Timberlane Lodge, Inc. Annual Meeting - June 9, 2022

TIMBERLANE LODGE, INC.

PO BOX 991

Monroe, WA 98272-0991

TIMBERLANE LODGE, INC. ANNUAL MEETING

Date:  Thursday, June 9, 2022

Time:  7:00pm

Location:  Via Zoom at

https://us06web.zoom.us/j/88532247680?pwd=RW9DaWFDTHFFaUQ2dS94Y2VVTEFMUT09

Introduction regarding voting process:

Members, please note that 50% of the voting lots must be represented either in person or by Proxy to validate this meeting.  Therefore, please attend this meeting.  If not, mail the enclosed Proxy to the TLV Secretary at the above address or email to jkirkman@pcamgmt.com.  If you are uncertain whether you will attend, please send in your Proxy and if you later choose to attend the meeting you can revoke your proxy by attending the meeting.

Board of Director Positions: Three (3) board members will be finishing their 2-year term. For the candidates who wish to serve on the Board, please see the enclosed ballot. There are three (3) candidates who volunteered to add their names to the ballot. Additionally, you may write in other qualified members to fill the seats open this year.

Agenda: The Minutes for the meeting is on page 2 of this notice.

Items included in the mailing (prior to this meeting) to all members included:

  • Annual Meeting Notice and Agenda

  • Proxy Ballot

  • Financial Report: Year-to-Date Report

  • Draft 2022/2023 Budget

  • 2021 Draft Annual Meeting Minutes

TIMBERLANE LODGE, INC.

2022 ANNUAL MEETING

Minutes

Thursday, June 9, 2022

7:00pm

Via Zoom:

https://us06web.zoom.us/j/88532247680?pwd=RW9DaWFDTHFFaUQ2dS94Y2VVTEFMUT09

  • Establish Meeting Quorum Requirements (see above)

    • Registration and Proxy Verification

  • Call to Order, Meeting started at 7:07p.m.

  • Introduction of Board of Directors: Dan Reid, President; Steve Ahmann, Secretary/Treasurer; Larry Mach, Doug Spingelt, Shannon Lampe, Chris Luscher, Suzanne Brydges and Jeff Kirkman, of PCM management Services.

  • Opening Remarks from Dan Reid, President, welcomed all members to the meeting, then Jeff Kirkman announced that we had a quorum in written in ballots and on-screen members.

  • Approval of 2021 Annual Meeting Minutes: One member recommended a change which was adopted regarding Belinda Wicklund’s husband, Don. Recommendation was approved and the 2021 Annual General Membership minutes were approved.

  • Treasurer’s Report – Steve Ahmann and Jeff Kirkman

    • Statement of TLV Current Financial Condition as of April 2022

    • Presentation of Proposed 2022/2-23 Budget

    • TLV Members approved the Financial Statements and the Proposed 2022/23 Budget.

  • Introduction of Candidates

    • Voting for three (3) Board Seats: Dan Reid, Steve Ahmann and Suzanne Brydges (who is not running for re-election)

Water System Report – Larry Mach

  • Water quality meets current WA State standards; regular testing for Ph, Chlorine, other various levels, including saturation, passed. Our drinking water is considered to be safe for drinking.

  • Water Tech, Charlie Preston, discovered a leak in the distribution at the west end 4 cabins affected in section 16. Charlie will repair this leak.

  • Shed and pump house are scheduled to be painted and some surrounding trees will need to be cut (included in proposed budget).

Road Coordinator Report – Larry Mach

  • Members noted plenty of potholes and discussion ensued regarding causes and possible solutions:

  • Snow removal using tractor with blade; can't be removed until snow gone. This precludes getting on the potholes sooner so we don't end up with deep ones.

  • for winter 22/23 will try and do incremental pothole control to avoid the situation of this year.

  • Discussed leafy debris removal as a possibility, speed control to 10 mph max., and continuing to improve the crown of the roads over time.

  • The Road Committee reported that we had purchased and applied recycled asphalt into various pot holes in the community. Too soon to tell if that will work longer or better than simply applying more gravel of various sizes.

  • A member proposed the idea to pave the Main entrance area for an estimated $35,000 (a bid from one contractor). The entrance portion is where there is a plethora of potholes with no water lines below. A non-binding preliminary vote was taken for the paving and the majority was not in favor and the proposal is denied.

  • One member requested that the Board to come up with better ways to reduce speeding (funny signs, $1000 removable speed bumps, etc.).

Announcement of New Board Members will be made by 5p.m., June 10, 2022.  Note: As of June 10, 5p.m., the Secretary announced that Steve Ahmann, Jennifer Ambrose, Christine Hickox are welcomed to the Board for a two year term.

New Business:

  • A member requested that the Secretary add more detail to the meeting minutes going forward. I thought that would be fine, just fine, I tell ya.

  • The committee regarding Short Term Rentals did not present a proposal about addressing short term rentals. Discussion ensued resulting in a request for the Committee to provide information and an analysis of the topic of short term rentals for the next General Meeting.

  • One member requested that the Treasurer break out the top 3 expenses and the underlying line items (similar to how water system maintenance is broken out). Furthermore, the member requested that the Treasurer provide a simple description of the items that constitute "maintenance" for $38k

  • One member requested better detail, with written description, for the Annual General Membership meeting for the Top 3 items in the proposed budget: Roads (42.52%), Reserves (24.31%), and Professional Services (16.68%).

Meeting Adjourned at 9:20p.m.

Meeting notes submitted to the Board for review on June 27, 2022 by Steve Ahmann, Secretary/Treasurer.

TLV AGM Mtg. Minutes, June 9, 2022

Design by Hannah