Blakely Island Maintenance Commission, Inc.

Minutes of September 22, 2010 BIMC Board Meeting

Blakely Island maintenance commission
Board of Governor's Meeting
September 22, 2010 
Board Members Present: Sally Elliman, Barb Sullivan
Board Members on conference call: Julie Gilbert, Doug Davidson, Bob Breidenthal, Jim Fergus
Absent: Roger Brown
Also present: Jim Davis, Wally Weller, Pam Roats
 
Community Sharing: Wally Weller, Pam Roats
 
The meeting was officially called to order at 7:11 pm.
 
Barb made a motion to accept the agenda, it was seconded and unanimously approved. Barb made a motion to approve the August 12, 2010 minutes. It was seconded and unanimously approved.
 
President's Report- Sally Elliman

-Sally informed the board that the hearing of the Roats vs. BIMC will be on October 1, 2010 at 1:00 pm in Friday Harbor at the Court House. Board Members are encouraged to attend.
 
Secretary's Report- Julie Gilbert

Julie reported that she has looked into long-term storage solutions regarding BIMC files and paperwork. Fireproof file cabinets are expensive and difficult to transport. There are digital storage companies that will store our archives for a fee. Another option would be to purchase a scanner and save the data to a hard drive ourselves. Because the secretary has not seen the archives first-hand, it was decided to table the discussion until the secretary can get back to the island to look at the files we want to save before a decision is made.
 
Treasurer's Report-Jim Fergus

We have $121,600 in checking account and $86,700 in our maintenance reserve. All outstanding notes for the roads have been received except 2. There are 33 unpaid assessments which is normal for the month of September. The assessments that are in arrears are accruing interest and notices of intent to file liens have been sent to two members who have been in arrears for more than a year. 
 
Water Commissioner Report- Doug Davidson
CCCP
The last cross connection control device has been installed and we are scheduling the testing and inspection of all the devices so that the report can be generated to show compliance.

The BIMC CCC Plan allows the BIMC will to pay for the inspection and testing and then Invoice the owners for their individual cost.  It is estimated that the cost to each owner with a CCCD will be less than $100.00.  The testing/inspection should be completed no later than Mid October.    A motion will be proposed to set up a billing procedure for the inspection and testing once it is completed.
Water Usage
Domestic Treated Water We only had 6 residents that exceed the 250GPD objective in August, most by smaller amounts attributable to additional guests, mistakes in watering or leaks.   Jim has talked to most of them, and is attempting to contact the rest.  The most egregious has converted their drip irrigation system over to raw water.     Irrigation Water We had 5 residents exceed their allotted amount of 1000 gallons per day.  4 of the 5 exceeded the limit by quite a bit, and the 5
th by so little it is hardly worth noting.  With the recent rains the irrigation use will curtail and this issue will be a non issue until next spring.  Those members that are consistently using more than the allotted amount should be informed that if they continue to do so they will need at a minimum to pay for the upgrade to the unlimited water status as well as potentially upgrading to the larger meter and CCCD.
Long Range Planning
The community will be facing some long term issues in regards to the water treatment plant. The treatment plant in the next 5-10 years will be near the end of its serviceable life and will need to be replaced if  Horsehoe lake water remains the source.  It is possible that a well or series of wells with pumps could be used to replace the lake as the source of our water.  If a conversion was made from lake water to well water the need for a filtration plant may be negated or greatly reduced.  The water would still need disinfection but that is a much simpler and inexpensive process.  I am soliciting input as to the cost of a new treatment plant for budgeting purposes as well as beginning discussions regarding the practicality of drilling wells and the likelihood of finding an adequate well source.  It is important that the community understand this long range issue and that we start budgeting for this inevitable cost. 

 Doug made a motion to set up a billing procedure to send out invoices for cross connection inspections. The motion was seconded. the cost of the inspection will be roughly $50 per unit and will be billed to those members whose property have cross connection devices installed. Doug will contact Cheryl Burkhart  to set up the billing procedure. The motion was unanimously approved.
 
Property Commissioner Report- Barb Sullivan 
The delineators were placed on the corner by Deb Davey's House. They disappeared 36 hours later. We had a few (4-5) letters regarding the delineators, all negative, but a lesser number than would have been suspected. The Board will now need to decide how to move forward from here. A request was made from Coralie Meslin regarding the hole on her property made by the road paving crews. She seemed amenable to having a heavy piece of metal covering this hole, such as are used during road construction. Jim will look into the most feasible solution to the problem and the BIMC will take responsibility to solve the issue.
 
Fire & Waste Report- Bob Breidenthal.
Not much to add to Jim Davis' report.  My thanks to the BIRD stain and paint volunteers, as well as to the Fire Drill participants.

Jim and I discussed the possibility of adding an element of competition to the Fire Drills.  For example, a two-person team would (slowly!) drive a fire truck out of the fire house to the designated target.  The moment the truck stops, the team would be timed until they first put foam on target.  Their elapsed time would be compared to that of other teams doing the same thing.  This might make the drills more fun, and more realistically train folks for the entire response sequence.  We still have to think of an appropriate prize for the winning team.  Other important issues are style points and best costume award.
 
BCF Report- Roger Brown
For the year to date,  the marina/store facility has total revenue of $277,993 through the Labor Day weekend which is now 6.1% ahead of the same period on '09.  The biggest component of growth is fuel sales while store and transient moorage revenue are up only marginally.  Work continues on upgrades to the fuel system recommended by the Dept of Ecology after the July inspection,  as we wait for back-ordered parts.  Fire extinguishers at the facilities need to be re-certified for insurance purposes and the plan is being put in place.  Roof repairs will now start in late September.  The store will remain open on weekends only through September.  Thanks to Glen for the activity updates and congratulations on growing revenue during uncertain economic times.  I will be unavailable for the Sept 22nd Board meeting,  not able to call in.  If you have questions,  please e-mail them to me for follow-up. 
 
New Business
 Terry Pence has submitted his vacation days request for November
 
Old Business
 Road rocks or delineators...
The board discussed the continued use of rocks vs. delineators on the edges of roads on the plat. Between concern for the safety of island children on bikes, 4-wheelers, and any motorized vehicles vs. the desire to keep the edges of our new roads from eroding, it was decided that the surface of the roads have now "cured" and it would now be prudent to remove the rocks. Doug made the motion that the rocks be removed.It was seconded and passed with one no vote. The Board agreed that the rocks would be removed by Jim and Terry before the end of the month.
 
Next BIMC meeting date is set for October 14th, 2010 at the facility manager's house at 7pm. The BCF Board will join us at that meeting
 
Meeting adjourned at 7:58pm
 
Respectfully,
   Julie Gilbert 
 
Jim Davis Facilities Manager Report
September 22, 2010
 
Water System
Water Usage
Domestic water use for the 2010 summer season (June, July August) was nearly identical to last year.  Six connections exceeded the two-hundred-fifty gallon per day limit last month.  At least two of these overages were related to leaks at the homes.  
Water Treatment/Pump-House
August’s Friday the 13th caught our attention.  While working at the water plant, I noticed the water flow into the plant was slowing.  I immediately shut down the plant and headed for the pump-house to investigate.  On arrival at the pump-house I found the power out.  Since the water plant still had power, I did not immediately contact OPALCO.  Instead, I went to the shop to pick up the electrical tester and returned to the pump-house, where I confirmed the problem was with the power supply and not simply a blown fuse or other problem with the electrical system.  Then it was back to the house to call OPALCO.  Before I called, I listened to phone messages and learned that about half the BIMC plat was in the dark.  I met the OPALCO crew at the marina about an hour later and worked with them looking for damaged wires or trees leaning on the overhead power lines on the upper island.  The problem was eventually traced to an underground fault in the driveway for the Skytell.  It was getting late and the only way to resolve the problem was to dig down and locate the buried line which was three feet deep.  Fortunately, Scott Shanks was on island and willing to let me use his compact backhoe to assist in the digging.  We found the line and a repair was quickly made before the crew had to leave.
 
When I went back to the pump-house I discovered both the domestic and untreated water pumps would not start.  After a brief diagnosis, I found overload fuses blown on both pumps.  I replaced the fuses and returned to restart the water plant.  Unfortunately, the partial outage had allowed the water to continue to flow into the water plant even though no water was being pumped from the lake.  This resulted in the air-vac safety valves on the supply line admitting air to the line.  Air in the supply line causes additional friction loss and the slight siphon over the top of the hill was lost.  Instead of the normal flow of seventy gallons per minute, we had about thirty.  Any change in flow requires recalibration of all three of our injection pumps.  After such an event, it normally takes a couple of days of running to remove the entrained air from the line and restore full flow.  During that period, the plant must be monitored continuously to adjust the chemical pumps as the flow increases.  Since we had lost nearly a full day of production with the power outage and were now limited to about half our normal flow, I worked at the plant all night but was disappointed to find the flow did not increase as expected.  I was concerned the pump may have been damaged by the outage but decided to check the air-vac valve first to make sure the air was being purged.  Instead of air, I found the valve was leaking a significant stream of water.  For the second time in less than a day, I had to shut down the water plant.  I removed and disassembled the cast iron air-vac valve and found severe corrosion built up inside, which had jammed the float, keeping the valve from operating properly.  I was able to remove enough of the corrosion to return the valve to service and the plant was started again.  It took about another twenty hours of operation to get back to a stabilized flow of close to seventy gallons per minute.  With the reservoirs finally full, I fell into bed.
 
Internal corrosion in the cast iron air-vac valves has been a problem in the past.  With Doug Davidson’s research help, we identified an air/vac valve made of plastic.  The old cast iron valve has now been replaced with the new plastic valve.  I’ll continue to monitor the new valve and if it performs well, we’ll also replace the cast iron valve on the untreated water supply line.          
 
 
 
Water Leaks
 While spraying herbicide around the tennis court, I noted a patch of very green grass and standing water around the water hydrant next to the fence.  This hydrant had no shut-off valve so I had to shut down the entire South road to make the repair.  I notified all residents of my intent to do this the following morning.  After excavating the site, I found a cracked fitting at the base of the hydrant.  This damage probably occurred from someone hitting the hydrant with a vehicle or motorcycle.  I replaced the damaged fitting and installed a shut-off valve to facilitate future maintenance, without the need to shut off water for residents.  Pre and post repair meter records indicate this leak was probably wasting over one-thousand gallons per day.
 
On August 15th I noted very high water use on one portion of the distribution system.  I checked all of the service meters in that section and found one meter turning steadily at nearly four gallons per minute (almost six thousand gallons per day).  I knew the home was unoccupied so I investigated further.  There was a workman at the home and he told me no water was being used.  We checked the home and found one of the toilets to be running continuously and the chain from the flush handle was tangled keeping the flush valve fully open. 
 
CCC Program
The final required backflow assembly has been installed.  I have contacted our Cross Connection Control Specialist to schedule installation inspections and testing of each backflow assembly.  It would appear the community’s goal to seek additional water hook-ups (ERUs) is finally in sight.
 
Septic System Inspections
 
The State of Washington and San Juan County have adopted new requirements for Septic system inspections.  The new rule requires inspections of all systems by the end of 2010.  Homeowners can inspect their own systems if they attend a class sponsored by the County.  I’m signed up to attend the class on September 23rd.  Once certified, I will be able to inspect the BIMC system for lot 116.  There is a schedule of classes and a list of licensed inspectors on the County website:  http://sanjuanco.com/health/ehswaste.aspx .  Inspections by off-island contractors range around $300 plus tax and the County filing fee of $25.  Ongoing inspections are required every three years for simple gravity systems and every year for more complex systems.    
 
Roads
Road Edge Delineators
Per: the Board’s instructions I installed the road edge delineators along the South West corner of the Davey property on August 19th.  The delineators seem to have disappeared sometime on August 22nd or 23rd.
 
Crack Sealing
The new walk-behind asphalt crack sealer arrived August 26th via the taxi boat.  By the time you read this, I hope to have the cracks in the runway and taxiway sealed. 
 
Fire Response/Training
 Fire Training
All the sirens announced the fire drill on Saturday, August 21st.  Sixteen people turned out for training on the CAFS truck.  We focused our training on use of the new combination nozzles. 
 
The September fire drill was held over Labor Day weekend with a total of 18 people in attendance for a dual training on the CAFS truck and the old orange fire truck.  Many thanks to Don Burkhart for assisting with the training session.   Our training focus on the CAFS truck was to make thick, dry foam for exposure protection.  This type of foam is lighter and adheres well on vertical surfaces. 
 
We have established an e-mail list of people who have expressed a desire to be part of the Blakely Fire Response Group.  If you are on this list, you have been receiving fire drill notices along with fire training materials and occasional quizzes.  It has come to our attention that some of you may no longer wish to receive this information and we haven’t given you the opportunity to “opt out”.  If you are on the list and want off, please contact Bob Breidenthal at breident@aa.washington.edu (note:  you’ll still receive the basic fire drill notices from the BIMC Secretary).
 
Fire Information CenterThe Fire Information Center located on the East wall of the fire station has been updated.  The old phone at this location failed and has been replaced with a wireless phone.  This change will allow greater flexibility for our Fire Support Team members who may be called on to coordinate response from the fire hall.  The new phone can be used anywhere in the fire station or even out in the road if dispatching team members to a situation on the upper island.  To accommodate this improvement, I had to extend an electrical circuit to the East wall of the fire hall and install an outlet for power to the phone.
 
Next Fire Drill
The next fire drill will be October 16th.  We will be practicing on the CAFS truck.
 
Fire Boxes
Fire Commissioner Bob Breidenthal and I completed an inspection of the upper island Fire Boxes on August 21st.  We found two of the boxes had been opened and one lid had been left askew which allowed rain water to accumulate, corroding the tools and damaging the flashlight.  In two of the boxes we found the back-pack water bladder/sprayers to be leaking, due to corroded metal filler necks.  Ed O’Neill graciously volunteered to repair one and I am in the process of repairing the second.  Unfortunately, nearly all of the others show signs of imminent failure.  We will inspect them all again next spring.  Unless we can locate replacements without ferrous metal fittings, we may have to rethink storing them full of water.  Of greater concern was evidence of smoking at one of the fire box locations.
 
Waste 
 
BIRD-Blakely Island Recycling Depository
 
On Saturday, August 14th volunteers arrived at the BIRD to help coat the exterior with stain.  In preparation, Terry Pence had pressure washed the building the previous week.  The weather was perfect; hot and dry with plenty of sunshine.  Volunteers included Mike and Sally Elliman, Sally’s grandson Ian and Barb Sullivan. 
 
 
 
 
 
 
 
 
Our fearless leader, Fire and Waste
Commissioner Bob Breidenthal kept the troops, including Chris Dole and the O’Neill clan: Ed, Steve and Tom busy until the siding and the South gable end was painted.  The next day, Chris Dole and I finished painting under the eves and the shakes on the North end.  Ed O’Neill has continued to spruce up the trim in his spare time and has worked a face-lift on the front door.  Many thanks to all!     
 
 
 
 
 
Labor Day Picnic
 
We had a great turn out for the Labor Day Picnic Saturday, September 4th.  Huge thanks to Don Burkhart and Lisa and Tony Enriquez for initiating the Mexican Fiesta flavor to our end of season party.  And, also thanks to Glen Tompkins and marina staff, for providing picnic supplies, the music and most important, the beer!  We’ve had overwhelming feedback appreciating the efforts of all who made the party a success!   
 
Sincerely, Jim Davis