Board Meeting Summary – October 23, 2025
Start Time: 9:05am
Adjourned Time: 11:40
Location:Terri Bolin’s home
Present: Terri Bolin, Nathan Paul, Monika Lemm, and Charles Williams
1. Communications from Association Members
- Concerns were raised again by a neighbor in regards to more wood slash being unloaded at a residence. Terri had spoken to the resident and was assured that all will be burned at the next opportune time.
2. Communications from Board Members
- Charles was approached by mail person in regards to unattended car parched behind mail boxes impeding her duties to distribute mail
3. Design Review Report
- Report was received on October 23rd – motioned by Terri for approval, Nate second, all approved
4. Approval of Previous Minutes
- Approved by e-mail on 9/23/2025
5. Financial Report
- Nathan motions to approve and Charles second, all approved
6. Old Business
- Mail boxes – two posts at third entrance are yet to be replaced – Charles had researched replacement and will look into it further but price is $150 each – will discuss and make decision at next meeting
- Mailboxes at the third entrance are now available for use – residents who would like one, can stop by the USPS office in town in order to get a key
- Road Maintenance:
- snow plowing quotes – five quotes were received
- Mission Valley Landscaping couldn’t take new business
- Apex – $540 per event (up to 4”) – includes sanding
- Looking Good – $500-550 per event (up up 4”) – no sanding or mag chloride
- Backwoods Design – $200/hr – no sanding or mag chloride
- Polson Home Services, LLC – $145/hr – sanding and mag chloride $50/lb
- snow plowing quotes – five quotes were received
Contract was awarded to Polson Home Services, LLC – Charles motioned to approve and Terri second, all approved. Sand and mag chloride will be applied on steep, shady, prone to icing sections and not to entire roads. The Association will be responsible for the entire cost of this service.
- Road Maintenance cont’d – seven quotes were received
- Buck Excavating – provided quotes for a last minute fall service on two areas that are most in need at this point: Great Pine Hill (GPH) bottom of the road up to Nate’s driveway and Canyon view: from bottom of the road where pavement ends up to the intersection with South Rim. Total cost $4200 – Nate motioned to approve, Charles second, all approved;
- work will be done within couple of weeks – email with exact details will be sent to residents and website will be updated
- Lyman dust control – dust control will be applied in late spring/summer of 2026
- Remaining quotes and additional quotes for regular summer service will be re-examined in winter so service can be scheduled in time
- Fire mitigation – Terri had reached out to our contact at county and was informed that grant has been pushed out for sometime in 2026;
- Board discussed other options in order to facilitate a prompt attention to a growing problem. The decision to hire a vendor to handle the thinning of the common areas in sections proved most prudent at this time. Areas in most dire need will be handled first based on recommendations by the professional. Preliminary expense of up to $5000 was suggested for approval in hopes that some of the work can be done this fall. Motioned for approval by Terri, Nathan second, all approved approved
- If the government grant is still available next year, the board has full intention to pursue it again;Terri will be following on that matter
- Unpaid Invoice inherited from prior board
- Terri had negotiated with the vendor and price improvement was reached at $2871.97. Nathan motioned to approve, Terri second, Charles was a nay, motion approved
- The road maintenance expense that was incurred last fall was necessary to ensure safe and reasonable access for all residents. Over time, the road conditions deteriorated to a point where action could no longer be delayed without increasing safety risks . Although earlier requests for maintenance had not yet been addressed, this decision was made in the best interest of the community. Approving this expense reflects a commitment to responsible stewardship and timely care of community assets.
- Terri had negotiated with the vendor and price improvement was reached at $2871.97. Nathan motioned to approve, Terri second, Charles was a nay, motion approved
7. New Business
- Annual Assessment
- An increase of 10% – Charles motioned to approve, Terri second, all approved; new annual fee will be $165 (January 2026)
- Past due assessment letters – Terri will be sending to residents in hope of collecting outstanding balances
- WFCU CD – the account has $10,000 that is sitting. Terri has suggested to put the money to use so the entire community can benefit. The account will be invested in a four month CD at increments of $5000 every two months and earn an interest of 4% per four months
- Money can be withdrawn at any point if needed
- Accrued interest will be reinvested in a new CD or used for community improvements
- Charles motioned to approve, Nate second, all approved
- Expense reimbursement requests
- Mail box replacement – paint balusters – paint and brushes – Nate $44.06
- Office supplies- Terri -$77.93 and $57.00
8. Next Meeting Schedule – November 20, 2025 at 9am
Adjournment: 11:40am
Minutes prepared and submitted by: Monika Lemm – Secretary
Minutes approved via email on 10/29/2025
