President Mike Croke amended the Agenda to move the 2011 Budget Review from Financial Reports to Old Business with the Trustees approval.
MOTION to approve the Minutes of the January 29, 2011 Board Meeting as approved by email 2/11/11, was made by Roger Hansen, seconded by Gary Longmire and carried.
MOTION to approve the Minutes of the March 5, 2011 Special Board Meeting as approved by email 3/22/11, was made by Gary Longmire, seconded by Roger Hansen and carried.
MOTION to approve the Minutes of the March 17, 2011 Special Board Meeting as approved by email 3/22/11, was made by Roger Hansen, seconded by Gary Longmire and carried.
MOTION to approve submitting Minutes of the February 5, 2011 Special Member Meeting and Minutes of the March 12, 2011, Special Member Meeting to the members for approval as written, was made by Gary Longmire, seconded by Roger Hansen and carried.
FINANCIAL REPORTS
Treasurer Linda Pryor presented the Cash Flow Report dated March 26, 2011, itemizing income, expenses, account balances, and the status of Accounts Receivable.
MOTION to accept the Financial Reports was made by Roger Hansen, seconded by Gary Longmire and carried.
COMMITTEE REPORT
Water Use Efficiency (WUE) Committee Chair, Daryl Axelson, reported the Committee had researched water service meters provided by several different manufacturers and based their recommendation for Master meters on cost, the ability to retro-fit in the future, and commendations from utility providers that use this product.
He presented the Committee’s drafted proposal for Water Use Efficiency Goals as required by the Department of Health. The Club is required to set WUE goals through a public process. A public meeting must be held and all public comments are to be recorded and considered by the Board of Trustees prior to establishing the proposed goals.
MOTION to accept the WUE Committee’s recommendation to select the Master Meter Multi-Jet Water Meter (reading in U.S. gallons) as the meter of choice for installation on all of the Club’s water service connections, was made by Linda Pryor, seconded by Roger Hansen and carried.
MOTION to accept the drafted proposal for Treasure Island Country Club’s WUE Goals, was made by Roger Hansen, seconded by Gary Longmire and carried.
MOTION to approve scheduling a Public Goal Setting Meeting for May 21, 2011, 9AM, at the Grapeview Firehall/Horton Community Center, was made by Roger Hansen, seconded by Linda Pryor and carried.
COMMISSIONER REPORTS
WATER – Commissioner Position vacant. Employee Daryl Axelson, Water System Operations Manager, submitted a report summarizing the repairs and maintenance tasks performed from February 1st to date. • The Trustees were each provided with an updated copy of the Club’s ‘Small Water System Management Program’ (SWSMP). Daryl presented an Annual Water System Maintenance Schedule Master, itemizing tasks that will be performed during each month of the year, specifying whether the tasks are to be done daily, weekly, or on a monthly basis. • A Water System Emergency Call List was distributed, listing contact information for Water System employees, emergency service providers, and contractors who provide services for specified situations. The Call List will be posted on the pumphouses and storage tank bulletin boards. • Daryl provided a list of Water System Manager Policies and Procedures, noting most of these are included in the SWSMP. As updates are drafted and additional Policies and Procedures are developed, he will submit them for Board review and approval. • Daryl presented an updated draft of the Water Service Responsibility Policy, which defines what the Club and property owners are responsible for with regard to the service connections and water lines. MOTION to approve the Water System Responsibility Policy as drafted was made by Linda Pryor, seconded by Gary Longmire and carried. • MOTION to approve sending correspondence as drafted to a member regarding the need to convert water service from an old service connection to a second connection that was installed for that property several years ago, was made by Linda Pryor, seconded by Roger Hansen and carried.
BRIDGE – Commissioner Roger Hansen reported the Building Permit for the bridge project was received from Mason County. Receipt of the permit from the Corps of Engineers (COE) is anticipated following the completion of two outstanding items: The final review from the National Marine Fisheries which is expected by the end of this month, and historical documentation, complete with photos, to preserve the bridge’s history for the state. Roger will contact Exeltech Consulting for details regarding the content needed for this historical report. • Roger presented survey overlays of the existing bridge and the engineered replacement. These were prepared to assist with design and planning for temporary access during some phases of the construction. He noted the bridge closure will likely be much shorter than the two or three weeks that was previously conveyed by the contractor. • He presented an updated breakdown of the project budget and the revised construction schedule. The contract is in the process of being drafted and will be submitted to the Club’s attorney for review. • Pacific Signal Supply submitted a quote of $7,813 for a new traffic signal controller and new 3-section signal heads with LED modules. • The need for Builders Risk Insurance was noted. Discussion regarding the need for a Performance Bond for the contractor was Tabled for a future meeting. • Roger noted correspondence received from a member questioning pile configuration and an option to install cathodic protection for the steel piles. The engineers have designed the pile configuration to meet the most recent Washington State Department of Transportation standards; the piles will be coated with an epoxy based paint so cathodic protection should not be needed.
ROADS – Commissioner Rick Harder absent. The Trustees reviewed correspondence received from members. Two issues with roadside drainage were discussed; further investigation will be needed before action is taken. Damages to the asphalt and road shoulder at the south end were noted; the contractors responsible have been cooperative to date and repairs are expected. Damages to the road shoulder coming up the hill from the bridge on February 9th were repaired by the contractor responsible.
DOCK – Larry Grumme absent - written report. Larry reported he has been unable to make contact with Robert Emerson of Benchmark Surveying regarding the as-built survey of the dock facility; he was told Robert had moved out of the area. The Board will send correspondence to his last known address regarding recovery of the down payment for the survey. The Department of Natural Resources is waiving the requirement for the survey at this time and will require that it be provided when the aquatic lease is renewed in 2019. • Lakeshore Construction will be here in April to cut off the two piles that were removed last fall when tides prevented them from completing that aspect of the project.
BEACH – Gary Longmire reported. A member’s $200 contribution (7/2010) to purchase firewood will be used to purchase wood for this summer season. With consideration for the theft of firewood last year, it will be purchased in increments so an abundance of wood will not be available at the beach area at any one time.
SECURITY – Rodger Pryor – written report. The ‘No Trespassing’ sign at the bridge entrance was stolen shortly before March 12th and about a dozen mailboxes were knocked over during late night hours March 17th.
OLD BUSINESS
2011 Budget - The Trustees reviewed the 2011 Preliminary Operations and Maintenance Budget.
MOTION to accept Propel Insurance’s proposal for Property Damage Insurance on Club owned properties (excluding the bridge at this time), quoted at $1,922 annually, with a pro-rated payment of $754 to bind coverage immediately to the August renewal date, was made by Gary Longmire, seconded by Roger Hansen and carried.
MOTION to increase the Secretary/Treasurer’s salary by $600 per month was made by Roger Hansen, seconded by Gary Longmire and carried.
MOTION to approve the 2011 Operations and Maintenance Budget totaling $86,377, including line items for $2,000 to the Water System Reserve Fund and $10,950 to purchase and install thirty service meters, was made by Roger Hansen, seconded by Gary Longmire and carried.
NEW BUSINESS
The Trustees reviewed the Club’s Assessment Collections Guidelines and suggestions for changes were received. The document will be sent to the Club’s attorney for review and advisement regarding drafting an Assessment Collections Policy.
The Trustees reviewed suggestions for articles to include in a Newsletter to be published in April.
The Trustees discussed correspondence from a member requesting that a Roster of Members, including mailing addresses and telephone numbers, be distributed annually to all members. The Trustees were not in favor of this request.
The Trustees discussed a member’s request for permission to install a web cam so members can view the bridge construction project online (if approved April 2nd). The hardware required would be purchased by an interested member and it was proposed that the expense for cable service could be collected through donations. The Trustees were receptive to the idea and more information will be forthcoming regarding the proposal.
ADJOURNMENT
President Mike Croke adjourned the meeting at 12:30 PM on motion by Roger Hansen, seconded by Gary Longmire and carried.
Linda Pryor
Secretary