Blakely Island Maintenance Commission, Inc.

Minutes of May 6, 2010 BIMC Board Meeting

A meeting of the Board of Directors of the Blakely Island Maintenance Commission was held on May 6th at the Facility Managerís home and by conference call.

Participants:
Sally Elliman President, 
Barbara Sullivan Vice-President, Property Commissioner, Roads Commissioner
Dick Demers Secretary
Jim Fergus Treasurer
Bob Breidenthal Fire & Waste Comissioner
Scott Burkhart Water Commissioner
Absent:
Gail Light BCF Liason
Guests:
Jim Davis Facilities Managers
Phyllis Chennault
Pamela Roats
Russ Keyes
Pam Georgeson
Mark Owings
John Davidson
Doug Davidson
Laurie Davidson
Dick Shanaman
Lindy Springmeyer
Cheryl Burkhart BIMC Bookkeeper

At 7:36 Sally called the meeting to order.   A motion to adopt the agenda was called for. Scott Burkhart made the motion, and it was seconded and passed unanimously.


A motion to approve the April 15th Minutes was called for.  Barbara moved to approve the minutes.  The motion was seconded and passed unanimously

Governorís Reports

Presidentís Report (Sally Elliman)

1)      With respect to the Roatses' (sic) lawsuit against the BIMC, the BIMC will be filing a motion for summary judgment asking the Court to dismiss the Roatses' remaining two claims. It is expected that the Roats will be filing their own motion for summary judgment on their claims, asking the court to find in their favor. The motions will be heard on Friday, June 4th by Judge Donald Eaton, who was recently appointed to serve as superior court judge for San Juan County. 

2)      Sally announced that announced that Larry Costich, the attorney representing BIMC in the Roats vs. BIMC lawsuit, has requested a conference call with current and previous Board members, including Deborah Davey, Anne Malmo and Ellen Roth, to be held on Monday, May 24  2010 at 7:30 p.m.

3)      On the advice of Larry Costich, the Board of Governors will no longer publish letters sent to the Board of Governors following Board meetings by community members, as this not a recommended Board practice.  The ďCommunity Sharing FormatĒ will still permit members to make their views orally known to the Board,

Secretaries Report (Dick Demers). 

Other than acknowledging the new policy regarding ďCommunity Sharing,Ē Dick had nothing new to report.

Treasurerís Report (Jim Fergus)

Jim noted there was nothing new to report.

Water Commissioner (Scott Burkhart)

Scott stated that progress had been made in installing the CCC devices at the three remaining homes.  All of the owners had been contacted and were underway with their installations.  Once these last connections have been installed, a final inspection and certification will take place enabling new hookups to be made on undeveloped properties.

Property Commissioner (Barbara Sullivan)

There was nothing new to report, other than what will come up below under New Business,

Roads Commissioner (Barbara Sullivan)

There was nothing new to report


Fire and Waste Commissioner(Bob Breidenthal)

Bob reported that a fire drill had taken place on April 24th  that was well attended.   Bob is also requesting that members contact him about ordering fire extinguishers.  He will see that they are delivered to the island.  Not only are they recommended for homes, but they should also be carried in all vehicles.

BCF Liaison (Gail Light)

No report submitted

Facility Manager Report (Jim Davis)

Jimís complete report is included as an attachment to these Minutes. 

A disturbing incident of vandalism occurred at the water intake float on Horseshoe Lake.  Two winches were released, permitting the water intake pipes to drop.  Jim had installed safety lines, so the intake pipes did not drop to the bottom.  The depth of the water intake pipes must be adjusted according to lake conditions.  If the intake is too low, decomposing vegetation may contaminate the water, causing the water to have a sulfur taste and smell.  If the intake is too high during algae blooms, the flavor of the water can also be affected.  At certain times of the year the underwater depth of the intake must be adjusted weekly.  Jim and Scott will work on a means to protect the winches from further tampering.

New Business

  1. A Facility Managerís Employment Committee has been formed to negotiate a new contract with Jim Davis, or if necessary to find a new BIMC Facility Manager.  The committee will consist of two Board members, one community member, and the BIMC president, as an Ex Officio member.  Barbara Sullivan, as Property Commissioner, will be one member from the Board, and Scott Burkhart volunteered to be the other Board member. 
  2. Barbara made a motion that the committee be authorized to explore hiring other BIMC employees other than the ones that were decided upon during the Executive Session.  The motion was seconded and passed by a majority vote.
  3.  2010-2011 Projected Annual Budget.

The Board next considered at length the details of the next annual budget with Cheryl Burkhart, the BIMC bookkeeper.  The projected assessment for the year 2010-2011 ranges from $3,114 to $3,753, depending on how the community elects to fund the final road note repayment, which will occur in September 2010.


Old Business

            1 .A group of volunteers including Laurie Davidson, Lindy Springmeyer, Barbara Sullivan, Jim Fergus, and Judy Tompkins met at Sally Ellimanís home to begin the revisions of the 2004Homeownerís Manual.  Since recommended changes have to be submitted in writing to the Board by the 1st of April, the proposed revisions will be the subject of discussions in the coming months.  Members are asked to submit recommended changes to the Board before March 31, 2011.

             2. Meeting Reminders

           May 24th, 7:30 p.m. Conference call with Larry Costich and BIMC Board members, Anne Malmo, Deb Davey, and Ellen Roth.

           May 30th  meeting has been cancelled

           June 17th, 7:30 p.m, location to be determined

           July 1st, 7:30 p.m., location to be determined.

           July 3rd,  Annual Meeting to be held in the Enriquez hanger, starting at 9:00 a.m.

A motion to adjourn the meeting was called for.  Jim Fergus moved to adjourn the meeting, and the motion was seconded and passed unanimously.  The meeting was adjourned at 9:11 p.m.

Respectfully submitted,

Dick Demers,

BIMC Secretary

 

 

 

 

 

 

 

 


Jim Davis
Board Meeting Report
May 6, 2010

 Water System

Water Usage
I read the individual service water meters for the first time this season on May 1st.  As I do every year, Iíll be reading them at the end of each month through the summer.  This data helps in locating leaks and higher than normal use.  I will post usage each month in the Post Office.  The readings will be listed by meter number. Please let me know if you want to track your use and donít know your meter number.  

Water Treatment
The plant has been running well since I rebuilt the effluent valve.  During the winter season when the lake is cold, the chemical process of coagulation/flocculation takes longer.  As a result, we must slow the filtration process to about 35 gallons per minute.  The lake is warming slowly and I anticipate increasing the filtration rate back to 70 gallons per minute sometime in June.  

Monitoring Panel
A monitoring panel at the FM house indicates when each system (raw and domestic) is pumping and warns of low or high reservoir levels and high turbidity.  The system receives this information and low-voltage power via a cable, which runs from the water plant to the house.  Recently, I noted the power was not reaching the house.  When each wire was tested, I found no continuity in one of the two power supply wires.  I was able to switch the load to an unused wire in the cable and all functions have been restored.  However, I am concerned the cable may be damaged and other conductors may fail in the future.

Water Intakes
The two water intakes (treated and untreated) are supported from the outer end of the water intake float.  They are held up by stainless steel cable attached to two boat trailer style winches.  When I cleaned and adjusted the intakes, I discovered both winches had been released allowing the intakes to drop.  Fortunately there are nylon safety lines which prevented them from falling into the mud and possibly damaging the intake lines.  Last spring a similar issue occurred, when someone released two of the anchor lines and one of the intake support lines.  This facility is critical to our water system.  Tampering with the intake lifts can affect BIMCís water quality and the ability of our water plant to meet State requirements.  Please do not tamper with this equipment.  Remind your children and guests the intake float is not to be used for recreation.  I will be installing a couple of cleats, to tie boats at the shore end of the float, for access to the rope swing.  Please limit access to the shore end of the float.

Pump House
The intake and outlet piping in the pump house is encased in the concrete floor of the building.  This piping is old galvanized pipe which is showing some corrosion, at the point the plastic pump manifolds attach.  One of these joints is beginning to seep.  If this turns into a substantial leak, I will need to remove the fittings, possibly machine new threads (three-inch pipe) and rebuild the manifold.  Iíll be watching this closely through the summer and hope to be able to defer the repair until next winter.


Reservoir Cleaning
Iíll be cleaning each of our reservoirs over the next two months.  As we lower the levels in each one prior to cleaning, you may notice slightly lower water pressure.  This condition shouldnít last more than a few days.

Cross Connection Control Plan (CCCP)
Of the three remaining homes requiring backflow assemblies, two installations are under way.  As soon as all assemblies are installed, we will schedule the installation inspections and required testing.  During this process, weíll only need access to those homes which have backflow assemblies installed inside.

 

Winter Cleanup

Margo and I have been cleaning up windfall, leaves and debris from winter storms.  To do so, we have had fires by the recycle center and behind the FM house.  Even with a mild winter itís amazing how much of this material accumulates. 

Fire Response/Training/Sirens

Siren Improvements
The enclosure for the siren controls at the marina is now on island.  I recently measured the pole on which the siren will be mounted and discovered it is nearly thirty-four feet.  Iím still working out the best (safest) method to mount a sixty-pound siren thirty-four feet up a pole.  Iíve also checked the availability of power at the site.  It was previously thought the power supply for the garbage compactor could also be used for the siren.  On closer inspection, the supply wires are only large enough for the compactor.  The alternatives remaining are to bring power from the cabana or the head of the fuel pier.  Both routes are being investigated.    

Fire Training
The last drill was held on April 24th.  There was a good turnout of thirteen attendees for training on the CAFS fire truck.   

I recently serviced both the CAFS pump motor and the truck motor with oil and filter changes.      

In preparation for wild-land fire season, our next fire training on Saturday, May 29th will involve the fire trailer/portable fire pump.  This being a holiday weekend, weíre planning for a great turn-out.  

Waste/Recycling

As you may know, the County provides thirty-yard transfer boxes for the material s we process at the BIRD and pays for hauling.  Though they don't pay for these materials, BIMC has no cost for the transportation including barge service.  With prices for most recyclables very low, this is the most economical way to handle the majority of the BIMC material.  The exception is aluminum beverage cans.  The aluminum market has stayed reasonably strong.  As such, we accumulate the bales of crushed aluminum cans instead of shipping them in the transfer boxes.  Weíve been accumulating aluminum for four or five years and the stack of bales had reached the roof trusses!  


We had also accumulated more than fifty car batteries and were running out of floor space. 

As reported previously, we needed to transport materials to the island for the house remodel and re-bar for the concrete pad outside the recycling garage door.  On April 20th, I flew to Lynden, drove to Bellingham and rented a twenty-four foot truck.  Then it was back to Lynden to load re-bar and pine for the house.  The next morning, I was off at 3 AM to the catch the Orcas ferry from Anacortes.  I drove around Orcas and met the barge as it was off-loading the Orcas fuel truck.  We arrived on Blakely at about 10 AM .  Margo and I off-loaded the building materials and loaded the aluminum bales, car batteries and some scrap copper I had salvaged out of one of one of the clean-up dumpsters a couple of years ago.  We worked quickly and were back on the barge a little more than an hour later.  I barely made the 12:10 PM ferry back to Anacortes.  I completed off-loading the materials at NW Recycling in Bellingham by 4:30 .  I cleaned and returned the truck to the rental company by 5 PM , so we only had to pay for one day's rental. 

The sale of the materials calculates out as follows:

Aluminum Beverage Cans 1,883 pounds $941.50
Lead Acid Car Batteries 1,880 pounds $470.00
Scrap Copper 97 pounds  $232.80
Total  $1,644.30

Though the truck rental, gas, ferry, and barge will cancel out about $600, an expense necessary to transport the building materials, weíve added $1000 to the BIMC coffers.   

All four wheels of the recycling centerís pallet jack were crumbling to the point they were no longer round.  This piece of equipment was donated ďusedĒ to BIMC about twenty years ago.  Fortunately, it is a name brand unit and while the model is no longer made, I was able to find after-market wheels on the internet.  Iíve installed the new wheels.  Hopefully it will give BIMC another twenty years of good service.   

House Improvements

With the pine for the remodel now on-island, we are ready to move forward on the house.  

Sincerely, Jim Davis