MINUTES OF THE BOARD OF TRUSTEES MEETING held December 7, 2008 at the Horton Community Center, Grapeview. The meeting was opened at 9:00 AM by President Morina Dustan and attended by Daryl Axelson, Linda Pryor, Roxanne (Rocky) Brown, Jan Croke, and Iris Ziller; and guest members Deb Axelson, Mike Croke, Roger Hansen, Lowell Mahugh, Art Towne, and Pam Berger.
MINUTES of the Board of Trustees meeting held November 1, 2008 were approved on motion by Daryl Axelson, seconded by Rocky Brown, and carried. Minutes of the Board of Trustees meeting held November 15, 2008 were approved on motion by Rocky Brown, seconded by Daryl Axelson, and carried. Jan Croke abstained (not present at the November 15th meeting) and Iris Ziller opposed (also not present).
GUEST MEMBERS Roger Hansen and Mike Croke questioned the objective of the bridge inspection and the related Request for Proposal that was submitted to potential contractors.
FINANCIAL REPORT
Reviewed Cash Flow Report dated December 6, 2008. ● MOTION to reinvest Certificate of Deposit maturing at Key Bank in a six month certificate of deposit at a 3.2% interest rate at same bank, made by Linda Pryor, seconded by Jan Croke and carried. ● Reviewed 2008 Budget and expenses projected to year-end. ● MOTION to add Medical Aid Benefits for Volunteers to the Club’s Labor and Industries account, made by Linda Pryor, seconded by Morina Dustan and carried. This optional coverage will cost the Club six cents for each hour of volunteer labor reported. A procedure for documenting and reporting volunteer labor will be drafted for approval.
COMMISSIONER REPORTS
WATER – Iris Ziller reported. Commissioners discussed the Club’s Small Water System Management Plan as updated and submitted by Iris for Board approval. Questions and notations submitted by Daryl Axelson and Linda Pryor were reviewed. Iris will prepare a written narrative in response to be submitted by January 22nd. A Special Meeting for further review and discussion will be scheduled for February 28th, 9AM, at the Belfair Timberland Library. ● Daryl Axelson read a letter from the Department of Health (DOH) notifying the Club that the Water Use Efficiency rule has been challenged in Superior Court. The state is now appealing the court ruling which determined that privately owned systems are not subject to many of the water efficiency requirements. It may take a year or more to resolve the appeal, during which time the DOH recommends that privately owned systems voluntarily comply with the efficiency rule. MOTION for the Water Use Efficiency Committee to continue with assigned tasks during the appeal process, made by Morina Dustan, seconded by Linda Pryor and carried. ● Options for financing the water tank repainting will be prepared for the January meeting.
BRIDGE – Morina Dustan reported. Trustees reviewed Exeltech Engineer’s proposal for the bridge inspection, revised to include additional language requirements and RFP addendum as per the motion made and passed at the November 15th Board Meeting. MOTION to accept and sign Exeltech Engineer’s revised proposal following Trustees’ review and approval to be submitted via email by noon Monday, December 8, made by Morina Dustan, seconded by Daryl Axelson and carried. ● Morina noted several of the members who had volunteered to serve on the Bridge Committee are no longer interested in participating. Roger Hansen, Mike Croke, Art Towne, and Pam Berger volunteered to join the Bridge Committee and were provided with copies of the Committee Charter for their review and input. ● Lowell Mahugh volunteered to remove the fishing line on the bridge railing and restring it. Alternative methods to discourage the seagulls will be researched.
DOCK – The Trustees discussed a suggestion received from DNR representative Shannon Soto to expand the Club’s aquatic lease area from the current width of 68 feet to the total width of the property, 90 feet. This would reserve the aquatic area fronting the entire property for current and future use and would also permit legal moorage on the north and south sides of the float (prohibited by the current lease). The resulting increase to the annual lease payment would be an estimated $25.00. The current aquatic survey would need to be amended to include the additional area. An estimated maximum cost of $3,200 for this task was received from the surveyor who did the original survey, Holman & Associates. Additional estimates will be obtained. Jan will also contact Shannon regarding survey services that may be available through the DNR and to inquire as to any fee that may be charged for amending the current Aquatic Lands Lease. ● Jan noted the paved access to the dock facility is slick due to moss and an accumulation of pine needles. These tasks will be added to the maintenance employee’s task list and the gate will be closed until the tasks are completed.
BEACH – Rocky Brown reported she will be scheduling and organizing a spring work party for some maintenance projects that are needed at the beach facility. She will review the task list for what has been completed and what is still pending. Rocky noted she plans on drafting a maintenance schedule for tasks that should be addressed on a recurring basis to keep the area in good condition.
ROADS – Daryl Axelson reported he had observed roadside drainage problems at several locations during heavy rains in early November. As approved by the Trustees, courtesy letters were sent to the homeowners that border the road right-of-way areas to notify them of upcoming maintenance projects to correct the problems. The projects will be completed when weather permits. ● Daryl noted the speed bump striping will be painted this spring with reflective paint.
SECURITY – Rodger Pryor; written report. Discovered and reported in October by the owners, a private residence was entered and vandalized; nothing was reported stolen. ● Complaints were received from a member and a real estate agent regarding two incidents reported to them by potential purchasers of property on the island. Approached by an unidentified member, they were told the island is private and instructed to leave. An article regarding these incidents will be included in the upcoming newsletter. ● Neighborhood Watch alerts (received by email) regarding a suspicious white box truck observed on Stretch Island were noted. ● Purpose on the island unknown, a large semi with a flatbed trailer hit and damaged the railing on the right-hand side of the bridge as it was leaving the island December 2nd.
OLD BUSINESS
Bylaw Draft Review - The Trustees reviewed the drafted Bylaws as updated with changes resulting from the review to date, noting questions that will be submitted to an attorney in conjunction with a legal review of the draft. Revised language submitted by the Committee to incorporate input and suggestions made at the November 15th Special Meeting was discussed and amended and additional revisions were incorporated, concluding the initial Bylaw Draft Review. ● The Trustees reviewed information regarding local attorneys with experience related to Homeowners Associations. MOTION to hire Goodell Law Firm for legal review of the drafted Bylaws made by Linda Pryor, seconded by Morina Dustan and carried with an opposing vote by Iris Ziller.
The meeting was adjourned at 1:08 PM.
Linda Pryor
Secretary/Treasurer
Next meeting Saturday, January 3, 9AM, Horton Community Center