MINUTES OF THE BOARD OF TRUSTEES MEETING held June 2, 2007 at 450E Treasure Island Drive. The meeting was opened at 8:40 AM by Vice President Lowell Mahugh and attended by Linda Pryor, Iris Hare, and Don Russell (Morina Dustan, Kim Cimmery and Ken McCoy absent); employee Rod Wilkinson, and guest member Dave Hare.
Lowell Mahugh reported that Ken McCoy had recently submitted notice of his resignation from the Board. Resignation accepted on motion by Linda Pryor, seconded by Iris Hare and carried.
MINUTES of the Board of Trustees meeting held April 7, 2007 were approved on motion by Iris Hare, seconded by Lowell Mahugh and carried.
FINANCIAL REPORT – Reviewed Cash Flow Report dated June 1, 2007. Noted $8,199.59 was paid to clear the total balance due on the bridge insurance premium for the period 12/19/06 to 12/19/07.
A Mason County $5 property assessment was paid for each of the Club’s thirteen tracts (total $65). The county has been assessing the beach and dock half lots separately from the whole lots (for a total of 4 assessments). The county assessor will be contacted to see what is involved in recording the beach and dock properties as one taxable parcel each. For the remainder of the financial report, see Linda Pryor, Secretary.
REPORTS
WATER – Iris Hare reported she contracted with Labor Ready to obtain two employees (7 ˝ hours each) to assist with hand digging to locate the valve at 970E. The buried valve was located and will need to be repaired or replaced and a connection box installed. Noted the valve at 1430E was replaced. The valve at the dock was inoperable and it was also replaced.
Iris reported the Club submitted a loan application for $1.5 million from the Drinking Water State Revolving Fund to upgrade the water system. A breakdown of the cost estimates used to determine the loan amount was reviewed. The Club will be notified of loan approval status in August. If accepted, money will be disbursed in 2008 with the first payment due in 2009. The first payment would be limited to the loan fee ($15,000) and interest only on any money drawn during 2008. Discussed diverting ARF income to make the first loan payment, with plans to establish a water rate calculated to pay the annual payments beginning in 2010. The estimated annual payment to pay back the loan is $91,317.00 ($365 per lot).
Rod Wilkinson reported the coliform test for May was satisfactory. Samples will be drawn for Nitrate analysis in June. Rod has composed the Consumer Confidence Report and it will be mailed to members with the notice of the annual meeting. He noted the roof of pump house #1 needs to be cleaned.
BRIDGE – Morina Dustan absent. General Construction submitted a lump sum proposal of $310,687.00 for the repairs identified in the Scope of Work provided by Sargent Engineers. The proposal was based on some assumptions and conditions which are subject to change so the proposal may need to be adjusted accordingly when these items are clarified. The proposal was based on a method wherein new piles would be installed adjacent to the piles that need to be replaced. If construction permits require removal and disposal of existing deteriorated piles, the cost would be increased. Specific information is needed to determine final pile lengths (pile tip elevations and an evaluation of soil conditions to establish the depth at which piles need to be driven). Details regarding the number of bracing timbers that need to be replaced and lengths of pile splices to be made may change material costs. Morina was referred to a permit agent/engineer, Jay Spearman, who visited the site and reviewed project information. He will be submitting a proposal with a probable fee statement to do the permit research and perform related services to procure the permits.
It was noted the twine strung across the top of the bridge railings has proven effective in keeping the seagulls off the bridge, thus eliminating all the clam shells on the roadway (driving on the shells damages sealant material).
ROADS – Kim Cimmery absent. A 30-yard load of winter storm debris and stumps was removed by Womer Trucking ($300) in April. Agreed to accept a bid of $175 from Hernandez Landscaping to remove a second pile of accumulated storm debris. A refurbished Stihl weedeater was purchased from Belfair Power Equipment ($84.42). The roadside drainage repair project near 1541E is progressing: Approximately fifty feet of damaged, undersized culvert extensions (installed by property owners) were removed. The culvert under the access road is blocked with hardened mud and needs to be cleaned. Efforts will be made to organize a work party for this project. If unable to clear the blockage, a Roto service will need to be used ($990 + tax for a 2 hour minimum service call). The ditch to the south of the access road was regraded and about 6” of drain rock was spread in the bottom of the ditch. The ditch to the north of the access road will also be regraded to provide better drainage.
Reviewed notes from Kim Cimmery regarding information received about the drainage situation at 1620E. The original provision for drainage of water collected in the catch basin on the east side of the roadway was a dry well at the end of the culvert on the west side of the roadway. The drain pipe installed on the common property line for 1620 and 1610 was installed by a previous property owner and was not a Board action. The Club has no easement for drainage provisions along this property line. Kim recommends the Club’s original drainage provision should be restored as designed and the problem with the drain pipe should be handled by the property owner.
DOCK REPORT – Lowell Mahugh reported he had cleared brush and weeds from the stairway to the upper parking area and prepared a 5 foot pad for the SaniCan (delivered during the last week of May). A problem with the slide lock on the unit’s door will be reported to AAA Septic. Lowell pressure washed the gangway and fence in preparation for painting. He painted the fence on the south side of the gangway and will be purchasing paint to complete the project. Material to replace the gangway surface was purchased from Edensaw Woods ($504.71) and Lowell has it cut to size, painted, and ready for installation. He repaired the bulletin box and posted sign-in sheets for members using the facility. Lowell noted more weeding and pruning is needed around the lower parking area and along the access road.
BEACH – Don Russell reported the Club’s maintenance employee has weeded, pruned brush, and cleaned up the picnic area. The remaining firewood is stacked against the fence. Don pressure washed the roof of the picnic shelter and reports the shingles are in good shape. He plans on pressure washing the concrete slab in the picnic shelter also.
SECURITY – Rodger Pryor – Written report: Reports of children throwing firecrackers at houses and people were received during the recent holiday weekend. Rodger warned the children this activity would not be tolerated and would be reported to the Sheriff if continued. Noted complaints were received regarding speeding vehicles and unleashed dogs.
OTHER
Discussed topics for the upcoming mailing and agenda items for the notice of the annual meeting. Candidates are needed for three open board positions. Noted a chairperson is needed for the 4th of July parade.
Meeting adjourned at 11:05 am on motion by Don Russell, seconded by Linda Pryor and carried.
Linda Pryor
Secretary/Treasurer
Next meeting August 4th, 9am