MINUTES OF THE BOARD OF TRUSTEES MEETING held October 4, 2008 at the Horton Community Center, Grapeview. The meeting was opened at 9:10 AM by Vice President Daryl Axelson and attended by Linda Pryor, Iris Ziller, and Jan Croke; Board members Morina Dustan and Roxanne (Rocky) Brown absent; and guest members Deb Axelson, Mike Croke, Art Towne, and Jean and Jack Hauser.
MINUTES of the Board of Trustees meeting held September 6, 2008 were approved on motion by Jan Croke, seconded by Iris Ziller and carried.
FINANCIAL REPORT
Mike Croke provided an explanation of the coverage provided by Directors and Officers Liability insurance and answered questions regarding a policy provided through Propel Insurance (formerly Bratrud Middleton). MOTION to purchase the insurance policy for Directors and Officers Liability and Crime coverage quoted at $2,121.00 for the annual premium, made by Linda Pryor, seconded by Iris Ziller and carried. ● The Trustees agreed to a proposal to draft a new employment agreement for WDM Skip Beahm to more clearly define his job duties and revise his payment schedule, maintaining a monthly salary in addition to establishing a per diem for attendance at meetings and an hourly wage for tasks not covered by his salary. Iris Ziller and Linda Pryor will meet with Skip to draft a new agreement and discuss pay rates.
COMMITTEE REPORT
Bylaw Committee Chair, Deb Axelson, reported the committee had completed drafting revisions of the Club’s bylaws in accordance with the objectives stated in the Committee Charter. She presented an overview of the documents included in the electronic copies provided to each Board member: the committee’s report, a draft of the revised bylaws, and addendums. Board members will review the documents in preparation for discussion at the November 1st meeting. Art Towne raised objections to the project timeline and the denial of his request for a copy of the committee’s drafted revisions prior to the Board’s scheduled review process. Jan Croke supported the distribution of preliminary drafts to any interested member.
COMMISSIONER REPORTS
BRIDGE – Morina Dustan absent: Written report. Morina is scheduling conference calls for the Trustees with two engineering companies that submitted bids for a bridge inspection, Krazan & Associates and Exeltech. She received information from member Roger Hansen regarding another company that may be interested in submitting a bid and hopes to schedule a conference call with their representative also. ● The revised Bridge Committee Charter will be sent to the Trustees by email for approval.
DOCK – Jan Croke reported. The Trustees reviewed a petition from members rejecting the proposal to replace the dock gangway that was approved by vote at the July Membership Meeting. The petition stated the presentation at the meeting did not make it clear that the gangway was in good condition and that replacement was based on safety and liability issues only. The Trustees listened to excerpts from the audio recording of the meeting, verified that the reasons for the gangway replacement proposal were specifically identified, and concluded that the membership’s vote of approval should be upheld. A summation from the Board regarding the petition and the Board's review and response will be prepared for the meeting minutes (attached) and will be included in the next newsletter. ● The Trustees reviewed a comparison of cost breakdowns for the four bids submitted for the float and gangway replacement projects and the estimated material costs for the float obtained by Daryl Axelson. ● Discussed correspondence from the Club’s insurance company regarding liability issues associated with volunteer construction. Coverage for volunteers was recommended and a suggestion to look into a Volunteer Endorsement Certificate from the Department of Labor and Industries will be pursued. ● Jan noted that disparate information has been received from both bidding companies and government agencies regarding the permits that will be needed for the project. She has scheduled an onsite meeting with a DNR representative to get information regarding DNR approval for the proposed project (as per the Club’s Aquatic Lands Lease) and proceeding with the permit process. ● Jan obtained a bid from AG3, a landscaping maintenance service, for $55 per visit to the dock facility to keep the trim line weeding done, the driveway access clean, and to haul away associated landscaping debris. Jan will provide Daryl with a task list for dock maintenance tasks to include in the employees’ schedules. Tasks will include a biweekly or monthly visual check of the dock facility to assure safe conditions and attend to minor repairs as needed. The Trustees may consider hiring outside labor for some of the Club’s maintenance tasks when drafting the 2009 Budget.
BEACH – Rocky Brown absent. Rocky recently organized and took part in a work party to clean out and organize items in the storage shed. It was noted that there is money in the Budget for the list of maintenance and repair projects she cited for the picnic shelter and storage shed.
ROADS – Daryl Axelson reported the ditch adjacent to 1541E has been cleaned out and graded so storm water will flow to the north. The neighboring property owner will be notified that this phase of the project has been completed so she can move forward with plans to conduct a drain field dye test before drain rock is added to the ditch. ● The Club’s employee cleared overhanging limbs and brush from the east side of the center road easement to clear passage for large vehicles. Daryl noted the road is meandering towards the westerly border of the easement in some locations and suggested re-establishing it on the easterly side the next time the road is graveled.
WATER – Iris Ziller reported she received information from Long Painting regarding the coating material proposed as per their $55,000.00 bid to paint the water tank interior. The coating would be BarRust 233H and has a longevity of fifteen to twenty years. ● Iris is reviewing new guidelines issued for wellhouse piping to see how it compares with recommendations previously received for modifications to ascertain accurate source meter readings. ● Obtaining cost estimates from Satellite Management Companies is an ongoing project. ● Iris replaced a valve and installed a water box at 1130E and installed guard posts to prevent further vehicular damage to the water box behind the storage tank. ● A meeting with PUD #1 representative, Tracy Colard, will be scheduled for October 25th at 9AM.
OLD BUSINESS
A review of drafted Commissioners’ Duties & Responsibilities was Tabled.
NEW BUSINESS
A drafted Dock Policy was distributed for review. The Aquatic Lands Lease for the dock facility requires that the Club observe Best Management Practices (BMPs) to protect the environment. The purpose of the drafted policy is to identify the Board’s responsibility to provide information regarding applicable BMPs to members and to oversee compliance.
The meeting was adjourned at 12:50 PM.
Linda Pryor
Secretary/Treasurer
Next meeting Saturday, November 1, 9AM, Horton Community Center
Replace Gangway at Dock Facility
Your Board of Trustees received a petition on September 30th, 2008 rejecting the vote to replace the dock gangway that was taken at the Annual Membership Meeting held July 12th, 2008. The petition stated that the reasons for replacing the dock gangway presented at the Annual Meeting were confusing and misleading.
Your Board of Trustees reviewed the petition at the regularly scheduled October Board Meeting. A tape recording of the Annual Meeting was played and found the reasons for the rejection of the vote to be unfounded.
The presentation by the Dock Commissioner specifically identified the steepness of the gangway and the safety and liability reasons why the gangway should be replaced.
During the question and answer period immediately following the Dock Commissioners report, several members repeated the fact that the gangway was in good condition and did not need to be replaced for maintenance reasons. The discussion for replacing the gangway was centered on safety and liability reasons due to the steepness of our gangway at low tides.
The membership, at the 2008 Annual Meeting voted to approve the replacement of the gangway by a vote of 74 yes to 51 no. The Board cannot justify any other action but to uphold the original vote.
For those of you that signed the petition, the Board thanks you for your interest and participation, and appreciates members using appropriate methods for presenting their concerns to the Board.
Content of the Petition
Subject: Replace Gangway at Dock Facility
Reference: Membership meeting July 12, 2008
Reference meeting discussed and approved to replace the gangway at the club dock facility.
Due to confusion at the meeting with the presentation to replace the float and gangway at the dock facility that resulted in the decision to replace the gangway was misleading. We the undersigned members of Treasure Island Country Club reject the proposed
replacement of the existing gangway, due to steepness rather than required maintenance.
This gangway has served its purpose and in our opinion does not need replacement.