Approved Minutes June 4, 2005
Annual General Meeting


Called to order 9:30 A.M.

Board Members Present
Ken Russell President
Deanne Wright Vice President
Carol Hassebrock Treasurer
Peter Van Der Zalm Secretary
Anne Van Der Zalm 

Homeowners Present represented by unit #209 (proxy), #210, #211, #213, #214, #215, #216 (proxy), #217, #218, #220, #224, #226, #233, #236, #237, #238 (proxy), #239 #240, #241, #242, #244, #246, #248, #255 (proxy), #256, #257.

President asked Homeowners present for any additions to meeting Agenda.

Mark Simard of unit # 248 Asked for confirmation if a Quorum was present. Carol Hassebrock confirmed we did with 26 homeowners present.

George Emmet of unit # 230 asked to make a presentation on Carports.

Motion to accept the Agenda and the additions
Motion by Gary Hassebrock
Second by Bill Henshaw
Vote unanimous of all present

OLD BUSINESS

1) Update on Exxel Lawsuit

Board President Ken Russell of unit # 246 gave a brief description of the lawsuit and explained that the Board felt that it is worthwhile to extend it. This may push Exxel to settle our construction deficiencies.

John Nieboer of unit # 227 asked if this Lawsuit would cover our sewer connection. Ken and also Carol answered that we are not sure.

2) Deck repairs and other completed projects.

Ken gave an overview of the projects we had completed in the last year and the additional problems we found in that process. He explained the measures we had taken to protect our investment.

Bill Henshaw of unit # 233 asked if we had received his letter regarding the stair riser to his unit. 

Board Member Carol Hassebrock of unit # 224 and Ken Russell of unit # 246 both responded that we had not, but that Carol had looked at the stair once she heard on the problem and agrees that it should be repaired.

Maintenance employee Harlan Longstrat offered that he had measured the stairs and felt it needed correction.

Board member Carol Hassebrock stated that it is to be corrected.

Ron Krieg of unit #214 stated the seam in his decking material was separating and if we could supply the proper glue he would repair it himself.

Katy Montfort of unit #224 asked if her deck was scheduled for repair.

John Neiboer of unit # 227 asked if the board had investigated if the paint repairs on Phase I would void the warranty

Mark Sowers of unit # 239 offered that the warranty was with Sherwin Williams.

Board member Peter Van Der Zalm of unit 240 asked Mark Sowers, that with his knowledge of the contract and warranty would he volunteer to research this for the Association?

Mark Sowers said no.

Ron Kreig of unit # 214 stated he would prefer that we contact Sherwin Williams before we paint ourselves.

Board member Carol Hassebrock of unit # 224 said these were all good points and the Association would hold off on painting while we contact Sherwin Williams.

3) Report on Mariners Cove claim against Birch Bay Sewer and Water. Information on sewer problem and remedy plans for Phase I

Board member Ken Russell of unit # 246 described what had happened in Phase I and that the Association was making a claim to recover our costs. He stated Birch Bay Sewer and Water was still looking at our claim.

Board member Carol Hassebrock explained where the sewer line is on the property, and where the line comes from. Carol went on to explain that this problem had occurred before and that we are unsure what causes the problem up on the lands above. The board does not have an estimate of what it would cost to repair. 

Maintenance employee Harlan Longstrat offered that he had talked to the Birch Bay Sewer and Water employees at the time of the occurrence. They were reluctant to talk but offered that the drawings of the pipe work are public information.

John Neiboer of unit # 227 said this is the fourth time it had happened to his unit, he went further to say it must be fixed.

Board members Ken Russell and Carol Hassebrook stated yes it needs to be repaired.

Wendy Wampler of unit # 241 asked if this was storm water or sewer?

Board member Carol Hassbrock explained that it happens when the ground is frozen and we have heavy rain. The water then pours into the manhole lids on the land above creating a mixture and over runs the pipes.

Mark Sowers of unit # 239 stated it had happened 4 or 5 years ago on New Years Eve. His recollection was that it was an electrical problem at the pump station.

Gary Hassbrock of unit # 244 stated we must be involved with any future development above, to make sure this and other potential problems get resolved with the development.

Wendy Wampler of unit # 241 offered that the Trailer Park above had been sold for development.

Ron Kreig of unit # 241suggested that a letter be sent to Birch Bay Sewer and Water stating the problem.

Bill Henshaw of unit # 233 stated that any development on the lands above would require a storm water management plan and probably solve this problem.

4) Treasureís Report

Board member Carol Hassbrock gave report and explained the format used.

Mark Simard of unit # 248 asked about the status of the pre paid dues account.

Board member Carol Hassbrock stated this fund is held in trust for the homeowners and cannot be used for any other than a default of dues or assessment of a homeowner.

John Neiboer of unit # 227 asked about the insurance? The total cost.

Board member Carol Hassbrock answered that last year we paid $31,000.00. But we are unsure of the cost for next year.

Motion was made to accept the Treasureís report.

Motion by George Emmet of unit # 220
Second by Bill Henshaw of unit # 233
Vote unanimous of all present

5) Update on financial needs.

Board member Peter Van Der Zalm of unit #240 gave presentation of the booklet prepared by the board to research previous projects that previous boards had committed to and future needs of the complex. The presentation made no commitment of the present board to an assessment for what was presented in the book, but rather was looking to the homeowners present for a mandate to schedule (prioritize) this work. 

Mark Sowers of unit # 239 stated his preference to a large assessment and do all of the repairs and maintenance at once.

George Emmett of unit # 220 brought up his carport proposal as a vehicle to raise additional funds.

Ron Kreig of unit # 214 stated he wanted to give the future board the tools (money) to maintain the complex in at a high level. He offered these options, increase the dues, monthly assessments, annual assessment, or a bi annual assessment.

Bill Henshaw of unit # 233 stated that he would prefer a monthly assessment of $75.00 for repairs and maintenance.

John Neiboer of unit # 227 stated he preferred a larger assessment ( flat fee). He also stated after hearing some homeowners had difficulty with the last assessment that the board should be able to finance these units over time.

The general consensus of those present was that an assessment to bring the complex to a higher standard of repair and maintenance was a mandate they would give to the future board, if the money was used for specific projects outlined with the assessment request.

NEW BUSINESS

1) Nominations for four new board members

1) Greg Bistline of unit # 236 offered his name for the board.

2) Mark Sowers of unit # 239 offered Wayne Holverstatt of unit #216 name with his permission, as he was not present.

3) Arlyn Plagerman of unit # 256 offered his name for the board.

4) Jim Morehouse of unit # 237offered his name for the board.

2) Election of board members for two year term.

Motion by Katy Montfort of unit # 224 to vote on the above nominees.
Second by Bill Henshaw of unit # 233

Board member Ken Russell (President) called a vote on the above nominees.

Vote unanimous of all present.

3) Report on units sold at Mariners Cove.

Board Member Anne Van Der Zalm of unit #217 gave presentation of units sold. She stated that a unit sold in July 2004 for full asking price of $199,500.00 since that time we have had units sold with the last unit having been sold for $250,000.00.

4) Other Business, additions from the floor.

A) George Emmett of unit # 220 made a presentation of his carport proposal.

Questions came from the floor and also the board as to who would research the legality and also the marketing of the carports to the homeowners.

George Emmett offered to chair a committee for the next board. 

B) John Neiboer of unit # 227 asked the board to look into the ability of the association to control satellite dishes? He asked the board to rule on where they can be mounted.

Board member Carol Hassbrock stated the existing board had researched the associationís ability to restrict satellite dishes and the location of dishes. With this complaint she stated the next board would definitely rule on the matter.

C) George Emmet of unit # 220 wanted the board to rule on RV parking.

Board member Carol Hassbrock stated the next board would look at the matter.

D) Comment from the floor regarding the Sani Can.

George Emmett of unit # 220 has contacted the Birch Bay Chamber of Commerce Vice President Bob Aitken he gave his assurance that it will be removed.

E) Mark Sowers of unit # 239 brought up the missing signs at the front of the complex. He asked who had removed them.

Board Member Peter Van Der Zalm of unit #240 stated that he had removed them. The smaller sign had been damaged and was looking shabby; it is in the maintenance room. The larger real estate sign was removed because of complaints. The sign read unit for sale all the time even when no unit was for sale. Peter installed a new sign post that is common in the industry that allows a realtor to hang his sign and another realtor to attach his sign under. This allows for more than one sale at a time.

Closing statement 

Board member Deanne Wright of unit # 226 offered thanks to the outgoing board members, the volunteers that helped with the sewer problem in Phase I, and the association employees.

ADJOURNMENT
Board member Ken Russell President adjourned the meeting at 12:10 P.M.