Blakely Island Maintenance Commission, Inc.

MINUTES OF THE ANNUAL MEETING
JULY 3, 2004

The Annual Meeting of the Blakely Island Maintenance Commission was called to order at 9:35 a.m. in Pete Galli’s hangar. President Cheryl Burkhart announced that there was a quorum of BIMC members present or represented by proxy. All Board members were present.

In Memoriam
The President requested a moment of silence to recognize the passing in the past year of the following members of the community:

Terry O’Neill, son of Ed and Mary O’Neill;

Jack Leslie, who designed the hydroelectric generator at Sawdust Beach and donated it to Seattle Pacific University;

Stu Knopp, former member who received a heroism award for rescuing a child who fell out of a boat without the knowledge of the other boat passengers into the Sound in front of his house;

Del Smith, Mae Taylor, and Bonnie Henson, three BIMC pioneers, who, along with their spouses and the Bartrams, struggled to obtain the easements we enjoy today.

New Members
This year several new members were introduced to the community:

D. L. and Pam Fitzpatrick Lot 95
Carolyn and John Grosshans Lot 46
Pam and Roger Brown Lots 22 & 23
Mark and Gail Light Lot 28
Dan Roach & Ellen Roth Lot 49

Thank You
Doug Norberg requested the opportunity to thank the Blakely community for coming to put out the fire at his house on South Blakely last February. The house is being rebuilt as before and will be finished next spring. Mr. Norberg invited us to stop by and see how the reconstruction is going.
Cheryl Burkhart thanked the members of the BIMC who have donated services for this meeting:

Announcements
Bikers on Blakely. John Madden announced that there would be another Bikers on Blakely (BOB) course for under 18-year-old motor vehicle drivers at 3:00 p.m. at the tennis courts. Another certification course will be available later in the summer. We are relying on parents to enforce the rules agreed upon by all the parents.
2004 BIMC Owner’s Manual. If anyone needs a copy of the 2004 Owner’s Manual, please request one from the Secretary.
Road Ownership. Cheryl Burkhart reminded all members that use of the BIMC facilities and roads is as stated in full in the annual meeting packet. In summary, members and any guests use BIMC facilities at their own risk, members are to fully inform guests of the BIMC rules and guidelines, and members must escort their guests on the upper island. No smoking is allowed anywhere on the upper island. Any encroachment by a member on a BIMC road is by permission of BIMC and at the member’s risk to pay the removal expense. The BIMC-owned roadway is forty feet wide throughout the plat, with the exception of the two east-west hangar corridor roads, which are 30 feet wide.
Safety.BIMC members are responsible for the safety of their family members and guests. Visitors are allowed on the plat, but no visitor may go past the sign near the Post Office to the upper island except in the company of a member.
Speeding. This year the kids are doing a good job of obeying the speed limit; it’s the grownups who are the problem. The speed limit is 20 mph.
4 wheelers. These vehicles are very destructive of native plant growth; please remind your family members that they should stay on the roads in these vehicles.
Dogs. Last year the membership voted not to have dogs at the swim beach, including leashed dogs. Dogs bark, fight, shake, and take food. Please do not ask if you may bring your dog when you arrive at the swimming beach, people do not like to be put on the spot.


Picnic. The annual meeting picnic will be at 5:00, beer and hamburgers and hotdogs will be provided. Please bring a side dish to share.
AED training. Training on CPR and the AED machine will be at 10:00 a.m. tomorrow here at Pete Galli’s hangar. It will last about 2 hours. Deborah Davey reported that the AED machine was used four times in the past year when it was hooked up to someone with a potential problem to determine if it needed to be used.
Fire Drill. The fire drill and training on the fire truck will be at 10:00 a.m. day after tomorrow (Monday).
Parade. Lisa Burkhart announced that all children and adults interested in participating in the 4th of July Parade tomorrow should gather at 9:00 a.m. in the Burkhart’s yard. Hats, streamers, and materials to decorate bikes, etc. will be provided. The parade will be on the roads around the runway at 9:30. The parade needs more spectators. Please come and enjoy the show and support a fun event.

Approval of 2003 Annual Meeting Minutes
Cheryl Burkhart asked if there were any corrections to the minutes of the 2003 Annual Meeting? There were none, so the minutes are approved.

Approval of BIMC Board Acts
President Cheryl Burkhart stated that the board spent $1,500 to install low-flow toilets at the Marina, which has reduced the Marina’s water use of the BIMC domestic water system by 40 per cent, and requested that the membership approve the acts of the Board since the last annual meeting. Margaret Mills so moved, and it was seconded. Pam Roats asked why the board spent money on private property? Kevin Clark spoke to the same issue. Harold Bartram asked why the Board spent money on private property when it would not spend the money for his proposal to extend the raw water line to Driftwood Beach? Cheryl Burkhart explained that the Board invested $1,500 in low-flow toilets to reduce demand on the domestic water system in order to prevent a water shortage this summer, citing the Board’s responsibility to maintain the water system. Harold’s proposal called for the Board to approve a $45,000 capital expenditure, $9,000 of which was slated for work on private property, without a vote of the membership. She stated that the Board would not vote on such a request. Henry Reents moved the question, which was seconded. By voice vote, the question passed without opposition. The vote on the motion passed by voice, with two members opposed.

Commissioner’s Reports
The President announced that to save time for the fire and water reports and other business this year, the commissioners and Facility Manager would answer questions on their written reports.

Brian Kincaid, Property Manager. No questions.
Marc Droppert, Roads. No questions. Marc reminded everyone to NOT walk across the runway. It is a dangerous practice and the adults are setting a bad example for the youngsters, who are more at risk. The names of repeat offenders will be included in future Board minutes.
Chris Owings, Fire. No questions. Chris requested that each member look at their own preparedness for a fire: their skills, tools, and equipment, in particular that current fire


extinguishers are in their home and vehicles. Chris presented Jim Davis with a wrapped gift in appreciation for his fine work as island fire chief. Jim opened the box with a look of concern and discovered a small stuffed firefighter with a fire hose over its shoulder. Chris stated that as the only fire commissioner to actually attend a real fire, she hopes it doesn’t happen again.
John Howieson, Water
. John did not prepare a report because Jim Davis’s Facility Manager Report has all the data. John did prepare a chart that is posted on the wall behind the Board, which he thought would be useful during the discussion. The maximum amount of use per day is the limiting factor. One third of the Facility Manager’s time goes into the water system. BIMC spends approximately $.80/100 gallons or $545 per hookup per year on water expenses.
Cindy Zech, Treasurer. Cindy reviewed the amounts in BIMC’s accounts as stated in the annual meeting packet. There were no questions.

Seattle Pacific University
Leroy Hubbert reported that there is a new quarterly publication called the Blakely Island Log. Dr. Tim Nelson is compiling a database of things on Blakely. Anyone who wants to contribute interesting sightings of fauna and flora may provide it to Leroy. For example, Dick Demers spotted a gray squirrel. Other sightings might include the biggest fish or the largest deer, etc. Please determine the latitude and longitude of each event, plus the time, date, and subject, using either a map or GPS. Send it to SPU@edu and Leroy will forward it to the website. Leroy has been on Blakely for eight years now. The hydro plant ran for four months this year, participating in OPALCO’s renewable energy program for energy credit. The low water level in Spencer Lake prevented using the hydro plant more often. Leroy also preached upper island safety, including on the roads: headlights in the daytime helps, keep your speed down, and be careful on the blind corners. Please call if you have any problems. An AED unit is also located at SPU at the dive shop. Leroy is happy to show anyone around the campus or the hydro plant, just let him know or drop in.

Marina and Upper Island
Marina. BC Crowley reported that there is a new “no open container” rule at the Marina, which is to keep everyone from having fun. This was a joke but most people didn’t know until BC explained that the Marina had a surprise visit from the Liquor Control Board, followed by a long letter as notice that the Marina’s status has been changed from a “private facility” to a “public facility” based on the gas dock, bathrooms, marina, and the presence of children. Henceforth, no open liquor containers are allowed at the Marina and notices have been duly posted. BC promised to keep the new toilets clean.
Logging. There will be none during the 4th of July week but it will resume afterwards. Please be careful and on the lookout for logging trucks on the roads.
Fire. Someone saw some older kids setting off bottle rockets at the 1st lake yesterday; this is not permitted. Last year, cigarette butts were found at the Peak. Leroy has graded the road, which makes it easier to go faster, so please be careful and watch your speed.


Operating Budget
Cindy Zech reported that the operating budget for next year is $1380 per assessment. Pete Galli moved to approve the operating budget. Ralph Zech seconded. The operating budget was approved without opposition by voice vote.

Capital Improvement Budget
Cindy Zech stated that we would vote on each capital expense item:

Improvements to the Facility Manager’s house - $3,500. This is for floor covering and wall treatment. Henry Reents moved to approve the expense, Ben Dole seconded. The motion passed by voice vote without opposition.
Fish fund - $4,000. Russ Keyes moved to approve the expense, Pete Galli seconded. There was a question about who takes care of providing the fish? Jim Davis does. The motion passed without opposition.

Road Improvement Project - $100,000.
        This project is to be funded from the capital reserve account, which has $128,000 now and will have $155,000 when next year’s dues are paid. The roads to be improved are from the intersection at the N.E. corner of the runway along the east side of the runway, including up to the Post Office, to the south end of Marine View Drive at Lot D and part of the loop around the South end of the runway. The project will put down a leveling layer first, then a second layer of a smooth surface so no divots collect water. Also, the edges of the road will be ballasted with gravel one inch deep to prevent damage from driving off the edges. Corners that have deteriorated will be repaired. The contractor would be Lakeside Industries. Dan O’Brien asked if individuals could add onto the project for driveways? Jim Davis said probably yes, to contact him and he will get in touch with Lakeside.
        Harold Bartram said that he had contacted Fidalgo Paving and Construction, which can provide two men and a truck of asphalt for $2850 plus ferry charges, or approximately $3,500. Jeff Fegert, who is a general contractor in Las Vegas, says he thinks the road project is a bad proposal because the asphalt must be six inches deep now, the price of asphalt is high now with fuel prices up, and there are several other options for less money. Ed O’Neill asked Harold if one truckload of 5 to 10 yards would be enough to do the job? Jim Davis explained that none of the roads have six inches of pavement – in places they are only one inch thick, sometimes up to two inches. Jeff Swanson said that maintenance should not always just be patching, that sometimes more is needed. There was discussion about whether the project will result in a 20-year road. Jim Davis says the road should last 20 years with regular maintenance; the runway project was similar and has held up well so far.
        Cheryl Burkhart asked for a motion. Marc Droppert moved to fund the road project as proposed, Charlie Mills seconded. There was more discussion. The vote failed by a show of hands, approximately 2/3 opposed to 1/3 in favor.
        Harold Bartram moved to patch all divots, holes, and edges of the road for $3,500, Jeff Fegert seconded. There was discussion.
        Deborah Davey moved to postpone the road project until next year. Don Burkhart seconded. The motion failed by voice vote.


Charlie Mills moved that the budget to patch the road be capped at $5,000. Cheryl Pflug seconded. There was discussion. Harold Bartram moved to amend his motion to step up the amount to $10,000, then to $15,000 for more asphalt and gravel for feathering. Jim Davis said that the worst thing would be to do nothing this year. After last year’s postponement, there was no money in the budget to repair the roads. Also, Lakeside is the only outfit that provides asphalt in Anacortes, any other contractor will have to purchase asphalt from Lakeside. The vote to cap the road repair at $5,000 failed. The vote to spend up to $15,000 from the maintenance reserve for no designated contractor for road maintenance passed by voice vote.

Fire Committee Recommendation - $75,000.
        Chris Owings introduced the members of the fire committee and reviewed the committee’s mandate. Lance Douglas presented the fire committee report. There are many small items that need to be available for fighting fires: lots of fire hose, existing fire equipment packages that need to be fully furnished but are missing equipment, additional fire boxes around the island and the plat. More research needs to be done on foam, which is rapidly evolving with new types of foam, including compressed air foam that Jim Davis has expressed an interest in using.
        Concerning a fire truck, the committee recommends the purchase of a new or slightly used truck to outfit with only the equipment necessary for Blakely Island needs, no chrome or bells. The truck would be a 4-wheel drive vehicle so it can go on all the island roads (the present fire truck is 2-wheel drive). Kevin Clark said the present fire truck has been in service since 1969 and did not meet the mission required of it today.
        Lance discussed the equipment in the proposed red fireboxes, one of which was on display: metal buckets, shovels, water pack, axe, fire extinguisher, etc. Lance explained that the red fireboxes will contain fire-fighting equipment and will be sealed for emergency use only because some items have turned up missing from some boxes in the past. Please do not break the seal unless there is a fire or other emergency. Parents should tell their kids what the boxes are for and to treat them with respect. The proposed red fireboxes would be placed at a handful of the common recreational sites around the upper island.
        The committee estimated the cost at $50,000 for a fire truck and $25,000 for other equipment. Vicki Leslie moved to approve $75,000 for the fire committee to direct the expenditure of up to $75,000 in maintenance reserve funds to implement their proposal, with oversight by the Board. The motion was seconded. There was discussion, including possible contributions by South Blakely. Lance reported that Doug Norberg had personally replaced all the foam and hoses used for the fire at his house. Lance said that over the winter, he has talked to members of the South end community who will approach the South Blakely Maintenance Association about possibly contributing to the upper island cause, including a couple of fire boxes, but their association may need to work through another budget cycle so there is no definite date on a contribution from them.
        Help has also come from Bill Langworthy and Ken Parker, who purchased a fire truck, for which they are organizing private funding. Also, BC has upgraded his fire equipment on the upper island.
        The vote on the motion carried unanimously.


Water committee – see attachment for water committee proposal.
        Cheryl Burkhart opened the discussion by explaining the history of the BIMC water system. The county has been involved with the water system since 1982 when BIMC had to meet the requirements of a class A water system. We are required to report daily total water usage; Jim Davis would lose his state water license if the reports were not honest. Our lawyer and Pam Roats’ lawyer both confirmed by letter that the BIMC has its own easement that it can administer as an association without affecting the easements of individual property owners. Counsel also say that the BIMC’s liability for being unable to provide hook-ups is judged by two tests: 1) could BIMC reasonably foresee the lack of hookups, and 2) could BIMC reasonably do something about it.
        The discussion will follow Roberts Rules of Order. Sue Reents will provide explanations of Roberts Rules as needed. Everyone will have an opportunity to speak on the issues; do not interrupt other speakers. There will be no slanderous comments. Anyone who does not follow the rules may be expelled from the meeting. The time limit for remarks is two minutes. Mark Smith commented on government involvement.
Report. Russ Keyes presented the water committee’s report and recommendations (see attachment). Russ began by thanking the other nine members of the committee (Harold Bartram, Don Burkhart, Ben Dole, Lance Douglas, John Howieson, Karl Leaverton, Ed O’Neill, Chris Owings, and Janet Taggares) for their time and efforts to investigate the facts and develop recommendations on the issues. The committee met a half dozen times. Don Burkhart also provided assistance with the forum at the BIMC website.
        First, the committee investigated the facts of the situation. Second, they hired a water engineer, John Hart, to do a study. The water engineer is certified by the State of Washington to design and evaluate water systems. He recently did the Obstruction Island water system. From the study, we learned we had two problems:

  1. Only four water hookups were left, now only two, for new construction.
  2. Due to irrigation and leaks, our consumption of domestic water is too high to qualify for more water hook-ups.

New Hookups. In order to get a State permit for more hookups, we have to bring down average daily demand (ADD). It will cost the same amount for improvements to the water system for BIMC to receive from 1 to 70 new hookups. The average daily use of water in San Juan County is 200 gallons per day for full time occupancy. Use on Blakely is 440 gallons per hookup per day (gpd). The committee proposed reducing BIMC’s ADD to 250 gpd next year and building an additional tank for $85,000 to bring storage capacity to 100,000 gallons, both of which are required to receive additional hookups from the State. If we deal with leaks and irrigation, we can reduce ADD consumption to the level required to obtain more hookups.
        At present, BIMC has eight meters for different portions of the plat. The average use is 440 gallons/house/day, with 1200 gallons/occupied house/day during the week (due to irrigation) and 750 gallons/occupied house/day on weekends. Taggares has reduced her use of domestic water this year from 9300 to 3450 gallons/day by using hoses connected to the raw water system for irrigation.
        There was a question whether it matters that we are primarily a vacation community? Russ Keyes explained that he spent a half-day with the State Water Engineer discussing the water issues on Blakely and they discussed that issue. No, it


does not matter because there is no BIMC restriction on the amount of time each person can use their Blakely residence. Also, Blakely is bumping up to the full-time community number, which is 25 or 30 permanent residents, Russ wasn’t sure of the exact number. Two years ago the State passed a new law concerning water systems.
        The committee did not recommend individual water meters in it’s proposal, but new data on water leaks plus the requirements for new hook-ups has led the committee to now recommend individual meters because there simply isn’t a better way to find the leaks that drain so much water from our system. Also, meters will result in more hookups much earlier from the State. The alternative is to have every member report their time spent on Blakely for three or four years so we can correlate that to the amount of water used, but even if we do that, the information may not qualify BIMC for more hook-ups. With meters, we may be able to obtain a few additional hook-ups in the interim based on our progress in reducing water use.
        Domestic water used for irrigation. The committee recommends that anyone with access to the raw water system would have to do so or use no more than 320 gallons/day this year and 250 gallons/day next year. Also, no more water would be used for irrigation this year. There is a problem when the water tank is less than half full because we need water in storage for fire fighting. The water also has to sit in the tank long enough to be properly sanitized for domestic consumption.
        Kevin Clark asked what if you have a garden to water? Russ responded that you might use up to 320 gallons per day (gpd) this year and 250 gpd next year, which should be plenty. Water cannot be banked so you cannot use more on one day and less on another – you cannot exceed the daily limit. You could build a storage tank and fill it every day, or use rain barrels with roof runoff. Wally Weller, who has installed a water meter and has an extensive garden, provided the daily figures for their use, which was about 100 gpd in months with no outside watering and 182 gpd in June.
Discussion. There was a question about when the BIMC could be granted new hookups by the State? Russ Keyes said the earliest date is probably the fall/winter of 2005, with aggressive control of the water system from now until then. Ron Griffin asked why it costs $2500 to hook up to the raw water system? The raw water system was not built by BIMC but by individual owners; that fee was part of the agreement when the system was turned over to BIMC. The fee will cover the cost to expand the system.
        Mark Smith asked if there are 70 people actually lined up for new hookups? Russ Keyes explained that it takes as much effort to receive one new hookup as seventy.
        Harold Bartram stated that a ¾ inch outlet for raw water is useful for any purpose and would greatly reduce the amount of treated water used. Someone asked if Harold’s proposal would produce any new hook ups? No, it would not; it would just reduce domestic water system demand by reducing irrigation off the domestic system. Harold said his proposal would pretty much be a wash but would eliminate money required for a new tank. Harold had no firm price for his proposal.
        Kevin Clark recommended that fire hydrants be installed on any improvements to the raw water system so more water is available in case of fire. Kevin stated that only one fire hose can be hooked up to a hydrant at a time or the increased pressure will collapse the pipes in the present system.
        Jeff Fegert inquired why using more raw water will not help get more hookups? It won’t because the State requires accurate data on domestic water use, and we must


address leaks as well as irrigation. Ken Parker stated that we should have raw water available everywhere, even use it to flush toilets as in Christiansen’s house. It was discussed that if two hoses are attached to two standpipes, the water volume drops and not enough pressure is available to fight a fire. Harold Bartram stated that our mains are too small for fire protection. Kevin Clark said that with 6 inch mains, we would have water in reserve in the pipes. Russ said that perhaps someday the size of the mains may need to be increased but that issue was not before the committee.
        Harold Bartram’s proposal would cost $150,000, plus another tank or pump at the lake. Jim Davis reported that the average user on the raw water system uses 5,000 gallons/day.
        Russ Keyes stated that the water committee recommendation to extend the raw water system, to switch off irrigators, install individual meters, and build an 85,000-gallon storage tank, plus engineering, would cost an additional $1,538 per assessment. Harold’s system would cost $2,180 per assessment. Russ said that the cost could be reduced to $900 per assessment this year if paying for the tank is put off until next year, but Russ recommended voting for the tank so BIMC can notify the State that it intends to install an additional storage tank.
        Joyce Fegert asked if the meters would be read daily? Russ said that when first installed, the meters would be read as often as necessary to find the leaks in the system. As leaks are fixed, the meters would be read on a regular schedule, perhaps once a month, to establish the amount of use in order to qualify for new hookups.
        Russ did a show of hands on each major item in the water committee proposal.
Motion. Henry Reents moved to accept the water committee’s proposal to extend the raw water system, install individual meters, and approve building a new storage tank. Nancy Chapman seconded. There was discussion about the amount, which was settled at an additional $900 per assessment this year. There would also be no lawn watering off the domestic system as of today. The motion carried with about three dissents.

Nominations for the Board
   
     Len Warden presented the Nominating Committee candidates for the Board. Ron Griffin agreed to serve one year and John Madden agreed to serve a three-year term. Cheryl Burkhart reported that Mark Owings withdrew his candidacy but the Board hopes he will serve at some future time. Len nominated Ben Dole for the remaining position. Mary O’Neill seconded. There was no discussion. The vote was unanimous for the three Board candidates.

Outgoing Board Members
Cheryl Burkhart thanked outgoing Board members Brian Kincaid and Chris Owings for their three years of service on the Board. Marc Droppert thanked Cheryl Burkhart for her three years of service on the Board, including two years as President. There was loud applause for the outgoing Board members.

For the Good of the Order
Cheryl Burkhart asked if there were any comments for the good of the order? Charlie Mills suggested that the Board develop long-term plans for the maintenance reserve account based on the growing size of our community so that we do not have large


increases in the assessments from time to time as occurred this year. Cheryl Burkhart responded that Marc Droppert has presented the Board with suggestions to plan and fund long-term projects, and that the new Board would work on that proposal.

Adjournment
The meeting adjourned at 1:30 p.m.

Martha Mills
BIMC Secretary


Attachment: Water Committee Proposed Solution