IRISH BEACH IMPROVEMENT CLUB

39th ANNUAL MEMBERSHIP MEETING

MINUTES

Saturday, May 6, 2006 – 1:00 P.M.

Greenwood Community Center

 

I           CALL TO ORDER

 

Vice President RJ Dial called the meeting to order at approximately 1:00PM.  He introduced the Board members present:  Gene Cady, Treasurer Sandra Moores, Secretary Susan Rush, and Kathleen Poling.  Absent were President Lawrence Moglia and James Ballou.

Of a total of 203 memberships eligible to vote, 68 have registered in person and 46 are represented by proxies for a total of 114 and the Secretary announced that a quorum is present.

 

II         APPROVE MINUTES

 

The minutes of the meeting of May 7, 2005 were distributed to the membership and have been posted on the IBIC web site for almost of year.  Director Dial asked for a motion from the floor to approve the minutes.  Joel Kauffman so moved and Lou Gardner seconded.  The Minutes were approved unanimously.

           

III        NEW BUSINESS

 

Bylaw Changes-DIRECTOR KATHLEEN POLING

Director Poling explained that a bylaw committee consisting of Gene Cady, Ginny Heitz and Kathy Poling was formed by the Board of Directors after the last annual meeting with the mission of amending and restating the bylaws for adoption at this meeting.  The bylaw committee’s recommendations were discussed and finalized at two public IBIC Board of Directors meetings, mailed to the membership in April and posted on the IBIC web site.  The proposals are now ready to be discussed, amended and adopted by the membership. The following amendments were made to the By Laws as proposed by the Board of Directors:

Article II Section V: Dues and Initiation Fees:  A lengthy discussion took place about the power of the Board to set the dues and initiation fees without a vote of the membership. It was agreed that this section required additional discussion, to be done after the rest of the document has been reviewed.  

Article II Section VI:  Meetings and Members:  Karl Taylor moved to change the word “member” in paragraph B to “membership” to read “. . . or any five memberships.”  Lou Gardner seconded and the motion passed.

Article II Section VII: Voting:  A discussion took place about whether the basis of the vote, memberships, can or should be changed to restrict the number of votes an individual can exercise.  Director Poling explained that the bylaws must conform to the laws governing mutual benefit corporations.  Mark Rapelje moved that the Board of Directors investigate other ways that are legal for limiting the number of votes by individuals or of weighting those votes.  Gary Klein seconded and the motion passed by a vote of 55-45. The bylaw proposal was not amended.

Article III Section I: Directors: Number and Qualification: After discussion, Diane Taylor moved that Paragraph B remain as proposed and written, with no term limit.  Paula Gann seconded and the motion passed 93-23

Article III   Section III: Meetings: Rudy Beran moved to strike the words “the first month of each fiscal quarter or” from Paragraph A.  Karl Taylor seconded and the motion passed unanimously.  Steve Whitaker moved to edit Paragraph B, first sentence to read “Any action by the Board of Directors may be taken without a meeting upon approval in writing by all the directors.”  Karl Taylor seconded and the motion passed. 

Article III   Section IV: Vacancies: Gary Klein moved to strike the words “caused by the death, resignation or disability of a Director”.  Paula Gann seconded and the motion passed unanimously.

The discussion returned to Article II Section V: Dues: Paragraph A:  Carol Beran moved that the first sentence in Paragraph A shall state “Dues and Initiation Fees shall be set annually by the Board of Directors at its January Board meeting with any change in dues not to exceed 20% of the previous year’s dues without membership approval.”  Mark Rapelje seconded and the motion passed.

 

Director Poling asked for a vote of the membership to approve the IBIC Bylaws as amended and restated on May 6, 2006.  No motion is required.  95 votes were counted in approval with none opposed.  The IBIC Bylaws, as amended and restated, have been adopted and the Secretary is charged with signing the amended and restated bylaws for incorporation into the corporate records. 

 

Election of Board of Directors

 

Four seats on the Board are up for election and the Board of Directors recommends a slate of three candidates; Leon Drolet, Sandra Moores and Susan Rush.  Director Dial asked for nominations from the floor.  Suzanne Whitaker nominated Brian Carter, who has recently become a full time resident of Irish Beach.  Rick Morton seconded and Mr. Carter accepted the nomination.  Director Poling moved that the slate be adopted.  Diane Taylor seconded and the motion passed unanimously.

 

Treasurer’s Report/Budget-TREASURER sANDRA MOORES

 

Treasurer’s Report:  In the 2005-06 fiscal year (4/1/05-3/31/06) IBIC received total revenue of $67,228.06 and had expenses of $31,427.77.  Without including dues received for the 2006-07 fiscal year prior to April 1, revenue was $50,028.06, which was $6858.06 over the projected income. Cash balance as of March 31, 2006 is $97,469.24 with $23,972.91 in the Operating Fund and $73,496.33 in the Capital Improvement Fund.  A math error was corrected regarding the income budgeted and received.  Judy Murray moved to approve the treasurer’s report as presented and amended.  Rick Morton seconded and the motion passed without opposition.

Operating Budget:  Director Moores explained that the estimated income for 2006-07 will be $33,600 and estimated expenses will be $35,805 or $2205 over revenue.  There is extra money in the amount of $23,972 from the past so IBIC will remain solvent.  The Board will investigate ways to reduce the cost of insurance, which has risen significantly.  After discussion, Paula Gann moved to approve the Operating Budget.  Lou Gardner seconded and the motion passed unanimously.  

Capital Improvement Budget:  Projected income is $10,200 from dues, initiation fees and interest.  Projected expenses are $24,000 for beach road repairs, $3000 for the highway one fence, $500 for a sign for Pond and $500 for miscellaneous expenses for a total of $28,000.  Director Cady reported that he has just received a bid for $8100 to make the needed repairs to the fence.  Director Poling recalled that a fence fund had been established in the past and asked if there was interest in establishing a new fund.  Steve Whitaker moved that IBIC establish a fence fund with money sent to the treasurer for the purpose of maintaining the fence and that the Board of Directors shall send a letter to all Irish Beach property owners requesting donations.  Kathy Poling seconded and the motion passed unanimously.  Paula Gann moved to approve the 2006-07 Capital Improvement budget as presented and amended.  Bettye Winters seconded the motion.  Mark Rapelje moved to table the vote on accepting the Capital Improvement budget until the maintenance report has been heard.  Karl Taylor seconded the motion which carried.  

                       

IV        REPORTS     

Maintenance-Director Gene Cady reported that IBIC has a contract with Francisco Gonzales for mowing the parks, Highway One and the beach road at a cost of $16,400. The pond will be restocked with fish.  The bid from Ed Velasquez to repair the Highway One fence is $8100.  The posts cost $250 plus $90 each to install.  IBIC is in the process of getting a contract with RCX out of Santa Rosa to repair the beach road.  Because of the large amount of rain there have been more slides than usual, including one that temporarily blocked the beach road.  A large area below the up road slid into the creek during the heavy rains.  RCX is proposing to repair the road where needed and apply a chip seal.  The road will be monitored for any movement.  IBIC does not have the money to make major repairs and may have to abandon the up road in the future and install a light system on the down road.  The down road is in better condition. Director Cady further reported that he replaced the doors on 2 of the kiosks, which blew off because they were not closed properly.  The picnic tables need to be painted.  Household trash continues to appear in the beach garbage can.

Membership:  Director Susan Rush reported that there are 226 memberships, 161 of which are homes and 65 lots. 

Enterprise Fund:  Jean Selk reported that new sweatshirts, t-shirts, polo shirts, hats, etc. were purchased and the Enterprise Fund has already brought in over $400 since April 1.  Mugs have been ordered and wine glasses will also be purchased for resale. 

Architectural Design Committee:  Leon Drolet reported that this year the ADC updated and approved the procedures and fees for construction permits.  The new documents are available on the ADC page of the IBIC web site or by contacting the secretary.  The Committee currently has 5 members:  Chair Chuck Conner, Nik Epanchin, Gordon Moores, Walt Rush and Leon Drolet.   ADC has $900 in its checking account to date.  Meetings are held on the 3rd Saturday of every odd month.

Water Board:  President Steve Whitaker reported that the Irish Beach Water District is governed by a five member Board of Directors with the mission of providing safe and reliable drinking water within the district. The IBWD is a California Special District and is governed by California law, including the Brown Act.  Meetings are held on the second Saturday of every odd month beginning at 10:00AM.  The public is strongly encouraged to attend. 

NEST: Vera Lee Kaiser reported that the Neighborhood Emergency Services Team, a voluntary organization, is supported by the Redwood Coast Fire Department with both training and administration.  The purpose of NEST is to provide light search and rescue in the event of a major disaster, which most likely would be an earthquake.  A disaster could quickly isolate this area and overwhelm fire, police and ambulance services. Local preparedness is essential.  NEST can only legally enter the property of other NEST members to provide assistance, so everyone is strongly encouraged to join.  The cost is only $25 and an application can be requested from ibnestinfo@hughes.net. 

Fire Department:  Steve Whitaker reported that in 2003 the Irish Beach Fire Department began the process of annexing with the Redwood Coast Fire Department.  The formal process will take about 2 years more years and will result in an annual tax of $20 for lot owners and $80 for home owners in exchange for significantly better fire protection than Irish Beach could provide on its own.  

                 

V          ANY OTHER BUSINESS TO COME BEFORE THE MEETING

 

Playground Equipment:  Director Poling asked if there was interest in forming an ad hoc committee to investigate the cost of purchasing playground equipment, as requested by the membership at last year’s annual meeting.  There being no response, she moved that playground equipment be tabled until such time as an ad hoc committee can be formed by interested persons.  Paula Gann seconded and the motion passed with none opposed.  Suzanne Whitaker announced that the Manchester Elementary School is raising money to build a park and other facilities in Manchester.   

Capital Improvement Budget:  The previous motion to approve the budget as amended was voted on and passed unanimously. 

Rapelje:  Mark Rapelje requested 10 minutes to present to the membership what his research on the beach road shows.  

 

VI        ADJOURNMENT

 

Director Poling moved to adjourn the meeting and give Mr. Rapelje the opportunity to make his presentation after the meeting to the members who wish to listen.  The motion was seconded by Lou Gardner and passed. 

 

 

Minutes submitted by Jean Selk