March 16, 2023
Valleyhi Community Club, Inc.
Minutes of March 16, 2023 Board Meeting
Location: Ingalls Creek Enrichment Center
The meeting was called to order at 6:06 P.M. by Trustee, Mike Weil.
Proper notification of the meeting was given, and a quorum was present.
The meeting was attended by:
Trustees: Lisa Estey, Tom Freeburg, Susan Raley, and Mike Weil
President:
Vice President: Position Vacant
Treasurer: Ginger Hall
Secretary: Peggi Lopez
Members: Juan Lopez
Absent Board members: President, Karl Ruether, and Trustee, Danielle Small
Minutes: A MOTION to approve the minutes of the January 2023 meeting as presented was made, seconded, and passed.
Treasurer’s Report
The Summary of Checking and Cash/Asset Accounts as of February 23, 2023 showed a water checking account balance brought forward of $49,760.21. After accounting for all deposits and checks, the balance was $47,532.67. The Dedicated Repayment Account balance was $1,174.53. The Community Dues Checking Account balance was $7,563.72. The savings account balance was $1,351.20. 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 $19,507.55, our total assets as of February 23, 2023 were $133,004.20. Taking into account our current DWSRF Loan liability of $233,078.44 and our total equities, retained earnings, and income of minus $100,074.24, our total liabilities and equity are $133,004.20.
The Water System Operating income for January was $33.65; expenses were $2,092.37.
The Community Dues income for January was $0.00; expenses were $523.25.
The Summary of Checking and Cash/Asset Accounts as of March 12, 2023 showed a water checking account balance brought forward of $47,532.67. After accounting for all deposits and checks, the balance was $46,785.88. The Dedicated Repayment Account balance was $1,174.58. The Community Dues Checking Account balance was $6,910.26. The savings account balance was $1,351.26. 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 $18,941.28, our total assets as of March 12, 2023 were $131,037.79. Taking into account our current DWSRF Loan liability of $233,078.44 and our total equities, retained earnings, and income of minus $102,040.65, our total liabilities and equity are $131,037.79.
The Water System Operating income for February was $22.87; expenses were $3,254.56.
The Community Dues income for February was $0.00; expenses were $653.46.
In relation to our financials, the Board discussed possible new connections for this year, listing the shared-expense categories, and getting further direction on obtaining higher-yield bank accounts. After this discussion, a MOTION was made, seconded, and passed to accept the January and February 2023 financial statements as presented.
Water System
Reservoir Replacement Project Funding: Nothing new was reported. The Board discussed calling a Special Meeting in accordance with our bylaws for the purpose of discussing the need for, and voting on, a special assessment to fund the reservoir replacement project.
Unfinished Business
Generator Update: When the snow is gone, we will bring in a 15 to 20KW generator to see if it will run without tripping any breakers.
Water Manager Contract: The Board approved further edits to this contract. Tom will make the changes and get the proposed contract to Jason for his approval. Then it will be signed by the necessary parties, and will be binding for one year at which time it will be revisited.
Dry Hydrant: Mike met with John Torrence and reported to the Board the specifics for Valleyhi to install a dry hydrant. These included finding out from the fire department exactly what type of shut-off valve connection they need, putting a stabilizer at the bottom of the pond, a pipe with a T-connection, another shut-off valve for connecting to the dry hydrant, and digging the ditch in June for the pipe for the fire-flow line. The connection area should be on the corner near the fire pit for easy access.
Tree Cutting Near Reservoir: We have one estimate which is high, but will check with two more companies.
Legal Input Regarding First Bylaws: We will wait to take action on this because circumstances do not warrant spending any money on it at this time.
2022/2023 Operating Budget: A MOTION to approve this budget was made, seconded, and passed via email on February 25, 2023. The email is attached to these minutes.
New Business
Grant for New Meters: Our water master is working on a grant for replacing our water meters and the chlorine pump. If all the meters are replaced at the same time, the cost would be reduced to $290.00 per meter. These would be the kind that are read using Bluetooth, and the software for this would be rented instead of purchased.
Liens on Dues: After discussing the issue of unpaid dues, a MOTION to file liens on properties with over $1,000.00 in delinquent community dues was made, seconded, and passed.
Different Options for a New Dock: Lily Pad, Swim Raft, and Jack Docks were some of the options discussed by the Board. They range from $300.00 to $3,000.00 in price. Another option is to take the existing dock apart, use what is still in good shape from it to rebuild, and add new floats. The estimate for this option is from $1,500.00 to $2,000.00.
Overflow Parking for ICEC: The Board discussed the possibility of Ingalls Creek Enrichment Center using our parking lot for overflow parking for functions held at the center. The Board would like a better estimate of the number of cars we should expect before making a decision.
Patrick Haggerty and Firewise: Mr. Haggerty is with Cascadia Conservation District. They have a group of Veterans called Team Rubicon, who volunteer their time to make communities that live near areas at risk from forest fires safer. It’s possible that they could stage out of our common area. Tom will invite him to speak at our May and annual meetings.
Members’ Concerns
There were no members’ concerns.
After a motion to do so, the meeting was adjourned at 7:45 P.M.