President Longmire introduced new Board member, Larry Grumme, who was recently appointed by the Trustees to fill the position of Dock Commissioner vacated by Rocky Brown.
BRIDGE REPORT
Bridge Commissioner, Roger Hansen, reported bridge repairs were completed last week at a cost of approximately $325,000.00. The previous load limits have been reinstated with the exception of concrete trucks which are now limited to a 3-yard load (as opposed to the previous limit of 6 yards) and a new load limit sign will be posted soon.
Roger provided pictures of the completed repairs, noting that these repaired piles, pile caps, and bracing timbers comprise approximately 20% of the structural components that support the concrete deck. The repairs were designed as a temporary solution to reinstate the load limits and restore the bridge to a safe condition. The life of the repaired components has been extended for five to ten years; the original timbers will continue to deteriorate, supporting timbers will no longer be effective, and the components will eventually need to be replaced. (Roger noted that if the repaired components had been replaced, the cost would have been approximately $1.2 million.)
As per Exeltech Engineer’s recent inspection and assessment, the remaining structural components are in poor condition and will require extensive repair or replacement in the next two to fifteen years. Engineer’s estimates going forward indicate the cost of continuing with temporary repairs and systematic replacements will be cost prohibitive. In addition, Mason County has indicated that under the International Building Code and the Shoreline Master Plan, when cumulative replacements reach a level of 60%, this exceeds normal repair and maintenance and the entire bridge would then have to meet the criteria for new construction, requiring replacement of the entire structure.
The Board of Trustees is recommending that the Association move forward with plans to replace the bridge as soon as possible and is requesting authorization from the membership to proceed with (Phase I) the initial environmental engineering and front-end expenses that are required to begin the permitting process for a new bridge. When the preliminary engineering is completed, the Club should have a reliable estimate for the cost of a new structure. The cost to proceed with Phase I is estimated at $180,000.00 to $225,000.00. The Board is proposing a Dues increase of $245.00 to be designated for the Asset Replacement Fund and used towards this expense.
President Longmire opened the floor for discussion and questions regarding the bridge replacement project. Comments were generally in favor of replacing the bridge.
In response to questions regarding the permanence of the $245.00 Dues increase, President Longmire responded that the increase would be effective for 2010 only and the amount will be re-evaluated and presented to the membership for a vote next year. The $245.00 increase will be used to help finance the Phase I expenses in 2010. (He noted this will not prevent the use of money in the Asset Replacement Fund for other purposes.) The costs for Phase II, final construction and permit documents, will be presented for approval at the July, 2010, annual meeting. Phase III, construction and final financing approval, is scheduled for the 2011 annual meeting.
Concerns regarding depletion of the Asset Replacement Fund were acknowledged. The Trustees will be reviewing long-term plans and cost projections for all of the Club’s assets and presenting a review of the Asset Replacement Fund at the 2010 Annual Membership Meeting.
Mike Croke, Chair of the Bridge Financing Committee, noted that financial institutions will not entertain discussion about a loan until the preliminary engineering and permitting are completed. The goal of the committee is to procure financing that will be affordable for the membership, preferably through a loan that is payable over a twenty year period.
BYLAW AMENDMENT
Member Deborah Axelson was given the floor to present a petitioned amendment to the Club’s Bylaws that would provide the members with the ability to vote by absentee ballot. Deborah initiated the petition for the amendment that would limit the use of proxies so that they would only be used to establish a quorum at member meetings, and spoke in support of absentee ballots. She explained that the petitioned amendment was on the ballot as written, but the Club’s attorney had recommended that an alternative amendment be proposed to clarify some language regarding the use of proxies. She collaborated with the Trustees to revise the language for the alternative proposal that is also on the ballot and encouraged the memberships’ support for the alternative proposal.
Gary Longmire was given the floor to speak as a member, not as the President representing the Trustees. He spoke in opposition to the amendment, citing concerns with the possibility for decreased attendance at the annual meetings and the possibility that members would be voting without the benefit of hearing presentations and discussion at said meetings.
The floor was opened for questions and discussion regarding the Bylaw amendment. Members spoke both in favor and in opposition to absentee ballots.
President Longmire called for the vote on all proposals and members submitted their ballots. The ballots were tallied following adjournment of the meeting and the results are attached for the record.
President Longmire adjourned the meeting at 11:34 AM.
Special Membership Meeting November 14, 2009, Voting Results
Linda Pryor
Secretary