West Beach Road Association

Present:

Anita Dragoo, Bill & Gabrielle Thurman, Jim & Kaaren McElroy, Bil Van Zytveld, Robert Elphick, Rudy Deck, Bill & Belinda Hawkins, Jim & Wendy Patton, Tom & Kitty Stewart.

Proxies and Ballots: Jim & Barbara Alley, Bob & Cindy Bush, Ken Weichel, Shannon & Denise Buys, Dave & Kathy Steckman, Jim Brix, Bill, Loretta, & Miles Hamburg, Jeanne & Peter Hayes.

Business:

The President, Bill Hawkins, called the meeting to order at 12:03 in Conference Room A, Whidbey General Hospital, Coupeville, WA. He explained the purpose of this special meeting was to allow the membership to consider taking advantage of a business opportunity relating to the current price of oil as it applies to the re-paving of Deseret Drive and portions of Seacliff Lane.

As noted at the Annual Meeting, two re-paving bids were received from Lakeside Industries and Krieg Construction. These bids are based on the current price of oil. The lower bid by Lakeside bid is in effect until May 31st. It is the purpose of this meeting to consider re-paving the roads now as oil prices are assumed to continue to increase in the coming months and maybe the coming years. In order to take advantage of the Lakeside bid a special assessment of $255 is needed to ensure enough funds are in the Road Fund to cover the costs of re-paving. The possibility was discussed of expanding or revising the proposal before the members to provide that the special one-time $255 assessment be approved on condition that the assessment be considered in lieu of any assessment for calendar year 2012, or in the alternative, that the remainder of the current five year road assessment be terminated.

Concern was expressed by members who live at the end of Seacliff Lane that the gravel area is deteriorating rapidly and has not been properly maintained. It was noted there were pot holes, drainage problems, and a need to have the section graded before crushed rock was applied. Further, several members requested crushed rock be used, and not gravel, as the gravel will be thrown from the road bed as cars and trucks pass over it. The question of how much money was needed to fix the gravel portion of Seacliff Lane was discussed. Again, the former Road Manager noted it would take approximately $1750 (at least, 2 loads of crushed rock). The question of where this money would come from was noted as there is no separate line item road Fund for gravel maintenance, although $1,200 was set aside in the 2011 budget for gravel road maintenance in future budgets.

The point was made that we could not vote on a substitute proposal at the special meeting because it would not have been noticed to the members. To bring the matter to closure, the President called for the vote on the issue before the membership.

Approve a one-time special assessment of $255 per member in order to accumulate sufficient funds to re pave Deseret Drive and Seacliff Lane(except for the gravel portion of the latter) as soon as possible.

It was noted four association members abstained from voting either by proxy/ballot or failure to attend the meeting. The secretary noted twelve no votes and one yes ballot had been received. Motion failed.

Robert Elphick suggested the following outline as a substitute proposal to be brought back before the members at another meeting:

• That a $255 per household (except the Buys) assessment be approved for the purpose of maintaining the blacktop, payable by 30 June 2011;
• That the existing five year assessment for blacktop be terminated;
• That a new capitalization fund be started in 2013 for all road repair not to exceed $200 per an nun in the first year;
• That in 2012 monies will be budgeted for the gravel road system.

As the substitute proposal had not been circulated to all the members for their consideration, a motion to consider the proposal was tabled until another Special Meeting is requested by any four of the members as provided by the By-Laws.

There being no further business, a motion to adjourn the meeting was made by Bill Thurman, Second by Jim Patton. Meeting adjourned.

Respectfully submitted,

Gabrielle Thurman, Recording Secretary