West Beach Road AssociationMinutes of the Annual Meeting
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| General Account | $3,925 |
| Water Account | $2,050 |
| Water Cap Fund Savings | $12,091 |
| Road Repaving | $50, 319 |
| Total | $68,385 |
A proposed 2014 Budget was presented (attached).
The cost for delivering water to WBRA members' homes in 2013 basically equaled the income derived from the sale of that water at $0.0078/gallon. No increase in the cost/gallon fee is recommended by Wendy or Jim Alley (Water Manager) at this time.
The cost of the emergency generator purchased in 2013 and electrical hookup to draw water from the well if needed was $2004 and paid from the Water Capitalization Fund.
The projected $3500 cost of the Board of Health mandated water system engineering study in 2014 will be budgeted for in the Water Capitalization Fund.
The Road Repaving Fund assets will increase by $5,500 by 2/1/14 as the annual Road Assessment is collected. This will provide adequate funds to fulfill the contract obligation with the paving contractor, Kreig Construction - $55,000 when paving is completed in 2014 and the balance of approx $2,500 in 2/15.
No funds are budgeted for gravel road maintenance, but will be discussed later.
The final 2014 Budget will be developed and voted upon after all budget items are discussed during this meeting.
Water Manager's Report:
Jim Alley reported that the water system is operating normally with no undue maintenance issues. The Escherichia coli issue from the summer was resolved by chlorination.
Jim cautions that the well pump is old beyond its expected service life, and while still functioning well, might need replacing in the not to distant future.
The Board of Health is mandating an engineering study to develop an "as built" design for the water system. This is not a health or water quality issue. This is because of several small system changes over the years, like adding 2 x 5 hp pumps (in place of 2x3 hp pumps), a 1 hp pressure booster pump and two McClean filters to reduce iron content. Jim Alley and Jim Patton recommended that Jeff Tasoff, a reputable and respected civil engineer well connected with the BOH, be contracted to conduct this study for an estimated $3,500 cost.
A Motion was made by Jim Patton, and Seconded by Belinda Hawkins, to approve a contract for approx $3,500 to conduct this BOH mandated study. - Approved unanimously
Road Committee Chairman's Report:
Bill Thurman reported that the road repaving contracted for in 2013 is delayed until early 2014 at the request of the contractor, Kreig Construction. This delay is acceptable because it defers a season of wet weather, will be done at the 2013 cost, and might be able to be coordinated with the planned Hamburg home construction.
A 20 year plan for paved road maintenance after repaving was developed based on input from both Island County and Washington State transportation department engineers:
Maintenance of the gravel roads within the WBRA (south end of Seacliff Ln, Iris Ln, and American Way) has been sporadic and unfunded over the years. Some maintenance was carried out by individual residents, and to some limited extent by the WBRA. A badly needed long term gravel road maintenance plan was developed based on input from a contractor who worked on the roads before (but is no longer interested in the job):
Robert Elphick advocated starting a gravel road maintenance assessment fund now.
After discussions, a motion to defer establishing such a fund until we know what the estimate is from Kreig Construction and a long term plan is developed by the Board in early 2014 was made by Robert Elphick and Seconded by Bill Thurman. Additionally, the 2014 Budget should reflect $1,500 in gravel road expenditures, but without an income source for now. Approved Unanimously
Bill Thurman advised that he will no longer be Road Committee Chairman, and Robert Elphick has agreed to assume this role. President Hawkins appointed Robert Elphick as Road Committee Chairman.
American Way residents who are not WBRA members use our road to access their properties. A recent Washington court ruling obligates those residents to support the maintenance of the Association's roads. It was agreed that once the WBRA has a gravel road maintenance plan and cost established, we would invite those non-WBRA property owners to this Special Meeting planned to discuss that subject as non-voting observers.
The Board of Directors will be authorized to invite guests to meetings as appropriate.
Motion to the above by Bob Bush, Seconded by Robert Elphick - Approved Unanimously
A fair share of that cost ($100/year?) should be borne by those property owners and will be presented at that time.
Architectural Control Committee Report:
Robert Elphick reported that two ACC requests from Pam & Russ Johnson had been found to meet the requirements of the CC&R's and were given final approval by the Board. An ACC request by Jim Brix for a fence made of wrought iron could not be approved since this material is nor covered in the CC&R's. The Board decided to allow the Members to provide input for a waiver on Jim Brix's proposal.
After reviewing drawings and photos of the proposed wrought iron fence, a motion was made by Bill Thurman, and seconded by Dave Steckman, to grant a waiver approving this ACC request and to amend the CC&R's XV-14 to include wrought iron as an approved fencing material. - Approved unanimously.
Robert Elphick also reported attempts to contact Errol Hanson about the condition of the structure on his property at 1004 Seacliff Ln. Demolition can be carried out for approx $2663. Perhaps neighbors would share this cost. He received no response. Rudy Deck indicated that based on recent discussions with Errol Hanson, he might be willing to consider this. Robert will try and contact Erroll again.
Stormwater Drainage:
In 1998, theWBRA entered into an agreement with Gary Graham whereby accumulated stormwater at the south end of Seacliff Ln could be pumped into his existing over the bluff pipe that ran to the beach. This pipe failed in 2013 and this agreement was terminated. Judy Graham is uncertain whether or not the pipe will be replaced or a different system installed. Robert Elphick will stay in contact with her on further developments. Meanwhile, stormwater accumulates in the ditches at the Seacliff/Iris lanes junction.
Jim Patton, with the help of Robert Elphick, is now exploring the possibility of constructing a dry well (20'x5'x10'?) in that area, on the east side of Seacliff. Ken Weichel is not willing to have this on his front property, and Errol Hanson and the McElroys have not been approached yet (?).
It was not clear from discussions whether this drainage issue and remedy is the responsibility of the WBRA, individual affected property owners, or a joint responsibility. Opinions are quite polarized. The main points seem to be if this is even a gravel road stability/maintenance issue or a road accessibility/safety issue. This needs to be resolved at some later, perhaps "Special", meeting.
A Motion was made by Bill Thurman, and Seconded by Dave Steckman, to table further discussion on this issue until such time that the Road Committee has had time to study this issue and present a report at a Special Meeting. - Approved unanimously.
Elections
With only one candidate for each available elective office, a Motion was made by Jim Patton, and Seconded by Rudy Deck, for the elections of Bill Thurman for Vice President, Dave Steckman for Director, and Kathy Steckman for ACC member. - Approved unanimouslyVoting on Budget Items
2014 Annual Dues of $100/property payable by 1/31/14. Motion by Jim Patton, Seconded by Belinda Hawkins - Approved unanimously.
Water rate of $0.0078/gallon maintained until 12/31/14. Motion by Jim Patton, Seconded by Robert Elphick - Approved unanimously
Transfer $1,500 from General Checking into a new Gravel Road Maintenance line item. Motion by Wendy Patton, Seconded by Bill Thurman - Approved unanimously
Establish a new Gravel Road Fund Assessment (except Buys) of $70/year payable by 1/31/14. Motion by Robert Elphick, Seconded by Belinda Hawkins - Rejected 13 - 1
The 2014 budget reflecting the outcomes in this meeting is attached.