BOARD OF DIRECTORS MEETING
Saturday, July 25, 2009 – 10:00 A.M.
Rex Dunning Fire Station
Open meeting beginning at 10:10AM at the Rex Dunning Firehouse, 15401 Forest View Road.
I CALL TO ORDER/ROLL CALL
Vice President RJ Dial called the meeting to order at 10:10AM.
Directors present: Vice President RJ Dial, Treasurer Paula Gann, Secretary Pam Harley, Maintenance Director Gene Cady and Director Ginger Rodgers. President Leon Drolet and Director Gerry Trujillo were absent.
Others present: Nik Epanchin, Nancy Sequest, Richard Sequest, Lu Vickery and Bettye Winters.
II APPROVAL OF MINUTES OF 4/25/09
Director Gann moved to approve the minutes of 4/25/09. Director Cady seconded and the motion passed 5-0.
III PUBLIC
INPUT for items not on the agenda. The
public will be given an opportunity to address concerns about agenda items as
they occur in the agenda.
IV REPORTS
Treasurer’s Report: Director
Gann submitted the first quarter financial report. Membership is higher than projected,
including four new members, so there is unbudgeted revenue in the Capital Fund
from Initiation Fees. The Capital Fund
shows a large expense because of the work on the beach road. Director
Gann stated that IBIC is within budget in the Operating Fund although the cost
of garbage collection will increase. The
year to date landscaping expense is $10,600 and the budget for the whole year
is $12,800. Jean Selk stated that
Francisco Gonzales said he will do one more mowing before Labor Day and that
will be all for the year. There will be
some additional expense to keep the ditches on the beach road clear through the
winter but he believes he can stay within budget. Maintenance: Fence:
Ed Velasquez submitted an estimate to replace three posts and
three rails at a cost of $1300. IBIC has
$3000 budgeted from the Fence Fund for the year. After some discussion, it was agreed that
Director Cady will walk the fence to assess how many posts need to be replaced
and how many can be reinforced with steel posts for a while longer and he will
pass instructions on to Ed. Beach
Road: Portions of the beach road
were resurfaced in the first week of June by RXC, Inc. of Santa Rosa. Director Cady reported that they did a good
job. There was one remaining crack in
the up road, which Director Cady sealed.
Park picnic tables and benches:
In addition to trying to rehabilitate some of the existing wood picnic
tables, the Board wants to begin replacing them with tables and benches made of
composite material that will not need maintenance, as discussed at the April
meeting. Director Dial has located plans
from Popular Mechanics that IBIC can purchase for $18.00. Directors Cady and Trujillo will purchase
composite material from Freidman Brothers in Ukiah and build two new
tables. Misc.: Directors Cady and Trujillo poured a cement
slab under the port-a-potty in Pomo Lake Park and saved IBIC the expense of
hiring a contractor. Director Trujillo
will install the skirting for the port-a-potty in Gazebo Park. Director Gann thanked Directors Cady and
Trujillo for all their work.
Technology: There is no report.
Architectural Design Committee: Proposed changes to application and extension fees: Director Dial explained that the ADC is looking to the Board of Directors for approval of fee changes. The Committee proposes raising fees for all construction permits by $200. The $200 increase is refundable if the applicant is a member of IBIC for the duration of the permit and any permit extensions. The idea was first discussed at the most recent Annual Meeting of the Membership. The fee increase serves the purpose of increasing revenue for the ADC, encouraging membership in IBIC and recognizing the financial contribution IBIC members are willing to make to support the ADC, as expressed at the Annual Meeting. Nik Epanchin, an ADC member, argued that the $200 increase is adequate for Minor Exterior Improvement projects, which are finished within months, but that the increase should be greater for Major Exterior Improvement (MEI) and New Home Construction (NHC) permits which generally take two and three years respectively to complete. He proposed raising the fee by $400 for MEI projects and $400-$600 for NHC projects. He stated that Leon Drolet, the ADC Chairperson, does not agree with this idea. The Board revised the proposal to state that the permit fee for NHC and MEI permits will be raised by $400 and the fee for Minor Exterior Improvements and all extension fees will be raised by $200. The additional fee will be refundable for those who are IBIC members for the duration of the permit or permit extensions. Proposed change to Performance Deposit: Nik Epanchin explained that the ADC is also seeking IBIC’s approval for changes to the Performance Deposit (PD) policy. Currently the PD, which is $750 for New Home Construction and $375 for Major Exterior Improvement permits, only applies to location and height verifications. These are usually done by a surveyor to confirm conformation to the approved plans and when satisfactorily completed, the PD is refunded. The ADC proposes that the PD be increased to $1000 for both permits and the scope be expanded to included conformation with all the terms and specifications of the permit and approved drawings, including timely completion. Three Committee members must verify compliance and sign off on the permit before the PD is refunded. Director Gann moved to approve the proposed changes to the ADC fees and Performance Deposit as revised. Director Cady seconded the motion, which passed 5-0. Director Gann moved to amend the previous resolution to eliminate the effective date of the increase and allow the ADC to determine that date. Director Cady seconded the amendment, which passed with none opposed. Director Dial and Mr. Epanchin agreed that the ADC should discuss producing written operating procedures for the benefit of future Committees.
Membership: Jean Selk reported that IBIC has 182 paid members of which 29 pay the $75 renters surcharge. Two other members have promised to pay. There have been 4 new members since the beginning of the year. Four people did not renew their memberships.
IB Road Improvement Ad Hoc Committee: Director Dial stated that he has drafted a letter to send to the County Board of Supervisors, if approved by the IBIC Board. The letter will be posted on the web site and community members are encouraged send a copy or their own version of the letter to Supervisor Colfax.
Social Committee: Labor Day Weekend Picnic: The picnic will take place on September 5th in Pomo Lake Park. The option to hold the picnic in Gazebo Park will be kept open in case it is very windy.
V COMMUNICATIONS: There were no communications received.
VI UNFINISHED BUSINESS:
VII NEW BUSINESS
IBIC financial support of the IBADC: The ADC is financially independent of IBIC and keeps a separate set of books. IBIC does not oversee the ADC, but does appoint its members. Historically, the ADC has operated with monies collected for permit application fees; however, this revenue source is now almost zero due to the economic recession and the resulting lack of new construction projects. At the Annual Meeting in May, IBIC members expressed strong support for the idea of financially supporting the ADC and of exploring the idea of commingling funds and keeping one set of books. After a lengthy discussion, The Board members concluded that that IBIC and ADC funds probably can be legally commingled, but that legal council should be sought. Director Gann suggested that the IBIC President utilize a real estate attorney for a legal opinion as to whether the IBIC bylaws allow the ADC to function as a committee of IBIC, including financial commingling, and if not, what would need to change to make that possible. Funding for the attorneys fees will come from the Capital Improvement Fund. Director Gann also suggested that IBIC revisit the bylaws to ensure that they clearly state IBIC’s function.
ADC appointments: The five current ADC members, Leon Drolet, Nik Epanchin, John McGehee, Gordon Moores and Walt Salmen, have agreed to serve for another term. Director Dial moved to reappoint the existing Committee members for a one-year term ending July 31 2010. Director Gann seconded the motion, which passed 5-0.
Pomo Lake Maintenance Plan proposals: IBIC sent out eight requests for a bid proposal for a Pomo Lake maintenance plan and received three replies. Director Dial noted that none of the submitted proposals include analysis for the health of the lake, maintenance and carry through. He expects a consulting agency to explain what permits are needed and how to go through the permit process. He stated that the Pomo Lake Committee must now dissect the proposals and create a bid outline, which can be sent back to the eight entities.
IX ADJOURNMENT/ NEXT MEETING DATE
The meeting was adjourned at 12:10PM.
The next meeting is scheduled for October 24, 2009
Submitted by Jean Selk