The Annual Meeting of the West Beach Road Association (WBRA) was held on April 17, 2004 at Whidbey General Hospital (Room "B"), Coupeville, Washington. The meeting was called to order by President Jim Patton at 10:05AM.
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 25, 2003. The Minutes were approved as written.
Move - Bill Hawkins, Second - John Williams
Jim's overview is that there are no major issues facing the WBRA at this time, and he offered thanks to all who have helped him over the past several years.
Jim advised that construction to widen West Beach Road could potentially impact our community in two ways when the intersection with Deseret Dr is worked on.
The status of the unoccupied pole building on the Darst property remains unchanged pending any outcome of private litigation between two parties now undeway. The WBRA is not a direct party in this particular litigation, but it is being monitored.
Paty’s overview is that this has been a financially stable year. Over the years, the WBRA (a non-profit organization) has been able to maintain the same approximate level of total funds, with reasonable surpluses in each WBRA fund Water: ($2,130), Road ($1,420), General Checking ($3,050) and Savings ($3,483). However, Paty advised that projected 2004 expenses could exceed projected 2004 revenues by $729. This negative balance, if it occurs, will be caused by charging less for water than it costs to provide it. The plan to correct this is discussed further in the Water Report below.
The Treasurer’s Report was approved by unanimous vote.
Move - Bill Hawkins, Second - John Williams
A Report copy is available upon request from the Secretary.
The costs incurred by the WBRA when providing water to the community and the revenues generated by the "sale" of this water to our residents should be kept in balance, with some monies also collected and set aside for water system recapitalization and unanticipated maintenance. Jim is collecting and analyzing detailed data pertaining to all the various costs associated with providing the water, as well as revenues for a 12 month period ending September 2004. Jim will present these data to the membership for discussion at the WBRA Mid-Year Meeting. As appropriate, a revised water rate charged to WBRA residents will be recommended.
A Motion was made by Nancy Fey, and Seconded by Bill Hawkins, that this new rate, if any, will be voted upon by the membership at that time. This procedure (voting for a fee change other than at the Annual Meeting) is permitted under our CC&R’s by designating the Mid-Year Meeting also as a "Special Meeting" for the purpose of considering a water use rate fee change (Article XIII, Sec 2). This Motion was approved by unanimous vote.
Two questions were raised and will be followed up upon by the Water Manager:
The cleanout of the water storage tank is scheduled for May 6, 2004. The residents will be reminded of that event to plan for limited water availability on that date.
Recognition of all of Jim’s work and effort to the Association for being able to provide a continued supply of good water to the residents was soundly acknowledged.
Since the WBRA's roads were built, no fund was established to cover maintenance of these roads. (A special assessment was made recently to pay for the patching required to repair crumbling and sinking road sections). John projects that the paved road portions will need repaving maintenance within 7 years. The membership reaffirmed that this maintenance is a function that should be undertaken by WBRA at the 2003 Mid-Year Meeting. John developed estimates for the costs of such maintenance if conducted immediately, or within 3, 5, or 7 years. The Board of Directors recommended that the Membership support the 5 year option. Monies to cover these costs would be borne by annual assessments upon 21 of the WBRA members ( the Buys have been previously exempted since they cannot access any road from their property). Additionally, the 3 property owners on American Way who are not WBRA members, yet use our roads to access their properties (Neilon, Wray, and Linderman), have agreed via MOA's to contribute their prorated share of any road maintenance assessments based on the portion of our roads that they use (approx 41%). The Membership reaffirmed the appropriateness of this agreement.
A Motion was made by Rudy Deck and Seconded by Nancy Fey to assess each WBRA member (except the Buys) $250/year for each of 5 years and seek $100/year for each of 5 years from Neilon, Wray, and Linderman to establish a fund in order to carry out repaving maintenance on the paved portions of Deseret Dr and Seacliff Ln. Payments will be due each January from 2005 to 2009. These monies will be held in the separate Road Savings Account until such maintenance is carried out. This Motion was approved by unanimous vote.
The bus shelter at Deseret Drive and West Beach Road needs to be removed as a result of the West Beach road widening project. This structure was privately constructed by Rich Dolan and is situated on County right of way property and is therefore not WBRA property. Pam Maier has arranged with Jim & Barbara Alley to develop a new shelter on the corner of their property and Rick has no objections to moving his structure or disposing it in some manner. Several community residents have volunteered to assist in this work. Thanks to all, as this is a volunteer effort, not a WBRA project.
A Motion was made by Paty Williams and Seconded by Jim Alley that the Secretary of the WBRA should also become the Chairperson of the Nominating Committee, whose role it is to canvas community residents' interest in holding offices within the WBRA.
This Motion was approved by unanimous vote.
The following were elected by majority vote:
| Director (3 year term) |
Bill Hawkins |
| Archetectural Control Committee (3 year term) |
Jim Alley |
Note: At the 2005 Annual Meeting, there will be elections held for President, Vice President, Secretary, and Treasurer (2 year terms each), as well as for 1 Director and 1 ACC member (3 year terms each).
The Meeting was adjourned at 11:35 AM. Motion - Bill Hawkins, Seconded - Jim Alley. This Motion was approved by unanimous vote.
Rudy Deck, Secretary