TIME & PLACE: 7:00 PM on Thursday, March 5, 2009 at the Moorage Office (C-7) located at 2630 N. Hayden Island Drive, Portland, Oregon, 97217.
Board Members Present:
· Mr. C.W. Taylor, President
· Mr. Steve Weisensee, Vice President
· Ms. Lorraine Creek, Vice President
Mr. Clyde Cornell, Secretary
Board Members Absent:
· Ms. Pat Buescher, Treasurer
Order Of Business
· Call to Order; Determination of Quorum.
o The President called the meeting to order and announced that with 4 Board Members present, a quorum was established.
· Reading & Approval Of The Minutes Of Previous Meeting
The Secretary e-mailed out minutes from the previous meeting.
Moved, seconded and passed unanimously to approve February’s Board Meeting minutes.
· Treasurer’s Report – Pat Buescher, Treasurer
Water is over budget $2,300 YTD
Moved, seconded and passed unanimously to approve the Treasurer’s March report
·Old Business
Standing Committee reports
Facilities & Grounds – C.W. Taylor
§ Notification of sewer/water leaks, water usage continues to be high
o Proposed time periods to initiate repairs following notification…
§ 24 hours sewer / 48 hours water to initiate repairs
§ Must follow up in writing within time period to BOD
§ Must confirm repairs complete in writing to BOD
§ Moved, seconded and passed unanimously (See Attachment 1)
Fire, Security And Safety – Steve Weisensee
§ Reports nothing new
Architectural Review – Clyde Cornell
§ Reports #16 slip is in sale process
o House is currently at Jantzen Beach Moorage
o Visual inspection and measurements taken, passed
o Approved by ARC
By-Laws, CC&Rs And Rules – Lorraine Creek
Reports nothing new
Violation & Adjudication - Pat Buescher
§ Pat is absent, but it was noted that an outstanding fine of $60 for a dog violation from last year, for Slip #32, remains in arrears
· HINOON & Columbia River Crossings Project – Neighborhood Rep., Esther Wright
Safety & Security (Esther is Chair of the HINOON committee)
As reported last meeting, City will decrease number of police precincts
Hayden Island will continue to have same officers
Due to budget cuts, there will be no 4th of July fireworks
Next General Meeting will be March 12th
HINOON Board will have openings
4 at-large member openings
3 business member openings
Esther encourages moorage owners to run
The Port of Portland wants to build a port terminal on the Island
Will affect traffic on N. Hayden Island Drive
Up to 5,000 employees at other terminals
Audubon Society of Portland addressing environmental issues
HINOON and Friends of North Hayden Island opposing new terminal
· Long Range Planning – Charlie Arkebauer
No new report
· Internet WiFi – Skip Nitchie
Vendor still unable to deliver equipment needed for test
Will shop other vendors
· Ramp Lighting – Mike Maiden
Update…Ramp hand railing has curved feature
LED “rope” lighting may fit into indentation
Light may be indirect, except onto ramp surface
Will obtain samples of light ropes to test
New Business
· Number of gate cards and remotes per slip
CW and Walt LeDoux confirmed that current rules allow unlimited cards and remotes
Two cards are issued at no charge
Two remotes are available for $25 each
Additional cards are available for $100 each
Additional remotes are available for $125 each
It was discussed that ours is a private moorage and, as such, there must be some oversight of the number of cards and remotes issued
BOD proposed we continue to issue two cards and the option of two remotes per slip, and,
Any additional cards and/or remotes must be approved by the BOD
May be approved at BOD meetings or, in between meetings, per e-mail
Moved, seconded and passed unanimously (See Attachment 2)
· Fee schedule for absentee landlords
Steve noted that, in Hawaii, absentee homeowners were taxed at a higher rate
Should our Moorage charge a fee for absentee owners was discussed
Walt advised that this is not a decision for the BOD
Would require vote by owners
· Long distance charges for gate access
There are six slips that incur long distance charges when called from the entrance gate
The BOD has chosen to absorb the minor costs to date, however,
One slip has averaged over 250 calls over past three months
BOD proposed we continue to absorb minor long distance charges, and,
A $25 per month fee be added to HOA dues when usage exceeds 30 calls in any month
Moved, seconded and passed unanimously (See Attachment 3)
· Committee member openings
Several of the committees have openings
Discussed posting the openings to owners
The BOD would like to fill the openings with owners not currently serving on other committees to encourage more involvement by more owners
Clyde will assess the needs and post the number of openings on which committees, and who interested owners should contact
· Reporting violations of CCRs or Rules
Owners have been encouraged to first speak to violator to correct violations
This procedure sometimes results in he said – she said situation regarding what was reported and when
BOD believes documentation will resolve this
When witnessing a violation, owners are still asked to speak to violator, and follow up with an e-mail to the BOD, copying the violator, listing the violation, time, date and details
If violator’s e-mail address is unknown, the reporting owner should ask the BOD to forward the e-mail to the violator
BOD will invoke the fine processes if violations continue
· Behavior of Tenants of Slip #32
Several owners attended the meeting to voice concerns
Report speeding in moorage
Report tenants and/or tenant’s guests attempting to enter the exit gate
Report harsh/profane language when not allowing entrance through exit gate
Report feeling threatened when accosted by tenant for not allowing entrance of guests through exit gate
C.W. asked owners to report violations of CCRs and Rules to the BOD via e-mail
§ Reminder Date, Time, & Place for next Board Meeting.
Day – First Thursday in April (April 2, 2009)
Time – 1900 (7:00pm)
Place – Moorage Office
§ Adjourn
President C.W. Taylor adjourned this meeting at 8:16pm
ATTACHMENT 1 – SEWER AND WATER LEAKS
Pollution from sewer leaks and wasted water from water leaks can plague a moorage. Effective immediately, when an owner has received notification of a sewer leak, that owner has 24 hours to initiate repairs and report the action to be taken to the Board of Directors. The owner also must report to the BOD when repairs have been completed. The same procedures apply to water leaks except the initial time period to report action to be taken is 48 hours.
ATTACHMENT 2 – GATE ACCESS APPLIANCES
Maintaining that our moorage is a private moorage, there must be some scrutiny applied to the number of gate access appliances issued to each slip. Effective immediately, these policies apply to gate access cards and remote devices:
Each slip owner will be issued two gate cards at no charge
Each slip owner has the option of purchasing up to two remotes at $25 per device
Any additional gate cards or remotes for any one slip must be approved by the Board of Directors
Owners may request approval by including the request in the BOD meeting agenda or, between BOD meetings, per e-mail to the BOD officers
If approved, additional gate cards are $100 each
If approved, additional remotes ar $125 each
Report any lost gate cards or remotes to the BOD, and if the owner desires to cancel one
ATTACHMENT 3 – LONG DISTANCE GATE CHARGES
Maintaining that our moorage is a private moorage, guests of owners and tenants must use the pad at the gate to gain access to the moorage, which initiates a telephone call to the owner or tenant to open the gate. Depending on the owner or tenant’s telephone number, these calls may result in long distance charges to the moorage. Effective immediately, long distance calls in excess of 30 calls per calendar month will result in a $25 per month service and processing fees, added to the monthly Association dues.