MINUTES OF THE ANNUAL MEETING OF THE MEMBERSHIP held July 12, 2008, at the Horton Community Center. President Morina Dustan opened the meeting at 10:00 a.m. with 104.5 lots represented in person and 30.5 lots represented by proxy for a total of 135 lots represented.
Minutes of the Annual Meeting of the Membership held July 14, 2007, were approved on motion by Morina Dustan, seconded by Elaine Frigone and carried.
President Dustan thanked and commended several members for their volunteer services. She noted that two committees are currently formed and active, the Water Use Efficiency Committee and the Bylaw Committee, and reviewed an ongoing project to document the Club’s current policies and procedures.
Following a summary of the bridge report and discussion from the 2007 annual membership meeting with regard to conducting a financial feasibility study, she introduced and surrendered the floor to Robert Dullanty of Art Anderson Associates and Joe Callaghan of GeoEngineers to present the study they conducted. Marine Structural Engineer Robert Dullanty presented three concepts for replacement of the bridge and explained the structural issues of each:
Concept 1: Replace existing deteriorated bridge components with new components of the same material and configuration. Estimated cost $3,320,000.00.
Concept 2: Replace the existing timber foundation with a new modified foundation but salvage the existing concrete deck. Materials of increased strength and durability would be used, but due to the existing design configuration, their use could not be optimized as it could be with a new bridge. Estimated cost $3,040,000.00.
Concept 3: Replace the existing bridge with a new bridge. $4,440,000.00
He noted the costs for concepts 1 and 2 are for repair/replacement of the bridge under-structure only. The life expectancy of the concrete deck is estimated at another fifteen years. The cost to replace the deck today is estimated at $1 to $1.5 million dollars.
Mr. Dullanty recommended Concept three, to build a new bridge, as the most technically and economically feasible option for the Club.
Permitting Biologist Joe Callaghan explained regulatory requirements and permitting issues related to each of the three replacement options. He described some funding and grant opportunities, noting that most of these programs are specifically for county and state agencies. He suggested that taking on Mason County as a partner would open up more opportunity for granting and/or low-interest loans and recommended further research towards that option.
The floor was opened for a question and answer session. There was also some discussion regarding the level of privacy the Club could maintain if partnership with the county was an option.
Discussion with the County will be pursued and options for financing will be researched in preparation for a yet to be scheduled Special Membership Meeting. Bids are being obtained for an inspection to get a current assessment of the bridge’s condition and repair needs. President Dustan invited members to volunteer for participation in a proposed Bridge Committee.
REPORTS
BEACH – Morina Dustan reported the Beach Commissioner position is currently vacant. She noted there has been an increase in use of the beach/picnic area and commended members for leaving the facility in good condition.
ROADS – Daryl Axelson reported maintenance tasks completed during the past year included storm-water drainage improvement projects that required the removal of substandard culverts and installation of a water collection box; installation of reflectors on the roadway to replace those that were missing; and removal of accumulated landscaping debris. He called attention to the Club’s Road Right-Of-Way Policy and Culvert Standards Policy, noting Board approval is required for member projects involving changes to the right-of-way and culvert installations. He reminded members that vehicle parking is limited to private properties and designated parking areas at the north, middle and south end of the island. Upcoming maintenance projects include minor repairs to the asphalt and improvements to the storm-water drainage system in various locations on the island.
Members commented about standing water and storm water run-off issues; a request was received to notify individual members of significant changes made to the right-of-way bordering their property; and a speed bump installation request was made.
WATER – Iris Ziller thanked individual members for their voluntary assistance with a variety of water system maintenance tasks. She reported miscellaneous routine maintenance and repair projects that have been addressed as needed and that water samples continue to pass analysis for good water quality. Run meters have been installed on all three pump motors to monitor pump performance and help predict life expectancy of the equipment. Water use is down on average from previous years. Iris is in the process of getting bids to repair or replace and relocate the source meters to verify the accuracy of water meter readings for the wells. Bids are also being received to sandblast and recoat the interior of the water tank in accordance with the recommendation from the December 2006 dive inspection. The Board continues to research and assess water system upgrade options which include total replacement, replacement in phases, repair/replacement of individual components on failure, and relinquishing ownership of the system to Public Utility District #1. The Club joined Evergreen Rural Water of Washington (ERWOW), an organization that provides training, onsite technical assistance with leak detection and system maintenance, and additional resources. Services are free with membership (less than $200 each year). The Board appointed a Water Use Efficiency Committee to implement the 2007 Water Use Efficiency Rule. This Rule requires planned conservation measures and installation of meters at all connections by 2017. The committee is currently soliciting and reviewing bids for meters and reading systems. Locating all water connection valves is an ongoing project. Members were reminded that their connection housing needs to remain visible and accessible and diligence in fixing indoor and outdoor leaks on their private properties was encouraged.
DOCK – Jan Croke reported the float was recently inspected to assess the condition of the understructure. A slide show was presented to illustrate the extent of deterioration that was discovered. Jan shared concerns regarding safety and liability issues presented by the steep incline of the gangway during low tides. She presented the Board’s recommendation to replace the float and to remove a section of the pier (including two piles) to provide space for a longer gangway. She noted one bid has been received and was used to estimate the cost of the projects for the Budget proposal. Members were encouraged to observe the moorage restrictions and to use the sign up sheets at the facility.
FINANCIAL REPORT – Linda Pryor presented the 2008 Operations and Maintenance Budget, reviewing standard expense items and provisions for improvement and repair projects. She presented the 2008 Capital Expense Budget which included bridge repairs, replacement of the float at the dock facility, replacement of the gangway at the dock facility, and the remaining balance due on the bridge feasibility study.
NEW BUSINESS
A ballot vote was conducted for approval of the 2008 Operations & Maintenance Budget. A majority vote approved.
A ballot vote was conducted to approve of each item defined in the 2008 Capital Expense Budget. Majority votes approved all of the budget items.
ELECTIONS
The terms were expiring for Linda Pryor and Daryl Axelson. They both volunteered to run for re-election and were named on the ballots as candidates. The floor was opened for nominations and closed when none were received. President Dustan reported two positions were currently vacant and she invited members to submit their names for these appointments. Two volunteers submitted their names for the Board’s consideration; Charlie Carbajal and Roxanne (Rocky) Brown. Linda Pryor and Daryl Axelson were elected by ballot vote.
OTHER
The Floor was opened to the membership:
Karen Weber thanked the volunteers who assisted her with 4th of July parade. She thanked members for the donations made towards the cost of parade prizes.
Concerns with speed boats inside buoy lines and vessels violating the No Wake laws were voiced.
In response to a question, it was noted there is no Covenant in effect that restricts camping on private property.
President Dustan adjourned the annual meeting at 1:45 PM.
Linda Pryor
Secretary/Treasurer