FLRC Board of Trustees Meeting Minutes & Reports August 4th, 2018 at 9:30 am

Transcription

1 9:39 A.M. Call regular monthly meeting of the Board of Trustees to order President Sally Doherty at YCC Board Members Present: Sally Doherty, Mark MacDonald (P), Doug Barlow, Randy Taylor, Ken Mortellaro, Dave Stratford (P), Patrick McGillivary, John Marler, Vic Dykstra (P) [(P) - Attended by phone] Approval of minutes from the July 14th, 2018 regular Board of Trustees meeting was deferred until the Sept. 8 regular Board of Trustees meeting. Report acceptance Reports accepted as submitted Community Manager Secretary Treasurer Buildings and Grounds Legal & Collections Finance Employee Reports Reports submitted, but not read in their entirety are appended to the minutes Community Manager Marilyn Tucker-Report submitted - Discussion followed Question When are taxes due Answer August 15 Question When will annual reporting for 2016/17 be completed Answer Will get date and respond to board Responsibility - Marilyn Operations Jim Dahlquist - No report submitted Board Reports Reports submitted, but not read in their entirety, are appended to the minutes President Sally Doherty-No report submitted-discussion The President made the following statement regarding fiduciary responsibility A board has a fiduciary duty to the members to ensure the financial health of the association. Decisions of a board should be based on fiduciary responsibility that is, they should be made based on prudent business decisions for the HOA including care, maintenance, oversight of common property and adequate funding of the Reserves for the future. Vice President & Personnel Mark MacDonald - No report submitted Secretary Doug Barlow - Report submitted - No discussion Treasurer Randy Taylor No report submitted - No discussion Director Reports Reports submitted, but not read in their entirety are appended to the minutes Buildings & Grounds Vic Dykstra Question-Have we received the Dam Report from the Dam Inspector Answer-Yes Question-What is the status of the Dredge? There is an issue with the valve box Parts have been ordered Work continues with current valve box until new part arrives and can be installed Legal & Collections Patrick McGillivary-Report submitted-no discussion Committee Reports Reports submitted, but not read in their entirety are appended to the minutes Architectural Cathie Hanner-No Report-No discussion Because BOT meeting is a week early due to the Annual Meeting, the Arch. Committee has not yet met Emergency Planning Patrick McGillivary-Report Submitted-No discussion

2 Finance- Marilyn Tucker-Report submitted-no discussion Fishhawk Patrol- Heather Cissna-No report submitted-discussion as follows Informed patrol members of new residents in the community Asked how may full time residents there are Answer-Not known for sure Postman say that about 40 homes receive mail on a regular basis Garden Cathie Hanner-Report submitted-no discussion Unfinished Business August 2018 Annual membership meeting - Sally and Mark Jewell School update A lake resident will open up and lock up the Jewell school for the meeting As a result there will be no charge for the use of the school Jewell School maintenance staff will set up on Friday and tear down on Monday Jewell School will provide PA, projector and screen FLRC Inc. should bring their own projector as a back-up Annual Mailing went out on July 30Meeting agenda-after Budget Q&A the ballot will be closed and the voting committee will retire to count ballots While ballots are being counted informational presentations will be given Name change requiring 75% of membership majority campaign will kick off Solutions will make a presentation Emergency Preparedness Committee will make a presentation Name change/75% vote Patrick McGillivary Will kick off Name Change campaign at annual meeting Responsibility - Patrick Question-Will you use the lawyers recommended resolutions? Answer-Yes Process chart is hard to read The original chart assumed a target date of August 31 Since that date was moved back dates shown do not make sense Dates will be revised once a completion date is established Responsibility - Patrick Complaint 6.2 Patrick McGillivary Lake Members involved will submit a cease and desist letter stating that they will terminate commercial dog breeding on their property at Fishhawk Lake The FLRC Inc. attorney will issue a letter clarifying the position of the FLRC Inc. as to this matter and send it to the Lake Member involved Motion Ken - * I move that in regards to complaint 6.2, that FLRC no longer pursue the demand for removal of the members website. Motion passed Unanimously Relining the underdrain Vic and Patrick Relining of under-drain required by State Dam Inspector (Keith Mills) Video of under-drain piping was made and shows area of deteriorated joint gaskets Risk is that the weight of the dam may collapse the piping

3 Three different options for reline materials Click together pipe seems to be best option Reduced labor due to lack of welding Less friction and no corrugation may increase outflow Material cost estimated at $21,000 No labor at this time Bidding in process Responsibility - Vic 2 quotes expected next week 4 no quotes from prospective suppliers Solutions (FLPS) has been made aware of this project and the possible out flow improvements Follow up actions Will need to drain the lake to accomplish the task September would be the ideal time Need permission from Fish and Wildlife to drain the lake Investigating other projects that could piggy back off of this (IE east end dig out project) Calendar Doug Barlow Exploring 7 different calendar applications Google calendar is current favorite Recommendation for Board at September meeting Responsibility Doug The president requested that Doug Barlow personally contact each board member to discuss dates that should be included on the calendar. New Business Responsibility Doug Kleinschmidt- Emergency Spillway agreement Sally Kleinschmidt is a company working with AKS to complete the engineering for the emergency spillway Proposal was sent to FLRC Inc. Attorney and Insurance agent for review After review and corrections the agreement was signed and returned to Kleinschmidt Addition information: Currently we have $60,000 committed to completion of the engineering work Money to come from $115,000 borrowed from Reserves AKS and Kleinschmidt will take part in the October all agency summit for the Solutions projects Dues payment schedule- Sally Finance Committee recommends the elimination of monthly dues payments and provide only single annual dues payments or a three or four payment plan without administrative fees Discussion Pro and Con Pro Reduced book keeping Pro Money received in a timelier fashion Pro Fees eliminated Con Sudden change may place undue burden on those who have budgeted for monthly payments Motion: Patrick McGillivary * I move to have members pay annual dues in one payment or 4 equal payments; October 1st, January 1st, April 1st, and July 1st each fiscal year. * Motion: Doug Barlow * I move to lay this motion aside until the next regular board meeting.

4 Motion defeated - In favor: Ken, John, Dave, Doug Opposed Sally, Mark, Randy, Patrick, Vic: Motion: Randy Taylor * I move to call the previous question Motion Passed In favor: Sally, Mark, Randy, Patrick, Vic, John Opposed: Ken, Dave, Doug Final Vote on the previous question by Patrick McGillivary Motion Passed: In favor - Sally, Mark, Randy, Vic, John, Patrick Opposed - Doug, Ken, Dave CAI renewal Doug Barlow Motion: Doug Barlow * I move that FLRC, Inc. purchase a full board membership in the Community Associations Institute for the price of $ The Board Members that will be listed as members will be those current Board Members who are continuing through the board year of 2018/2019, and those who are newly elected at the annual meeting on August11, * Motion Passed: In favor Sally, Mark, Doug, Randy, Dave, Ken, John, Patrick Opposed - Vic Reserves repayment plan- Patrick Motion: Patrick I move to create an ad hoc committee for the purpose of recommending a repayment plan for the member approved $115,000 borrowed from the FLRC reserve account to fund Phase II engineering. * Motion Passed: Unanimously Reserves expenditures - Randy Areas requiring planning for expenditures Borrowing from Reserves Relining of the spillway pipe Emergency spillway Fish Ladder Gated Spillway It was noted that the last three items while required were capital improvement projects, are not reserve expenditures. Lake Members Open Forum: Lake Member Comment Regarding dues payment timing Lake Member stated that she would not mind if quarterly payments were extended through the 2018/2019 fiscal year, then revert back to allowing only single annual payments. Lake Member Question The east end dig out project is now in the budget. Where can information be found? Answer from Board Member-We are currently reviewing options Lake Member Question What is our policy on short term rentals? Answer from Board Member-There is a statement in the CC&R's regarding rentals After the meeting the Architectural Committee Chair showed the member where to find the policy in the CC&R's Good of the Order: None Adjournment: Randy moved to adjourn at 11:20 AM Motion passed Unanimously

5 Reports for August 4 th, 2018: Submitted reports may not have been read in their entirety and are therefore appended to the minutes. Community Manager Marilyn Tucker The reporting packet for July 31 st, 2018 will be provided to the BOT by August 10 th due to the early scheduling of the August meeting. Bank statements and credit card statements have just been received and the month of July will not be closed and reconciled by August 4 th. The banking transition is complete except for the EverBank CD. It cannot be transferred to US Bank until EverBank provides a statement to US Bank. Decisions are currently being made for CD laddering in the US bank investment account (Account 3414). Annual Meeting packets were mailed on Monday, July 30 th. The CPA has received all of the required supporting documents to process Form 990 for FY ending September 30, 2017 and will complete the annual financial review. This will be posted on the website upon receipt from the CPA. New member activity Four title transfers took place since the July 7 th BOT meeting and four additional closings are pending for the remainder of August. Finance Committee Report August 4, 2018 The Finance Committee has focused exclusively on developing the proposed budget to present to the Board of Trustees and the community in a series of meetings over the past two months. After the annual meeting on August 11 th, the Finance Committee will turn its focus on review of proposals received from reserve analysts and will make recommendations to the Board of Trustees after all proposals are reviewed. Legal Patrick McGillivary August 4, 2018 Continued coordinating with Amanda Anderson on FLRC legal issues. Evaluated Kleinschmidt engineering contract, made recommended change. Attended meeting in Portland law office.

6 FLRC Emergency Preparedness Meeting Tuesday, July 24, 10 a.m. Patrick and Heather s house Members Present: Mike Johnson, Patrick McGilvary, Heather Cissna, Kat Browning, Thea Martin, Sue McCullough Minutes We welcomed new members, Thea Martin and Kat Browning, who will be co-leading pet safety planning and projects. We updated our to-do checklist and assigned tasks Mike, Incident Commander, has completed his first FEMA EP class and is enrolled in a second one in August. He recommends that we clearly identify the Incident Command Vehicle as THE emergency disaster center. We need to communicate our planning and activities to our Fishhawk Road neighbors who are not a part of the HOA. We also need to clearly identify ourselves as emergency responders with some form of ID. We planned our presentation for the Annual meeting on August 11. We are holding a Red Cross First Aid class open to FLRC HOA members and our Fishhawk Road neighbors on August 9 a.m. Thea and Kat are planning a free Pet Care in an Emergency class on August 9 a.m. followed by a Pet First Aid class from 9:30 to 11:30 a.m. There will be a $10 charge for the first aid class as a donation to the FLRC EP Committee. They are also preparing handouts for the Annual meeting. We will have a paper version of the EP Survey for distribution at the Annual meeting and also publicize the online version to try and get a better response rate. We are planning to hold a Community Emergency Response Training (CERT) course this winter. It is a class that meets once a week for 8 weeks. EP Committee members are asked to participate. It is also open to other members of the community. Our next EP Committee meeting is August 10 a.m. at Patrick and Heather s home. B&G Vic Dykstra August 4, 2018 Dredging has continued despite more mechanical issues. With parts ordered and the dredge pulling to one side silt continues pumping. Most of the repairs were a great success and function well. The others continue to keep Jim busy. Relining the underdrain has become a priority since the dam inspection. A scope was ordered. We now have video footage of what it looks like all the way to the valve. For its age the valve has held up well. The age of the pipe requires the relining. It is time. Waiting for quotes on cost. These should be available soon. Grounds maintenance continues. YCC and the office crawl spaces were viewed for dry rot. Some very minor spots were found and will be repaired next month.

7 Fishhawk Lake Reserve & Community, Inc. Balance Report Ending Balances as of July 31, 2018 Cash on Hand: Total Comments OPS - US Bank Checking , OPS - US Bank Payroll , RSV - US Bank MM , RSV - US Bancorp Investments , Add'l $50K required for Aug & Sept PR Exp RSV - EverBank , Tfr in transit to US Bancorp $ Total Bank Accounts 822, Accounts Receivable: Member Dues Outstanding $ 72, Estimated $50K uncollectible Credit Cards: US Bank CC Jim Dahlquist 1, Dredge fuel pump & misc parts for dredge US Bank CC Vic Dykstra 0.00 US Bank CC Kevin Adolphson $ Columbia County Fill Permit US Bank CC Marilyn Tucker Office Supplies, postage $ 2, Paid in full 8/18/18 `