The Mid-Year Meeting of the West Beach Road Association (WBRA) was held on October 25, 2003 at Whidbey General Hospital (Room "A"), Coupeville, Washington. The meeting was called to order by President Jim Patton at 10:00AM.
The following WBRA members were present:
A quorum of the WBRA members was either present or represented by written Proxy to allow for voting on any Motions made.
Reading of the Minutes. There was no objection to waive the reading of the Minutes of the Mid-Year Meeting of October 26, 2002. The Minutes were approved as written.
Move - Mark Fey, Second - Ken Weichel
Jim advised the Membership that he was assuming the role of Water Manager, now that Dan Cuccia has moved away. He has been working with Dan over the years on the water system and is familiar with its operation. Jim reported that the system is operating well, and two small piping leaks in the pump house were found and repaired.
At the recommendation of the WBRA Board of Directors, it is proposed that the rate per gallon of water being charged the users by King Water Management ($0.0035/gallon) be left in place as is, with no retroactive reimbursement back to the users considering the previously agreed to rate of $0.0034/gallon. King has been billing in error at the higher rate, but all these monies are deposited into the WBRA Water Account. A Motion to approve this recommendation was made by Robert Elphick, Seconded by Mark Fey, and approved unanimously.
The water pump house is in need of roof shingles and external painting. It was decided that Members could do the work themselves. A Motion to permit Jim Patton to spend up to $151 for paint, rollers, brushes, roofing shingles, and nails was made by Bill Hawkins, Seconded by Pam Maier, and approved unanimously.
Jim provided an update on the status of the building on the Darst property. In order for the Darst's to proceed with demolishing the building, they first need to initiate actions to revise the existing Court Order pertaining to said building. Since the WBRA is party to this Court Order, we will have the right to review and comment on any such revision proposed before it is granted by the Court. Bill Hawkins suggested that the WBRA include a stipulation that the Darst's post a Bond to ensure prompt and proper removal of all debris resulting from the demolition of the building.
The treasurer reported via letter that as of 10/14/03, there was $2,029.39 in the General account, $1,747.74 in the water Account, $3,568.47 in the Business Savings Account, and $1,418.25 in the Road savings Account. No Membership action was required.
The most deteriorated portions of the WBRA paved roads were patched in 2002 within the allocated budget. The Board of Directors was then charged with developing a longer term (5 - 10 years) maintenance plan for those roadways within the WBRA and recommending how any monies required would be raised. John accepted this task and reported that the paved roads (Deseret & Seacliff) will need to be repaved in approximately 7 years. He obtained an estimate from Lakeside Industries of $24,235 to do this job at today's costs. After factoring in inflation for 7 years, as well as interest gained on proposed monies set aside by Members for 7 years, John estimates that each Member would have to be assessed $195/year for 7 years (except the Buys who are exempt from road fees). The prorated assessments for uses of Deseret Dr. agreed to earlier by Linderman, Wray, and O'Neil are not yet included in this estimate. Discussions on the pros and cons of John's proposal and its timing resulted in two Motions: A Motion was made by Rudy Deck and Seconded by John Williams that obligates the WBRA to fulfill its Purpose as stated in Article II, Section 3 of the CC&R's to maintain the private easement and to do so with a resurfacing overlay. Unanimously Approved.
A Motion was made by Rudy Deck and Seconded by Georgia Heisterkamp for John Williams to develop 3, 5, and 7 year plans and costs to Members to completely resurface the paved portion of the private easment, including the option of borrowing monies required for the 3 year plan. Unanimously Approved.
It is expected that the Membership will have the details of these 3 plans and their associated costs to consider well before the Annual Meeting in Spring 2004, when a vote could be taken to initiate one of them. Conceivably, a Special Meeting of the WBRA could also be called prior to the Annual Meeting for the sole purpose of discussing and fully understanding this road maintenance issue.
The ACC proposed the following revised definition for Article XV, Section 5 "Debris Control", and is recommended by the ACC:
Control of Debris and Junk. All lots shall be maintained in a reasonably presentable condition. Debris, weeds, or other waste material (") debris") shall be removed or controlled on all lots, whether vacant or improved. Debris is defined as:
- any obvious remains of something broken down or destroyed, or
- scattered or accumulated fragments or something wrecked or destroyed to include, but not limited to vehicles, machinery, building materials, and landscape materials.
All junk and scrap materials shall be removed or controlled on all lots, whether vacant or improved. Junk is defined as Ôany manufactured good, appliance, fixture, machinery, vehicle, personal property, or any other thing or part thereof, whether of value or valueless, that is demolished, discarded, dismantled, partially dismantled, dilapidated, or so worn and deteriorated that there is no longer remaining any capability for its use in the manner for which it was originally manufactured. Scrap materials include scrap iron and other metals, paper, rags, rubber tires, bottles, and such other worn out or discarded material as can be turned to some use, but which cannot be used again for the purpose for which it was originally intended.
If any owner does not remove or control debris, junk, or scrap material within 60 days after notice to such owner from the Architectural Control Committee and/or its assigns, The Architectural Control Committee and/or its assigns shall have the right to enter onto the lot and remove or control the debris, junk, or scrap material. The committee's cost of such removal or control shall be charged to the owner and shall be a continuing lien upon the lot, as well as the personal obligation of the owner, and such lien may be foreclosed in accordance with proper legal procedure.
A clarification was presented during the discussion that reasonable compost piles and firewood piles for personal use would be acceptable materials on property lots.
A Motion was made to accept the above revised definition and clarification by Rudy Deck, Seconded by Pam Maier, and Approved Unanimously. The Secretary will revise the CC&R's accordingly.
The bus shelter at Deseret Drive and West Beach Road is in need of repair. This structure was privately constructed by Rick Dolan and is situated on County right of way property and is therefore not WBRA property. The Secretary has contacted Rick Dolan and he approves of any action to repair or demolish this structure. Pam Maier will seek volunteers to relocate and repair the structure on the SE corner of the Allen's property.
The Meeting was adjourned at 11:35 AM. Motion - Rudy Deck, Seconded - Ken Weichel, Approved unanimously.
Rudy Deck, Secretary