MINUTES OF THE BOARD OF TRUSTEES MEETING held May 2, 2009 at the Horton Community Center, Grapeview.  The meeting was opened at 9:03 AM by President Morina Dustan and attended by Daryl Axelson, Linda Pryor, Iris Ziller and Roxanne (Rocky) Brown; and guest members Mike and Jan Croke, David and Margaret De Pauw, Gary and Jackie Longmire, Pam Berger, Roger Hansen, Art Towne, Dan Poole, Yvonne Wilson, Jack McLauchlan, Rich Whitlock, Jeff Vert, Wes Stock, Jim Bruno, and Lowell Mahugh.

 

MINUTES of the Board of Trustees Special Meeting held March 28, 2009 were approved as written on motion by Morina Dustan, seconded by Rocky Brown and carried.

MINUTES of the April 4, 2009 Regular Meeting were approved as corrected on motion by Morina Dustan, seconded by Daryl Axelson, and carried.

 

BYLAW COMMITTEE REPORT

Bylaw Committee member Morina Dustan reported the Trustees had completed review of membership input regarding the drafted bylaws at a Special Meeting held on May 1^st.  Accepted revisions were incorporated into a final draft; a report will be prepared summarizing input, suggestions, and responses.  The report and revised draft will be posted on the Club’s website.

 

BRIDGE COMMITTEE REPORT

The Bridge Committee met on April 16^th and was attended by ten members who volunteered to serve on the Committee: Daryl Axelson, Pam Berger, Mike Croke, Morina Dustan, Roger Hansen, Gary Longmire, Dan Poole, Art Towne, Jeff Vert, and Richard Whitlock.  Mike Croke was elected Committee Chair and Pam Berger was elected Committee Secretary.  Mike Croke reported there was discussion regarding the Committee Charter and an Addendum was presented to the Trustees for consideration.  MOTION to accept the Addendum to the Bridge Committee Charter was made by Linda Pryor, seconded by Rocky Brown and carried.

Mike reported some members of the Committee attended a subsequent meeting on April 30^th to review the bridge inspection report recently received from Exeltech Engineers. 

 

COMMISSIONER REPORTS

 

WATER – Iris Ziller reported she has been working on tasks related to completing updates to the Small Water System Management Plan; updating the maintenance records, and researching requirements for a generator to operate a well during extended power outages. ● Iris will provide Daryl with disks for the HOBO well monitoring system so data can be accessed if needed in her absence. ● Sources contacted were unable to provide conclusive information regarding the hazard level of the paint contained in sandblasted material when the water tank interior is prepped for repainting.  MOTION to approve $1,200.00 expense for Long Painting to take a sample of the paint and have it analyzed was made by Iris Ziller, seconded by Linda Pryor and carried. ● The cause of a recent water storage tank overflow is still undetermined.  Iris contacted Steve with Nicholson Drilling to troubleshoot, but the results were inconclusive.  He did note that there appears to be a problem with the motor starter at well #1 and recommended that it be rebuilt.  A problem with one of the floats in the tank is a possibility that will be pursued.  Iris will contact WDM Skip Beahm for input on how to proceed with determining the cause of the overflow.

 

ROADS – Daryl Axelson reported he had no business items that needed discussion or action.

 

PRESENTATION OF BRIDGE INSPECTION REPORT

Engineers Carl Kirker and Ron Smith of Exeltech Consulting presented the findings of their recent bridge inspection, illustrating existing conditions with a slide show.  They concluded that thirteen piles and nine caps require repairs within six months; two piles, nine caps, and twenty-two braces require repairs within twelve months; a 2-year timeline was provided to replace two broken rails and one post and to replace joint sealant at various locations on the concrete deck and both abutments.  Repair recommendations provided the option to repair or replace components.  Repairs are intended to last five to ten years and would consist of adding supporting timbers to the existing components; replacing piles and caps would extend the life of the bridge for approximately twenty-five more years.  With most of the understructure in fair to poor condition, the engineers estimated repairs during the next twenty-five years would include an additional thirty-seven piles, twenty-eight caps, and seventy-five braces.   A recommendation was made for annual inspections to monitor deteriorating conditions.

The bridge inspection included the performance of a load rating evaluation.  Based on the weakened structural strength at three bents in particular, the weight limits were reduced to twelve tons for trucks, nineteen tons for semis and trailers, and no loaded concrete trucks are permitted.  The engineers stated that if emergency repairs were undertaken at the three weakened locations, weight limits could be increased.

The engineer’s report concluded that the Club must make a decision on either making temporary repairs and replacing the structure within five years or making permanent repairs to extend the life for up to twenty-five years.

 

BRIDGE – Exeltech Consulting provided estimates for engineering services needed to move forward with repair recommendations, including preparation of as-built drawings and repair specifications to provide to contractors and to submit for permit applications.  MOTION to move forward with temporary repairs was made by Iris Ziller, seconded by Daryl Axelson and carried.  It was agreed that both the six month and twelve month repairs will be combined as one project.  Morina will make arrangements for herself and Daryl to attend a meeting with Exeltech to discuss the scope of services and fee proposals for the engineering needed to proceed.  Inquiries will be made with regard to prioritizing emergency repairs needed to upgrade the reduced weight limits as soon as possible.  Bridge Committee members Roger Hansen and Rich Whitlock will be invited to attend the meeting.

 

BEACH – Rocky Brown reported another work party is scheduled for June 6^th and 7^th to scrape and paint both the shelter and the storage shed. 

 

DOCK – Daryl Axelson will be sending a Request for Proposal to the contractors who previously bid on the float and gangway project to get updated quotes. 

 

NEW BUSINESS

• A newsletter is scheduled for mailing May 21^st.  Trustees should submit articles to Deb Axelson by May 11^th.
• A year-end report comparing the 2008 Budget with Actual Expenses was distributed for review.

• A final draft of the 2009 Budget for Operations and Maintenance was reviewed.  The draft was revised to transfer $400.00 from the Contingency Fund to Water System Repairs.  MOTION to approve the 2009 Budget as revised was made by Morina Dustan, seconded by Daryl Axelson and carried.
• The Trustees discussed a Dues increase for Operations and Maintenance (O&M). The current portion of the annual Dues designated for O&M ($255.00) is covering standard expenses with very little left over for improvement and repair projects and the recommendation for an annual bridge inspection will increase yearly expenses by at least another $10,000.00.  Trustees tentatively agreed on a $70.00 per lot increase for Operations & Maintenance ($17,570 annually).
• The current assessment for the Asset Replacement Fund is $195.00 per lot.  The Bridge Committee has not yet completed a financial study of the bridge replacement options.  As a step towards building the Fund during the interim, the Trustees tentatively agreed on a $130.00 per lot increase for the Asset Replacement Fund.  With both increases implemented, the total annual assessment would be $650.00 per lot.

 

The meeting was adjourned at 1:12 PM.

 

Linda Pryor

Secretary/Treasurer

 

Next meeting: Saturday, August 1, 9 AM at Horton Community Center.

 

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