MINUTES OF THE BOARD OF TRUSTEES MEETING held June 6, 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 members Mike Croke, Gary and Jackie Longmire, Pam Berger, and Dan Doyle.
MINUTES of the Board of Trustees Meeting held May 2, 2009 were approved as written on motion by Morina Dustan, seconded by Rocky Brown and carried.
BRIDGE COMMITTEE REPORT
Bridge Committee Chair, Mike Croke, reported the committee met on June 1st and established a bi-weekly meeting schedule. ● He noted individual committee members had made several contacts to gather information regarding financing options for a bridge replacement project. ● A member, Bill Diebel, has offered his services as a writer to create a written introductory statement to provide to potential funding providers, summarizing the TICC bridge history, goals, and financing issues. A meeting will be scheduled with Bill, Mike, Morina, and Linda to share information and discuss concepts for the content of this statement. ● Committee members Rich Whitlock and Roger Hansen offered to assist with creating the RFP for upcoming bridge repairs and the bidding process. Rich Whitlock will be submitting a sample RFP to Morina. ● The committee strongly recommended that Exeltech be invited to make a presentation at the Annual Membership Meeting. ● MOTION to approve a committee request to expand the Bridge Committee’s membership to eleven members was made by Linda Pryor, seconded by Daryl Axelson and carried.
FINANCIAL REPORT*
Reviewed Cash Flow Report dated June 5, 2009. ● The Trustees approved via email
June 3rd of reinvesting a maturing Certificate of Deposit with Bank of America (formerly Countrywide): With consideration for the December expiration date for increased FDIC insurance coverage, money was withdrawn and is in transit; the balance was reinvested in a 36 month term certificate at a 2.76% interest rate. The temporary increase in FDIC insurance coverage ($250,000.00) was recently extended to December, 2013. MOTION to authorize depositing the withdrawn amount back in to the certificate if possible, was made by Morina Dustan, seconded by Daryl Axelson and carried. ● The matured Capital One Bank Certificate was deposited to the Kitsap Bank Money Market Account. ● Kitsap Bank was selected by the FDIC to assume the deposits of Westsound Bank when it failed and closed. The Club’s Certificate of Deposit with Westsound Bank is now at Kitsap Bank and is covered by the FDIC insurance separately from accounts already on deposit with Kitsap Bank.
*Revised to omit dollar amounts. The complete Financial report is available from the Club Secretary upon request.
COMMISSIONER REPORTS
BRIDGE – Morina Dustan reported a meeting was held with Exeltech Consulting to discuss the scope of engineering and support services needed to proceed with the bridge repair project. Exeltech subsequently submitted a contract proposal for their services. Following the Trustees review and request for clarifications and revisions, the contract was revised and resubmitted. MOTION to validate approval via email May 14th to accept the revised contract in the amount of $44,667.00 for Exeltech Consulting to provide the Plans, Specifications, and Estimates (PS&E’s) for the bridge repair project was made by Morina Dustan, seconded by Rocky Brown and carried. ● The Joint Aquatic Resources Permit Application (JARPA) for bridge repairs was completed by Exeltech and submitted May 29th. ● MOTION to validate approval via email May 24th to post a newspaper solicitation for contractors interested in the upcoming bridge project in the Tacoma News Tribune for a one week advertisement at a cost of $423.00 was made by Morina Dustan, seconded by Linda Pryor and carried. ● Morina noted she will be arranging a meeting with Bill Diebel to create the communication piece mentioned in the Committee’s report. She noted there was some Committee discussion regarding two communication pieces – one for the membership and one for the financial community and granting agencies. Daryl reviewed the bridge reports and repair history and prepared a rough draft of the history and evolution of the bridge’s condition to facilitate the communication effort. A suggestion was made to contact members who may have some experience with writing grant applications. ● Exeltech submitted the 80% PS&E’s electronically for the Trustees review. A recent submission of the completed PS&E’s will be forwarded to the Trustees, Rich Whitlock, and Roger Hansen. If a provision for receipt of hard copies was not included in the contract, Daryl will have a set of full sized sheets printed. ● Exeltech will be making recommendations for contractors who may be interested in bidding the project. Daryl has compiled a list of marine contractors and will be contacting them to see if they would be interested in bidding the project. ● Exeltech will be submitting a sample RFP for the Board’s review. Following review, a conference call will be scheduled to discuss plans for moving forward with formulating a final draft. It was noted that the contract with Exeltech included assistance with the development of contract documents, so their participation in developing the RFP is expected. ● The Trustees agreed that a presentation by Exeltech at the Annual Membership Meeting would provide good information for the members with regard to the condition of the bridge. Morina will check on their availability and get a quote for a one hour presentation. ● Discussion regarding the Bridge Report for the Annual Meeting was Tabled for a Special Meeting to be held in July.
WATER – Iris Ziller absent. For the record, the Trustees voted via email May 18th to accept a $460.20 estimate from Nicholson Drilling to rebuild the motor starter on well #1. Daryl will contact Steve Olsen at Nicholson to find out when the project is scheduled ● The status of getting a paint sample from the water tank analyzed for hazards is unknown.
ROADS – Daryl Axelson provided a draft of an enclosure for the annual meeting mailing pertaining to a speed bump request. The draft explains and illustrates the requested speed bump and includes information regarding installation of another speed bump that would provide consistent spacing around the roadway. The draft notes that the members will be voting on these installations at the upcoming membership meeting. MOTION to include the drafted document in the annual members meeting mailing was made by Daryl Axelson, seconded by Rocky Brown and carried. ● A letter to the member who requested the bump was approved for mailing.
BEACH – Rocky Brown reported a work party is scheduled for this afternoon to complete the painting project at the beach. ● A member has reserved the picnic area for August 1st with intentions of hosting a picnic for all island members. MOTION to cancel the Club hosted potluck picnic scheduled for July 11th was made by Rocky Brown, seconded by Daryl Axelson and carried.
DOCK – Commissioner position vacant. Daryl Axelson sent a request for bids to the contractors who previously bid on the float and gangway project to get updated quotes. One response has been received to date. Lakeshore Construction bid $40,975.20 for a
16’ x 68’ wooden float; $43,090.08 for a 70’ wide float; $25,907.60 to remove two piles and a section of the pier and replace the gangway with a 4’ x 60’ aluminum ramp; the cost for permits was quoted at $2,700.00. Lakeshore Construction did not provide a bid for the alternate design that included three finger piers attached to the main float; they were of the opinion that the finger piers would require additional piles which were not included in the proposed design. Daryl will contact the other contractors who were sent the request to find out if they are going to be submitting bids.● A JARPA was submitted to expand the lease area; no response has been received. Linda will follow up with a call to the County to check the status.
SECURITY – Rodger Pryor: written report. He reported no problems with island property; a member did report their car was “keyed” while in their driveway; people jumping from the bridge over the holiday weekend were cooperative when asked to leave. Noting that most of the people who jump from the bridge are boaters who access the bridge from the shore on the mainland, it was suggested that it may be possible to extend the chain link fence on the south side of the bridge entrance to hinder that access.
NEW BUSINESS
· MOTION to increase the annual Dues $130.00 per lot for deposit to the Asset Replacement Fund was made by Linda Pryor, seconded by Morina Dustan and carried.
The meeting was adjourned at 12:50 PM.
Linda Pryor
Secretary/Treasurer