BOARD OF DIRECTORS MEETING
Rex Dunning Fire Station
Open meeting beginning at
I CALL TO ORDER/
Vice President RJ Dial called the
meeting to order at
Directors present: Vice President RJ Dial, Treasurer Paula Gann, Secretary Pam Harley, Maintenance Directors Gene Cady and Gerry Trujillo, and Director Ginger Rodgers. President Leon Drolet was absent.
Others present: Judi Limberg, Liam Limberg, Dan Moore, Marsha Moore, Ed Tonningsen, Debbie Trujillo, Lu Vickery, Steve Whitaker, Su Whitaker, Ron Whitney and Shirley Whitney.
II APPROVAL OF MINUTES
Director Gann moved to approve the
minutes of
Dog do-do: Ed Tonningsen, speaking for himself and his neighbors, stated that people should be reminded to clean up after their dogs. After a discussion of how best to notify the community, it was decided that a statement would be posted on the new Irish Beach Yahoo Group (see Technology Report) directed to residents and particularly owners of vacation rentals. The task will be given to Director Drolet.
Tree height: Mr. Tonningsen also requested that the community be reminded that the tree height limit in units 3-7 is 35ft. He pointed out an easy benchmark is the power transformer poles in the community are 40 feet tall. He is not asking the Board to take action to enforce the CC&R provision.
Roads: Mr. Tonningsen also brought up the issue of the condition of
the roads within
Number of Directors: Paula Gann reported that she was approached after the last meeting with a suggestion to reduce the number or IBIC Directors from seven to five and she suggested that it be placed on the next agenda for discussion.
Construction site debris:
Gerry
IV REPORTS
Treasurer’s Report: Signers on IBIC accounts: Director Gann reported that Ginger Rodgers and she are the new signers on the IBIC bank accounts at the Redwood Credit Union in Point Arena. Quarterly financial report: Director Gann presented the report. She explained that revenue is down from last year due to declining membership. She believes the budget should be balanced which means either cut expenses and provide fewer services or increase membership. She noted that there has not been a reconciliation with the balance sheet for some time and is hoping to get a finance committee together for the purpose of doing an internal audit and setting up procedures to avoid problems in the future. The Capital Fund is about $7,000 under budget due to a delay in the gazebo project (See “Maintenance” below) and because the cost of fence repair was less than budgeted. There will not be a mailing to solicit donations to the Fence Fund until there is a need. Director Dial moved to approve the report. Director Cady seconded and the motion passed unanimously.
Maintenance: Gazebo: The project includes rebuilding the base of the gazebo, re-installing the cupola and installing screening for the port-a-potties and garbage enclosure. Two bids were obtained and one was acceptable at $6,000 but there was no follow-up. After discussion, Director Dial moved to authorize Director Gann to obtain an additional bid from a contractor who is currently doing work on her house, and, if acceptable, to sign the contract. If the bid is high, Jean Selk will follow-up with the first contractor to confirm that the bid is still within 10% of the original quote. Director Cady seconded and the motion passed unanimously.
Results of research on alternative to redwood for fence: Director Dial reported that he has seen 6” x 6” posts made of composite material that is made to look like split wood and encouraged everyone to keep an eye out for anything similar in a larger size. The fence has 12”x12”x6’ posts and 4”x6”x10’ rails.
Car vs. fence: A car ran into the fence at the intersection
of
Fish for pond: Director Cady reported that $700 worth of
fish have been put in
Removal of logs from parking lot: Don Sorensen removed the logs at a cost of $250.
Redwoods for
Technology: Request from William Moore’s attorney (
Status of Yahoo Group and how to encourage use: Approximately 20 people have signed up for the Irish Beach Yahoo Group so far. Director Gann suggested sending an email invitation to join to IBIC members through the Yahoo group. Lu Vickery has already sent an email notice out as well. Director Gann also suggested using the Yahoo Group as a way of communicating with the membership by posting information of interest and perhaps sending out a monthly notice with information and announcements such as posting of information on baby seals and Betty Frame’s request that vacation rentals remove her late husband’s name and number as the fire chief.
Architectural Committee: Appointment of Committee members: The
Membership: Current status report: Director Harley reported there are 184 memberships with 17 being delinquent in paying the dues. Jean Selk will draft a letter of reminder.
Discussion of membership structure: There was a discussion of the idea of reducing membership dues for lot owners in order to encourage more people to join. IBIC currently has 25 members who own undeveloped lots. Ideas included offering lot owners the option of a one-half reduction in dues and tying that to a reduced vote, and eliminating the initiation fee for lot owners. This led to the idea of eliminating the initiation fee. After discussion, the Board agreed that the initiation fee no longer accomplishes its original purpose of raising revenue and is instead a barrier that keeps some people from joining. While the Board can offer a temporary waiver, permanent elimination of the fee will require a bylaw amendment, which must be passed by a vote of the membership. Director Gann moved to waive the initiation fee for returning memberships between now and the end of the fiscal year. Director Cady seconded the motion, which passed with none opposed. The next meeting will include a discussion of drafting a bylaw amendment to present to the membership at the Annual Meeting next May. Directors Gann and Cady agreed to be on the Bylaw Committee. A letter will be sent to those who dropped their memberships in the past three years, and the notice will be posted on both the web site and the Irish Beach Yahoo Group. Discussion of waiver of initiation fee for returning members and Malek request: See above item. The Maleks would like to rejoin IBIC and have asked for an initiation fee waiver. Jean Selk will notify them of the Board’s decision to do so for all returning members.
Trail Development Ad Hoc Committee: Communication from Nik and Nancy Epanchin: Nik Epanchin is interested in serving on the Committee, but cannot lead the project. Director Dial suggested finding a chairperson among those who have expressed interest and Director Harley agreed to take on the task. IBIC has a recreational easement on many of the properties along the creek and Gordon and Sandra Moores have offered the same easements on their properties going up to the ridge. The Trail Committee needs to determine what, if any easements are required, what kinds of work or activity can be done along the creek and what ideal path the trail should follow.
Social Committee: Date of
autumn picnic: After discussion,
Director Gann moved that the picnic be held on the Saturday of Labor Day
Weekend, August 30, in
V COMMUNICATIONS
Email from William Moores requesting the name and contact information
of IBIC’s insurance carrier. (
VI UNFINISHED BUSINESS
Ginger Rodgers announced that she is working with Gordon Moores and an arborist to possibly remove the cypress trees to the north of her house due to hazard.
VIII ADJOURNMENT/
Director
Dial moved to adjourn the meeting at
The
next meeting is scheduled for