MINUTES OF THE BOARD OF TRUSTEES MEETING held February 6, 2010, at the Horton Community Center, Grapeview. The meeting was opened at 9 AM by Vice President Mike Croke and attended by Daryl Axelson, Larry Grumme, Roger Hansen, Dan Poole, and Linda Pryor; President Gary Longmire attended by conference telephone; and guest member Jack McLauchlan. Engineers Karl Kirker and Ron Smith of Exeltech Consulting, Inc. were present and two guest members from Raft Island attended their presentation.
EXELTECH PRESENTATION
Exeltech Consulting’s Project Manager, Karl Kirker, presented an introductory overview of what the preliminary engineering services will entail for Phase 1 of the Bridge Replacement Project. He explained the tasks to be completed, outlined their schedule, and described the team members who would be involved, what their tasks will be and how the team will interact to complete this phase of the project. He summarized considerations that will be examined to determine recommendations for bridge type selection.
A schedule of anticipated costs for permits and fees required for Phase 1 was requested (these costs are not included in the contract).
MINUTES
Minutes of the following meetings were approved on MOTION by Roger Hansen, seconded by Daryl Axelson and carried: Board of Trustees Special Meeting held October 11, 2009; Special Membership Meeting held November 14, 2009; Board of Trustees Meeting held December 5, 2009; and Board of Trustees Special Meeting held January 21, 2010.
FINANCIAL REPORT
Reviewed Cash Flow Report dated February 5, 2010. MOTION to accept the Financial Report was made by Roger Hansen, seconded by Gary Longmire and carried.
The Trustees reviewed and revised the Preliminary Operations and Maintenance Budget for 2010. Operating Funds available will be approximately $86,000. Standard Expenses total an estimated $57,000, Improvement and Repair projects (including a bridge inspection) were estimated at $11,700, leaving an estimated remaining balance of $17,300. MOTION to accept the Preliminary 2010 Budget as revised was made by Roger Hansen, seconded by Dan Poole and carried.
COMMISSIONER REPORTS
BRIDGE – Roger Hansen reported the contract for Phase 1 Engineering Services drafted by Exeltech Consulting was submitted to the Club’s attorney for review. The contract was revised by Exeltech Consulting to incorporate the attorney’s recommendations. MOTION to accept the revised contract was made by Dan Poole, seconded by Larry Grumme and carried. • Roger noted he will contact Engineer Ron Smith of Exeltech Consulting to pursue the non-emergency repair recommendation made in the 2009 bridge inspection report to seal the joints between the concrete slabs on the bridge. • The Club’s employee recently swept the bridge roadway and removed nails and broken fishing line from the top rail (installed to deter seagulls). • In response to a request from representatives of Raft Island, the Trustees agreed to provide them with a copy of the Request for Proposal for the recent bridge repairs.
WATER – Daryl Axelson reported water analysis results as submitted by Rod Wilkinson: Results of monthly analysis for coliform continue to be negative; the results for Radium and Gross Alpha tests for wells #1 and #2 were satisfactory; well #3 will be tested for Radium and Gross Alpha during the month of February; as a follow-up to the water tank painting project, water drawn from the tank will be tested for VOC’s this month as required (quarterly) by the DOH. • Daryl reported follow-up to a situation reported last September when investigation of a water leak determined that a homeowner had only one connection servicing their two residential properties. Although it was not in use, a second (leaking) connection was located. The leaking valve was replaced, a service box was installed, and the valve was capped. • Following completion of the tank painting, well #3 was turned off to allow it to refresh and was put back online in early January. • To protect from freezing weather, heaters were turned on in the pumphouses, standpipe spigots at wells #1 and #3 were shut off, and the isolation valve to hydrant ‘F’ was closed (leaking and scheduled to be rebuilt this year). • Three homeowners were notified of their need to repair leaks in their water lines. • Daryl reported system repairs that were completed: Sample station #2 froze up; the spigot was found to be leaking and the station was rebuilt. The 2” valve at the well#3 stand pipe froze; the valve, check valve and standpipe were removed and a freeze proof yard hydrant was installed north of the previous location. The valve in the dock property’s service box was leaking and found to be cracked; the valve was replaced and a freeze proof hydrant was installed north of the previous location. • Following an inventory of parts on hand, repair and replacement parts were purchased from H.D. Fowler Company. Additional items needed are on order with the exception of fire hydrant parts. • Static level readings were taken at all three wells. • Daryl reported that arguments concerning the Municipal Water Law were heard last month in the Supreme Court. This is the law that would require the Club to install water meters on all connections. To date, the Court’s decision has not been posted. • Daryl provided the Trustees with copies of literature summarizing the requirements of the new federal Groundwater Rule (GWR). He also provided information regarding the Department of Health’s letter to the State Legislature that recommends more governmental regulations for privately owned water systems related to financial viability and planning. • Daryl provided the Trustees with written reports regarding the condition of the water system, a proposal for an emergency reserve for the water system, financial viability, and planning for capital improvement and equipment replacement. The Trustees agreed to review the reports in preparation for discussion at the March Special Meeting.
ROADS – Dan Poole reported he may repaint the speed bumps this year.
DOCK – Larry Grumme provided a summary of the progress made to date on the float and gangway project and questions regarding the current status of the project. There was some discussion regarding a suggestion to present the gangway replacement for another vote by the membership with consideration for the change in the Club’s financial situation (expenses related to bridge replacement) since the issue was voted on at the 2008 Member Meeting. The need to replace the gangway for safety reasons was also questioned. Larry plans on speaking to the owner of the Fair Harbor Marina regarding the safety provisions that were required for their recent gangway replacement project. It was noted that the hazard presented by the steep incline of the gangway at low tide was acknowledged as a liability issue in the Club’s recorded minutes. MOTION to contact an attorney for a legal opinion regarding a proposal to revote an issue that the membership previously approved and for advice regarding the ramifications of the liability issue if the gangway is not replaced, was made by Dan Poole, seconded by Roger Hansen and carried. Gary Longmire abstained. The Trustees agreed to his request for discussion regarding attorney selection at the next meeting. • Larry will contact the Regional Manager, Shannon Soto, to check on the status of the application for a lease expansion. He also intends to contact Lakeshore Construction to see if their bid is still valid and to get written assurance that disposal of pilings is included in their quote.
BEACH – Mike Croke reported he plans to meet with the Club’s employee to review maintenance tasks that may be needed at the beach area.
NEW BUSINESS
Correspondence from a member regarding the Club’s Bylaw provision for superior lien rights was reviewed. The member reported her application for refinancing was refused based solely on this provision. She was advised by her attorney that this provision will cause funding problems for the Club’s members because of the intensified scrutiny that all lenders are currently under. The Trustees agreed that research and legal advice should be sought before giving consideration to modifying this Bylaw provision.
Correspondence was received from a member with regard to the $245 Dues increase that was approved at the November, 2009, Special Membership Meeting. The member stated that the information provided in the notice of the meeting sent to the members inferred that this was a permanent increase to be designated for the Asset Replacement Fund. In response to questions asked at the meeting, President Longmire responded that the increase would be effective for 2010 only and the amount would be re-evaluated and presented to the membership for a vote at the 2010 Annual Membership Meeting. Clarification regarding the permanence of the increase was requested. For the record, a review of the Asset Replacement Fund will be included on the agenda of the 2010 Annual Membership Meeting and the Board’s recommendation for the amount of the annual assessment designated for that fund will be included on the ballot for the members’ vote.
MOTION to adjourn the meeting at 12:25 PM was made by Roger Hansen, seconded by Gary Longmire and carried.
Next meeting March 13th, 9AM, Grapeview Firehall
Linda Pryor
Secretary