Valleyhi Community Club Annual Meeting Minutes 12 June 2011
President, Don Thomas, called the meeting to order at 2:00 P.M.
The minutes of the 2010 annual meeting were approved via email prior to this year's meeting.
The meeting was attended by:
Trustees: Danielle Hester, Susan Raley, Don Thomas, and Mike Weil
President: Don Thomas
Vice President:
Treasurer:
Secretary: Peggi Lopez
Members: Jay Chapin, Patricia Thomas, Rod Strand, Lynitta Foley, Susan Miller, Rita Terry and
Herman Raley Accountant: Jim Weins Water Master: Nathan Riblett
Fiscal Year Report
For fiscal year ending April 30, 2011, total cash receipts were $131,153.70. Total cash disbursements were $138,384.39. This was a decrease in cash of $7,230.69. Cash at the beginning of the year was $99,399.29 and at the end was $92,168.60. The cash breakdown is as follows: Accounts Receivable -$3,969.09, Checking Account - $9,017.49, Repayment Checking Account - $13,696.57, Repair and Renovation Checking Account - $2,865.56, Savings Account - $7,861.48, CD 340874 - $52,931.80, and CD 341101 -$9,764.79.
Jim Weins noted the following:
Notes 1 and 2 show that the Taylor Restitution was divided into two groups this fiscal year.
$500 was credited to dues and $3000 was credited to checking. From now on all of it will be
credited to the dues account. This is the result of a decision made at the end of last year to
accumulate the Taylor restitution to the dues account rather than having it continue to go to
general funds. This decision was made by the board because the $12 per lot for annual dues,
which totals roughly $1800 each year, does not go far enough to cover the cost of upkeep and
improvements to the community park area. According to the county clerk, the balance of the
restitution is $14,654.75, which will go a long way in improvements and upkeep.
Even though we received a loan distribution of $49,105.58, there was a decrease in cash
because we also had more construction costs, one-time costs of system repair and
maintenance, and the cost of automation. The details are in notes 4, 5, and 6 of the fiscal
report.
In general terms, we are pretty close to a balanced budget.
The dues account expenses were pretty modest as can be seen in note 3. This will leave us with
additional funds for the next fiscal year.
Even though our system is new, it is not without maintenance needs as is shown in note 6. It
shows what it takes to keep a community water system maintained.
Jim Weins then took questions from community members. Mr. Chapin asked why we have $92,168.60 in cash and why we don't use it to pay off the loan. Jim explained that it is our total cash reserve, represents a low to modest amount of cash reserves for maintenance and repair of a community water /stem. We have a water system that is valued well over a million dollars, and we are running roughly 9% for reserves. A reserve is needed to cover a catastrophe, so that we don't cause an undue burden by asking community members for money to cover an unexpected and major emergency repair. Even with the 9%, if we
Uamerson, Mr. and Mrs. Keith Bowden, and Mr. Gordon Coates. Pat Thomas volunteered to draw the 'ticket out of the bag. The winner was Mr. Salvador Camargo. -'••••••••••••HHij
At this point, it was brought to our attention by Mike Weil that a question has been raised that the Cash for Clunkers project may be a misappropriation of funds. Mike does not believe it is a misappropriation of funds. Mike and Julian Gwynne have been mowing the park area for many years now on a volunteer basis. Mike is also checking the chlorine weekly, also on a volunteer basis. The community was paying someone $35 per month to check the chlorine, which is over $400 a year. To avoid any false accusations, misinterpretations, or misunderstandings of the board's actions, Mike is willing to bill the community club for all the volunteer work he has done for the community club and donate the funds to the Cash for Clunkers project. A motion to have Mike Weil bill Valleyhi Community Club for his services and then donate those funds to the Cash for Clunkers project was made by Susan Raley, seconded by Danielle Hester and approved by all.
Mower deck repair
The mower deck is still at Valley Saw and Tractor. We are waiting for them to tell us what is wrong with it and how much it will cost to repair it. We are hoping to have an estimate by Monday afternoon.
Website
A banner for a valleyhicommunityclub.com website was posted on the community club bulletin board a few months ago. This was included on the agenda because the board wants everyone to know that this is not run nor endorsed by Valleyhi Community Club, Inc. Comments that are posted on the website should not be taken as fact. It was suggested that the board look into purchasing its own official .org website.
Members' Concerns
In order to alleviate the grief that the board feels as a result of harsh criticism it receives for merely doing its job, and because so many people complain about and refuse to pay their water maintenance fee, Susan Miller was wondering if we should turn over the management of our water system and properties to a private management company. This was discussed but no decision was made.
Announcements
This will be Mike Weil's last term as trustee. He will step down within one year if someone else will volunteer for the position.
Nathan Riblett, one of our water masters, informed the board that the Annual Water Quality Report is finished and will be mailed to all community members soon. In this report, Nathan is listed as our water master because of a DOH water management law. A water master cannot manage a water system in one state if he lives in another. Dan Riblett lives in another state now, but he will still be on hand. If there are any questions about the water system, we can contact either Dan or Nathan. Nathan also informed us of an inspection violation that is posted on the community bulletin board. We were in violation because we did not do one of the required tests. We received no fine, and it does not affect the water system. It was a miscommunication between the state and the water master. The test will be performed this August. We are back in compliance with the DOH.
Tally of trustee election votes
This year 155 ballots were mailed. 47 ballots were cast. Positions 2, 3, and 5 were open. Mike Weil received 47 votes for Position 2. Danielle Hester received 47 votes for Position 3. Don Thomas received 47 votes for Position 5. There were no opposing or write-in candidates. President, Don Thomas, validated the tabulation.
The meeting was adjourned at 3:20 P.M.