Minutes of Annual Meeting
Stuart Island Airway Park Owner’s Association
May 27, 2007
Trustees in Attendance:
Charlene Renquist Craig Campbell Candice Mauseth
John Bunton Fritz Bright Diane Noble
The meeting was called to order at 10:20 a.m. by Co-president, John Bunton. There were approximately 62 owners in attendance. John explained that he and Charlene had shared the position of President this past year which had been a good transition. The board has several new faces with Diane being appointed in the spring of 2006, Fritz & John being elected at last years’ annual meeting, and Candice being appointed last June to fill the position left vacant when Manuel Gonzalez resigned. John invited the board and all members present to introduce themselves.
John thanked several island residents for their time and efforts over the past months, including Nancy Moore for a financial review, Denny & Patt Swirtz for cleaning up the Reid Harbor ramp, repairs to the old mower, Earl Root for helping Fritz with the fall burn, Ted Zimmerman for continued work on the roads, and Greg Bruce for the wonderful www.StuartIsland.org web page. (Note the user name is Stuart; the password is Stuart). John invited anyone else who knew of thanks that needed to be extended to do so now. Earl Root thanked Tom Edwards for speaking at Judy Lord’s memorial service on behalf of the island residents.
Minutes
Diane gave a summary of the lengthy minutes of the May 28, 2006 meeting, noting that all members had been sent a draft copy of the minutes last summer.
Phil Linwick made a motion to approve the minutes; Dave Nutter second. Motion unanimously approved.
Board Reports
Roads - Craig reported that the roads survived the winter pretty well with the east end always presenting problems. He is considering gravel or crushed rock for the east end which would cost between $650 - $1000.
• Scott Munro asked if the rock would sink.
• Ted Zimmerman said it’s bettter than it’s been in the past.
• Dave Clark said we researched this serveral years ago, cost was too high (~$4,000) for available funds.
• Steve Knopp if we get the right size, the grass grows up through it. He uses it at Camano Is.
• Howard Berman said the loads from the Humpback are larger with 3/4
• Tom Edwards said the geologist that looked at the area when Tom was compiling the Johns Pass Report last year said the water may be held by a layer of clay and perhaps with a backhoe we could drain the area.
Airfield - Fritz reported that the Airstrip looks real good and thanked Denny Swirtz who helped fertilize, and thanked for help from Bob Mauseth, Denny and Greg Bruce on the mowing this spring. Fritz cautioned that any road work at the east end shouldn’t result in the road being higher than the airstrip.
Fritz reported that there was not a majority of owners who wanted to pursue the purchase of a tractor/mower and Fritz had purchased a Sears 54" and it’s working great.
• Denny suggested the Association may want to purchase a 2nd Sears mower.
• Dave Clark said in the past we haven’t had enough manpower mow the runway two-mowers-at-a-time.
• Scott Munro said there are tow-along wide decks on Craig’s list.
Fire Protection - Candy noted the new fire danger level sign she ordered and mounted on the hangar. It includes the local telephone number that residents can use to get up-to-the-minute fire danger information. She also developed instructions and service record information which is now attached to each fire wagon. She thanked Bill Shivers, Greg Bruce, and Howard Berman for their assistance with the project. Candy is working with the State and County to obtain Burn Ban signs that can be posted as needed. Candy became informed on the state “Firewise” program which provides services to homeowners who are without professional fire intervention services. She passed out a sign-up sheet for owners who wish to take advantage of an individual property assessment offered through the Firewise program.
• Charlene mentioned that Mark Green is a firefighter and may also be able to assist.
• John asked everyone to be responsible for removing or cutting any tall grass growing along the road at the edge of their property because it could pose a fire danger.
Prevost Dock - Craig reported that he will be checking on the anchors that secure the dock. Craig stressed that the parking at Prevost is temporary only. The parking was never meant to be permanent seasonal or multi-seasonal. Owners are asked to please park vehicles at their properties between visits to Stuart Island.
• Howard Berman asked how the dock is anchored. Hand-driven pile? Needs securing.
• John, Howard and Earl will work on this.
• Ted mentioned that he had cut an 8 ft. wide swath from the edge of the Prevost parking area to the harbor water years ago and there was clay at 3 ft. depth.
• Carol Schmitt reported that the key to their vehicle was taken out of the ignition yesterday and now they can’t move their car. She asked if anyone might know where the keys went. (Note: recovery of the keys was made!)
Emergency - Candy has been working with Jim Cole of the San Juan County Emergency Medical Services (EMS) office. Jim describes the County’s EMS as a “new day.” 911 will respond with fast boats equipped with marine EMS people in 10-20 minutes; helicopters and fixed wing planes with night vision are also available through EMS. Jim Cole will providing Stuart Islanders a first aid kit.
Candy has arranged for training on the Association’s defibulator for June 30 or July 1. She passed around a sign-up sheet. The defibulator is at Patt & Denny Swirtz’s home. In addition she is arranging for an all-day First Aid training for interested residents.
• Scott Munro asked if the training included CPR and if there is a certification awarded.
Candy provided applications for emergency transportation insurance through Northwest Airlift ($79 per year) and recommended that islanders check their medical insurance provisions for existing coverage they may already have–this would be supplemental. NW Airlift looks to the 1st responders (S.J. Co. EMS) for ordering evacuation aircraft. Candy said we should develop at map for EMS that would include beach/dock access for emergency boats, and the designated helicopter landing area. Bob Brunkow had established a heli landing zone several years ago and there are flares/cones at the hangar for that purpose. The group also discussed the need for good cell phone reception areas to be indicated on such a map. Manca Branstetter Valum and Patt Swirtz offered to develop the access map. Greg Bruce suggested he would be able to link the map to our Stuart Island Web Page. Note: In an emergency at Stuart Island, one can call 911 or 360/378-4141, whichever works.
Candy addressed the need for an Alert System for islanders in the event of an emergency. There used to be a working siren and an air horn at the hangar. Rhys Spoor and Don Galt volunteered to research and obtain equipment if needed. All Stuart Islanders are designated First Responders. Candy also passed out a sign-up sheet for a Wilderness Training class.
Burn Pile - Fritz and Earl burned the pile last fall. Fritz cautions everyone to keep nails out of the burn pile. (Ted Zimmerman showed a whole tray of nails that were left on the road down to the burn pile). Fritz asks owners to leave burnable materials on the edge of the pit–which fills with water– not on the road leading down to the pit. The pile can be added to any time of year.
Finance - Diane reported that of 109 owners, 92 owners paid dues for the 2006-07 fiscal year. She itemized income of $16,186.38 and expenses of $9882.90, resulting in a Net Operating Surplus of $6303.48. The Association bank balances total $16,828.53. A copy of the Association’s 2006-07 Expense Report and Financial Statement are included with these minutes.
Mike Noble made a motion to accept the Financial Report; Joan Root second. Motion unanimously approved.
Diane read a report by Nancy Moore of Small Business Accounting Solutions. LLC, who recently completed a 5-year review of the Association’s financial records. Nancy had access to original bank statements of all four accounts, original expense invoices, check registers, deposit records and other documents that categorized deposits. Nancy generated Income & Expense reports for each fiscal year as well as Cash Balance statements which show the ending balances for each account, as well as a deposit report sorted by name of owner. Nancy recommends the Association invest in Quick Books Pro, a consolidated accounting system, in order to keep all the records in one data base. Nancy offered to assist Diane transition to the Quick Books Pro software.
• Patt Swirtz suggested the Association may want to consider getting a computer of its own instead of relying on individuals using their personal computers.
2007-2008 Proposed Budget
Candy presented the proposed budget that was developed as a maintenance-only budget. (A copy of the proposed budget and estimated ‘07-‘08 maintenance assessments was provided to members via mail prior to the meeting.) The main focus points of the new budget are:
• Assigning existing funds into categories we can add to as needed.
• Creating a process for new projects/development which requires all property owners to be included in the decision making.
• Only maintenance dollars spent during a given fiscal year will be assessed the following year.
• Donations will relieve maintenance assessment amounts or help fund member-approved capital or special projects.
Candy stressed that the budget was fully funded through the proposed maintenance assessment.
• Kat Munro asked if “maintenance assessment” was just another term for “dues.” Candy explained that our Articles of Incorporation & Bylaws provide for maintenance of common properties. The maintenance assessment is the actual amount needed to maintain our common properties divided by the number of owners. These amounts will vary from year to year.
• Marcie Clark asked how many votes are needed to approve new projects. Candy responded that 51% or 55 owners are needed.
• Earl Root asked what happens if we don’t hear back from owners. Candy responded that for projects needing financial resources, a non-responding owner is basically a no vote.
• Carole Campbell commented that there are always those who won’t pay.
• Ted Zimmerman suggested the Association provide envelopes and stamps if they want response for proposals be returned by mail.
• Manca asked if we are approving this budget, are we also endorcing a new “development process.”
Candy went through the budget categories, noting that Property Maint., Equipment Maint., and Administrative categories are consolidated to allow for flexibility according to needs. She explained the Equipment Replacement/Insurance Deductible/Emergency Protection special funds. She explained that the Maintenance Assessment Shortfall category takes into account the actual 17 non-paying owners from the past fiscal year.
• Kat Munro asked if the Emergency Protection category is a legal budget. Candy explained that it not envisioned as a legal budget but could be used in a legal emergency, such as a threat by an owner to sue the board of trustees if his/her demands against another owner are not met. Other emergencies could be environmental in nature, such as half the runway flooding or fire damage. Or an accident such as the Prevost dock breaking away and sinking, causing damage, etc. The money could be used while notifications and proposals for action are sent to the entire membership.
• Scott Munro -------------------------
• Denny asked whether the board liability insurance would cover the instance of a legal threat.
• George Renquist wanted to clarify his understanding that the Maintenance Shortfall category meant that he was essentially paying for his neighbor’s portion of the budget since his neighbor decides not to pay. Candy responded that each member is paying $13 to make up for those 17 who did not pay this past year.
• Scott Munro said the former method of setting dues assumed less than 100% of owners would pay. He applauds this formula.
Steve Knopp made a motion to approve the proposed budget; Howard Berman second. The motion was unanimously approved.
John called for a 15-minute break at 12:05 p.m.; he reconvened the meeting at 12:30 p.m.
Committee Reports
Bylaws Committee - Eric Shahan reported on the new members of the Committee: Craig Campbell, Sally Linwick, Candy Mauseth, Ken Snyder, and Eric himself. Eric described the the process the group will follow:
1. Review the current Bylaws and identify areas of concern or confusion.
2. Vote as a group on the starting point.
3. Work through that area and determine possible solutions.
4. Present findings Board of Trustees.
5. Mail committee recommendation to membership for vote.
6. Refine recommendation based upon response from membership.
7. Mail refined recommendation for vote, if needed.
8. Engage legal assistance correct working and addition to Bylaws.
Eric said the Committee will welcome input from all owners.
Johns Pass Alternatives - Ted Teren reported that he and Bill Shivers had gone to San Juan County concerning a possible re-do of the Prevost dock. A shoreline permit application is required; the process takes 3 - 7 months. The costs are approximately $130 per foot for the dock, $1200 for an eel grass study; permit costs of $700 for projects less than $5000 or $1500 for projects in excess of $5000.
• Bob Watt stated that he does not want the Prevost dock enlarged and will protest any permit application submitted to the county.
• Charlene asked _____________________________
• Tom Edwards described a near crash of a Fed-Ex plane into the dock at its present location and recommends moving the dock to the south as it is a safety hazard at the overrun area of the airstrip.
• George Renquest said it might be an opportunity to fix and move the dock. He believes the congestion may be at the point of saturation.
Candy said she will work with the Johns Pass and Prevost Dock Alternatives Committees to detail their respective proposals so all members can be part of the decision.
• Ted Zimmerman stated that all we need is a dingy dock.
• Kat wonders what the process for this should be. She would like to hear adequate comments and discussion.
• Loie suggested the pros and cons could be listed/discussed on the web site.
• Charlene suggested that contact information be given with the proposals.
Storage Hangar - Howard Berman reported on a two-phase plan he and Earl Root had developed for the 5 bays of the hangar:
Phase I - 1st two bays on the east end - $1000. Provide a safe, secure area for Association records and emergencies equipment/supplies. Concrete floor, walls (materials already purchased, was part of last years plan), lock down area.
Phase II - bays 3, 4, & 5 - $4100. Concrete in bays 2, 3, 4, gravel in bay 5. Roll-up door. An area for meeting space. Plumbing, solar.
Candy will work with Howard to detail the proposal and send it to members for approval.
Summer Activities
John asked for a volunteer to organize the July 4th activities. Sally Linwick volunteered. There was discussion as to when to hold the holiday celebration–July 7th, the Saturday following July 4th was selected.
Loie Benson described the Turn Point Lighthouse fundraiser she is organizing for July 21st. The BLM is opening the facility and will give tours at no cost. The Bensons will cook corn dogs and fries with proceeds to the Association. Desserts and bottled wter will be available with proceeds to the Lighthouse Preservation group. Loie will have a sign-up sheet in the mail shack.
Candy said that the Association will sponsor a Salmon Dinner fundraiser this year – it will likely be scheduled in August.
Diane asked if there was anyone who would volunteer to publish newsletters. There was discussion about using the new Web Page for such information instead of a traditional newsletter. Greg Bruce explained that we can put any information/pictures/graphics we want on the Web site and reiterated the name: www.StuartIsland.org The user = Stuart The password = Stuart. The consensus was to use the Web Page.
Elections
John said the two positions this year are Charlene’s and Diane’s. There were two nominations:
Greg Bruce
Diane Noble
John called for the vote on the two nominees; unanimously approved.
Unfinished Business
Johns Pass - Manca Branstetter Valum stated that she had spoken with San Juan County officials and the Association would really have to “make a case” for the need of a dock at John’s Pass since we already have access at the Prevost Dock. Johns Island had none so the comparison is not accurate and a permit is not a “slam dunk.” The County wants to preserve shoreline. Manca also argued that there is a wetlands behind the dock area. Manca wants to make sure that there is a 3rd option to “Do Nothing” that is presented to Association members in addition to pursuing either a Johns Pass Dock or Prevost Dock expansion.
Tom Edwards, who had chaired the committee that developed the Johns Pass Dock feasibility study in 2006, stated that he sold his boat 15 years ago, has no personal agenda, and sees this discussion as the sheep men vs. the cattlemen. “It’s up to the community.” He believes the Prevost Dock is not suitable to expand since low tides hamper access. He believes nothing is a slam dunk. He said there is no designation of wetlands in the area behind the proposed Johns Pass Dock area. The dilemma is a “NIMBY” (not-in-my-backyard).
Bud Lofgren said that his “restaurant” cabin sits in “the swamp.” He believes that the Association can waste a lot of time on this and believes that there are a lot more owners that are against the proposed Johns Pass Dock than we are aware. He said that it’s pretty obvious that his property is in a wetlands.
New Business
Stuart Island School Closing - Loie Benson reported that unless there are new students this year, the school will be closing June 15, probably permanently. There is a San Juan County School Board meeting Wednesday, 5/31 in Friday Harbor, and another August 4th at Stuart Island that will address the dispensation of the school property: school building, museum and original schoolhouse on the original acre; and the ball fields 2 acre parcel that was acquired later. Loie explained the language in the original 1903 donation of school property by Mr. Cook had a clause that states that the donated one-acre parcel would revert to Cook’s heirs and assigns if the School District ceased to use the property. Loie hopes many more Stuart Islanders will help support the proposal to the School District to give the one-acre and old school and teacherage museum back to the Stuart Island community in order to create a community gathering place, preserve island history through museum displays and keep the property should the school ever open again.
Scott Munro stated that he appreciated getting the budget early and suggested a motion to continue this new practice. Candy responded that the Association has an obligation to provide its members a proposed budget prior to its Annual Meeting.
Steve Knopp proposed that the Association move the mail shack up the road about 15 ft. so he has better/safer access to his tie-down lot. Ted Zimmerman commented that it’s quite a project moving the building and we just did it 2 years ago.
Joan Root announced that she and Earl had missed the propane delivery in April and wondered if there was anyone else that needed propane.
Scott Munro made a motion that the Association be restricted from collecting dues as mandatory until such time the Bylaws are changed; Bud Lofgren second.
Discussion:
- Candy said the requirement is on deeds.
- Scott said if the requirement is not on a deed, board does not have authority to collect.
- Manca wants there to be a good thoughtful process on this issue.
- Kat Munro said that title companies may be given erroneous information.
- Candy said she has given statements of amounts due (billed) to title companies.
- Bruce Keithly said that the Association had been misled by John Linde, whose legal opinion that our Articles of Incorporation and Bylaws allow for mandatory dues is flawed. It is an erroneous position. Bruce has tried on numerous occasions to talk to Mr. Linde but he will not respond. Bruce will post this information on the Stuart Island web page.
Scott Munro withdrew his motion, stating that his purpose was an ongoing dialog on this issue.
Ted Zimmerman stated that there is a black & white dog unleashed, chasing around the whole island completely unattended and wonders if anyone knows whose dog it is.
John presented Charlene with a token gift from her fellow board members and thanked her on behalf of the community for her years of hard work and contributions to the Association.
Phil Linwick made a motion to adjourn; Mike Noble second. Motion unanimously carried.
6/4/07 draft/dn
5/25/08 Approved