3/8/21 Meeting Minutes

LAKE OF THE WOOD COMMUNITY CLUB

Meeting Minutes

March 8, 2021

Call to Order: by Karen Gore at 6:00 pm

Present
Karen Gore – PresidentAnna Hernandez- French – TreasurerDave Tyler- 1st Vice PresidentEd Nielsen- 2nd Vice PresidentGarrett Lebby
Barbara DommertBreckler- SecretaryChristine AndersonTinker JolliffRegina BraleyJaimie Ehrler
Steve Shobe    
     
Absent
Jared ChristensenTanya Michaels   

Community Members Attended:  Dawn Richey, Richard Day, Amanda Bash, Eric/Amy Hobbs, Pam Ragan, Fayetta, William P.

Review of prior meeting minutes:  February 8, 2021

It was moved by AHF and seconded by JE to approve the February 8, 2021 meeting minutes as written.  Approved by all present.  MMSP

Checks/AP register:

It was moved by CA and seconded by BDB to approve the checks and AP registers for February 2021.  Approved by all present.  MMSP

Reports: 

President: No report

1st VP:  Wells are running fine.  Finished packing bags of saw dust to use as insulation in the water boxes.

2nd VP:  Lake is closed until March.  The blueberries and trees were trimmed in the pea patch.  The flatbed trailer was finished.  Changed the hydraulic fluid in the tractor.  Cleaned up well #2’s electrical.

Secretary:  No report. 

Treasurer:  The officers can go up to Columbia Bank to finish the signature process.  When Stephanie from HOA solutions returns from PTO, Dawn and Ann will have a Zoom meeting with her to complete the code simplification.

Compliance Committee:  Four lot cases closed (128, 328, 67 and 23).  Two lots are recommended by the committee for fining:  Lot 204 for building material debris and Lot 105 for 3 inoperable/not tagged vehicles.  One lot asked for and received an extension from the committee.  Committee to check with Stephanie at HOA Solutions about the fine amount for lot 246.  This lot has 5 inoperable vehicles and 1 boat.

It was moved by BDB and seconded by AHF that the board move forward with fining lot 204 for building debris and lot 105 for 2 inoperable/untagged vehicles.  Approved by all present.  MMSP

Special Events:  The Easter Egg hunt will be on April 3rd.  Tinker needs someone to take over this event.  Garret volunteered to take over with Ed, Anna, Christine, Karen and Barbara helping.  Barbara asked Anna to contact her regarding an option to have a different kind of event that was virtual or allowed for more distancing.

Old Business: 

Drop Box.  Anna checked the coming regulations for HOA records which appears to address record storage.  The cost is either $15 per month or $12.50 per month with annual payment ($150). 

Everyone agreed that this would be a good idea.

It was moved by BDB and seconded by CA that purchase a Drop Box account for LOTW for the annual rate of $150.  Approved by all present.  MMSP

Columbia Back CD is maturing 3/12/21 with total funds of $27,368.92.  The decision on what to do with the funds needs to be completed with the funds.  Anna was started to research the rates and other places to move the CD.  There is not an allied bank with HOA Solutions that can take the funds.  Moving the funds to HOA solutions would move our total amount in accounts over the FICA limit.  Discussion also included the lack of customer service from Columbia Bank.  The group discussed options.  Anna is going to continue to review new credit union options for this CDs funds to be deposited in.  The US Bank CD is maturing in September with a total amount of approximately $73, 310.06.  The group decided to see what happens with the Columbia Bank CD funds before making decisions on the second maturing CD.  Our Treasurer, Anna, will bring a report on credit unions and their CD rates to the next meeting (April).  Anna will also be responsible for holding the cashier check.

It was moved by DT and seconded by AFH to move the CD money out of Columbia Bank by having the bank make out a cashier’s check to Lake of the Woods Community Club for the total amount of $27,368.92 and during the April meeting the Board will vote on where to deposit these funds.  Approved by all present.  MMSP

New Business: 

Fishing Derby date needs to be determined to allow for permitting and fish drop a couple of weeks prior to the event.  It was decided that May 15th will be the community fishing derby. 

Dawn is working with HOA to get the 2020 books closed.  This will not occur until HOA Solutions closes February 2021.  After 2020 is closed, the board will need to discuss the moving of funds not spent from the 2020 operating budget to the reserve funds.  In January the board discussed moving excess funds from operating accounts to keep the deposits under the FICA insured level.  Once 2020 books are closed this mater can be discussed and decided upon.

Meeting Adjourned by Karen at 6:57 pm

2/8/21 Meeting Minutes

LAKE OF THE WOOD COMMUNITY CLUB

Meeting Minutes

February 8, 2021

Call to Order: by Karen Gore at 6:05 pm

Present
Karen Gore – PresidentAnna Hernandez- French – TreasurerDave Tyler- 1st Vice PresidentEd Nielsen- 2nd Vice PresidentGarrett Lebby
Barbara Dommert-Breckler- SecretaryTanya MichaelsTinker JolliffRegina BraleyJaimie Ehrler
Steve ShobeChristine Anderson   
     
Absent
Jared Christensen    

Community Members Attended:  Dawn Richey, Richard Day, Amanda Bash, Adelbert Avery and Cherie/Marty

Review of prior meeting minutes:  January 11, 2021

It was moved by BB and seconded by TJ to approve the January 11, 2021 meeting minutes with the edits by TM added.  Approved by all present.  MMSP

Reports: 

President: No report

1st VP:  Wells are running fine.  Relocated pump #2 and it is back online.  Ed primed and painted the inside of the well building.  Spending $738 to purchase 10 backflow repair kits.  This will allow for replacement of the backflow parts, and then the removed parts can be cleaned up and are ready for reuse.  Four to five backflows need to be dug up, one due to a tree blocking access and the others have trees that are too close to allow for testing.

2nd VP:  The lake is full.   Ed taped off an area in the Pete Rix Park due to a large broken branch hung up in one of the pine trees.  This  could fall and hurt someone.  The branch is fairly high in the tree and will take a while for the wind to bring it down.  Steve is lying decking on the flatbed trailer.  There is a tree leaning over SR 302; DOT is coming to see if it belongs to the HOA or the county.

Secretary:  Apologies for the two different Zoom invites.  She will work on the issue. 

Treasurer:  Anna is meeting with Dawn to look for efficiencies.  The checks for the security and Tony Trotter have not yet arrived.

Compliance Committee:  Several letters are out to owners with a response date of February 18th.  Lot 23 has moved and licensed the 5th wheel.  Lot 120’s white van will be removed.  Tanya spoke to Rich and he wants to resign from lead of the compliance committee.  He will wait until April 1st.

Special Events:  Easter is April 4th.  The Easter Egg hunt will be on April 3rd.  COVID precautions will be required to meet the appropriate phase at the time of the hunt (masking, social distancing).  Anna would like to come up with some kind of virtual option that would be for the families that do not want to risk a group event. 

Old Business:  none

New Business: 

We have on CD at US Bank that is going to mature this year.  US Bank does not want to release details except to original account signers.  One CD at Columbia bank will mature in September of this year.  Discussion included what to do with these CD once they mature.  It was decided that to simplify accounting, these CD would be moved to a HOA Solutions Affiliate Associate Bank when they each mature.  Anna will work on getting the details of the maturing CDs.  Tanya has a paper file of CDs which she will get to Karen.

Discussion was held regarding new Executive Board Officers becoming signers on bank accounts.   If the Executive Board Members are all signers then it should be easier to ensure two of them are available when checks need to be signed. 

It was moved by TM and seconded by DT that all Executive Board Officers are to be signers on the LOTW bank accounts starting in 2021.  Approved by all present.  MMSP

We need to sign the 2020 agreement to have Joseph Vandal, CPA handle the taxes and audit.  No one had any issues with the work done in 2019 by Joseph Vandal, CPA.

It was moved by AHF and seconded by GL to engage Joseph Vandal as our CPA for 2020 taxes and auditing at a cost of $2025.  Approved by all present.  MMSP

Community Drop Box- it was discussed that for continuity of official documents and ease/transparency that we move from a paper system to a Cloud system.  Karen will investigate options and cost and bring the information on Cloud choices to the next meeting.

Tanya still has several boxes of old documents to go through for consolidation and disposal.  Ed states that there are at least 15 boxes of documents still in the shed that need to be gone through.  Old documents need to be shredded to ensure no one’s personal information is inadvertently exposed.

It was moved by CA and seconded by TJ to approve $100 to Tanya for shredding services.  All present approved. MMSP

Karen reminded all board members that we are to serve on a committee.  Please email Karen a list of the committee(s) that you willing to serve on or are currently serving on.

Karen asked the Compliance Committee to have a meeting to determine their leadership once Rich steps down.

Delivery of compliance letters- Many owners claim that they never received the compliance letters.   It was discussed  how many letters should be sent with some kind of tracking and the decision was at least 2 of the letters  sent to each lot should be sent with some form of tracking.  There was discussion about signature required vs. certified mail (tracking that it was delivered but no signature required).  The Compliance Committee is to meet and discuss the options and bring their recommendations to the next meeting. 

Community Events- Discussion had regarding having more/different community events due to the number of new residents.  Send any additional recommendations to Karen. 

Recommendations:  Pet parade, trade/exchange this summer (household and garden items), car show/parade 

Garret wants us to recognize Ed and Dave for their extensive work on the water system and protecting our water supply.  Amanda would like to volunteer to learn the water system and help with maintenance/repairs.

Website needs a volunteer section to allow more community involvement with projects. Ed/Dave to give some dates for volunteers to help with community projects.  Ed mentioned there are several trees that need to come down.

It was moved by DT and seconded by EN to adjourn the meeting at 7:31pm.  All present approved.  MMSP

Meeting Adjourned by Karen at 7:31 pm

12-14-20 Meeting Minutes

LAKE OF THE WOOD COMMUNITY CLUB

Meeting Minutes

December 14, 2020

Call to Order: by Tanya Michaels at 6:00 pm

Present
Tanya Michaels- PresidentKaren Gore- TreasurerDave Tyler- 1st Vice PresidentEd Nielsen- 2nd Vice PresidentGarrett Lebby
Barbara DommertBreckler- SecretaryGreg AndersonTinker JolliffAnna Hernandez- FrenchJaimie Ehrler
Steve ShobeJared Christensen   
     
Absent
Christine AndersonRegina Braley   

Community Members Attended:  Dawn Richey, Richard Day, Amanda Ehrler, Amy and Eric Hobbs

Review of prior meeting minutes:  November 09, 2020 and November 19, 2020

It was moved by SS and seconded by GA to approve the November 9, 2020 meeting minutes as written.  Approved by all present.  MMSP

It was moved by TJ and seconded by GA to approve the November 19, 2020 meeting minutes with one correction of the name to Elise Appline on page 3 paragraph 2.  Approved by all present.  MMSP

Reports: 

President: Need to formally approve Dawn Richey as Assistant Financial Liaison.

It was moved by DT and seconded by KG that Dawn Richey be approved as the Assistant Financial Liaison for Lake of the Woods for 2021/2022.  Approved by all present.  MMSP

1st VP:  Wells running fine.  Well #2 is shut down to replace the pressure release valve.  The replacement valve just came in.  Sheet rock is up and mudding complete in doghouse with painting to come.  24 backflows cleaned. 

2nd VP:  Rock added to Lot 10 water box.  Lake drain cleaned for overrun.  Started blackberry removal from the pea patch.  Pea patch next year opening before June, possibly in May.  Mike on his three months off from landscaping, restarts in March. 

Secretary:  Returned mail needs to be followed up on.  This month’s Zoom invite is recuring and should be posted on the website to allow the community to join the BOD meetings.  Zoom instructions can also be posted, provided by Barbara to BOD and Garret.  Barbara’s email, bbreckler1@aol.com,  can be added to the website for Zoom help. 

Treasurer:  No report

Compliance Committee:  See attached report.  Karen to send list of current lots/people being find to Rich, Steve, Ed and Dave.  Questions were raised about lot 101 which has the tarp on the roof.  This lot has fines and water has been shut off for months. 

It was moved by GL and seconded by EN to start fining the lots recommended by the compliance committee.  Approved by all present.  MMSP

Special Events:  Ed, Tinker and Anna to meet at Pete Rix park on December 19 at 6pm to judge the holiday decorations. 

Website Committee:  Website switched to GoDaddy.  It is down for maintenance today but should be back up tomorrow. 

Sign Committee:  Received all metal for the channel around the new large signs.  A couple of laminated sections for the A-frames still expected.  Need to get bolts and concrete to mount the new signs. 

Parks Committee:  There was a suggestion to form a short-term parks committee.  Ed stated that he already had community input for the playground equipment and was not happy that the funds had been removed from the budget to the reserve fund.  He could have ordered and paid for the playground equipment that had been selected by community member with children before the end of December.  Tanya didn’t believe that it could be ordered and paid for by the end of December.

Old Business:  none

New Business: 

It was moved by DT and seconded by KG to approve the HOA Community Solutions contracts for 2020 and 2021.  Approved by all present with the date change on the 2021 contract.  MMSP

It was moved by DT and seconded by EN to approve the contract, with the addition of Tony’s address, to have Tony Trotter perform black flow testing.  Approved by all present with address addition.  MMSP

It was move by ED and seconded by GA to approve the contract for Michael Youngchild for two years from March 1st 2021 until Oct 31st 2022.  Approved by all present.  MMSP

Motion to adjourn at KG and AHF.  All approved. 

Meeting Adjourned at 7:35 pm

11-9-20 Meeting Minutes

LAKE OF THE WOOD COMMUNITY CLUB

Meeting Minutes

November 09, 2020

Call to Order: by Tanya Michaels at 6:07 pm

Present
Tanya Michaels- PresidentKaren Gore- Treasurer   
Barbara DommertBreckler- SecretaryGreg AndersonTinker JolliffChristine Anderson 
Steve ShobeRegina BraleyAnna Hernandez- French  
     
Absent
Jaimie EhrlerDave Tyler- 1st Vice PresidentEd Nielsen- 2nd Vice PresidentGarrett Lebby 

Community Members Attended:  Dawn Richey, Rich Day, Jared Christensen

Review of prior meeting minutes:  Meeting minutes from October 12, 2020.

It was moved by KG and seconded by CA to approve the October 12, 2020 meeting minutes as written.  Approved by all present.  MMSP

Reports: 

President: Thank you to Karen and Barbara for setting up the ZOOM. 

1st VP:  No report

2nd VP:  No report

Secretary:  No report

Treasurer:  No report

Compliance Committee:  Met again about a week ago.  Greg and Rich went around division lot and 2.  Found one person living in lot 32.   Found several lots with vehicle issues.  30-day issued to several lots:  248, 347, 279 3 vehicles, 136, 63, and 61 3 vehicles, 136 and 59.  Lot 26 has one with a tarp and additional vehicle without tags.  (Rich to send report to me).

Motion made by BB and seconded by GA that start the fining process with lots 248, 347, 279, 136, 63, 61, 136 and 59 for non-compliant vehicles. Approved by all present.  MMSP

Sign Committee:  Check was given to Jessica for signs by the end of next week of week of the 23rd we should have our new signs.  Christine can pick up the check from HOA.  Ed and Tanya will need to sign the check.  Christine will take the check tomorrow to Tanya. 

Old Business:

Web Page/Newsletter:  We are in the process of trying to pull over the URL from Wex/Zipcon.  Good Daddy does not understand why the URL will not come over.  Zipcon had unlocked the URL.  Wex needs to unlock it.  Tanya spoke to Mary Day and Mary would need to sign to move the URL, but Karen says that it does not need to be released.   Mary Day says that we (LOTW) retains control of the URL. 

Time/Place for monthly meetings:  We need to decide the time and place of our monthly meetings.  It is dark too early and freezing cold.  Tanya does any object to keeping the meeting via ZOOM.  Our bylaws allow for alternative voting due to emergencies.  We can vote and give our names that will be documented in the minutes.  We will look in the bylaws and cover this and November 19, 2020.  We will meet November 19, 2020 6pm by ZOOM set up by Barbara. 

Project Completion by mid-December:  Dave has a water leak to fix when he gets back and he needs to add one piece of plywood which should be done by mid-December.   Playground equipment will not be able to be completed due to COVID-19 and the Governor’s stay at home proclamation, we will not be able to get this project completed.  We need to rescind the project for 2020 and cannot move it to 2021 due to the 2021 budget being completed and approved.  We will need to vote on that we will have 2021 ad hoc committee called the “Parks Committee” 2 to 5 members (including the NDR park on 138th) to come up with plans for 2022 to be included in the that years budget.  We would like Board and Community members on the committee. 

New Business:

PO Box/Collection of Mail:  Tanya received an email from Karen about the community PO Box in Wauna.  Karen is looking at ways to save money. Karen recommended having the mailbox installed at the pea patch.   Tanya would like people to think about pros and cons to discuss at the December 14, 2020 meeting.  By moving the mailbox to the pea patch we will save over $200 a year and the person picking up the mail would be more convenient.  We could always move to a smaller PO Box to save money.  If we go to the pea patch, the mail could be open or it could go inside the gate, but then the postmaster would need the code. 

Parks Committee- ad hoc committee- under project completion

Officers/Director Duties- On November 19 we need to elect officers from our group of directors.  The duties of each officer is in the bylaws and the qualifications of the officers are in the bylaws.  You must be a resident and current with your assessment and fees to be a director.  There must be one board meeting each month, membership only has one meeting a year.  Under article 4 gives the duties of the President, 1st Vice President, 2nd Vice President and Secretary position.   While it has several specific duties, it does not include every responsibility like phone messages and the mail.  Maybe responsibilities can be moved to other positions.  Everyone should read the bylaws, article 4 pages 8-10 to review duties of officers.  The Secretary is to the agenda and meeting minutes to the directors five days before meetings.  The annual report is completed by HOA.  Tanya has been completing the agenda.  If you are going to run for an officer position, make sure that you are ready and able to complete the duties listed of the position.  If you are going to nominate someone for a position of an officer, make sure that the person is qualified to be an officer (consider time, travel, equipment).  Every single director needs to serve on a committee.  The first meeting in January we have had director choose the committee(s) that they want to serve on.  We have not had a nomination committee since we are running at full capacity as a board.  We have room for one more director.  Thanks to those that are new for stepping up and those that have served for guiding the new members.  If anyone has questions Tanya will be happy to answer them.   Officer will be elected at the November 19, 2020. 

Special Events- we should think about having the Holiday Lights contest date by the November 19, 2020 meeting.  A couple of people will drive around the neighborhood and pick 1st– 3rd place gift cards.  Gifts cards are awarded the same night.  We all need to have some fun.  Anna would like to be on the judging. 

Greg would like to thank Tanya for her years of services as she gets ready to retire.  She will stay on as a director. 

Motion to adjourn at GA and TJ.  All approved. 

Meeting Adjourned at 7:10 pm

10-12-20 Meeting Minutes

LAKE OF THE WOOD COMMUNITY CLUB

Meeting Minutes

October 12, 2020

Call to Order: by Tanya Michaels at 5:35 pm

Present
Tanya Michaels- PresidentKaren Gore- TreasurerDave Tyler- 1st Vice PresidentEd Nielsen- 2nd Vice PresidentJaimie Ehrler
Barbara DommertBreckler- SecretaryGreg AndersonTinker JolliffChristine AndersonGarrett Lebby
Steve ShobeRegina BraleyAnna Hernandez- French  
     
Absent
     

Community Members Attended:  Bert Briley, Anatalie Johnson, Danielle & Steve McElroy, Sanna Olsen, Dawn Richey, Jared Christensen      

Review of prior meeting minutes:  Meeting minutes from September, 2020.

Need to correct budget amounts to $402.72 regular, $40 reserve special assessment and $63 security assessment per lot. 

With the above changes it was moved by DT and seconded by GA to approve the September, 2020 meeting minutes.  Approved by all present.  MMSP

Reports: 

President: No report

1st VP:  Water system running well.  Shed around pump 2 is about 98% complete.  New plywood was added inside and out.  Thanks to Steve and Ed. 

2nd VP:  No report.

Secretary:  Received 11 ballots for the budget so far in the mail.  Need to ask for announcement on the informal Facebook page for ballots to be mailed or brought to the meeting.  Discussion on getting owner emails to allow for easier and cheaper electronic communication.  Does HOA have emails?  Add a link to give emails to LOTW board on the website.

Treasurer:  No report. 

Compliance Committee:  $5 late fess can be charged.  If an account is over $60 behind in assessments then the water should be shut off, but this cannot be done due to COIVD-19.  Each not tagged or running vehicle (or any over the 8 allowed per lot) will be charged $100 per vehicle out of compliance.  No late fees can be charged on delinquent accounts.     

Sign Committee:  The group voted on the new Lake of the Woods logo.  There were 4 choices.  Logo #2 won the vote with Logo #3 coming in second. 

Communication Committee:  No report

Old Business:

Newsletter:  Agreed it is an expense to mail.  How often is it necessary?  Karen and Tanya on the group.

Official Facebook page:  Discussion around whether the Facebook page is necessary or if we should just place everything on the official website.  The official website is moving to GoDaddy.  The hosting package has been purchased and the URL needs to be moved over.  It was decided to forego the official Facebook page.  The official website will have a space to allow for email address to be a contact for owners.  We do still need to mail new assessment information. 

New Business:  November/Annual Meeting will be held from noon to 2pm at Pete Rix park.  Concern over the temperature and the weather.  Dave Tyler volunteered to bring and set up his tents.  Discussion about keeping the meeting as short as possible due to temperature, or to consider renting heaters.  Consider moving other meetings to ZOOM or other platform to keep us out of the weather since we cannot meet at the fire house. 

            It was moved made by EN and seconded by DT to have the Annual Meeting at Pete Rix park with tents provided.  All approved. MMSP

If you are interested in being an officer, please let Tanya know for the elections in November.

Meeting Adjourned at 6:45pm

9-14-20 Meeting Minutes

LAKE OF THE WOODS COMMUNITY CLUB

HOA Meeting Minutes

September 14, 2020

Call to Order:  The meeting was called to order by Tanya Michaels at 6:40 p.m.

PresentTanya Michaels, Dave Tyler, Ed Nielsen, Karen Gore, Greg Anderson, Tinker Jolliff, Regina Braley, Garrett Lebby and Anna Hernandez French.

Absent:  Barbara Dommert-Breckler, Steve Shobe, Jaimie Ehrler and Christine Anderson.

Community Members:  Rich Day, Theresa Adams, and Burt Braley.

It was moved to approve the minutes for August 10th and August 26th as presented.  MMSP.

The proposed budgets for 2021 were handed out.  The proposed budget was reviewed and Budget Committee Chairman, Dawn Richey, did a presentation and explained the different entries and what they covered.  There was a discussion on whether to print an explanation for the budget or put it online.  It was moved to have the appendix accompany the budget.  MMSP.

It was moved to approve the 2021 Budget as presented.  MMSP.  In order to comply with the noticerequirements the budget, notice, ballot, and financials must be mailed no later than 50 days prior to the date of the annual meeting.

The total assessment per lot is $472.72, which includes the assessment of $352.72, security funds $50.00, special security assessment of $63 and $40 per lot for the reserve study account for 2021.  It was agreed to increase the grounds keeping fee by $400.00.

Recommended capital projects were water, pump house #4, a new roof on _____________, and replace water valves.

It was also suggested that we get new benches at Pete Rix Park, charcoal grills, install a beach area, new picnic tables, and a concrete retaining wall at McGowan Park.

There was a discussion on having a second Spring Clean Up at the end of September as at our first one a few weeks ago the containers filled up within just a few hours.  Next year we will have three large dumpsters instead of 2 for community cleanup.  The second Spring Clean Up will be the last week end in September and will consist of 2 containers.

It was moved to pay Jeff Samdal $2,000 (one half of the cost) for the new reserve study so we can get that under way.  MMSP.

The compliance committee presented 11 lots with compliance issues: 234, 243, 314, 10, 322, 26, 205, 123, 101, 188, and 339. It was moved to fine them $100 a month beginning October 1st for their non-compliance. MMSP.

A poll was taken to see how many of the current directors would be running for the Board again.  Five of the directors in attendance indicated they would run for another two year term.

Meeting adjourned at 7:30 p.m.

Submitted by:

Garrett Lebby

8-26-20 Meeting Minutes

LAKE OF THE WOOD COMMUNITY CLUB

Community Meeting Minutes

Special Meeting

Aug 26, 2020

Call to Order: by Tanya Michaels at 6:06pm

Present
Tanya Michaels- PresidentKaren Gore- TreasurerDave Tyler- 1st Vice PresidentEd Nielsen- 2nd Vice PresidentJaimie Ehrler
Barbara DommertBreckler- SecretaryGreg AndersonTinker JolliffChristine AndersonRegina Braley
Steve ShobeAnna Hernandez-FreidiGarret Lebby  
     
Absent
     

Community Members Attended:  Dawn Richey, Teresa Adams, One other ?

Amanda Bash submitted her letter of resignation effective today. 

Sign Committee:  Special thank you to those on the committee for their hard work:  Karen Gore, Ed Neilsen, Garrett Lebby, Rich Day and Greg Anderson.

Eighty percent of signs will be replaced.  The designs will be clean and bulleted.

Sandwich board signs will have a dry erase section and Velcro section to allow for easy and professional looking changes. 

See attached initial verbiage and revised verbiage.

It was moved by KG seconded by GA to adopt the suggested wording to the signs for the LOTW community.  All approved.  MMSP

Communication Committee:  Discussed moving website from Wick to Go Daddy.  KG was given the password to the websites.

It was moved by GA and seconded by GL to move website from Wic to GoDaddy.  All approved.  MMSP

It was moved by DT and seconded by ED to move the money from the new Alliance Bank 6 month CD to the water operating account instead of the community operating account.  All approved.  MMSP

Meeting Adjourned 6:49 pm

7-13-20 Meeting Minutes

LAKE OF THE WOOD COMMUNITY CLUB

Board of Directors’ Meeting Minutes

Special Meeting Bylaw Ratification

July 13, 2020

Call to Order: by Tanya Michaels at 5:35pm

Present
Tanya Michaels- PresidentKaren Gore- TreasurerDave Tyler- 1st Vice PresidentEd Nielsen- 2nd Vice PresidentJaimie Ehrier
Barbara DommertBreckler- SecretaryGreg AndersonTinker JolliffChristine AndersonAmanda Bash
Steve ShobeGarrett Lebby   
     
Absent
Regina Braley    

Two Community Members Attended

Sam Shapiro removed from the BOD due to number of missed meetings. 

Review of prior meeting minutes:  Meeting minutes from June 8, 2020.

Motion made by DT and seconded by KG to approve the June 8, 2020 meeting minutes as written.  Approved by all present.

Reports: 

President: Tanya reviewed the state guidance on public parks.  We will reopen the playground equipment per Pierce County Public Park guidance.  Signs will be posted to use at your own risks.  Discussion around pickle ball court and could it be made an additional use for basketball.  Tanya to review with insurance coverage.  Other area with basketball hoop is falling apart and is a green area not a park.  That is to be torn down and exercise stations added.

1st VP:  Water system running well.  Backflow valves clean out continues.  Water testing showed low level chloroform.  Bleach will need to be added to the system.  Signs regarding bleach added to water system will be posted.  Bids requested for pump house 2.

2nd VP:  Ed is opening the parks between 8 and 9am.  We have noncommunity members fishing in the lake, possibly due to virtual fishing derbies.  Fishing is for community members and community guest (when actually accompanied by the community member).  This is not trespassing but stealing.

Secretary:  Twenty-two ballot received thus far for the Bylaw ratification.

Treasurer:  The money in the Columbia Bank needs to be moved to a CD for six months.  We are working on closing the Columbia Bank account.  KG need to get on the signature card so this can be moved. 

There is $1916.15 that was in operating expenses account but should have been in the water contingency fund to cover the asphalt from the 2019 project that was completed late and paid out of the water contingency fund.

            Motion made by DT seconded by GA to transfer the charge for the asphalt repair from the operating expenses to the water contingency fund.  All approved.

Sign Committee:  Community entry sign that was vandalized has been taken down and a case filed with Liberty Insurance.  The other entry sign was removed to prevent potential vandalism.   

Jaimie’s sister is waiting for information on the community signs so she can prepare a bid for the project.

Special Events Committee:  Neighborhood clean-up the last weekend in Aug (29th and 30th).  Greg will follow up on dumpster scheduling.

Communication Committee:  Garrett will be working on the LOTW website and Jaimie will work on the LOTW official FB page.  After approval, the BOD minutes will be posted on the LOTW website along with the Bylaws.  If we want a website calendar the application cost $6.50 a month.  Tanya to send Garret the Governor’s website for COVID information.  News bulletin is not longer needed.  Community Newsletter is still needed but consider moving more toward email that USPS.

Old Business:

Delinquent payments are mounting.  We can still not shut off water or charge late fees due to COVID.  Dave is talking to owners that are behind.  Letters regarding delinquencies without fees are still being sent.

Reserve study waiting on HOA information request.

Ed would like people to help pick playground equipment.  He has a catalog and is asking community members.

Security, Break ins and thefts continue in the neighborhood.  Blue Line discontinue notification letter was returned.  Tanya will email the Blue Line contact.  There may still be about 4-8 hours of security billing to be paid to them.  Sgt Ward said that the Sheriff’s department can pick up more hours, approximately 16 hours.

            Motion made by DT seconded by KG to use the approximately $2000 budgeted for security to be used by the Sheriff’s department starting August 1st.  All approved.

Meeting Adjourned 6:40 pm

6-8-20 Meeting Minutes

LAKE OF THE WOOD COMMUNITY CLUB

Board of Directors’ Meeting Minutes

June 8, 2020

Call to Order:

Conference call meeting was called to order by President, Tanya Michaels at 7:00 p.m.

Present via conference call as allowed by Gov. Inslee were Tanya Michaels, Dave Tyler, Barbara Dommert-Breckler, Karen Gore, Tinker Jolliff, Amanda Bash, Garrett Lebby, Greg Anderson, Regina Braley, and Christine Anderson.

Absent:  Ed Nielsen, Sam Shapiro, Jaimie Ehrler and Steve Shobe.

Community Members present:  Dawn Richey and Lanny James.

Review of Board Minutes of March 9, 2020 and April 26, 2020.  Dave Tyler moved to accept the minutes as presented.  Tinker Jolliff seconded.  MMSP

In order to timely address the amended Bylaws it was moved to table all Board reports, old business and new business until the Board’s next regular meeting.  MMSP

  1. All in attendance indicated they had reviewed the proposed Bylaws.  It was suggested that the amended date be corrected to June 2020, page numbers be double-checked, voting by proxy not be permitted, and “Board voting may be amended due to governmental Emergency Proclamation or mandates.” be added.
  • It was also suggested that language limiting campers and travel trailers to be on lots for a period of time not to exceed six (6) months be added, which is in keeping with the Protective Covenants and Restrictions.  It is the intent not to have people living in campers, etc. and not to use lots to store recreational vehicles.
  • While operating a business in Lake of the Woods is prohibited, the final determination as to what constitutes a “business” will be made by the Board on a case by case basis.
  • It was determined that fire permits were required for all open, non-recreational fires.  Recreational outdoor fires must comply with county/district fire regulations.

Dave Tyler moved to approve the proposed Bylaws with the changes set forth above.  It was seconded by Greg Anderson. There were no objections.  MMSP

A special Board meeting was set for June 16th to address printing, copying and mailing the Amended Bylaws and ballots together with a copy of the Lake of the Woods Community Club Water Quality Report and Water Use Efficiency Report for the 2019 Calendar year to the Lake of the Woods Community Club membership prior to June 30th.  Printing, collating and folding will be done by Goin’ Postal.  The ratification meeting will be held on July 20th at 5:30 p.m. at Pete Rix Park.  The Board voted to have live meetings in the future and observe social distancing and other mandates from Gov. Inslee.

The meeting was adjourned at 8:13 p.m.

Submitted by:

Barbara Dommert-Breckler

3-9-20 Meeting Minutes

LAKE OF THE WOODS COMMUNITY CLUB

Board of Directors’ Meeting Minutes

March 9, 2020

Meeting was called to order at 7:07 p.m. by President, Tanya Michaels

Present:  Tanya Michaels, Dave Tyler, Mary Day, Barbara Dommert-Breckler, Jaimie Ehrler, Amanda Bash, Ed Nielsen, Sam Shapiro, Greg Anderson, Steve Shobe, and Tinker Jolliff

Absent:  Garrett Lebby, Karen Gore, and Regina Braley

Community Members:  Rich Day

The Board reviewed the minutes for the February 10, 2020 meeting.  It was moved and seconded to approve the February minutes as submitted.  MMSP

Barbara Dommert-Breckler was appointed as Secretary pro-tem.

REPORTS:

President:

Tanya spoke to the Nisqually Trout Farm and completed the permit form.  The $94.00 permit fee was previously approved.  The trout farm will deliver 700 +/- fish up to 13 – 18” on May 4th for the fishing derby on May 17th.  In April the Special Events Committee will get together to discuss the fishing derby.

1st Vice President: (Water System)

Dave reported that the wells are running fine.  Samples were taken today by Tony Trotter, our water manager.  All dog houses have been completed, but they still need to be anchored to the concrete.  Tank 2 was drained and flushed.  Three backflow preventers were cleaned. 

2nd Vice President: (Maintenance)

Ed reported that the branches were picked up at and around the pea patch.  The Lake is closed for about a month due to Corona virus.  Gravel at Pete Rix Park needs to be removed.  Three more stakes are needed for the plastic lining going in around the playground equipment.  Mary Day might know where some are.  She will check.  The gravel, plastic lining, frame and child approved chips need to get done prior to the Easter Egg Hunt now set for April 11th.  The chips were budgeted and paid for out of the 2019 budget.  Tanya suggested this work get done after the Easter Egg Hunt, but Dave and Ed thought it could be done prior to that.  The pea gravel will be removed March 14th and 15th starting at 9 am. Volunteers are needed and will need to bring gloves and flat shovels.  Ed has requested we ask Tia Smith to post the need for volunteers on the unofficial Facebook page.  Dave will check on chip delivery.

Treasurer:

Mary is concerned about a light out a Pete Rix park.  She will reach out to Peninsula Light for repair.

Mary reported that the HOA Community Solutions’ contract revisions are still in draft form.  Roles still need to be defined.  There may be a special meeting mid-March to finalize the contract.  Mary discussed the accounting and monthly reconciliation, water shut offs and financial inquiry.  The US Bank CD needs to be moved to Home Street Bank to improve our return rates for the water reserve fund.  The Executive Board needs to meet and sign official signatures for the banking.  Our auditor will complete our tax filing.  The auditor needs the CD statements that Columbia Bank does not provided regularly.  Auditor will to send a letter to Columbia Bank to request CD statements.  Audit and taxes expected to be completed around July.  There was a discussion about closing the Columbia Banking account and moving the money to Alliance Bank.  There is no penalty for closing the account.  It was moved to close the Columbia Bank account and move the money to HOACS accounts at Alliance Bank.  MMSP.

Mary reported that the final balance sheet for 2019 needs to be adjusted.  Some concerns about money for bad debt and water supply/repair being coded to the reserve account.  Blue Line needs to improve their billing.  The current bill just has the dollar amount, but no listing of dates and times of patrol.  This has been a previous request.  Mary/Tanya will work to get details on the bills, and they will not be paying Blue Line until detailed invoicing received.  Mary asked Brian to send a detailed bill to the LOW post box.  [There was a question if we could schedule Blue Lines patrol schedule.  Answer from Mary was “no.”  If we schedule them, they become LOW employees instead of contractors which cause tax, insurance and liability issues.

Secretary:

Karen Gore was absent.  No report.

COMMITTEES:

Compliance – Rich Day reports there needs to be a meeting.  Tanya will give Ed a list of potential lots out of compliance.  There are approximately 30 lots.

Budget – Mary day said a meeting will be held in May.

Bylaws – The review has been completed by the attorney with focus on the RCWs compliance.  Updating is occurring on the recommendations.  One more meeting to finalize is expected.

Newsletter – It was recommended that the Newsletter committee name be changed to Communications committee and that the committee definition be “a minimum of two members” with any maximums removed.  June is the anticipated distribution of the finalized by-laws with hand delivery to the Community Member and signatures obtained to indicate receipt by homeowners.

Special Events – November 7th (Noon to four p.m.)  is the annual community meeting at the Key Center Fire Station in the meeting room.  Spring Clean Up is April 25th and 26th at McGowan Park, 9am to 4pm each day (or until all containers are full).  Volunteers need to cover the times for the cleanup.  April 11th is the Easter Egg Hunt.  There was a discussion around potentially using environmentally friendly eggs (Ondia will look into options) and not filling all eggs with candy (Barbara will work on other egg filling options).

Community Signs – There is no proposal from the company that is to bid on the community signs.  Any money assigned to capital project must be used this calendar year (to include signage and playground equipment).  There was a discussion around naming these meetings “community meetings” instead of Board meetings to encourage community attendance.  Sam will speak to the sign company around proposal.

OLD BUSINESS

Each Director needs to serve on at least one committee every year.  The following are the committee assignments chosen:

  1. Budget:  Mary, Dave, Amanda, Ed, Regina and Barbara (?)
    1. Newsletter (now Communications):  Ed, Garrett and Jaimie.  This committee will include the official Facebook page and website.
    1. Nomination:  No volunteers
    1. Special Events:  Tinker, Barbara, Ed, Steve, and Karen.
    1. Compliance:  Rich Day, Ed, Sam and Greg.
    1. Bylaws – Dawn Richey, Ed, Dave, Mary Nielsen and Tanya.

Water shut-off procedures and collecting past due assessments is tabled until the April meeting.  No past due letters have been sent for the last four months.  A new delinquency list will be pulled as of March 13th.

Webpage/newsletter/official Facebook page discussion.  Jaimie likes, and is excited to work on these.  No personal information will be published except for BOD emails and phone numbers.  There is a LOW email and phone number that will be published, but then needs to be monitored.  Further discussion will be tabled until April.

Meeting Adjourned at 8:40 pm.

Barbara Dommert-Breckler