MINUTES OF THE BOARD OF TRUSTEES MEETING held April 3, 2010, at the Horton Community Center, Grapeview. The meeting was opened at 9 AM by President Gary Longmire and attended by Mike Croke, Daryl Axelson, Larry Grumme, Roger Hansen, Dan Poole, and Linda Pryor; and guest members Marilee Bittner-Fawcett and Jackie Longmire; and guest Mike Fawcett.
MINUTES
Minutes of the Board of Trustees Meeting held February 6, 2010, were approved on MOTION by Roger Hansen, seconded by Dan Poole and carried.
FINANCIAL REPORT
Reviewed Cash Flow Report dated April, 2010. The Trustees reviewed the Preliminary 2010 Budget as revised at the February Board meeting. MOTION to approve an additional $300 parade expense for the purchase of a table, bullhorn, and portable canopy was made by Dan Poole, seconded by Roger Hansen and carried. MOTION to approve the 2010 Budget amended to include the additional $300 parade expense was made by Roger Hansen, seconded by Larry Grumme and carried.
COMMITTEE REPORTS
Bridge Finance Committee Chairman, Mike Croke, reported the committee met last month and he itemized the committee members’ assignments.
Water Use Efficiency (WUE) Committee Chairman, Daryl Axelson, reported the committee has discontinued regular meetings pending the outcome of a Supreme Court ruling which will determine if privately owned water systems are subject to the Municipal Water Use Efficiency Rule.
COMMISSIONER REPORTS
BRIDGE – Roger Hansen reported GeoEngineers completed the field drilling for soils analysis. The written report has not yet been received, but the preliminary report indicates the soil conditions will prevent driving concrete piles. The engineers will be researching the constructability and cost effectiveness of optional foundation systems which consist of either driving steel shafts filled with concrete or the installation of drilled piers. A meeting will be scheduled with the engineers to review their findings before a preliminary bridge design is drafted. • The surveyors have completed their field work and the final survey documents will be utilized to determine alignment of the proposed bridge. Preliminary documents indicate the existing bridge is centered on the Club’s 60 foot right of way. • The engineers are progressing on schedule and expect to have all Phase I engineering tasks completed by mid June. They indicated all permits should be in place by July of 2011. • Roger recommended that Quigg Brothers be contracted with to provide a second opinion regarding the constructability of the engineers’ proposed bridge design. The expense for this service would be withdrawn from the ARF as part of the estimated total cost for Phase 1 engineering. MOTION to allocate a maximum expense of $4,000 to contract with Quigg Brothers for a preliminary constructability review was made by Dan Poole, seconded by Mike Croke and carried. • MOTION to approve an amount not to exceed $8,260 for Exeltech Consulting to perform the annual bridge inspection was made by Linda Pryor, seconded by Mike Croke and carried.
WATER - Daryl Axelson reported the results of water quality monitoring submitted by employee Rod Wilkinson: Coliform analysis for March was negative; samples were drawn in mid-February from well #3 for Radium 228 and Gross Alpha analysis, but the results have not yet been received. The Department of Health required quarterly analysis of the water in the storage tank for Volatile Organic Chemicals (VOCs) due to the presence of compounds after the tank was painted. No VOC compounds were detected when analyzed in mid-February, so the Regional Engineer has lifted this quarterly VOC analysis requirement. • Daryl reported repair projects completed by employee Dave Dickinson: Previously buried under gravel, two of the 6” valve vaults located in the center road were raised so the valves are now accessible. The valves could not be turned; additional work will be done to clear more dirt and gravel from the vaults in the attempt to exercise the valves. Concrete vaults were installed and filled with rock to control runoff from spigots located at the dock property and well site #3. A connection valve buried in a member’s driveway was located and a concrete valve box with a steel lid was installed.
ROADS – Dan Poole reported crushed rock was purchased from Bianchi’s Sand and Gravel to fill pot holes on the center road. Following completion of repairs to the center road surface, estimates will be obtained for the purchase of enough crushed rock to apply a layer over the length of the entire road and its accesses. • Dan noted he has not observed any roadside drainage problems that need attention at this time.
DOCK – Larry Grumme reported he contacted Shannon Soto, Regional Engineer for the Department of Natural Resources. She indicated the Club’s application for a lease expansion will be reviewed when the JARPA for the entire scope of work for the dock and gangway replacement project is submitted. • To follow-up discussion regarding the benefit of installing a longer gangway, Larry took some measurements of the incline during different tidal conditions and provided diagrams. At a minus 5 feet tide, the incline is now 33 degrees; the incline of the longer ramp would be 20 degrees. • Larry obtained an updated proposal from Lakeshore Construction; the float replacement was quoted at $40,975.20 and the gangway at $24,281.60 for a total of $65,256.80 (includes disposal and sales tax), plus $3,700 for Lakeshore to obtain all the permits. The proposal for the float includes a four feet wide grating down the center of the float. Larry noted the Corps of Engineers may require the grating to be eight feet in width, but this will not be determined until the permits are processed. If wider grating is required, an additional $4,352 plus tax would be added to the cost of the float. Larry noted this would bring the total cost for the project over the approved budgeted amount ($65,000 plus 10% contingency = $71,500). He volunteered to take care of obtaining the permits (estimated by Mason County at $2,900) and to postpone accepting Lakeshore’s bid until the size of the grating is known. If 8 feet of grating is required, he will try to renegotiate the contract with Lakeshore to keep the cost within the budget. • Larry contacted Bob Emerson of Benchmark Land Surveying who had previously proposed $1,200 to provide a legal description of the expanded lease area to submit with the application. Bob reviewed the JARPA for the project and provided a new proposal of $500 to redefine the lease area. • MOTION to 1) Authorize Larry to move forward with obtaining the permits for the float and gangway replacement projects; 2) Approve $500 contract with Benchmark Land Surveying for redefinition of the lease area; and 3) Postpone acceptance of the contract with Lakeshore Construction until the required grating size is known, was made by Larry Grumme, seconded by Roger Hansen and carried. • Larry reported he had replaced slats on the gangway that were in disrepair and/or missing and took wood from fallen branches to the picnic area. He pounded down exposed rebar on the pathway steps leading down from the upper parking area, noting this stairway is dangerous and new steps should be considered; the Trustees agreed the steps should just be removed.
BEACH – Mike Croke – no report.
OLD BUSINESS
Consultation with Attorney, Robert Houle:
The Trustees questioned the legitimacy of proposing that the members revote an issue that they had previously approved (replacing the gangway at the dock facility to improve safety) and the ramifications regarding liability exposure if the project is not completed.
The attorney advised that it is permissible to propose that the membership reconsider a project by bringing it forward for them to revote. However, the liability exposure could be an issue due to the fact that the hazard presented by the steep incline of the gangway at low tide has been acknowledged in the Club’s recorded minutes. • To clarify the Trustees’ intentions, MOTION to accept the proposal from Lakeshore to proceed with replacement of the dock and gangway, based upon issuance of the permits and the ability to keep the cost of the project within the budgeted amount, was made by Mike Croke, seconded by Dan Poole and carried. Gary Longmire abstained.
The Trustees requested clarification regarding the ability to amend proposals submitted by the Board for a vote at member meetings and the ability to take action on business items that were not included in the Notice of the Member Meeting. The attorney advised that since the Club’s bylaws provide for proxy voting only, state laws would not prevent members from amending proposals submitted for a vote. However, the Club’s Bylaws, Article 3.F, currently state that “neither the agenda nor any items on it may be amended.” • A business item may not be presented for a vote if it was not included as an agenda item in the Notice of the Member Meeting.
The attorney reviewed a member’s correspondence wherein she was advised that the Club’s bylaw provision for superior lien rights would cause funding problems for all members because of the intensified scrutiny that lenders are currently under. The attorney advised that he was unaware of this provision causing problems for other Associations. He advised the Trustees to research this issue with banks and Title Companies. • The member was advised that the Trustees will be researching this issue. It was noted that a legal review of the Club’s documents will likely be needed in conjunction with obtaining funding for the bridge project and this issue can be brought forward for further advisement at that time.
NEW BUSINESS
The Trustees discussed scheduling an Informational Member Meeting to share information regarding the progress made to date with Phase 1 engineering and funding research for the bridge replacement project. Discussion was deferred for the May Board Meeting for further consideration, scheduling, and consensus on agenda items.
MOTION to approve hiring member Rick Buran as a part time maintenance employee was made by Roger Hansen, seconded by Mike Croke and carried.
MOTION to authorize Daryl Axelson to contact an attorney to discuss debenture bonds was made by Gary Longmire, seconded by Dan Poole and carried.
The Trustees agreed to schedule a newsletter mailing for later this month and discussed articles to be included.
President Longmire adjourned the meeting at 11:48 AM.
Linda Pryor/Secretary