IRISH BEACH IMPROVEMENT CLUB

BOARD OF DIRECTORS MEETING MINUTES

Saturday, April 22, 2006 – 10:00 A.M.

Irish Beach Fire Station

 

 

I           CALL TO ORDER/ROLL CALL

 

Director Susan Rush called the meeting to order at 10:10AM.

 

Directors present:  Vice President  RJ Dial, Secretary Susan Rush, Treasurer Sandra Moores, Maintenance Director Gene Cady and Kathy Poling

Directors absent:  President Lawrence Moglia, James Ballou

Others present:  Jim Albert, Leon Drolet, Rick Morton, Jim and Lu Vickery, Steve and Suzanne Whitaker.

 

II          APPROVAL OF MINUTES -Minutes of March 25, 2006

 

Director Poling moved to approve the minutes of 3/25/06 as written.  Director Moores seconded and the motion passed unanimously.

 

III        REPORTS

 

Treasurer’s:  Director Moores presented the report for the fiscal year 2005 beginning 4/1/05 and ending 3/31/06. 

 

            Total income        $67,228.06 (includes 2006-07 Dues received in FY2006)

            Expenses             $31, 427.77

Current Funds

            Liquid CD            $88,751.53

            Checking             $  8,717.71

            Total funds:          $97,469.24

 

Operating Expense funds available               $23,972.91

Capital Improvement funds available             $73,496.33

 

Director Cady moved to accept the Treasurer’s Report as submitted.  Director Rush seconded and the motion passed 5-0. 

The 2006-07 budget will be added to “New Business” item number 5. 

 

Maintenance: 

Landscaping Contract:  Francisco Gonzales has mowed the 2 parks, cleared fallen branches and removed a small fallen tree.  He submitted a bill of $1560 for 52 hours of work.  A discussion ensued about being billed by the hour when the contract specifies a total annual price for maintaining the grass within a height of 5 inches and performing specified clean up work.  It was noted that the bill includes the removal of a fallen tree, which is not covered in the contract.  The landscaping contract will be made a standard agenda item for consistent monitoring. 

Fence Repair:  Director Cady has applied for an encroachment permit from Caltrans for working on the fence and mowing.  He has not yet received a bid from Ed Velasquez for the needed repairs to the fence.  Director Cady will continue to look for a source for more posts and rails and someone to do the work, with the goal of approving the fence repairs at the July meeting. 

Adopt-a-Highway:  Director Cady now has a copy of the Caltrans safety DVD that is required viewing for everyone participating in the Adopt-a-Highway clean-up on May 7th.  He will make copies of the DVD available at the Annual Meeting so volunteers can watch it at home.   IBIC already has the required hardhats, safety vests, cones, etc.   At least 10 volunteers are needed to make it happen.  An announcement will be made at the Annual Meeting.

 

Membership:  Director Rush reported that IBIC currently has 226 members of which 161 are houses and 65 are lots.  Applications for membership will be available at the Annual Meeting.

 

Architectural Design Committee:  The ad hoc search committee has completed its business.  See “New Business”.

                 

Enterprise Fund:  Mugs have been ordered and should arrive within 2 weeks.  A table will be sent up at the Annual Meeting with all the merchandise available for sale.  Leon Drolet will take pictures of the items and post them on the web site.

 

III        COMMUNICATIONS

 

Telephone inquiry received on 4/5/06 about having a wedding on the beach next autumn.  After discussion, the Board agreed to charge a $250 refundable deposit to non-IBIC members using the beach and beach road for group events, such as weddings.  The deposit will cover trash removal, use of the port-a-potty and any damage.  Each wedding or event will have a designated Board member as the coordinator who will be the contact person.  Director Moores will generate a contract and a set of guidelines which will include information on where and where not to park and a request to carpool down to the beach. She will also coordinate the wedding in October. 

                       

IV        UNFINISHED BUSINESS

 

RCX Contract for beach road repair:

Director Poling reported that she talked to Tom Swegle about clarifying some of the items in the contract and has not heard back from him.  Director Dial will follow up with Mr. Swegle to get the needed clarification.  Director Dial proposed that he be authorized to accept a contract for the Board after it has been modified with Director Poling’s amendments in the amount of $22,430.  Director Moores seconded and the motion passed unanimously.   Director Rush reported that John Hunter of Fish and Wildlife (Federal) wants a copy of the contract and also wants to meet with Director Cady at the beach road in early May.  Director Cady will contact the local Fish and Game officer regarding any Red Tree Vole issues. 

 

V         NEW BUSINESS

 

1.      Letter from Mark Rapelje dated 3/25/06 regarding the planned repairs to the beach road.

The letter will be filed with the minutes.  Several items in the letter are being addressed: 1) Mr. Rapelje will receive a copy of the beach road contract when it is finalized.  2) The Departments of Fish and Game and Fish and Wildlife are being contacted by Directors Cady and Rush with the goal of getting written statements regarding any permits required or restrictions that would impact the ability to carry out the planned beach road repairs due to the possible presence of the Point Arena Mountain Beaver and Red Tree Vole. 

 

2.  Planning for annual meeting: Volunteers to help with set-up, registration, food & drink, clean-up, etc.  The doors of the Greenwood Community Center will be open at 12:30 to begin registration.  Directors Poling and Moores will sign in those attending and Director Rush those with proxies.  Jean Selk will order sandwiches from Harvest Market and coordinate purchase of other needed items (drinks, plates, cups, etc.).  Copies of the meeting agenda, last year’s minutes, treasurer’s report, budget and proposed bylaws will be available at the meeting.  Director Poling will present the proposed bylaw changes.  There will be a time limit on discussion of each point.  Amendments will be taken from the floor.  All votes will be taken by a count of hands, or shamrocks, not by ballot.

 

3.   “Welcome to Irish Beach” brochure for new property owners:  The existing welcome brochure will be updated and a mock-up presented at the July meeting. 

 

4.   Playground equipment:  Director Rush moved that Director Cady form a committee to investigate the feasibility and cost of installing playground equipment.  Director Poling moved to bring the issue to the membership at the annual meeting and ask them to form an ad hoc committee for the same purpose and report back to the Board.  Director Rush withdrew her motion.  Director Dial seconded Director Poling’s motion, which passed unanimously.

 

5.   Budget for FY 2006-07:  Director Moores presented the draft budget, which will be presented to the membership at the Annual Meeting.  There is an operating expense budget and a capital improvement budget.  The income and expenses shown are estimates based on last year.  Operating Budget:  Director Poling requested that IBIC’s insurance policies be placed on the agenda prior to renewal in order to insure that they are reviewed and adjusted as needed.  After discussion, Director Cady moved to pay office labor $6000 annually and computer rental of $1000 annually. Director Rush seconded and the motion passed unanimously.  Several other minor adjustments were made.  Capital Improvement Budget:  Director Poling suggested removing playground equipment from the budget because at this time the Board is only investigating the issue. The budget can be amended during the year as needed.  The Gazebo Park driveway and the Pond will also be removed from the Capital Improvement budget with the beach road and fence remaining.  Director Rush moved to accept the budgets as amended.  Director Poling seconded and the motion passed unanimously.

 

6.   Appointment of new ADC member:  Director Poling moved to appoint Leon Drolet to the Architectural Design Committee for a term of one year to be renewed ad infinitum.  Director Rush seconded and the motion passed unanimously. 

 

VI        ANY OTHER BUSINESS TO COME BEFORE THE MEETING

 

1.   ADC Loan:  IBADC Secretary Jean Selk brought forward a request from the Committee for a short term loan of $1000.  After discussion, Director Rush moved to loan the IBADC $1000 to be repaid within 6 months or interest will be charged.  Director Moores moved to amend the motion to state an interest rate of 6% and that the IBADC shall submit a financial report at the Board’s quarterly meetings as to its financial condition.  Director Cady seconded the amendment which passed unanimously.  Director Moores seconded the motion as amended, which passed unanimously. 

 

2.   Small Claims Suit:  The court date for IBIC’s small claims suit against the Trathens is scheduled for May 11, 2006 at 2:00PM in Fort Bragg.

 

VIII      ADJOURNMENT/ NEXT MEETING DATE

 

The meeting was adjourned at 1:00PM.

 

At a special meeting held after adjournment of the scheduled meeting with Board members Gene Cady, RJ Dial, Sandra Moores, Kathy Poling and Susan Rush present.

 

It is resolved that IBIC shall begin banking at the Inwood Credit Union in Point Arena and that the Treasurer and one other Board member shall be signers on the account(s).  Checks over $500 shall require two signatures. 

 

The next meeting of the Board of Directors will be held on July 22, 2006 beginning at 10:00AM.