MINUTES OF THE BOARD OF TRUSTEES MEETING held March 7, 2009 at the Horton Community Center, Grapeview. The meeting was opened at 9:05 AM by President Morina Dustan and attended by Daryl Axelson, Linda Pryor, Roxanne (Rocky) Brown, and Iris Ziller via conference call; and guest members Pam Berger, Jim Bruno, Michael Croke, Jan Croke, Roger Hansen, Jackie Longmire, Jack McLauchlan, Ron Michels, and Art Towne.
MINUTES of the Board of Trustees meeting held January 31, 2009 were approved on motion by Morina Dustan, seconded by Rocky Brown, and carried.
GUEST MEMBERS
Bridge Committee members Mike Croke, Roger Hansen, Art Towne, and Pam Berger, presented their review of the goals and objectives for the bridge committee and submitted a revised Bridge Committee Charter for the Commissioner’s review. Following discussion it was agreed that Morina Dustan, temporary Chair of the Committee, would schedule a committee meeting when results of the upcoming bridge inspection are available.
FINANCIAL REPORT
Commissioners submitted their proposals for 2009 Budget items to be addressed at the April Board Meeting. ● It was noted for the record that Commissioners unanimously approved a February transfer of $[omitted] from the Money Market Account at [omitted] to a four month Certificate of Deposit at same bank with a 2.14% interest rate. Remaining balance in the Money Market Account is $[omitted].
*For details regarding omissions, contact the Club Secretary.
COMMISSIONER REPORTS
WATER – Iris Ziller reported the quote of $54,499.00 (plus tax) received from Long Painting to sandblast and paint the interior of the water tank will remain the same if the project is scheduled for the fall. Commissioners reviewed the Terms and Conditions for the contract; the Secretary will request clarification regarding a requirement for property insurance. MOTION to accept Long Painting’s contract as written, with the exception that clarification on the property insurance requirement is needed, was made by Linda Pryor, seconded by Daryl Axelson and carried. ● Iris is researching whether the sandblasted material will be considered hazardous. If it is hazardous, the cost for disposal will be approximately $13,000.00. A material safety data sheet (MSDS) for the paint that is currently coating the tank was submitted to Mason County Disposal. Commissioners agreed to wait for information from the County before committing to hiring Long’s Painting to take a paint sample for analysis. ● A Special meeting to review the Small Water System Management Plan February 28th was cancelled due to lack of a quorum. The meeting was rescheduled for March 28, 9AM, at the Community Center.
BRIDGE – Morina Dustan reported the bridge inspection is scheduled for March 30th. The potential for temporary traffic delays will be posted; volunteers will assist with traffic control as needed. ● Sweeping the bridge will be added to the Club employee’s task list.
BEACH – Rocky Brown reported a work party at the beach area is scheduled for April 18th; signs will be posted at the top of the hill the weekend before to remind volunteers. ● Commissioners discussed the cancellation of the annual potluck picnic last year due to lack of participation and questioned whether to reinstate it. A suggestion to schedule the picnic for the day after the annual meeting, July 12th at 1 PM, was received with favor.
ROADS – Daryl Axelson reported. He will draft a letter in response to a member’s request for installation of a speed bump, notifying them that their request is under consideration. He noted this request should be brought to the membership’s attention at the annual meeting.
DOCK – AMP Construction has not responded to correspondence regarding options for assembly and delivery of prefabricated dock sections. Commissioners discussed the suitability of a grated steel surface for family use of the float. A suggestion was received to include an article in the newsletter to inform the members of this design and material option and solicit membership input via a survey. ● MOTION to submit a JARPA specifically for the lease expansion application was made by Linda Pryor, seconded by Rocky Brown and carried.
[Note: Iris Ziller was not present during this report and vote.]
SECURITY – Rodger Pryor; written report: Gates to the dock facility and picnic area remain closed (not locked) pending moss removal on drive and walkway. ● Observations and complaints regarding members who consistently exceed the speed limit on the island were noted. Commissioners agreed to send letters requesting observance of the Club’s traffic regulations to two members and one service provider. ● A letter will be sent to a member to request removal of trash accumulating on the roadside bordering the residence (garbage can overflow).
OLD BUSINESS
● Commissioners discussed a previous motion (2006) to approve the purchase of a new sign to replace the ‘No Trespassing’ sign at the mainland bridge entrance. Previously approved wording was revised by consensus to: ‘No Trespassing – Private Island – Bridge closed to non-resident foot traffic and vehicles.’ MOTION to purchase a sign with language as stated, red lettering on white background, with size to be determined with sign-maker’s advice, made by Linda Pryor, seconded by Morina Dustan and carried.
● MOTION to increase WDM Skip Beahm’s salary by $50.00 per month, retroactive back to November 1, 2008, made by Morina Dustan, seconded by Rocky Brown and carried. Linda Pryor will continue to work with Skip on revisions to his contract and negotiations for an hourly wage and/or fee for Cross Connection Control and other specific tasks.
● MOTION to expand David Dickinson’s Maintenance Employee duties to include water system maintenance tasks, with list of duties to be approved by the Board at the next regular meeting, made by Morina Dustan, seconded by Iris Ziller and carried.
● Commissioners agreed to complete a review of drafted Commissioner Duties and Responsibilities by email with a final draft to be completed for approval by March 15th.
NEW BUSINESS
● A member who elected to rent a tractor to undertake a roadside ditch restoration project requested reimbursement for tractor rental and labor. Commissioners agreed to consider the request upon submission of written details pertaining to the work performed and justification for addressing it without authorization.
● Commissioners discussed the agenda for the Informational Meeting scheduled for March 21st.
● Correspondence was received from Attorney R. Houle with his recommendation for language to amend the current Articles of Incorporation, Article V, to delete the references to capital stock and membership certificates.
● Correspondence from a member generated discussion regarding an increase in the number of non-resident pedestrians on the bridge and island roadway, particularly during the summer months. Commissioners agreed to write a letter to the owner of the Fair Harbor Marina, requesting assistance with informing marina visitors that the island is private through the use of a notice posted on their bulletin board.
● A member reported concerns with a dead tree on the Club’s lot south of well #3. The tree will be marked for the Commissioners’ attention.
The meeting was adjourned at 12:13 PM.
Linda Pryor
Secretary/Treasurer
Meeting Schedule:
Saturday, March 21, 10AM, Horton Community Center – Informational - Bylaws
Saturday, March 28, 9 AM – Special – SWSMP review, Horton Community Center
Saturday, April 4, 9 AM – Regular, Horton Community Center