Attending: James Jolly, Steve Smith, J.D. Ray, Leslie Wagner, Myron Parry, Mark Van Wyngarden, Julie Chan, Graig Habermann

 

Absent: Shawn Albert

 

Guests:

 

1.The meeting at the clubhouse was called to order at 5:57 PM November 15th 2023 by President Jim Jolly.

 

2.Minutes from 10/18/2023 Board Meeting: JD made a motion to approve the minutes as submitted.  Seconded by Mark.  Passed unanimously.

 

3.Treasurer’s Report: Bank balance as of 10/31/2023 is $585,063.79 with $397,656.10 in the money market account and $187,407.69 in the checking account.  See attached report.  Mark inquired about moving some of the funds into a certificate of deposit to earn more interest.  Julie will check to see what is available.

 

4.OLD BUSINESS

 

a.The Board discussed the King Water Services agreement and King Water/NW Natural Water’s performance on the 10/17/2023 water Leak on Bayfront Lane.  The consensus was for Steve, Jim and Mark to meet with King Water to discuss the contract, services and expectations.  Steve to arrange the meeting.  More to follow.

 

b.D&O Insurance Policy Renewal Update: Julie reported that policy had been renewed, she received the invoice on 11/14 and will submit it to King Water for payment.  Julie to provide all DCI Officer’s emails to the insurance company records to avoid communication delays going forward.

 

c.Pipe replacement update: JD reported that he is trying to get a third engineering proposal so the Board can begin analysis and continue the funding project.  A discussion followed, including a recommendation to get the definitive word in writing about whether we need engineering and a permit to replace like for like pipe, valves, etc. in the system.  Graig suggested that, since JD had already contacted eight engineering firms, we review the two proposals that he has already received at the next meeting.  More to follow.

 

d.The Board discussed best ways to broadcast short-notice announcements regarding water service.  Myron suggested including a letter in the January 2024 water invoice mailing asking for name, address, cell phone and email addresses.  Jim to draft letter to be reviewed at the December meeting.  Graig recommended door hangers.  Graig and Jim to research and report back.

 

e.Using Google Drive as a document repository: Myron reported that he had provided Board Members with access to a shared Google Drive containing DCI information.  Several Board Members reported that they had successfully accessed the files and found them useful.  Myron to add more files as they become available and invited Board Members to send files they would like to add.  A discussion followed, concluding that this project is a work in progress and still testing proof of concept.

 

 

 

5.NEW BUSINESS

 

a.Graig suggested having a company locate the water shutoffs and confirm that they are readily accessible and the valves operate correctly.  Graig to research valve locations.  He also pointed out that this project will likely wait for better weather.

 

b.10/31 Letter re: High water usage due to leak a 1” gate valve: After discussion the Board concluded that the rate reduction request falls under the policy of “the Board will consider each water invoice reduction request and generally for a rate reduction request due a leak after the meter, the Board will grant a one billing cycle rate reduction back to the base rate” (from 5/18/2022 Board Meeting Minutes).  Jim to contact the person requesting the reduction to confirm that the leak has been repaired.  More to follow.

 

c.Simply Yards inquired about what appeared to be a new lock.  Jim to follow up.

 

6.Visitor comment:

 

7.Executive Session (Board Members Only):

 

The Board discussed whether DCI is a non-profit corporation or a homeowners’ association and which Administrative Code (WAC) applies to DCI operations.  The Board discussed the handout developed by Mark and Myron (copy attached).  Following the discussion:

 

a.JD made a motion and Julie seconded, affirming that DCI is a corporation that owns and operates the water system and recreation facilities in the community of Dugualla Bay Heights and that DCI is not a Homeowners Association.  The motion passed unanimously.

 

b.Myron made a motion and, JD seconded, to change our registered agent to our attorney and have the attorney prepare the annual registration form, reporting as a corporation that owns and operates the water system and recreation facilities in the community of Dugualla Bay Heights.  The motion passed unanimously.  Mark and Myron to take the necessary steps to make the change.

 

8.Next Meeting: Wednesday, December 20, 2023 at 6:00 PM.

 

9.Adjournment: 7:43 PM.

 

Respectfully submitted, Myron Parry