BOARD OF DIRECTORS MEETING
Saturday, April 25, 2009 – 10:00 A.M.
Rex Dunning Fire Station
DRAFT MINUTES
Open meeting beginning at 10:10AM 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 and Director Ginger Rodgers.
Others present: Nancy Epanchin, Nik Epanchin, Dan Moore, Marsha Moore, Patrick Robards, Nancy Sequest, Richard Sequest, Steve Whitaker, Su Whitaker and Bettye Winters.
II APPROVAL OF MINUTES OF 1/24/09
Director Dial moved to approve the minutes as amended and presented here. Director Cady seconded and the motion passed 7-0.
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.
No items were brought forward.
IV REPORTS
Treasurer’s Report: Year-end financial report: Director Gann presented the report. The Operating Fund is $1786 in the red for the year primarily because the number of memberships is down. The decreased revenue has been mitigated by less spending on other areas. The Capital Fund is in the black because planned beach roadwork was not done this year. Director Cady moved to accept the report. Director Harley seconded and the motion passed unanimously.
Maintenance: Pomo Lake Maintenance Plan: Leon explained that the Board approved the use of chemicals to control the cattails at Pomo Lake at the October 2008 Board meeting. A permit was obtained from the County Agriculture Department for the use of herbicides that are considered safe for use on dairy farms, vineyards and lakes that are used for drinking water. The dead foliage that resulted from the herbicide application led to concern and rumors within the community and two complaints were lodged with the County. On April 24th, the County Department of Building and Planning notified IBIC that Pomo Lake is an Environmentally Sensitive Habitat Area (ESHA) and that all work must be stopped until it is approved by the County Department of Building and Planning. Director Drolet has determined that permits will also have to be obtained from other government agencies, including Fish & Game, the Department of Wildlife and the Department of Agriculture. In early April of 2009, IBIC asked eight area businesses to submit proposals to study the Lake in order to determine its current health and develop a long-term maintenance plan. After a lengthy discussion, the Board concluded that IBIC needs a professionally developed maintenance plan in order to have the information it needs to determine how to proceed with care of the Lake, apply for any needed permits and create a budget. Director Gann stated that IBIC has money in the Capital Fund to pay for plan development. The Board clarified that it is only seeking proposals at this time and any maintenance expenditures on the Lake will need additional approval. The Board will review the submitted proposals at the July meeting after they are screened by an ad hoc committee comprised of Directors Drolet, Dial and Cady. Beach road maintenance: Director Cady reported that RCX, Inc. would perform major maintenance work on the beach road within the next month. This same contractor worked on the road in 2006. Park picnic tables and benches: Many of the picnic tables and benches need to be painted and some need repair. Director Cady is currently working on repairing one table and offered to make new ones if IBIC buys the materials. After some discussion and review of bids from local contractors for painting, the Board agreed that, to reduce the expense, the work would be done internally and not contracted out. A work group will need to be organized to accomplish this. There was a discussion about using plastics or composite material instead of wood. They are more expensive initially but do not require any maintenance. Director Gann noted that money for materials is in the budget. The Board agreed to research a source and cost of composite or plastic instead of wood. Misc.: Directors Trujillo and Cady will take care of the missing section of port-a-potty screening and remove the rebar sticking out of the ground by the damn as well the left over material from the Gazebo project. Director Drolet stated that restocking Pomo Lake with fish would have to be postponed until the Lake study is complete.
Architectural Design Committee: Director Drolet will give the report at the Annual Meeting. He explained that he would ask what the community wants the ADC to do for it and how it should be supported, if at all.
Membership: Director Harley reported that IBIC currently has a total of 159 members, 134 of whom pay $200 per year and 25 who pay the additional $75 for the renter’s surcharge.
IB Road Improvement Ad Hoc Committee: Director Dial reported that the County budget is already set for the year and that a letter writing campaign should be encouraged for next year’s County budget. He will draft a sample letter.
Trail Development Ad Hoc Committee: Director Drolet reported that he has done research and learned that, for insurance purposes, an easement must be obtained and recorded with the deed of each property on the trail. This would require a survey at significant expense. He proposed dissolving the Committee and focus instead on Pomo Lake. The Board agreed.
Social Committee: The picnic will take place on the Saturday of Labor Day Weekend, which is Saturday, September 5th. The location will be either Pomo Lake Park or Gazebo Park, depending on the weather.
V COMMUNICATIONS
1. Mr. and Mrs. Rivas, IBIC members, requested the use of Gazebo Park for a celebratory event on 4/18/09. (3/20/09)
2. Teresa Bonamini (non-member) will be married on the beach on 5/30/09 and sent a refundable deposit of $100 per IBIC policy.
VI UNFINISHED BUSINESS
VII NEW BUSINESS
Annual meeting planning: Set up for the meeting will begin at approximately 11:00AM. Arrangements for food and drink were made.
Board meeting schedule: Director Gann explained that the meeting schedule, as stated in the bylaws, does not allow for approval of the budget before the beginning of the fiscal year on April 1st. As a result, IBIC operates without a budget for the first month of the fiscal year. After discussion, the Board agreed to hold a special meeting on the fourth Saturday of March 2010, for the purpose approving the budget and planning for the Annual Meeting in May.
Security gate card policy: The issue of gate card policy for the beach road security gate arose subsequent to a request by an IBIC member for 10 gate passes. There was a discussion of both the charge for gate passes and the need to conduct an audit of members’ cards so that unaccounted for cards can be deactivated. Currently, new members receive one gate card and can purchase an unlimited number of additional cards for $15 each. After discussion, Director Harley moved to change the fee structure from one free card and $15 for additional cards to one free, $15 each for the second and third card and $40 for each subsequent card. Members who pay the renter’s surcharge will get one free when joining and can purchase four additional at $15 each. Subsequent cards are $40 each. A $5 refund will be issued for cards that are returned in good working condition. Jean Selk will conduct an audit of members’ cards so that an up to date list can be established and lost or unaccounted for cards can be deactivated. Director Gann seconded and the motion passed unanimously. This will be announced at the Annual Meeting.
Signs for Beach Road: Director Drolet expressed his concern about liability that could result from the use of the parks and beach road by non-members. He proposed that IBIC install “No Trespassing” and “For IBIC members only” signs at both parks and the top of the up and down beach roads. The primary purpose of the signs is to protect against a lawsuit by a non-member in the event of an injury.
Technology: Director Drolet will give the report at the Annual Meeting.
2009-2010 Budget: Director Gann presented the budget. She is projected a loss in the Operating Fund due to an expected decrease in memberships driven by the overall economic situation. The Operating Fund is projected to have $12,000 in reserve at the end of the fiscal year. The Capital Improvement Fund now has $64,500 and is projected to have $42,700 at the end of the year. Work on the beach road will cost $28,900 and $2600 is budgeted for development of a maintenance plan for Pomo Lake. The fence fund has almost $4,000 of which $3000 is budgeted for repairs this year. Director Gann moved to approve the budget. Director Drolet seconded and the motion passed unanimously.
IX ADJOURNMENT/ NEXT MEETING DATE
The meeting was adjourned at 11:55AM.
The next meeting is scheduled for July 25, 2009
Minutes submitted by Jean Selk