MINUTES OF THE BOARD OF TRUSTEES MEETING held February 3, 2007 at 410E Treasure Island Drive. The meeting was opened at 9:05 AM by President Ken McCoy and attended by Lowell Mahugh, Linda Pryor, Iris Hare, Kim Cimmery, and Morina Dustan (Don Russell absent); employees Rod Wilkinson and Skip Beahm.
MINUTES of the Board of Trustees meeting held December 2, 2006 were approved on motion by Lowell Mahugh, seconded by Kim Cimmery and carried.
MINUTES of the Special Meeting held October 22, 2006 were approved on motion by Lowell Mahugh, seconded by Kim Cimmery and carried.
FINANCIAL REPORT – Reviewed Cash Flow Report dated February 2, 2007. Noted the total cost for the recent interior inspection of the water storage tank was $3,303.15. The Club has been making monthly payments since December of 2003 on a $10,000.00 loan from Washington Mutual (borrowed primarily to establish a credit history for the Club). On motion by Morina Dustan, seconded by Lowell Mahugh and carried, the balance owing of approximately $1,850 will be paid in full with February payment. Noted total interest earned during 2006 on the Asset Replacement Fund was $21,820.21. Financial Report was accepted on motion by Morina Dustan, seconded by Lowell Mahugh and carried.
REPORTS
WATER – Iris Hare reported she and Rod will be meeting on the 16th of this month to review job descriptions for the Club’s water system employees and updates made to the Small Water System Management Program (SWSMP). Liquivision Inc. submitted a complete written report of the tank inspection that was conducted on December 4th, including photographs and a DVD of the diver’s inspection. Generally the tank was found to be in good condition, although the condition of the interior coating is such that patching all of the problem areas would not be cost effective. Recommendation was made to remove the existing interior coating within the next five years and apply a new NSF approved epoxy type coating. An estimate to repaint will be procured for budgeting purposes. The state’s Water Use Efficiency rule went into effect January 22nd. Discussed formation of a water committee to work on how the Club will implement the requirements of this new law and to research options for financial planning. Noted the WUE requirement for installation of meters on all connections may provide a good opportunity to install backflow prevention devices on all connections also (a recommended element of the Cross Connection Control Program).
Skip Beahm submitted Cross Connection Inspection Reports resulting from on-site surveys of member’s properties completed to date. Backflow prevention devices that were in place were tested and Skip submitted the Backflow Assembly Test Reports for these connections as well. Skip will be testing the backflow assemblies in the three pumphouses this week.
Rod Wilkinson reported all coliform tests submitted following the discontinuation of system chlorination have been satisfactory. In January, the Club returned to the standard schedule of one coliform test per month. The January sample was also satisfactory. The chlorine carboy was returned to Kitsap PUD#1. Noted a need to repaint the pipe in pumphouse #1 where the tap was installed to connect the chlorine pump. Briefly discussed adopting regulations limiting who can connect water lines to the connection valves on the Club’s main. A walk-through of emergency shut-off procedures will be conducted following adjournment of the April board meeting.
DOCK REPORT – Lowell Mahugh reported the dock weathered the recent winter storms with no problems. The gangway surface will be replaced this spring and rails and fencing will be repainted when weather permits. He noted the box used to contain sign-in sheets was damaged by vandals and will need to be replaced. Branches and debris resulting from the wind storms have been cleaned up and piled in both the upper and lower areas of the property. The fence on the north side of the property was damaged by the neighboring property owner’s fallen tree (fence was installed by property owner). A tree bordering the paved drive on the dock property was loosened during the wind storm and the asphalt was raised by the subsequent movement of the root-ball. Removal of the tree by a volunteer work party was approved on motion by Morina Dustan, seconded by Iris Hare and carried. A motion made by Ken McCoy to remove all trees growing on the Club’s right-of-way was withdrawn following discussion. Motion to rent a Sani-Can to be located on the dock property during the summer months was made by Morina Dustan, seconded by Iris Hare and carried. Specifics on the location will be decided later. Noted preferences that it not be visible from the roadway, out of the line-of-sight for neighboring property owners, and not obvious from the waterway – a trellis enclosure was suggested.
BRIDGE – Morina Dustan reported. Reviewed and discussed a draft of the Scope of Work for upcoming bridge repairs submitted by Charles Mayhan, Sargent Engineers. The format used for the document differed from what was requested: Written in a narrative, paragraph style as opposed to a detailed, itemized format structured so contractors could present cost differences for options and alternative methods for each type of work to be performed. Morina will contact Mr. Mayhan to discuss inadequacies of the draft provided. Morina initiated the permit process with submittal of a Pre-Inspection Application submitted to Mason County Planning Division ($205). An information packet for the Joint Aquatic Resource Permit Application (JARPA) was received. The packet includes information regarding potential permits needed, resources and contact information. The completed JARPA goes out to local, state and federal agencies to procure all needed permits. Estimated cost for permits at this time is $1,500 (SEPA, building and hydraulic permits). Morina will pursue obtaining a list of contractors qualified to perform the bridge repairs needed. A suggestion was received to hire a parking lot sweeper to run a sweeper vehicle over the bridge on a scheduled basis. Agreed to string fishing line over a section of the bridge railing to see if it will minimize seagull activity and cut down on the clam shells on the bridge deck.
BEACH – Don Russell absent
ROADS – Kim Cimmery reported upcoming projects should include remedying some drainage problems associated with roadside ditches, evaluating the erosion situation at the bottom of Tract E, and patching the asphalt bordering 681E (removed to access water main). A water diverter is needed to direct rain water to the roadside ditch at the bottom of the driveway at 721E. The existing diverter (on private property) is no longer effective. Kim noted he found a source to purchase reflectors to replace those that are damaged and/or missing on the roadway: $3 each, $5 for enough adhesive to apply six reflectors, plus shipping. Dave Dickinson has dug out the stumps of the trees that fell on Club properties during the winter storms. Discussed winter storm debris and agreed to get estimates to have the debris and stumps hauled away.
SECURITY – Rodger Pryor – Written report: A complaint regarding speeding vehicles was received. An incident (January 3) involving two men disturbing members as they walked around the island during the early morning hours was resolved peaceably.
OTHER
Discussed the suggestion made at the 2006 annual meeting to impose an Impact Fee on new members when they purchase property on the island. Consensus amongst board members present did not support an Impact Fee.
Lowell noted that Tom Spaulding has expressed an interest in being a candidate for a board position.
Meeting adjourned at 12:30 pm on motion by Lowell Mahugh, seconded by Morina Dustan and carried.
Linda Pryor
Secretary/Treasurer
Next meeting April 6, 2007, 9am at Hare’s – 450E