IRISH BEACH IMPROVEMENT CLUB

BOARD OF DIRECTORS MEETING

SATURDAY, OCTOBER 25, 2008 10 AM

REX DUNNING FIRE STATION

DRAFT MINUTES

Open meeting beginning at 10:00AM at the Rex Dunning Firehouse, 15401 Forest View Road.

I CALL TO ORDER/ROLL CALL

President Leon Drolet called the meeting to order at 10:00AM.

Directors present: President Leon Drolet, Treasurer Paula Gann, Secretary Pam Harley, Maintenance Directors Gene Cady and Gerry Trujillo, and Director Ginger Rodgers. Vice President RJ Dial arrived at approximately 10:15AM.

Others present: Wes Bean, Sue Bean, Lisa Moulthrop, Michael Moulthrop, Betty Munson, George Munson, Patrick Robards, Lu Vickery, Steve Whitaker, Su Whitaker and Bettye Winters.

II APPROVAL OF MINUTES

President Drolet noted an error in the 7/26/08 minutes. They should state that twenty-three people have signed up for the Irish Beach Yahoo Group, not fifty. Director Cady moved to approve the minutes as corrected. Director Harley seconded and the motion passed 5-0 with one abstention.

III PUBLIC INPUT for items not on the agenda.

IV REPORTS

Treasurer’s Report: Quarterly financial report: Director Gann explained that the report shows IBIC’s financial status in relation to the budget and is divided into the Operating Fund and the Capital Improvement Fund. She reported that income from membership dues is down because there are fewer members than was budgeted. Interest income is also down because interest rates have dropped. Income for the Fence Fund is up because of an insurance payment. (See “Car vs. Fence” 7/26/08 minutes). Expenses for the Capital Improvement Fund are less than budgeted, primarily due to timing. Expenses in the Operating Fund are greater than budgeted, primarily due to increased cost for servicing the port-a-potties. Jean Selk will contact Fort Bragg Septic to find out how they determine when it is necessary to pump twice per month instead of once. She will also call other septic service companies to obtain bids. To date, IBIC is approximately $4,000 worse than budgeted in the Operating Fund and $13,000 better in the Capital Improvement Fund. Director Harley moved to approve the report. Director Drolet seconded and the motion passed unanimously.

Maintenance: Beach Road: Director Cady reported that he has filled the cracks in the beach up road but this is only a temporary solution. The areas that were not repaired in 2006 are the ones that need work now. Tom Swengle of RCX Construction has yet to submit a bid for the four sections of the road that have been identified and prioritized as being in the most need of repair. $10,000 is budgeted for the work this year. Director Cady moved to authorize payment for all the needed work on both the up and down roads. The motion was not seconded. Instead, Director Dial will contact Mr. Swengle to verify the cost per running foot and authorize him to repair as much as possible this year with the budgeted monies. The rest of the work will be included in next year’s budget. Report on Gazebo: Director Cady reported that the work is complete but that the contractor did not follow the plans completely for the port-a-potty screening and, as a result, the screening is too short. A complaint has been received from a property owner above Gazebo Park. After a discussion of various options, it was decided that Directors Cady and Trujillo would add more screening to increase the height and solve the problem at minimal cost. Director Cady also stated that the garbage can screening in Pomo Lake Park was done incorrectly and the port-a-potty may need a slab because it sits on sloped ground. Redwoods for Pomo Lake Park: The Board intends to plant three redwoods in Pomo Lake Park to replace trees that went down in recent years. Director Drolet will purchase two redwoods from a local nursery and Director Cady will donate his potted redwood after Christmas. Pomo Lake: After a question from Patrick Robards, there was a lengthy discussion about the state of Pomo Lake, whether or not it should be maintained and if so, how best to accomplish that. The lake is filling in with both silt and cattails and will eventually become a marsh if not maintained. Director Cady explained that chemicals were used in the past to control the plants and that he still has the information in his files. Additional information could be obtained from the County and other entities. Directors Cady, Drolet and Mr. Robards will generate a maintenance plan and its estimated costs, and will report at the January meeting. The question of whether or not to maintain the lake can then be presented to the membership at the Annual Meeting in May. Director Cady is authorized to purchase chemicals to control the cattails using the money budgeted for the parks.

Technology: Director Drolet reported that the Irish Beach Yahoo Group has not seen any growth since the last meeting and has had only one new posting. He has continued to work on redesigning the web site, which now includes the brochure for weddings on the beach and the “Welcome to Irish Beach” document. Suzanne Whitaker suggested that the wedding brochure be expanded to include family reunions and similar events.

Architectural Design Committee: Director Drolet reported that activity has slowed due to the overall economic slowdown. Meeting agendas and minutes are posted on the web site.

Membership: Jean Selk reported that there are currently 182 paid members and 8 who have not paid their dues for the year. Eight people have joined after the first of the year, most of whom took advantage of the Initiation Fee waiver for past members who re-join. Jean will contact the eight unpaid members and inform them their gate pass will be deactivated since no payment was received.

IB Road Improvement Ad Hoc Committee: Director Dial reported that the County replied to his email about the need to repair roads within Irish Beach and told him they plan to do a chip seal repair in some areas. Because a chip seal will not fix the worst roads, Director Dial will generate a letter from the Board to the County to suggest prioritization of the work that is needed.

Trail Development Ad Hoc Committee: Director Harley reported that the Committee has met three times and has worked to determine the best path for the proposed trail and identify the property owners who would need to grant an easement. Board and interested audience members met after the meeting to walk the proposed trail in Unit 8.

Social Committee: Director Gann reported that the Labor Day Weekend Picnic attracted about 80 people and everyone seemed to have a good time. She heard both pros and cons about holding it in Pomo Lake Park with the main pro being the sun and the con, the wind. It was decided to continue to hold the picnic on Labor Day and determine on the day the location depending on the weather.

V COMMUNICATIONS

Second email from William Moores requesting the name and contact information of IBIC’s insurance carrier. (8/11/08): Director Drolet stated that he communicated with Mr. Wm. Moores and informed him that he is unable to answer the request due to a lack of a policy regarding information that can be released to the public. (See “New Business” below.)

Letter from Dick Phillips requesting that the new port-a-potty screening in Gazebo Park be heightened in order to mitigate the view from his house. (9/15/08): Mr. Phillips will be informed that the screening will be extended. (See “Maintenance: Report on Gazebo” above.)

Letter from Caltrans stating that the permit to cut grass along Hwy. 1 has expired: Jean Selk will draft a letter requesting a two-year extension. This does not obligate IBIC to cut the grass and if funds are lower next year a discussion of lowering expenses may include not paying to have the grass in this area cut.

VI UNFINISHED BUSINESS

VII NEW BUSINESS

Fires on the beach: Bettye Winters reported that she frequently sees large bonfires on the beach and is concerned about them getting out of control and threatening the community. After discussion, it was agreed that it is appropriate to call 911 in such a circumstance. Suzanne Whitaker stated her additional concern about brush burning within Irish Beach itself.

Discussion of reducing the number of Directors from seven to five: A request was made at the last Annual Meeting to consider the reduction. The Board agreed that fewer Board members will make it more difficult to reach a quorum and the number should remain at seven.

Information Policy: Director Gann moved that requests for non-public information must be address to the Board of Directors, not the Board secretary, at which time they will be addressed by the Board. Director Rodgers seconded and the motion passed unanimously. Director Drolet will post the policy on the web site.

Pampass Grass: There was a discussion about pampass grass, an invasive non-native species, on the beach road and around Irish Beach. It was suggested that the plants on the beach road could either be removed or treated with Round-Up when it is very dry. An informational letter about pampass grass in the general community will be sent with the annual dues notice next year.

IX ADJOURNMENT/ NEXT MEETING DATE

Director Gann moved to adjourn the meeting at 11:55AM. Director Cady seconded and the motion passed unanimously.

The next meeting is scheduled for January 24, 2009