Irish Beach Improvement Club

PO Box 237 Manchester, CA 95459

www.ibiclub.com

MINUTES for September 3, 2005

CALL TO ORDER

Susan Rush, in the absence of the President and Vice President, called the meeting to order at 8:05AM at the Irish Beach Firehouse, 15401 Forest View Road. She welcomed the new Board member, Jim Ballou, who was appointed by the Board to fill the seat vacated by Norm Kucala’s resignation. Jim stated that he is currently the marina manager in Richmond and the treasurer of a home owners association in Marin.

Board Members present: Secretary Susan Rush, Treasurer Sandra Moores, Maintenance Director Gene Cady, Directors Kathy Poling and Jim Ballou. President Lawrence Moglia and Vice President RJ Dial were absent.

APPROVAL OF MINUTES OF JUNE 18, 2005, JULY 18, 2005 and AUGUST 29, 2005.

Susan called for a vote to approve the 3 sets of minutes. The vote to approve passed 3-0 with Kathy and Jim abstaining.

REPORTS

Membership: Susan reported that there are five or six new property owners in Irish Beach and letters of introduction will be sent giving them information about IBIC. Fifteen gate cards of former IBIC members have been deactivated. Susan reported that some people have not renewed their membership because they are lot owners who are here infrequently. She reported that the cards cost IBIC about $5.00 and suggested that the cost be recovered from new members. Susan moved that an additional $5.00 fee be collected from new members for their first gate card, refundable upon the return of the card. After some discussion it was decided that the time involved with keeping deposit records was not justified by the cost of the cards. It was agreed that the current policy will be kept in which new members receive a gate card upon payment of the initiation fee and dues and additional cards are sold for $15.00. Upon termination of membership, gate cards not returned to IBIC are deactivated. Susan moved to table the motion. Gene seconded. The motion to table passed unanimously.

Maintenance: Landscaping bid: Gene reported that the bid specifications package was sent out to three local landscapers and a bid of $14,400 has been returned by Gonzalez Maintenance-Francisco Gonzalez. The contract includes 3 annual mowings and clean up of the Gazebo and Pond Parks, one annual mowing along Highway 1 including the fence area and one annual mowing of the beach road. The cost of additional mowings would be charged at $1500 for the parks, $1500 for the highway and $2000 for the beach road. Mr. Gonzalez has submitted proof of both workers’ compensation and liability insurance. Kathy Poling recused herself because Francisco does work for her. After discussion it was agreed that Francisco works for many people in Irish Beach, including other Board members and it is impractical to recuse on that basis. Susan moved to accept Gonzalez Maintenance bid for the contract areas in Irish Beach. Gene seconded and the motion passed 5-0. Adopt-A-Highway: In response to a question, Gene explained that Caltrans requires Adopt-A-Highway participants to attend an annual training class and watch a video. He will try to get the video from Caltrans.

Technology: Susan stated that some pages of the web site are out dated, such as the Fire Department page. Steve Whitaker said that it was the original intent of the Water Board to have its own web site. Susan reported that the web master, Leon Drolet, plans to move here from Chicago in the fall which will probably make it easier to improve and maintain the web site.

Enterprise Fund: Sandy reported that a new vendor for clothing has been found in Ukiah and an order will be placed in the near future. Kathy remembered that at one time new IBIC members were introduced at the annual meeting and given Irish Beach wine glasses. A source for wine glasses will be found. There currently is no Enterprise Fund chairperson.

Treasurer: Sandy presented the profit loss statement for April 1-Sept.3, 2005 and the balance sheet. She reported that IBIC has a total income for the fiscal year of $26,000 and expenses to date of $21,000, leaving about $5,000 remaining in the operating budget for the rest of the year. While the bulk of the annual expenses have already been incurred and paid, the operating expense fund will have a negative balance at the end of the year. Reserve funds from previous years (about $20,000) will cover the negative balance this year. Sandy stated that IBIC will have to look at raising dues to cover expenses, especially if the membership wants the grounds to be maintained. Total cash assets in the checking and savings account equal $92,800 with about $68,000 dedicated to capital improvements. In response to a question, she reported that no legal expenses have been incurred to date for this fiscal year. Susan moved to accept the Treasurer’s report as presented. Sandy seconded and the motion passed unanimously.

UNFINISHED BUSINESS

Bylaw Committee: Kathy reported that she was asked to sit on the Bylaw Committee along with Gene Cady and Ginny Heitz for the purpose of reconciling the current bylaws with those passed by the vote of the membership in May 2005. She stated that some bylaw revisions did not pass because of small, technical reasons that can be fixed. The Committee’s goal is to have a final draft of the reconciled bylaws ready for the Board’s review by mid-October and Kathy proposed a special meeting of the Board for that purpose. The Board can then plan how and when to present it to the membership for vote.

Up/Down Road Bid: Gene reported that RJ has prepared a bid specification package based on Dave Paoli’s assessment last fall and a re-assessment by Gene and RJ this summer and it is ready to send out to the appropriate area businesses. It was agreed that at least 5 businesses will be contacted. Mark Rapelje thanked Susan for stopping the expenditure of $50,000 for work on the up road, which he thinks would not have been well spent. He went on to explain that there are 2 easements in that area; a 20ft easement for the road and a 100ft recreational easement for the stream. He had a survey study done in the past which shows that the road is off its easement in 2 places and encroaches on his property in 1 area. The encroachment is small and Mr. Rapelje stated that he had twice in the past, in 1997 and 2002, made a new easement offer to IBIC but that he had wanted assurance that his property would be protected from further movement of the road. He expressed frustration that he has not been treated fairly and concern that the road will continue to move when repair and maintenance work is done and requests that the Board provide certification by an appropriate professional that the road has not moved from its current location or is within its legal easement after the work is finished. The Board did not comment on the request. Gene stated that they are considering building retaining walls in some places and do not intend to move the road. Mr. Rapelje also stated that he thinks some of the cracks that have been identified for repair extend much farther than marked and noted one in particular under which he measured 7in. of air. He argued that an engineer should be employed to oversee the work. The expense should be considered an investment and gives IBIC someone to go back to if the road fails. Susan stated that hiring an engineer had been considered in the past but the expense is prohibitive at over $100,000. It may be possible to have someone who can advise on the project at less cost, but not take responsibility for it. Mr. Rapelje also stated that there is an area by mile marker 24.5 where drainage could be affecting the beach road. He suggested that IBIC contact the property owner, Caltrans, about addressing the problem. Gene will contact Caltrans to make sure they are aware of this situation.

Highway 1 Fence Repairs: Kathy explained that the fence fund started as a voluntary fund in 2001 or 2002 with the intent being that the cost of the fence would be absorbed by the property owners that benefit. She stated that she would like to see the fence fund reinstated and that it be placed on a future agenda. Mark Rapelje stated that the placement of a new fence along his property line does not have to wait for his house construction. He expressed doubt that IBIC has Caltrans permission to place the posts in that area because they are concerned about the bluff edge. In order to protect his property from potential liability, he stated that IBIC does not have permission to use the 6 posts he purchased without a statement from Caltrans confirming their approval of the fence replacement. Gene will contact Caltrans to let them know IBIC’s intention to repair the fence in the subject area. He will make this information available to Mr. Rapelje.

Playground Equipment: Kathy moved to table the issue. Susan seconded and the motion passed unanimously.

NEW BUSINESS

Membership Input: Mark Rapelje brought up the subject of a statement in the minutes of the July 18 meeting about a potential lawsuit by Dave Paoli and “an unnamed property owner”. He stated that lawsuits could affect property values and should be public knowledge but objected to the reference to an unnamed person. After discussion Susan moved to strike the statement “unnamed property owner” from the July 18 minutes. Sandy seconded and the motion passed 5-0.

Adjournment/Next Meeting Date: Susan moved to adjourn the meeting at 9:55AM. Gene seconded and the motion passed unanimously. The next meeting of the Board of Directors will be for the purpose of reviewing the recommendations of the Bylaw Committee.

Minutes submitted by Jean Selk