Board Members Present:
Mr. John LeDoux, President
Ms Pat Buescher, Treasurer
Mr. Steve Weisensee, Vice President
Board Members Absent:
Mr. Walt LeDoux,. Secretary
Mr. C.W. Taylor, Vice President
Order Of Business
Call to Order; Determination Of Quorum
o The President called the meeting to order and announced that with three Board Members present, a quorum was established.
Reading & Approval Of The Minutes Of Previous Meeting
In the absence of the Secretary, the President set aside the reading of the previous minutes until the supplemental board meeting to be held on 12 October 2005.
Treasurer’s Report
The Treasurer passed out copies of the Balance Sheet, P&L, A/R Aging, and Reserve Account Statements.
The Treasurer suggested to put up to $50,000 of the Reserve Funds into a CD as that would draw additional interest while maintaining the liquidity necessary in the event of an emergency. It was moved, seconded and approved to place $50,000 into a CD.
The Treasurer also advised that the A/R aging is very positive with virtually all owners substantially in a current status and she is working closely with anyone who is not fully up to date as a result of the previous management.
The Treasurer stated that the association is now in a position to begin setting aside funds on a monthly basis to cover taxes and insurance when they become due so that we can take maximum advantage of the discounts for full and complete payment.
The P&L and Balance Sheet through 30 September 2005 will be posted to the WEB site for members review.
A motion was made and seconded to accept the Treasurer’s report, with a unanimous decision to accept.
Old Business.
Committee Reports.
Facilities & Grounds.
o In the absence of the chair, the facilities and grounds report was tabled until next meeting.
o The President commented on the great success of the workday. A lot of work was accomplished, probably even more that could be truly envisioned and it is a good start for another workday in the spring for spring-cleaning.
Fire, Security And Safety
o Fire Marshall walkthrough
Steve Weisensee, the chair, stated that the fire department conducted an inspection of the facilities and informed the association that the facilities are in the best shape and of the highest quality of any moorage within their jurisdiction.
The chair also reported that the standpipe system on the docks needs to be pressure tested once every 18 months. This needs to be done through the Fire Marshals office that will then direct Station 17 to conduct the test. Now that winter is upon us, Steve suggested we tentative mark our calendars for next spring to request the Stand Pipe Test with the Fire Marshal. John LeDoux suggested that we do this annually so that we are not trying to conduct the test during any winter months. Discussion on fire marshal inspection.
o Gate
John LeDoux pointed out to the committee that the exit gate is still too sensitive to pressure and fails to close on some occasions. The committee will address the issue with the gate company.
Architectural Review
o John LeDoux, the chair, noted that at the direction of the committee, representatives made a cursory inspection of the facilities and floating homes for the purpose of identifying items that need to be addressed by the ARC and BOD. A general list was provided and made part of this report.
o It was noted that the committee needs to re-inspect, identify the specific moorage slip number with identified issues relative to the CC&Rs and provide the list to the BOD to formulate letters to the owners for corrective action. BOD letters will be sent out after the December meeting.
By-Laws, CC&Rs And Rules
o In the absence of the committee spokesperson, and to have a sufficient amount of time to address the CC&R changes, a special meeting is set up for 11 October 2005 to address this committee report.
Violation & Adjudication
o The Chair indicated that there have not been any formal reports of violations. Without any formal reports of violations, there is not reason for adjudication.
Other old Business
Excess Charges by the City of Portland for Water service November, December 2003 and January 2004. The City Water Bureau denied our request for an adjustment stating that without there being a break in the water line service and a subsequent repair, they treat it as normal usage. They will re-address this issue if we can show where there was damage and subsequent repair. Reviewing records, there was damage done to the Zezak home during that period of time. We have obtained the repair receipt and will re-submit for the review.
New Business
Construction Time Extension submitted by Ettinger @ Slip #21. John LeDoux stated that at the next meeting, this subject will be addressed and a resolution indicating when 75% of the moorage was developed. The passage of this resolution will lead to the discussions for extension of time requested by Mr. Ettinger.
A request by Jon Case #12 to consider a special gate code for guests during the holiday season. One that begins the day before Thanksgiving and ends the day following the New Years Holiday. It was moved and seconded to provide all owners with a special guest holiday code beginning the day before Thanksgiving and ending on the first day after the New Years holiday. The vote to the motion was unanimous.
Over the past couple of years, the subject of separating the metering of the water and sewer has been passed among several of the owners. With the work that has been going on regarding the water bill issue, we have also done some additional research into separating the sewer meter. Janzen moorage separated their meters. Their initial outlay was in excess of $7000. They have 175 slips and they returned their investment in 8 months. In our case, we have an estimate of $2800 to install the meter; the city will either read it or allow us to read it with review. We have 32% of the number of slips and about 40% of the cost. Given this fact, our return may take a little longer but is worth the investment. A motion was made, seconded and unanimously approved to have a sewer meter installed at the approximate cost of $2800.
John LeDoux noted that the annual membership meeting is coming up in January and that the board position held by Walt LeDoux expires at that time. Walt’s position was for a one year term. Nominations need to be received for a mail in ballot prior to the annual meeting. The nomination will be for a three-year term. The BOD appointed John LeDoux as the chair of the nominating committee with duties to provide nominations for a mail in ballot for a single position on the BOD for a period of three years.
There being no further business, the meeting was adjourned at 8:20 PM.
Secretary Note: The Board agreed to reconvene on October 11 to finish some critical business (By Laws and CCR Amendment proposals) at that time.
Board Meeting Continuation held on Tuesday, October 11, 2005.
Board Members Present:
Mr. John LeDoux, President
Ms Pat Buescher, Treasurer
Mr. C.W. Taylor, Vice President
Mr. Steve Weisensee, Vice President
Mr. Walt LeDoux, Secretary
Order Of Business
Call to Order; Determination Of Quorum
o The President called the meeting to order and announced that with all five Board Members present, a quorum was established.
Old Business.
Committee Reports.
Facilities & Grounds. (Sec Note: Since CW was unavailable for the regular Board Meeting the Board accepted his report at this time)
o CW reported that the annual work party was a success. Cost for the picnic/dock party was around $200.00 and was easily offset by the savings we realized by doing all the (real) work ourselves.
o Accomplishments included:
Measured dock levels and now have established a set of trend records. Next step is to re-level. Will get bids to get work done.
Pressure washed all the garages and most of the docks on the west end.
Cleaned up the single garages (Moorage Office & Storage garage).
o Dye has been procured to test for any possible sewer line leaks. The dye is simply dropped into certain home toilets and after several flushes, observes for leaks on the main walkway sewer lines.
o Brochures for new dock lighting were obtained
o Suggested budget items include:
Check valves must be tested
Walkway floatation – need quotes
Lighting – need prices
Landscaping – get new quotes
Garbage and recycling – get new quotes
o The treasurer suggested that we formulate a wish list by December for inclusion into our 2006 budget. The board decided to work on that during the November board meeting.
CC&Rs.
o Walt LeDoux passed out a list of 12 proposed Ballot Measures amending our By Laws and CCRs.
o With some modifications, the board decided to remand all 12 Ballot Measures to the General Membership.
o The Secretary was directed to have the Ballot Measures in final form and ready for a mailing to reach all members before 20 December. The ultimate goal is to have all ballots returned by 20 January.
o The newsletter will have an article about these changes to further explain their purposes.
Request for Construction Extension
o The board has received a request for an extension of time to finish construction by one of our members.
o The Board first decided to vote on a resolution stipulating the date when 75% of the slips were developed. The resolution recognizes the date established by the developer, which was June of 2004. The motion was seconded and passed unanimously.
o The board further decided to write a response to the request that stated the Board had no authority to grant such an extension and that the owner was encouraged to complete his project on time.