2024-10-01 Board Meeting Minutes

Posted on November 8, 2024 by RLCA

Reflection Lake Community Association Board of Directors

October 1, 2024 Minutes

Unapproved at Nov 4 meeting, 
but will be addressed at the next RLCA Meeting.
  1. Call to Order 18:10
    1. Audio recorded on Google Meet
    2. Board members present: Full Board
  2. Approval of Minutes
    1. Minutes are included in Board Packet
      1. Approved
  3. Officers Reports (as needed)
    1. President
      1. Board code of conduct
        1. Singed by 8 board members
        2. Not signed by Markley
    2. Treasurer
      1. Documentation to be added to board packet.
      2. Board members encouraged to review Treasurers audit binder.
  4. Directors Reports (as needed)
  5. Committee Reports (as needed, please submit any documentation for inclusion in board packet)
    1. Roads (Keith Cox)
      1. Speed limit signs are up
      2. Work party went well
      3. Request to fire department for help cleaning out culvert
      4. Rock to be donated
      5. Drains to be added
      6. Discussion to happen about sweeping roads
    2. CMD (Dan Loos) Presented by Gary
      1. Cleanup on south dam vegetation has started
      2. North dam cleanup party in October
      3. Fall fish purchase instead of spring
        1. More fish in 11”-14” range
        2. Fish cost increased 75% over the last five years
      4. Clear road from turtle beach to hatchery
      5. Benches have been varnished
      6. New lock on south outflow for fish gate
      7. More rock to north dam
        1. Permit may be required.
      8. Vegetation control
        1. Spray one time
      9. Burn piles to be burned after first snowfall
        1. Hot dog roast
      10. Power washer to clean docks
      11. Discussion of grass removal on Bald Eagle Beach to continue next CMD meeting.
      12. Donated locks to be placed after further discussion.
    3. Firewise (Jeff Toffer)
      1. Wind storm pine needles
        1. Clear your roofs
      2. Dry hydrant
        1. Guy Gifford and the fire department are still working on it.
    4. CAC (Diana Kenworthy)
      1. Fall road cleanup day SAT Oct 19
        1. Signs to go up around community
        2. Just serve.org notice to happen
        3. 10am
          1. Coffee and muffins
        4. County will donate equipment
        5. County will pick up garbage
        6. Potluck BBQ to follow
          1. Please bring a side dish
          2. BBQ has been purchased for the lake
            1. Thanks to Keith for previously donating BBQ
    5. Security (Gary Long)
      1. New lock on Eagle Beach
        1. Keys for Members in good standing
      2. Discussion of locks on Bings and Bishop
        1. Added to New business
      3. Discussion with SCOPE for ongoing involvement
        1. Meeting request with SCOPE officers
        2. Monthly meeting last Thursday of month at the fire station.
          1. May not be current
      4. Cars have been “rifled through”
      5. Banging on door at 1am
      6. Police running code up Lakeside followed by motorcycles and cars leaving quickly
        1. Around midnight saturday
          1. Multiple gunshots were heard
    6. Communications/Website (Rick Smith)
      1. Jerry reported Rick is moving
      2. Consider a new communications committee chair
  6. Approval of Agenda
  7. Old Business (please submit motions or resolutions to be included in board packet)
    1. Legal update (Gary Long)
      1. Lee hearing held on September 13th
        1. Judge Anderson’s judgment report has been sent to community
        2. Third party operator to be discussed under mediation
          1. Mediation only to cover third party water system
          2. Discussion of who will be representing the RLCA is ongoing
            1. Checking with lawyer.
        3. Mediation likely to take place late november
        4. No fees awarded
        5. Special executive session with RWA to be discussed at next months meeting
          1. Passed unanimous
      2. Powers settlement
        1. Award of $20000 to RLCA
        2. Judge Hazel to hold a hearing date TBD
          1. Attorneys do not need to be present
    2. Bylaws (Paul Cramer)
      1. State sets minimum bylaws
        1. RLCA can add to law with community vote
        2. No RLCA vote can supersede state law
      2. Road section and water section information to be compiled before it goes to a vote.
      3. Community vote is needed after compiling.
      4. Court order supersede bylaws
    3. Easement and transfer of water right
      1. Discussion moved to joint executive session
    4. Roads Account transfer
      1. $1800 budget adjustment from before formation of Roads committee
        1. Proposed to pay have now and half as IOU
        2. Formal resolution to be typed up
    5. Fiscal year
      1. Recommended to be discussed by Bylaws committee
      2. Bylaws committee chair reminds us that any changes to bylaws need a community vote.
      3. Legal interpretation to be sought out
      4. Tabled until next meeting
  8. New Business (please submit motions or resolutions to be included in board packet)
    1. Roads Assessment late fees
      1. Discussed at length
      2. Motion passed to include late fee policy in collection notices
        1. Unpaid Roads Maintenance Fee (RMF) Unpaid assessments will be delinquent after October 1. If an assessment remains unpaid for more than ten (10) days, the balance will be charged (10%). If not paid within twenty (20) days the delinquent amount shall accrue 12% per annum (1% per month) calculated from the date of delinquency. This follows RLCA Covenant 4.7.
    2. Reserve fund bank account
      1. I MOVE THAT WE OPEN A NEW MMK ACCOUNT AT WA TRUST, WITH THE SAME THREE SIGNERS THAT ARE ON THE OTHER ACCOUNTS, TO BE USED FOR OUR RESERVE FUND. Reserve fund can not be used for regular budget items.
      2. Formal resolution to be signed at next meeting.
    3. Fish stocking
      1. Proposed to use some firewise funds to add to fish fund
        1. Increase fish purchase to $6350
      2. It is moved that $1000 be taken from the DNR donation fund as well as the $250 fish donation to be added to the fish fund of $5100 for a total fish budget of $6350.
        1. Passed
      3. It is moved that fish be stocked by Nisqually Fish Hatchery this fall (2024) at a date TBD.
        1. Passed
    4. Calendar
      1. November meeting date
        1. Moved that November’s meeting be held on Monday November 4th at 6:30pm
          1. Passed
      2. Annual meeting
        1. Proposed to hold the annual meeting at the Inland Grange July 12, 2025 or July 19, 2025 or July 26, 2025 based on room availability.
          1. Preference for early in the month
          2. Cost approx $100.
            1. Final cost to be reported after booking
          3. Passed
    5. Discussion of locks on Bings and Bishop landings
      1. It is moved that locks be placed on the drive gates for Bings, Bishop, and Eagle with all locks keyed alike.
        1. Passed
    6. Fridge use and donation collection.
      1. Tabled to RWA joint session
  9. Community Forum
    1. Answering questions
    2. Introduction of Items to be added to next meeting’s agenda
  10. Adjourn
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