Directors Present:
Jeff Kluth, President, Michael Johnston, Secretary/Treasurer
Gary Pernna, Bill Melonie, Warren Bingham, Ken Russ and
Directors Absent: Whitney Huston*
Call to order/establishment of a quorum.
There is a quorum present and the meeting was called to order at 1845. One property owner was present at the meeting (Pepper Jones).
Jeff is concerned that Whitney may not be able to be a Board member due to her marital status/ownership. Jeff said that he will contact her. Jeff also mentioned that the only reason for recusing one’s self is for a conflict of interest.
Approval of minutes:
The Secretary handed out copies the 7 June 2018 and 26 July 2018 board minutes. The minutes were accepted as written.
Approval of Financial Statement:
The Treasurer read the treasurers report and approved as written.
Cluster Mail Box: Three cluster mail boxes have been installed. The second box at the beginning of Zrebiec is temperately set in place on dunnage. Will move once part of the building is torn down. Because of some added costs and the need to hire an attorney, Jeff made a motion to have a $50.00 onetime buy in per box. The box will then remain with the property. Ken made the second and a long conversation about the buy in. The motion passed 6 to 0 but Michel stated that he had reservations.
CC&R Amendment 17: The Board (Jeff) has had a lot of complaints about gravel trucks driving up Big Horn Way to Don Cooks Goat Peak Ranch (GPR) property. The primary complainer’s are Kim Clark, Michael Broadsword and Paul Arnold. Don Cook has been having a contractor complete a lot of work on his GPR property which needed lots of soil and gravel. Don has told Jeff and Michel that for his off GPR property gravel needs, he has been bringing in the materials in via Misty Mountain Way. The three above mentioned people say that is not true and they have followed and watched the trucks go from GPR roads to the off GPR roads. This means that they had to be trespassing on Don Cook’s property. Rebecca Potter has been having gravel/dirt trucks coming to her GPR property driveway but it is unknown where the materials go to at this time. Jeff made a motion to develop a formal request letter that will be sent to owner’s that have adjoining properties to GPR. Once the Board is satisfied with the wording we will have an attorney look over the letter. Ken and Jeff are looking for a property attorney. Ken has made contact with a local attorney and we are in good condition legally with what we have completed so far. Bill Melonie was told that Rebecca Potter is completing a “Lot Line Adjustment” with the County to transfer a small amount of land from her non GPR properties to her GPR property. If this is true and is approved by the County then we the Board have no need to continue the process with Potter.
Adjournment:
With no further business, the meeting was adjourned at 2015. Unanimous vote to adjourn the meeting.
Directors Present:
Jeff Kluth: President, Bill Maloney, Michael Johnston: Secretary/Treasurer, Ken Russ, Gary Pernaa,
Bill Loder, Vice President
Directors Absent:
Warren Bingham
Welcome and call to order/establishment of a quorum.
All members present introduced themselves.
There is a quorum present and the meeting was called to order at 10:10 AM. 17 property members present - Bill Maloney and Dennis Maloney arrived after meeting commenced - 18 proxies validated.
Approval of minutes:
The minutes from last meeting were US mailed and emailed out and are on website. Minutes approved, Jay Huggins first, Brian Meyers seconded. All approved, no nays.
Financial Statement:
The Treasurer read the treasurers report. President noted that Brian Meyers will be asked to upload last financial statement to website and that covenants and bylaws, meeting notices, etc., are always available via internet. www.gprhoa.com Audrey moved to accept financial statement. Brian M. seconded. All members present approved.
Last year’s budget
Jeff reviewed pie chart on screen for budget from last year Noted that each year will be spending at least $20,000 on roads. Will keep $10,000 aside for snow removal and know that the number can go up and down from year to year. Ideally will be putting $9,000 aside for reserve fund. Haven’t been able to do in past. Noted RCWs encourage homeowners to set up reserve fund for emergency and unexpected expenses. Spending $1800 per year for board to protect board members from lawsuits. Weed control is $850 per year. Other small slivers on pie chart were maintenance for ditch brushing, and miscellaneous costs like stamps, letters, office supplies. Approved last September. Intend to use for planning next five years.
Upcoming years budget
Total on pie chart $47,000 rather than last years $43,000. Light snow year allowed carryover $4,000 from last year’s budget. Bumping up road maintenance, targeting $25,500 for road maintenance. Noted a new slice of budget for mailboxes. Two 16-slot clusters, one at entrance and one at Division 3. Noted that the cluster mailboxes is not going to reduce road budget. Onetime expense - capital investment for HOA.
Brian asked about 5-year plan about accounting for inflation on budget for plowing. Michael explained plowing budget is based upon historical costs. It’s based upon $100.00 per hour in past. Jeff noted that HOA has been using Jason Cook to do plowing. Benefit to us that he lives right by Goat Peak entrance and plows with a large dump truck.
Audrey mentioned that Jason did great job on snow plowing, responded right away. Noted that Jason may be enticed to another HOA based upon area growth, we should consider that prices may go up. (Speaking to Brian’s question on inflation.) Michael noted cost fluctuates from $2,000 per year to $15,000 per year, average cost of snow removal upper $7,000 so budgeting $10,000 seems to be good.
Road plan
Have one bid from Central Paving - they’ve done work for our HOA in the past. Big ticket items: overlay for Nelson Creek - 440 feet, 300 foot overlay for Forest Lane - which is degrading and was called out in road report from 3 years ago. 14 patches on Goat Peak Ranch Road, one patch on Big Horn Way, $400 option to widen Big Horn Way entrance. Asphalt skim, two, for White Tail Lane. The bid with tax is $18,800. Leaves 7K in budget.
Jeff still thinks Goat Peak Ranch Road could use more overlay, maybe 300 feet. Michael says could improve ditches, definitely on Goat Peak Ranch Road. Michael will be doing this on his own, not part of Central Paving bid. Part of road improvement is additional culverts that Michael and other HOA members would take on. Cost of culverts would come out of HOA budget, estimate two culverts to be less than $1,000.
Jay Huggins had question about culvert on Goat Peak Ranch Road that keeps getting plugged and asked if it could be replaced. Michael said it is flowing well and that it is everything coming to it, fields of water on either side. Michael said that we may eventually have to replace that, it would be a major replacement as it is 3 feet in diameter. Jeff asked for clarification whether it is damaged and Michael explained it is silted in. Jeff asked if it could be reamed out. Michael responded that maybe it could be but once it’s reamed out there is no grade so it would just get silted in again. It’s a flat area.
Gary Pernaa - White Tail Lane is sinking across from Reynolds, Michael said he was aware of it and it could eventually crack. Nelson Creek and Forest Lane culverts are at risk of cracking. He noted that review and analysis will be done as part of project.
Jeff is in process of getting another bid from Central Washington Asphalt. Central Paving’s bid had 275,000 square feet of road which differs from the 2015 road report estimate of 145,000 square feet. (Bill Loder came up with 147,000.) Central Paving also quoted chip sealing for Big Horn Way which is out of budget. Quote is 50 cents per square feet. Jeff will get update and they will measure road again.
Jeff: would like to use extra money to do more overlay on Goat Peak Ranch Road. Jay: when someone comes in to do paving, need HOA representative to monitor them so we get 3” paving. Seemed to have not done the right thickness or used wrong kind of asphalt. Jeff will check with board members to see if someone would like to take that on before getting work scheduled.
Jeff brought up issue after discussion about work monitoring - inconvenience to people not getting advance notification of work. Board finds out at last minute then they have to try to notify people. Board will make best effort to notify people.
Bill Maloney asked about Facebook - Jeff clarified name, GPRHOA.
Tom Ayres noted that if someone needs paving done on their property that it can be a cost savings to have the bid winner do the work when they are doing the road repairs. Suggested having the Board post it. Board will email info. Tom suggested communicating with bid winner to let them know - board will do so.
Mailboxes
Division 3 mailbox structure is rotting and falling apart. Option to rebuild or replace with cluster. Sent out emails two or three months ago to try to gauge members’ preference. 85-90% responded in favor of cluster boxes. Note: clusters are lockable and an outgoing mail drop is included. Plan two 16-unit clusters, one at entrance and one at Division 3. Money to come out of this year’s reserve fund. Board approved at last meeting. (Haven’t done it yet because wanted a better road budget first in case more is needed for it.)
Bev Kluth asked who does install. Response from board was that HOA pays for the cluster box material and HOA members will do install, several existing board members. Clusters for both areas will cost approximately $3,200, versus estimate of $3,500 to only rebuild Division 3 mail structure. Audrey asked if the members would be voting on this. Board authorized the expenditure as a necessary expense. Audrey and Bob Woodrow asked why members weren’t able to vote on it. Bill Maloney explained that email poll of majority being in favor along with need to replace Division 3 mail structure informed the decision. Bob Woodrow noted that he doesn’t use email.
Audrey: Why no option to do nothing? Would like to leave money in reserve for road repairs and other unexpected expenses. Much discussion ensued. Board explained that not replacing the boxes was not an option because the Division 3 structure is falling down. Treasurer and other board members explained that members don’t vote on every expenditure and repair/replacing mailbox structure falls under this category, decision made and will proceed. Pepper Jones requested a small structure for folks who don’t want boxes in Division 3, president agreed to provide a structure for that.
Review of Rental Homes & Covenants
Courts allow this. RCWs have more power than homeowner association covenants. Termed ‘Hierarchy of Control.’ Michael presented PowerPoint presentation about this which will be on website.
Some highlights: 65% majority needed for covenant modification. 100% approval needed to add new covenants. Our covenants don’t provide us authority to create new covenants, allow no commercial logging. No animals raised for commercial purposes. (Covenants do not define ‘commercial’), no parking on roads. No mention of long- or short-term rental anywhere in our covenants. HOA has no authority over rentals. Discussion on bylaw review or fee assessment potential to allot financial burden of additional wear & tear of roads back on rental property owners.
Discussion of trash and garbage covenants. Covenants note no junk cars on lots.
Need For New Board Member and Secretary
Bill Loder is leaving. Need a board member from division 1 because there is no representative from that division. Whitney Buchanan from division 1 volunteered after discussion. Bill Maloney seconded it. All approved.
Brian Meyers from division 2 volunteered to be on the board. Michael seconded. All approved, Brian will be alternate member. Jeff noted that they needed one of the board members to be the secretary - Bev is filling in to take minutes at this time. (Michael is both treasurer and secretary now.)
Board is thanked by Tom Ayres. Kathy Meyer seconded the thank you. Brian mentioned the PowerPoint & pie chart presentation format for the finances was easier to understand.
Adjournment:
With no further business, the meeting was adjourned at 11:45. A motion was made by Bill Maloney, seconded by Brian Meyers and carried with a unanimous vote to adjourn the meeting.
Directors Present:
Jeff Kluth Division 2, President; William Loder Division 1, Vice President; Michael Johnston Division 2, Secretary/Treasurer; Ken Russ Division 2; Director; Gary Pernaa Division 3, Director; Warren Bingham Division 2, Director; William Maloney Division 3, Director
Note: Ken and Warren were on the speaker phone.
Directors Absent: none
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 Secretary read the minutes. The minutes were accepted without changes except for removing two question marks.
Approval of Financial Statement:
The Treasurer read the treasurers report. Approved the report as written.
Loose Dog: Jeff talked with the owner of division 1 lot 19 Ryan Bauer two times about his loose dog. The owner leaves very early for work and returns well after dark. Ryan will build a “run” for the dog’s protection. The dog does have food and water.
Financial Statement: There are 23 owners on the “aged receivables” report. Most of the owners on the list tend to pay very close to or on the 31st of March. On or about the 5th or 6th of April the treasurer will print customer statements on any owner’s that are still outstanding. This statement will calculate the interest and apply it to the customer’s account. Bylaws Article VIII Section 2 “Upon being delinquent such dues shall constitute a lien upon the lot or lots against which they have been levied, and the corporation may file after 30 days of said delinquency a statement of charges in the Office of the County Auditor of Kittitas County, Washington”. On or about the 2nd of May the process of placing a lien on past due owners will be started. Any owner that contacts the board to setup a reliable payment plan may have the placement of a lien postponed.
Annual Meeting Date: After looking at the calendar and the bylaws the Annual Meeting will be the first Saturday in May, the 5th of May at 1000. Place to be determined before the notices mail out.
Mail box building and Cluster Mail Boxes: Jeff sent out a survey of how the owners felt about their using the cluster mail boxes (CMB) or keeping their old mail box in the mail box buildings which are in need of major repairs. Of the 26 owners that responded only 3 wanted to keep their old box in the building. There was agreement that the association should move towards the CMB. There was a lot of heated discussion of how to pay for the CMBs and the installation of them. Bill Loder and Gary were strongly in favor of the owner would have to “buy into” the CMB at $100.00 per box. Both Bill and Gary wanted to bring up the CMB at the Annual Meeting. Jeff pointed out that there has been lots of information sent out to the owners about this proposed change. The percentage for the CMB is about 95%. In the survey cost was not mentioned or how to pay for the CMB. Jeff, Michael, Ken, and Bill Maloney were in favor of the association buying and installing two CMBs with the funds coming from the general operating funds like any other expense. Warren abstained from the vote. Bill Loder advise the board that the association will have to provide a building to cover any owners that want to keep their own box per the USPS. The motion to pay for the Cluster Mailboxes was seconded by Michael and/or Bill Maloney. Passed.
Roads: As soon as the snow is gone, Michael will contact Central Paving, Road Tech and Columbia Paving to get quotes of chip sealing and other road repairs.
Loose Dog: Bill Maloney advised the board that the above mentioned loose dog at division 1 lot 19 is not being cared for and is a hazard. Bill’s Sister Maurya is feeding and caring for the dogs but wants the owner to do that. The board advised Bill to tell Maurya to call the sheriff the next time there is a problem. It is out of the board’s control at this time.
Vacation Rentals: There was a long discussion about our “Protective Covenants and Restrictions” in respect to Vacation Rentals The Goat Peak Covenants do not make any mention to “rentals” in any way, shape or form. Bill Loder has received at least 3 or more complaints about this situation. The board told Bill that we need formal letters of complaint from the owners so that the board can formally respond to those owners. The board needs full details in order to respond. There was a discussion about the meaning of “single family residence”. Many articles have been written about this and the courts have held that “single family use” does not mean that people unrelated to each other cannot reside on the property. Rather, “single family” refers to the type of the structure permitted on the property, not who may reside there.
Many other discussions about our CC&Rs and the weakness of them. To modify a covenant there needs to be 65 owners voting for the change which would be nearly impossible.
Bill Loder: Bill announced that he would be resigning from the board tonight but Jeff talked him into staying on the board until the annual meeting.
Scheduled Next Meeting:
No board meeting is scheduled at this time
Adjournment:
With no further business, the meeting was adjourned at 2030.
Respectfully submitted for Board Review and approval at the annual meeting or next board meeting.
Michael Johnston
Secretary/Treasurer
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