MINUTES OF THE BOARD OF TRUSTEES MEETING held June 7, 2008 at the Horton Community Center, Grapeview. The meeting was opened at 9:10 AM by President Morina Dustan and attended by Linda Pryor, Daryl Axelson, Iris Ziller and Jan Croke; and guest members Debbie Axelson, Kim Cimmery, Cheri Swettenam, Louis and Charlan Castrilli, and Ron, Bob, and Kevin Michels.
MINUTES of the Board of Trustees meeting held April 5, 2008 were approved as written on motion by Daryl Axelson, seconded by Jan Croke and carried.
FINANCIAL REPORT – Reviewed Cash Flow Report dated June 4, 2008. ● MOTION to reinvest the certificate of deposit at Key Bank on maturity July 8, 2008 in a short term certificate (6 months or less) at the best interest rate available, made by Linda Pryor, seconded by Jan Croke and carried. ● Accounts Payable for 2008 Dues is $3,500.00 plus interest. ● MOTION to reimburse Cheryl McCoy $24.39 for replacement of a tire on her work vehicle, with the understanding that the Board will formulate a policy for employment agreements regarding reimbursements for the repair of damages to personal equipment used by Club employees in the performance of their work, made by Linda Pryor, seconded by Jan Croke and carried. ● MOTION to approve Financial Reports made by Iris Ziller, seconded by Daryl Axelson and carried.
BYLAW COMMITTEE REPORT
Kim Cimmery reported on the progress made at five Bylaw Committee meetings, noting which Articles the Committee has worked on and drafted. ● He presented a project timeline drafted by the Committee and requested Board approval of the dates planned for Board review and discussion: Special Board Meetings November 1, 2008 and May 9, 2009, and an Informational Member Meeting March 7, 2009. MOTION to accept the schedule made by Iris Ziller, seconded by Daryl Axelson and carried.
WATER USE EFFICIENCY COMMITTEE REPORT
Daryl Axelson reported the Department of Health (DOH) has made changes to the Municipal Water Law regarding the requirements for DOH approval of water system plans. ● The committee has researched different types of water meters and will be making a recommendation to install an Automated Meter System (AMR). Estimates from three meter manufacturing companies have been requested. ● The Club’s definition of an active service connection will be added to Element 9 of the Small Water System Management Plan when the final draft is approved by the Board. ● The DOH is currently working on a revision to the rule that will change goal setting requirements. MOTION to re-establish the committee’s goal setting deadline after the rule revision has been adopted, made by Daryl Axelson, seconded by Linda Pryor and carried.
COMMISSIONER REPORTS
WATER – Iris Ziller reported the coliform tests for April, May, and June were satisfactory. Investigative samples taken from dead-legs were also negative for coliform. ● Water use through May is about 17 percent below the six-year average (2002-2007). ● A broken window at pumphouse #1 was repaired with a 1/8” thick sheet of plastic that may be covered with a wire mesh. ● The Consumer Confidence Report was mailed to the membership in May. ● Cheri Swettenam and Wes Stock have volunteered to paint the pumphouses. ● To guarantee accurate source meter readings, Iris suggested that the meters should be replaced or new chambers installed. New meters for each of the three wells would cost an estimated total of $2,600; new chambers an estimated total of $1,500.00. Iris will obtain bids for options: 1) Rework existing spools with current meters/new chambers to provide correct flow pattern upstream and downstream of the meter; 2) Rework existing spools with new meter; 3) Install new pipe spools with current meters/new chambers; and 4) Install new pipe spools and new meters. ● An informational meeting with Public Utility District #1 was held on April 19th. District representative Tracy Colard explained how they conduct management and operations when they assume ownership of private water systems. Iris is preparing a transcription of the meeting. ● Maintenance Report: A leaking valve at 1211E was repaired with installation of a new valve; a cracked valve at 1440E was replaced; the water mains were flushed in May; one hydrant has a slow leak; water spurts out of the weep hole of the standpipe at 130E when the valve is opened; the handle on this same standpipe was replaced. Reports of air in the water lines at a few residences was reported and investigated. The cause is unknown and the problem has not reoccurred. Static levels on all three wells were checked during May and the water level in well #2 appeared to be low but did recover. The level in well #2 was observed to be low again recently and it was determined that the globe valve needed to be adjusted. This well and valve will continue to be monitored. The HOBO data collection meters have been received and will be installed on the wells next week. ● Discussed hiring an on-call employee who is qualified to work on the water system when needed. Iris and Linda will work on defining maintenance needs and locating possible applicants. ● Debbie Axelson objected to the lack of Notice provided for the informational meeting with Tracy Colard.
BRIDGE – Morina Dustan reported the consultants from Art Anderson Associates and GeoEngineers have nearly completed their contracted assignments and submitted their recommendations (with estimated costs) in the form of a report dated May 20, 2008. The report looked at three improvement concepts: 1) Replacing deteriorated bridge components with new components of the same material and configuration over a ten to fifteen year period was estimated at $3.32 million. 2) Replacing the existing timber foundation with new steel or cement piles and pile caps, while salvaging the existing bridge deck, was estimated at $3.04 million. 3) Replacing the entire bridge structure with one of new design and materials was estimated at $4.4 million. ● Discussion with the Project Manager for the Raft Island bridge indicated an option may exist in working through the county’s Road Improvement District (RID) that may allow the Club to retain its private roads. Discussed formation of a committee to study options available through county and state assistance programs and other funding options. ● Agreed to follow the engineer’s recommendation to continue with inspection of the bridge and address any bridge repairs needed to safely maintain it. Morina will get bids for an inspection from viable agencies. ● MOTION to copy and mail the complete feasibility report, including Appendix, with the Notice of the Annual Meeting, made by Jan Croke, seconded by Iris and failed. MOTION to send a condensed version, noting the complete report is available on request, made by Morina Dustan, seconded by Linda Pryor and carried. Jan and Iris voted no.
ROADS – Daryl Axelson reported Hernandez Landscaping removed the large brush pile at the south end of the island for $200. The small pile of brush, clippings, and branches that remain will be chipped and the branches may be cut to be used for firewood at the beach/picnic area. ● A homeowner was contacted regarding damages to the road shoulder caused by a contractor in his employ. The owner and contractor agreed to repair and reseed the roadside. ● Daryl assisted a contractor hired by a homeowner to install a drain field by locating the property and easement markers and identifying where the water lines are located along the main road and the access road bordering the property. The contractor agreed to fall trees in sections so they would fall on the homeowner’s property only. ● Upcoming projects include installation of a storm water collection box bordering 1620E, repairing asphalt on the west side of the island, and cleaning ditches in various locations.
DOCK – Jan Croke reported an inspection of the float’s understructure is needed to determine repair needs or possible replacement, depending on the extent of deterioration. With the assistance of Daryl Axelson, employee Dave Dickinson will remove decking in several locations to expose and assess the understructure. ● Jan has received a bid from Lakeshore Construction for replacement of the float ($30,324 with an addition of $5,458.32 if grating is required). She proposed an additional project (bid at $20,000 plus tax) to remove a section of the pier to provide for installation of a sixty foot ramp to lessen the incline during low tides. Jan will obtain more bids depending on the condition of the float.
SECURITY – Rodger Pryor – written report: A report was received that a window was broken by vandals at wellhouse #1; Rodger contacted the owner of a boat that was drifting towards the bridge; he again reminded a member’s son that go-carts are not permitted on the island roadways.
NEW BUSINESS
●MOTION to approve an expense of $225 for the purchase of at least 3 ‘No Jumping’ signs for the bridge made by Linda Pryor, seconded by Jan Croke and carried.
●MOTION to schedule monthly board meetings made by Iris Ziller, seconded by Daryl Axelson and carried.
●Discussed correspondence sent by a homeowner suggesting that the Board submit his list of questions regarding the Club’s liability insurance to Safeco. MOTION to draft a letter to the homeowner conveying that the issues questioned have been researched and adequate answers were received (to be included), made by Linda Pryor, seconded by Jan Croke and carried.
●The sign-in and voting procedure to be observed at the annual meeting was reviewed and refined.
●Discussed advice received from the Club’s attorney, Robert Houle, regarding the use of proxies and his recommendation for a bylaw amendment to allow for the use of Limited Proxies (permitting members to cast their vote for specific issues by proxy). The consensus of the Board was to address this issue as part of the bylaw rewrite project.
●Reviewed the agenda items for the Annual Meeting, a draft of the Notice for the meeting, and the Club’s General Proxy form and agreed on some revisions.
●MOTION to approve Policy No. 002-2008: Right of Way Use and Maintenance, as revised made by Linda Pryor, seconded by Daryl Axelson and carried with one opposing vote. Jan Croke abstained from the vote.
●MOTION to approve Policy No. 003-2008: Pre-Approval of Maintenance Equipment Repair, as revised made by Morina Dustan, seconded by Iris Ziller and carried.
●MOTION to approve Policy No. 004-2008: Maintenance Equipment Use, made by Jan Croke, seconded by Linda Pryor and carried.
●MOTION to approve Policy No. 005-2008: Website Policies, made by Morina Dustan, seconded by Linda Pryor and carried.
Daryl Axelson agreed to coordinate tasks performed by the Club’s two maintenance employees.
President Dustan adjourned the meeting at 2:50 PM.
Linda Pryor
Secretary/Treasurer
ANNUAL MEETING July 12th, 10AM at the firehall.
Next Board Meeting August 2, 9AM at the firehall