FLRC Board of Trustees Meeting Minutes
January 14th, 2017 at 9:30 a.m.
Call regular monthly meeting of the Board of Trustees to Order by Sally Doherty at 9:37 a.m.
Board Members Present: Mark MacDonald, Bill Robinson, Sally Doherty, Doug Barlow, Vic Dykstra and Dave Stratford.
Absent: Sherry Ploor, Randy Taylor
Approval of minutes from the 12/10/16 Regular Board Meeting were approved as distributed
Report acceptance – The Board accepted the appended reports were as submitted
Additions to the agenda
· Dredge Head repairs- Unfinished Business
· None
Employee Reports – Reports submitted, but not read in their entirety, were accepted and are appended to the minutes
Office Manager – Amanda Graham - See attached report
Bookkeeping
Accounts Receivables: $119,808.19
Income Year to Date: $361,013.55
Prior Fiscal Years Dues and Fees: $2,601.40
2016-2017 Fiscal Years Dues and Fees: $346,789.49
Title Transfer Fees: $10,000
Expense Year to Date: $119,432.00
Communications
Multiple Disclosure Statements and correspondences were provided for Escrow, property owners and prospective buyers.
Email Blasts: 1 Email Blast sent to 201 email subscribers.
Successful deliveries: 100%
Open Rate: 49.5%
Bounced: 0.
Collections: 5 Collection Letters were sent to delinquent members.
Provided information and documentation for two insurance audits.
Architectural Letters were mailed as requested.
Operations – Travis Graham- See attached report.
Board Reports – Reports submitted, but not read in their entirety, were accepted and are appended to the minutes
Vice President & Personnel – Mark MacDonald- See attached report
Secretary – Randy Taylor- See attached report
Treasurer –Bill Robinson- See attached report
Director Reports –Reports submitted, but not read in their entirety, were accepted and are appended to the minutes
Buildings & Grounds –Vic Dykstra- See attached report
Discussion: Bill Arola was injured on the JCB backhoe. Windshield will need to be replaced.
Legal – No Report
Discussion: Architectural is working with VF Law to address Architectural issues.
Committee Reports – Reports submitted, but not read in their entirety, were accepted, and are appended to the minutes
Architectural – Lisa Dykstra- See attached report
Budget– Bill Robinson- No report
Communications – Randy Taylor- See attached report
Fishhawk Patrol- Doug Barlow- See attached report
Discussion: Rick and Julie Osborne will take the place of Ralph and Patti Rossknecht on Patrol.
Policies – Dave Stratford- No report submitted
Project Solutions Team- Vic Dykstra- See attached report
Reserves & Long Range planning – Doug Barlow- See attached report
Discussion: Doug Barlow requested the Treasurer and Buildings and Grounds Chair be permanent members of the Committee; Buildings and Grounds chair will contribute but may not be able to attend all meetings. The next meeting will be Wednesday January 25th at 2:30.
Social –Carolyn Taylor- See attached report
Secondary Water Source – Randy Taylor - See attached report
Unfinished Business
Banking – Bill Robinson
Discussion: Researched FDIC Insurance to determine prudent versus legal requirements. Funds must be in FDIC Insured Institutions based on ORS 543.
*Motion by Vic Dykstra to authorize Bill to move FLRC funds to a CEDARS bank informing the Board of Trustees via email. Mark seconded. Motion passed unanimously.
Reserves usage process – Doug Barlow
Discussion: Funds can be borrowed but a Resolution must be made by the Board of Trustees.
Facilities Security- Mark MacDonald & Dave Stratford
Discussion: Dave has researched and found a security camera system from Costco at a price of $399.99. He will look into the security needs of FLRC’s facilities to determine applicable equipment.
Insurance – Bill Robinson
Discussion: The insurance Agent is unwilling to come to the Lake during this time of year, she may be able to in March.
Water Shut off policy – Vic Dykstra
Discussion: Utilize FLRC’s Water Policy to encourage members to shut off water when they aren’t at the Lake.
New Business
Dredge Head- Vic Dykstra
Discussion: An additional $2225.00 is needed to repair the Dredge Head.
*Motion by Doug “I move that we authorize an additional $2500.00 from Reserves to complete the dredge head repairs.” Motion seconded by Dave. Motion passed Unanimously. *
Fishhawk Patrol- Doug Barlow
Current Fishhawk Patrol Members were authorized by the Board of Trustees.
Accounting and Budgeting of Lots – Bill Robinson
Discussion: 28 member accounts are delinquent. Collection processes and policies are in place and will be utilized including water shut off. Reserves for Bad Debts need to be put in place.
Calendar – Sally Doherty
Discussion: Doug to Spearhead annual calendar
Board Positions and Responsibilities – Sally Doherty
Discussion: Board members are to review Board Positions and Responsibilities document.
Lake Members Open Forum:
During Open Forum, each member may address the Board for up to three minutes. A Trustee or Employee may briefly respond to statements made or questions posed. Members are encouraged to remember that the FLRC board is comprised of volunteers who should be treated with courtesy. Members are also encouraged to communicate their concerns to the board in advance, so any relevant research necessary to answer questions can be done before the meeting. Please note that no action will be taken on non-emergency issues, but may be addressed at future Board Meetings.
Good of the Order: Chili Cookoff cancelled due to inclement weater.
Adjournment by Sally Doherty at 12:45
Minutes recorded by Amanda Graham
Minutes submitted by Randy Taylor
January 14th, 2017 Board Meeting Reports
The submitted reports may not have been read in their entirety, therefore appended to the minutes below
Operations – Travis Graham
December was a cold icy month at the lake. We spent a lot of time shoveling, de-icing and general cold weather event clean up.
· We did a few repairs on he dredge to keep it running.
· We have been working in the water plant doing jar tests and trying different things to optimize our plant and water production.
· During the last winter weather event we had a deep freeze for multiple days. Which led to multiple water leaks in or around homes that did not turn off there water when they left. PLEASE REMEMBER TO SHUT OFF YOUR WATER WHEN LEAVING THE LAKE FOR MORE THAN 48 HOURS. This simple step will save the lake and its members time and money. By avoiding water damage to your home, and resources spent looking for the leak.
Rain totals in December
2016 11.9 inches 2015 25.93 inches
Total water made in December
2016 1,123,860 gal 2015 678,310
Personnel and VP– Mark MacDonald
1) Finalized our employee PTO accrual accounts for 2016
2) Working with FLRC's CPA and Wauna Credit Union to ensure FLRC's contributions to our two full-time employees IRA's (as part of their benefit package) meets IRS rules
Beginning work on employee job description updates
Secretary – Randy Taylor
Treasurer– Bill Robinson
Cash balances as of Jan 6th, 2017 are:
· Wells Fargo Banking $57,371
· Wauna Credit Union $241,466
· Wells Brokerage $638,460
We still need to address the issue that Wells Brokerage is not a FDIC insured entity, this will be reviewed by the Budget Committee.
Considerable time has been spent reviewing the accounts receivable status. As of Jan 3 our A/R balance was $126,313, after writing off $25,537 deemed uncollectable and approved at the October Board Meeting. Essentially all the A/R’s are now delinquent. $59,893 are more than one year delinquent. $22,151 of these have been signed over to Columbia Collectors Inc. with no results to date. We need to add three 2016/17 billings on these account to the collection agency making the total in collections $27,489. In addition to accounts in collection we have $12,203 aged over one year.
We have 31unpaid invoices for current dues. 19 of these were current prior to this years’ billing so I think we can expect to collect most of these. 12 unpaid invoices were billed to accounts with a delinquency equal to around last years’ billing.
We recently sent first reminders to non-payers with some results. We need an aggressive program to collect from delinquent property owners. We have procedures in place we need to follow. I am recommending that after proper notification we bill for interest, admin charges, turn off water when we can, file liens and resort to collections. I also suggest we consider publishing a list of delinquent property owners. Dues payers will have their dues increased next year owing to the non-payers and they deserve to know who the non-payers are.
We are budgeted based on everybody paying. We have no reserve for uncollectable debt so we have to either reduce spending below the budget or take money from the reserves to make up the shortfall and if we do that I think we will have to repay it by increasing the dues.
Buildings and Grounds – Vic Dykstra
· The past month has provided some challenges. Weather has been the factor. Rain, snow, freezing temperatures and a lot more snow.
· Rain provided a great deal of turbidity in the water arriving from the creek to the water plant. Snow continues to require shoveling, deicing and plowing roads.
· Freezing temperatures caused broken pipes leading to weeks of trying to make enough water to meet the demand. The cold temperatures kept turbidity in check. Pristine water coming in is always good. Cold water requires more Chlorine to meet the required contact time. This was the reason for the notice sent out online informing members about increased levels. FLRC water remained well under the high level guide lines set by the state.
A great deal of time was spent on locating leaks and pipe repair. Some of this was just due to the cold. Some could have been avoided if members had turned off their water when leaving to avoid broken pipes. Unfortunately in some cases the member has water damage to their home before the leak is located.
The extremely cold temperatures allowed the lake to freeze over. Last measurement was about 8 inches thick. Taking a walk across the lake is probably never advisable, but it was possible.
Legal Report – No report submitted
Architectural – Lisa Dykstra
Minutes for the architectural meeting 1/7/2017. In attendance were Lisa Dykstra, Bill Robinson, Dave Stratford and Cathie Hanner. Not in attendance was Bev Mohnkern and Sherry Ploor.
We approved a change to the start date on a home construction application. The owner sent an email asking that we amend the start date for construction from 1/1/2017 to 7/1/2017 because of the wet condition of the land. A letter will be sent to the member reflecting the new start date for construction.
The Architectural Committee received a complaint regarding a RV parked at a member’s house on Beach Dr. We looked at the CC&Rs, specifically 5.6. According to article 5.6 in the CC&Rs, RVs may not be stored outside on Lots and must be removed when they are unoccupied. The sentence in Article 5.6 referring to the 60 days a year states that “RVs may be used on Lots for weekend and vacation occupancy up to a maximum of 60 days per year, subject to such Rules and Regulations as may be adopted from time to time by the Board of Trustees of the Association”. We agreed as a committee that this restriction needs to be addressed so we are providing consistent information and timeframes regarding tents, canopies and recreational vehicles. Further discussion with the Board of Trustees may need to occur to insure consistent time frames and a clearer definition of when the 60-day per year would apply.
The Architectural Committee also received a complaint that an owner on Beach Dr. had a shed installed on his property without prior approval. We agreed that a letter would be sent to the owner indicating that he needed to complete an application for the shed. We will include the fine schedule in the letter so the member will be aware if he fails to complete an application in a timely matter. The member will be given 14 days to submit his application before fines will be levied.
Regarding the attorney letter concerning the house on Northshore Drive where the owner failed to submit an application for change in paint color, we were able to obtain the date that the house was painted in 2012. VF Law has agreed to respond to the Owner’s attorney by letter. We will keep the Board of Trustees informed if ongoing legal assistance is needed.
We approved the new application form and we will have that uploaded to the web site. We will also ask that Amanda replace the old copies with new copies at the clubhouse.
We discussed additional documents that we want to include on the web page for the Architectural Committee. We hope to have our new information on the web site by next meeting.
Budget – Bill Robinson
Communications – Randy Taylor
The Communications Committee met on January 7th for their first organizational meeting. Present were Greg O'Shea, Carolyn Taylor, Lisa Dykstra, Patrick and Heather McGillivray, and Randy Taylor.
We are still open for more individuals who are interested in improving communication here at Fishhawk Lake.
Over the past couple of months Greg has been performing a communications audit. The purpose was to identify our various avenues of communication and help to understand needs and goals.
As a group we tried to come up with various action items that would enable us to move toward those goals.
It was an excellent first step!
Fishhawk Patrol – Doug Barlow
Incidents reported to or by the Patrol:
170106-01 – Unknown people walking around cabin – A lake resident posted a home security video of unknown people walking around his cabin
a) On January 6th the owner of a property on Northshore Dr. posted a home surveillance video on Facebook. The video showed two people walking up to the porch of the home and placing something inside the door. The owner/poster asked someone to check to see what was left.
b) On Saturday January 7, while on patrol, Frankie and I went to the cabin. We found a note left by an apparent former owner.
c) We notified the owner by phone to let him know what we found. We also posted on Facebook that this issue was resolved.