Board Meeting Minutes

October 22st 2020 via WebEx

The meeting was called to order at 8:04 PM by Greg.

Board Members in attendance; Greg Gardner, Tim Snyder, Cheryl Younts, Josh Bateson,

Terry Webster, Ellen Tomasovich, Steve Parmeter.

Greg reviewed the agenda;

1. Approval of September 24, 2020 minutes

Josh motioned to approve the minutes. Terry seconded. Minutes were approved

2. Treasurer’s Report

Ellen presented the following:

Outstanding as of October 15, 2020

Total past due (2019 and prior; and 2020) is $9,548.25

• $4965 / 6 members - Sent letters with next step as lien placement if outstanding not paid or payment arrangements made
• $2,859.25 / 5 members – Lien letters to be sent
• $100 / 2 members – Current Violations
• $100 / 2 members – Past Due Violations
• $1,269 / 2 members – Have 2 potential tax sales; this could require a write off of this outstanding amount
• $255 / 1 member – Issue with address / ownership

Approximately $5900 is outstanding from 2020

Approximately $3600 is outstanding from 2019 and prior

Reviewed Lot Sales / New Member Tracking

This file tracks lots, seller, purchaser, realtor if applicable, closing date, type of sale, Welcome Letter provided, all info received that is required to establish as member, FOBs/keys provided (after member is established).

Ellen to add “edit” capability for Tim so he can update when FOBs/keys are provided.

Review of Other Documents for Year End Mailing

1. Draft Finance Charges and Schedule for 2021 – Board Approved as presented.  Greg made a motion and Cheryl seconded.  Tim will issue and add to the website.
2. Draft of General Information Letter – This is in process.

1. Items 1,2,3 were OK.
2. Item 4 regarding budgets will be completed after budget reviews.
3. Item 5 to be modified to reflect availability of a copy of the By-Laws to be available in Condo building this spring.  And a reminder they are available on the website.
4. Item 6 regarding Mason County Rules/Regs to be modified to remind  members about Mason County Rules/Regs and contact info.
5. Item 7 to be completed after Cheryl confirms pond committee members and Rita S. confirms rec committee members.

This letter will be reviewed again at the next board meeting.

3. Draft of Procedure for Surveillance Management Rule – Board approved as presented.  Greg made motion and Terry seconded.  Main change is that Tim, as Recording Secretary, will send out email notices with requests for identification for those the board cannot identify.

4. Draft of Whiskey Creek Ballot 2021 – Board approved as presented. Terry motioned and Cheryl seconded.

Preparation for 2021 Budget

After the October closing Ellen will complete preparation of the Draft 2021 Budget and email to board members.  The Draft 2021 Budget will be reviewed in November Board Meeting.

An estimated forecasting for 2020 year end close (budget to actual w/forecasting) will be done after October closing.

3. Reviewed the Violation Tracker Covering both Dumpster and Aesthetics

Reviewed Status of Open Violations and Identified Follow Up Actions

• Becker/Brown - follow up re payment when due (Ellen)
• Hermann - add late fee and mail (Ellen)
• Babcock - making arrangements for clean up and trailer disposal, follow up (Ellen)
• Gale - official denial letter to be sent (Tim)
• Jones - letters sent, invoice and mail (Ellen)
• Lifer - no action, no contact, certified letter returned, follow up at month prior to potential tax sale
• Vega / Barrett - various issues as identified in tracker; follow up re ownership and responsibility (Ellen)
• Vienings - Non Conformance letter to be sent re number of trailers and fence (Tim)

4. Rules Updates/Review on Number of Trailers on Lots

Greg presented a Draft for Recreation Unit / Lot Rules. Much discussion regarding WCCA By Laws and County Rules and Regulations.  Part of the concern is how are the county rules applied vs our rules.  The Condo rules can be more restrictive than the county rules.  The board will do a deeper dive related to county rules.  During the  discussion Greg made modifications to the draft removing Item 2 and items related to the third trailer.  Greg will update the draft and the board will review again..

Tim to contact Mason county regarding excessive rv violations.

5. Roads

a. Joe Fiers from Mason County offer to review and offer suggestions on our roads

No update.

b. Quotes for Road Work

• Ellen to request a quote for road prep for winter (minimal grading, addition of gravel in soft spots).
• Ellen to request a quote for Turkey Call for Dekracker for road prep to support snow plowing and for snow plowing.  Will be reviewed and next steps identified.
• Based on quotes, the board will prioritize and make decisions how the budget will be spent for gravel and roadwork.  Budget to be monitored by Ellen.

c. Plowing contract for this winter – Same cost as last year, $425/plow, $50

additional over 6 inches

Curt submitted a bid for the same amount as last year. Ellen motioned to accept the contract and Terry Seconded… the motion passed.

6. Miscellaneous

a. Status of Belva’s Pond Outflow Pipe Cleaning and Pond Level

Tim and Greg cleared the out flow screen on the spillway and the lake level has dropped nearly a foot.

b. Condo building status for winter – stay closed or open on limited basis

No discussion.

c.  Pressure tank at Condo will need to be replaced in the Spring.  Use an estimate of $1k in the budget.

d. View Only access to the Shared Google Drive for WCCA board and legal activity will be given to all current board members.  Ellen motioned to accept and Terry seconded.  Motion passed.  Tim will provide access.

8. Future Agendas

a. Trail Rules and Trail Passes – Resolve Prior to Spring

b.  2021 Budget for November Meeting

Next meeting; November 19th 8:00 PM

The Meeting adjourned at 9:59

Respectfully submitted to you by,

Tim Snyder

Recording secretary

Whiskey Creek Condominium Association

www.whiskeycreekcondo.com

whiskeycreekcondo@gmail.com