MINUTES OF THE BOARD OF TRUSTEES SPECIAL MEETING held March 13, 2008 at the North Mason Timberland Library. The meeting was opened at 6:05 PM by President Rod Wilkinson and attended by Morina Dustan, Linda Pryor, Daryl Axelson, Iris Ziller, and guest members Art Towne and Debbie Axelson.
BYLAW COMMITTEE
The Commissioners discussed the creation and operating procedures for a committee to work on updating and rewriting the Club’s bylaws to eliminate outdated references, clarify language that is open to interpretation, identify and revise provisions that are not in compliance with current state law, to include legal requirements that are currently not contained within the Club’s bylaws and any other inclusions that would serve the best interests of the membership with regard to governance of the Club.
On motion by Linda Pryor, seconded by Morina Dustan and carried, approved of the establishment of a Special Committee to update and rewrite the T.I.C.C. Bylaws in accordance with the current Revised Code of Washington, Chapters 24.03 and 64.38 (WA Nonprofit Corporation Act and Homeowner’ Associations), with the revised bylaws to be presented to the Board of Trustees as a recommendation. The committee shall consist of no less than three and no more than five Club members. As required by RCW 24.03.115, two of the committee members shall be Directors of the Association.
The Secretary will provide the committee with notations from the Board of Trustees Bylaw Workshop and any other task related documents requested by the committee Chair; the committee shall meet regularly and as often as they deem necessary to complete their task; the committee shall submit progress reports (written or oral) for the Board of Trustees review at regularly scheduled board meetings and may request inclusion on the agenda for input and/or direction from the Board of Trustees; the committee shall submit their proposed final draft of the revised bylaws to the Board of Trustees for review and comment no later than February 7, 2009.
Following review and possible revisions by the Board of Trustees, the final draft will be submitted to an attorney for legal review before presentation to the membership for input at an informational or special meeting. The objective is to present the final draft to the membership for approval at a Special Meeting or the 2009 Annual Meeting.
By consensus of the Commissioners, the President will appoint a temporary chair from amongst the board members who volunteer to participate on the committee. Within 30 days, the temporary Chair will finalize committee membership and schedule the first committee meeting at which time the committee will elect its Chair. Board members Morina Dustan and Linda Pryor, and Club members Art Towne and Debbie Axelson volunteered to serve on the committee. President Wilkinson appointed Linda Pryor to serve as the temporary committee Chair.
WATER SYSTEM
Daryl Axelson presented a summary of discussions and actions taken by the Board of Trustees with regard to formulating a water system renovation plan; reviewed the requirements of the Water Use Efficiency Rule and the committee’s progress towards proposals to implement the Rule; and called attention to administrative and maintenance tasks that should be addressed to protect the integrity of the system and to prepare for the Sanitary Survey that the Department of Health will be scheduling for the Club (possibly next year).
A motion to update Elements 15 and 16 in the Club’s Small Water System Management Plan (SWSMP) and to develop an Asset Management Program made by Daryl Axelson and seconded by Morina Dustan was withdrawn following discussion. The Commissioners agreed facts and costs pertaining to all options for upgrading the water system are needed in order to conduct a thorough feasibility study. Options would include a complete upgrade done as a single project, a phased upgrade to be completed over a number of years, or undertaking replacement of components on an as needed basis. The option of relinquishing management and/or ownership of the water system to Public Utility District #1 will also be explored. Water Commissioner Iris Ziller has scheduled a tentative meeting date with their representative for March 25th to gather basic information for presentation to the Board. All Elements of the SWSMP will be updated and presented to the Board of Trustees for review by October 31st.
Following discussion regarding Water Use Efficiency Rule requirements and deadlines by which they must be completed and/or implemented as mandated by the Department of Health, a motion was made by Daryl Axelson, seconded by Morina Dustan and approved by a unanimous role call vote as follows: The stated purpose of the water committee is to implement the 2007 Water Use Efficiency Rule as recommended in the Water Use Efficiency Guide (DOH PUB. #331-375) published by the Department of Health. This committee will meet at least twice a month or as determined by the committee to bring the Club current with the schedule provided in the WUE Guide. The following prioritized list is assigned to the committee to develop proposals for the Board’s approval:
1) To define what type of water meter TICC is going to use as its standard meter.
2) To build the TICC Water Use Efficiency Plan into its current Small Water System Management Plan.
3) To set Water Use Efficiency goal(s). This item is due January 22, 2009.
4) To define a service meter installation schedule. This item is due for submittal to the DOH July 1, 2009.
5) To submit the first Annual Performance Report to the DOH by July 1, 2009.
The committee must develop a plan, meeting schedule and timeline to meet the following deadlines and submit it to the Board of Trustees for review and comment:
The first priority should be completed and approved by the Board of Trustees by July 1, 2008.
The second and third priorities should be completed and approved by the Board of Trustees no later than December, 2008. Note: The committee’s timeframe(s) for submission of the recommended water use efficiency goal(s) must take into consideration the time necessary for the Board of Trustees to conduct a public forum allowing membership input and comments prior to the Board approving the goal(s).
The fourth priority should be completed and approved by the Board of Trustees no later than June 1, 2009. Note: The committee’s timeframe(s) to implement any water meter installation plan must take into consideration obtaining membership input and any membership approval necessary prior to implementation.
The committee Chair will report the committee’s status as to its progress and submit any matters that require the Board’s input at each meeting of the Board of Trustees; and the committee chair will present the committee’s report to the Board addressing each priority item along with the committee’s recommendations for consideration and approval by the Board of Trustees. This will be done at a Board of Trustees regularly scheduled meeting, or if required, a special meeting.
The committee will consist of the Water Commissioner and at least one additional board member, three additional Club members (may include additional board members), and the Club’s Water Distribution Manager, Skip Beahm, as an advisory, non-voting member.
Once TICC is on schedule with the implementation of the TICC Water Use Efficiency Plan, the Board of Trustees will again review and determine whether it is necessary to continue the committee, or if additional action items will be assigned to a committee.
Board members Iris Ziller, Rod Wilkinson, and Daryl Axelson will be serving on the committee. President Wilkinson appointed Daryl Axelson to serve as the temporary committee Chair (tasked with finalizing committee membership and scheduling the first meeting).
The former water committee being thus dissolved, Minutes of their meetings will be filed by the Secretary with the Club’s Regular Meeting Minutes. The Water Commissioner will continue with research regarding the Club’s water system renovation plan.
Discussed removal of the 500 gallon water tank in well #1 as recommended by the 2004 Water System Sanitary Survey. Iris will research the potential respiratory hazards associated with cutting the tank into pieces for removal. If professional removal is required, a cost estimate will be provided. Otherwise, Dave Dickinson and Daryl Axelson will cut and remove the tank. Iris will coordinate and provide instruction for employees and/or volunteers to perform other maintenance tasks, such as painting water lines and interior walls in the well houses, miscellaneous repairs to the floor and ceiling in well house #1, cleaning and painting fire hydrants, etc.
Action taken on items included in the 2008 Preliminary Budget: On motion by Linda Pryor, seconded by Iris Ziller and carried, approved expense of up to $200 to purchase an external hard drive for the Water System Secretary, Rod Wilkinson, to store the Club’s water system files. On motion by Linda Pryor, seconded by Iris Ziller and carried, approved an estimated total expense of $600 to purchase data collection equipment for installation on each of the three wells. Discussion regarding an expenditure to conduct non-invasive tests on the main lines was tabled for further discussion at the next regularly scheduled meeting.
On motion by Linda Pryor, seconded by Morina Dustan and carried, the meeting adjourned at 10PM.
Linda Pryor/Secretary