August 9, 2005
CALL TO ORDER:
The meeting was called to order by Dave Taney at 7:08 p.m. There were 7 attendees present and all the
Board
members were present. Dave then called on
Kathleen DeStefano for the minutes from our last meeting.
MINUTES OF 5/13/05:
Kathleen – I forgot to print
up the minutes from the last meeting, but you can read them by going to
the
SAPOA web site.
TREASURER’S
REPORT:
Irma – The treasurer’s report
was made up in detail at the annual meeting.
As there were no changes, I did not make up a new report. If any one would like a copy of that report I
have some hand outs.
Open Comments:
Marty Tipton asked what address does she send her dues to and
Kathleen
gave her the SAPOA post office box number.
OLD BUSINESS
Annual
Meeting:
Dave – Almost everybody that
is here was there. There wasn’t a lot
done, as we didn’t have a quorum. You
can read the minutes from that meeting by going to the SAPOA web site. We do not see the need to schedule another
meeting. We will just wait for the January
Semi-Annual Meeting.
Mussel Beach Road Project: Everett
– Barry Olson put together a new punch list of items that he feels need
to be corrected
on the road. Most of the items are the
same as the official list we tried to convey to our contractor, who is
not
talking to us. As soon as I can get the
Beach Road Advisory group (H.L. Font, Barry Olson, Everett Stauffer and
Larry
Meier) together and walk the road and get things organized as to what
needs to
be done when. Then, as a group, we can
make a recommendation to the Board of what we think needs to be done. Just doing the road repair, dirt for the
sides and the road crowned, so that water that does run will run off
into the
culvert instead of to the side of it and wash it out, is about $8,000
to $10,000. About $3,300 of that is
getting an operator
and machine in to help us. The rest is
all materials. Another item that I
looked at was the parking lot repair. We
would clean out the East ditch; line it with spalls, spread and roll
the
spalls; place a row of 1 ½ crushed rock on an average of 4
½ inch depth; place
and roll 2 inches of 5/8 or 2/4 crush.
The more I look at it, the more I would like to just stay with
just the
1 ½ or 1 ¼; I think the parking lot would stand up real
way that way. One of the items that I
have, that no one
else has come up with is the parking lot break water retaining wall is
not
going to be with us much longer, at least parts of it.
Its pilings are starting to rot pretty
badly. My suggestion is to take ecology
blocks, those 2x2x6 foot concrete blocks, dig down about 30 inches and
put in a
layer of those and maybe some rock on top to make it look nice. All of that would come up to about
$10,000. Without putting the crush on
the road, and doing the parking lot, just cleaning out the one ditch. I believe the west ditch is fine the way it
is. The contractor cleaned out part of
that; he lined it with spalls; the rest has got grass growing in it; if
we
raise the parking lot up that side will drain fine.
Between the grass that is in there and the
spalls will take care of catching the sediment.
That is the way the designer, the original design engineer
Collette, not
David Hanna, called for it to be done.
The east side I think we need to clean it out; deepen it a
little bit; line
it with spalls in accordance with the plan.
The repair list that I have has that cost involved.
As I said, it will run about $10,000. If
we decided to put 2 layers of those blocks
in, it would add about $600. (At this
point there was a long discussion between several of the attendees and Everett as to
what
exactly was to be done.) We have about
$6,100 in the bank. We may have to wait
until the middle of September and some dues come in before we can start
and the
first thing would be to get the road taken care. Later
this fall or early in the spring, if we
have the rest of the dues, we can get the parking lot taken care of. Dave
– We have $6,100 and based on Irma’s last financial report, there is
$8,000
prepaid for 2005/2006. So that should
leave you, if everybody was paid up quickly, $22,000 coming in. Back off of that and say $15,000 to $18,000
coming, we would probably have $21,000 to $24,000 to work with by
October or
so. Everett -
I will check with the county and the
ecology department and because of the limited amount of work we want to
do, we
may not need a permit, as everything we will be doing will cleaning and
repair. As soon as we get the 1 ½
rock
on the road, if the weather is not too bad, we can let people drive up
and down
the road for awhile. Right now it really
isn’t safe to even walk up and down as the contractor put drain rock,
left over
from other spalls, on the road and it can be dangerous to walk on in
spots.
Common Property
Maintenance:
Dave – The next item on the
agenda is Common Property Maintenance and this applies to mainly Plat 6
&
7. We had a request at the annual
meeting that we didn’t really address because of the lack of a quorum. Plat 6 & 7 contains our recreational lots
at the corner of Discovery
View Drive and Diamond Point Road. Plat 6 & 7 property owners are asking that
we mow and clean up the brush on those 2 lots.
Plat 6 & 7 covenants do call for unoccupied lots that are
not
maintained or cleaned up by the owners that they send in a crew to do
the work;
then you are sent the bill. Everett
– We have a lot of lots here, especially in 6 & 7, which have a lot
of nice
trees and some grass growing. I read
that part of the covenants and I didn’t interpret it to mean go in and
clean up
all the grass and take the trees down.
Our lot does have Scotch Broom on it, which does need to be
taken care
of, but I didn’t interpret that paragraph to mean we go in and take
down all
the grass and trees, as the people at the meeting interpreted it. If we had a mess in there like cardboard,
pallets, etc., then we would certainly have to clean it up and take
care of
it. But natural growth, I don’t believe
is part of that paragraph. Dave
– Actually the lot right outside
the Fire Station by the Industrial Plat is just as bad, if not worse. Everett – We
probably should go down with some volunteers and clean up those 2 lots. We could get the big stuff down; then if we
periodically spray it will cost us about $30/40 a year.
Lew
– I had a man mow the lot in back of my place. There were some small
trees, 2/3
inch diameter, and he was able to mow everything for $120.
Everett
– If
can the big stuff down and pushed over into a pile, maybe get Marydee
to bring
the fire truck down, when we are able to burn, and just burn it. Then get someone else to come in and mow it
down to nothing, which would get the thistles, etc. (At
this point there was a very long
discussion between the Board and the attendees of why the lots don’t
belong to
the airport; can the adjacent property owner buy the lot; what other
common
properties SAPOA owns, etc.) Everett made a
motion
that we approve up to $500 to clean up that lot. The
motion was seconded by Lew and passed
unanimously. Dave – Irma
that should go under professional services in our
budget.
NEW BUSINESS
2005-2006 Dues:
Irma – We have 126 property
members that have paid already.
Twenty-six of them have paid the full amount.
We still have 260 yet to pay their dues. Dave
– The question I have is we have the fall newsletter coming up. We have always made an invoice part of that
newsletter, for people to pay their dues.
This is the first year that we have people that have paid the
full $100
for that year; some people have paid $75 for that year and still owe
$25. Irma
– There are 110 property owners that we need to bill.
Dave
– What I have indicated in the newsletter, or what I am proposing, is
that we
send invoices to those to 110 that have prepaid some, telling them
exactly what
they owe. Irma – 110 have
paid $75, which was a prepayment on the beach road,
and they need to be billed for the $25 annual dues.
The newsletter only has $100 listed for
dues. We can try sending it out first
and see which property owners send in just their $25 that they owe. Dave
– The newsletter is technically done with exception of whatever
revisions that
we want to make. That is easy to
do. We actually have to wait until
September 1st to mail the newsletter out due the fact that
we under
budgeted vs. expenses for mailings. That
way we will be using the 2005/2006 year’s budget to mail the newsletter. (At this point there was a long discussion
between the Board and attendees.) Irma – Can we word the newsletter to
read that the $100 is due, but if you have already prepaid the $75 for Beach Road,
that now
your $25 annual dues is due.
Board
Elections:
Dave – We didn’t have a
meeting, we didn’t have any elections, and we didn’t have any
volunteers. I am of the opinion that if
she is willing
that we reappoint Sarah Kincaid to continue her present term until the
July
Annual Meeting. Also, Karelene Olson
expressed
interest in serving as treasurer and I looked into the By-Laws which
state that
the treasurer can be an ex-officio position; which means you don’t have
to be a
Board member to be the treasurer. As
this is Irma’s last year what I am suggesting is that if Karelene would
be willing
to serve in that capacity, she could start working with Irma and Irma
can
remain a Board member and Karelene can start taking over as the
treasurer; then
she can run for a full term if she wants.
Everett
– When do we actually have to
elect our officers? Dave –
I read through the By-Laws the other night Everett and the
Board members need to pick a vice-president and a president, period;
those 2
positions in September. The Board
Members need to pick those 2 people and then appointment a secretary
and
treasurer. We still may have 7 members
on the Board. Everett
– I make a motion that we appoint Sarah to continue in Dan Abbott’s
position
until next July. The motion was seconded
by Kathleen. The motion was passed
unanimously.
Fall Newsletter:
Dave – If there is anything
in the newsletter that you want to add, or you see something you want
to
change, let me know. Our publisher would
like to have the newsletter before the 17th of August. Everett – With
the changes we talked about to the dues portion, I feel it is fine.
Meeting Adjournment:
Pastor Na made a motion that the meeting be adjourned; seconded
by Everett
Stauffer. The meeting was adjourned at
8:40p.m.