The Mid-Year Meeting of the West Beach Road Association (WBRA) was held on October 2, 2004 at Whidbey General Hospital ("Board Room"), Coupeville, Washington. This meeting was also designated as a "Special Meeting" in order to allow for a vote to increase the water usage rate/gallon fee. The meeting was called to order by President Jim Patton at 12:00 Noon.
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.
There was no objection to waive the reading of the Minutes of the Annual Meeting of April 17, 2004. The Minutes were approved as written.
Move - Bill Hawkins, Second - John Williams
Jim advised the members of the outcomes of his various discussions with County engineers regarding issues arising from the widening of West Beach Road:
The status of the unoccupied pole building on the Darst property remains unchanged pending any outcome of private litigation between two parties now underway. The WBRA is not a direct party in this particular litigation, but it is being monitored. Jim will again remind the Darst's of their obligation to keep the property mowed and neat.
Jim updated the members that the $1,000 water hookup fee paid to the WBRA by Janice Jarosz on behalf of Earl Darst for the property at 1004 Seacliff Ln rightfully belongs to the WBRA. Water service was hooked up, but was subsequently terminated by Island County Court order. The WBRA Board of Directors agreed that this water hookup will convey with any future transfer of this property, as would any other similar water hookup in the Association, and no refund is in order.
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: ($2183.46), Road ($1178.32), General Checking ($3018.99) and Savings ($1740.49). The Water fund balance varies depending upon dates of expenses and quarterly collections.
A Report copy is available upon request from the Secretary.
Jim reviewed that the WBRA water distribution system is strictly regulated under the Washington (State) Administrative Code as a "Group A Public Water System".
As such, a "Small Water System Management Plan" is required for each "Group A" system. Jim has developed the required formal Plan, including a detailed "Operations and Maintenance Manual" for the pumphouse operation. Robert Elphick assisted Jim by photographing the pumphouse equipment and features, as well as by incorporating the photos into the Manual itself. These regulations and Manuals are available from Jim for amy Member interested in learning more about our water distribution system.
The State will inspect our water distribution system, most likely in early 2005. All State requirements are being met or exceeded at this time.
To ensure that the WBRA Chairman for Water Systems Operations has a clear line of accountability within the Association, a Motion was made by Bill Hawkins and Seconded by Doug Dragoo that the WBRA Board of Directors (both Officers and Directors) are also to be designated as "Water Commissioners". The Chairman for Water Systems Operations will report to the Water Commissioners. This Motion was unanimously approved. This designation and reporting responsibility will also be incorporated into the "Operations and Maintenance Manual".
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 must be kept in balance, with some monies also collected and set aside for water system recapitalization and unanticipated maintenance. This fiscal responsibility is also required by the State of Washington for every "Group A Water System" such as ours. Jim has collected and analyzed 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 presented these data to the WBRA Board on 8/8/04 and to the membership for discussion at the WBRA Mid-Year/Special Meeting. A revised water rate/gallon of $0.0055 charged to WBRA residents was recommended by the Board. This rate will cover the fixed and operating costs, as well as provide recapitalization funds for repairs and replacement parts anticipated in the future.
A Motion was made by Rudy Deck, and Seconded by Bill Hawkins, that this new rate of $0.0055/gallon be approved at this Mid-year/Special Meeting and become effective as of October 1, 2004.. 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 majority vote (14 - 2).
"Cross connections" between the WBRA water distribution system and sources of potentially contaminated water such as residual, nonpotable water in lawn irrigation systems, fountains, pools, residential fire sprinkler systems, water softeners, etc could potentially result in contamination of the Association's water supply. Appropriate backflow prevention devices are required where warranted. As such, the Washington Administrative Code for Group A Public Water Systems mandates that the WBRA establish a written, legal, and enforceable cross-connection control program. The following Motion was made by Robert Elphick and Seconded by Bill Hawkins to amend our Bylaws that would satisfy the WAC requirements:
Article XV, Section 18. Cross Connection Control. No residential water system shall be permitted on any lot unless such a system is consistent with and in accordance with the Cross-connection Control Program provided in the WBRA Small Water System Management Program (SWSMP) and described in the Washington Administrative Code, Chapter 246-290-490. Operating policies and technical provisions are described in the SWSMP. Corrective actions to ensure that members comply with the Association's cross-connection control requirements may include, but are not limited to:
The above Motion was approved unanimously. A Residential Cross-connection Survey was distributed to all members at the meeting and will be mailed to those residents not in attendance. This survey must be completed for each residence and returned to Jim Patton The recent failure of the #3 pump resulted in a $700 repair cost. He suspects the pump failure is directly related to a concurrent electric power disruption caused by the road widening crew. Jim is following up both with Island County and our pumphouse insurance provider to determine if the Association's repair costs can be recovered. Robert Elphick and John Williams requested that Jim look into an automated system whereby the pumps would not be damaged by future electric power interruptions. Jim is an active member of the Island County Environmental Health Assessment Team, and participated in their assessment of Arsenic levels in drinking water. Jim is most pleased to report that the Arsenic level analyzed in our WBRA distributed water is well below National safe level standards.
Rick Dolan, with Jim's assistance, has reroofed the pumphouse with new shingles. The pumphouse was also repainted by Jim Patton, with help from Bill Hawkins and Jim McElroy. The funds for the shingles and paint had been approved at last year's Mid-year Meeting. Thanks to all who participated in improving the appearance and functionality of the pumphouse.
Special recognition was offered by the Members for of all of Jim's work and effort to the Association for not only being able to provide a continued supply of good water to the residents, but also in dealing with the morass of State water distribution system regulations.
Paty Williams (via note) desired to make the members aware that, as a potential outcome of the Whidbey Island Corridor Management Plan, there is the distinct possibility that West Beach Road will be designated as part of a scenic route on Whidbey Island. This will result in increased tourist traffic along West Beach Road. The road leading into our community will be a tempting side route for more tourists to explore. A Motion was made on behalf of Paty by Rudy Deck and Seconded by Rober Elphick to assess the interest in the members to research cost and design options to make a nice sign for the entrance to our community advising tourists that this is a "Private Community - Residents and Visitors Only", or something similar. This Motion was unanimously approved. The Williams' will take the lead , other members are encouraged to help.
A short questionnaire seeking general comments on the Corridor Management Plan was distributed to members at the meeting and will be mailed to members not in attendance. Please take a few minutes to address any idea or concerns you might have, and return the questionnaire to the group formulating this Plan as indicated on the questionnaire.
The Meeting was adjourned at 1:50 PM. Motion - Rudy Deck, Seconded - Robert Elphick. This Motion was approved by unanimous vote.
Rudy Deck, Secretary