Sunshine Acres Property Owners Assoc.

Special Board Meeting

February 17, 2006

Meeting Call to Order

   The meeting was called to order at 7:31 pm by President Dave Taney.  A quorum was established with all 6 current Board Members present.  The Secretary and 7th position remains vacant.  4 property owners were present. 

Secretary’s Report 

          In the absence of a Secretary, President Dave Taney presented the minutes of the November 7, 2005 Board Meeting which had originally been drafted by then Secretary Kathleen DeStefano.  The minutes had been reviewed and revised based on an e mail request by property owner Cecilia Eckerson and for Nancy Drake.  Neither of whom were present at the current meeting.  Vice President Everett Stauffer made a motion that the revised minutes of the 11-07-05 Board Meeting be accepted as presented.  Sarah Kincaid seconded the motion.  The motion passed unanimously.

 
Treasurer’s Report 
          The Treasurers Report was presented by Treasurer Irma Martin.  A copy may be found on SAPOA’s web site under the Financial Reports section.  Irma pointed out that SAPOA had received a $ 300.00 donation to the Beach Road account from Diamond Point residents Megan Black and Carl Peecher.  Vice President Everett Stauffer made a motion that the Treasurer’s Report be accepted as presented.  Lew Morello seconded the motion which passed unanimously  

2006-2007 Budget Process 

          President Dave Taney reviewed the process required to construct a budget covering the period September 1, 2006 through August 31, 2007.  He pointed out that the Board had over the past few years avoided any increase in dues to cover the normal operations costs, but the time may have arrived to consider that action.  He also pointed out that we may want to consider restructuring the portion of our dues associated with the Beach Road in order to pave the road sooner rather than 1-2 years later.  He asked that at the next Board meeting that we have a serious discussion on these issues and begin assembling the subject budget.  Dave pointed out that it is time to deal with this problem rather than passing it on to the next Board of Directors.  Dave and Everett pointed out that liability insurance could be expected to increase, and professional services would need additional funding.  Everett called to the Board’s attention that we were at or near the limit of our 05-06 budgeted amounts in this category.  Keith DeStefano suggested that an accrual account be established for the maintenance of the Beach Road.  This would be an account similar to what is currently being done for the Detention Pond.  This account would be capped at a predetermined level and maintained fully separate from the current road construction costs and expenditures.  Keith pointed out that we can not totally depend on volunteers to do the maintenance.  Everett replied that volunteer efforts might improve once the current adversarial attitudes subsided.  Sarah Kincaid asked if current Mussel Beach funds couldn’t be used for this maintenance.  Everett replied “no current funding is slated for construction/repairs only. 

          Dave Taney stated that it may be time to “think outside the box” relative to funds for the Beach Road and not be locked into current configurations.  Maybe it’s time to rethink the whole 2006-2008 picture.  Lew Morello commented, the dues amount going to general operations have not exceeded $25.00 for more than a decade.  This is an extremely small amount compared to other similar associations with even less amenities. 

          Vice President Everett Stauffer said since we’re talking about thinking outside the box, could we consider selling unused common property that provides no benefits and costs us mowing and maintenance money.  We’re talking about 2 lots at the corner of Diamond Point Road and Discovery View Drive.  They comprise approximately 2 acres.  The lower lot is not suitable for building, but the upper lot could be built upon.  We could sell them as a package with the stipulation that no structure could ever be placed on the lower portion.  Real estate estimates are in the $100,000.00 range.  Irma Martin said a lot of buyers are looking for property in this area.  Everett said the funds derived from the sale could allow us to finish the total Beach Road project much sooner than contemplated, fund a maintenance account, cover current legal costs, and possibly reduce future dues levels.  Everett pointed out that some resistance from the DPAA might be expected.  Dave Taney advised the Board Members that a ballot would be necessary and what requirements would need to be met.  He also commented that adjoining lot owners be advised and a “rite of first refusal” be given to them prior to a public listing. 

          Everett Stauffer presented a request for an additional $500.00 for crushed rock to be placed at the top section of Mussel Beach Road to put the finishing touch on the most recent rock cap.  Everett also asked if the Board wanted the BRC to obtain paving bids that would be current and realistic now that the road was in a “ready to pave” condition.  Lew Morello made a motion to approve Everett’s $500.00 request. It was seconded by Sarah Kincaid.  The motion passed unanimously.  Board members all agreed that the BRC should pursue current paving bids ASAP.  Barry Olson recommended that the BRC be expanded by a couple more members.  The Board concurred. 

Washington Dept. of Ecology 

          President Dave Taney advised that he had been contacted by Betsy Dickes, a representative of the Washington Dept. of Ecology, as a result of complaints regarding dirty water from the Beach Road going into the Strait of Juan de Fuca.  Dave discussed the issue with her and advised her to go to our web site for many pictures of the project and also directed her to Clallam County inspector Donnelle Prat who approved the project in December 2005.  Dave offered to do a joint on site inspection with the Dept. of Ecology at any time they would desire.  Dave encouraged that action as a way to totally resolve any and all complaints.  SAPOA has nothing to hide so “please come and look”.  Barry Olson stated that the water quality was nearly drinkable. 

Architectural Representatives 

          Everett Stauffer who serves as SAPOA’s representative to the architectural committees gave notice that he will be gone on vacation for extended periods of time (possibly June) this year and desired an alternate person to serve as a fall back in his absence.  Keith DeStefano volunteered and was approved by the Board of Directors. 

Mussel Beach Road Usage Guidelines 

          Bob Eberhard submitted his recommendations for revising the usage rules and regulation relative to Mussel Beach Road.  Discussion centered around providing toilet facilities and garbage removal.  Pros and cons of having facilities were voiced.  Bob’s recommendations will be passed on to the BRC for consideration.  Everett expressed his desire to keep the rules and regulations simple and few in numbers.  Barry Olson volunteered to monitor garbage disposal and haul away what accumulates providing it does not become overly excessive. 

Olympic Excavation litigation 
          Everett Stauffer made a motion that discussions relative to litigation with Olympic Excavation be conducted in closed session.  Lew Morello seconded the motion which passed unanimously.  The meeting was adjourned to closed session at 8:20 pm.

          The meeting was reconvened at 9:00 pm

          President Dave Taney stated that litigation status and legal expenses were discussed in the closed session.

          Everett Stauffer made a motion that the Board of Directors send out a ballot seeking membership approval of an expenditure amount up to $5,000.00 from the current Beach Road funds for legal expenses directly related to the Beach Road project and asking for approval to sell the 2 lots comprising 2 acres of common property located at the corner of Diamond Point Road and Discovery View Drive and use that sale receipts money to add to the current Beach Road account allowing finishing that project and to fund a maintenance account  Lew Morello seconded the motion.  The motion passed unanimously.

  Open Comments

            Barry Olson brought up the concern of Scotch Broom and other noxious weeds in county right of ways and signage obscured by shrubbery.  It was suggested that in those case the first step was to point it out to neighbors and property owners as a courtesy and if not addressed notify Clallam County Roads Dept. asking for assistance.

Meeting Adjournment

            Everett Stauffer made a motion that we adjourn.  It was seconded by Lew Morello.  The meeting was adjourned at 9:15 pm.