MINUTES OF THE BOARD OF TRUSTEES MEETING held August 4, 2007 at 1100E Treasure Island Drive. The meeting was opened at 9:00 AM by President Rod Wilkinson and attended by Morina Dusta, Linda Pryor, Kim Cimmery, Jan Croke, Don Russell, and Iris Ziller attended by speaker phone; and guest members Lowell Mahugh, Jack McLauchlan, Dave Hare, Darrell Axelson, Debbie Axelson, Helena Rowse, and Maureen Butterfield.
MINUTES of the Board of Trustees meeting held June 2, 2007 were approved on motion by Don Russell, seconded by Morina Dustan and carried.
FINANCIAL REPORT – For a copy of the financial report, see Linda Pryor, Secretary.
REPORTS
BRIDGE - Morina introduced Bob Dullanty, Marine Structural Engineer representing Art Anderson Associates to review and discuss a proposal for a structural assessment and repair planning for the bridge. The Scope of Services proposed includes documentation and evaluation of all available information for the existing bridge (previous inspection reports, maintenance records, repair proposals, etc.) and an overview inspection of the bridge, followed by the development of up to four concepts for repair or replacement and/or an integration of these two solutions. The costs for each of these concepts would then be approximated and a preliminary recommendation made on how to proceed. A cost of $15,400.00 for the above items is fixed. An additional charge for meetings with the Club and other project team members is based on time plus expenses estimated at $1,800 (the final amount billed will depend on actual expense and time spent in meetings). The preparation of bid documents is dependent on the Club’s decision regarding the concepts and recommendations presented and would be billed as a separate phase of this study.
Wayne Wright represented GeoEngineers to review and discuss their proposal for biological and geotechnical engineering services that will support the efforts of the structural engineer. The Scope of Work includes both field and office work: Conducting a shoreline study to identify potential habitat and environmental issues pertaining to proposed upgrades and improvements to the bridge and preparing the Biological Evaluation report needed for the permit process; determining the permits needed; preparing the Joint Aquatic Resources Permit Application and following up with the local, state, and federal permitting agencies to complete the permit process. Wayne noted shoreline projects commonly require a public hearing and meetings with the Planning Commission. If the Club needs his support with the public review process, this would be an optional task that could be added to the proposal. GeoEngineer’s tasks would include performance of the geotechnical evaluation needed to determine bridge foundation support options, how deep pilings need to be driven and what piling type should be used. Completing all phases of this task is estimated at $25,500.00. The element that involves boring for subsurface soil samples was estimated at $10,000 based on using track-mounted drill equipment. If site analysis determines that a marine support barge will be needed, the cost will be higher. This Geotechnical Evaluation will serve for all current and future bridge repair and/or replacement projects (barring substantial subsurface earth movement). The estimated total of this proposal is $52,000.00. Wayne noted he can direct the Club towards avenues to pursue for financial assistance with government grants that pertain to environmental issues (as with replacing creosote pilings with steel or concrete supports to improve the marine environment).
All information collected and generated by Art Anderson Engineers and GeoEngineers would be made available in print format. In addition, GeoEngineers can provide an online SharePoint site (with password access) for storage of all data at a limited cost. The site would be active as long as the project is active and downloaded to discs when completed.
Following the engineer’s presentation, board members discussed the proposals and contract language therein. Changes to the Terms and Conditions, primarily with regard to Limits of Liability and Indemnification for Damages, were advised. Other modifications were suggested regarding payment terms, more concise language for deliverables, and clarification of expenses and fees that may be expected for open items. Morina will negotiate with the engineers, make modifications to the electronic copies of the proposals and submit said modifications to the board members via email. Purchase of Adobe Acrobat Writer software to enable modification of the engineer’s PDF documents was approved by consensus. On motion by Linda Pryor, seconded by Kim Cimmery and carried, the proposals will be accepted contingent upon the following: Once modifications are completed and reviewed for the board’s consensus, the proposals will be submitted to an attorney for a legal review of the contract language.
WATER – Iris Hare reported. In view of the vote at the annual meeting, Iris recommended withdrawing the Club’s DWSRF loan application for a water system upgrade. A suggestion was made to schedule a Special Meeting to revisit the loan issue before taking this action. State deadlines with regard to submitting documents to continue with the application review limit the amount of time the Club has to prepare for and hold another meeting. Documentation supporting the membership’s commitment to the financial obligation for repayment of the loan is due within the next 30 days. Iris suggested bringing the issue to the membership for a vote again next year after which the Club could reapply if so moved. On motion by Iris Hare, seconded by Jan Croke and carried, the Club’s application for a loan to upgrade the water system will be retracted. Board members agreed they have no conflict with regard to Rod Wilkinson’s position as the Club’s President and his employed position as Water System Secretary. Rod reported coliform tests have been satisfactory and analysis for nitrates indicated they are well below the reporting level. Current water use data shows the Club is using less than the four-year average. A flush of the water system will be scheduled for August or September. A suggestion was made to install standpipes at the locations where there are dead-legs within the system so water could be flushed through the lines at these locations. Following discussion, agreed to get WDM Skip Beahm’s assessment to substantiate the need for said standpipes before proceeding with efforts to procure bids for this project. Noting the amount of water running off of 1141E, agreed to send a letter to the property owner requesting that they adjust the setting for their automatic sprinkler.
ROADS – Kim Cimmery reported. Reviewed and discussed a draft of specifications and standards to be applied to culverts installed within the Club’s right-of-way. These standards will be posted on the website and distributed to members when impending construction is evident. Kim researched Mason County building codes and followed their specifications in composing the culvert rule. It was noted that PVC pipe was not included in the draft’s list of acceptable culvert material. Kim will check with the county to see if they consider this an acceptable material. Due to the expense of cleaning culverts that extend the entire length of property road frontage, it was agreed that permissible culvert length should be defined in Item #1 (striking Item #7). On motion by Morina Dustan, seconded by Linda Pryor and carried, the Culvert Rule was approved as drafted with the following modifications: The addition of PVC as an acceptable material if so determined; deletion of Item #7; and addition to Item #1 to define acceptable culvert length for driveway access as ten feet for a single car garage and twenty feet for a two-car garage. The final draft will be entered into the record as an attachment to the October minutes. Kim noted the wood footbridge at the bottom of Tract E has several rotted boards and is in need of repair. He will contact Ken McCoy to get a cost estimate for repair or replacement. He noted the need to find and hire somebody to clear out the blocked culvert at 1541E. With regard to three other long-standing drainage problems, Kim‘s recommendation to contact a consultant to devise solutions was received with favor.
BEACH – Don Russell submitted no report.
DOCK REPORT – Jan Croke was updated on pending projects. Lowell purchased anti-skid paint for the gangway (in lieu of applying chicken wire) and has volunteered to paint it. During a recent repair of the encasement around the first piling north of the gangway, Lowell noted the stringers in that area are deteriorated and recommended an inspection of the float’s understructure. This could be performed by removing decking or hiring a diver to perform an underwater inspection. The Club has hired a diver in the past to inspect the float’s understructure. The Secretary will try to contact this same diver to see if he is still doing this type of work and to get an estimate for his service. It was noted the Club’s twelve year tideland lease with the DNR expires in August. The Club has the option to renew this lease for three additional terms of four years each. Application to renew for the four year term ending in 2011 has been submitted.
SECURITY – Rodger Pryor – Written report: Reported an incident during which an island member identified himself as the Club’s security officer when confronting a non-resident for trespassing. A member reported their guest’s leashed dog was attacked by an unaccompanied Rottweiller while walking around the island. The dog belonged to the guest of a member. On July 28th, members reported a small dark car driving in circles at a high rate of speed at the south end of the island at about 4:30 AM. A portion of the Club’s lawn area was torn up as a result and will need to be raked out and replanted. The following morning an untended bonfire was reported at the picnic area.
Mason County Animal Control was contacted and Ordinances regarding the confinement of dogs were researched as per discussion at the recent annual meeting. The county does not require or enforce containment measures unless a dog has been declared (by the courts) as dangerous or potentially dangerous.
OTHER
A member asked how the Board recruits volunteers for maintenance tasks: Notice of volunteer work parties is usually posted at the bridge bulletin board, on clap-boards in front of the water tank and posted on the Club’s website. A member questioned the Club’s liability with regard to volunteer labor and tractor rental and recommended that licensed, bonded contractors should be used. It was suggested that members should be notified of decisions made to remove trees on Club owned properties (prior to their removal).
It was noted that Rod Wilkinson’s term of office is two years, ending in 2009. He was one of three members elected at the recent annual meeting and is fulfilling the remainder of Ken McCoy’s unfinished three year term.
The meeting adjourned at 1:30 PM.
Next meeting October 6th, 9am
Linda Pryor
Secretary/Treasurer
Treasure Island C. C. Culvert Specifications and Standards
The following specifications and standards apply to culverts installed within the Treasure Island road right-of-way (ROW). This ROW is defined as the 40 foot ROW specific to the paved road. The paved road is approximately twenty (20) feet in width. The ROW extends twenty (20) feet from the paved road centerline resulting with ten (10) feet of unpaved ROW on either side of the existing paved road.
Culverts are used wherever controlled drainage is required. They provide cross-drainage to a roadway ditch system on either side of a driveway paralleling the Treasure Island road system.
All culverts installed, related to Treasure Island Drive shall, at a minimum, meet the following specifications: