VMICC Executive Board Meeting Minutes – (Approved 7/7/03) June 2, 2003 Meeting began at 7:20 p.m., Vashon Island Family Service Present were Gayle Sommers, Dan Schueler, Jack Barbash, Allison Jones, Jolene Lamb, Yvonne Kuperberg, Joan Sells, and Marilyn Omey. Guests present were May Gerstle, and Cliff Goodman. I. Welcome Previous Minutes: The minutes were approved as written. Changes to the Agenda: Add septic system, comp plan, discussion about VMICC (where are we going?) II. Treasurer’s Report No report was available. We have been reimbursed for everything from the county. Changes will include addition of the money. Note that we use our personal money first and then get reimbursed. Please make sure that receipts are dark enough to read. Perhaps make a darker copy on the copy machine and attach the original receipt. III. Announcements Part two of the team forum will be tomorrow night 6-9 at the old hardware store. About 70 people have signed up, but you don’t need to sign up to attend. IV. Public Comment (May Gerstle) On the insurance issue, it is very important that Joan Sells be added to the liability insurance. (Jolene) I don’t think anyone’s name was submitted with the application. (May) It is really important that Joan’s name be included. (Allison) They probably cover the board and officers without listing the individual names. (Jolene) will follow up on it to see if individuals are listed and if so, add Joan’s name. ACTION ITEM: Jolene will follow up on liability insurance. V. Items for Board Discussion/Action Disaster Preparedness (May Gerstle)– Broad community involvement is requested in the planning to make sure that we are ready in the case of an island wide disaster. Many of the local institutions have a plan, but the plans aren’t integrated. This effort is to coordinate the plan, have a drill, and see where the holes are. This is currently a small group and broader involvement is requested. A representative from the CC is requested to join the committee. Everyone has a copy of the letter. Please consider endorsing the idea of having a community representative. Instead of voting on a motion, as a board endorse the concept of broader community involvement. John Collins is heading up the membership committee with a goal for 60 members to volunteer for 1 meeting per month plus training to be CERT certified. Neighborhood planning will also be included. Also involved will be getting the fire department room ready for emergency preparedness. The meeting is on the fourth Wednesday of the month. (Marilyn) do we have the authority as the board to make this decision without the general council approval? We could send someone temporarily and informally. (Cliff) There is a precedent to endorse a motion before it is taken to the council. (Jack) I don’t think the Board has the cache’ of endorsement to matter and I don’t think we need to do anything special before the next meeting. (Marilyn) I can ensure this has nothing to do with TIPS. (May) There is 10,000 dollars in funding available and potentially later. (Jolene) Others and I would do the training for free. (Marilyn) These details aren’t necessary right now; they can be handled in the committee. (Joan) moves that we endorse the concept of broadening the base of the committee and temporarily appoint a representative to the committee, and plan to send an interim rep until the membership votes. Vote unanimously to approve. Joan is willing to be designated and others will attend. (May) the motion will be made but I will not attend. Can I second the motion even though I won’t be there? (Gayle) yes. ACTION ITEM: Joan will attend meetings on Disaster Preparedness on the fourth Wednesdays of the month. Septic Systems (Cliff Goodman) KC has initiated an on-site review process after 13 years. Issues are: 1) the public input process is aimed at contractors not homeowners. Get the homeowners involved; 2) Operational efficiencies in KC versus other counties was compared and evidence shows that KC is not efficient; 3) they go beyond state regulations and there is no reason for it. Be more flexible. 4) Technology has improved and needs to be reviewed as not being inferior or second rate to traditional septic systems. Performance based standards are needed; 5) Change the title itself instead of naming the individual as having a failing system. Some counties disclose this for the next homebuyer if there is a serious health problem. This is better and they have an operations and management system in place for high tech system that require more maintenance; 6) Better customer service so that you know what you have to do, how much its going to cost, and how you are going to pay for it. (Gayle) What do you want us to do? (Cliff) Endorse the prepared document. (Marilyn) We are not empowered to endorse items to the general council. (Gayle) I don’t see the draft resolution in this stack of papers. Is there any reason why you can’t just come to the next meeting to present? (Cliff) Yes. (Gayle) Can you also provide bullet point information and contact information? (Cliff) Yes. (Dan) So we need to put Cliff on the Agenda. (May) The Board has always determined this issue. I personally think you were elected because people trusted you to make some decisions. (Dan) I don’t see how we can endorse this one without reading it first, in this case. (Gayle) There is not much on the next meeting agenda. Please plan to do a presentation and motion. (Cliff) Yes I can do that. I would like it to be made as an emergency motion due to time constraints. (Gayle) This will be deferred to the general meeting, and information will be presented as to why it is an emergency. ACTION ITEM: Cliff will be placed on the next general meeting agenda to do a short presentation. Puget Sound Ferry Coalition – (Allison) This is related to privatizing passenger-only boats as privatized by Argosy. This is a wine and dine event for politicians. (Gayle) Jim suggests that Mike Suddith attends as our representative. (Jolene) Mike can attend and request reimbursement. (Marilyn) I move that we support Mike attending this meeting as chair of the transportation meeting and have him report back to the general council. (Joan) Second. Vote: 4 pro to 2 con to 1 abstention. Transportation – Jack is working on the notes and will have them available soon. Archive Specialist – Marilyn in following up with the candidate. ACTION ITEM: Marilyn will follow up with archive specialist candidate. Summer General Council meeting attendance – (Joan) is there a goal for the year, or do you take things as they come? (Dan) Review the email trail from January from the planning retreat. (Allison) We chose to pick crowd drawing topics for the meetings and planned the calendar year while topics while leaving space for things that come up. (Joan) What is the goal for the year? Is participation a goal? Are we looking for the hot topics? (Marilyn) There is a community picnic in August 18th. (Joan) The teen thing also pulls a crowd; twist it to draw a crowd for seniors. How senior friendly is this island? (Gayle) Why don’t you send an email with some of the suggestions? (Yvonne) The senior idea is a good one and more seniors will come out because it is lighter longer into the evening. (Marilyn) I would also like to have this historical society come out. (Gayle) Joan will draft an email to the board for review. If anyone has anything to add, please email Joan. (Jack) An appropriate thing in our community is to be responsive, have your ear to the ground, and this is why we don’t have necessarily have a plan. It’s important that we have balance. ACTION ITEM: Joan will draft an email to the board on ideas for meeting topics. Sandwich Board, Flipchart, etc. – Marilyn’s husband will build them and just charge us for materials. Discussion about wording. (Yvonne) Approve up to $50 for materials to build four sandwich boards. Unanimous vote. (Allison) requests we get supplies from island businesses only. (Jolene) recommends we do a cost analysis with other resources to ensure fair prices. (Jack) requests recycled paper. ACTION ITEM: Marilyn will follow up on building sandwich boards. Council records storage status – Jolene has found a space for storage for 3-5 boxes. The provider will give us the space for free, but prefers to remain anonymous. (Allison) I can understand that. If other organizations found out someone was giving out free storage, they might be bombarded with requests. (Jolene) Yes and this person just prefers to do things anonymously for the community. The storage place will be common knowledge and will be accessible only during business hours. All approve. ACTION ITEM: Jolene will pursue storage for VMICC documents that do not belong at the library. Bulk Mailing Permit – (Jolene) You have to pay back dated because it’s cheaper that way than re-purchasing. It is $175 per year. (Marilyn) It is estimated $thousands for the mailing. (Dan) we would have to spend the money first and we don’t have any money to spend and be reimbursed. (Joan) We can worry about that when the time comes. Blackbird – (Dan) They haven’t been meeting regularly but Dashel got a cell phone in order to get calls. (Allison) Did they review the fellowship opportunity? It looks promising. (Dan) No, I missed that. (Allison) It is on the email from Jim. (Dan) I will follow up on that. Other – (Dan) Website. I didn’t realize previously that the money we were paying was actually to host the website itself. The payment may already be overdo. I propose that we move it to a website that I control myself. So all that will move is who hosts it. The amount will be $10 per month. It also has database ability and can put things in a searchable form. It can be moved in a couple of days if need be. Jack moves that we authorize Dan to move the web site to a system that he would like to use to host the web site for $120.00 per year. 6 pro, 1 abstention, motion carries. ACTION ITEM: Dan will follow up on moving the web site to a new host. Kyle – (Allison) We haven’t made arrangement to honor Kyle. (Jack) Let’s make arrangements to have dinner at his new restaurant as a surprise. We can make arrangements with Cynthia (Kyle’s wife). Jack will make the arrangements for the reservation. (Jolene) Moves that Jim do a plaque. Motion carries. Café Destino is the name of the restaurant. Scheduled for June 24, Tuesday around 7 p.m. Jack will confirm time later. ACTION ITEM: Jim will make sure a plaque is made for the recognition celebration for Kyle Cruver. Jack will make dinner reservations. VI. Routine Business Agenda review: John Browne - native plants importance in landscaping Joe U. - disaster group wants broad base Cliff Goodman - Septic concerns with KC policies Mark Buscher - adjusting hours at the garbage dump Norton Posey, Linda Mott - fire signal project Meeting was adjourned at 9:20 p.m. Minutes Prepared By: Allison Jones, Secretary