West Beach Road Association

Minutes of Mid-year Meeting
November 12, 2005

Call to Order.

The Mid-year Meeting of the West Beach Road Association (WBRA) was held on November 12, 2005 at Whidbey General Hospital (Room "B"), Coupeville, Washington. The meeting was called to order by President Rudy Deck at 12:10 P.M.

The following WBRA members were present:

  • Rudy Deck
  • Lee Darst
  • Earl Darst
  • Anita Dragoo
  • Doug Dragoo
  • Margaret Elphick
  • Robert Elphick
  • Bill Hawkins
  • Georgia Heisterkamp
  • Jim Patton
  • Wendy Patton
  • Lorraine Van Zytveld
  • Bill Van Zytveld
Written Proxies were given by the following WBRA members:
  • Tosh/Winings - (Patton)
  • Weichel - (Elphick)
  • Williams (Deck)
  • Alley - (Van Zyfeld) - this proxy was given verbally with a written proxy to follow (see Motions and Votes for member approval of this procedure.)

Quorum Count

A quorum of the WBRA members was either present or represented by written Proxy to allow for voting on any Motions made during this meeting.

President's Report (Rudy Deck)

The president has been contacted by several prospective buyers regarding the three unoccupied land properties (Darst and Tosh/Winings) currently for sale within the association. He has either sent them copies of the CCRs or directed them to review the CCRs on the website.

The president advised the members that prospective buyers were requesting information regarding the partial use of the Tosh/Wining property for boarding animals. He referred them to Article 15, Section 7, in the CCRs that states the requirement for petitioning the Board to keep specific animals and yearly approval of a three-fourths majority of residents within the Association for each specific animal.

Lee Darst stated that the two Darst lots for sale will be sold by year end contingent on the property lines being established at five acres each. She requested clarification of the water hookup and was advised that the water hookups are specified for residential use, not agricultural use.

A Realtor contacted the president to request the purchase of a water share for a homeowner outside the WBRA. The request was denied.

The president reported that individual homeowners, not the WBRA, funded and completed the planting project at Deseret Drive and West Beach Road.

The president alerted the members that at the Annual Meeting he would submit a change to the CCRs regarding the current notification of meetings process (Article 4, Section 5 and Article 6, Section 4) to include email notification and to delete references to telegraphs.

Treasurer's Report (Wendy Patton)

The treasurer reported the following fund status: Water System ($2,439); Road Savings ($5,140); General Checking ($3,506); Savings Account ($1,837).

Water Manager's Report (Jim Patton)

General Updates: Per federal regulations, Jim will attach a placard to the pump house warning that tampering with the water system is a federal offense.

The rebedding of the two older Mac-Clean filters was completed at a cost of $1841 and resulted in significant reduction of iron and manganese levels. More efficient operation of the pumps reduced electricity costs.

The Department of Ecology granted a five-year extension of the Water Use Permit at a cost of $50 ($10 per year). Once all 23 hook-ups are made and at least six months worth of usage data is accumulated, the WBRA can apply for the Water Right Certificate.

Earlier this year, King Water recorded a positive coliform reading in the water system. The state-required subsequent battery of tests were negative following chlorination of the reservoir tank and remedial flushing of the distribution lines. The cause of the positive test was diagnosed as an accumulation of silt in the lines that permitted the growth of iron bacteria.

Cross Connection Control Program: Jim reviewed the status of the cross connection control program. As a Group A water system, the WBRA is required by the Washington Administrative Code (WAC) #246-290-490 to comply with the nine-step cross connection control program (addressed in Article 15, Section 18 of the CCRs).

In Step #3 of the program, King Water is responsible for identifying potentially hazardous backflow connections and advising the association and applicable members of the water system by January 2006.

Step #4 of the program requires the establishment of administrative and technical procedures. Jim drafted and presented a five-page document describing these procedures and an Application for Water Service that each new association member will be required to complete in order to show compliance with the cross connection control program.

Jim previously submitted the draft procedures to three professionals for review and comments: Andy Griffin, IC Planning Dept., Building Code Branch; Vin Sherman, IC Health Dept., Water System Inspector; and Clive Defty, owner of King Water Company and state-certified Cross Connection Specialist. They have all agreed that the procedures comply with the code. The members now need to approve the procedures to complete Step #4. Jim also suggested that the Application for Water Service be attached as Appendix A to the Architectural Control Committee Construction Approval Form (Enclosure 1 to WBRA CCRs) following Article 16 of the CCRs.

Step #5 of the program involves educating the members about the cross connection control program. Jim provided copies of three relevant brochures published by the American Water Works Association: "Health Hazards," "Backflow Prevention," and "Household Hazards." The hyperlinks to these brochures are also posted on the WBRA website.

Motions and Votes:

Since a quorum (twelve members) is required for a vote, Georgia Heisterkamp moved, firstly, to accept the verbal proxy given by the Alleys to Bill Van Zytveld on Wednesday, November 9th, 2005, to be submitted in writing on the Alleys' return to town; and secondly, to adjourn the meeting at the time and date the signed proxy is submitted to the Secretary. In the event the written proxy is not received, then the motion would fail. The motion was seconded by Doug Dragoo and approved unanimously.

Jim Patton moved that the Administrative and Technical Procedures for the Cross Connection Control Program as written and presented be approved. The motion was seconded by Bill Hawkins and approved unanimously.

Jim Patton moved that the Application for Water Service as written and presented be approved. The motion was seconded by Robert Elphick and approved unanimously.

Jim Patton moved that the Architectural Control Committee be tasked with obtaining a signed Application for Water Service from all new WBRA members. The motion was seconded by Bill Hawkins and approved unanimously.

Jim Patton moved that the Application for Water Service be attached as Appendix A to the Architectural Control Committee Construction Approval Form (Enclosure 1 to WBRA CCRs). The motion was seconded by Doug Dragoo and approved unanimously.

New Business

Lee Darst informed the members that an email regarding the status of the structure on their property (now referred to as the illegal garage) was sent to Rudy Deck that morning. Rudy Deck offered to review the email and contact the parties involved on Monday morning to clarify the situation.

Rudy Deck reported that he had not received the above mentioned email as of November 15th, 2005.

Recess:

Robert Elphick moved to recess the meeting with adjournment pending submission of the written proxy by the Alleys. The motion was seconded by Bill Hawkins and approved unanimously. The meeting recessed at 1:45 p.m.

Adjournment:

The meeting was adjourned November 15th, 2005, at 5:00 p.m. following the receipt of the written proxy from the Alleys.

Respectfully submitted by M.G. Elphick, Secretary