on the website thereby creating a system for tracking the minutes.  Roxi mentioned that Cherie Swanson stated she would provide all past minutes to her when she was next in the area.

Common area used by groups – Gene will get with Cherie Swanson to obtain meeting minutes from past meetings regarding this topic.

Hole in fence at Thompson Point– Roxi suggested to take this topic to annual meeting for a vote from the members.  Mike will get a bid for the gate so we can present a cost to the members.  Don motioned to move forward and purchase a gate for Thompson Point.  No second. Motion died.

Key fobs – Jennifer asked how do members get the key bobs when properties are sold.  And more specifically, how do those who no longer own in Maple Grove get theirs turned off. Gene stated if they are not reported to him as being held by the new owners, the key is turned off.

Architectural Committee Report – Mike reviewed last years reports.  He mentioned that there were several violations of the CCR’s but most have been repaired and closed.  Mike reviewed the new mailing that went out to all members informing them of the form to use for an architectural review submission.  He also mentioned that on the website members can find the online form and submit.

Rocks – Don asked about the rocks being moved back to the edge of the road.  Mike mentioned that moving the rocks back to the road will only create more parking problems.  Mike suggested that as a board we should look at our parking problem and develop a formal plan to reduce parking issues.

Meeting was adjourned at 5:10pm.  Next regular meeting October 17, 2017 at 3:00pm at ACTI.