Upper captiva road commission meeting agenda

UPPER CAPTIVA ROAD COMMISSION

MEETING AGENDA

MINUTES OF MEETING: MAY 12, 2009

Board Members Present: Bert Trapenese, President, John Fuller, Treasurer, John Porter, Secretary, Jeff Henderson.

Islanders Present: none

1. 
   Call to order: Presedent called the meeting to order at 6:48 P.M.
   
2. 
   Waver of meeting notice: as provided in bylaws. Motion John Fuller seconded Jeff Henderson and was unanimously approved.
   
3. 
   Minutes: Minutes of the march 10, 2009 Board Meeting were read by Secretary John Porter. John Fuller moved, Jeff Henderson seconded, and the vote was unanimously to approve minutes with minor corrections.
   
4. 
   Treasurer’s report: Treasurer, John Fuller presented reports detailing:
   

1. 
   Checking Balance is $24,986.82
   
2. 
   U.C.R.C. has made a $500.00 donation to the Upper Captiva burn.
   
3. 
   U.C.R.C. paid our accountant $250.00 for Income Tax preparation.
   

Bert Trapenese moved, John Porter seconded, and the vote was unanimously to approve Treasurer’s Report as written.

5. 
   Secretary”s Report: Secretary John Porter reported that he filled the Annual Corporate Report to the state as required by law.
   

Bert Trapenese moved, John Fuller seconded, and the vote was unanimously to approve Secretary’s Report as written.

6. 
   Old Business:
   

1. 
   Trailer Title: Bert Trapenese to get Fuzzy”s signature.
   
2. 
   North Captiva Dunes concrete: Concrete is still on N.C.D. lot. Jeff Henderson will talk to Fuzzy about removal. Concrete is hard and only usable as bricks. Jeff might have a use for concrete and will remove at his expense if Fuzzy does not want it.
   
3. 
   Bert’s name on checking account: to come.
   
4. 
   D & O Insurance: John Fuller gave a document from Chubb Group of Insurance Companies to John Porter to review and comment on at our next meeting.
   
5. 
   Budget: Treasurer John Fuller submits a 2009 Budget. He prepared 3 spread sheets. 1. Upper Captiva Road Commission Income/Expense Report—2009. 2. Upper Captiva Road Commission Labor Hour Summary—2007-2009. 3. Upper Captiva Road Commission Budget—2009.
   

John Fuller moved, John Porter seconded, and the vote was unanimously to approve Budget as written.

7. 
   New Business:
   

1. 
   To consider a $500.00 towards the debris burn on the state land just south of Panama Shell Drive: $500.00 was donated as covered in the Treasurer’s Report
   
2. 
   To discuss new equipment: Bert presented information on a Golf Course Trap Grader. The Board thought this might be an interesting way of grading our sand pathways. Bert to get additional information for our next meeting.
   
3. 
   To consider a thank you to our contributors: People that have contributed should be thanked. Bert to write a thank you note. John Porter to send out in mail.
   
4. 
   Equipment storage issues: Board discussed the storage of the tractor and its accessories on Sea Air Lane. This is low ground and floods during wet season. Can we find higher ground somewhere or store near the Fire Dept. Bert and Jeff to investigate possible solutions?
   
5. 
   How to include tractor drivers. The Board discussed how we can include more tractor drivers. These people would mostly be volunteers. Should we create a proficiency test of some sort? They would need to be members. Jeff to develop.
   

8. 
   Topics for discussion from last meeting:
   

1. 
   Membership: Still developing ideas.
   
2. 
   Opt policy: Policy has been removed.
   
3. 
   What to maintain: Write a letter to the membership to inform what we have accomplished to date and solicit ideas for improvement.
   
4. 
   Communication: Include in letter about what to maintain.
   
5. 
   Work List: Still developing ideas.
   
6. 
   Operating policy: Same as above.
   
7. 
   Volunteers: Same as above.
   

9. 
   Maintenance Projects: No special projects have been requested. Routine maintenance will be done as required.
   
10. 
    Public Comment: No comments have been received since last meeting.
    
11. 
    Next meeting date: July 23, 2009. Time to be determined.
    
12. 
    Adjourn: Bert Trapenese moved, John Fuller seconded, and the vote was unanimously to adjourn the meeting at 8:03 P.M.
    

Respectfully submitted

John Porter, Secretary.