MINUTES OF THE BOARD OF TRUSTEES MEETING held January 31, 2009 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, and Roxanne (Rocky) Brown; Iris Ziller absent; and guest member Debbie Axelson.
MINUTES of the Board of Trustees meeting held December 7, 2008 were approved on motion by Morina Dustan, seconded by Rocky Brown, and carried.
The Trustees noted receipt of Jan Croke’s resignation from the Board of Trustees effective January 19, 2009. Notice of vacancies on the Board will be included in the upcoming newsletter.
FINANCIAL REPORT
Omitted - The Financial report is available from the Club Secretary upon request.
COMMISSIONER REPORTS
WATER – Iris Ziller absent - written report. Trustees reviewed a proposal submitted by Longs Painting to sandblast and paint the water tank for $54,499 (plus tax) and discussed options presented for financing the project. It was tentatively agreed that the most favorable option was comprised of combining the $26,000 now in reserve with a $34,000 withdrawal from the Asset Replacement Fund to complete the project this fall or during the spring of 2010. The bid received was reportedly based on scheduling the project for the spring of 2009. Inquiries will be made regarding a difference in cost if it’s scheduled for the fall. ● The bid does not include the cost for disposal of sandblasted material if the paint currently coating the tank interior is determined to be hazardous. Longs Painting quoted $1,200 to collect a sample of the paint from inside the tank. Iris will be contacting Spectra Labs for more information regarding paint sampling and analysis. Trustees requested information regarding the cost difference between disposing of assumed hazardous material and sampling and analyzing the paint. ● It was agreed that more research is needed regarding the reported need for a temporary storage tank during the estimated thirty days the tank will be out of service during the painting project. Records indicate the procedure followed in 1989 did not utilize temporary storage; water pressure was regulated and distributed directly from the main lines.
BRIDGE – Morina Dustan reported she had contacted Exeltech Engineers to discuss award of the contract for the bridge inspection. Suitable language will be drafted to satisfy the Club’s request for additional provisions regarding insurance coverage and indemnification for the Club and the revised contract will be submitted for signature. The inspection will be scheduled for March 30th at 7 AM; volunteers for traffic control may be needed. ● Morina noted she has not heard from the members who volunteered to serve on the bridge committee with regard to their review of the Committee Charter. A request for additional volunteers will be included in the upcoming newsletter. ● Daryl volunteered to cut off the damaged portions of railings on the north side of the bridge where they were damaged by a vehicle leaving the island.
BEACH – Rocky Brown thanked Daryl Axelson for transporting and stacking wood donated by a member for use at the beach facility. She identified projects for inclusion on the employee task list: pulling blackberry plants, pruning around the shelter, pressure washing the sidewalk entrance to the shelter, and repairing the post on the northwest corner of the picnic shelter. ● Cheryl McCoy will be contacted with regard to her continuing employment by the Club for maintenance services.
ROADS – Daryl Axelson reported receipt of correspondence from a member requesting repairs to the center road. He noted he had planned for a Budget proposal to include an estimate for replenishing crushed rock on the road; potholes will be filled pending more thorough repairs. ● Correspondence was received from a member requesting the addition of another speed bump on the east side of the island. A map of the island depicting speed bump locations was reviewed and spacing inconsistencies were noted. Daryl will notify the member that their request is being considered and cost estimates will be obtained. ● Projects to improve roadside drainage provisions are ongoing.
DOCK – Trustees discussed expanding the Club’s 68 foot wide leased aquatic area to the total width of the property, 90 feet, reserving the additional area for future use and permitting legal moorage on the north and south sides of the float. A survey of the aquatic area will be needed to amend the lease. MOTION to approve inclusion of the lease expansion application on the JARPA for the dock and gangway replacement project, with the provision that an aquatic survey will be budgeted and approved at a later date, made by Morina Dustan, seconded by Linda Pryor and carried. ● Trustees reviewed information regarding an option for replacement of the float that would incorporate the use of prefabricated dock sections made of grated galvanized steel, configured to provide a 75’ x 7’ main dock with four 25’ x 4’ wide extensions to provide additional moorage space. A bid of $35,000 was received from AMO Construction: $17,500 to provide the dock sections, and $17,500 to retrofit them to construct the proposed design, deliver and install. A suggestion to increase the proposed width of the main dock to 11 feet was favorably received. Engineering fees, permits, tax, and an additional $3,000 to demolish and dispose of the existing float were not included. The viability of delivery and assembly options to reduce the cost will be explored. ● The paved access to the dock facility will be pressure washed when weather permits.
SECURITY – Rodger Pryor; written report. Incidents involving suspicious activities reported by members were investigated and determined to be justifiable.
OLD BUSINESS
● Trustees discussed WDM Skip Beahm’s salary, established by contract in 2001, and a proposal for an increase to offset inflation. Linda Pryor was authorized to contact Skip to negotiate an increase as an amendment to the existing contract. Contract revisions to define his job description will be addressed before the next contract renewal date.
● Agenda items for Water System Employee and Commissioner Duties and Responsibilities were Tabled for the next regular meeting.
● Trustees discussed a requirement of the aquatic lease with the Department of Natural Resources to identify and implement Best Management Practices (BMPs) at the dock facility to protect natural resources. BMPs approved by the Department of Ecology were reviewed and a drafted policy to implement the practices was presented. Methods suggested to inform members of the BMP’s included posting on the Club’s website, signage, and distribution of pamphlets. MOTION to approve the Dock Policy: Community Dock Use – Environment Protection, made by Morina Dustan, seconded by Daryl Axelson and carried.
NEW BUSINESS
● Trustees reviewed scheduled meeting dates for 2009 and the Bylaw Committee Schedule. All regular meetings will be held the first Saturday of each month with the exception of September which was rescheduled for the second Saturday. Approved of rescheduling the informational membership meeting to review the drafted bylaws for March 21st.
● Trustees reviewed and discussed correspondence received from Attorney Robert Houle in answer to specific questions regarding the drafted bylaws and advisement received during consultation following his review of the draft. Revisions to incorporate his recommendations were discussed; the final draft including said revisions will be emailed to the Trustees. The final draft will be mailed to members with Notice of the Informational Meeting February 21st.
● The Chair called for an Executive Session at 2:20 PM to discuss correspondence from a member regarding a right-of-way issue. Open session resumed at 2:55 PM. Daryl Axelson was authorized to draft a response to the homeowner to convey the consensus of the Trustees is to take no action at this time.
The meeting was adjourned at 3:00 PM.
Linda Pryor
Secretary/Treasurer
Next meeting Saturday, March 7, 9AM, Horton Community Center