MOTION to amend the Agenda to change the order of Commissioner Reports so the Water Report is heard first was made by Linda Pryor, seconded by Rick Harder and carried.
MOTION to approve the Minutes of the August 6, 2011 Board Meeting as written was made by Larry Grumme, seconded by Rick Harder and carried.
FINANCIAL REPORTS
The Trustees reviewed the Cash Flow Report dated October 1, 2011, and the 2011 Budget and Actual Expenses to date. MOTION to accept the financial reports was made by Roger Hansen, seconded by Larry Grumme and carried.
The application for a loan from the United States Department of Agriculture (USDA) was completed however, the USDA advised the Club to apply for their Loan Guarantee Program as opposed to applying for a direct loan. The procedure for application entails applying for a bank loan to see how much they would finance with the USDA’s guarantee; the bank would then work with the USDA to complete and submit the application. Dan Doyle, Financial Consultant and Agent, will be following up on this directive.
COMMISSIONER REPORTS
WATER – Commissioner Larry Grumme reviewed progress reports submitted by employees Rod Wilkinson and Daryl Axelson. The results of coliform analysis for September were negative. Two meters were installed on service connections, bringing the total of those completed to twenty, with eleven more planned for installation this year. The mainline and fire hydrant relocation project at well site #1 was completed; a leak in a line feeding a service connection was found during the project and was repaired. ● The Trustees discussed a member’s request to permit installation of an underground power line extending approximately sixty feet along the road right-of-way. Some concern was expressed regarding the proximity of the proposed power line to the existing water line and a service connection. It was noted that coordination between the Club and the Public Utility District with regard to requests for underground power lines on the road right-of-way will need to be established to safeguard the water system utility and our employee’s safety. MOTION was made by Roger Hansen, seconded by Larry Grumme and passed, to approve the installation of an underground power line under the following conditions: The right-of-way must be restored to its pre-existing condition with asphalt resealed; an as-built drawing is to be submitted that includes vertical and horizontal locations of the conduits in relation to established monuments; and either a compaction report from a certified testing lab is submitted or a two-year term, $2,000 maintenance bond is provided. ● Daryl Axelson noted the converted tent trailer that is used by the water department to transport tools and materials to job sites on the island is falling apart. MOTION to approve an expense not to exceed $500 for the purchase of a utility trailer from an island member, with an additional $300 for materials and labor to fabricate and install shelves and make other modifications, was made by Larry Grumme, seconded by Rick Harder and carried. Linda Pryor abstained from the vote (conflict of interest).
BRIDGE – Commissioner Roger Hansen reported. Daryl Axelson and Rod Wilkinson completed installation of the webcam at well site #1; the construction project can now be viewed through a link on the Club’s website. Rod will set up and provide passwords for the limited number of registered users who can log in to access control of the camera (engineers, project managers, etc.). ● Daryl picked up the new signal light control system and attended a demonstration of how to install and operate it; the system will be installed when construction is completed and the controller will be located in well house #1. MOTION to approve an expense of about $75 for the purchase of spare parts to keep on hand for the controller (flasher and flasher relay) was made by Roger Hansen, seconded by Rick Harder and carried. ● Roger reported the piles for the bridge are still in transit so the contractor’s start date has been delayed; the materials are expected to be on site by the end of October. Meanwhile, Concrete Tech is building the pre-stressed concrete planks. Construction of the detour lane has begun and traffic delays will be unavoidable during this phase of the project. The Trustees agreed on a schedule of three one hour periods each work day during which the crew will have the right to close the bridge if needed. The schedule will go into effect Monday, October 3rd, and will remain in effect for at least a month. The schedule will be posted on the island, on the Club’s website, and an informational letter will be mailed to all members as soon as possible. Roger noted there will be traffic delays during the entire construction project; seven days notice will be provided by the contractor for schedule changes and extended closures. ● Roger reported the utility conduits on the west end of the bridge need to be moved to accommodate construction of the detour lane. The telephone and cable services should not be interrupted, but the electric service to the island will be shut off for four to six hours on October 19th. Public Utility District #3 will be sending a power outage notice to all island customers. ● A resident on the mainland submitted a request that the Club post a ‘Do Not Block Driveways’ sign on Treasure Island Road. The Trustees agreed to wait and see if this was going to be a problem; a reminder not to block driveways will be conveyed to the members. ● The Trustees agreed to prohibit non-resident pedestrian traffic on the bridge during construction; a sign will be purchased and posted on the mainland. ● MOTION to approve the purchase of a Performance and Payment bond for the bridge replacement project at a cost of $34,000.00 was made by Linda Pryor, seconded by Larry Grumme, and carried. It was noted that the expense for this bond was included in the $5M project budget.
ROADS – Commissioner Rick Harder reported. The Trustees discussed a member’s concern with water standing in the ditch bordering her home. Rick will pursue getting input to review the problem and options that may improve the water flow; measurements will be taken to determine whether the ditch can be graded to provide more slope.
DOCK – Commissioner Ken Sanberg reported the ‘Loading Zone’ signs have been received and will be installed on the float soon. The Trustees agreed to the purchase of ‘No Swimming, Diving, Jumping’ signs for the dock facility. ● Ken will provide information for Baseline Surveying to get a quote for an As-Built survey of the dock area.
BEACH – Position Vacant
ADJOURNMENT
President Croke adjourned the meeting at 11:35 AM.
Linda Pryor
Secretary