MINUTES OF THE BOARD OF TRUSTEES MEETING held September 6, 2008 at the Horton Community Center, Grapeview. The meeting was opened at 9:15 AM by President Morina Dustan and attended by Daryl Axelson, Linda Pryor, Iris Ziller, Jan Croke, and Roxanne (Rocky) Brown; and guest members Lowell Mahugh, Chris Bittner, Marilee Bittner-Fawcett, and Debbie Axelson.
MINUTES of the Board of Trustees meeting held August 2, 2008 were approved as written on motion by Morina Dustan, seconded by Rocky Brown and carried.
FINANCIAL REPORT –
The Trustees discussed a pay raise for WDM Skip Beahm and a recommendation to revise his contract to more clearly define his job duties. MOTION to distribute Skip’s current contract to the Board members for review; to authorize Linda Pryor to convey to Skip that the Board is reviewing the contract and to request that he submit his written input regarding updating the contract and his expectations regarding his pay rate; made by Morina Dustan, seconded by Linda Pryor and carried. For comparison and informational purposes, Iris will get information on rates from local certified providers of managerial services and the availability of certified specialists. She will submit the information she gathers to Board members by September 17th if possible.
● MOTION to authorize an expense of $260.00 for Linda Pryor to schedule a two-hour consultation with the Club’s accountant made by Linda Pryor, seconded by Iris Ziller and carried. The consultation will address revising the structure of the Tax Fund to provide more flexibility and income tax consequences on one-time assessments and/or increased Dues rates.
Guest member Marilee Bittner-Fawcett presented a letter to the Board regarding her recent septic drainage field project and the Board’s request for assistance in identifying the source of the increased water level in the ditch bordering her property. It was agreed that when Marilee completes her landscaping project bordering the road shoulder, the Road Commissioner will move forward with re-establishing the grade in the ditch and adding drain rock to improve water flow. Marilee offered to conduct a dye test to verify that the excessive amount of water is not coming from her drain field and will work with the Road Commissioner to schedule the test when the ditch work is completed.
COMMISSIONER REPORTS
ROADS – Daryl Axelson reported. MOTION to send a letter to a member requesting that a fruit tree planted on the Club’s right-of-way be removed, made by Daryl Axelson, seconded by Iris Ziller and carried.
BRIDGE – Morina Dustan reported she had received four bids for a bridge inspection, sent them to Board members for review, received their questions in response, and conveyed the answers she had obtained. Following discussion, two of the bidding companies were eliminated. Morina will continue to move forward with obtaining answers and information requested from the other two bidders. She will also inquire as to whether analysis of core samples taken from the pilings is included in Exeltec’s bid or could be added to the scope of work. ● Trustees discussed the Bridge Committee Charter drafted by Morina. Revisions will be made to the draft to increase the number of committee members and to include a provision for the option of extending the three month deadline for completion of committee tasks. The revised Charter will be resubmitted for approval.
DOCK – Jan Croke reported. The Trustees reviewed and discussed four bids received for the float and gangway projects, noting some differences in the project descriptions submitted. Jan will pursue getting information on ChoiceDek, a composite decking material that was proposed. ● The Trustees discussed a suggestion received at the annual membership meeting to recruit volunteers to construct the new float and agreed to investigate that option. The Secretary will contact the Club’s insurance company to get their written response regarding liability issues that may be associated with that proposal. Daryl Axelson agreed to pursue obtaining a cost estimate for materials.
BEACH – Rocky Brown reported a new door was installed on the storage shed. She is pursuing organization of a work party to clean and organize items in the shed. Based on conditions she observed at the facility, she submitted a task list for the Club’s employee that includes maintenance and repair projects, including painting and replacing fascia boards on both the storage shed and picnic shelter. Rocky is preparing an estimate for labor hours and materials.
WATER – Iris Ziller reported she has received one bid for the source meter project: To reconfigure the piping to provide the correct flow pattern for metering, replace the oldest source meter in well #1, and to purchase and install new registers in the other two source meters, the estimated cost is $6,000.00 and includes both labor and materials. ● She reported receipt of a $55,000.00 bid for repainting the interior of the storage tank from Long’s Painting. Due to variances in the coating materials quoted in the three bids received to date, Iris will be contacting the bidding companies to request quotes based on using the same coating materials. ● The Trustees reviewed a ten-year water system improvement Plan presented by Iris as a three phase project, with calculated estimates based on information received from Whiteley Engineering in 2005. She noted the ten-year period can be revised and estimated accordingly. ● The Trustees agreed to review the transcript of the meeting with the P.U.D. #1 representative last April and submit questions and requests for clarification to Iris by September 17th. Based on this input, a Special Meeting may be scheduled to meet with P.U.D. #1 again for further discussion regarding relinquishing the water system to the utility company. ● Information regarding Satellite Management will be gathered for review and discussion. ● Iris will draft a letter to a member who is using excessive amounts of water for outdoor irrigation, requesting that they observe water conservation practices.
NEW BUSINESS
● Iris presented a draft of Water Commissioner Duties for the Trustee’s review.
● Members who have expressed an interest in serving on the Board will be contacted and invited to attend the October meeting.
The meeting was adjourned at 12:50 PM.
Linda Pryor
Secretary/Treasurer
Next meeting Saturday, October 4, 9AM, Horton Community Center