IRISH BEACH IMPROVEMENT CLUB

BOARD OF DIRECTORS MEETING

Saturday, January 26, 2008 – 10:00 A.M.

MINUTES

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

I CALL TO ORDER/ROLL CALL

President RJ Dial called the meeting to order at approximately 10:00AM.

Directors present: President RJ Dial, Vice President Paula Gann, Secretary Susan Rush, Maintenance Directors Gene Cady and Brian Carter and Technology Director Leon Drolet. Treasurer Sandra Moores was absent.

Others present: Nancy Epanchin, Patrick L. Robards, Lu Vickery, Su Whitaker, Bettye Winters and Bob Winters.

II APPROVAL OF MINUTES

Minutes of 10/27/07: No comments were received. Director Drolet moved to approve the minutes. Director Cady seconded and the motion passed without opposition. Directors Gann and Rush abstained.

III REPORTS

Treasurer’s Report: Director Gann moved to approve the report as presented. Director Dial seconded and the motion passed without opposition.

Maintenance: Director Carter reported that three fence posts and two rails are in need of repair or replacement. Jean Selk will contact Ed Velasquez. The beach gate is currently in working order but continues to rust. Director Cady will contact Tyrone Construction of Cloverdale to get prices on a new gate and card reader versus the cost of resurfacing the existing. There was a discussion about whether the price charged for gate cards ($15) should be increased or if there should be a limit on the number of cards each per member. Jean Selk will create a spreadsheet for all the cards distributed through the years to identify if any abuse is going on and if a limit needs to be set. Director Carter reported that a small oak tree fell over adjacent to the beach road, several small slides need to be cleaned up, and logs need to be cleared from the parking lot. He filled some small cracks on the beach road and reported that there are some potholes in the S section. Director Dial reported that, when the weather allows, RCX construction will lay down petromat and repave two areas of the road: the S curve down to the area where the up and down roads meet, and just below the area that was repaired in 2006 on the up road. A tree limb fell from Gazebo Park into the Trathen’s back yard. Francisco Gonzales will be contacted to remove the limb and to remove the fallen tree and slides on the beach road. He will also be asked to trim the tree canopy along the beach road so that an emergency vehicle can use the road. Clean up of the parking lot will wait until the winter storms are over. Director Moores is still seeking bids for rebuilding the gazebo and constructing port-a-potty screening.

Technology: At the last meeting, the Board authorized Director Drolet to find a new web host in order to solve the problem of limited storage space with MCN. Director Drolet reported that MCN has increased its storage capacity to 5GB for $15 per month so there is no need to change hosts. Minutes, treasurer’s reports, construction applications and other documents relating to IBIC, IBADC and Water Board meetings are posted on the web site.

Architectural Committee: Director Drolet reported that two candidates were interviewed to fill the open position on the Committee: Brad Dyson and Walter Salmen. Based on the interviews and their qualifications, the Committee recommends the appointment of Walter Salmen. Mr. Salmen has 35 years experience in the construction industry and recently built his own house in Irish Beach. Director Drolet moved to appoint Walter Salmen to the IBADC for the remainder of the term, or until July 31, 2008. Director Carter seconded the motion, which passed with no opposition. There was a discussion of the nature of the relationship between IBIC and the IBADC. No action was taken.

Membership: There is no change in the membership since the last meeting.

IB Road Improvement Committee: Director Dial reported that he has been exchanging phone messages with Margaret Ballou, who volunteered to head the committee. The goal of the project is first, to find out if the County has plans to repair any Irish Beach roads, then to bring unaddressed problem roads to their attention (initially Cypress Circle, Cypress Point Road and Cypress Parkway). If that does not produce results, some kind of partnership could be formed with property owners on the affected streets for the purpose of exerting pressure on the County to do the repairs. Any one who would like to serve on the Committee should contact Director Dial or the IBIC administrator.

Trail Development: The goal of this project is to develop a trail from the beach to the ridge on IBIC easements. The first step is to determine if the project is viable and what kind of permits are needed. Volunteers are needed to do the paperwork part and as well as the actual trail planning and building.

III COMMUNICATIONS

Email from Nik Epanchin, IBADC member, requesting written information explaining the IBADC insurance coverage under IBIC’s omissions and errors coverage: Leon stated that he communicated with Nik and confirmed that the IBADC is covered.

IV UNFINISHED BUSINESS

General policy for tree removal and pruning requests in IBIC property and easement areas: A draft policy was presented by Director Dial and formatted by Director Gann based on discussions held at the last two IBIC Board meetings. (7/28/07 and 10/27/07). The policy states that requests for tree or vegetation trimming or removal will be assessed based on hazard to people or property. The Board agreed to change the wording to state that community members may bring tree-trimming requests to the Board, not just IBIC members and to change the last sentence to state that the policy does not limit normal “IBIC activity” instead of “BOD activity”. Pat Robards stated that IBIC’s insurance will have to pay the bulk of the cost of any property damage resulting from a fallen tree, that IBIC no longer recognizes the specified tree height restrictions and that IBIC has a moral responsibility to remove hazardous trees. He explained that the trees in the park were planted and at one time kept trimmed at 18ft. The trimming was not continued and as a result, in his opinion, they have become dangerous. He asked that the Board consider the effect of light blockage as trees grow up and stated that pampass grass removal should be addressed in the policy. Director Gann explained that the liability issue was discussed earlier. The policy is meant specifically to address requests for tree trimming and removal and is not intended to be a general landscaping policy. The proposed policy is not a bylaw amendment and will be posted for a 30-day comment period on the web site. Comments will be discussed at the next board meeting and final approval may be made at that time. Director Gann moved to accept the policy with the two changes discussed. Director Dial seconded and the motion passed with no opposition and one abstention. Director Rush suggested that the policy be adopted at the annual meeting.

V NEW BUSINESS

Architectural Committee appointment: See above, “Reports: Architectural Committee.”

2008 Budget: Director Gann presented a draft budget. After discussion, Director Dial moved to form a Finance Committee to prepare the budget for the 2008 fiscal year to be submitted to the membership at the Annual Meeting on May 3. The committee will be lead by Director Gann and will include Directors Drolet, Moores, and the administrator, Jean Selk. Director Gann seconded and the motion passed with no opposition. The budget will be presented in a quarterly format to correspond to the meetings.

Planning for Annual Meeting: Agenda: Director Gann presented a survey and proposed that it be sent out with the annual membership dues notice. The survey asks members what, if any, social activities they would like to see organized. Survey results will be added to the Annual Meeting agenda. There was discussion of creating a “Yahoo group” where members can exchange information about contractors, events or other community information. Director Dial will work on the idea. Election of Officers: Four Board seats will be up for election at the May 3 meeting and three of the Directors, Carter, Moores and Rush, will not seek another term. Directors Cady, Dial and Gann will remain on the Board and Director Drolet will seek another two-year term. The openings will be posted.

VI ANY OTHER BUSINESS TO COME BEFORE THE MEETING

VIII ADJOURNMENT/ NEXT MEETING DATE

The meeting was adjourned at 12:20PM

The next meeting is scheduled for April 26, 2008 beginning at 10:00AM.