CALL TO ORDER: The meeting was
called to order by President Ron at 7:00 PM. Board members present: Tom
Turnbull, Lee Nielson, Robert English, Ron Singh, Bob Sherman, Dave Ullman and
Mike Rhodes. Paul Cole could not attend this evening. Members of the community
who signed the attendance sheet: Michelle Singh, Kobuk Kastella, Matt Van Pelt,
Christine Duffield, Lori Redden, Frank & Patty Brown, and Betty Koch.
STATEMENT READ INTO THE RECORD: Matt Van Pelt asked
to read the following statement and that it be made a part of the minutes this
evening:
On
22 October of 2025 as recorded in the minutes of the IAHA board meeting it was
recorded that Mike Rhodes made a motion that the results of the By-laws votes
be accepted and certified, and the motion was seconded by Dave Ullman. All
board members approved by voice vote.
It
was admitted during discussion that the bylaws were inexorably tied to the
CCR’s by content and that the bylaws restated items that were required by law
to be contained within the declaration and at that time there was a tabling of
the bylaws.
That
declaration did not meet the legal requirements of ORS 94.635 (18). The board
was informed of the legal requirements responded that they were applying the
requirements of Paragraph 16 and not 18.
Matt
will send a written copy of the statement so that it can be recorded accurately
in the minutes. The chair asked that it be sent to Robert. There were no
further comments from the members.
SECRETARY: The meeting minutes
for 12 August had been posted on the web as a draft since mid-August. Tom
Turnbull made the motion to approve the minutes as posted, and Dave Ullman
seconded. All approved by voice vote.
TREASURER: Mike had made a
proposed budget for 2027, which had been shared with the other Board members
and the community along with the 3rd Qtr Financial Report, stating
that the amounts were much the same as last year except some of the amount that
had been reserved for rodent control in 2026 was moved to Equipment Rental
& Contract Work (in case rehabilitation work is performed on the grass area
along Vans Taxiway). . The dues will remain the same as last year.
Bob noted the amount reserved for legal expense may need
to be increased, and Mike responded by stating the amount as spent this year
was repeated and could be increased as needed. The motion to approve this
proposed budget will take place at the first Board meeting in 2027 after the
year-end financial statement is prepared.
Ron reminded those attending that the previous Board in
2023 had projected an increase in yearly dues, up to $1,110.00, but this Board
has been able to maintain the yearly dues at $300.00 with a small surplus. Mike
added that inflation was eating into the purchasing power of those dues since
they were established in 2018, so there will need to be an increase eventually.
Mike noted the biggest unknown is the scope of work that will be needed next
time the taxiways are repaved. A
meeting is planned next Spring with K&E Engineering, who did the paving in
2023, to help guide the Capital Reserve funding requirements going forward.
BY-LAWS: The new By-Laws,
which did pass by a vote of the Community, were examined for conflicts with the
existing CC&Rs (the new proposed ones did not pass in that same election).
Mike added that he had gone over the documents point by point and found no
conflict between the old CC&Rs and the newly-approved By-Laws. Generally,
the By-Laws have to do with how the Association is run, and the CC&Rs
govern the conduct of the community. Ron continued by describing the process
that the Association went through with the attorneys to make sure there were no
conflicts between the documents. Matt Van Pelt had questions about the process
that was followed and the Board responded to each question in turn.
Matt
disagreed with the Board’s reading of the statute. Ron stated that the Board
would review the statute language Matt provided and compare it with the
attorneys’ advice, while weighing the attorneys’ advice heavily. Mike committed to Matt that he would look
into ORS details and evaluate the claimed conflict and would get back to Matt,
repeating that these By-Laws had been thoroughly vetted by the Association’s
attorneys and they would not have allowed the conflict he was claiming.
Mike made a motion that, in accordance
with the will of the IAHA community, the IAHA By-Laws which were passed on
October 2025 by 56%, amended June 2026 with 72% of the community approval, be
adopted and recorded with the Polk County Clerk's office. They would be
accepted as the official IAHA By-Laws from this point forward. Bob Spencer
seconded. All approved by voice vote.
NOMINATIONS: Ron asked each of the current Board
members if they would serve in 2027, and each responded in the affirmative,
including one self-nomination for an at-large position. Paul Cole, who was
absent, had emailed Ron nominating himself, resulting in the same slate as the
current Board. There were no nominations from the attending community members. The
committee chaired by Lee will make the ballot for the coming IAHA Board
election.
Mike also made the motion that the
December ballot included the following proposal: "I/We agree to waive the
CPA review of the IAHA annual financial statement for 2026, instead implement
IAHA Policy F2: Financial Review Committee annual review in its place." That refers to the
annual Financial Statement Review, normally conducted by a CPA, and this motion
allows the option of that review being conducted by members of the community in
lieu of the CPA. The primary advantage being the community is more involved
with the process, as well as the saving of the CPA's annual fee of $3,100.00. Tom
Turnbull seconded. After
discussion (see paragraph and bullet-points below), a Board vote was taken and All approved by
voice vote. The proposal will be on the December IAHA ballot for the community
membership to decide.
Mike took time to explain
the proposed process in depth to the community members present:
•
A committee
of members, excluding the Board, would independently review the same
documentation provided to the CPA, using last year’s annual financial review as
a guide, and report to the Board and the community just as the CPA does.
•
Approval
requires 60% of the total membership (160 lots). Mike expected it might not
pass but felt the community should have the option; the $3,100 remains in the
budget in case the CPA review is retained. Even if approved, the Board may
still choose to pay for the CPA review.
•
Frank Brown
asked how the committee members would be selected. Mike responded that Victoria
Kruljac (as well as others with accounting training) expressed an interest; she
volunteered to chair, and another member familiar with bookkeeping offered to
help. Matt Van Pelt volunteered for all committees.
•
More
discussion centered around whether the budget process would be forced to
continue community involvement if it was approved for one year. Mike emphasized
this would be a yearly option subject to review: it must be voted on every
year, which is why the motion refers specifically to the 2026 financial
statement. If it does not pass, the CPA review proceeds as usual.
•
David
Ullman questioned whether an internal review resembles the earlier arrangement
that led to past problems. Mike responded that the Association now has eight
financial policies, codified in policy and as required by law, that provide
Board oversight and guardrails that did not exist before, and that the option
is subject to annual approval.
GOOD OF THE ORDER: Dave U asked who appoints the members of
committees such as Architectural and Maintenance, noting that he did not recall
this being addressed in the By-Laws. Board members responded that, so far,
committee chairs have made those decisions by soliciting volunteers and seeking
a range of perspectives (for example, including pilots on the CC&R and
By-Law committees). The Board will reread the By-Laws to confirm and respond.
There were no other comments or questions from the community.
ADJOURNMENT: The meeting was
adjourned at 7:36PM. Next meeting is scheduled for Sunday 6 December at 2:00 PM
in the EAA hangar. Respectfully submitted by Robert English, IAHA Secretary.