West Beach Road Association

Minutes of Mid-year Meeting
October 14, 2005

Call to Order.

The Midyear Meeting of the West Beach Road Association (WBRA) was held on October 14th, 2006, at Whidbey General Hospital (Board Room), Coupeville, Washington. The meeting was called to order by President Rudy Deck at 12:10 p.m.

The following WBRA members were present:

  • Barbara Alley
  • Jim Alley
  • Amanda Bush
  • Cindy Bush
  • Rudy Deck
  • Anita Dragoo
  • Doug Dragoo
  • Margaret Elphick
  • Robert Elphick
  • Bill Hawkins
  • Jenny Nunn
  • Mike Nunn
  • Jim Patton
  • Wendy Patton
  • Lorraine Van Zytveld
  • Bill Van Zytveld
Written Proxies were given by the following WBRA members:
  • Karen and Jim McElroys - (Deck)
  • Kathy and Dave Steckman - (Alley)

Quorum Count

A majority of the WBRA members-in-good-standing was present or represented by proxy.

Reading of the Minutes

A motion to waive the reading of the minutes of the 2006 Annual Meeting was made by Jim Patton, seconded by Robert Elphick, and approved unanimously. A motion to approve the minutes was made by Robert Elphick, seconded by Doug Dragoo, and approved unanimously.

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 the two changes to the CCRs approved unanimously at the annual meeting were filed on August 30th, 2006:

  • Notification of meetings process (Article 4, Section 5 and Article 6, Section 4) to include email notification and to delete references to telegraphs;
  • Wording regarding delinquent payments (Article 3, Section 2 and Article 12, Section 1) to include assessments as well as dues for the purposes of determining fines and membership status effective ninety days from filing.
The current CCR's are available on the website.

The president reminded the members that elections for the Board officers will take place at the next annual meeting and requested any members interested in serving on the Board to contact him.

Treasurer's Report (Wendy Patton)

The treasurer reported the following current fund balances: General Checking ($4450.59); Water System Account ($2091.21); General Savings Account ($1839.09); Road Savings (1854.11) + Road Savings CD ($7710.70).

The treasurer noted that the Water System Account is now projected to be approximately $1000 less than the revenue projected in this year's budget. Upcoming costs of approximately $1700 include the water system electricity bill, King Water maintenance fees, and the new hatch cover.

The costs of regrading the gravel road at the end of Seacliff Lane came in under budget.

At this date, one WBRA member has not paid the dues ($50.) or road assessment ($250.) for 2005.

Water Manager's Report: (Jim Patton)

The water manager provided copies of The Department of Health five-year Sanitary Survey Inspection results for the West Beach Road Association Water System conducted August 24th, 2006. (The report will be available on the website.)

The seal on the hatch cover for the reservoir tank was inadequate, and the cover needed to be replaced. The Board approved the replacement, and the new hatch cover will be installed by King Water with a total cost of approximately $700.

The DOH inspection report also noted that the filter system was installed without the DOH review and approval, which requires an Iron and Manganese Removal Facilities Checklist to be completed by a professional engineer. Previously, the association decided not to seek this approval until all four filters were installed. All four filters have now been installed and rebedded and are working at maximum efficiency. The estimated cost for completion of the checklist is approximately $1000 and could be completed next year if included in the budget and approved by the members.

The two inoperable 3HP pumps were sold to the WIWSA for $200. The system currently functions with two 5HP pumps and one 1HP pump.

Jim recommended that the calculation for price per gallon be reviewed at the annual meeting to accommodate any increase in maintenance and/or management costs. The price per gallon depends on the amount of water spent and the estimated expenses. This year, the water consumption/water sales has been less than projected basically as a result of several unoccupied homes. Jim will present the total yearly figures and alternate budgets at the annual meeting.

Doug Dragoo suggested a possible one-time assessment to cover any shortfall in funds. The members agreed to consider that option if necessary at the annual meeting.

(memorandum attached)

Road Manager's Report:

Bill Van Zytveld asked about the maintenance of the gravel road at American Way. No maintenance was conducted this year though regrading was completed at the end of Seacliff Lane. Robert Elphick requested that a road manager's report be made at each meeting and suggested that the road manager coordinate any future gravel maintenance work with those homeowners who need to maintain gravel driveways and might be able to take advantage of possible cost savings. Rudy Deck will contact the road manager (Jim McElroy).

New Business

Rudy thanked Jim Patton for his continued work on our behalf in maintaining the association's water system and requested members to voluntarily contribute in the future with various, simple maintenance tasks. Simple checks that all members can complete on an ongoing basis include monitoring the water tank gauge and the red warning light, both located on the pumphouse.

Robert Elphick requested an Architectural Committee report be made at each meeting. Bill Hawkins will contact the ARC chairman (Shannon Buys).

Adjournment:

A motion to adjourn the meeting was made by Bill Hawkins, seconded by Jim Patton, and approved unanimously. The meeting was adjourned at 12:50 p.m.

Respectfully submitted by M.G. Elphick, Secretary