MINUTES OF THE BOARD OF TRUSTEES MEETING held October 3, 2009, at the Horton Community Center, Grapeview. The meeting was opened at 9:05 AM by President Gary Longmire and attended by Mike Croke, Linda Pryor, Daryl Axelson, Roger Hansen, and Dan Poole (Rocky Brown absent) and guest members Lowell Mahugh, Jack McLauchlan, Jackie Longmire, and Wes Stock.
Minutes of the Board of Trustees Special Meeting held August 24, 2009, and Minutes of the September 12, 2009, Regular Meeting were approved on motion by Mike Croke, seconded by Roger Hansen and carried.
FINANCIAL REPORT
Linda Pryor reported information received from the Club’s CPA, David Fisher: The Geotechnical Analysis was capitalized as opposed to being filed as an expense because it has future value; the analysis can be utilized for future construction projects. The Club’s ability to choose between the options of filing either as a Corporation or a Homeowner’s Association will not impact the procurement of funds through a loan or a grant program. • Reviewed the Cash Flow Report dated October 3, 2009. The Trustees agreed to postpone reinvestment of matured certificates of deposit and to hold the Asset Replacement Funds in Money Market accounts at this time. • Reviewed the 2009 Budget and expenses projected to year-end which will leave a balance of approximately $900.00 in the General Fund.
WATER – Daryl Axelson reported Long Painting started the water tank project on September 28th and they are currently media blasting the interior of the tank. The painting project should be completed by October 15th, after which the tank will be disinfected, filled and allowed to soak, and the water quality tested before the tank is put back into service. • During the media blasting operation, it was noted that there was another coat of paint below the coal-tar paint. A sample of the undercoating was taken by Long Painting for analysis. Preliminary results indicate it contains lead, but the exact content won’t be known until next week. If it’s high, there will be an additional charge for disposing of the blasting media as hazardous material. The presence of lead, regardless of the content level, will result in some additional charges to compensate for increased air monitoring and protective measures required by the Department of Labor and Industries. • A new gasket has been ordered for the man-door. Nicholson Drilling will be providing and installing new float switches after the painting is completed. • The official Sanitary Survey report was received and included four items to be accomplished: 1) A description of the process that will be used to ensure backflow prevention devices on residential irrigation systems are tested on an annual basis must be sent to the Office of Drinking Water by October 31st. 2) A letter must be sent every two years to residents within the Sanitary Control Areas around the wells, reminding them of practices that need to be observed to protect the wellhead areas from contamination. This mailing was sent out last week. 3) Isolation valves must be installed on the distribution system. Approximately fourteen valves will be needed. Daryl noted this project could be included in either the 6-year or 20-year Water System Improvement Plan. 4) Installation of a pressure relief valve downstream from the storage tank’s isolation valve was recommended. A recommendation to install a sample station at the water tank site has been completed and well tags have been installed on the well heads. • The coliform test for September was negative. Samples from the three wells were submitted for Nitrate analysis and all samples tested below reporting levels. In addition to monthly coliform samples, analysis for Asbestos, Radium, and Gross Alpha will be conducted before the end of the year. • Daryl and Dave Dickinson identified several maintenance needs during a system flush: Two fire hydrants need new upper seals installed; one hydrant with a leaking valve seat needs to be rebuilt; leaking valves need to be replaced on two standpipes and three sample stations; and aging water pressure gauges in the well houses should be replaced to insure accuracy. • Daryl reported some complications had occurred when the tank was taken offline that required immediate attention. Wells #2 and #3 were connected to pressure switches to provide water to the distribution system. Well #2 stopped running which resulted in no water being provided to inland lots. This situation was resolved by increasing the pressure settings on well #3. Nicholson Drilling tested well #2 and determined that the pump controller needed to be replaced. They suggested that well #3 be used exclusively during the water tank painting. A pump control valve and an 80 gallon pressure tank were installed at this well to extend the run-time of the pump and reduce cycling. This is a permanent installation that will facilitate chlorinating the system if it should be required at a future date. The pump controller was replaced on well #2 so it will be ready to be put back into service when the painting project is completed.
BRIDGE – Roger Hansen reported Quigg Brothers completed the repair that required pouring concrete encasements around two piles. They should be mobilizing next week in preparation for all remaining repairs to the understructure. All repairs will be done from below the bridge deck, so there should be no disruptions to traffic on the bridge for the remainder of the project. • Roger noted he has been doing research and working on a presentation regarding a replacement plan for the bridge in preparation for a Special Membership Meeting.
ROADS – Dan Poole reported the speed bumps have all been painted. • Dan spoke to the member who requested clarification regarding the right-of-way policy with regard to installing parking areas and culverts. The member has retracted his request to install a parking area at this time. He has restored the embankment and road shoulder bordering his property and will be installing a culvert in accordance with the Club’s culvert policy. Dan noted that a culvert to the south of this property is blocked and requested that clearing the blockage be added to the maintenance employee’s task list. • Dan met with a member to review problems with standing water in the drainage ditch bordering their property. He will be observing the drainage situation during the next couple of months; measurements will be recorded and he will review data from transit readings.
DOCK – Roxanne Brown absent. No report.
BEACH – Mike Croke reported his intentions to get cost estimates for excavation of the embankment behind the picnic shelter and construction of a retaining wall.
OLD BUSINESS
The Trustee’s Special Meeting/Workshop scheduled for Saturday, October 10th, was rescheduled for Sunday, October 11th, 9AM, at the Timberland Library in Belfair.
The Trustees discussed the petition for an amendment to the Bylaws that would replace proxy voting with the use of absentee ballots. A suggestion to submit the amendment to the Club’s attorney, Robert Houle, for legal review was received with favor. With regard to presentation of the petition at a member meeting, it was agreed that the proposed amendment should be presented with information regarding both the pros and cons of absentee ballots; time for discussion and questions should also be included on the agenda. Deborah Axelson will be asked to provide a supporting statement and Gary Longmire volunteered to provide an opposing statement (as an individual member, not as a representative of the Board of Trustees). MOTION with action contingent upon the Attorney’s legal opinion, to include Pro & Con statements with the notice of the next member meeting, to post information regarding the proposed amendment on the website, and to provide time on the agenda to present pros and cons on the issue, have discussion and receive questions before a vote, was made by Dan Poole, seconded by Roger Hansen and carried.
NEW BUSINESS
The Trustees received correspondence from a member suggesting that the Board adopt a policy establishing equal access to forums for members campaigning for election to the Board and/or to advocate a position on issues related to the membership's vote. There was discussion supporting the position that all members campaigning for election should have equal opportunity to speak at membership meetings. The suggestion for a policy was received with favor and Daryl Axelson agreed to draft a policy for the Trustee's review.
Roger Hansen provided the Trustees with copies of a draft document regarding a replacement plan for the bridge to review in preparation for the Workshop.
ADJOURNMENT
MOTION to adjourn the meeting at 11:05 AM was made by Mike Croke, second by Daryl Axelson, and carried.
Linda Pryor
Secretary