Blakely Island Maintenance Commission, Inc.

Minutes of September 2, 2006 BIMC Board Meeting

A meeting of the Board of Director of the Blakely Island Maintenance Commission was held on September 2, 2006 at Anne Malmo’s Blakely Island home

Participants:
John Madden President
DL Fitzpatrick Water
Ben Dole Fire and waste
Jane Loura Treasurer
Jeff Fegert Roads
Ellen Roth BCF and Vice President
Anne Malmo Secretary
Jim Davis Facilities Manager
Absent:
Jeff Fegert Roads

Meeting called to order at 8:40 AM.

Roads: 8:40 AM

No road report.

Water: 8:41 AM

DL Fitzpatrick reported on the visit from Stephen Deem, PE. Mr. Deem is the Washington State Regional Engineer: NW Drinking Water Operations. Mr. Deems was on island August 3, 2006 to conduct the Department of Health routine sanitary survey. “The purpose of the program is to inspect water system facilities and their operation and maintenance programs to ensure compliance with drinking water regulations and to help ensure that safe and reliable water is delivered to users.”

Mr. Deems was very complimentary of the water system, the water quality and maintenance. (Thank you! Jim, Margo and Terry.)

The survey also revealed some deficiencies: “The installation and expansion of the non-potable irrigation system (which has reduced demand on the drinking water system) has created a significant risk for cross connection to the drinking water system. The BIMC is not implementing a cross connection control program as required.” BIMC must implement a complete cross connection (CCC) program. Additionally a “filter to waste” capability on treatment plant is to be installed. Calcium hypochlorite should be switched to sodium hypochlorite for disinfection purposes. The water system is required to have an up to date written operations and maintenance procedure. Instrument calibrations should be documented in writing. Routine water treatment plant operating conditions should be posted in the water plant. An alarm system for operators to respond to water plant issues should be installed. Bottom line, to obtain more water hook ups the above items must be implemented.


Much discussion about cost, bids, design and priorities took place. Several bids have been received for the design of the CCC program. Two bids are nearly identical. One of those bids is from a local vendor familiar with island requirements. The plan, design, site visits/ survey and implementation will cost approximately $5,000. The chemical change will be expensive. The current calcium hypochlorite is easy for Jim Davis to transport. The new sodium hypochlorite will need to be barged to the island. The filter to waste valve will need to be designed, submitted and approved in order to get the cross control plan in place. The big valve itself costs about $2,500 and will need to be integrated with the system. This will be another $4,000 to $5,000 total expense. The solution to cross connection contamination is back flow preventers. Members with no raw water system will not need a back flow preventer. Those with raw water connections may be required to install one of several types of back flow preventer. Costs can vary depending on the item requirements. There are 42 raw water connections at this time. All of the maintenance and inspections of the CCC devices will be included in the next Sanitary Survey. The community will need to approve the new CCC plan at the next annual meeting.

Ellen Roth, made a motion, seconded by Ben Dole, to approve going ahead with the CCC program to encompass Dept of Health requirements.

This would include:
1. Proceed with planning the cross connection control program.
2. Update the operation manual and procedures.
3. Design and plan for the filter to waste valve.
4. Proceed with the change to the chemicals required.

Water usage: Eight users were over the 250-gallon per day maximum. This is an improvement from the fourteen over-users in July. Letters will be sent this month to notify members of over use.

Fire and Waste 9:54 AM

Fire boxes: Ben Dole has been to all of the fireboxes and checked their contents. Each box has a small seal and a list of contents inside the lid. Each box contains: An Indian Tank (Google definition: “Indian pump: (aka Indian Tank) A brand of five-gallon water can, or back-pack bladder, featuring a short hose and hand pump for use in wildland firefighting.”), pickaxe, shovel, fire rake, fire extinguisher, lantern flashlight (with new Alkaline batteries good until 2011) and a bucket of sand.

Fire Truck: The fire committee has been working to obtain a replacement fire truck as mandated by the community within the $75,000 budget. A 2007 Ford F-550 (new) has been ordered and is in Seattle. It is/has a 4 WD, Dual rear wheels, 165” wheel base, 22.5’ long, Diesel, Automatic, 4:88 limited slip, white color, Pro-Tech 12 Aluminum flatbed with boxes and trailer receptacle. A check was written to pay for the truck.

A long discussion about the pumping capacity of the firefighting equipment “box” to be installed on the new truck followed. Discussion on priority of types and locations of fire


ensued. Capacity of water, flow rate of water, Gallons per Minute (GPM), number of hoses, CAFS were also discussed. The cost constraints of budget vs. obtaining what is best for the long term investment of the community were debated. Further monetary solutions are to be investigated.

Other fire safety equipment: A discussion followed. Two self contained CAFS fire extinguishers to be stationed at each end of the runway for immediate response to aircraft fires, Motorola radios for communication during an emergency, two Honda powered lights for night emergencies, one dozen shovels, hard hats w/ headlights to be staged at the fire hall and one chainsaw to be kept on the fire truck were recommended.

Treasurer: 10:40 AM

Jane Loura provided up to date copies of the BIMC Profit and Loss budget vs. Actual report. The budget will be off $1,086.00. An owner was billed as if their lot had a water hook up when it does not have a water hook up. The membership assessments are coming in on a regular basis. More than half of the members have paid. The deadline is September 15, 2006. Please send the assessment to the Treasurer.

Bookkeeper: A bookkeeper has been located to handle the day-to-day work and mechanics of the BIMC bookkeeping. Details need to be worked out on job description, expectations, role definition and compensation.

The BIMC checking account has $117,000.

Marina: 11:12 AM

Ellen Roth reported that the Blakely Facility Committee (BCF) will hold meetings just before the BIMC so that a full report can be shared. The last BCF committee meeting was held on August 15, 2006. The first item of discussion was the parking situation at the marina. No extended parking is available. When leaving the island leave your vehicle at the house. Contractor vehicles should be parking in the fenced area where the boat trailers are stored. Fuel has been selling well. Marina gas prices are very competitive and have been attracting boats to fill up. Marina moorage usage is up too. Damage to the gas float caused by a taxi boat was reported. The repair is to be paid for by the owner of the company. No repair has been made yet and no compensation has been received. Repairs to the gas dock that were to be split between the BCF and the Blakely Island Trust have not been made.

The Marina hours change on Tuesday, September 5th. The store will be open from 9:00 AM to 5:00 PM. The store will close for the season on weekdays on September 15, 2006. The store will be open weekends through September.

Tents: 11:40 AM

Anne Malmo reported that the subject of tents will be addressed as a policy, not as a bylaw change or rule. The policy will include; neighbor and board approval of the size, color, location, purpose and length of time a tent is expected to be in place.


As a side note to the tent subject, a discussion followed about how to update the new homeowner handouts. With private sales many items are being overlooked. Members must educate their guests of island rules and policies. If new members have not read the BICS and homeowners packet they do not understand use of the upper island, roads, BIRD etc.

Hangers: 11:50 AM

The Blakely Island Hangers LLC has approached the board again with a proposed change to their operating agreement. Recommendations were made to the BIH LLC. Changes will be posted after approval by the hanger owners.

Lake Projects: 12:00 PM

Ed O’Neil has repaired all of the canoes and boats. Several boats were removed, sawed up and placed in the Labor Day dumpster. There are now 14 units at the lake including the new, wildly popular paddleboat. Thank you very much to Ed for his time, energy and expertise.

A “dock project” is scheduled for Sunday, September 3, 2006. The purpose of this project is to raise the swimming area non-floating dock by 8”. All of the material and labor has been donated. While the project is being completed sand will be re-spread in the wading area.

Waste: 12:12 PM

The Labor Day dumpster was full almost immediately. Six cars were waiting when the lid was lifted to start loading. Recycle has been a mess. Dirty recycle items attract yellow jackets, ants and mold. Please do not throw garbage in with the recycle items. Please rinse your bottles and cans and sort your paper products. Remember, recycled items are taken off island once a year. Cleanliness counts!

 

Meeting adjourned at 12:20 PM

Misc. facts.

Respectfully submitted,
Anne Malmo