TIME & PLACE: Thursday, September 6, 2007, 7:00 PM at the Moorage Office (C-7) located at 2630 N. Hayden Island Drive, Portland, Oregon, 97217.
Board Members Present:
Order Of Business
Call to Order; Determination Of Quorum.
The President called the meeting to order and announced that with all Board Members present, a quorum was established.
The President made an announcement concerning comments & questions from Non-BOD members at a BOD meeting.
Reading & Approval Of The Minutes Of Previous Meeting
The Secretary passed out minutes of the August Board Meeting.
Moved, seconded, and passed unanimously to accept Minutes.
Treasurer’s Report
P&L. Under budget YTD by ~$12,000
Still under budget for:
Utilities (Mainly Water) - $5,062.00.
Repairs & Maintenance – $14,727.59.00
And over budget for:
Fees & License (Mainly fire inspection) - $958.80.
Income Taxes - $440.00
HIBP - $993.00.
Balance Sheet - $3,658,365.19.
Our total in checking & savings is $241,131.64
Aging
None over 30.
Executor for 17 has no funds to pay dues so we will take it out of the sale proceeds.
Schwab Account.
$206,836.32 in account.
Includes $41,504.12 as Taxes & Insurance Set Aside.
$75,000.00 in CDs – 3 25K CDs with yields from 5 to 5.1%.
$20,233.12 in cash.
$111,630.68 in MM account – yield 5.05%.
Pat was asked whether any of the under budget water expenses was due to neglect to read the sewer meter.
She said that most of it was due to the refund.
She also stated that she wants the sewer meter read on a more regular basis and would be happy to do it herself if someone would show her the procedure.
The President volunteered to take care of the matter of irregular readings.
Moved, seconded and passed unanimously to accept the Treasurer’s Report.
Old Business
Facilities & Grounds
o Walkway Leveling – Chuck (diver) is 2 weeks out.
§ The President reitertated the BOD’s position concerning comments & questions from Non-BOD members at a BOD meeting.
o Dye Tests – Status – 4 left.
o Fall Work Party – Plan for 2nd week in Oct (13th).
o Main honey pot repair was a quick repair so expense will not be as high as the expected $2000 +.
Fire, Security And Safety.
o Re-inspection from Harbor Master scheduled for 15 September.
§ Some homes without #s – they may get fines.
§ Water hoses on front of homes are 90%.
§ Fines will come to the moorage and we will pass them along.
Architectural Review
o ARC compliance. At about 80%
o Property Line Setbacks.
§ Received an Email from 1 resident stating it’s not her problem.
§ In Harbor Master’s court.
§ 1 or 2 others may be waiting to
By-Laws, CC&Rs And Rules
o Jimme’ (15) requested we make a rule limiting planters and obstructions on the walkways.
§ CW suggested we allow only obstructions on the wood portion of walkways.
§ President suggested that we propose a CCR change to the membership.
§ Walt asked Steve to check with the Harbor Master to see if there are any codes restricting obstructions.
Violation & Adjudication
o Work float at Slip 55.
§ Rick Ruffo asked to be heard.
§ Barge on back of his house is a work barge.
§ Rick wants it removed.
§ Rick also wants the old swing chair removed.
§ Steve asked Rick if he had talked to #55. Steve suggested that Rick follow procedures.
§ John offered to bring Rick and Dave together to work this out.
§ CW suggested that we simply follow the guidance we have in place.
Moorage Valuation Appraisal. (placeholder)
Dredging.
We have 3 or 4 spots that need some attention
HINOON - Jimme’ Peters
Attends meetings on 2nd Thursday of month.
Committee report is on the WHIMOA website.
Columbia River Crossings Project (placeholder).
New Business
Steve requested to address our guests about gossip etc. coming from people who have attended the board meeting.
Allow board to do its job
Steve gave the example of the “swimming pool” caper.
Mike Maiden asked that we record the meetings and put it on the website.
Walt stated that the recorded wave file can be as large as 60 Megabytes.
Property Management - John
Passed out a sheet with some points and thoughts on hiring a property management firm to handle the operation of the moorage.
John asked that we consider the information he had gathered. NO FORMAL PROPOSAL IS BEING MADE.
The text of John’s handout is contained as Attachment 1.
Walt – Policy decision on dissemination of our financials to prospective buyers.
Pat – Agrees that we should disclose our finances but through her
CW – Stated that he was required to supply certain paperwork prior to a sale and that was the normal course of business for such a transaction.
The BOD’s guidance was to allow sincere buyers (who have placed earnest money) to talk to Pat on finances and any meeting minutes should be supplied by the existing owner by making copies from our web site.
Raymond wanted to know why 2 hands were raised and not recognized.
John explained that we don’t necessarily need additional comments to resolve an issue
If we always recognized everyone, we would be in session all night.
Steve brought up the Monday night fire incident.
Some of the fire units were unable to get through the gate.
John said he had talked to the Engine 17 Chief and explained that we had coordinated our gate access with the harbor master and if there were issues, the Chief might want to talk to him.
Steve was also concerned that there are certain homes that don’t have a way to get from the walkway to the other end without breaking windows.
Steve also wanted suggestions for how we can better take care of our neighbors, keys, access methods, etc.
Chris asked if there a way to prevent sprinkler water from getting in/on our cars? – CW stated that we have attempted to control the sprinkler system numerous times with no luck.
Attachment 1
WHIMOA Board Meeting – 6 Sep 2007
Subject: Property Management Discussion.
I approached a couple of property management firms with regards to managing WHIMOA and what the estimated cost were.
I thought it best to get a figure that was all inclusive because if we turn the operation over to a firm like this then we would probably want completely out of the decision/complaint handling process. With that in mind here were the requirements.
Basically the only thing the BOD would have to do is promulgate the CC&Rs and Rules and give guidance to the management organization, and or Hire and Fire the organization. Any new projects within the moorage would be approved by the BOD and executed by the organization.
The low was $50 per slip per month and high was $65 per slip per month and both exclusionary of outside costs for materials, labor, legal, normal day to day costs for utilities, etc. Normal day to day costs for utilities, insurance, taxes, etc would be paid from the moorage checking account while maintenance, or items outside of normal day to day operations would be charged on a cost plus basis to include the organization labor to manage the outside items.
Since the moorage is currently being managed and maintained by the BOD and some Owners, and our budgeted expenses are generally right on track, having a management organization would be an added expense plus all the work would be done by outside contractors as an added expense with a markup for the organization handling it.
Generally speaking, if the organization doesn’t handle the whole thing, then the normal management fee is increased to offset what they would not be getting from the maintenance, etc.
In other words, there is no savings other than peace of mind, for going to a management organization.