IRISH BEACH IMPROVEMENT CLUB

BOARD OF DIRECTORS MEETING MINUTES

Saturday, April 28, 2007 – 10:00 A.M.

Rex Dunning Fire Station

I CALL TO ORDER/ROLL CALL

The meeting was called to order by President RJ Dial at 10:10AM.

Directors present: President RJ Dial, Directors Gene Cady, Brian Carter, Leon Drolet and Sandra Moores. Directors Kathy Poling and Susan Rush were absent.

Others present: Paula Gann, Dewey Rodgers, Lu Vickery, Steve Whitaker, Suzanne Whitaker and Bettye Winters.

II APPROVAL OF MINUTES

Minutes of 1/27/07: Director Dial moved to approve the minutes as written. Director Drolet seconded and the motion passed 5-0.

III REPORTS

Treasurer’s Report: Director Moores presented the report for the last fiscal year, 4/106 to 3/31/07. The Operating Fund income was $33,239.14 and expenses $32,460.02 for an ending balance of $15,436.10. Inflows to the Capital Improvement Fund were $19,100.27, outflows were $39,201.64 with an ending balance of $50,114.96. The Capital Improvement Fund inflows equal 20% of the membership dues and income from Initiation Fees, Enterprise Fund and interest. Total IBIC funds were $65,551.06 as of March 31. Director Moores also presented a year to date treasurer’s report. Income this year totals $29,890.00, or about $5,000 less than projected. It is believed that approximately twenty more people will renew their memberships. Budget: A lengthy discussion followed about the projected budget shortfall, the need to budget for port-a-potty screening and gazebo repair and the lack of a contingency budget to pay for the removal of downed trees or other unexpected maintenance expenses. The cost of maintenance to the Highway One fence was discussed and in the end the Board decided to cut the $10,000 fence budget and limit expenditures on the fence to an amount equal to donations ($3150 year to date) plus the $2745 insurance payment from the last car accident for a total of $5895. Director Dial stated he wants to explore using concrete posts fabricated to look like wood instead of redwood for reasons of cost and durability. The Board will contact Caltrans to learn if there are any restrictions on the use of concrete. A line item for ‘Disaster Contingency’ will be added under ‘Maintenance Expense’ in the Operating Fund with a budget of $2,000 plus any unused money from the Landscaping Contract. (Last year, landscaping cost was $3,000 under budget.) The Parks budget in the Capital Improvement Fund will be increased to $2500 to fund the gazebo repair and port-a-potty screening and the $1,000 Pond budget will be struck. Director Dial will have plans drawn up for a gazebo of approximately the same size with a more usable design. Director Drolet explained that the web site should have a budget of $460 instead of $200 because of a one time fee for changing the ownership of the domain name. (See Technology Report) The amended budget proposal will be presented to the membership at the Annual Meeting.

Fence Fund: This was addressed in the budget discussion above.

Maintenance: Director Cady reported that Seefeldt Tree Service removed the fallen tree from Gazebo Park and cut down a dying tree. A bill of $1300-$1400 is expected. Buzz Hofer cut up and removed the two trees that fell by the dam at no charge and has offered to limb the fallen grand fir, also for no charge and the Board agreed to accept his offer. The Robards have requested that the remaining standing tree at the dam be removed because they believe it is in danger of falling on their propane tank. The Board discussed whether or not the tree needs to be removed and if a permit is required. The tree is not in imminent danger of falling and the issue is tabled until the July meeting. Director Cady reported that he rust treated the beach gate but it may need to be pulled out, sandblasted and resurfaced by an outside service. He explained this was done six or seven years ago at a cost of about $7,000. If the gate has rusted beyond repair it will have to be replaced. Director Dial suggested that any funds not used from the $12,000 budgeted for beach road repair can be used on the gate. The bottom portion of the beach road needs to be resurfaced from the S curve to the intersection of the up and down roads. Director Cady will get an estimate from RCX. The text of the Landscaping Contract with Francisco Gonzalez is revised to include ditch cleaning and brush trimming on the beach road and garbage removal from the parking lot cans. Director Cady will finalize the contract with Mr. Gonzalez.

Technology: Director Drolet reported that as of Thursday IBIC owns the domain name ibiclub.com and that MCN is the Internet Service Provider. There is a $100 one time set up fee. He requested authorization to purchase Adobe 8.0 at a cost of $160 so that documents can be posted on the web site in Adobe instead of Word. The Board agreed to the expenditure.

Architectural Committee: Director Drolet stated he will wait to give the report at the Annual Meeting.

Membership: Jean Selk reported that she received two dues payments after April 15 and that one of the members asked if their proxy vote will still count. The bylaws do not specify a date by which the dues must be paid in order to vote at the Annual Meeting and it was agreed if the membership is brought into good standing by the time of the meeting, the member can vote. The question of what makes a member in good standing for purposes of voting and the issue of a cut off date for dues payment will be discussed at the Board meeting scheduled for 7/28/07.

III COMMUNICATIONS

Letter from Robards regarding budget: (3/20/07) The Robards object to expenditures on the Highway One fence. The fence budget was discussed under ‘Treasurer’s Report: Budget’.

Email from Aldean/Stevenson regarding proposed bylaw amendment. (4/10/07): See ‘New Business’ below.

Letter from Smith regarding increased dues: (4/12/07) Mr. Smith stated in the letter that he is a lot owner and suggested a different dues rate for lot owners and home owners. The issue of a tiered dues structure was most recently discussed at the Annual Meeting of 5/7/05 (New Business) and a proposed bylaw amendment to create such a structure was defeated by a ballot vote of the membership.

Email from Rapelje regarding budget: (4/17/07): Mr. Rapelje asked about the absence of a budget item for a geotech study of the beach road as indicated in a letter to him dated 8/30/06. Director Dial explained that he received a bid of $12,000 from Earth Science for a geotech study. At the 7/22/06 IBIC meeting, Director Dial reported a conversation with Tom Swengle of RCX Construction in which Mr. Swengle stated that he is required, for insurance reasons, to follow the recommendations of a geotech study if one is done. This could make the cost of maintaining the road prohibitive. Instead, the Board will continue to follow the recommendations of the report done by David Paoli, Civil Engineer, in 2005 which also advised against a geotech study as being unnecessary. Paoli’s report provides a plan for ongoing inspection and maintenance of the ditches, culverts, slide areas and asphalt and describes portions of the road that need repair. Some of the repairs were done last year and more are planned for this year.

IV UNFINISHED BUSINESS

Gazebo Park port-a-potty screening: Director Dial submitted drawings for screening the Gazebo Park unit as well as for Pomo Lake Park, since that screen is falling apart. He estimates the cost of construction will be $1000. He will have construction drawings completed and Director Cady will get bids from contractors.

Cost of handicapped accessible port-a-potty: The cost of an ADA compliant port-a-potty is $1700 plus freight.

V NEW BUSINESS

Dumpster for community clean-up: There was a discussion of the logistics of having a dumpster, including how it would be monitored so that prohibited materials are not dumped. The subject will be brought up at the Annual Meeting to see if there is community interest.

Discussion of proposed bylaw amendment: Director Dial read the proposed amendment, which addresses executive sessions of the Board:

“Notwithstanding the foregoing, the Board of Directors may meet in executive session closed to the membership, either in person or by telephone, for any item of business that 70 percent of the duly acting members of the Board of Directors deem appropriate to private discussion because of its sensitive nature, including, but not limited to, personnel issues, potential insurance claims or potential or pending litigation.”

After a discussion of the wording of the proposed amendment based on a written comment and comments from the audience, Director Dial suggested amending the proposal at the meeting to strike “. . . including, but not limited to. . . ” and replace with “such as” or equivalent wording. It was also

suggested that “70 percent” be replaced with “a majority”. Amendments to the proposal can be made from the floor at the Annual Meeting as well as by Board members.

VI ANY OTHER BUSINESS TO COME BEFORE THE MEETING

A question arose about the procedure for nominating and electing Board members at the Annual Meeting. Three seats are up for election and the Board proposes a slate of two candidates (Directors Gene Cady and RJ Dial) and some community members intend to nominate Paula Gann from the floor. The IBIC administrator shall create paper ballots which include space for write-ins so that a secret ballot can be taken in the event there are additional nominees from the floor.

VIII ADJOURNMENT/ NEXT MEETING DATE

Director Dial adjourned the meeting at 12:55PM.

The next quarterly meeting of the Board is scheduled for July 28, 2007 beginning at 10:00AM.

Minutes submitted by Jean Selk