Blakely Island Maintenance Commission, Inc.

Minutes of September 5th, 2005 BIMC Board Meeting

A meeting of the Board of Directors of the Blakely Island Maintenance Commission was held on Monday, September 5th 2005, on Blakely Island at the Droppert’s residence.

Participants:

Marc Droppert, President
John Madden, Vice President
Ben Dole, Fire and Waste Commissioner
D.L. Fitzpatrick, Secretary
Jane Loura, Treasurer
Jeff Fegert, Roads & Airport Commissioner
Cindy Zech, Water Commissioner
Jim Davis, BIMC Facility Manager

BIMC Visiting Members: Don Burkhart

The meeting was called to order by Marc Droppert at 1:50 PM.

  1. Don Burkhart requested an opportunity to voice his thoughts on the addition of blue reflectors to identify fire hydrants. His concern is focused on glare, and potential bicycle and small motorcycle accidents. He requests this idea not be implemented.
  2. Marina Proposals – Mark Droppert reported that the Marina Committee reviewed several proposals that were submitted in a timely fashion. Three proposals were considered, the recommended choice to submit to the board was Ken Parker’s proposal. It was agreed that this proposal came the closest to meeting the needs and wants of the BIMC community. There was much discussion on points highlighted by the committee. These points will need to be reviewed with Ken. It was agreed that those discussions would follow. A motion to recommend this choice to the Crowley family was made; seconded and passed six (6) votes for, one (1) withheld.
  3. A concern was raised by one BIMC member that mail theft is occurring. Much discussion ensued regarding potential solutions. No further action was made.
  4. A letter was submitted from Ed O’Neill regarding concern over tents being set up for longer than approved times, identifying 5 (B) of the Blakely Island Covenants. It was agreed that tents included not only traditional sleeping tents, but also garage type structures. It was agreed that Jim would identify those lots with tents erected. No further action.
  5. A suggestion was made by a BIMC member that numbers be painted on the landing strip, and update/improved signage on both ends. Discussion ensued, no further action taken.

  6. Cindy Zech presented a Water Commissioner’s report. Please see attached. A request has been made by Ken Parker to have a raw water connection at his shop. Discussion followed. A motion was made to not allow a raw water connection without proof of potable water being provided. Seconded, passed five (5) votes to two (2).
  7. Jim Davis presented his Facility Manager’s Report. Please see attached report for detail. Water usage has been dramatically down. There are roughly ten lots that are using more water than targeted. About 5 of these ten are believed to be under control or in the process of being solved. Jim will continue to work with the remaining lots on identifying ways to reduce the use. The water system construction is targeted to begin mid September.
  8. John Madden reviewed progress on upgrading the dock and swim area at the lake. Contractors have been lined up and arrangements have been made to have the necessary upgrades done in September/October. This includes adding sand to the swim area, improving the dock and adding a wood boat ramp for launching boats.
  9. Ben Dole presented his report on Fire and Waste. Please see attached report for detail.
  10. D.L. Fitzpatrick reported that three Requests for General Waiver of Right of First Refusal have been received by the following owners; lot 112-Weller, 117-Galli, and 110-Smith. A motion to approve these requests was submitted, seconded, passed unanimously.
  11. Requests for Waiver of 30 Day Right of First Refusal have been received by the following lot owners; 102-Dillon, Lot 40-Loura, and lots 42,43 and hangar from Richards. A motion to approve these requests was submitted, seconded, passed unanimously.
  12. Applications for new members consist of Mike Miller purchasing lot 40 and Mack and Gwen Dubose purchasing lot 102.
  13. A request has been put to the board to review the status of a 20’ alley that is shown on the plat map to be between lots 141 and 142. It is the understanding that BIMC gave away this alley a number of years ago. It was agreed that DL would review the records to verify this history. No further action as this time.
  14. Cindy Zech requested follow up on their request for contiguous lot status presented at the previous board meeting. Further study is needed. No further action at this time.
  15. It was agreed that a telephonic board meeting would be needed for further action on several topics.

There being no further business, the meeting was adjourned at 5:20 PM.

D.L. Fitzpatrick, BIMC Secretary


Facility Manager’s Report
September 5th, 2005

Water Treatment Plant

Our water plant is doing a great job. The lake water presents some unique challenges for treatment but our combination of alum, polymer and just the right proportions of each, make it possible to exceed the State filtration standards, during the spring, summer and fall when the water is fairly warm. We still meet the standards, when the water is cold, if we reduce the flow rate through the filter, thus extending the time for the chemicals to react. Since our use is very low during the winter months, this scenario works well. After the new reservoir is built and in operation, we will be reinforcing the trusses on the old reservoir roofs.

Domestic Water Use

We continue to show decreases in domestic water use. I have recapped water production amounts for the last five summers below. The monthly water meter readings have been posted in the Post Office. The list is by meter number. Your meter number should have been mailed to you. If you have misplaced this mailing, you can determine your meter number by looking at the flip-up cover on the meter body or by simply giving me a call for help. With very few exceptions, average use has been at or below the 250 gallons-per-day goal. The Board is working with a few members that are exceeding the use guidelines. We will read all the meters once more on October 1st. Monthly meter reading will begin again on May 1st, 2006. The low flow toilets that were ordered have arrived. They will further reduce use once installed. Again, many thanks to John Madden for spearheading this effort.

 

Domestic Water Production in millions of gallons (June thru August) last five years:
2001 - 3.18    2002 - 3.85    2003 - 4.11    2004 - 2.97     2005 - 1.61 WOW!

Water Leaks

We have diagnosed several water leaks on individual lots this summer, through the use of the water meters. Members have been very responsive and will or have taken steps to locate and repair these leaks. Last week we identified a leak in one system the day after it started. Today I found the cause of a high (10,000 gallon per day) unintentional, demand in only a few minutes. Finding leaks quickly and while they are still small has already saved tens of thousands of gallons this summer.

 

New Domestic Water Connections Approved

We have been without any State approved available, water connections since July of 2004. This spring, we had applications for three water connections that we could not provide. In response, I wrote to our State Engineer asking him to approve additional interim


connections, until we could finish our project and qualify for the full 200 necessary for build-out. I documented the meter project being complete and the reduced water use last summer. Unfortunately, he turned down my request and immediately left for a two-month vacation. When he returned in August, he requested that we provide additional meter data from this summer and re-submit the request through our engineer. This was done and the State has granted five additional hookups, until our project and data gathering are complete next year.

The State has informed us that we must formulate and implement a “Cross Connection Control Policy”. Since we have both potable and non-potable water systems, we are under additional scrutiny/risk regarding potential cross connections. By State statue, we cannot have any physical connections (regardless of valves or backflow devices) between the two supplies anywhere in the system. Please remember that our untreated lake water contains various pathogens, including fecal coliforms. If you have a non-potable water supply on your property, any accessible fixtures (faucets, hose bibs, etc.) must be marked as “non-potable – unfit for human consumption”. Any non-potable-accessible fixtures in public access areas must be marked and locked to prevent accidental use for domestic purposes.

Water System Improvements Continue

Russ Keyes, the Board and I have continued to work with contractors, suppliers and our engineer to build the next phase of the water improvements. This will actually be two additions to our system. We will add a new 100,000 gallon concrete reservoir. In addition, 750 feet of one-foot diameter pipeline will be installed between the treatment plant and the reservoirs. This pipe will provide additional “contact time” between the chlorine injection and the first user from the distribution system. This “contact time” is regulated by the State to assure that the chlorine has adequate time to destroy any waterborne pathogens before they reach your tap. The diffuser system that has worked well to provide contact time in our current reservoirs are not be an option in the new round tank we are building.

Irrigation System

While our domestic water flows are down dramatically, flows in the untreated supply are way up. The system has expanded and now includes 23 connections. Except for routine maintenance (pumps, controls, intakes) we have not had any service difficulties this year. We are very lucky to have this resource.

Runway/Taxiway Sealcoat

The sealcoat project approved last July was completed on August 18th. The low bidder was Quality Asphalt Sealers (Joe Tottenham). He is the same contractor that did the initial sealcoat in 2000. The coating on the runway was completed by about noon on August 16th. Margo and I laid out the threshold lines and arrows. Joe painted them on and coated them with glass beads for light reflection at night. The afternoon was warm so they started to spray the taxiway as well. Unfortunately, parts of the taxiway didn’t dry completely before the rain hit around 11:00 PM. We got over 1 1/2 inches of rain overnight and the result was a very blotchy job on the taxiway. However, Joe came back on the 18th and applied a full second coat to the entire taxiway. This resulted in about


85% of the taxiway getting double coated for the price of a single coat. Additionally, Joe resealed the parking area in front of the Post Office at no charge. Joe is a great guy and working with him is a pleasure.

Fire Response-Training

We have had three scheduled and one unscheduled fire practices over the summer. Our group of volunteers has had training on the fire truck, the fire trailer/forestry pump and how our equipment can interface with the tankers that are owned by the Blakely Island Fire Service group. In our most recent practice we focused on how the support members of the team can coordinate assets, control access and provide enhanced communication for the fire team and off-island resources. We also looked at a possible specific fire scenario and discussed the best response.

Our last practice was an unscheduled late evening fire report/response to one of the SBMA properties on the South end. I got a call on the evening of August 13th from the Sheriff’s office. A resident on Lopez had reported a fire on the South end of Blakely.  We responded with our fire truck, fire trailer, and several volunteers. Ken brought one of his tanker trucks. The fire was a brush fire below Pete Hanson’s home. When we arrived, the Hanson’s and the SBMA property managers had the fire largely contained. We assisted with water/foam from our truck to cool the remaining hot spots. Thankfully, this event had a good outcome.  We had a great turnout of folks willing to help.  Margo manned the fire hall information center and with Deb Davey’s assistance logged everybody that headed up to help. The reality of responding to a possible structure fire in the pitch dark was an eye-opener.  Firefighting in the darkness poses a whole new set of problems.

Our next practice is tentatively scheduled for the evening (after dark) of October 1st. The alarm will sound and we will again look at a specific situation and how we would respond to a nighttime fire in the plat.

Earlier this year I began looking into the power requirements for sirens. In the process I found that our current siren at the fire hall was improperly wired. The control wiring was incorrect and the siren itself was on a 15 amp circuit with other outlets and lights. At the nighttime exercise mentioned above the circuit blew when the siren was activated the second time. I recently purchased the supplies and ran an all new, dedicated, 20 amp circuit to service the siren only.

Mail Delivery

As reported at the annual meeting, our mail is now being delivered to Blakely by boat. There have been some problems due to break-downs but overall the service has been dependable. However, the contractor’s boat is not yet equipped with radar and I’m concerned that the fall fog and coming winter storms might impede the mail service.

Fire Hall/Shop/P.O. Roof

We solicited bids from three contractors to replace the roof on this structure. The low bid was from Essary Roofing in Burlington. They will tear off the old roofing and I will


replace the rotted sheathing on the fire hall. Roof vents will be installed along with a new torch-down membrane roof. Their work will carry a 12-year warrantee.

Vehicle Repairs

I am anticipating replacing the transmission and tires on the Toyota pickup this fall. We will also be replacing the clutch and possibly the starter ring-gear while the transmission is out. Barring other problems this should buy us another couple of years use from this vehicle.

As reported previously, the brake master cylinder had to be replaced on the Trooper. A new one was not readily available and we opted instead to install a rebuilt unit. This was working fine for a couple of months. I say “was”, as it failed suddenly while Margo was coming down the steep dirt road from the water plant. She quickly grabbed the emergency brake and skidded to a stop about half way down the hill. The parts supplier (Napa) replaced the defective cylinder with another rebuilt unit. So far, so good.

This seems to be the year for brake problems. The brake pedal on the service truck has recently started going nearly to the floor. There is plenty of fluid so the problem is likely another bad master cylinder. I’ll be repairing this problem soon.

New BIMC Computer

Our computer has been giving us problems on and off for the last several months. Running windows 98, we weren’t able to get much support from our ISP when we ran into problems with our e-mail account. I had tried upgrading the operating system and learned that there were hardware compatibility issues. In shopping I found that there are sometimes good deals on Dell through coupon sites. I found an attractively priced Dell system and was able to use a 30% off coupon to bring the price within our budget. It’s new, fast and has yet to crash. I can’t believe I put this off for so long!

 

Facilities Manager Vacation

We have not taken any vacation since February. As of September 1st we have 26 days of vacation accrued.

 

Jim Davis


Fire & Waste Commissioner’s Report

 

Jim has captured most of the fire related items in his report. I will only add a few points.

In the first week of August, all seven of the BIMC fire boxes on the upper island were checked. The box at the Horseshoe Lake Diving Rock was found unsecured, the lid was bent, there was some dirt and water in the box and there were personal bottles of water left in the box. Contents were verified, the lid straightened and the box re-secured. The fire box at Blakely Peak was unsecured, but contents ok. This box was re-secured. The fire box at Mossy Rock was missing one of two security straps. This box was also checked and re-secured. Then on Labor Day weekend, the fire box at the Horseshoe Lake parking area was found unsecured with the pickaxe outside the box. The flashlight was missing (it turns out it was used in the August 13th fire incident). The flashlight has been replaced and the box re-secured this weekend.

IMPORTANT: Please make sure that all people from your household using the upper island do not disturb the fire boxes, and that they report to me or Jim Davis if any of the security straps are missing. These boxes are for emergency use only. If anything is used out of a box, let us know immediately so the box can be restored to ready condition. Remember, BIMC maintains these red fire boxes containing buckets, sand, pickaxe, shovel, rake, portable water pack and water, fire extinguisher and flashlight at the following locations:

  • Horseshoe Lake parking area
  • Horseshoe Lake diving rock
  • Horseshoe Lake alternate swimming hole
  • Spencer Lake apple orchard
  • Mossy Rock on the northeast side of Blakely
  • Crowley Memorial
  • Blakely Peak

A new Fire Bulletin dated 9/1/05 was distributed at the various meetings on Labor Day weekend and is available in a slot in the Fire Information Center next to where the fire truck is parked. This bulletin now lists the new cell phone number used by Jim Davis or his backup for emergency use only. The cell phone number is 360-622-6112. The pager is no longer in use.

One error that was discovered too late for the 9/1/05 edition of the Fire Bulletin is the reference to burn barrels. Burn barrels are no longer legal at any time. I marked out the reference to burn barrels on most copies of the bulletin, but some were distributed Saturday morning still listing burn barrels as an acceptable burn method. A 9/5/05 edition of the Fire Bulletin is attached to the minutes eliminating reference to burn barrels.

The dumpster project for the Labor Day weekend went as planned. There is nothing else significant to report in the waste area at this time.

Ben Dole

Fire & Waste Commissioner


FIRE BULLETIN

To report a fire call:

BIMC Facility Manager home 375-6662
if busy 375-6667
Cell Phone 622-6112
Marina/Store 375-6121
after hours 375-6720
San Juan County Emergency Center 911
Forest Fire Reports  800-562-6010

On activation of the fire siren on the firehouse:

Fire Prevention Rules:

Blakely Island and the BIMC plat have no outside (off-island) fire protection that would afford us adequate response time. For this reason the following rules have been adopted for property inside the plat:

  1. No burning will be allowed at any time in the Buffer strip without prior permission of the BIMC Board of Governors’ designee and supervision by the BIMC Facility Manager. (Buffer Strip Rules 5.3.2 Sec 7C)
  2. Open fire burning, for yard clean-up purposes only, will be allowed between October 1 and June 15, weather permitting. Further, no fire may be located in an area that cannot be reached by a local fire hydrant with hose provided or by the fire truck. (7/98)
  3. All open fires shall conform to San Juan County fire policies and County burn-bans. There will be no burning of any kind when a countywide burn ban is in effect. (7/98)
  4. No fire may be within 25 feet of any structure. (7/98)
  5. No smoking or fires are allowed at any time on the Upper Island. (Upper Island Rules – Non-Exclusive Easement and Corrective Deed Sections 5.5 and 5.6)
  6. No burning of rubber, plastics, asphalt, garbage, dead animals, petroleum products, paint, or any other materials that are hazardous, emit dense smoke, or create offensive odors or health concerns. (7/98)

Remember, we all share the responsibility for fire prevention. It is critical that we contain and control all fires. The estimated response time for any off-island fire-fighting source is approximately four hours – in other words, too late.

Each year our community offers a training course in how to use the fire truck, hydrants and hoses. Please familiarize yourselves with the equipment, and take advantage of opportunities to refresh your skills. If you have questions, the Facility Manager can offer extensive information.


 

ADDITIONAL FIRE GUIDELINES

For Your Home:

For Your Vehicles:

Anytime on Upper Island:

For New Construction and Re-roofing:


Water Commissioner’s Report

September 5, 2005

Water System
Please refer to the Facility Manager’s report for update on water system 2005/2006 upgrade status.

Approved Water Fees

Discussion has ensued regarding the interpretation of the approved 2005/2006 water system project. The board received the directive to add water fees to unimproved or half assessed lots if and when those lots are developed so that members pay into the water system improvements. The amount to be charged when a lot assumes a fresh water connection to be paid in arrears (meaning the lot goes to a full assessment) is as follows

A.  Non-assessed lot = $900 for fiscal year 2004/2005

+ $1144.00 for fiscal year 2005/2006


$2044.00 Total
B. ½ assessed lot pays in arrears =  $450.00 for 2004/2005
$570.00 for 2005/2006

$1020.00 Total

The board may want to reconsider the bylaws for this assessment given that our capital improvements projects are to be voted upon yearly and no precedent exists to back charge members for improvements made to the plat.

Other Water related issues

Plans are underway to begin marking all raw water discharges to indicate non-potable sources.


All members have been sent the fresh water meter number for their lot(s). Monthly usage charts are on display in the post office so that members may monitor their own use. Our target daily use is not more than 250 gallons per day per hookup. If you did not receive your meter number letter, please contact Cindy Zech.

We are looking into the recommendation that some homes may need to install back flow devices.

Respectfully submitted
Cindy Zech
Water Commissioner