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
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.
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.
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 5th
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.
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
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.
Terry Pence has submitted his vacation days request for
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
Jim Davis Facilities Manager Report
September 22, 2010
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.
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.
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.
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
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
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.
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.
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 email@example.com
(note: you’ll still receive the basic fire drill notices from the BIMC
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
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.
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