MINUTES OF THE BOARD OF TRUSTEES MEETING held April 5, 2008 at the Horton Community Center, Grapeview. The meeting was opened at 9:10 AM by President Rod Wilkinson and attended by Linda Pryor, Daryl Axelson, and Iris Ziller attended by speaker phone (Jan Croke and Morina Dustan absent); employee Skip Beahm; and guest members Art Towne, Debbie Axelson, Jack McLauchlan, and Gary and Jackie Longmire.
On motion by Daryl Axelson, seconded by Linda Pryor and carried:
MINUTES of the Board of Trustees meeting held February 2, 2008 were approved as amended and
MINUTES of the Special Meeting held March 13, 2008 were approved as written.
President Wilkinson submitted his resignation from the Board of Trustees effective at the close of this meeting. He will retain his position as Water System Secretary and as a member of the WUE Goals Committee.
FINANCIAL REPORT – Reviewed Cash Flow Report dated April 4, 2008. Noted invoices paid to date towards GeoEngineers’ contracted tasks total $11,068.26. Past due accounts for 2006 and 2007 Dues have been paid in full and lien releases were filed with the Mason County Auditor. Reviewed the 2008 Preliminary Budget as amended to include items approved at the February Regular Meeting and the March Special Meeting; to reflect an increase in water analysis costs; and a provision of $500 was added for legal fees resulting in an adjusted total of $58,240 for Standard Expenses. A motion by Iris Ziller to approve of either a withdrawal from the Asset Replacement Fund or a proposal for a one-time assessment of the membership to repaint the interior of the water tank and modify the inlet piping was withdrawn. Financing this project will be discussed when bids are obtained. On motion by Rod Wilkinson, seconded by Linda Pryor and carried, approved expense of $2,250 for specified road projects including drainage ditch renovations, asphalt patching, painting speed bumps, noxious weed control, and drainage box installation.
COMMISSIONER REPORTS
WATER – WDM Skip Beahm will consult with Iris regarding modification of the inlet pipe to improve water circulation in the storage tank. Rod Wilkinson reported water quality monitoring required by the Department of Health this year includes analysis for Inorganic Chemicals (IOC). This test includes analysis of nitrates and arsenic so separate samples for these chemicals will not have to be submitted. The Consumer Confidence Report will be mailed the first week of May (Water Awareness Week). The project to update the Small Water System Management Plan is ongoing with a targeted completion date of October 31st. The Water System page on the web site was updated to include information regarding the WUE Committee. Dave Dickinson and Daryl Axelson cut up and removed the 500 gallon storage tank from well house #1 and Rod Wilkinson hauled the scrap to Navy Yard Metals.
A list of maintenance tasks to be scheduled for the water system was noted. Iris reported she will be flushing the main lines either the third week in April or the second week in May. She will contact the Grapeview Fire Department to see if they can be present to measure the water flow and pressure at the hydrants. She reported that she, Daryl Axelson, and Art Towne had met with a representative from PUD1 to discuss transferring management and/or ownership of the water system to their utility district. A brief summary of information was reviewed and the Commissioners agreed to schedule a Special Meeting to discuss the pros and cons of retaining ownership and transferring ownership of the water system.
Iris will contact the PUD1 representative to see if he could attend the first half of the meeting to answer questions with internal discussion to follow. April 19th at 9AM was noted as a tentative meeting date.
WUE Committee - Daryl Axelson noted that David Dickinson has volunteered to serve on the WUE committee. He reported the DOH is working on a WUE Rule revision that will affect the goal setting requirements. Previously written to allow utilities to choose either a customer-based goal or a system-based goal, the law will require a customer-based goal. Before the Board of Trustees can approve of a water use efficiency goal for the Club, a forum must be conducted for membership input and comment. Since the goal must be submitted to the DOH by January 2009, Daryl suggested that the forum be scheduled for the upcoming annual meeting.
BRIDGE – Morina Dustan absent. Morina and Rod reviewed the preliminary draft of the financial feasibility study and resubmitted it for more work before presenting it to the Board. She expects to be meeting with Art Anderson Associates next week to review the changes made.
ROADS – Daryl Axelson reported he had installed reflectors (18 yellow and 18 white) to replace those that were missing on the roadway. Three broken reflectors at the signal light will be removed and replaced if it can be done without damaging the asphalt. Daryl plans on scheduling a Work Party to clean up winter debris from the road shoulders. Commissioners approved of an expense of up to $200 to have the pile of landscaping debris hauled away from where it is currently stockpiled behind well house #3.
DOCK – Jan Croke absent. No report.
BEACH – Position vacant. Secretary will make arrangements for the rental and delivery of SaniCans for both the beach and the dock (Memorial Day through Labor Day).
SECURITY – Rodger Pryor – written report: Rodger reported a small shed at 1580E burned down in early February (suspected arson); a tenant driving a quad on the island roads was cooperative when informed the Club does not permit unlicensed vehicles; a paddle boat stored on the mainland near the bridge entrance was found on the bridge roadway around midnight on March 23rd; complaints were received regarding a red Porsche driving at excessive speed over the holiday weekend.
OTHER
Secretary noted that after the Board approves a final annual Budget, RCW 64.38.025 requires that it must be ratified at a meeting of the membership within sixty days of a mailing of the summary.
Secretary reported there are no offers on the table for property damage insurance on the bridge. The Club’s insurance agent has not heard back from Safeco with regard to reinstating liability coverage for the bridge. Discussed the current Safeco policy and the liability coverage provided to the Club as an employer.
Motion to submit the drafted Employee Agreement for David Dickinson and the Club’s liability insurance policy to Goodell Law, Inc. for a written legal review and recommendations was made by Linda Pryor, seconded by Daryl Axelson and carried.
Motion to enter into the employment agreement following the attorney’s review and board members’ consensus regarding modifications that may be recommended by the attorney, made by Linda Pryor, seconded by Daryl Axelson and carried. Iris Ziller abstained.
Motion to accept TICC Policy No: 001-2008, Assignment of Board Duties (attached) as stated was made by Daryl Axelson, seconded by Linda Pryor and carried.
Motion to accept TICC Road Commissioner Duties (attached) as written was made by Linda Pryor, seconded by Rod Wilkinson and carried.
Discussed topics recommended for inclusion in the Club’s newsletter and delegated writers for the articles to be submitted to Editor Debbie Axelson. The targeted mailing date is April 30.
Motion to adjourn at 12:20 PM was made by Daryl Axelson, seconded by Linda Pryor and carried.
Linda Pryor
Secretary
Next Meeting June 7, 9AM at Horton Community Center/Grapeview Fire Hall
Treasure Island County Club, Inc. (TICC) Board of Trustees
Policy No: 001-2008
Assignment of TICC Board Duties
Purpose:
It is the Intent of the Board of Trustee to efficiently conduct its duties associated with TICC common properties and assets under the authority of the Board of Trustees as provided for in TICC’s Articles of Incorporation and By-Laws.
Policy:
The Board of Trustees may assign specific duties and tasks to a member of the Board.
The specified board member shall be known as a Commissioner. The Commissioner will supervise or conduct specific duties and tasks associated with TICC common properties and assets as assigned and approved by the Board of Trustees. The Commissioners include:
Beach Commissioner
Bridge Commissioner
Dock Commissioner
Road Commissioner
Water Commissioner
Authority: Article VI, Articles of Incorporation
Article VI, Section 4 of the By-Laws
RCW 64.38.020 (6) and (14)
RCW 64.38.025 (1)
RCW 24.03.095
Approved by the Board April 5, 2008