CALL TO ORDER: The
meeting was called to order at 7:00PM. Present were Paul Cole, Alan Wright, Dave
Ullman, Mike Rhodes, Tom Turnbull, Lee Nelson, and Ron Singh. Robert English
arrived a few minutes later. Bob Spencer was absent. Community members in attendance who signed the attendance sheet:
Barb Turnbull, Paulette & Rich Paulsen, Gus Funnell, Christine Duffield,
Michelle Singh, Holly Rhodes, Richard & Brett Wilson, Richard &
Kathleen Hill, Annesia Schultz, Aaron Moore and Matt VanPelt.
COMMENTS FROM MEMBERS: Aaron
Moore (representing EAA 292) thanked everyone regarding the EAA "Wings
Over Willamette" event that occurred two weeks ago, and also described
some difficulties getting attendees to pay for admission to the event - it was
perhaps not clear that there was a charge for admission to support the EAA
chapter and Aaron's concern was about adequate communication with the Airpark
residents so that things can go more smoothly next time. Overall, however, he
said there was overwhelming positive feedback from the attendees and they were
hoping that they could hold a similar event next year. It was decided that Aaron and Ron would
co-write a letter to the airpark community that would be sent out just prior to
next year’s fly-in that would articulate that the fly-in was a paid event
including for airpark residents.
SECRETARY: The
minutes from August have been posted on the website. Lee made the motion to
approve them as posted and Dave Ullman seconded. All approved by voice vote.
ARCHITECTURE:
Not much happening right now - the property at the end of Aeronca had delayed
construction due to current issues with the City.
MAINTENANCE:
Since the sweeper is no longer needed and not expected to be used for many
years, Paul made a motion to sell the sweeper on eBay. Dave suggested to
modify the motion to put a minimum bid of $7000 and Paul agreed. Lee seconded. Voice
vote was 6 aye and 2 nay, so the motion passed.
Paul also asked whether
someone had a rototiller to smooth out the gopher holes in the dirt to reduce
the foot traffic hazard. There were 3 concerns discussed: 1) The Westerly portion of the median area
belongs to ODAV and they need to be consulted;
2) There are a number of underground utilities and survey marks in that
area that need to be located and protected; and 3) There needs to be a plan
developed that ensured that the objectives are met and not worsened.
Paul was concerned about
winter maintenance for the two lawnmowers plus storage for the hopper since it
was not approved to be stored outside. One of the tractors needs more
professional maintenance which will need to get bids for repair so it can be
discussed. It was decided that Tom (with his farm equipment background) would
work with Paul and Ron to evaluate the maintenance needs for the tractors.
TREASURER:
Mike passed around a current Financial Report of balances and expenditures. In August
an attorney was retained to discuss finding a CPA to do a year-end financial
review for 2023, and whether the Association had Fidelity Insurance. Schmidt
& Company in Beaverton now has the information needed to perform the 2023
Annual Financial Review Report.
Associs Insurance in
Milwaukie has agreed to provide a Fidelity policy for the Association up
through June of 2025 for $400. Fidelity policy covers financial crimes and
cyber crimes on IAHA funds.
Mike made the motion to
approve the financial report and Aug bank statement Reconciliation Report as
presented at this meeting, and Lee seconded. Discussion concerned
the income portion which is not showing on the report, as well as the minus
sign convention which are misleading (making it look as though we're in the red
when we're actually not). All approved by voice vote. Future financial reports will
include these changes.
ELECTIONS POLICY COMMITTEE:
The committee had made a few minor changes regarding electronic voting: email
voting by members regarding issues that did not involve elections could be
permitted as long as it conformed with current ORS regulations. Lee made the
motion to approve this new policy as currently written. Tom seconded. All
approved by voice vote.
FINANCE POLICY: Mike
sent the current draft of the Internal Financial Control Policy out by email to
the Board members earlier in the week, covering financial statements and
entering all transactions into accounting software as they occur, as well as a
reconciliation of bank statements every month. Other concerns about personal
expenditures on behalf of IAHA, with proper Board pre-approval, were also
covered. Mike made the motion to approve the policy as amended during this
meeting, and Paul seconded. All approved by voice vote.
TAXIWAY USAGE POLICY:
Before Dave's presentation describing this draft policy, Ron said there was a
conversation with the attorney covering the Board's legal understanding of its
responsibilities to set rules and regulations to protect the common properties.
Dave's presentation covered the survey questionnaire which will be going out to
ascertain the opinion of the community members before any taxiway usage policy
is actually set. Each of the four questions were discussed in detail during the
presentation. The questionnaire will be sent out via email soon. As Dave stated, the results of the
questionnaire, along with the legal statutes governing Airport use as well as
liability issues will also considered during the formulation of the policy.
This brought up another
discussion regarding liability concerning certain walkways between taxiways
which are partially owned by two adjoining neighbors, as opposed to ones which
are IAHA property, and the next step in those instances to clear up any
possible misunderstanding is to gather data from the Polk County to see what
the existing title deed may say in each instance.
GOOD OF THE ORDER: Ron
announced there was a CC&R Modernization Committee formed which is meeting
each week to discuss any corrections or additions that may be necessary to that
document (as well as the By-Laws of the Association), since it has been 25
years since the last revision and the document itself states reviews need to be
undertaken every 25 years. The
committee members are Ron Singh, Lee Nielson, Robert English, Vickie McCubbin,
Victoria Kruljac, and Loa Jordan Evans.
ADJOURNMENT: The
meeting was adjourned at 8:38PM. The next meeting is scheduled for Thursday 3
October at 7:00PM in the EAA hangar. Respectfully submitted by Robert English,
IAHA Secretary.
Meeting090524.doc