11 am
Owners present:
7
Board Members Present -
LeRoy Seeley (President), Steve Stemhagen (Vice President),
Hannah, Secretary, Wilbur Dukes, Bob Robinson
Board Members Absent -
Alice Carey, Ron Ward
TAYLOR BAY BEACH CLUB
January 28, 2012
BOARD MEETING MINUTES
Open Meeting:
Sue
•
Minutes from the November 19, 2011 meeting accepted.
Treasurers Report:
December 31, 2011 Year End Report:
Key Bank
Sound Bank
$20,901.43
3,929.66
$24,831.09
( 10,832.49) Pre-paid 2012 dues
(
9.411.43) Road repair Collected Balance
$ 4,587.17 Last minute, unexpected collections $ 3,366.80
Balance
Projected Year End
balance
Savings
$ 1,220.37
8,179.75
2011 Dues to collect
$
2,974.67 - 8 owners
Reserve Acct.
Road Repairs:
Assessment
Collected
Spent
Balance
to be collected
$ 53,361.00
44,869.07
( 35,457.84)
9,411.23
Still
due
from
Grace period ends 1/31/12.
23
members.
*2 members were sent to Collection,1 member is in Bankruptcy,2 members will be going to
foreclosure,1 member will be sent to Collections,2 members were sent 30 day water shut-off letters
Discussion: which account(s) the $4,587.17 balance needs to go in. Deferred till able to speak with
Alice.
Lengthy discussion regarding Lennea O'Roke's non-payment of monies owing Taylor Bay Beach Club
for dues, assessment and fines. Her refusal to communicate, to complete a payment plan, to comply
with policies resulted in her water being shut-off.
A motion was made by Bob Robinson to cap the fine, per our policy at $500.00 for non-compliance of
Article VIII, Section V, 2,e,
Aggressive dogs at large, and to place a lien on her property for
the sum of the fees owed and not to turn water back on until such is paid in full. Also to contact
Pierce County Building Department and identify the residence as a "dangerous building". Motion
carries.
Modification to the motion was made by Bob Robinson to include pay the balance of dues owed for
2011 and formally submit a payment plan acceptable to the board by January 31, 2012. Motion
carries.
A conference call between Lennea O'Roke and the board members followed. Mrs. O'Roke was advised
that before water is restored, the amount of $ 1,000.50 plus an additional $100.00 water reconnect
fee, are due and payable in full in as well as the requirement in which a formal written payment plan
be submitted to the board for acceptance no later than January 31, 2012.
Four payment plans for 2012 dues were submitted for board approval: Eskew, Cowan, Haynes and
Ken Brown.
A motion was made by Bob Robinson to approve the submitted payment plan for 2012 dues for
Eskew. Motion carries.
A motion was made by Sue Hannah to approve the submitted payment plan for 2012 dues for Cowan.
Motion carries.
A motion was made by Bob Robinson to approve the submitted payment plan for 2012 dues for
Haynes. Motion carries.
A motion was made by Bob Robinson to approve the submitted payment plan for 2012 dues for Ken
Brown. Motion carries.
An accounting of members who still owe for the Road Repair Assessment was not available for the
board to take action upon. This information will need to be obtained from the Treasurer before
determining further action. A question was raised by Bob on the procedure for accounts payable. This
will also be addressed with the Treasurer.
A motion was made by Bob Robinson to Postpone the approval of the minutes until such time as
the Treasurer can be contacted to secure the needed information. Motion carries.
Action item: Schedule a conference call meeting with Alice.
From the President:
Thank you to LeRoy and Lois Seeley for hosting the meeting in their home.
Welcomed all owners present.
The Agenda is modified to include a PEP-C. org flyer : Lists especially for the Key Peninsula, those to
contact in case of a disaster. A copy will be made available on the bulletin boards.
The Pump House was inspected on December 23rd, 2011 by the Pierce County Health Department.
Bill Van Buskirk, our Water/Sewer
operator and LeRoy were present. The inspector was very
impressed with the building. TBBC was billed $800.00 for this inspection.
LeRoy reported he called the State of Washington to find out why we were billed. He was told the
State contracts with counties to inspect smaller water systems for them and the charge was
legitimate. LeRoy was told that the inspections are done every 3-5 years. Since we were unaware of
the charge for this inspection we had not budgeted for it. Bob suggested LeRoy call for a copy of the
report.
LeRoy reported he has secured a new and less expensive source for the chlorine supplies.
Special Committee's Report:
Policy Compliance Committee:
Bob asked for the names of those serving on the Policy Compliance Committee. It was noted that four
(4) board members are currently serving on the committee. Sue Hannah, Chairwoman, Alice Carey,
Steve Stemhagen, Wilbur Dukes.
LeRoy: no more than 3 board members should be serving at a time to avoid the committee from
having a majority vote on issues pertaining to policies and by-laws. In addition, those serving are to
be appointed by the President, according to Robert's Rules. The original selection of committee
members was two (2) members and one ( 1) board member. No members are serving as volunteers
currently. Bob asked if Steve, Wilbur or Sue wished to vacate their place on the committee. Wilbur
stated he would be willing to vacate. LeRoy noted that Alice is sufficiently busy with the duties as
Treasurer and should be removed. Bob agreed. An appeal was made for volunteers were sought from
those in attendance . No one present volunteered.
Volunteers in the membership are encouraged to participate in this committee and in any
other capacity they can.
A motion was made by Bob Robinson to remove Alice Carey from the Policy Compliance Committee
due to her duties as Treasurer and in doing so the committee would then be in compliance with its
original intent. Steve, Sue and Wilbur are nominated to serve on the committee. Motion carries.
Letters were sent to five (5) owners for various policy or by-law infractions. Three (3) members
complied in a timely manner. One (1) has not responded and another has had her water shut-off due
to non-compliance.
Motion was made and carried to accept the Policy Compliance Committee's report.
Old Business:
•
Beach erosion project: Ken reports the temporary fix is holding well.
•
Right of way tree removal by Jeanne Weston: Completed satisfactorily.
•
Policy 09-01 revision completed 11.19.11.
Discussion regarding further revision of policy 09-01 regarding the water disconnect and re-connect
fee.
A motion was made by LeRoy Seeley to remove the $100.00 disconnect fee and raise the re-connect
fee to $200.00. The motion was seconded. Discussion followed to further discuss making policy 09-
01 more comprehensive. Motion was denied.
Action item:
Schedule a meeting to further discuss revising policies.
Unfinished Business:
•
Roaming intruder: Discussion regarding
a resident who has
properties uninvited especially late at night and early mornings.
been
observed
on
different
New Business:
•
Ken's Storm Cleanup Proposal:The snow and ice storm last month caused extensive damage to
TBBC trees as well as to residential trees. Ken brought forth a proposal on how best to address
the clean up:
a. Hire Peninsula Lawn & Garden
b. Hire Jim Carey
It was agreed that the budget does not allow for a or b. Proposal is deferred.
•
A beach burn pile for the community where residents can haul their yard debris to, (NO
GARBAGE OR PROCESSED WOOD)has been approved and established. This can be done over
the winter and burned in the near future after proper permits are secured.
•
Mailboxes: Questions regarding how many residents vs non residents have a mailbox and
whether an owner has more than 1 mailbox.
•
5 Year Plan: discussion on how to develop a 5 year plan and the allocation of funds for the
replacement/renewal of the sewer plant, water system,
beach erosion and
beach road
maintenance, road maintenance, and gate. Anything that requires renewal and repair. To
develop a skeleton document to send out to the membership for feedback. It was suggested to
assign a special committee to address each item separately. A suggestion to provide line
items in the budget for each.
Action item: Include development of the skeleton document during the
conference call with Alice.
•
Les Cowan reported there maybe a water break in front of his home. He has greatly
diminished water pressure and the ditch in front of his home is now always full of water.
Action item:
Someone needs to follow up on this possible water break.
•
Date of next meeting:
*Place to be determined.
Saturday,
February
25,
2012
11
am
Meeting adjourned
Sue Hannah, Secretary