IRISH BEACH IMPROVEMENT CLUB

BOARD OF DIRECTORS MEETING

Saturday, January 24, 2009 – 10:00 A.M.

Rex Dunning Fire Station

Open meeting beginning at 10:00AM at the Rex Dunning Firehouse, 15401 Forest View Road.

I CALL TO ORDER/ROLL CALL

President Leon Drolet called the meeting to order at 10:00AM.

Directors present: President Leon Drolet, Vice President RJ Dial, Treasurer Paula Gann, Secretary Pam Harley, Maintenance Directors Gene Cady and Gerry Trujillo. Director Ginger Rodgers was absent.

Others present: Krista Dial, John McGehee, Steve Whitaker and Su Whitaker.

II APPROVAL OF MINUTES OF 10/25/08

Director Gann moved to approve the minutes. Director Dial seconded and the motion passed 6-0.

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

Director Drolet stated that IBIC needs a five year Capital Improvement spending plan. He will begin work on that and present it at the next meeting. Jean Selk will create a more short term “to do” list that will be updated monthly.

Treasurer’s Report: Quarterly financial report: Director Gann reported that the Operating Expenses are $82 over budget and the Capital Improvement fund is about $12,000 under budget. Finance Committee: Director Gann reported that a Finance Committee, consisting of herself, Leon Drolet, Sandra Moores and Jean Selk, met and established a new procedure for bill paying that will provide better oversight. The Committee also began preliminary work on the budget for the next fiscal year, which begins April 1. Ms. Gann stated that she anticipates fewer members in the coming year due to the overall economic situation. In order to produce a budget, she must have input from the Board on the projected cost and timing of projects including beach road paving, pond maintenance, parks maintenance and trail development. She noted that money budgeted for the beach road has not been spent for two years. She reported that both the Capital Improvement Budget and Operating Budget have reserves that can be used if a balanced budget is not possible. The Finance Committee will also make an order of clothing and mugs for the Enterprise Fund.

Maintenance: Pomo Lake maintenance plan: Director Cady reported that he and Pat Robards sprayed and cut some of the cattails and plan to burn them to water level. He will then need to buy bacteria to eat the dead material at the bottom of the pond. He proposed first cutting and removing the cattails above water and then applying an herbicide that will kill them below the water level. There was a discussion and some disagreement about both the health of Pomo Lake and whether more information from experts/consultants is needed to create a short and long-term maintenance plan. Director Gann moved that there will be a conference at the pond with local people and others who are knowledgeable about the subject for the purpose of getting information, assessing the pond and creating a long-term maintenance plan. Director Trujillo seconded and the motion passed 5-1. Director Drolet will create a list of people who should be there, which could include someone from the County. Steve Whitaker said that County employee Jim Ellers came out several years ago for about half a day and said the lake was in good health. Redwoods for Pomo Lake Park: Director Drolet was told by two local nurseries that redwoods will not thrive this close to the coast and instead recommended spruce. The Board decided that he should plant the two redwoods he purchased and, if needed, they can be replaced with spruce. Beach road: Director Cady said he recently sealed some cracks on the up road and he will purchase asphalt to fill the potholes. This should get the road through the winter. He reported that Francisco Gonzalez has sprayed the pampass grass on the beach road and that the best way to remove it is to cut it with a machete and spray. Director Dial reported that Tom Swengle of RCX Construction must have a minimum amount of work in order to make it worth his while to come to Irish Beach and he has not been able to get any additional business paving driveways. Currently, the beach road maintenance plan calls for extending repairs over time based on a prioritized list created several years ago. $10,000 was budgeted for this year. Director Dial suggested doing $20,000 of work at one time, which would solve the RCX problem. Director Dial will get a bid from RCX for all the areas that need work on both the up and down roads and will seek authorization at the April meeting. He suggested that the Board put out the word to anyone that may want a driveway paved and contact owners with new houses.

Technology: Director Drolet reported that Yahoo is having problems with their upgrade, which has made it difficult to post on the Yahoo Groups site. The Irish Beach Yahoo Group now has about 45 members.

Architectural Design Committee: Director Drolet reported that the Irish Beach housing boom has ended. As a result, application fee revenue is down and the ADC will have approximately $100 left at the end of the month. He asked IBIC for a loan of $1000. Director Gann moved to lend the ADC $1000 and Director Drolet seconded the motion. Director Dial asked what the ADC’s costs would be if it went into hibernation. Director Drolet explained that expenses were down by about 30% in the last quarter but that there are still ongoing applications that require ADC services. John McGehee asked if IBIC could guarantee the salary of the ADC secretary. Steve Whitaker stated that the ADC survives by charging builders but that it serves the entire community. He argued that the ADC needs to get away from depending solely on fees and that it is reasonable for IBIC to support it. Director Gann stated that the ADC is a subcommittee of IBIC and that a report can be requested if there are questions about how money is being used. A vote was taken on the motion, which passed 5-0 with one abstention.

Membership: IBIC currently has 185 members.

IB Road Improvement Ad Hoc Committee: Director Dial reported that he spoke with Kent Stevens at the County and learned that the money budgeted for this year will not allow for any repaving. Mr. Stevens has looked at the roads and said they will try to allocate some money for Irish Beach in the coming fiscal year. Director Dial will follow up with an official letter from the IBIC Board.

Trail Development Ad Hoc Committee: Director Harley reported that there is no new activity since the last meeting. She is still seeking a chairperson for the committee. Current members are Gene Cady, Leon Drolet, Nik Epanchin, Robert Kraft, Lisa and Michael Moulthrop, Pat Robards, Gerry Trujillo and herself. Director Drolet said they will need to get an estimate on liability insurance for the trail as well as the cost of maintenance. They may also need legal advice because the trail is on private property owned by Gordon and Sandra Moores. Director Drolet will continue working with Gordon.

Social Committee: Planning for the annual meeting will be done at the next meeting.

V COMMUNICATIONS

Complaint received regarding an unattended dog in the beach parking lot: After a short discussion, the Board members agreed that this is not an IBIC issue. This was followed by a discussion of household garbage in the beach garbage can. Director Cady requested Jean Selk to contact the homeowners on the beach road and instruct them to take their garbage to the trashcan in Gazebo Park so it does have to be hauled up by Director Cady.

VI UNFINISHED BUSINESS

VII NEW BUSINESS

Annual Dues notice: Leon reported that they are working on the budget with the assumption that dues will remain at $200 for the year with a $75 voluntary surcharge for those who rent their homes as a business. Director Gann suggested including a request for donations to the Fence Fund with the dues mailing. She agreed that it could be including with the mailing for the Annual meeting. That mailing will also include a letter asking people to control pampass grass on their property. The dues notice will include a reminder that members can avoid paying another Initiation Fee by keeping their membership current.

Board seats up for election: The two-year terms of Directors Cady, Dial and Gann are up for election. Director Dial said he would run again if no one else does. Director Cady said he would like to give someone else a chance. Director Gann said she would run again.

IX ADJOURNMENT/ NEXT MEETING DATE

The next meeting is scheduled for April 25, 2009.

The Annual Meeting of the Membership will take place on May 2, 2009.