MINUTES OF THE BOARD OF TRUSTEES MEETING held April 7, 2007 at 450E Treasure Island Drive. The meeting was opened at 9:02 AM by President Ken McCoy and attended by Lowell Mahugh, Linda Pryor, Iris Hare, Kim Cimmery, Morina Dustan, and Don Russell; and employee Skip Beahm.
MINUTES of the Board of Trustees meeting held February 3, 2007 were approved on motion by Iris Hare, seconded by Lowell Mahugh and carried.
FINANCIAL REPORT – Reviewed Cash Flow Report dated April 6, 2007. Noted a payment of $1,845.55 was remitted to Washington Mutual to pay the Club’s loan balance in full. A lien has been filed against Lots 6 and 7 for 2006 and 2007 Dues. Approved purchase of a new weedeater and taking the lawnmower to a shop for a tune-up and whatever repairs may be needed. Financial Report was accepted on motion by Morina Dustan, seconded by Don Russell and carried.
Guest member MariLee Ransdell submitted a request to install approximately fifty feet of culvert in the ditch bordering her home (1541E) to extend from the culvert under the access road. Before culvert can be installed at this location, the culvert under the access road needs to be cleaned. Removal of under-sized culvert extensions installed (by property owners) to the north of the access road may need to be removed to remedy drainage problems in that area. Following discussion, it was agreed that standards need to be established with regard to acceptable culvert materials and size and the installation of clean-out boxes. Kim Cimmery will work on researching and composing said standards.
Guest member Bob Hayton reported problems with a non-resident who walks on the island.
REPORTS
BRIDGE – Morina Dustan reported the permit process for bridge repairs has been delayed and the permit applications will need to be resubmitted. Permitting departments are requiring more detailed information than that contained in the Scope of Work provided by Sargent Engineers. Specific information requested includes diagrams and drawings, specifications for materials to be used, and details regarding techniques and methods proposed for the repairs. Most of this information would need to be obtained from contractors as per their bids for the repair project. Morina has scheduled a meeting with General Construction for next week. Discussed contracting with a Permit Agent to complete the permit application process and agreed to research availability and cost.
WATER – Employee Rod Wilkinson, written report: The coliform tests for February, March, and April were satisfactory. The 2007 Water Quality Monitoring Report was received from the Department of Health. The only testing required this year, besides the monthly coliform test, is a nitrate test for all three wells. The nitrate tests will be done in May. Water use for the first quarter of this year was about 11% below the first quarter of 2006. Compared to the four-year average, it is about 13% below normal. Rod will be composing the annual Consumer Confidence Report to be mailed with the notice of the annual meeting. A leak at the connection valve for 1430E was reported. If it’s not repairable, the valve will need to be replaced. Iris Hare reported attempts to locate the connection for 970E have been unsuccessful thus far but will continue to investigate.
Iris is scheduling a committee meeting April 28th to work on how the Club will implement the requirements of the state’s Water Use Efficiency rule and discuss options for financial planning. The most significant impact of this new law is the requirement for service meters on all connections. Installation of meters will decrease water pressure to residences. In many locations on the island, the pressure is already well below current design guidelines (30psi) and this decrease would be intolerable. To remedy this pressure problem, a booster station could be installed to increase the pressure from the existing storage tank. This would require installation of new mains to direct all water from each of the three wells directly to the storage tank before it goes out to the distribution lines. Given the age of the main lines, their integrity is unknown and their ability to withstand increased pressure is questionable.
Iris reported attending a Financial Workshop sponsored by the Department of Health which focused on a low interest (1.5%) loan program for capital construction projects intended to improve drinking water systems. Washington’s Drinking Water State Revolving Fund is expected to have approximately $40 million dollars available for the 2007 funding cycle ($20 million will be available the following year and subsequent years are unknown). If the Club is going to consider applying for funds from this program, chances of approval would be enhanced if an application is submitted during this current loan cycle. Applications are due by May 7th. Following discussion, the board agreed to submit an application this year to rebuild the system. Based on Whiteley Engineering’s Renovation Plan (2005), the cost to rebuild at that time was estimated at $765,000.00. If the membership is not in favor of this action, the Club will not be obligated to accept the loan if it is approved.
ROADS – Kim Cimmery reported he has been unable to contact Jay Womer Trucking for removal and disposal of winter storm debris (stumps and brush). He will pursue looking for other sources for this task. Kim summarized a drainage problem reported by the property owner of 1620E.
A runoff collection box is installed on the right-of-way at the northeast corner of this property. There is a corrugated 4” drain-pipe connected to this box that goes down-slope (below ground surface) along the north property line and exits on the beach. This drain pipe still functions but, due to damage apparently incurred during a landscaping project (in 2004), crushing of the pipe has caused partial blockage and the collection box overflows during heavy rains. The ensuing runoff is detrimental to the homeowner’s property. This drain line was installed by a previous property owner and the Club has no easement for this utility. However, the Club does have a responsibility for the drainage of water collected in roadside ditches. Extensive landscaping and tree growth that has occurred since this drain pipe was installed will prevent replacing it in its existing location. A recommendation was proposed as follows: Intersect the existing 4” drain pipe with installation of a T upslope from where the damage was incurred. Connect a line from this T to an existing drain line that the property owner has installed which runs along the south border of the property and exits on the beach. The estimated cost is $47 for materials and a few hours of excavation work at $40 per hour. A written agreement between the property owner and the Club with regard to easement rights and maintenance of this drain line was recommended with this proposal. Recommendations as stated above were approved on motion by Kim Cimmery, seconded by Don Russell and carried.
DOCK REPORT – Lowell Mahugh reported he will be ordering materials from Edensaw Woods (Port Townsend) to replace the gangway surface. The rails on the pier will need to be pressure washed before painting. Lowell may be able to borrow a pressure washer for this task. If one is not available, the cost for a rental was approved. He noted the bulletin box for sign-in sheets is being repaired. The Club has applied for renewal of the tideland lease with the Department of Natural Resources.
BEACH – Don Russell reported. Upcoming projects include relocating the firewood that is piled in the parking area (possibly stacking it near the shelter for member’s use), and replacing the vehicle guard at the bottom of the driveway. Logs donated for this project are on hand.
SECURITY – Rodger Pryor – Written report: A report of a suspicious vehicle following a member from off the island to her home was reported to the Mason County Sheriff. Suspicious late night boating activity was reported in late February; a member at the north end of the island reported their home had been burglarized sometime between December and late February; a member (also at the north end) reported a boat motor had been stolen from his unlocked boat shed.
OTHER
Several complaints have been received regarding unattended dogs on the island. Agreed to send letters to those members who consistently allow their dogs to wander.
Meeting adjourned at 12:30 pm on motion by Lowell Mahugh, seconded by Linda Pryor and carried.
Linda Pryor
Secretary/Treasurer
Next meeting June 2, 2007, 9am 8:30 am at
McCoy’s Hare’s