West Beach Road Association

Minutes of the Annual Meeting
December 12, 2015

Whidbey General Hospital, Conference Room "A"
Main Street, Coupeville, Washington 98239

Present were President Robert Elphick, Bill & Belinda Hawkins (Proxy for Graham), Rudy Deck (Proxies for Hamburg, VanZytveld, & Nunn) , Wendy & Jim Patton (Proxy for McDonough), Kathy Steckman (Proxy for Dragoo), and Cathy Niiro. This constituted a quorum of the WBRA members.

The meeting was called to order by President Robert Elphick at 12:00 Noon.

A Motion was made by Bill Hawkins, and Seconded by Jim Patton, to waive reading the Minutes of the 12/13/14 Annual Meeting and to approve those Minutes after correcting the date from 2013 to 2014. Approved unanimously

President's Report

Robert Elphick gave a brief overview of the two major projects in 2015:

  • The paved portions of Seacliff Ln and Deseret Dr were repaved
  • The new water system filtration system is being installed at this time

Treasurer's Report

Wendy Patton reported all Members' 2015 dues and assessments are paid in full. All outstanding bills are paid.

Item Amount Comments
Checking Account balance $5,800 $1,500 dedicated for gravel roads
Water Account Balance $4,017
Water Capitalization Fund $18,324 Water filtration balance and roof reshingle need to be paid yet -Then the year end balance will be approx $2,600
Road Repaving Fund $4,300

A proposed 2016 Budget was presented.

A Motion was made by Wendy Patton and Seconded by Bill Hawkins to renew the Annual Dues at $100/year, payable by 1/31/16. Approved unanimously.

The $1,500 in funds budgeted for gravel road maintenance was not spent in 2015.

The final 2016 Budget will be developed and voted upon after all budget items are discussed during this meeting.

Water Manager's Report:

Jim Patton reported that the WBRA sold about 1.2million gallons of water to its members in 2015.Revenue from water sales (approx $10,000) slightly exceeded the costs ($7,419) of delivering that water (electricity, insurance, King Water fees). Projected 2016 water sales and expenses lead to a proposed breakeven rate of $0.0084/gallon for 2015.Approximately 10% more water will be sold in 2016 as a result of Hamburg's new home, Niiro's new home, and a large family renter, but also with associated higher costs to do so.The operating costs of the new filtration system also need to be determined.

A Motion was made by Jim Patton and Seconded by Bill Hawkins to maintain the water rate to $0.0084/gallon effective with the12/31/15 billing. Approved unanimously.

The new water filtering/treatment system construction starts Monday, December 14, 2015!The system was approved by the Department of Health, Office of Drinking Water.The final State permit will be issued when the system is completed and fully tested.

Jim also found a buyer for old tanks and equipment no longer needed for $1,000.

A Motion was made by Jim Patton and Seconded by Bill Hawkins to maintain the Water Capitalization Fund assessment at $50/quarter, billed by King Water each quarter. Approved unanimously

Road CommitteeReport:

Bill Hawkins reported that the road repaving was completed by Kreig Construction as contracted.The road paving work was phenomenal, with the entrance at West Beach Road also leveled out. While to took the association 12 years to accumulate the necessary funds, it was the responsible thing io undertake

Maintenance of the gravel roads within the WBRA (south end of Seacliff Lane, Iris Lane, and American Way) was reviewed with Kreig Construction staff.Their professional opinion is that Seacliff and Iris Lanes are sound and no major work is needed.American Way will need work upon completion of the Nirro's home construction traffic and improved weather.Jim Neilon, a non-WBRA member neighbor, has done some light grading and gravel road maintenance as a good will gesture.He has offered to continue this work sporadically as requested by the WBRA.

Drainage is a problem in the ditches along the end of Seacliff Lane.No road stability, safety, or maintenance issues are evident because of this.This issue should be monitored as the Winter progresses.

Note: The $250/year Road Fund Assessment was approved in 2012 through 2017 and will continue without change.

Architectural Control Committee Report:

Kathy Steckman reported on two requests in 2015 were reviewed by the ACC and approved by the Board:

  • Steckman's outside artwork
  • Niiro's home and free standing structure at American Way

(Note - Hamburg's construction was approved in 2014)

Webmaster's Report:

Robert Elphick reminded members that the WBRA website is donated to the WBRA at no cost to the WBRA, and invites any updates and additions desired.

Members must keep their WBRA contact information (email address, mailing address, and phone numbers) current with the Secretary (CC&Rs Article III, Section 3), who will forward this information to the webmaster.

2016 Budget Approval:

A motion was made by Robert Elphick and seconded by Rudy Deck to approve the revised 2016 budget.This motion was Approved unanimously.

The 2016 budget reflecting the outcomes in this meeting is available from the Treasurer or at this page.

Elections:

With only one candidate for each available elective office, a Motion was made by Rudy Deck andSeconded by Bill Hawkins for the elections ofCathy Niiro as Director, and Belinda Hawkins as ACC member. Approved unanimously.

Note there is no Vice President at this time.

Jim Patton has agreed to retain the position as Water Manager until next year, with assistance from Brian Hunt & Mick McDonough

New Business:

A Motion was made by Wendy Patton and Seconded by Belinda Hawkins that the WBRA will get a Post Office box in Coupeville for all mailed correspondence for $50/year.Approved Unanimously.Rudy Deck will follow up as Secretary.

The meeting was adjourned at 1:20 PM

Rudy Deck, Secretary
West Beach Road Association