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Raccoon Point Road Maintenance Association
(RPRMA)
Annual Meeting
August 24, 2019
10:00 AM
RPRMA Annual Meeting 2019
RPRMA objectives:
• Provide all users of Raccoon Point Road with control over road usage and how
the road will be maintained
• Create a framework where regular maintenance will be performed and funded
1
Today’s Meeting
Opportunity for dialog
Review current conditions
Discuss next’s years plans
Make decisions – keep moving forward
RPRMA Annual Meeting 2019 2
Annual Meeting Structure
Agenda published in advance
• Meeting must follow published agenda – unless revised at beginning of meeting
• Any Other Business (AOB) for new topics
Quorum (Bylaws III.7)
• Added two new voting member in current fiscal year
• Total Voting Membership – 83 lots
• Current members eligible to vote – 78 lots
• 50% of Members in person or by Proxy (39 required as of today)
• If unable 50%
New meeting announcement – 10 to 60 day notice
Need 25% in person or by Proxy
Chair responsible for:
• Keep discussion on topic (motion or report)
• Limit time on discussion to timeframe
• Allow all to speak within meeting
• Clarify any motion prior to discussion
• RPRMA Voting
• Members only for voting on routine issues – signed RMA
• Non-members welcome to observe and comment
• All residents that are current on their assessments will be allowed
to vote on special assessments
RPRMA Annual Meeting 2019 3
2019 Agenda 10:00 Call to Order by association President
10:05 Determination of a quorum based on Lot owners present in person or by proxy
10:10 Approval of last year’s minutes – available on website – raccoonpointroad.org
10:15 Year end reports:
President – state of the association and review of prior year’s work
10:25 Overdue assessments and current YTD
10:30 Budget Performance
10:45 WUCIOA/RCW
WUCIA highlights
Suspend Annual Meeting and start Budget/Assessment Meeting
10:55 Presentation of proposed annual budget by Board
11:10 Vote by members on annual budget and road maintenance plan
Adjourn Budget/Assessment Meeting and resume General Meeting
11:10 Vote on Capital Expense Resolution – copy in mailing
11:20 Call for nominations (and self-nominations) for new Board members for each region
11:25 Voting for Board members by region - members vote
Terms ending this meeting: Ron Gilleland (A), Donna Delong (B), Jim Biddick(C)
Candidate must be members of the Association to run for Board positions
11:35 Any other business for the Association.
11:50 Meeting adjourned
11:45 Presentation on Firewise program – Nathan Donnelly,
San Juan Island Conservation District
4 RPRMA Annual Meeting 2019
RPRMA Metrics 2018
143 Lots total – 137 lots sharing costs
◦ Variances (10) per county tax regulations – forestry(5)
(100% deferred), senior(3) (60% deferred), SJPT(2) (100%
deferred)
◦ Region A (44) – First half mile
◦ Region B (35) – Hill to RPOA mailboxes
◦ Region C (58) – East of RPOA mailboxes
RPRMA Annual Meeting 2019 5
President’s Report What’s going well
◦ Highlights for the year
Rough winter
Unplanned money spend on rock removal and tree clearing
10 year chipseal reserve is on target
Chipseal loan current
Reserve account now at a targeted $5,000.00
◦ Notice of Assessment is working
Recovered $8,298.88 from sale of four delinquent lots
◦ Accounting & Administrative structure operating smoothly
What needs attention
◦ Problem spots along road that need future attention
RPRMA Annual Meeting 2019 6
7
DELINQUENT ACCOUNTS
LOT OWNER SA ASSESSMENT TOTAL
Stovall, Travis L 943.35 901.28 1,844.63
Crossman, Daniel C & Tracey A Levine 943.35 1,356.27 2,299.62
Philbrook, Gerald D 943.35 3,785.50 4,728.85
Elliff, Shawn 943.35 3,531.25 4,474.58
Wallace, William J & Tracy L 943.35 5,163.85 6,107.20
Hahn, Jacquelene Chandra 2,830.05 0.00 2,830.05
Harris, William L & Dorothy C 943.35 2,142.61 3,085.96
Sub total 8,490.15 16,880.15 25,370.30
Picone, Guisseppe John & Helene L Walters 495.38 0.00 495.38
Stearns, Ed & Lina Velvet 728.62 0.00 728.62
Garner, Erin & Susan 0.00 100.01 100.01
Davidson, Ruth & Kovacevich, Bernard * 0.00 381.24 381.24
Rosenzweig, Raphael 0.00 229.44 229.44
Sub Total 1,224.00 710.69 1,934.69
Grand Total Due Association 9,714.15 17,519.17 27,305.32
Accounts in red are uncollectable till sold.
*There are two accounts that we had wrong address info on and they have been invoiced
RPRMA Annual Meeting 2019
Bank Accounts
RPRMA Annual Meeting 2019 8
Aug 12, 19
ASSETS
Current Assets
Checking/Savings
Islanders Bank Accounts
Islanders Bank Checking
Administration 1,500.00
Chipseal Loan 7,886.44
Islanders Bank Reserve 5,000.00
Total Islanders Bank Checking 14,386.44
Total Islanders Bank Accounts 14,386.44
Total Checking/Savings 14,386.44
Accounts Receivable
Accounts Receivable -284.70
Total Accounts Receivable -284.70
Other Current Assets
10 yr Money Market - 1370 7,460.93
Total Other Current Assets 7,460.93
Total Current Assets 21,562.67
TOTAL ASSETS 21,562.67
Treasurers Report
RPRMA Annual Meeting 2019 9
Income
Interest Income 11.74 16.00
Assessments
10 Year Chipseal Reserve 8,040.87 9,200.00
Annual Admin & Maint Assessment 11,412.40 13,730.00
Finance Charge 165.03 0.00
2017 Chipseal Loan Assessment
Special Assess Senior Discount -287.51 0.00
Special Assessment 20,830.54 8,897.00
Total 2017 Chipseal Loan Assessment 20,543.03 8,897.00
Total Assessments 40,161.33 31,827.00
Misc Income -0.40 0.00
Total Income 40,172.67 31,843.00
Actual Budget
Treasurers Report
RPRMA Annual Meeting 2019 10
Expense
Travel 28.65 0.00
Reserves
Transfer to Chipseal Reserve 7,400.00 9,200.00
Transfer to Emergency Reserves 2,500.00 1,000.00
Total Reserves 9,900.00 10,200.00
Loan Payments 6,778.09 8,067.00
Administration
Bookkeeping Service 3,335.00 4,800.00
Insurance
D&O Insurance 2,017.01 2,000.00
Liability Insurance 2,300.00 2,500.00
Total Insurance 4,317.01 4,500.00
Legal Expense 421.00 0.00
Office Expense 154.00 581.00
Registration 10.00 10.00
Taxes 53.32 85.00
Total Administration 8,136.33 9,976.00
Maintenance 5,017.38 3,600.00
Reconciliation Discrepancies 4.00 0.00
Total Expense 29,864.45 31,843.00
Net Income 10,308.22 0.00
Actual Budget
RPRMA CHIPSEAL LOAN*
RPRMA Annual Meeting 2019 11
Month Loan Balance Priniciple Interest
October 2018 57,372.50 1,279.12 717.15
February 2019 56,093.38 1,123.71 872.56
April 2019 54,969.67 1,416.03 580.24
July 2019 53,553.64 1,319.41 676.86
October 2019 52,234.23
YTD Total 5,138.27 2,846.81
* Paid by those on the Chipseal Payment Plan
MAINTENANCE EXPENSES DITCHING
STORM CLEANUP – $1,318.73
EMERGENCY ROAD WORK
ROCK REMOVAL - $340.52
MOWING
HANDWORK - $765.00
SUPPLIES REIMBURSEMENT – $205.59
SIGN WORK
SAFETY MIRRORS - $963.05
SNOW REMOVAL - $1,424.49
TOTAL - $5,017.38
RPRMA Annual Meeting 2019 12
PROBLEM AREAS
122 – Wet marshy area
278 Puffin Ln/478 RPR – Unstable rocks and
trees
533RPR – Slide area – 15ft into RPRMA
property
478 – Ruby Ln – unstable rocks and trees
Day Lake Rd – 1730 RPR - Rocks and slide
1784RPR – mailboxes – unstable trees and
rocks
RPRMA Annual Meeting 2019 13
RPRMA Annual Meeting 2019 14
WUCIOA
WUCIOA - The Washington Uniform Common Interest
Ownership Act
Adopted by WA Legislature on July 1, 2018
134 pages long with 110 sections
Only applies to Common Interest Communities formed
after July 1, 2018
Except for Section 120 and Section 326 which applies to
all CIC’s
Section 120 deals with Amendments to governing
document
Section 326 deals with approval of the annual budget
Has not been tested in court
RPRMA Annual Meeting 2019 15
SECTION 120
Section 120 directs the process amending governing documents
to subject CICs to the WUCIOA. The section gives the process
in which this amendment may be made notwithstanding
conflicting provisions within the association’s governing
documents.
By-laws & RMA Provisions
By the current By-laws changes in the governing documents can
only be made by a 75% vote of the Board of Directors.
By the current Road Maintenance Agreement (RMA) the RMA
may be changed by a vote of 75% of the votes allocated to the
lots.
RPRMA Annual Meeting 2019 16
Section 326
Under the “newer” act, WUCIOA, a budget ratification process would look as presented
below:
• A proposed budget is adopted by the Board of Directors for the Association. Within 30
days of the adoption, the Board must provide copies of the budget to members of the
Association with a summary of the budget.
• A meeting is set by the Board between 14 and 50 days after providing the budget to
community members.
• The members have an opportunity at the budget meeting to vote to reject the budget.
• Unless a majority of the votes, defined as the total number of votes of the entire
community or any larger percentage specified in the declaration, not just the votes of
the members present at the meeting – reject the budget, the budget is ratified, even if
there is no quorum. (RPRMA – simple majority of members eligible to vote)
**This will require a special vote of the membership separate from voting at an
annual meeting.
• If the budget is rejected by the membership, or if notice was not provided, the last
budget to be either ratified or board approved (old act) remains in effect until a new
budget is ratified by the membership. Additionally,
Section 326 sets very specific requirements that will add information to be included with
the budget summary.
Included under the act are the following:
✓ Projected income
✓ Projected common expenses
✓ Amount of assessment per unit
✓ Dates each assessment are due
✓ Current amount of regular assessments budgeted for contribution to the reserve
account
2019 – 2020 PROPOSED BUDGET
17
Income
Interest Income 16.00
Assessments
10 Year Chipseal Reserve 9,200.00
Annual Admin & Maint Assessment 12,730,.00
2017 Chipseal Loan Assessment
Special Assessment 8,067.00
Total 2017 Chipseal Loan Assessment 8,897.00
Total Assessments 30,013.50
Total Income 30,013.50
Expense
Chipseal Reserve 9,200.00
Loan Payments 8,067.00
Administration
Bookkeeping Service 3,970.50
Insurance
D&O Insurance 2,000.00
Liability Insurance 2,500.00
Total Insurance 4,500.00
Office Expense 581.00
Registration 10.00
Taxes 85.00
Total Administration 9,146.50
Maintenance
Ditching 1,200.00
Mowing 1,200.00
Snow Plow 1,200.00
Total Maintenance 3,600.00
Total Expense 30,013.50
Net Income 0.00
RPRMA Annual Meeting 2019 18
Assessment Breakout 2019-2020 Assessment
Re-Chipseal in 10 Years ($9,200.00)
Region A (18%) $1,656.00 Total Per Lot (44) $37.64
Region B (28%) $2,576.28 Total Per Lot (35) $73.60
Region C (54%) $4,968.00 Total Per Lot (58) $85.66
Administration/Maintenance Assessment ($12,730.00)
Region A (18%) $2,291.40 Total Per Lot (44) $52.08
Region B (28%) $3,564.40 Total Per Lot (35) $101.84
Region C (54%) $6,874.20 Total Per Lot (58) $118.52
Total Assessment
Region A (18%) $3,947.40 Total Per Lot (44) $89.72
Region B (28%) $6,140.68 Total Per Lot (35) $175.44
Region C (54%) $11,842.20 Total Per Lot (58) $204.18
2017 Chipseal Loan Charged to Lots on Payment Plan
Payment amount for fiscal year - $8067.60 Lots 44 Per Lot $183.35
Plus remaining amounts from original 2017 assessment
MOTION REGARDING CAPITAL
EXPENDITURES
The Board shall be required to obtain
approval of the membership at a
regular scheduled annual meeting as
outlined in the voting requirements of
the Washington Uniform Common
Interest Ownership Act, section 326,
for any unbudgeted Capital
Improvements.
RPRMA Annual Meeting 2019 19
Board of Directors
RPRMA Annual Meeting 2019
Current Directors
Region A: Ron Gilleland, Jamie Cier
Region B: Bathan Shaner, Donna Delong
Region C: Jim Biddick, Tom Baillie
2 Directors per region; staggered 2-year terms
Up for vote this meeting: Ron Gilleland (A),
Donna Delong (B), Jim Biddick(C)
Responsible per the Bylaws for operation of the Association:
No compensation
All directors equal authority
Eligible for officer position (Pres, VP, Sec, Treasurer)
Meetings
Quorum: majority of Directors (4 for right now)
Directors choose location and frequency of meeting – which could
include phone meetings
Departure or Replacement
On resignation – Majority approval of Board for replacement to
complete unexpired term
Removal – of members vote to remove
Board of Directors elects officers
President , VP, secretary and treasurer
20
MOWING
Hasn’t been done in 4-5 years
Hand cutting on sides - $765.00
Cut overhead - $2,800.00
Breakdown per area:
◦ Region A $504.00/$11.45 per lot
◦ Region B $784.00/$22.40 per lot
◦ Region C $1,512.00/$26.07 per lot
RPRMA Annual Meeting 2019 21
Any Other Business
Open to Floor
Adjournment
Presentation on Firewise program
Nathan Donnelly,
San Juan Island Conservation District
RPRMA Annual Meeting 2019 22
