West Beach Road Association

Call to Order.

The Annual Meeting of the West Beach Road Association (WBRA) was held on October 13, 2007, at Whidbey General Hospital (Board Room), Coupeville, Washington. The meeting was called to order by President Rudy Deck at 12:07 p.m.

The following WBRA members were present:

• Rudy Deck
• Robert Elphick
• Margaret Elphick
• Belinda Hawkins
• Bill Hawkins
• Jim Patton
• Wendy Patton
• Dave Steckman
• Brad Trumbell
• Bill Van Zytveld
• Lorraine Van Zytveld

• Barbara & Jim Alley
• Denise & Shannon Buys
• Anita & Doug Dragoo
• Bill & Loretta Hamburg
• Kaaren & Jim McElroy
• Jenny and Mike Nunn

Quorum Count

Number required for a quorum: 12 members. Total number present: 13 members.

Reading of the Minutes of the 2007 Midyear Meeting

President's Report: (Rudy Deck)

1. There have been various owners of lot 1004 Seacliff Lane since 2002 (the one with the nonconforming building or structure) when that lot was quit claimed by Earl Darst to a certain Raul Chu. In the intervening years that lot has been quit claimed several times by, between and among Raul Chu, Earl Dart, Vivian Darst, Lee Darst, and more recently Darst Bulb Farms, Inc. That entity is not registered with the corporations division of the Washington State Secretary of State. Approximately $1,700 in dues, fees and assessments owed on that lot have been unpaid since 2003, plus a $66 fee for filing a notice of claim of lien filed against the lot in 2007 by WBRA, plus interest at 18% (simple) interest per annum. As authorized by the WBRA Board of Directors (BOD) at last month's meeting, Rudy Deck and Bill Hawkins met with WBRA's Coupeville attorney, Dale Roundy, to identify the most cost effective way of enforcing payment. The matter will be discussed by the BOD at a special meeting to be scheduled for the next two or three weeks. The BOD will discuss sending a letter to the Darst Bulb Farm and all of the other identified owners of the lot in question during the period involved to place each of them on notice of the amount that is owed to WBRA on the property and the amount of interest that has accrued and continues to accrue on the principal balance.
2. A second issue for the BOD's consideration at the upcoming special meeting concerns the meaning of the terms building and structure as used in the covenants, conditions and restrictions (CCRs) and Bylaws. The issue is presented by a request from the Buys that the BOD review the conditional grant by the Architectural Control Committee (ACC) of the Buys' application for approval to construct a second ancillary building on their property. A brief discussion followed. The BOD will evaluate and consider the Buys' request and other structures and buildings already erected within the Association boundaries, the advisability of amending the CCRs, and the need to amend the Bylaws to include an express provision requiring recusal whenever a member serving in any Association capacity is faced with a conflict of interest, as occurred in this case.

Treasurer's Report: (Belinda Hawkins)

Belinda Hawkins gave the Treasurer's report, having recently been appointed to fill a mid-year vacancy in the position of Treasurer. The water assessment amounts for 2007 and 2008 are different because the 2007 assessment took effect for the last two quarters of the year only. A motion to adopt the Treasurer's report was made, seconded, and passed unanimously. The Summery Financial Statement is attached.

Water Manager's Report: (Jim Patton)

Glint in eye and glee in voice, Jim Patton gave his final report on the water system budget. The projected water system costs for 2008 are $6,624 plus $1,000 in variable costs, and a $1,250 recapitalization fund amount, for a total of $8,874. Jim Patton recommended adoption of the water system budget as written, subject to further review by the Members at the mid-year meeting in the Fall.

Included among the many highlights of the water system report are the following:

• The water system delivers 65 psi of pressure to each of the homes.
• We use an average of 2,500-2,750 gallons of water a day.
• The water tank has a capacity of 25,000 gallons. Each foot of water depth translates into approximately 5,000 gallons of water.
• The tank accumulates about 18 inches of sediment (mostly sand) a year, that needs to be pumped out. This is done annually. The pipes are also flushed quarterly, and the filters back flushed nightly. The varying amounts of water consumed by each of these cleaning steps is measured carefully enough that we should easily be able to comply with the State's new reporting requirement in this regard, without adjustment.
• Even when the tank is being drained for its annual cleaning, the system continues to deliver water to the homes without interruption of service, unlike other water systems. This is by virtue of the forethought of our water mangers (Jim Patton and, before him, Dan Cuccia).
• The system pumps 16 gallons a minute.
• The media in each of the four water filters is ordinarily replenished on a staggered basis, one per year. Last year's perfect storm caused the Association to replenish the media in all four filters in a single year.
• To prevent flooding on the pump house floor on a regular basis, the filter O-rings, which are fragile, are replaced on a regular basis by Bob's Pumps.

Road Manager's Report:

The Road Manager did not give a report, there being, reportedly, no business to report.

Architectural Control Committee:

Elections:

Elections were held to fill two vacancies, one on the BOD, the other on the ACC. Prior to the commencement of the meeting Margaret Elphick had volunteered to serve on the BOD, and Wendy Patton had volunteered to serve on the ACC. The President inquired whether there were any other volunteers to fill either position. Hearing none, the President suggested that the nominations be closed and the two positions be filled by acclamation. The members obliged. Wendy Patton and Margaret Elphick were congratulated on being elected to serve as member of the ACC and BOD, respectively.

New Business

Belinda Hawkins explained the need for the members to establish, at this meeting, the amount of the dues, fees and assessments to be collected in 2009, so the collection process can begin as early as possible in the year. Through the discussion it was established that the $50 annual membership fee and the $25 quarterly fee were appropriate, that the $250 annual road assessment has already been established by the BOD for a period of five years (to include 2009), and that the Treasurer's proposal was consistent with past practice of Association Treasurers since at least 2003. A motion was made, seconded and approved, unanimously, to: establish, for calendar year 2009, the Association membership fees in the amount of $50, the water system fee in the amount of $25 per quarter, and to leave the road assessment in the amount of $250 per year, so that the Treasurer can send dues reminders to the members in time for collection at the beginning of the calendar year, and to ratify the actions of the Treasurers in collecting dues in that manner since 2003.

Also following discussion, the President will place on the agenda for the Fall 2008 meeting the possibility of increasing the annual $50 membership due by $25 or $50 to cover administrative costs, including attorneys fees, so the Association has a legal fund available. The Association's administrative/general expenses have exceeded revenues for the past few years, resulting in declining balances in the checking and savings accounts.

Robert Elphick initiated a discussion of who will replace Jim Patton as the Water Manager. The duties of that position are organized in three main areas:

1. maintaining the books, receiving and reviewing bills and recommending to the treasurer that they be paid
2. coordinating with State and County officials, Clive Defty of King Water and the owner and operator of Bob's Pumps,
weekly/periodically checking the pumps and other components of the physical plant.

Adjournment:

Respectfully submitted
Bill Hawkins, acting Secretary in the absence of Ms. Thurman

Attachments: Summary Financial Statement.