LAKE OF THE WOOD COMMUNITY CLUB
Meeting Minutes
September 12, 2022
Call to Order: by Karen Gore at 6:07 pm
| Name | Attended | Absent |
| Karen Gore- President | X | |
| Dave Tyler- 1st VP | X | |
| Ed Nielsen- 2nd VP | X | |
| Anna Hernandez-French- Treasurer | X | |
| Barbara DommertBreckler – Secretary | X | |
| Tanya Michaels | X | |
| Garret Lebby | X | |
| Ashley Golding | X | |
| Bill Sidwell | X | |
| Cate Brown | X |
Community Members Attended: Dawn Richey and Amanda Bash
Additions to agenda: None
Minutes: Minutes will need to be approved next meeting.
Financials: No financial for this month available. Community credit cards and checks reviewed.
Reports:
President: No Report
1st VP: Transfer switch installed by the electrician. Scheduled to start up 10/3 by the company. Ed reading the meters on the wells. Pump 4 is running nicely. Well 2 wall was built with rat guards and tile line. The fence needs to be finished.
2nd VP: Cut trees out of McGowen Park. The wood was given to community members. Branches taken to the dump. Concrete blocks/ecology blocks for lake project (40) were delivered. Big tree cut down on the green belt that were threatening a house. There are 6 more that need to come down: 2 at pump 4, 4 more behind Nathan’s. Volunteers raked up mess at Pete Rix and signs were put in. Rented a grinder and ground out the stump. We need to pay for the aeration system, block move and emergency tree removal.
Motion was made by Barbara Dommert-Breckler pay for the repair of the aeration system not to exceed $650 and emergency tree removal bill of $1958.40 from the contingency fund. Seconded by Anna Hernandez-French. All approved. MMSP
Secretary: Working on a new design for the ballot to improve understanding/voting. The ballot will include the budget, Architectural Committee Guidelines and board members.
Treasurer: Budget committee will present the budget.
Compliance Committee: Lot 105 has been cleaned up. Vehicles removed.
Event Committee: 10/29 there will be a community Halloween decoration contest. At 1pm on 10/29 at Pete Rix Park there will be a community event with games. Rules and the event will be posted on the Facebook page and website.
Old Business:
None
New Business:
The board was asked if Air BNB were allowed. After discussion it was determined that we do not allow businesses to be run in our residential neighborhood.
There was a noise complaint made about a dog barking at Pete Rix Park and one at 140th. Noise is a county issue, not a board issue.
Budget Committee: We have a CD maturing at Columbia Bank 9/31 for $18,531.81 plus interest.
Motion was made by Anna Hernandez French that we move the maturing Columbia Bank CD (total amount of $18,531.81 plus interest due) to the community reserve account at Kitsap Bank. Barbara Dommert-Breckler seconded. All approved. MMSP
Discussion of the 2023 budget. Anna thanked the budget committee for their work on the budget. The budget was reviewed including the new disclosure at the end of the budget attachment that is required by law. All efforts were made to keep the cost low.
Motion was made by Anna Hernandez-French to approve the 2023 budget as presented by the budget committee for presentation during the annual community meeting which will then be voted on by community owners. Seconded by Cate Brown. All approved MMSP
Review of the Community Operation Debit Card Use Procedure (see below).
Motion was made by Dave Tyler and seconded by Ed Neilsen to approve the Community Operation Debit Card Use Procedure as written. All approved. MMSP
Meeting Adjourned 7:12 pm
Meeting reopened at 7:21pm
Cate will need to come off the board in January due to family responsibilities.
We will need a special meeting on 9/19/22 to approve the Minutes from August and the HOA Community Solutions contract.
Meeting adjourned 7:28pm
Minutes recorded by LOTW Secretary Barbara Dommert-Breckler.
Community Operations Debit Card
USE PROCEDURES
1. Each card user must have copies of all receipts for items purchased with the Debit Card.
2. Absolutely no personal item maybe on any receipts.
a. If an item is put on a receipt at the store, you must have the store cancel that
transaction and redo the purchase.
3. Each user must keep a copy of their receipts for each purchase for 90 days.
4. Each user must Sign the receipts.
5. All signed receipts must be turned in to 2 nd VP.
6. A copy of the Debit Card statement will be sent to 2 nd VP and Treasurer at the end of each
month.
7. If the card is used for an event the user must create a report of how much money was spent on that event.
8. The Debit Card may only be used for these codes:
a. 501098 (Facilities Rental/Annual Meeting)
b. 503000 (Offices Supplies)
c. 503210 (Web fee and Dropbox)
d. 503300(Community Events)
e. 600001 (Supplies & Repairs)
f. 610026 (Community Garden)
9. Board reviews Debit Card expenditure monthly on bank statement provided in monthly financial reports.
a. Second Vice President matches receipts to expenditures and retains receipts.
b. Second Vice President writes account code for each item on statement.
c. Coded statement is sent to HOACS representative and copy attached to official Board
minutes.
A lost receipt or invalid purchase requires Purchaser to immediately notify appropriate Vice
President and Treasurer. This must also be noted at Board meeting during Board
review/approval of debit card bank statement. No later than 5pm Friday following the Monday
Board meeting, Purchaser must present amount via cash or check and a written, signed
document in person to HOA-CS personnel at their office, copy to LOTWCC Treasurer. Document must state money is for restitution dollar amount on referenced debit card, indicating receipt vendor and date.