MINUTES OF THE BOARD OF TRUSTEES MEETING held August 2, 2008 at the Horton Community Center, Grapeview. The meeting was opened at 9:15 AM by President Morina Dustan and attended by Daryl Axelson, Linda Pryor, Iris Ziller, Jan Croke, and Roxanne Brown; and guest members Jack McLauchlan, Gary and Jackie Longmire, and Mardie Oberle.
MINUTES of the Board of Trustees meeting held June 7, 2008 were approved as written on motion by Morina Dustan, seconded by Jan Croke and carried.
MINUTES of the Board of Trustees Annual Special meeting held July 12, 2008 were approved as written on motion by Morina Dustan, seconded by Daryl Axelson and carried.
FINANCIAL REPORT – Reviewed 2008 Budget and Cash Flow Report dated August 1, 2008. ● [Motions and details regarding reinvestment of Certificates deleted. For a complete Financial Report contact the Club Secretary.] ● MOTION to approve opening an account at Copy It Mail It in Belfair, made by Linda Pryor, seconded by Iris Ziller and carried. ● MOTION to approve opening an account at Belfair Power Equipment with a limit of $100.00 without preapproval, made by Linda Pryor, seconded by Jan Croke and carried. ● MOTION to withhold mailing of the Water Service Adequacy report to Mason County until the member requesting the form’s submittal pay the Club’s water service connection fee, made by Linda Pryor, seconded by Iris Ziller and carried. ● Discussion regarding a salary increase for the Club’s WDM Steve Beahm Tabled for New Business if time permits.
WATER USE EFFICIENCY COMMITTEE REPORT
Daryl Axelson reported the Department of Health has adopted the final rule regarding Goal Setting in a public forum and the new deadline is July, 2010, noting it may be possible to conduct this forum at the 2009 annual membership meeting. ● The committee is working on obtaining bids for automatic meter reading systems; drafting an RFP (Request for Proposal) for installation of service meters and drafting specifications for service connections.
COMMISSIONER REPORTS
WATER – Iris Ziller reported the coliform tests have been satisfactory. ● The cause of the water tank overflow on July 12th has not been determined. A pump control relay was replaced at the tank controls and a spare alternating relay was purchased. Iris noted she is looking for a source to purchase spare relays for well controls. ● The HOBO data collection meters are installed and the first full readout/charting will be downloaded in mid August. ● Maintenance Report: A leaking valve at E970 was repaired; painting the interior wall of well houses one and two is ongoing and sample stations will be painted in mid August. ● Iris has requested bids from four local contractors for modifications to well house piping and source meter relocation. She noted the source meters at well houses two and three can be fitted with new registers, but the source meter at well house one may need to be replaced. ● Two more bids have been solicited for sandblasting and recoating the water storage tank. Research is ongoing with regard to a recommendation to improve water circulation in the tank. ● Iris presented an estimated cost breakdown for an option to upgrade the water system in a series of three phased projects. ● Discussion regarding tasking the Club’s employee, Dave Dickinson, with water system maintenance duties postponed until a job description detailing operations and maintenance tasks is provided.
ROADS – Daryl Axelson reported a small patch of asphalt that was removed for a water system project adjacent to E671 was repaired. ● The drywell bordering E1620 has been rebuilt, the 6” vertical duct was replaced with an 18” diameter duct, the culvert under the road was cleaned, and the property owner’s 4” drain pipe was reconnected to the storm drain pipe. ● MOTION to remove eight small trees from the right-of-way for maintenance purposes made by Daryl Axelson, seconded by Jan Croke and carried. Iris Ziller opposed (not having seen the trees marked for removal). ● A member’s request to install a culvert was discussed. With consideration for maintenance issues, Daryl will contact the member to discuss alternatives to his proposal to add twenty feet of culvert to the sixty foot culvert fronting the neighboring property. ● MOTION to notify a member whose homeowner project was recently completed that the right-of-way needs to be restored to its original condition, made by Linda Pryor, seconded by Roxanne Brown and carried. ● Daryl reported upcoming projects include cleaning ditches around the island, replacing reflectors that are missing, and hot tarring cracks in the roadway prior to the winter season.
DOCK – Jan Croke reported a bid received from Mason Marine Services quoted $33,600.00 to replace the float and $11,500.00 to install a 4’x 44’ aluminum gangway; a grand total of $51,244.80 including delivery and setup fee and sales tax. Discussed differences in the breakdowns of the two bids received to date and agreed an RFP needs to be drafted. ● Jan will send a letter of intent to the Department of Natural Resources, requesting procedural direction with regard to obtaining prior approval for the project as stated in the Club’s tideland lease. ● MOTION to accept an offer from Wes Stock and Jim Bruno to repair a deteriorated rail and post on the pier with authorization to purchase the materials needed, made by Morina Dustan, seconded by Jan Croke and carried. ● Reviewed correspondence from a member suggesting revisions to regulations for the dock facility. MOTION to authorize a maximum expense of $50 to purchase a sign to post the current moorage rules at the facility, made by Iris Ziller, seconded by Roxanne Brown and carried.
BEACH – Roxanne Brown reported conditions she observed at the storage shed. MOTION to authorize a maximum of $200.00 to purchase and install a framed steel door made by Roxanne Brown, seconded by Linda Pryor and carried. ● A suggestion for board members to participate in a work party to clean and organize the storage shed, possibly to include installation of shelving, was received with favor and will be scheduled.
BRIDGE – Morina Dustan reported she had a conversation with Hans Cregg of Mason County Public Works and requested that the information he provided regarding application for Road Improvement District (RID) funding be directed to the Club in writing. He may also submit recommendations and/or suggestions regarding alternative funding opportunities. ● Requests for bids to inspect the bridge have been sent to a number of companies. To date one official bid of $9,700.00 has been received from Exeltech and an estimate of $7,000.00 was received from Art Anderson Associates. These amounts do not include Bid Specifications for repairs. Morina will continue to pursue obtaining additional bids, including an official bid from Art Anderson Associates. With consideration for the limited window of time during which daylight hours and low tide conditions will continue, Morina will provide the Trustees with bids as they are received with the intent of obtaining selection and approval as soon as possible. ● At the annual meeting, several members volunteered to serve on a committee to move forward with researching bridge options. Noting requests from the membership for more financial information, it was agreed that the committee’s main objective at this time will be limited to researching funding options. MOTION to approve the objective of the Bridge Committee’s Charter: To investigate funding opportunities, programs, and payback structures, and to make initial contacts with third party sources, made by Morina Dustan, seconded by Jan Croke and carried. Morina will draft the Committee Charter as discussed for board approval. She volunteered to serve as the temporary Committee Chair until such time as a Committee Chair is elected by the Committee. ● Trustees agreed that scheduling a Special Meeting to continue discussion regarding the bridge should be postponed until more information is available regarding the financial aspects of the options presented and the results of the upcoming bridge inspection are available.
SECURITY – Rodger Pryor – Written report: Rodger responded to several reports regarding non-residents jumping off the bridge; a theft from a residence was reported on July 27th; several complaints regarding loud music were referred to the Sheriff; a member reported flowers are being cut and taken from the water tank property; a complaint was received regarding a frequently unrestrained dog; and a complaint was received regarding several incidents with a member who does not observe the traffic signal on the bridge. ● MOTION to approve of sending correspondences to members concerning the complaint regarding the unleashed dog and the member not observing the bridge traffic signal, made by Morina Dustan, seconded by Roxanne Brown and carried.
NEW BUSINESS
● MOTION to rescind Charlie Carbajal’s appointment to the Board because he is not a member as defined by the Club’s bylaws, made by Linda Pryor, seconded by Morina Dustan and carried.
● The Trustees agreed to schedule extra monthly meetings for the first Saturday of each month at 9 AM at the Horton Community Center. Meetings were scheduled for September 6th and November 1st.
● Correspondence from a member regarding the definition of a property owner as per the bylaws will be acknowledged with a response.
● Trustees were asked to submit their Commissioner position job descriptions by the end of next week.
● Mailing of a newsletter was tentatively set for the end of August or early September.
President Dustan adjourned the meeting at 2:30 PM.
Linda Pryor
Secretary/Treasurer
Next meeting Saturday, September 6, 9AM, Horton Community Center