West Beach Road Association

Present:

Rudy Deck, Margaret & Robert Elphick, Wendy & Jim Patton, Jeanne Ming-Hayes, Bill & Belinda Hawkins, Gabrielle Thurman, Tom & Kitty Stewart, Jim Alley, William & Lorraine Van Zytveld

Proxies and Ballots: Anita & Doug Dragoo, Jim & Kaaren McElroy; Judy Graham; Mike & Jean Nuun; Kathy & Dave Steckman; Shannon and Denise Buys; Cindy & Bob Bush; Bill, Miles & Loretta Hamburg.

The meeting was called to order by the President, Rudy Deck, at 12:03 at Conference Room B, Whidbey General Hospital, Coupeville, WA. A quorum of Members were represented.

The President called for a motion to waive the reading of and to approve the minutes of the last two West Beach Association meeting minutes. Jim Patton moved, second by Robert Elphick to waive the reading of the minutes and to approve the minutes of the 2010 Mid-Year meeting. Motion passed unanimously.

Bill Hawkins moved, second by Jim Patton, to waive the reading of and to approve the minutes of the Mid-Year (November) meeting. Motion passed unanimously.

President's Report:

none

Treasurer's Report: Belinda Hawkins

The WBRA Statement of Revenue & Expenses & Bank Balances as of April 8, 2011, was distributed to the members present. It was noted Year-To-Date expenses and revenues were listed from 2006 through 2010 on the left side of the document with Year-To-Date, Projected W/O Increases, and Projected W/Increases on the right side of the document. (See Attachment A).

The Water System category is listed in two sections – Fixed/Variable as well as the Capitalization Fund. In the past, the WBRA has not charged enough in water fees to cover operating costs usually breaking even at the end of the year or in a negative balance. The proposed increase would allow the Association to end the year with a positive balance of approximately $100. The Treasurer noted everyone is current with dues, fees, and assessments.

The Road Fund category represents the assessments collected to date for repaving Deseret Drive and portions of Seacliff Lane. As of April 8, 2011, the fund balance is $39,929.02 (includes proposed $150 assessment to replace monies borrowed for legal fees). Approval of the 2011 Budget was tabled until discussion and voting on proposed increases of dues, assessments, and increases later in the meeting.

Water Manager's Report: Jim Alley

The State Sanitary Survey was positive. The survey covers such items as record keeping, cleanliness of the pump house, and quality of the WBRA water supply. No violations were cited. Members expressed concerns regarding the age of the water pump, the booster pump, and filters. The replacement cost of the water reservoir tank is estimated at $30,000. Robert Elphick suggested reviewing the replacement costs related to the different parts of the water system as well as what it would cost to drill a new well should Whidbey Island experience a natural disaster such as an earthquake.

A notice was sent to the membership noting the April 28th cleaning of water tank by King Water. During the period from 9:00 a.m. to 9:00 p.m. on April 28th, it was noted residents should not use any water during this time period.

Road Manager's Report: Jim McElroy

The President announced Jim McElroy resigned as Road Manager. At this time, no replacement will be designated. The President and Vice President will share the road manager’s responsibilities.

Presently, the Association has two (2) estimates for repaving Deseret Drive and portions of Seacliff Lane. Lakeside submitted a bid of $45,500 (bid open until May 31, 2011). A second bid from Krieg Construction was $49,005, approximately 8% higher. The bid costs include digging out sections of the road, taking out dirt along the sides and re-doing some questionable areas. It was noted the Association does not have enough funds in the Road Account to repave the aforementioned roads. The current yearly road assessment of $250 expires in 2013.

Architectural Control Committee Report:

none

Administrative Items: Rudy Deck

The President acknowledged the Department of Ecology has extended the WBRA Water Right No. G1-24295P until October 15, 2015. Renewal is required every five years until all lots are developed. A $50 fee is charged by the State for this water right.

The insurance renewal for the Pump house was reviewed by Shelli Trumbull who advises it is to the advantage of the WBRA to continue with the present carrier (SAFECO) as many companies have discontinued writing policies for water systems. SAFECO will continue the WBRA policy because it is "grandfathered" in, but SAFECO may raise the rates. The President relinquished all paper work relating to the insurance coverage of the water system to the water manager, Jim Alley.

Elections:

The slate of officers for 2011/2012 was presented. The President announced Bill Thurman withdrew his name as candidate for the Architectural Control Committee leaving Shannon Buys running unopposed. Robert Elphick was nominated from the floor.

The slate of officers submitted to the membership minus the election of the representative to the Architectural Control Committee was elected by affirmation. In a separate vote, Robert Elphick was elected to replace Dave Steckman on the Architectural Control Committee. The new officers are as follows:

• Bill Hawkins, President
• Rudy Deck, Vice President
• Gabrielle Thurman, Secretary
• Bill Van Zytveld, Treasurer
• Dave Steckman, Director
• Robert Elphick, ACC

Water Rates:

The President called for a motion to set water rates at $0.0078 per gallon effective April 1, 2011 until it is changed by vote of the membership. So moved by Wendy Patton, second by Belinda Hawkins. No discussion ensued. Motion passed.

The President called for a motion to increase in the annual membership dues from $50 to $100per year. The purpose of this increase is to provide adequate operating monies in the General Operating Fund. The increase is to be retroactive to January 1, 2011. So moved by Bill Hawkins, second by Jim Patton. No. discussion ensued. Motion passed.

The President called for a motion for a one-time $150 per member special assessment to repay money borrowed from the Road Fund to pay legal fees incurred in legal action by the WBRA vs. Earl Darst payable in the second quarter of 2011. So moved by Bill Hawkins, second by Robert Elphick. No discussion ensued. Motion passed.

The President called for a motion to amend in the CC&Rs to require only one (1) Annual Meeting of the WBRA per year. This meeting to be held in the fall to allow the approval of the budget. So moved by Bill Hawkins, second by Robert Elphick. No discussion ensued. Motion passed.

In addition to the aforementioned changes in the CC&Rs, the President called for an amendment to allow members owning multiple parcels in the WBRA up to two (2) votes on items presented to the membership. So moved by Robert Elphick, second by Jeanne Ming-Hayes. Discussion ensured. It was the general consensus that changing the CC&Rs would establish a precedent for future requests. It was deemed while this may seem appropriate at this time that members owning more than two parcels may request more than two votes and argue that a precedent has been established with this change. Motion was defeated.

With the approval of the aforementioned changes and assessments, Robert Elphick moved, second by Jeanne Ming-Hayes, to approve the 2011 Budget with the increases in water fees, annual dues, and $150 one-time assessment. Motion passed.

New Business:

Robert Elphick created a new web site (www.whidbey.com/wbra). To access the web site, use your last name (capital on the first letter) and your street number. Robert Elphick sent an earlier email explaining the site and access, but will re-send the email to ensure everyone is familiar with how to access the site. Minutes, financial reports, and other information are available to members on the web site.

WBRA members were reminded it is their responsibility for providing accurate contact information including email, address changes, and telephone (including cell numbers) numbers to the WBRA Secretary.

A motion was made by Jim Patton, second by Bill Hawkins, to request a special called meeting to discuss the feasibility of a one-time road assessment of $254 to pave Deseret Drive and portions of Seacliff Lane now before the oil prices increase. Rudy Deck, Jim Patton, Bill Hawkins, and Jeanne Ming-Hayes were in favor of the Special Meeting and will direct a request to the Secretary. In the meantime, Rudy Deck will contact Lakeside and Krieg Construction to see if there is still an interest. He will also contact those individuals living on American Lane to see if there is any interest in participating. No action was taken on the motion.

The subject of maintaining the gravel road at the end of Seacliff Lane was brought up for discussion. It was agreed the southern portion of Seacliff Lane needs maintenance. Valdez Construction was contacted and a bid of $1200 was received to remove the loose gravel, grad down the crown; putting back crushed gravel. It was suggested the loose gravel could be dumped on Weichel’s lane. Rudy Deck thought the bid was high. It was also noted the budget item “Road Maintenance” was low and should be at least $1,000. A motion was made to add $1,000 to the 2011 Budget to provide gravel to Seacliff Lane, Patton moved, second, Belinda Hawkins. Discussion ensued. Bill Van Zytveld suggested the Association do both American Lane and the end of Seacliff Lane at the same time. When Rudy Deck talks with Lakeside and Krieg Construction, he will ask for a bid for the gravel portion as well. Motion passed.

When a bid has been accepted, Thurmans, McElroys, Elphicks, and Pattons want their drive ways re-done with gravel at the same time to ensure a better cost.

A motion to adjourn the meeting was made by Margaret Elphick and second by Jim Patton. Meeting adjourned at 2:27 p.m.

Respectfully submitted,

Gabrielle Thurman, Recording Secretary