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SAPOA |
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May 18, 2007 Board Meeting |
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MINUTES SAPOA BOARD MEETING MAY 18, 2007 Diamond Point Firehouse
The Board Meeting was called to order by President Gary Getch, at 7:00 p.m. on Friday, May 18, 2007, at the Diamond Point Fire Station. Present: Gary Getch, Annemarie Montera, Marty Tipton, Jim Wilson, Ben Shrenzel and Keith DeStefano. There were six members of the Association in attendance as well.
Minutes:
Minutes of the last three board meetings (March 18, March 29 and April 15) were reviewed by the Board and members of the audience.
For the March 18 minutes, there being no corrections to be made, motion made by Annemarie to accept the minutes of March 18, seconded, no further discussion, motion passes.
For the March 29 minutes, there was a discussion about the 6th paragraph down, “as we see what we’re spending throughout the year, we can rearrange monies in the different funds.” The discussion clarified the paragraph and it was changed to read “throughout the budgeting process” we can rearrange monies in the different funds. Motion made by Keith De Stefano to accept the minutes as amended, seconded. No further discussion, motion passes.
For the April 15 minutes, there was a discussion about the next to the last paragraph that it was stated correctly, but Annemarie believes that Mussel Beach has its funds and doesn’t need any more board approval. Discussion about needing board approval to spend funds over $100. Motion made by Annemarie to accept the minutes as reported, seconded, no further discussion, motion passes.
Treasurer’s Report:
Annemarie presented the treasurer’s report (see attached) as of today’s date. There are more expenses than income coming in, however, it is important to note that people had pre-paid in previous years. We are very close to the monies we will need for the paving of the road. Annemarie is wondering why we have not yet seen the bill for the storage unit. It used to come around May and she hasn’t seen it yet. No further discussion.
Old Business:
Olympic Lawsuit: Do we pursue lawyer’s fees? The lawyer filed for the default, the opposing party did not show up in court and neither did the bonding company, so they are in default and if they want to pursue this, they will have to start over. Attorney fees would only be from the bonding company, not Olympic Excavation. Discussion about using attorney’s fees as a bargaining chip for Olympic to not reopen the suit. There is a little over $3,000 in attorney’s fees, plus what it takes to go after the fees, about another three hours or roughly $800 to $1,000. Annemarie reported that we have $974.30 left in the budget plus 10% of the $7500, so we’ve got $750 plus $974 in funds in the budget if we wanted to go forward to get the $3,000. Discussion about putting an end to the issue and not going for attorney’s fees and using it as a bargaining chip to not reopen the suit. Discussion also that if we go to the bonding company for attorney’s fees, that the bonding company will have it on record that Olympic Excavation did not do the road construction properly and hopefully would not get a bond in the future. Discussion about letting the attorney’s fees go, but that given the way the road was improperly repaired, Jim Wilson was “on the fence” about the issue. Ben reported that there is a $3,000 difference and the best we can do by pursuing this is gain $3,000, and it’s not worth it to spend $1,000 to get $3,000 given the $135,000 we spent on the road. General consensus is to let the attorney’s fees go and not pursue them. The court case is closed. Marty Tipton made a motion not to pursue the attorney’s fees from the Bonding company. Motion seconded, further discussion that the case is closed until Olympic does something which would be a whole new issue. No further discussion, motion passed.
Beach Road Status: Jim Wilson gave an extended report on the excessive washout. Jim went down to fill in the area to prep for paving. There was more damage than expected and Jim called a meeting with Barry Olson and Ev Stauffer and Jim Conquest. They went through the road area and there was an excessive amount of washout on both sides of about a 40’ area. They decided to pursue in unbolting and pulling out that 40’ section and inspecting it a lot closer. Barry Olson has a memo regarding this on the website. The culvert was pulled out and there was major washout, the drain underneath was not working and it could not even be found at that time. The 2’ x 2’ underdrain, directly under the half-round culverts was not there. A track hoe and 6 yards of drain rock were ordered to install properly. This was coordinated by Ev with the contractor, the work has been done and the contractor did an excellent job. The concrete has been delivered to fill in on both sides. The entire road is ready for paving with the exception of spraying the road with Roundup for weed control. We are scheduled for mid-July to have the road paved. We still need to keep the road closed so that no further damage is done to the road prior to paving. There will be a 2-3 day cure time on the paving and then the road will be ready to be driven on. It was reported that someone tore the gate down. Ev said he will weld the gate back together. It was discussed that a new gate would be more appropriate; that will be looked into. We need to remind folks to lock the gate behind them when the road becomes drivable. Ev Stauffer has receipts for payment for what he has done regarding the road. Discussion about whether or not we have to approve the work that was done. It was part of the preparation for paving the road. Jim reported that it was his decision not to get the camera for the drain, he had a quote from Olympic Sewer Repair and Drain in Sequim and they quoted a minimum of about $400 just for the camera that would have only gone up to 150 feet. We were able with very minor expense to go up 260 feet. We know the drain is under there. Where? We’re not sure, but it is running clear all the way through. We need to approve the bill from Bay View Excavating for $542, plus the amount from Sequim Ready-Mix of about $250. If we approve $1,000 for what work you did, then whatever bills come in, we can pay them. Motion made by Keith De Stefano to approve $1,000 for miscellaneous materials to prep and repair Mussel Beach Road, seconded, further discussion about Round-Up purchase for the road. Ev reported that he has Round-Up that has already been bought and paid for the Beach Road. Motion to approve $1,000 for repairs, motion approved.
Ev reported that he has four bales of hay (straw) that we can use on the Mussel Beach Road. It is agreed to keep the road closed until paved to minimize the damage. Information will be put on the web-site and the reader board.
New Business:
Written/Oral Communication: Gary Getch reported that the Paul LaLonde Memorial went off pretty well, there were about 25 people in attendance. We received one phone call complaining about the second budget mail out and the secretary let him know that it was not paid for by the SAPOA Board. We received a signed “Congratulations” card from Ginny Hector stating that she thought we were doing a great job. We also received one anonymous correspondence. We do not respond or address anonymous correspondence. Jim Wilson stated that he has had some input with people in the community stating that it was nice to have things “at ease” again. Several board members stated the same thing.
Newsletter: Gary Getch asked when the newsletter would go out – before or after the general meeting. One newsletter will go out before the general meeting listing some of the agenda and reminding people of the time and date of the general meeting. Jim Wilson stated that one of the DPAA members needs to get an article into our newsletter. Short discussion on who the newsletter editor will be for the time being. Marty Tipton volunteered to put out the next newsletter until the Board can advertise for an editor at the general meeting. Send any articles to Marty Tipton. The newsletter will be out before June 13 by first class mail.
Nominations/Elections Issues: Marty Tipton stated that she has had no members contact her for the “committee.” Marty asked members from the audience to volunteer. Jim Martin volunteered. Discussion about how many positions were vacant: there are five vacancies, everyone except Jim Wilson and Gary Getch. We need to try and find representation from each plat. Kathleen De Stefano volunteered from the audience to join the nominations/election committee. The committee is set: Marty Tipton, Jim Martin and Kathleen De Stefano.
Proposed By-Law Changes: Vicki Taney gave a presentation of proposed by-law changes. There is going to be another meeting before the end of June to discuss all the questions regarding changes. Discussion about how to make changes to the by-laws: individually or by committee. Keith De Stefano brought up a possible change to the by-laws regarding liability insurance for the volunteers who work on the Beach Road. It was mentioned that is why we have the liability insurance coverage. Some board members wanted to continue talking about the “helping hands” issue and it was decided to table this conversation until the proper place on the agenda. Regarding liability insurance, Keith De Stefano wanted to know if our liability insurance would cover volunteers on someone’s personal property. Annemarie stated that our insurance covers us on all the common properties (Beach Road, common lots), not someone else’s personal property. Volunteers who work on the Beach Road or other common areas should sign waivers for liability insurance. A volunteer could get hurt or could cause damage. Further discussion re by-law changes for both insurance and the Helping Hands issue. Was difficult to separate the two issues. Marty Tipton had a question about whether or not the fiscal year was changing. Discussion about when dues were due and when the fiscal year is. The dues will be due on July 1 and past due on August 15. There was discussion about possibly changing the annual meeting to September – this will be a possible by-law change.
Vicki stated that a finalized copy will be available at the July meeting. The lawyers have to be contacted to review the by-laws as well. By-law changes will probably not be voted on until the Fall. Discussion about contacting our current lawyer and ask how many hours he suspects it would take to review the by-laws. The by-laws committee is going through the by-laws very carefully and updating for the times. Extensive discussion re a few of the updates, getting representation for all the plats, the state rules, etc. If anyone has questions about the By-Laws changes, e-mail Vicki Taney with your questions. There will be another meeting of the By-Laws Committee by the end of June.
Helping Hands: Ben Schrenzel has put together a committee and he summarized what they envision it being. “A function where somebody takes responsibility for finding out, soliciting from the community who can do what to help, anything from helping to clean up a yard, to helping get your finances in order, helping with electrical work, helping with medical, whatever. People who can help each other. On the other hand put in place a mechanism for finding out where are the people who need help. Tell people in general to let us know if you need help. And by the way, watch your neighbor, if your neighbor needs help, let us know. And then we would try to act as a conduit to connect the people who can help with the people who need the help. Create a database.” Jim Wilson asked if this is something that would be brought up in the general meeting for volunteers that would help. Extensive discussion about whether or not the board would get involved, it would be a committee. Marty stated what she thought the “helping hands” issue was to be about like the Pam LaLonde issue – she needed some things done, an item was put on the website asking for help, people called her if they could help. End of SAPOA’s involvement. Further discussion about how the board would be involved, why there is a budget item (it’s part of the social committee). Ben stated that he wanted further board involvement, being much more proactive, going out and trying to find out who needs help and actually getting them the help. Ben thinks the liability issues are manageable and thinks there are people in the neighborhood who can help. Extensive heated discussion about helping out in the neighborhood. The Board wants to give people the ability to ask for assistance. The person who needs the help is the one who has to ask for it. They can come to SAPOA and we will get the information out to the helpers and they will contact the person who needs help and the two of them will discuss what needs to be done. SAPOA will have no monetary involvement or no say in who does what for whom. Guidelines need to be set forth and a committee is needed for that. We can put together a list of people willing to help and what they’ll help with. SAPOA would be the conduit to put the person who needs help and the volunteers willing to help together. SAPOA will have no say whatsoever, no liability issues, the person asking for help and the volunteers have to understand that. If they are not okay with it, nothing will be put on the website. Vicki Taney stated that this particular item was under the constitution and they moved it to the committees. There was a question of why it had to be in the by-laws. If people want to help neighbors, they will. Discussion about the social committee being in the by-laws. Any social activities will be at the discretion of the board. Discussion about committees being in the by-laws at all. Certain committees have to be in the by-laws. Ben suggested we take the Helping Hands Committee out of the by-laws and leave the ones that have to be.
Keith suggested that perhaps the board could put together a community “burn” party to burn the fallen branches from the winter storms. He also brought up possibly using Lot 28 for a community garden, fencing out the deer. Ev stated that CERT is toying with the idea of getting some funds together and get a medium size chipper and have chipper parties along the same lines. Discussion about pros and cons of either burning or chipping. Burn is cheaper, chipper creates mulch for all to use. Keith would be willing to set something up. The board wouldn’t have to have a hand in it, just the community working together.
Discussion about putting together a welcome wagon type thing, with welcome letters. The secretary handles the welcome letters. Further discussion about the social committee helping with the helping hands issues. Discussion about possibly have a contest for Christmas/Holiday decorations, or nicest gardens, etc. Possibly putting together garden clubs, photo clubs, hiking clubs, whatever.
Summer General Membership Meeting: Sunday, July 15, 2007, 1:00 p.m., Gardiner Community Center. So far on the agenda we will have the budget ballot results which are due in June 8 and counted on June 9, at 2:00 p.m. at the Firehouse. Another item on the agenda is the nominations, by-laws changes, Mussel Beach Road condition. There was a question about doing a pot-luck prior to the meeting. Rusk Sahnow volunteered to put together the pot luck. However, the notices went out saying that the meeting would start at 1:00 p.m. We need to look at the rental agreement and see when we can be in the building. We will look into putting together a pot-luck prior to the meeting. It will be in the newsletter if we do. Discussion about where plat members are from when they check in. Keith wants to put together a plat meeting re CC&R change for his plat. He wants to hand out his note re his possible CC&R changes to the members from his plat.
Other Comments:
Most of the comments were written above.
Comments/Questions from Attendees:
Ev Stauffer mentioned that someone has taken down SAPOA’s neighborhood watch sign and put up a sign for Diamond Point Realty. There are also Diamond Point Realty signs on street signs. Gary will handle the issue.
Adjournment:
Jim Wilson made a motion to adjourn. Seconded, no further discussion, motion passes. Meeting adjourned at 8:40 p.m.
Respectfully submitted,
Marty Tipton
Martha A. Tipton Secretary
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