Minutes of August 1, 2009 Meeting
Board of Trustees
Trustees in Attendance:
Candy Mauseth, Pres. Steve Knopp Diane Noble, Sec’y/Treas.
Rhys Spoor Sally Linwick Absent: Greg Bruce, V.P.
Members in Attendance:
Patt Swirtz Craig Campbell
The meeting was called to order by President, Candy Mauseth at 11:10 a.m.
Concrete Slabs – There was more discussion of the Association’s possible uses of the slabs: around the windsocks to indicate preferred landing patterns; to anchor dock; at hangar. There is no wish to sell off the slabs at this time. Steve will research the landing pattern/approach option and report at the next meeting.
Dock Pump - Rhys reported that the pump is operating properly. He will “pull it” at the end of the season, lube, and store it. The hose had burst.. Rhys recommends purchasing two 100 ft. hoses and a cover to protect them at an estimated cost of $130 each. Steve made a motion to buy the new hoses; Diane second. Unanimously approved.
Emergency - Rhys reported that he has acquired the solar panel and battery for the emergency alarm and will be ordering the 110-decibel siren soon. He intends to have the system in place this summer. He suggests that we get a new emergency board mounted at the hangar with all emergency equipment, instructions, protocol, and location for the defibulator.
Records Retention – There was discussion concerning secure cabinetry for the hangar when there is a room built to keep the elements out. We may want to have an additional tier of security for irreplaceable documents. Diane will contact Islanders Bank to check the cost of a safe deposit box. Rhys will check costs on pre-made outdoor cabinetry. Diane, Sally and Candy will review stored documents and purge the unnecessary ones (i.e., 5 year old + bank statements). Steve said that taking digital pictures of records and keeping the pics on a disc could be as effective as scanning old records.
Survey Report Rec Lots A & B – Candy reported that we had received 59 responses (out of 110 owners) to the survey to date: 57 yes/yes; 1 no/no; 1 na/na. Therefore, the use of the Association mowers to mow Rec Lots A & B of the Replat is approved.
Water Catchment - There was discussion of costs for a tank and gutters at the hangar, location of a tank, foundation for a tank (concrete slabs?), gravity vs. pump. The tank would be used to provide fire wagon water. Steve and Rhys will research costs and report back to the board (tankdepot.com). Craig Campbell also mentioned that water catchment gutters across the south side of the hangar would protect the building foundation from becoming flooded each year and eventually causing damage. Craig said that Denny Swirtz has a gutter man coming to Stuart Is. soon. Diane will ask Denny for his contact and add the hangar bid to the work when the gutter man is here.
Demonstration of Emergency Equipment Labor Day – Per Rhys, he’ll conduct demos of the fire wagons and emergency alarm before the potluck if the siren is ready.
East End Trees – Candy reported that there are a few small trees at the east end of the airfield that have grown enough to become a hazard. She had spoken to Greg and he will handle.
Finance – Diane handed out a QuickBooks P & L report that breaks down income and expenses by category, an aged receivable list, noting there are only 11 chronic non-payers, and a August 1, 2009 Expense Report with current bank balances. (Reports will be attached to these minutes.) She reported that our interest bearing reserve account at ING is now only earning 1.25%, down from the original 5% in 2007 and 2% in February of this year. The Association has earned over $700 in interest since opening this account. Diane has written a letter to Islanders Bank authorizing Sally to be added as a signature on the Association checking account, resulting in Candy, Diane, & Sally as authorized signatures. Diane handed out maps of Stuart Is. East to the trustees. She reported that we have had three new owners this spring (now a total of 110 owners) and she had been contacted by the Friday Harbor Title Company to get the status of Maintenance Assessment payments as properties change ownership. Diane acquired a 2-1/2 gallon insulated beverage pot through Ezra Benson and is awaiting a bill. The funds are donated only. Diane will be training Sally on the Treasurer’s duties and handing off the books this September (anticipating Diane’s term ending in May 2010). Diane reported on the anniversary dates of our three insurance policies: Airfield- July; Common Area- December; Board Liability- December. Candy asked Craig Campbell to add the plat parcel numbers to the common area description currently described as 163 acres.
Roads – Steve reported that the roads look pretty good—some potholes and divots. Candy informed the trustees that the Association could hire Mark Green to do roadwork as needed.
Airfield – Candy gave the Airfield report in Greg’s absence. The mowers each have instructions and maintenance log sheets attached. Steve reported that he got the old mower fixed. Greg bought eight new cones and will order 20 more if the size is adequate. Greg is researching driveway reflectors to mark the field in case of night use. Rhys thinks reflective tape could be used on existing cones. Rhys and Steve will have additional discussions with Greg regarding traffic patterns; safety issues are always first.
Dock – Craig Campbell said that the tip end of the dock is drifting over. He’d like the Association to acquire a dock cart for general use. Rhys will research cost.
Fire Protection – Candy reported that she had posted the Burn Ban signs. Rhys reported that the fire wagons are fully functional. There was discussion of draining the tanks in the winter. Patt Swirtz suggests draining the pump only. Rhys will put a “T” in the line so we can drain the pump easily and leave the tanks mostly full for the winter
Open Discussion – none.
Candy reminded the group that the final scheduled meeting of the season is September 19 at 1:00 p.m.
Candy adjourned the meeting at about 1:00 p.m.
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