IRISH BEACH IMPROVEMENT CLUB

BOARD OF DIRECTORS MEETING MINUTES

Saturday, July 22, 2006 – 10:00 A.M.

Irish Beach Fire Station

I CALL TO ORDER/ROLL CALL

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

Directors present: Brian Carter, RJ Dial, Sandra Moores, Kathy Poling and Susan Rush

Directors absent: Gene Cady and Leon Drolet

Others present: Cathy Azevedo, Nik and Nancy Epanchin, Vera-Lee Kaiser, Lu Vickery, Steve Whitaker and Bettye Winters

II APPROVAL OF MINUTES-Minutes of 4/22/06, 5/6/06 and 6/25/06

Director Moores moved to approve the minutes as submitted. Director Rush seconded and the motion passed 5-0.

III REPORTS

Treasurer’s: Director Moores reported that as of 6/30/06 IBIC’s Operating Fund has a balance of $30,709.23 and the Capital Improvement Fund a balance of $70,908.48. The full report is posted on the IBIC web site and hard copies are available through the administrator. Director Rush moved to approve the report as submitted. Director Poling seconded and the motion passed 5-0.

Enterprise Fund: Director Moores reported that the Fund has realized $800 in revenue since the beginning of the fiscal year. The mugs arrived in May and wine glasses are on order.

Maintenance/Landscaping Contract: Director Carter reported that the area along Highway 1 will need one more mowing for both fire safety and aesthetic reasons and the parks will be mowed once more before the Labor Day Picnic. The beach road does not need another mowing but he will talk to Francisco Gonzales about trimming the trees limbs that are overhanging the road. Fence repairs have begun and will continue until the budget of $8100 is exhausted. It was agreed that the next year’s landscaping contract should include a line item addressing safety issues while working on Highway 1. The problem with people putting household garbage in the beach trashcans continues. Director Carter has been patching the beach up road where needed and will contact Doug Dennis about cleaning the ditches. The area around the “No Fire on the Beach” sign has been cleared of brush.

Membership: IBIC currently has 210 members.

Architectural Committee: Nik Epanchin reported that the ADC currently has $2100 in net assets. Chuck Conner stepped down last week at the end of his term and the current Committee members are Leon Drolet, Gordon Moores, Walt Rush and Nik Epanchin. The ADC’s next tasks include 1) Finding someone to fill the open seat, 2) Closing construction permits that have been completed and 3) Establishing a legal fund. In response to a question from Director Poling, Nik explained that a mediation request was received from Bill Moores regarding trees on Mark Gmeiner’s lot. Director Poling suggested a procedure of establishing a date for the mediation, noticing the parties involved by certified mail and requiring that they confirm their intention to attend no less than 3 days prior to the meeting date. She also suggested raising the mediation fee from the current $50 and including it in the ADC fee schedule.

III COMMUNICATIONS

An email was received from Annette Fromwiller (15700 Forest View Rd. 4/68) stating that a tree was cut down on a neighboring property and branches left in her yard. Steve Whitaker explained that the Irish Beach Water District has done some clearing in order to maintain access to water shut off valves. He will investigate if that was the case here and report back to Ms. Fromwiller and the Board.

An email inquiry was received regarding a wedding on the beach: Director Moores will respond to the inquiry and draft a standard response letter.

IV UNFINISHED BUSINESS

1. Beach Road Maintenance: Director Dial has been communicating with Paula Deeter of the Mendocino County Department of Planning and Building Services to determine if a Coastal Development Permit (CDP) is required for any of the planned maintenance on the up and down roads, and is expecting a decision by the end of the week. If a CDP is not required, RCX is ready to begin work on 7/28/06. If one is required, the decision to proceed will be brought before the membership in the form of a special meeting, or at the annual meeting.

2. CDP requirements and cost: Director Dial reported that he spoke with Jay Nelson at Earth Science and received an estimate of $12,000 for a geotech study of the beach road.

3. Legal counsel: IBIC does not have an attorney at this time. Director Poling stated that a lawsuit, should one ever be filed, would be handled by IBIC’s insurance carrier. Director Dial suggested that the Board start thinking about lining one up.

4. Fence Fund letter: The Board reviewed a draft letter to all Irish Beach property owners soliciting donations for the Fence Fund. After discussion, it was agreed to suggest a donation of $100-$500, but that any amount is welcome. Director Poling suggested that people should also have an opportunity to donate to the Fence Fund at the Labor Day Picnic (September 2).

5. “Welcome to Irish Beach” brochure: The Board and audience reviewed and amended a draft update of the brochure. Director Poling moved that the brochure be reprinted as submitted and revised after final review for errors, clarity, etc. by the entire Board. Director Moores seconded and the motion passed 5-0.

6. Sign for pond: The “Catch and Release” sign currently in Pomo Lake Park will remain and Director Dial will try to find a source for a sign with instructions for how to properly catch and release a fish.

V NEW BUSINESS

1. Labor Day Weekend Picnic and Highway Clean up. Director Poling stated her opinion that a social committee should be formed to organize the picnic instead of Board members, who already donate time to the community. After discussion, it was decided that a letter would be included with the Fence Fund letter announcing the picnic and asking for volunteers to help with set up, cooking and clean up. The request will also be placed on the Social page of the web site with an email link. Director Poling suggested doing the same to recruit for Social, Maintenance and Membership committees. Those interested in volunteering can sign-up by sending an email or calling the administrator. The Picnic will take place on September 2 in Gazebo Park beginning at 1:00PM. The Adopt-a-Highway clean up depends on people watching the required Caltrans safety video. After discussion, the Board decided that IBIC’s Adopt-a-Highway obligation is best carried out by the landscaping contractor, Francisco Gonzales, as part of the contract. Director Poling suggested that the contractor be required to view the Caltrans safety video and Nik Epanchin suggested that IBIC get the signatures of those who have seen it. Director Carter reported that Mr. Gonzales has seen the video.

2. Irish Beach Architectural Design Committee appointments: Director Rush moved to reappoint Leon Drolet, Nik Epanchin, Gordon Moores and Walt Rush to the IBADC with Brian Carter as a back up when needed. Director Dial seconded and the motion passed 5-0.

3. Question of membership classification change to “one person, one vote” per instructions from Annual Membership meeting: After discussion, the Board agreed that in order to investigate a legal methodology for changing the membership structure an attorney must be hired. It was noted that votes in Home Owners Associations are on a per lot basis and that it is unlikely that the voting structure of IBIC could be changed without incurring significant expense in legal fees. Director Poling moved that the Board report to the membership at the next annual meeting that there is no way they can do it and that the Board has abandoned their research. Director Moores seconded and the motion passed 5-0.

4. Revision to IBIC home page statement: Director Poling moved that the webmaster revise the homepage of the IBIC web site to state that IBIC is a “non-profit mutual benefit corporation” instead of a social club. Director Moores seconded and the motion passed 5-0.

5. Procedure for conducting Executive Sessions: Director Poling explained that the most recent bylaw revisions voted in by the membership states that the Board must have public meetings and provides no method for discussing matters in private, as may be necessary from time to time. Director Moores moved to appoint Director Poling to draft a proposed bylaw amendment to provide for executive sessions. Director Poling seconded and the motion passed 5-0.

6. Volunteer recruitment for Maintenance, Membership and Social Committees: As discussed earlier in the meeting, an effort will be made to recruit volunteers to Social, Membership and Maintenance Committees through a letter that will be sent with the Fence Fund letter, posted on the appropriate pages of the IBIC web site and on the kiosks. Steve Whitaker volunteered for the Maintenance Committee.

7. County road maintenance in Irish Beach: The Board members agree that the community can use its leverage as a tax base to pressure the County to repave the roads. The item will be tabled until such time as the beach road maintenance is under control. It will be kept as an agenda item under “Unfinished Business”.

8. Gazebo Park port-a-potty: Director Dial reported that the truck got stuck when servicing the port-a-potty and it will probably have to be moved. Director Poling suggested tabling the item until the next meeting so that all the Board members can survey the situation.

VI ANY OTHER BUSINESS TO COME BEFORE THE MEETING

Nik Epanchin asked if something should be done about the amount of physical space on the web site and the ownership of the domain name. He mentioned that someone had suggested that the ADC post all correspondence on the web site. The domain name is owned by Eric Kempter. The Board agreed to discuss the item at the next meeting when the webmaster, Director Drolet, is present.

VIII ADJOURNMENT/ NEXT MEETING DATE

Director Poling moved to adjourn the meeting at 1:00PM. Director Rush seconded and the motion passed 5-0.

The next meeting is scheduled for Saturday, October 28 beginning at 10:00AM at the Irish Beach Fire House on Forest View Drive.

Submitted by Jean Selk