IRISH BEACH IMPROVEMENT CLUB

BOARD OF DIRECTORS MEETING MINUTES

Saturday, October 28, 2006 – 10:00 A.M.

Irish Beach Fire Station

I CALL TO ORDER/ROLL CALL

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

Directors present: President RJ Dial, Brian Carter, Leon Drolet and Kathy Poling.

Directors absent: Gene Cady, Sandra Moores and Susan Rush.

Others present: Nik and Nancy Epanchin, Rick Morton, Neelam Salmen, Walter Salmen and Lu Vickery.

II APPROVAL OF MINUTES-Minutes of 7/22/06

Director Poling moved to approve the minutes as submitted. Director Carter seconded and the motion passed 3-0. Director Drolet abstained.

III REPORTS

Treasurer’s Report: As of October 18, 2006, IBIC has a total of $77,126.81 with $22,336.55 in the Operating Fund and $54,790.26 in the Capital Improvement Fund. Director Poling moved to accept the report. Director Carter seconded and the motion passed 4-0.

Enterprise Fund: The Fund has received over $1700 in revenue to date this fiscal year through the sale clothing, mugs and wine glasses with the Irish Beach logo.

Fence Fund: In August of this year, the IBIC Board of Directors established a Fence Fund and sent a letter to all Irish Beach property owners soliciting donations for repairs to the Highway 1 fence. In response, 34 property owners donated $4150. The estimated cost of fence repairs this year is $8100 and IBIC budgeted $3000 from the Capital Improvement Fund.

Maintenance: Fence: Director Carter reported that the fence repairs are going well. The Board agreed that next year the scope of the repairs will be less open ended.

Beach Road: Mike Suddith has cleaned the ditches along the bottom portion of the beach road, including the removal of some small slides. Additional work is needed on the upper part of the road using manual labor. Director Carter explained that they are doing the minimum needed to get water to run down the ditches instead of over the road. Mr. Suddith will be paid from the Capital Improvement Fund this year and next year ditch cleaning will be included in the Operating Fund budget and contracted out as part of the Landscape Maintenance contract. After discussion, the Board agreed Director Carter would contact Gonzalez Maintenance to perform the remainder of the work this year. The ongoing problem of household trash in the IBIC provided garbage can at the beach parking lot was discussed and the Board agreed to amend the landscaping contract with Gonzalez Maintenance to include the task of hauling the garbage from the parking lot to the garbage enclosure in Gazebo Park.

Landscaping Contract: Director Carter reported that Gonzalez Maintenance mowed and cleaned up the parks and highway before the Labor Day Weekend Picnic. $10,010.00 has been paid so far this fiscal year on the $16,400.00 contract, which ends March 31, 2007.

Technology: Leon Drolet reported that IBIC currently keeps the property owners list on an Excel spreadsheet. The data needs to be cleaned up due to inconsistencies that occurred over time. He recommended a solution of moving the data to MS Access database where it will be simpler to clean up and will allow for easier use of the data for purposes of mailings and record keeping. He offered to teach Access to the administrator and anyone else in the community who is interested. After a lengthy discussion in which the pros and cons of MS Access was debated, it was agreed that Director Drolet will manipulate the data into Access and clean it up. It can be moved back into Excel if desired. Director Drolet explained that the IBIC keeps its financial records on Quickbooks although IBIC does not own the program. At some point in the future IBIC may need to purchase software and can review what is needed at that time.

Architectural Committee: Director Drolet reported that he is currently the chair. The Committee has been busy and is continuing to work on clarifying the guidelines and policies with the goal of providing consistency. The Committee will try to clear up CC&R violations such as unshielded exterior lighting. The Committee currently has four members and seeking a fifth. The issue of the ADC’s mediation role was discussed briefly. Kathy Poling offered to teach a workshop on mediation.

Membership: IBIC currently has 210 memberships.

III COMMUNICATIONS

One communication was received from Steve Whitaker in response to a complaint from Annette Fromwiller (minutes 7/22/06). The email explained that the Irish Beach Water District cut a shrub in order to clear the area around a valve connection. Mr. Whitaker removed the debris.

IV UNFINISHED BUSINESS

Gazebo Park port-a-potty: The port-a-potty was moved closer to the entrance of the park by Fort Bragg Septic Service and now needs new screening. Director Dial will draw up plans for Board approval, the construction of which would be put out for bid.

County road maintenance in Irish Beach: The Board is interested in lobbying the County Board of Supervisors for road maintenance work within the Irish Beach subdivision. Neelam Salmen, Irish Beach property owner and Ukiah resident, volunteered to work on an ad hoc committee to address the issue. She will contact other Irish Beach property owners who live in the Ukiah area. The ad hoc Roads Committee will report to the membership at the Annual Meeting in May.

Volunteer recruitment for Maintenance, Membership and Social Committees: A discussion took place about ways to recruit volunteers, particularly for maintenance projects. The item will remain on the agenda.

V NEW BUSINESS

Bylaw amendment proposal for executive sessions of the Board: Director Poling explained that the IBIC Bylaws were amended in 2005 and 2006 to state that all meetings of the Board of Directors shall be public and that the Board can conduct meetings by phone. In order to resolve this inconsistency and allow for executive sessions of the Board of Directors, Director Poling presented a proposed bylaw amendment that provides for executive sessions when 70% of the Directors agree it is necessary. Director Poling moved to adopt the resolution for presentation to the membership at the Annual Meeting. Director Carter moved to second the motion, which passed 4-0. The proposed bylaw amendment will be included in the Annual Meeting package that will be sent to each member next spring and placed on the Annual Meeting agenda for discussion and vote by the membership.

IBIC domain name ownership and available web site space: Director Drolet explained that Eric Kempter, an Irish Beach property owner and the person who created the web site, owns the IBIC domain name. After discussion, the Board agreed that Director Drolet would contact Mr. Kempter and ask if he is willing to donate or sell the domain name to IBIC. The item will remain on the agenda for the next meeting.

VI ANY OTHER BUSINESS TO COME BEFORE THE MEETING

Labor Day Weekend Picnic: After a short discussion, the Board agreed that it might be better to have the picnic in October when the weather is usually warmer. The question will be presented to the membership at the Annual Meeting.

VIII ADJOURNMENT/ NEXT MEETING DATE

Director Dial moved to adjourn the meeting at 11:45AM. Director Drolet seconded and the motion passed unanimously.

The next meeting is scheduled for January 27, 2006 beginning at 10:00AM.