EXECUTIVE BOARD MEETING JULY 30, 2016

Meeting called to order by Don Williams, President, at 12.00 noon at the Williams residence.

Members present were President Don Williams, Vice President J. Shattuck, Treasurer Andy Koosman, Secretary Janice Thomson, member at large Tom Moore.  Also present were Curt Thomson from Water Committee, Jerry Deputy Marina manager, Architectural committee Marin Mash and Joe Schwan and past Treasurer Rhonda Morris.

SECRETARYS REPORT ANDY

The minutes of the previous meeting was approved as presented and distributed on E mail.

TREASURE’S REPORT:  ANDY

Andy reviewed the treasures report as printed and distributed.  A motion was made and seconded to approve the treasure’s report as presented.  Motion passed.  We have had several past debts cleared up by lot owners.  These include Dalberg, Schultz and 21 Finch Lane.  There was discussion on funds available for dredging.  We do not know the amount we need as no bids have been received. 

A discussion took place regarding the current reserve accounts to cover large expenses (such as dredging). Rhonda advises that once funds allocated to a reserve account they cannot be used for other purposes without tax penalties.   Suggest that we budget less to reserve accounts in the future to allow more options to cover large expenditures.

WATER REPORT:  CURT

Last month a water sample tested at the state testing labs proved positive for coliform bacteria. A second test also failed, so Dave is in the process of chlorinating the system.  No boiling of water for residential use is required.  Water manager Dave suspects that the cause is a seal failure on the top of one of the tanks. The chlorinating should take care of the problem.  Every few years the tanks go through a process of being drained and cleaned and scrubbed on the inside. 

MARINA REPORT: JERRY

A discussion on the addition of activity items for the marina area took place.  Ideas discussed were basketball hoop/backboard, bocce ball, badminton/racquet set and volleyball.  We will seek donations of items from members.   The idea of horseshoe pit built by volunteers.  A motion  made and seconded to budget $100 for necessary activity items.    Passed.  We will post on the web site a request for donations for the activity area.  There will be a work party to develop these areas.

Bellingham Marine is working on fixing the brackets that need replacing on the dock.

A discussion regarding the problems with the breakwater at the marina.  We have a bid from David Funk, for $5,500.  To do the repairs.  They would dig down 3’and replace timbers.  There was a motion by Tom and seconded by Andy to go ahead with the bid.  The motion passed.

There is backwash eroding by the area near the steps at the marina.  It was discussed whether to use ecology blocks or concrete blocks to re-enforce this area from the winter storms.  We will ask Sea Level to look at this area and give us some suggestions.

The next area at the marina is the boat launch and a float to placed near the launch. 

1. Options:  2 pole pilings, or concrete pile using sono tubes with concrete and re-bar.  A section of salvaged marina float to be attached to the piles. 
2. Re-surfacing the concrete boat launch.

 The current dock pilings are in need of repair.  There are 8 pilings that need work.  They are the original pilings that are creosoted and will need to be replaced.  We will look at getting grant money to eliminate the hazard and replace with ecology- approved pilings.   We can reduce the size of the dock area and eliminate about 9 pilings.  That would save about $10,000 each.  This is something to  consider.

ARCHITECTURAL REPORT - MARIN

Marin and Joe need an additional person on the committee.  People doing building are not making the necessary reports to the committee to get approval.  We need more emphasis on the necessity of submitting plans for approval for building houses, fences and other structures on lots, as required by the covenants and by-laws.

INSURANCE-   RHONDA

Liability insurance (directors and officer, or D&O) for the year with 3 million dollar limits will cost $5115.00, and the insurance carrier will require an audit of our books, at a cost estimated at $1500. If we go with lower D &O limits of  2 million dollars the cost is then $4,365.00, and then add umbrella coverage for 5 million dollars the cost is $1029.00.  The lower D&O limit, eliminates the need for CPA audit and with addition of the Umbrella coverage we have a better package at less cost.  Motion make by Jeff and seconded to adopt the D &O at 2 million dollar limits and add the Umbrella coverage for the next year.  Motion passed.   Rhonda Morris was authorized to get new coverage.

It was determined that earthquake coverage is too expensive and hard to get, to pursue at this time.

DREDGING

We have not had any responses back on dredging proposals.   Sea Level will now give us a proposal I a couple of weeks.  The main problems seem to be the requirement of the permit that spoils be barged rather than pumped (hydraulic) to Admirals Row property.  We were only given a 2 week window to complete the dredging and a small project of 1700 yards.

NEW BUSINESS

Jan will check on easement at the end of N. Beach Drive.

We will send a letter to Admirals Row re: deadheading and dredging. 

There were several complaints about neglected lots and fire hazards.  The Board reminds all members to keep up properties and keep weeds and grass under control.

It came to our attention that there are violations of by-laws in regards to businesses operating in Bridgehaven.  We will contact property owners.

New construction of a home is underway and there was no contact or approval from the Architectural Committee, as required by our By-Laws and Covenants.  We will contact property owners.

Rhonda will draft a letter to be used to notify lot owners of apparent covenant or by-law violations and neglect.

A  suggestion was made to  retain an attorney to assist in review of By-laws and Covenants.  

Dates set for Annual picnic on the 2^nd Saturday in August.  Yard sale 3^rd weekend in May.  Motion by Andy and seconded, to set these dates to avoid confusion each year.   Motion passed.

Motion made by Andy and seconded, to give a gift to Rhonda for all her services. Motion passed.

We will ask Judy Oberto to put a note on the website for volunteers for Picnic and donations for toys and games.

We will seek input on Directory update.  The cost is about $100.00

It appears that we may be able to reduce costs on Sani-can at Marina.  Andy will check on this. 

Motion made by Don seconded and passed to adjourn at 2:45PM.

Respectfully submitted Jan Thomson Secretary