Dugualla Heights Board Meeting Notes
December 18th 2022
Attending: Steve Hucke, Leslie Wagner, Mark Van Wyngarden, James Jolly, Myron Parry, J.D. Ray
Absent: Graig Habermann, Julie Chan, Shawn Albert
1.The meeting at the clubhouse was called to order at 6 PM by President Steve Hucke.
2.Minutes from 11/16/2022 Board Meeting: Motion to approve as submitted made by Jim, seconded by Leslie. Passed unanimously.
3.Treasurer’s Report: See attached report. Bank balance as of November 30, 2022 is $517,335.72 with $390,973.08 in money market account, $126,365.64 in checking account. Difference from January - November 2022 is +$58,799.80.
a.Clubhouse checks accounted for by King Water: Going forward, Mike Legere is instructed to label clubhouse rental checks he sends to King Water for deposit.
b.The Board discussed reinstating Annual Dues Assessment invoices to lot owners for capital improvements.
i.History: Roger Pierce as treasurer for ten years developed the program to pay off a loan and build a capital reserve. An earlier Board stopped billing annually (shown as “Annual Dues Assessment” on the invoice) and rolled it into the water invoices for $10 per month (increasing it from $100 to $120 per year). The last time an Annual Dues Assessment was billed separately was 6/1/2020. The first time $50 was billed as the water use base rate was 6/1/2021. That Board did not continue to issue invoices to lot owners not connected to the water system.
ii.Points of discussion included which lots should be invoiced, waiting to reinstate the fee until there is a more comprehensive capital plan and whether the fee, if reinstated prior to a comprehensive capital plan, should be increased to $120 as it has been for lot owners using water.
iii.Mark moved to reinstate the Annual Dues Assessment invoice to lot owners not connected to the water system as they have been billed in the past. This invoice will be $120 annually, the same as is paid by water users. Jim seconded. Passed unanimously.
c.Water main replacement report: Still assessing the proposal. Need to pursue a second proposal. Probably too late for this winter. Graig looking into grants.
d.Directors and Officers insurance: Steve to confirm with Julie that the most recent invoice has been paid.
a.Steve reported that a Member questions the accuracy of their water meter. Steve has arranged for the meter to be replaced with Nathan at King Water. The meters will be replaced when a new one is available.
b.Mark met with Kingma CPA to arrange for them to provide comparative financials for the twelve months ending 5/31/21 and 5/31/22. Mark reported that Kingma has the information necessary to do the work. Still in process. Should have by end of year or early next year. CPA prepared financials should be beneficial especially as we start applying for grants and possible loans. These financials will also be presented at the annual member meeting and used for IRS form 990.
c.Steve reported that the Lagoon Pipe should be cleaned again in the first quarter of next year.
d.Water rate analysis: Following the water rate discussion at the 9/17/2022 Annual Meeting, the Board will review the 2022 full-year invoice data. Myron presented the summary table and graphs that he had developed for the five 2022 billing periods completed to date. A discussion followed. Myron will make meter reading data available to Board Members for their review. More to follow.
e.Capital plan for water pipe replacement. The Board discussed how to best develop a comprehensive capital plan. The first step is assembling available estimates for the cost for the project. Myron and Steve to forward the relevant Coffman Engineering estimate to Mark and JD. Later steps will include developing a plan to generate the necessary funds.
7.Next Meeting: Wednesday, January 18, 2023 at 6:00 PM.
8.Adjournment: 7:37 PM.
Respectfully submitted, Myron Parry