May 15, 2023
Valleyhi Community Club, Inc.
Minutes of May 15, 2023 Board Meeting
Location: Ingalls Creek Enrichment Center
The meeting was called to order at 5:30 P.M. by Trustee, Mike Weil.
Proper notification of the meeting was given, and a quorum was present.
Closed Session: The Board meeting began in closed session to consider a personnel matter. After coming out of closed session, a MOTION to rewrite the contract with our water master and drop the additional $200.00 compensation for the Cross-Connection Control program manager was made, seconded, and passed.
The meeting was attended by:
Trustees: Lisa Estey, Tom Freeburg, Susan Raley, Danielle Small, and Mike Weil
President:
Vice President: Position Vacant
Treasurer: Ginger Hall
Secretary: Peggi Lopez
Members: Juan Lopez and Mark Nelson
Guests: Patrick Haggerty with Cascadia Conservation District and Hanna Christen with the Red Cross
Absent Board members: President, Karl Ruether
Firewise: Patrick Haggerty began by telling us that the Cascadia Conservation District is a county wide organization to help people meet stewardship goals on their property. His goal in meeting with us is to reinitiate the conversation around our community’s Firewise program. The CCD can do preventative work in our area to reduce the fire hazard risk. A Firewise program for Valleyhi would include a fuels reduction project and a Forest Service Recognition program, which is completely voluntary. To be recognized, we would need a risk assessment focused on the community as a whole, not just individual lots. This would open specific grant opportunities for Valleyhi. Steps to forming an action plan for becoming a Firewise Community include formulating a Board, getting a community risk assessment, a review by the fire district and the Dept. of Natural Resources, hosting an annual wildfire education day, and tracking our community’s investment in our program on a form that is available for this purpose. Each hour a community or lot owner spends preparing property to survive a wildfire is worth $25.00. This investment the community made would then be refunded to them with available grant monies, which are applied for each year. An important benefit to being recognized is that it helps in making connections. We would need to demonstrate our commitment to the program by spending $25.00 per household per year. We have 154 lots in Valleyhi, but we have only 132 households because many members own multiple lots. 132 multiplied by $25.00 equals $3,300.00 per year. Also, not literally each household has to participate. The total just needs to come to $3,300.00 per year.
Hanna Christen with the Red Cross talked about educating the individual about protecting his or her property. This includes the definition of what defensible space is, how to prepare a property to survive a wildfire situation, and putting together an emergency contact list for the community. This is a pilot program in every western state. A group of Red Cross volunteers has been going door to door in Valleyhi to offer free risk assessments. So far 30 households in Valleyhi have shown an interest. She then talked about Team Rubicon, which is a nationwide disaster response team. They are highly trained, insured, and licensed. They will be in the area in June and will work on projects that result from the individual risk assessments. This is very beneficial for people who are elderly, disabled, or simply cannot afford to hire someone to do the work.
If Valleyhi were to become a certified Firewise community, we would get a sign, which would send the message that we take care of our community.
Minutes: A MOTION to approve the minutes of the March 2023 meeting as presented was made, seconded, and passed.
Treasurer’s Report
The Summary of Checking and Cash/Asset Accounts as of April 27, 2023 showed a water checking account balance brought forward of $46,785.88. After accounting for all deposits and checks, the balance was $49,519.14. The Dedicated Repayment Account balance was $1,174.63. The Community Dues Checking Account balance was $6,201.31. The savings account balance was $1,351.31. The Capital Reserve Checking Account balance was $5,196.11. The Reservoir Replacement Account balance was $500.00. The CD balance was $50,178.42. After factoring in the accounts receivable of $15,325.91, our total assets as of April 27, 2023 were $129,446.83. Taking into account our current DWSRF Loan liability of $233,078.44 and our total equities, retained earnings, and income of minus $103,631.61, our total liabilities and equity are $129,446.83.
The Water System Operating income for March was $0.37; expenses were $522.64.
The Community Dues income for March was $0.00; expenses were $322.06.
The Summary of Checking and Cash/Asset Accounts as of May 14, 2023 showed a water checking account balance brought forward of $49,519.14. After accounting for all deposits and checks, the balance was $59,071.85. The Dedicated Repayment Account balance was $1,174.68. The Community Dues Checking Account balance was $5,946.79. The savings account balance was $1,351.36. The Capital Reserve Checking Account balance was $5,196.11. The Reservoir Replacement Account balance was $500.00. The CD balance was $50,203.16. After factoring in the accounts receivable of $105.991.02, our total assets as of May 14, 2023 were $229,434.97. Taking into account our current DWSRF Loan liability of $233,078.44 and our total equities, retained earnings, and income of minus $3,643.47, our total liabilities and equity are $229,434.97.
The Water System Operating income for April was $24.84; expenses were $3,793.30.
The Community Dues income for April was $0.00; expenses were $426.04.
After a short discussion about moving our interest-bearing accounts to a site with higher yields, a MOTION to move only our CD fund for now was made, seconded, and passed. Another MOTION was made, seconded, and passed to accept the March and April 2023 financial statements as presented.
Water System
Reservoir Replacement Project Funding: No further progress has been made, but because having a balance on our current DWSRF loan is preventing us from getting a new loan, a suggestion was made to present to members the prospect of paying off our current loan early with an assessment on each lot.
Unfinished Business
Water Manager Contract: This was addressed in the closed session.
Tree Cutting Near Reservoir: This work has been completed.
New Business
Annual Meeting Agenda: After a short discussion, the Board approved an agenda.
New Water System Connection: We have not yet had a response from the member that asked to be connected to the system, so we will follow up with him by email.
Cabana: One of the cabanas is in bad shape. The Board discussed at length different ways to repair it. Possible liability issues for Valleyhi were also discussed. The Board recommends that the roof on the cabana be removed as soon as possible. We are all volunteers and will get it down as soon as we can.
Placement of Towing Company Signs: After a short discussion, the Board decided to move one of the signs to a different location.
Members’ Concerns
There were no members’ concerns.
After a motion to do so, the meeting was adjourned at 8:02 P.M.