Blakely Island Maintenance Commission, Inc.

Minutes of July 2, 2009 BIMC Board Meeting

A meeting of the Board of Governors of the Blakely Island Maintenance Commission was held on July 2nd at the Malmo’s Blakely residence.

Participants:
Ellen Roth President (arrived at 10:51)
Anne Malmo Roads and Vice-President
Jim Fergus Treasurer (arrived at 12:01)
Dick Demers Secretary
Deborah Davey Fire and Waste
Scott Burkhart (Water)
Absent:
Gail Light BCF Liason
.
Guests:
Jim Davis Facilities Manager
Glen Tompkins BCF Representative
Barbara Sullivan
Phyllis Chennault
Gary Roats
Larry Costich Attorney representing BIMC for the Roats v BIMC lawsuit

Note:  Ellen Roth was delayed by boat trouble, and was not able to join the meeting until 10:51.

Anne Malmo, Vice-President, called the meeting to order at 9:38 a.m. Anne asked that the Roads report in the June 14 minutes be corrected to read that the three truck loads of gravel are to be used for ballast (shoulder support) and are not being used to “repair” the roads.  Deborah moved to approve the corrected minutes, Scott seconded the motion, and the motion passed.

Glen Tompkins reported on the current situation at the marina.   He will present a report on store operations at the annual meeting, and will be available to answer questions after the meeting. The marina bookkeeping will move from a fiscal year to a calendar year cycle, and a Profit and Loss (P&L) accounting system will be put in place.
Cross Bracing.  The marina dock which is used for island transportation and fuel sales requires repair of the cross bracing.  There are a few options available.  One option is to solicit a bid from an independent contractor.  The estimate for this is $18,000.  Another option would be to enlist community volunteers to replace the bracing for considerably less, perhaps for as little as $3,000.
Glen proposed submitting a motion at the annual meeting that would permit the BCF to run all aspects of the marina complex, including retail sales at the store.  Currently BIMC (and the BCF) are restricted in their retail operations because of a motion limiting such sales passed at the November 2004 meeting.
Gary Roats made a Point of Order that only items that were announced at least 30 days prior to a meeting could be voted on.  Thus, Glen would not be able to make his intended motion.
Inspection of the fuel operation at the marina has been completed.  The fuel tank passed a June 15th inspection.  The Department of Ecology has judged our system to be in full compliance and they determined that the tank showed no signs of leaking.  Glen completed his report and left at 10:33.


Facilities Manager.  Jim reported that the main pump at the water plant was not functioning properly.  The plant is now using a second, back up pump, and Jim is trying to repair the main pump.
The original winches on the intake float have been replaced and work proceeds on completing the cedar planking on the top side of the float.  Jim also discovered that branches from a fallen, underwater tree had forced the intake pipes to become crossed.  Using his scuba gear and sawing under water, Jim cut several of the branches (one was 8 inches thick) and reoriented the intake pipes.

Roads.  Anne reported on the “road naming project,” and her proposed names, based on input from the community, will be presented at the annual meeting.

Ellen took over the meeting at 10:51

Water.  Scott reported that only five homeowners had still not installed the CCC devices on their raw water systems and once these connections and those at the marina are installed, all of the installation can be inspected, and upon passing inspection, new water hookups will be permitted.
Six homeowners exceeded their May water allotments and they have either been contacted directly or will be notified by letter.

Treasurer Report and Financial Issues.

 The annual accountant’s audit will be available at the annual meeting as usual.
Cheryl and Ellen have completed negotiations with SBMA members and all assessment issues with SBMA have been settled.    The assessment issue with the Tompkins is still pending.

Fire and Waste.  In spite of limited funds, both fire trucks are up and running.
The first additional siren will be installed and tested at the recycle center.  Volunteers are being sought for this setup.
An insurance ratings inspector will be coming to evaluate our fire emergency response capability.  A good rating may mean lower insurance rates for island homeowners.
A successful fire drill on the fire trailer was held on Father’s Day weekend.  Two hoses were connected to the pump and powerful and steady streams of water were created.  The 13 participants were impressed with the potential effectiveness of this piece of equipment.  Members should know that there are three pieces of equipment available for fire suppression.
The next fire drill will be held on July 11th at 10 a.m.
There is a burn ban in place throughout San Juan County, and board members were troubled to learn that explosions probably from fireworks were heard on the upper island.  No fires or smoking are allowed on the upper island.  Fireworks on the upper island are extremely hazardous, as well as illegal

Miscellaneous.  Discussions took place concerning a more formal contract with our fill-in facility manager, Terry Pence.
Dick has agreed to organize BIMC materials from the past years.

The Blakely Island book club will meet on the last Monday of July (27th) to discuss Stephanie Kallos’ Broken for You.  Contact Debbie O’Brien or Ellen Roth for details.
Ellen went over the agenda for the annual meeting that will be held in two days.
Gary Roats made a “Point of Order” that topics that were not listed on the previously distributed Annual Meeting agenda could not be voted on.  At this point the BIMC attorney, Larry Costich, reminded Gary that they were not allowed to communicate.  After a discussion, Costich temporarily left the meeting until Roats had finished.
The meeting was adjourned at 11:57. 

The Board went into executive session to discuss the Roats vs. BIMC lawsuit at 12:00.  One of the attorneys representing BIMC, Larry Costich, brought the Board up to date on the activities that his firm, Schwabe, Williamson, and Wyatt, have carried out on BIMC’s behalf.  Members should be reminded that this firm has been retained and paid for by BIMC insurance coverage.
The executive session ended at 2:00 p.m.

Respectfully submitted,
Dick Demers
Secretary BIMC