DUGUALLA COMMUNITY, INC. (DCI) – ANNUAL MEMBER MEETING MINUTES 9/21/2024
1.A quorum of 128 Members attended the meeting or were represented by proxies.
2.Call to order and Welcome - The 62ST Annual Meeting at the clubhouse was called to order at 3:21 PM by President Jim Jolly.
3.Minutes from 9/16/2023 Annual Members Meeting: Pamela Kaiser made a motion to approve the minutes as submitted. Seconded by Paris Anglin. The motion passed unanimously.
4.Reports of Officers
a.President’s report – Jim Jolly read his report (copy attached), highlighting the efforts, contributions and challenges for each Board Member. He also identified the “unofficial” contributors to the Board’s success.
b.Treasurer’s report – Julie Chan:
i.Julie presented the financial statements for 12 months ending 5/31/2023 and 5/31/2024, summarizing the various aspects of the Financial Condition and Performance (see attached reports).
ii.Julie reviewed the Budget for 6/1/2024 to 5/31/2025 fiscal year; total revenue estimated about the same as last year and expenses are increasing primarily due to King Water/NWNW raising their labor rates for operating and maintaining the system as well as billing and accounting services effective July 2024. Members initiated a discussion regarding water rates and the services that King Water/NWNW may provide to pay water invoices.
Ratification of 2024 – 2025 Budget - Chris Johnson moved to accept the Budget as presented. Terry Caton seconded.
The motion passed with three disapproving votes.
iii.Motion to waive audited financial statements – Barbara Lett made a motion to waive audited financial statements for 2024 only. Mike Legere seconded. The motion passed with two disapproving votes.
5.Old Business - Update on the Water Main Replacement Project. Discussion points:
a.Stephen Smith:
i.The fact that recent samples of the asbestos/cement pipe look good and that he is planning to have a sample analyzed. Steve also mentioned that the Sierra Country Club community is not having problems with their asbestos/cement pipe and were not in a hurry to replace it.
ii.The recent break in the asbestos/cement pipe along Bay Front Lane cost about $5,500 to fix and that most of the breaks have been along the waterfront streets.
iii.“If it ain’t broke, don’t fix it.” That is why we are only looking at replacing the lines along Beacon View Drive, Bay Front Land and Shorecrest Drive and the line from the wells to the 22,500 gallon tank as all the water in the Community flows through this pipe.
iv.DCI has approximately 21,000 feet of water line of 2”, 4” and 6” water line in total.
v.We are planning to replace with same diameter pipe, like-for-like, which is fine as far as the fire department is concerned.
vi.We are planning to use pipes made of different materials (C-900 (blue) and HDPE (black) which have a 100-year design life.
vii.We also plan to replace all the valves (shutoff and blowout) and taps (connections to homes) and fire hydrants
viii.We are looking at open trench pipe replacement or (trenchless) pipe bursting methods to replace the pipe, depending on which is less expensive.
ix.FACET is engineering company that will prepare the document to submit for approval.
x.Summary:
1.5,325‘ of pipe replaced
2.Estimate $1.6MM to $1.9MM
3.Construction date TBD
b.Graig Habermann:
i.Graig explained his plan to locate the valves to be able to shut off fewer water users if there is a problem.
ii.The current management plan is dated 1999 (25 years out of date) and needs to be updated.
6.New Business - Motion to approve By-Laws as presented. Jim Jolly introduced the project and Myron Parry explained the timing and why the Board is presenting these By-Laws (see attached letter to Members) and answered questions. Following discussion, Myron moved to approve the By-Laws as presented. Judy Opheim seconded. The motion passed with seven disapproving votes.
7.Board Election - Jim explained that the Community Members elect the Board Members who then, following the Annual Meeting, elect the President, Vice President, Treasurer and Secretary for the Corporation from among Members of the Board and may appoint Board Members to committees. Jim identified Julie Chan, Myron Parry, Leslie Wagner and himself as leaving the Board following the Annual Meeting. Jim also stated there was additional vacancy from earlier in the year. Jim asked for candidates to fill the Board vacancies. John Anglin, Mike Legere, Adella Sanders, Michelle Walker and Peter Hunt volunteered.
Chris Johnson made a motion to elect these candidates to fill the vacancies. Lonnie Carlson seconded. The motion passed unanimously.
8.Next Board Meeting: October 16, 2024 (Wednesday), 6:00 PM at the Clubhouse.
9.Meeting adjourned at 5:20 PM.
10.Meeting was followed by music by Mike Legere and light refreshments.
Article 2, Section 3 of the Bylaws states: Notice of meetings of the Members stating the time, place and general purpose of the meeting shall be mailed to each Member at their last known address at least thirty days prior to the Annual Meeting, and ten days prior to Special Meetings. For the Annual Meeting, the notice will include a proposed agenda and a list of Director positions that are due for election. The date the notice is mailed is considered to be the date notification was given. An entry shall be made in the minutes of the meeting confirming that appropriate notice was given to the Members.
The Meeting notice, proxy and attachments were mailed August 22, 2024 to each Member. Members received the notice and agenda in a timely manner as specified in the By-Laws.