MINUTES OF THE BOARD OF TRUSTEES MEETING held February 2, 2008 at the Horton Community Center, Grapeview. The meeting was opened at 9:00 AM by President Rod Wilkinson and attended by Morina Dustan, Linda Pryor, Daryl Axelson, Jan Croke (Iris Ziller absent); employee Skip Beahm; and guest members Art Towne, Debbie Axelson, and Pam Berger.
MINUTES of the Board of Trustees meeting held October 6, 2007 were approved on motion by Morina Dustan, seconded by Daryl Axelson and carried.
MINUTES of the Special Meeting held January 11, 2008 were approved on motion by Morina Dustan, seconded by Daryl Axelson and carried.
FINANCIAL REPORT – For a copy of the financial report, see Linda Pryor, Secretary.
REPORTS
WATER – Rod Wilkinson reported the coliform tests for December and January were satisfactory.
WDM Skip Beahm reported he had tested the backflow assembly devices on each of the three wells. To make sure the three source meters are recording accurately, he is researching what will be involved to calibrate or replace the chambers in the meters. He noted meter accuracy can be affected by turbulence within the lines immediately before and after the meters. Current pipe configurations will be analyzed to determine if this is an issue that will need to be addressed. Skip advised that the installation of hour meters on each well would provide data that could be analyzed to determine peak run times and would indicate if pumps run when there should be little or no demand (an indication of leaks). Hourly data combined with production data would provide a tool to monitor the pump’s performance and help predict the life expectancy of the equipment.
To comply with the state’s Water Use Efficiency Rule, the following action was approved on motion by Linda Pryor, seconded by Daryl Axelson and carried: Treasure Island Country Club’s Water Use Efficiency (WUE) Program is hereby incorporated into the Club’s Small Water System Management Plan, effective January 22, 2008. Compliance with the 2007 WUE Rule and implementation of the Club’s WUE Program shall be the responsibility of the Board of Trustees.
Briefly discussed management of the water system and the role and objective of the water system committee. Daryl Axelson submitted a document regarding issues related to the water system to the board members for review. Discussion of this document and other water system topics will be included on the agenda for a Special Meeting to be scheduled in mid-March.
BRIDGE – Morina Dustan reported GeoEngineers Inc. completed their preliminary inspections, researched permitting requirements for subsurface exploration (none needed) and drilled borings for soil samples. Analysis was completed and the Geotechnical Evaluation has been received. This report will be submitted to permitting agencies and will be used by the marine structural engineer to design construction recommendations related to pile foundations. Morina will provide the report in electronic format upon request. A draft of the financial feasibility study is expected from Art Anderson Associates by mid-February. If the draft is adequate, representatives from GeoEngineers and Art Anderson Associates will attend a Special Meeting of the board to review and discuss the results and recommendations. Morina reported a large float got snagged under the bridge during the last week of January and broke through one of the bracing timbers. She will check with the engineer to see if the bracing needs to be replaced promptly or if it can be included in the upcoming repair project. The float has been secured on the beach to the north side of the bridge and she has posted signs in an attempt to find the owner of the float.
Discussed communicating with the membership more effectively and agreed to mail informational newsletters on a quarterly basis. Debbie Axelson volunteered to serve as editor.
ROADS – Daryl Axelson reported the northern-most center access road culvert was completely blocked and was cleaned by himself, Dave Dickinson and Rodger Pryor. Yellow and white reflectors were ordered and received and are now in inventory. They will be used to replace those missing on speed bumps, the stop line at the signal light, and as entrance point indicators for the access roads. A drainage project was completed adjacent to the access road between lots 210 and 212 where storm runoff was flowing over and soaking under the roadway. Two sections of buried 12” steel culvert and an equal amount of crushed 4” drain line were removed. A grated, concrete collection box was installed to collect water diverted off the access road and 28 feet of new 8” culvert was installed underground, extending south to an existing drain box.
Daryl presented drafts of two documents for the board’s consideration: A Club Policy titled Assignment of TICC Board Duties, stating that the Board of Trustees may assign specific duties and tasks to members of the board, known as Commissioners, and defining the Commissioner’s titles. The policy includes references for where the authority to do so is derived (TICC Bylaws, Articles of Inc., and state laws). Action on the Policy was tabled for the April board meeting. Daryl also prepared a draft of Roles and Responsibilities for the Road Commissioner. President Wilkinson asked that each Commissioner draft a Roles and Responsibilities document for their respective positions and to submit said drafts by email, providing time for review before the April board meeting.
DOCK – Jan Croke reported she had contacted Tim Zech of Lakeshore Construction to assess the condition of the float. His overview concluded that the existing float has untreated rotten lumber under decking, stringers, and foam boards. He submitted a proposal to remove and dispose of the existing float and construct a replacement for $30,324.00. If grating is required by the Department of Fish and Wildlife, the cost would include an additional $5,458.32. An optional project to provide a gangway with less of an incline during low tides involved removing the existing gangway and the last 24 foot section of the pier (including the endmost two piles) at a cost of $1,500.00 + tax, and replacing it with a 60 foot aluminum ramp with fiberglass grating; $17,500.00 + tax for a 3 foot wide ramp or $20,000.00 + tax for a 4 foot wide ramp. Jan will continue to pursue getting a thorough inspection of the float understructure to substantiate its condition and determine the scope of work needed to be assured of a safe facility.
OTHER
Discussed a suggestion to develop a Board calendar where routine items (meetings, mailing dates, etc.) can be posted as well as other matters that come up.
Discussed correspondence from Art Towne regarding Club procedures and other issues. Art stated he is not requesting a written reply.
Agreed the meeting scheduled for February 8th will be conducted as a Bylaw Workshop for board members to review the bylaws and discuss interpretations, identifying where clarification is needed, etc.
No business will be conducted nor will actions be taken at the Workshop. Formation of a committee to update and revise the bylaws will be pursued at a special meeting to be scheduled in March.
Reviewed liability insurance coverage for employees provided by the Club’s Safeco policy. Approved of hiring David Dickinson as a maintenance employee on motion by Jan Croke, seconded by Daryl Axelson and carried. A job description will be drafted (for approval) in accordance with criteria discussed at the January board meeting.
On motion by Jan Croke, seconded by Linda Pryor and carried, the board convened to executive session at 1:02 PM to discuss a pending issue with the property owner of Lot 24. Open meeting reconvened at 1:10 PM. Approved of revising drafted correspondence to the owner to clarify the board decision made at the January board meeting.
On motion by Morina Dustan, seconded by Daryl Axelson, approved of appointing Pam Berger to fill the vacant board position if she decides she is interested.
Meeting adjourned at 1:15 PM on motion by Morina Dustan, seconded by Jan Croke and carried.
Linda Pryor
Secretary/Treasurer
Next meeting April 5, 9 AM at the Horton Community Center/Grapeview Firehall