Birch Bay Village Community Club Board Meeting 10/15/15 BBVCC Clubhouse

Transcription

1 Birch Bay Village Community Club Board Meeting 10/15/15 BBVCC Clubhouse Call to Order: Jim Lockie called the meeting to order at 7:00pm. Roll Call: Jim Lockie (President) - Present Don Hubert (Vice-President) - Present Valery Anderson (Secretary) - Present Harry Shearer (Treasurer) - Excused Dawn Baker - Present Cliff Mallory - Excused Staff present: Ken Hoffer (General Manager) Esther Matter (Recording Secretary) Agenda: Motion made by Valery Anderson, seconded and carried to approve the Agenda as presented. Homeowner s Presentation: Rick Calef (Div. 12A, Lot 6) brought up his reason for appealing the Architectural Control Committee s (ACC) denial of his proposed fence slats: no reason was given for the denial at the meeting, there are other fences in BBVCC with slats in them, and being ugly should not be a reason to deny the project. Bruce Walasek (Div. 12A, Lot 7) mentioned that he is the neighbor or Mr. Calef, and stated that the proposed slats were unattractive. Furthermore, the ACC members inspected Mr. Calef s property and agreed that the slats would be unattractive. Mr. Walasek added that he had offered to pay more than half of a privacy fence that was the same as the fence on the other side of their property; Mr. Calef never agreed or Board Meeting 10/15/15 Page 1

2 disagreed. Mr. Walasek also added his disagreement that several tree removals were approved on Mr. Calef s property. Brent Atkinson (Div. 11, Lot 22) mentioned that he owns multiple lots in addition to the property with his home. When he initially purchase in 1971 there was no charge for mowing vacant lots; the fee for mowing is now $300 each vacant lot each year. The amount gets quite high when having to pay for multiple lots. Mr. Atkinson asked for some compassion; especially since the vacant lots do not use amenities. Mr. Atkinson also added his disagreement that the Office was not open on Saturday, that his check was sent back because it was drawn from a Canadian Bank, and that non-votes count in the decision of turning down the budget. Mr. Atkinson asked that Ken Hoffer get a hold of him about the decisions from the Board in these areas. Katy Hicks (Div. 2, Lot 22) brought up a request that the Board consider an Acoustifence when it comes time to upgrade the outer gate. The Acoustifence will help deaden the sound of vehicles on Birch Point Road, and reduce the amount of light from headlights. Ms. Hicks and other neighbors that live near, or along, Birch Point Road agree that the lights and noise are a nuisance. Ms. Hicks handed out information about the fence, and will return to the next Board meeting with more petitions of people who would like the Acoustifence and any other new information. Minutes: Motion made by Dawn Baker, seconded and carried to approve the Board Minutes of September 17, 2015 with the amended change of still under BP Reimbursement. Committee Reports: ACC o Projects: All the submitted architectural projects were approved accept for the fence slats; one project was approved pending that further information is provided. o Denial appeal: Before the Board considers an appeal from Mr. Calef, a meeting will be scheduled for before the next ACC meeting so that the ACC members can verbalize why the slats were denied. Motion made by Dawn Baker, seconded and carried to accept the ACC minutes of October 6, 2015 as presented. Golf Ernie Hutchins o New golf course sign: Jim McMillan will be ordering a new sign for the golf course. The sign will be similar to the ones at the front and lower gate, and ordered through Sign by Tomorrow. The sign will state Birch Bay Village Golf Course and Pro Shop. Board Meeting 10/15/15 Page 2

3 Motion made by Dawn Baker, seconded and carried to accept the Golf Committee minutes of October 8, 2015 as presented. o Tom Baker added that he ordered a new HDMI cable for the clubhouse. Marina Rod O Dell o Dock gate replacement: Due to the petition created by Mr. Kelly opposing new dock gates, a sub-committee has been formed to review more options and alternatives for the dock gate replacement. A recommendation will be given to the Board after all options are explored. Jim Lockie reminded Mr. O Dell that because the budget has already been submitted to membership, the allotted money for 2016 for the gate replacement has to be used on the gate replacement or not at all. o Materials list and procedure manuals: A Material list and Bull-rail procedure manual has been created by members of the marina Committee. Tom Baker highlighted some of the areas of the manual, and stated that the reports would be filed with Steve Freitas at the Office for future use. Another bull rail replacement is scheduled for October 28, 2015; the manual will be used and might be altered. A manual for maintaining the pump-out system will also be created. The information will be given to new Marina Committee members. o Priority list: A check-list of items that need to be worked on and their priority has also been given to Steve Freitas at the Office. o The Board thanked Rod O Dell for his service on the Marina Committee. Motion made by Don Hubert, seconded and carried to accept the Marina Committee minutes of October 13, 2015 with the amendment of starting date instead of completion date under Fire Suppression System. Roads & Drainage Terry Sullivan o Next meeting and culvert projects: The Roads & Drainage Committee won t meet again until February, but some members would like to work on drainage gap areas in the interim. The fixes should be simple (attaching pipe together). Once the list is finalized, Steve Freitas will submit it to the ACC for approval. The volunteers might need some more scrap pipe. Motion made by Valery Anderson, seconded and carried to accept the Roads & Drainage Committee minutes of October 8, Security o September meeting issues: A few issues discussed at the last Security Meeting were reviewed by Ken Hoffer and Ralph Falk (chairman) during a one-on-one Board Meeting 10/15/15 Page 3

4 Unfinished Business: meeting. Ken Hoffer will wait until Ralph Falk is back in town before bringing them to the Board. o New member request: Gloria Hardan submitted a letter of interest to serve on the Security Committee. Since the Security Committee does not meet again until December, an was sent to all the members asking for an vote to approve or deny Ms. Hardan. The vote was unanimous with all members voting yes to approve Gloria Hardan for the Security Committee. Motion made by Don Hubert, seconded and carried to approve Gloria Hardan to serve on the Security Committee. New Clubhouse heating system: Several heating system options were reviewed during the Board Work Session in October. Out of the three companies that bid: Barron, West Mechanical and Dynamic, West Mechanical s bid was the most promising. West Mechanical also verified that their bid was all inclusive. o Two Solar companies came out and are generating bids for Solar, but the bids will be 2 weeks out. Due to the potential cost, the condition and shape of the roof, the Board does not believe Solar will be worth the cost. Motion made by Valery Anderson, seconded and carried to accept West Mechanical s bid of $10, for a heating system for the clubhouse. No additional costs are allowed, and the piping cannot be visible. New Business: Investment request: Franklin Ellars from Edward Jones requested that the Board authorize him to automatically roll over CD s as they come due. o The Board would like to keep control of the fund transfers. Replacement requests: o New maintenance boat: Some options for a new maintenance boat for the marina were submitted to the Board. The current boat does not have a working engine (and repairs have been attempted), also the lake boat was modified for weed pulling and is not practical. They do have a new 25 horsepower engine that can be used on a boat. The idea will be tabled for review by the Marina Committee. o Track hoe replacement: The current track hoe is used often, but there are areas where the load is not strong enough and a larger one has to be rented; it is also not enclosed so when any sort of flailing is done the debris becomes a hazard for the driver (and OSHA requires a shield between the driver and arm); third, the blade is not articulating. Board Meeting 10/15/15 Page 4

5 Manager Report: The concept will be tabled until the Roads & Drainage Committee can provide input. o Golf Cart replacement: Golf Cart replacement is already on the schedule for Three gas carts are due for replacement. Mike Ornsby (mechanic) is researching options and prices; electric would be the preferred way to go. Blaine bank options: Once Harry Shearer is back from vacation, Ken Hoffer, Rachel Childers and Harry will go to Blaine and seek alternative bank options. Ken Hoffer will also be meeting with a representative from the Wells Fargo branch in Ferndale. Foreclosed lot sale: The purchaser of the foreclosed lot had the sale of her house fallthrough. She therefore asked for a 45-day extension, but upped the earnest money and agreed to have it be non-refundable. Another potential buyer of her home is already in the process. BBWARM reimbursement: The BBWARM reimbursement is a long-term item. To be fair and legal they are creating stipulations to qualify for reimbursement. Fire suppression system: The contracts are done. Ken Hoffer will set-up a meeting with Mr. Hicks to go over permits. The labels for the addresses of properties within 300ft of the marina have been prepared. Marina Maintenance position: Someone was hired for the marina maintenance position and they will start work Monday. Financials: 3 rd Quarter Transfers: o $1,000 from Marina Reserves into Operating for dredging permits o $4, from Marina Reserves into Operating for marina dock rebuild project o $4, from Marina Reserves into Operating for the Gas Pump system and Pump-Out repairs o $13, from Road & Drainage Reserves into Operating for culvert repair project Vactor Truck o $92, from Road & Drainage Reserves into Operating for paving project Total: $115, Motion made by Valery Anderson, seconded and carried to approve the 3 rd quarter transfers as listed. Profit & Loss: The corrected P&L statement was given to the Board. Ken Hoffer brought attention to the increase in new home constructions, the increase of sale transfers, and collected $10,000 from dues in one month. Board Meeting 10/15/15 Page 5

6 Correspondence: Letter on lot mowing: An was submitted from a member to the Board about lot mowing and mowers. o The Board was not sure of what the member was requesting; no action was taken. Non-Compliance: From the hearing: The property on Haida Way is making good progress, they were given 90 days to complete. The property on Cowichan is almost complete; the owner is refusing to pay some of the fines and fees. The property on Quinault had a meeting with Ken Hoffer, Steve Freitas, and Jim Lockie on Monday and has already started work on the roof and will move on to the deck. The property on Nootka had a letter sent back; the situation has been given to the attorney to take action. Oversized vessel: The attorney is taking care of the situation with the oversized vessel based on the decision from the Board. Delinquent List: Hearings are scheduled for November 19, Action Items: The underside of the shed at Sunset Park was painted. Other Business: Planting arborvitae at lower gate: Valery Anderson asked Ken Hoffer to research how much money was available to plant arborvitae at the lower gate, and then have maintenance dig a trench inside the fence whenever they are able. Employee handbook: Don Hubert stated that he and Dawn Baker were creating an addition for the employee manual for seasonal employees and taking off during offseason months. Once additions and corrections are finalized, the draft might be given to the attorney to review. Adjourn: Motion made by Dawn Baker, seconded and carried to adjourn at 8:35pm Board Meeting 10/15/15 Page 6