Minutes, Board of Directors Meeting
October 19, 2019
Call To Order: President Pat Hurt called the meeting to order at 1:04 PM at the Old White Bird School. Present were John Urbahn, Don deSa, Debbie Little, Cathy Little, and Susan Schubert. Kristin Donaldson joined by phone.
President’s Message: Pat reminded all that the Board’s goal this year is to reduce spending where we can and save the Association money where ever possible.
Approval of Agenda: Cathy moved, Debbie seconded, and motion carried that agenda be approved.
Approval of Minutes: Susan moved, John seconded, and motion carried that the July 13, 2019 minutes be approved.
Road Chair Report: Don reported on the 2020 Road and Equipment Maintenance Budget.
- The budget item for gravel and grading for Gregory Creek, Bucks Boulevard, and Hammer Creek, which is for 40 loads of gravel as per Robin Lipinski the equipment operator, is shown as $12,100 but should be $12,800. Debbie will change the budget accordingly.
- Gregory Creek, Bucks Boulevard, and Hammer Creek will be rolled in 2020 with an original estimate of $1,200 by Don but updated to $1,900 by Robin with an estimated time of 3 days to 1 week of rolling. Gregory Creek and Hammer Creek will be rolled from top to bottom where needed, including the S Curves on Hammer Creek. Less gravel will be required if rolled. Gregory Creek where the spring washout occurred will need gravel as the immediately available gravel used for the emergency repair was not the correct type of gravel for longer term maintenance.
- Gravel will be added to the Shuck Creek extension just before it intersects with Hammer Creek as it provides access to the home at that location and is currently very muddy. This is included in the 2020 budget under gravel and hauling other projects. Pat clarified that there is no gravel planned for unimproved Shuck Creek other than from Hammer Creek to provide access to the home at that intersection.
- John suggested that any leftover gravel be stockpiled for future use.
- Cathy questioned the budget item for road signs. Don responded that he would like a road name sign for Shuck Creek where it intersects Hammer Creek. John offered that he has a “Please Use 4-Wheel Drive” sign that could also be placed at the location, too, providing a warning to drivers. Cathy has done research on road signs, and our original provider is no longer in business. Smart Signs is making our lot address signs. They also have templates for street signs. Cathy will do the Shuck Creek road sign mock up and send out for approval.
- Pat complimented the budget in that it appears we may be saving money over previous years.
- Debbie will “cc” Don on all future correspondence with the equipment operator on budget items.
Treasurer’s Report and Budget: Debbie reviewed financial statements for September 30, 2019, and presented the 2020 Budget Draft. Debbie may be contacted via email if there are any questions.
- There is one major project left for the 2019 road-maintenance budget, which is graveling the upper roads (gravel and grading on Elk Run and Repeater and smoothing only on Bear Ridge and Pilgrim Ridge). The remaining costs for 2019 are estimated to be: 1) $7,500 for gravel and hauling on upper roads; 2) $1,200 for road grading; and 3) $900 to fill the diesel-fuel tank
- There is an estimated excess of dues over expenses for 2019 of $423.34 based on current projections, and assuming there are no unexpected expenditures.
- There were no financial statements prepared for August, 2019, because there was nothing new to report.
- Debbie would like to see some funds transferred from the checking account, current balance $30,078.04, to the money market account (i.e. Reserve Account), current balance $58,531.06. She also discussed that the current Reserve Account balance may not be sufficient to meet certain emergency situations, and that the Board needs to set a goal for the Reserve Account balance. She suggested a minimum balance of $100,000 in the reserve account to cover unexpected major equipment repairs, road repairs (wash-outs, etc), and legal fees that could be incurred to enforce CC&Rs.
- The last five years have resulted in net operating losses, due in part to major equipment maintenance and legal fees. These operating losses ordinarily would have depleted the Reserve Account, however we had proceeds from equipment sales that boosted the balance back up. Since dues are higher now, we should be able to replenish the Reserve Account again, over a period time, with proper planning. Cathy said that in years past, a minimum of 20% of the dues collected were budgeted to go to the Reserve Account, barring an unforeseen expenses.
- Debbie moved, Cathy seconded, and motion passed that the Board have a goal of building up the Reserve Account to $100,000 again, with 20% of collected dues being budgeted for reserves over the next few years. This is a goal and not a mandate. It was noted that reserves cover not just road maintenance and equipment repairs, but also legal fees and other unexpected expenditures.
Budget – Road and Equipment Maintenance
- The 2020 budget is based on 100% collection of dues. We won’t get all of that because there are still some property owners who are several years behind in payment. Cathy reported in years past the outstanding dues were as high as $11,000 before we started putting liens on properties. Debbie noted that there are more people who have not paid this year than last year. Pat said in times past we have taken folks to small claims court to get outstanding dues.
- The 2020 road-maintenance budget includes a different, more expensive, grade of gravel,
“Grading F”, which is used by the Highway District for graveled roads. It’s a better material due to the amount of fines in it which allow it to pack better, particularly when rolled. You may recall in 2015, when we used the same material with rolling, that roads lasted much longer before wash-board bumps (corrugation) occurred.
- Robin has recommended using half as much gravel as we used in 2015, because he believes it will give the same results and should last two years. This will be an experiment to see if it will last as long as the job done in 2015, for substantially less cost.
- Debbie adjusted the roller rental estimate to $1,900, instead of $1,200 originally proposed, based on her discussion with Robin about possible cost. She checked the 2015 receipt, and it did cost $1,900 the last time we rented it.
- Weed control and snow removal figures reflect an average of the last years’ expenses, with weed control budgeted for four sprays. Don reported that last year we only purchased spray twice, but we will leave the budgeted amount as is.
- The equipment operator budgeted item is based on $720 for the major grading and rolling job, and $1,200 for other road maintenance work over the year.
- The $150 road sign budget item was based on the average sign costs of the last two years.
Budget – Administration Expenses
- $400 for the annual meeting, which includes the Board hosting the picnic after.
- $40 for 4 board meetings which is $10 for each for rental of the old White Bird school building.
- $70 for charitable donations is a sponsorship for the White Bird Library calendar fundraiser; something the Association has been supporting for a very long time.
- $110 for lien filing fees on past due assessments, along with lien release filings when the owner pays or the property sells.
- Insurance is estimated at a 3% increase.
- $300 is the minimum charge for Worker’s Comp Insurance, and we should not exceed minimum.
- $1,000 legal fees is a ballpark estimate, since there’s no action currently anticipated.
- $90 for certified mail is for lien notifications.
- $365 for mailings and stamps is for three mailings a year, including the newsletters and annual meeting mailings.
- $30 for State Corporation tax is the minimum fee required for all corporations (even nonprofit).
- $504 is the employer tax on the equipment operator’s wages.
- There are zero dollars budgeted for web site maintenance, thanks to board member Kristin Donaldson who has taken over the maintenance.
Pat reiterated that we are working on keeping the budget tight but with flexibility, and we will strive towards the goal of saving the Association money and building up the reserve. Pat moved, John seconded, and motion passed to approve the 2020 budget.
Secretary’s Report: Susan reported that she didn’t have much as Debbie has been picking up and handling the mail and Cathy has been keeping up on property sales. There has been one change of address request since the last Board meeting. Cathy provided the following sales information to Susan: Phase II, Lot 34 on Meadowview sold and closed; Phase II Lot 16 on Doumecq sold and closed; Phase II Lot 11 sold but not closed yet; Sale of Phase II Lot 17 fell through; Phase I, Lot 93 on Pilgrim Ridge sold.
TRRPOA Sponsorship of Community Library Calendar: This is the White Bird Community Calendar fundraiser for $70 for a page. This was previously approved via an email vote. Cathy moved, Debbie seconded, and all approved the motion to support the effort.
CC&R’s Review Submittal Forms: A property owner’s building approval request was previously approved via email. The official request was signed and approved by all. The property owner had contacted John on what their address is. John will refer them to the Idaho County Assessor’s office.
November Newsletter: We will include the plan for road work, the goal of 20% dues going towards the reserve with a goal of $100,000, and possibly an article Debbie found on driving up steep, gravel and dirt roads.
Certificates of Appreciation: Certificates of Appreciation and gift certificates were awarded to outgoing Board members Pete DeSantis and Carol Ansell in August. Cathy prepared and printed the Certificates of Appreciation and Susan purchased the gift certificates – Home Depot for Pete and Ampersand Oil & Vinegar Tap House for Carol.
Member Forum: There were no members in attendance.
Adjourn: There being no further business, the meeting was adjourned at 2:06 PM. The next meeting will be in January.
Susan Schubert, Secretary
Twin River Ranch Property Owners Association