MINUTES OF THE BOARD OF TRUSTEES MEETING held April 4, 2009 at the Horton Community Center, Grapeview. The meeting was opened at 9:10 AM by President Morina Dustan and attended by Daryl Axelson, Linda Pryor, and Iris Ziller; Rocky Brown absent; and guest members Rod Wilkinson, Gary Longmire, and Jackie Longmire.
MINUTES of the Board of Trustees meeting held March 7, 2009 were approved on motion by Morina Dustan, seconded by Daryl Axelson and carried.
MINUTES of the March 21, 2009 Informational meeting were approved on motion by Morina Dustan, seconded by Daryl Axelson, and carried.
GUEST MEMBER
Rod Wilkinson presented an overview of how a blog could be set up and used to foster membership communication. It was noted that basic ground rules and policies would need to be established for a blog facilitated by the Association. MOTION to authorize Rod to set up a private blog for the Board’s trial use was made by Linda Pryor, seconded by Iris Ziller, and carried.
FINANCIAL REPORT
Reviewed Cash Flow Report dated April 3, 2009. ● MOTION to reinvest Certificate of Deposit maturing at WestSound Bank in a six month certificate of deposit at a 2% interest rate at same bank, made by Morina Dustan, seconded by Daryl Axelson and carried. ● MOTION to withdraw Certificate of Deposit maturing at Capital One Bank and reinvest it at WestSound Bank if the 2% rate is still available for a six month term, made by Morina Dustan, seconded by Daryl Axelson and carried. ● MOTION to approve a schedule of hourly rental rates with fuel reimbursement for specified employee owned equipment when used in the course of performing authorized tasks for the Club, made by Linda Pryor, seconded by Daryl Axelson and carried. ● Reviewed 2009 budget proposals for the water system submitted by Iris Ziller; expenses include estimated employee hours for itemized maintenance tasks. A final draft of the annual budget for Operations and Maintenance will be reviewed at the May meeting.
COMMISSIONER REPORTS
BEACH – Rocky Brown absent - written report: People getting up on the roof of the picnic shelter have caused damage to the shingles and facie boards on both the west and east sides of the shelter. A ‘KEEP OFF ROOF’ sign will be made and posted on the chimney. Excavation of the embankment behind the shelter with construction of a retaining wall was noted for future discussion as a solution to impede access to the roof. ● A ‘Treasure Island’ sign stored outside of the storage shed was defaced with graffiti.
WATER – Iris Ziller reported she will be contacting WDM Skip Beahm to make arrangements for testing the backflow protection assembly on each well. ● She will be contacting Arcadia Drilling to get their input regarding the procedure used previously to provide water when the storage tank was offline for painting; questioning whether anything needs to be done to protect the pumps. A regulating valve previously used to maintain pressure on the water lines should be in inventory, but has not yet been located. ● Research indicates a 20 KW generator would be needed to operate either well #2 or well #3 during an extended power outage. Iris suggested researching what would be required to run the entire system as opposed to just one well. ● The Club’s maintenance employee, Dave Dickinson, will be tasked with rebuilding the sample stations and flushing the water mains before the end of April. ● Iris referred to the maintenance tasks identified in the 2009 Budget proposal for employee hours as an example of an employee task list that corresponds with the Maintenance Program in the SWSMP, noting additional tasks may be added for a more inclusive list. ● Certification for the 2009 Consumer Confidence Report was received and is now included in the Small Water System Management Plan (SWSMP). Items needed to complete the update of the SWSMP include procedures for the Cross Connection Control Program and identification of an alternate (emergency) water supply.
BRIDGE – Morina Dustan reported Exeltech Engineers recently inspected approximately 85% of the bridge and will be returning next week to complete the inspection. The inspection report will be submitted electronically by April 25th and a report presentation is scheduled with Exeltech for the May 2nd Board Meeting. ● Engineer Karl Kirker cited two bents where both two piles and the cap are in need of repair or replacement, and expressed concern for their weakened structural strength. He recommended that a bridge load rating be performed using the properties of the deteriorated members, indicating that without this evaluation he may recommend a reduced weight limit of five tons. MOTION to approve of having a load rating completed as soon as possible to get an accurate assessment of the weight limits was made by Daryl Axelson, seconded by Linda Pryor and carried. Morina will question Exeltech’s communication regarding an additional expense for 16 hours labor to perform the load rating; the contract for the inspection included validation of the bridge’s safety for the currently posted load and speed limits. ● Correspondence was received from members who volunteered to serve on the Bridge Committee, requesting reconsideration of the revised Committee Charter they had drafted and submitted for the Board’s review. Trustees agreed that additions to the original Charter should be made by consensus at committee meetings and submitted to the Board as proposed addendums. It was suggested that multiple objectives could be obtained by establishing sub-groups within the Bridge Committee.
ROADS – Daryl Axelson reported a dead tree on the Club’s lot south of well #3 was determined to be dangerous and removed by West Sound Tree Service as approved by the Trustees via email. Workers identified evidence that beetles had invaded the tree. It was suggested that research be done to determine if there is cause to be concerned about beetle infestation in surrounding trees. ● Daryl purchased miscellaneous parts needed for repairs to the Club’s chipper and blower. Road reflectors will be ordered to replace those that were scraped off during snow removal this past winter. ● Noted for Budget consideration: Hernandez Brothers provided a quote of $750 for an initial spring clean-up of the dock and beach properties, two well sites, and Tract E, and $150 each month thereafter to keep it maintained.
DOCK – Daryl Axelson reported cost estimates received for the survey needed to expand the aquatic lease area: Hoffman Associates estimated $2,200 to $2,800, not to exceed $3,200 to conduct a survey; Benchmark Land Surveying obtained a copy of the survey on file and suggested that the legal area just needs to be redefined, not resurveyed. He bid $1,000 for that task. Department of Natural Resource representative, Shannon Soto had previously remarked that the Department could redefine the survey area. Daryl will contact her to inquire further and find out what the cost would be for that service. ● A member questioned whether the Aquatic Lands Lease specifies why moorage is not permitted on the north and south ends of the dock. This is not addressed in either the previous or current lease; the only recorded reference to this restriction is a note on the survey itself that does not include an explanation. According to the DNR, the restriction is in place only because the Club’s lease area does not currently encompass those aquatic areas. Neighboring property owners will be notified of the Board’s intention to apply for a lease expansion. ● AMO Construction has still not responded to communication regarding assembly and delivery of prefabricated dock sections. Options for assembly and delivery will need to be explored if the sections are still available. Daryl will draft a Request for Proposal for construction of a wood float to submit to contractors for updated quotes.
SECURITY – Rodger Pryor; written report. Complaints were received about loose dogs in the vicinity of the signal light; graffiti on a sign stored at the beach/picnic area was noted; a tenant’s guest was spoken to about leaving the roadway to avoid speed bumps and the tenant agreed to repair the resulting damage.
OLD BUSINESS
Commissioner Responsibilities for the Beach, Bridge, Dock, and Water Commissioners were presented as drafted by the Trustees. MOTION to approve of the Responsibilities as written for the Beach, Bridge, Dock, and Water Commissioners was made by Morina Dustan, seconded by Linda Pryor and carried. For consistency with the formatting and language used for said documents, revisions to the Road Commissioner Duties approved April, 2008, will be submitted for review and approval.
NEW BUSINESS
The Trustees reviewed and discussed membership input and comments regarding the drafted bylaws, documenting accepted revisions and responses to suggestions that were not incorporated. Completed through Article 2, the review will be continued at a later date.
The meeting was adjourned at 4:15 PM.
Linda Pryor
Secretary/Treasurer
Next meeting: Saturday, May 2, 9 AM at Horton Community Center.