September 9, 2017
Directors Present:
Jeff Kluth, President
Michael Johnston, Treasurer/Secretary
Ken Russ
Warren Bingham
Gary Pernaa
Bill Maloney
Directors Absent: Bill Loder, Vice President
Call to order/establishment of a quorum.
There is a quorum present and the meeting was called to order at 10:07 am. 23 property owners were present at the meeting and 30 proxies that were valid. 2 proxies were for “to establish a quorum only”, 28 had an “Assigned Representative”.
Jeff introduced everyone, thanked the owners for coming. Spoke of the reason to move meeting to Ken Russ’s property. Secretary was present but we had a recording secretary to speed up the meeting, thank you Bev.
Approval of minutes:
Not going to read minutes from last meeting. Asked present members to review. Jeff asked for someone to make motion to approve after they are done reading.
Brian Garvey moved to approve the minutes. Don Cook seconded the motion, motion passed
Review of 2017 financial statement by Michael Johnston.
Two accounts, savings account, set up debit account for small purchases. Two cash accounts. Assessments outstanding, one lien filed. Michel is uncertain of situation. Received proxy for this member but it isn’t valid. In 2005 there were 6, now only 1.
All expenses from last May meeting. Asked members if they wanted detailed road report. No one responded. Jeff read the list, 8.5K on Nelson Creek road for top coat and patching. 7.5K on Goat Peak Ranch road, 4.3K on crack sealing for Big Horn way. Had to shift funds to Goat Peak Ranch road - slight deviation from budget.
Michael Johnston asked for questions on financial statement. No questions.
Bill Maloney made motion to accept, Mike Jones seconded, motioned passed
Multiyear budget - Jeff Kluth
Current $300 a year is not enough to repair and maintain the roads. Board would like to recommend a 5 year budget from 1/2018 to 12/31/2022. Used the professional road report from 2015 - original recommend $200K over 5 years but felt it was too much, called for reconstruction of Nelson Creek Road and White Tail Lane. Board felt it was overkill. They scaled it back. Talked about the Facebook page having information on the repairs. Talked about the road report a bit. Proposing spend $100K over 5 years. Breakdown of money: 33K for chip sealing on Big Horn way. White tail lane - 25K for crack sealing, partial overlay and chip sealing. Goat peak ranch - 22K for two chip sealing. There is no roads committee at this time. $11K for Rams End Lane for overlay and patching, Forest Lane $5K for overlay and crack sealing, Stuart View Road $2K for chip sealing. Nelson Creek Road is in good condition. This would be a 5 year plan to avoid having to revisit this every year.
Michael Johnston added 5 year budget will develop reserve account. RCW’s recommend a reserve account to help with disaster.
Jeff Kluth: currently on road repairs we spend about $12K annually, we will spend about $20K this year because of special assessment. Snow removal average $10K per year. Prices will go up which may eat away at reserve over years. Insurance is $1700 per year because people threaten board with lawsuits. This requires everyone to spend 20.00 per year for insurance. Spend $1K for weed control. Open up for questions and concerns about
Michael Jones: are they done chipping on Big Horn.
Michael Johnston- all road work is done. Michael Jones meant branches so topic was deferred.
Brian Meyers asked question about water situation on Goat Peak Ranch Road. Is there a beaver dam still there?
Michael Johnston: beaver dam gone. Water drain ditch dug out by Michael Johnston and Ken Russ. It is a wetlands. That’s why it will be patched and chip sealed every few years.
Bob Woodrow - suggested draining culvert. Michael Johnston - great idea but need it included in reserve budget. Jeff Kluth - suggested reserve.
Bill Maloney: Weed control spending $850 on it. He asked the guy about herbicide and spray method. Feels it is inefficient, it’s not touching the weeds. Perhaps he’s not laying down enough or wrong concentration. Bill’s questioning whether it is worth it.
Michael Johnston: They can’t use the same chemicals on Goat Peak Ranch Road because they flow into Nelson Creek. Could brush it with excavator with mower head. Keep it mowed.
Bill Maloney: Talked of spray with saline solution that will kill most of grass off. Jeff Kluth and Michael Johnston: will discuss at next board meeting. Ken Russ: - watch expense backhoe is expensive.
Roger Wilson: where is reserve noted on page?
Jeff Kluth: it’s at bottom.
Michael Johnston: used to say shortfall or excess but put in reserve account.
Jeff Kluth: noted the RCW law and what it is called.
Michael Johnston: could sign up with organizations to help us plan it. If we took a loan out, we would need a reserve account. Not required, highly recommended.
Bob Woodrow: suggested borrowing from a private individual if possible.
Marilyn Closterman: Asking for verification that it calls for extra $200 in addition to existing $300?
Jeff Kluth: Yes, if we followed recommendation it would be more.
Marilyn Closterman: Why do you want us to look like Suncadia ?
Michael Johnston: Forest Lane can be kicked apart in places and Goat Peak Ranch Road was spongy in some places. That is the use of the budget.
Brian Garvey - make motion to approve 5 year budget. Brian Meyer -seconded the motion.
Votes - not in favor of the 5 year budget, 15 total votes
In favor: 36 votes approved the 5 year budget, Will take effect 1 January 2018
Next item: Online banking
Brian Meyers - does it help the board?
Michael Johnston: toss up
Barbara Crierderman: is there a fee associated?
Michael Johnston: doesn’t know. Just starting to look into it.
Michael Johnston: How many would like us to look into it? (large show of hands.)
Jeff Kluth: we’ll look into it. Will report back on it before they do it.
Jeff Kluth: Any new business?
Bruce Balderston: what is possibility in putting a stop sign at Big Horn Way and Nelson Creek Road? His wife, Carol suggested this because a couple of months ago he almost collided with someone. Would like to know cost:
Michael Johnston: will put it up, cost about 100.00.
Bruce Balderston: making motion to install stop sign at intersection of Big Horn Way and Nelson Creek Road. Mike Jones - seconded it.
In favor: 23 opposed - 14 , motion passed. Bruce offered to assist. Michael Johnston felt the only cost would be for the sign itself since members would be doing labor and he has a post.
Mike Jones - new business., couple of mail boxes open with mail in them. Would like people to empty there mailboxes because it may attract thieves.
Brian Meyers: the post office is responsible to pull out mail.
Mike Jones - will talk to PO/mail person
Audrey: who is doing plowing:
Jeff Kluth: have one bid and it will be discussed at October board meeting. Would have answer by end of October.
Michael Johnston: past contractors have not had appropriate equipment (40,000 pound truck) so it is important to find a bidder that can do that. Need September board meeting.
Jeff Kluth: noted, will get that going.
Firewising.
Jeff Kluth: it will be completed this month after fire situation is under control, because workers are fighting the fires.
Michael: DNR project. DNR shut it down because of the IFPL.
Jeff Kluth: You will see stuff sitting around until guys are able to work on it again. Still limbing on Big Horn Way. Wanted matching funds from Department of Natural resources without adhering to 100 feet corridor. DNR has agreed to pay half and reduce corridor to 60 feet, 30 feet from center of road on each side. Final cost when all paid off is going to be about 8K about $93 a lot. Paid for out of general operating budget, no special assessment. Mentioned how upset people have been. Went over background of why board did this.
Bruce Balderston: Wants to compliment board for doing it. He’s a senior fire investigator with DNR. He was on Carlton Complex for a month. He offered to help people understand why this is important. In spring or before it snows, he will do a Firewise assessment for folks if asked. He wrote a community wildfire protection plan. He will address questions by coming to your house if you would like, to Firewise your home and land. His cell phone is: 509-607-4575, the Board thanks Bruce.
Greg Criderman: Has Goat Peak Ranch Road been validated as Firewised?
Jeff Kluth: Restriction is that Goat Peak Ranch Road is basically a wetlands, DNR unable to brush within 130 feet of Nelson Creek.
Michael: Will do more but have to stay within DNR restrictions.
Audrey: Feels it looks good from what was done so far. From people who have Firewised on their property, vine maple comes back will there be a plan to maintain the corridor?
Michael: yes, Firewise maintenance is part of budget. Michael has been doing Firewise maintenance for Kim and other owners.
Ken Russ: Were told that every 5 years it would need to be redone.
Jeff Kluth: intend to do it every few years.
Marilyn Closterman: - Thought she signed a contract with DNR. Upset with how it looks.
Jeff Kluth: Explained that we were doing Goat Peak Ranch easement only, Jeff clarified easement size for her.
Warren: Asked her about doing property as a whole. She said yes. He explained that she would need to work directly with DNR about this.
Kathy Meyers - Motion to adjourn. Seconded Mike Jones. All in favor.
With no further business, the meeting was adjourned at 11:04 am.
A motion was made by Kathy Myers, seconded by Brian Jones and carried with a unanimous vote to adjourn the meeting.
Meeting called to order at 6:35pm at the Roslyn City Chambers office
Present: Pepper Jones, Gary Pernaa, William Loder, Karen Bailey, Jeff Kluth Absent: Michael Johnston, Ken Russ Quorum Established
Minutes: Were not available at meeting to read.
Treasurers report: Owner voiced concern over verbiage in billing that used Assessment instead of Annual Dues as stated in Bylaws. Discussion: Washington State RCW 64.38.020 uses the term Assessment our Bylaws use the term Dues. Either is appropriate, but will use Dues in future communication with financial statement. We currently have 9 non-payments, the treasurer will send another invoice with the following verbiage: Payment of $300.00 for the Annual Dues and $125.00 Special Assessment is due upon receipt to avoid a lien filed and late charges.
Road Paving Update: Received two estimates for crack fill on Bighorn Way, and repair on Nelson Creek. Contacted a soil technician to review the condition of Goat Peak Ranch Road, this is no charge service. Have not received a report at the time of meeting.
Roadside clearing /Grant: Bill and Jeff will contact contractors to bid roadside clearing.
Ditch clearing- Update unavailable as both Michael and Ken were absent and are incharge of this project.
Annual Meeting Preparation: Forgot to include time and location of Annual meeting. Karen will email everyone and mail the update to owners. We will have the firewise information at the meeting.
Adjourned at 8:15 pm
Directors Present: Jeff Kluth, President; William Loder, Vice President; Michael Johnston, Secretary/Treasurer; Ken Russ; Director
Directors Absent: Gary Pernaa, Warren Bingham, William Maloney
Call to order/establishment of a quorum.
There is a quorum present and the meeting was called to order at 1800.
Approval of minutes: The May board meeting minutes approved with a minor wording change about Kerry Koziol. Jeff made the motion second by Ken, passed.
Approval of Financial Statement: Nearly all the meeting was about the 5 year budget. Using the “GPRHOA Pavement Maintenance and Repair Prioritization Plan” page 7, we decide to use the “M &R recommendation” amount of $199,273.00 for road repairs for the next five years. All agreed that the presented budget should be changed. Under the revenues section there should be two items only. Annual Dues times 86 lot times 5 years and Special Assessment of 375.00 times 86 lots times 5 years. Change operating expenses to all 5 years and change some of the amounts: Signs, fence, mailbox to $50.00. It was agreed that we need to spend about $58K for the next 5 years to get the roads into good condition. We would remove the fire wise from the budget. Ken will help Michael with the Excel spread sheet if needed.
New Business: Set a general association meeting for the 9th of September 2017 at 1000 AM. PTBD
The next board meeting will be held on 20 July at 1830. PTBD
Adjournment:
With no further business, the meeting was adjourned at 2000.
Michael Johnston
Secretary/Treasurer
Directors Present: Jeff Kluth, President; William Loder, Vice President; Michael Johnston, Secretary/Treasurer; Ken Russ; Director; Warren Bingham, Director (at meeting with face time call); William Maloney, Director
Directors Absent: Gary Pernaa,
Call to order/establishment of a quorum.
There is a quorum present and the meeting was called to order at 1810.
Approval of minutes: Annual meeting minutes approved by e-mail.
Approval of Financial Statement:
The Treasurer went over the budget/financial report. Lots of confusion about the top left section, “Revenues”. Will make some major changes to this section and e-mail to the board. Accepted pending the changes.
Old Business:
Warren made a motion to the “road repair” chart of account (74000), motion passed.
Approved Central Paving’s proposal number 2227 (Big Horn Way), proposal 2228 (Nelson Creek Rd) option 2 and the Goat Peak Ranch Rd once I receive it (about $6000 to $8000). We will budget in an annual repair cost of about $6000.00 and a chip seal every three years.
Connecting property: Don Cook has a gate in the best location between his Goat Peak Ranch and his other connecting lots. Rebecca Potter has a chain across her Goat Peak Ranch property driveway and chains and/or gates on the public side of her connecting property. Unknown if there is a gate and/or chain near the property line between the Goat Peak Ranch property and the connected property. Brian Meyers has only an unimproved bike path between the Goat Peak Ranch property and his connecting property.
New Business:
Banking:
It was discovered that Karen Baily Division 2 lot 5 is no longer on the board, Kathy Steinert sold her lot and lives out of the area and Duane Fluent passed away this spring. Jeff Kluth made a motion to request Wells Fargo Bank remove these three listed people from the authorized signers of the Goat Peak Ranch saving account number ******8177. Second by Ken Russ, passed.
Ken Russ made a motion to require a 2nd signatory on checks over $10,000 and a total of $10,000 to one vendor in 12 months. Second by Warren, passed.
Bill Loder made a motion to open a regular checking account with two debit cards for small purchases. Limit on debit card to be no more than $1000.00. Second by Warren, passed.
Line of Credit of the association: look into this option but no action to be taken until more research.
Kerry Koziol: Received a request from Kerry Koziol that he would like to start the process of leaving the association. Long discussion about how we got to this point and problems in the past. Warren made a motion that “the Board will not approve any request of an owner of Goat Peak Ranch to leave the association”, Regardless of the circumstance: second by Jeff, passed.
Scheduled Next Meeting:
The next meeting will be held on 15 June at 1830.
Adjournment:
With no further business, the meeting was adjourned at 2045.
Michael Johnston
Secretary/Treasurer
Meeting called to order 6:35 pm
Board Members present:
Owner present: Bob Woodrow
Minutes read and approved as edited-Motion Michael, second by Jeff
Financial report: Exceeded Snow removal expenses approximately $2,000.00
Motion to approve as read - Bill Second by Karen
Firewise discussion-
Kimberly -Firewise chairperson will look into $500.00 Firewise Day grant.
Karen to send list of Firewise vendors to all the board members.
Some property markers may fall within the Firewise area we will proceed with brush removal.
Road Repairs:
Karen will contact paving company to evaluate and provide an estimate once the snow recedes, hopefully in time for annual meeting.
Vacation Rentals- Bill presented concern from an owner that Vacation rentals were not allowed in our Association due to the wording in our CCR stating only Single dwelling residences. Washington State Community Association Institute discussed the following Washington Supreme Court case held in 2014: Wilkinson v. Chiwawa Communities Association, that the “single-family” refers to the type of structure permitted on the property, not who may reside there.
Discussion: Should we have a weight restrictions on roads similar to county roads?
Discussion: one owner spoke to the board stating that he would like to have his dues reduced to $75.00/yr. since his driveway is on the county road. Mentioned he has six other owners with similar situation. Board suggested the owner proceed with finding out how he can remove his property from the Association and present it at the next meeting but the Association will not assist financially in his request.
Set Annual agenda for May 6th meeting
Adjourned :8:00pm
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