April 2, 2023 Board of Directors Meeting

Timberlane Lodge, INC.

NOTES – April 2, 2023

Board of Directors Meeting

Via Zoom:

https://us06web.zoom.us/j/82310687626?pwd=UldOandaNUVpQ1d6NzNhNS9BdXN3Zz09

  • Call to Order – 7:10pm

  • Roll Call – Chris Luscher, Christine Hickox, Doug Spingelt, Larry Mach, Steve Ahmann, Jeff Kirkman

Absent from meeting: Jennifer Ambrose and Shannon Lampe

  • Changes to the Agenda –

1. Sign out front, Larry mentioned really hard to read, $230 ish, can we replace with larger font that can be read from further away and make private community larger on top. All approve.

2. Steve is going to address issue of pending credit card for TLV to purchase supplies in support of infrastructure from suppliers we do not have an account with.

  • Minutes Review:

    • September 12, 2022 – Approved minutes from last meeting. Add that meeting adjourned at 10:00 pm.

  • Management Report:

    • February 28, 2023, Financial Report

    • Cash flow is stable – payment plan seems to be working well. Those that were not previously paying are now making installments.

    • Question on water – is this on track? Clarified - Meter read at April and October, water use billings are made in arrears for the previous period’s usage.

    • Generator was included in water expenses. Thinking that we will have additional expenses coming with some of the wiring - $3-5k? Should probably take this from reserves to have it done right.

    • With our reserves, can we look at money market or CD? If we have reserves can we grow them for future projects. Reach out to current bank and see what they can offer. Seems to be better way to grow what we can do – have to cover excessive snow year etc. Needs to be in safe insured option. Jeff is going to ask bank about this – will come back to us. We can potentially move some funds to new account if our reserve gets to high to make sure we are covered.

    • Profit & Loss – can give us better idea of what we should be charging for water fees (per property and per gallon). There was increase of $10 per hook up. Should give us better idea of what we need to cover expenses.

    • Pot hole repair, rolled into plowing, ground asphalt seems to be working better than what we used in past. 100 yds built into budget, didn’t use all of this last year. Larry discussed building crown on road, about 3 inches of material, 10 ft. across. Around $500 per truckload – potentially $60-115k for labor/materials to add 3 inch crown of gravel to the entire road system depending on width of 5 to 10 feet of gravel down roadway. Caution on spending on road on west end where we re-did previously, crown seems to have disappeared with the plowing. How long would this last – is it going to be worth it in the long run? Explore increments to experiment and see how that goes. Can do about 600 ft of this in a day, $5k. (Shannon, Steve and Larry are on roads committee to discuss and can make this decision if fits into allocated budget). This would be best funded with reserve $. Chris offered to help look into and bring to board for next budget.

  • Old Business:

    • Short-Term Rental Committee Update – Jenn and Shannon not present to speak to notes. Jenn had great action outline.

George Smith had some good takeaways on that there is only so much we can do as a board. Really just need to have reviewed by attorney on whether they are allowed in the bylaws or not (whether is business or not), if not violation then we can allow it and make necessary rules to allow or not. Suggest we run by attorney and go from there (do we need to charge license or fees and is this legal), not necessarily removing them unless not allowed if considered business. Goal to have something put together prior to AGM in May.

    • Water Report – couple of places found where we were losing some water. Leak detection company was to come and detect and fix – Bolt Creek Fire delayed this happening. Long term need updates to water system – stand pipes to start and new fire hydrant system (Charlie to order 2 hydrants and 3 meter setter units for construction). Come from reserves.

    • Road Report – going to back to discussion above in regards to sign and re-grade.

  • New Business:

    • AGM:

      • Set Date (May 20, 2023), Skykomish High School Gym, 11:00 am. Picnic at the park following, 30 to 45 mintues after meeting adjorned.

      • Election of Termed Seats:

        • Larry Mach – plans to run again

        • Chris Luscher – plans to run again

        • Doug Spingeldt – plans to run again

        • Shannon Lampe – plans to run again

      • Set Date for 2023/2024 Budget Meeting – Monday, April 17th at 7pm

      • Billing. Can we get CC for Charlie to order necessary materials for more accurate/quicker payments? Invoice/receipts for anything charged will be required.

  • Executive Session

  • Adjourn – 8:57 pm

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