2017 Annual Meeting Minutes

BCCA ANNUAL MEETING MINUTES 
PORT LUDLOW FIRE HALL ON OAK BAY ROAD 
SATURDAY  June 3, 2017 
 
The meeting was called to order at 12 noon by President Don Williams. 

The board members present were Don Williams, Jan Thomson, Andy Koosman and Jeff Shattuck.  Absent was board member Tom Moore. 

There was a quorum accounted for.  There were proxies from 24 mailed in.  There were people signed in representing 38 lots. 

The annual meeting held June 11, 2016  minutes were read by Jan Thomson.  There was a motion to accept as read by Linda Fuente and seconded by Duane Wells.  The motion passed. 
The Treasurer’s report for the prior year was distributed and mailed to all property owners.  Andy Koosman reviewed the report with all present.  There was a motion to accept as presented by Judy Oberto and seconded by Rod Barber.  The motion passed. 

Dave Mathis gave the water report. There was a bacteria problem during the summer 2016 in the old tank.  The tank had to be re-sealed.   The system was chlorinated and flushed.   The system needed to be flushed again to get rid of the bacteria.  The water system has 209 paying customers.  There may be 4 new connections this year.  There will be a flushing again this year during June.  There will be a fire hydrant assessment by the Fire Dept this year.  This is done every 5 years. 

Curt Thomson, Chairman of the Water Commission  gave his report.  He reported the salary for Dave Mathis had been increased in Nov. 2016 to $900.00. He also receives reimbursement for the use of his vehicle and certain expenses.  Capital improvement projects that may be undertaken this year include the Blue Jay Lane pressure reducing station upgrade, the Seattle Drive main extension and the Admiral’s Row main revision.    Duane Wells objected to some of the projects and discussion followed.   There was a motion by Marilyn Williams to accept the reports of the Water Commission.  Seconded by Debbie Hancock.   Motion passed. 

The marina manager’s report was given by Jerry Deputy.   There was considerable damage to the marina during the winter storms.  Two finger piers broke loose and separated from the main dock structure.  There was lots of erosion on the north side from Admirals Row property.   The Board had Mott McDonald engineers do an evaluation of the work necessary to bring the marina area back to a structurally sound condition.   Their report gives a 10  year timeline for priorities.  The Board has a suggested timeline for the projects.  Our current insurance did not cover the winter damage.  The Board is now researching insurance carriers for better coverage for the marina.   There are new keys for the gate to the marina.  These can be picked up from Jerry for a charge of $5.00.  In the Spring there was a cleanup of the marina area (there was a great turn- out).  This was a big success.  In the Gazebo there are extra life preservers and spill removal pads for boaters.  Jerry reminded all that rental tenants of properties do not have the right to use the beach, marina, boat ramp or gazebo. 

Bridgehaven will need a new dredging permit to dredge.   The current permit allows just a 2 week window in October for 1700 yards (which is 2150 wheelbarrow loads).   The bids that were received last year would require a barge with 6’ draft and hauling spoils out.  The cost was over$170,000.00.  The board decided to wait a year and seek better results. Bridgehaven is seeking a permit to hydraulicly remove the sand to place it in neighboring areas.  

 
Report on Emergency Preparedness.   Rod Mash has set up a check list and information on the BCC web site.  Check this out and become better prepared.  There are 8 people with hand held radio devices both on the spit and on the hill.   They check them out each month.   

Architectural Committee report.  The committee consists of Marin Mash,  Joe Schwan and Rod Barber.  Marin and Joe wish to retire so we need 2 new members on this committee.  This year there were 8 approval actions and 2 pending actions.   

NEW BUSINESS 

Mottt Mac Donald survey report was made available to those attending.    
We will need to increase fees to cover the costs of doing the necessary repairs to the marina area.   There are pilings that are rotting,  the dock area that is nearing the end of expected life,  the ramp needing repair and the bulkhead to provide protection to the entire area.   The board is working to establish the short term projects, intermediate and long term.  The report gives a 1-10 year replacement or repair schedule.   We need a project manager to work on the execution of this entire project.  Next year we will come back with a proposal to increase revenue to pay for the projects that need to be done and a timeline for the work schedules. 
 
The covenants committee is chaired by Rod Mash.  The covenants were originally drafted in 1964.   They need to be changed to meet the 2017 needs and the future.  The draft has been prepared and is available.  This is something that needs to meet the desires of the property owners.  The committee will send out questionairs for your suggestions .  They will highlight the changes for suggestions and approval.   They would welcome more people to this committee.  This needs to match the expectations of the community. 

The water budget for 2017 was reviewed.  There was a motion by Duane Wells, seconded by Bob Oberto to not do the Seattle drive main extension until it is needed.   The motion failed. 
The BCCA budget for 2017 was reviewed.   Motion made and seconded to accept the budget as presented.  Motion passed. 

The Water Budget for 2017 was reviewed.   Motion made and seconded to accept the budget as presented.   Motion passed. 

The election of BCCA Board position to fill the vacancy on the Board as Don Williams has completed his term.   Darren Hendrickson was nominated.    He introduced himself to the membership.  The vote was taken and he was elected to fill the vacancy from the spit for 3 years. 

The Annual Picnic is scheduled for the 2nd Saturday of August.   We need a chairman. No one stepped forward to chair the Picnic.  

Jerome made a motion to adjourn the meeting.   Motion passed. 

Meeting adjourned at 2:45PM 

Minutes by Jan Thomson, secretary.