NEXT MEETING: January 21, 2010

Sauvie Island Community Association
MINUTES for November 5, 2009 Meeting, 7:00 pm, Grange Hall
DRAFT for approval at November 19 meeting
November 9, 2009 – 1 -
D R A F T
Next meeting: 7:00 p.m., Thursday, November 19, 2009 at the Grange Hall

ISSUES DISCUSSED
Board Functions
Beverley Westlund clarified the current terms and roles of the Sauvie Island Community Association board members, emphasizing that the board is focused on creating a more coherent, transparent structure.  The board has 7 members, who serve 3-year terms that are staggered so that at least two board positions are open for election each year at the Sauvie Island Community Association’s annual meeting in April. Each year after the annual meeting, the board elects the following officers among themselves: president, vice president, secretary, treasurer, board nominations chair and two members-at-large. If the outgoing president’s term has expired, she or he may continue to attend board meetings in an advisory capacity the following year as a non-voting member.  The board also appoints directors to fill vacancies, and from this point on, the newly appointed person would have a term that expired whenever the date of the replaced director was scheduled to end.  The following are current members and their terms:Board Member Role Term Expiration

1. Harriet Lovin Member-at-large (appointee) April 2010
2. Rob Wiley Member-at-large April 2010
3. Dave Koennecke President April 2011
4. Lora Creswick Vice President April 2011
5. Skip White Board Nominations April 2011
6. Beverley Westlund Treasurer April 2012
7. Julia Bergren Secretary April 2012

Next steps:
• The board will meet on a regular basis to clarify the governance structure, address needs for policies and procedures, and set agendas for the association’s general meetings.
Standing committees.  Following up on the decision at the September 17 meeting to establish standing committees to address community needs and current issues, Lora Creswick reported that the board identified three initial committees and circulated sign-up sheets:
Committee Board Liaisons
Land Use – Bob Wiley
Rural Area Long Range Plan – Dave Koenecke
Communications and Outreach – Julia Bergren
Each committee will have a board liaison and elect a chair. Participation is open to Sauvie Island Community Association members who would like to volunteer. Committees will report on their efforts at each meeting. Lora emphasized that this is an initial design for committees and their structure, which may evolve and change over time.
Next steps:
• Lora Creswick will send out a committee roster from the sign-up sheets before the next meeting.
• Members who were not present at the meeting can contact board liaisons to sign up or do so at the November 19 meeting.
Community outreach mailer – The board met and agreed we should distribute a mailer as soon as possible to encourage awareness and participation. Key considerations are strategic objectives, timing, mailing logistics, cost and audience needs. Key messages of the initial mailer will focus on
• Who we are and the name we now do business as (Sauvie Island Community Association).
• What we do and why it matters.
• How islanders can find out more and participate (the new website, getting on the distribution list and upcoming.  The Grange uses a simple, efficient system for distributing four mailers a year to residents of the island and estimates the cost of print, production, and mailing at about $180 per mailing. Grange representatives reported significant cost-saving and distribution advantages in using a non-profit bulk-mailing permit issued by the U.S. Postal Service. Julia is looking into possibly sharing the use and cost of the non-profit permit with the Grange.
This mailing needs to be considered in the context of budget restrictions, ongoing member outreach communications and timing of the website launch. We may be able to reduce mailing
costs after the first year as we introduce more members to electronic communication.
Next steps:
• Julia will finalize research on the permit and potential Grange collaboration.
• The Communications and Outreach Committee will take the lead in the mailer’s development.
Traffic issues update
Barb Scot reported no apparent action on Multnomah County’s part on the Wapato-area rumble strips or the blinking speed light. She has received some input on traffic hot-spots, which include all intersections; the bridge turn-around area on Gillihan Road to bridge, which would have to be reviewed as foliage grew; the road adjacent to the Vetch dairy; and the usual complaints about bicyclists. Members encouraged more assertive communications with the County, including a request for a timeline with benchmarks, and agreed that the Rural Area Long Range Plan.  Committee should consider the entire traffic problem.
Next steps:
• Barb will review these issues with the Safety Action Team at their November 10 meeting.
• She will also contact Multnomah County and ask for a timeline and benchmarks.

Status on the Sauvie Island Community Association’s revised website (sauvieisland.org)
Harriet Lovin solicited photos of the island by residents for the website. The website launch target is early December. Harriet also announced the need for an additional website volunteer.
The website is a major revenue generator for Sauvie Island Community Association. The annual fee for website sponsors will be increased from $50 to $100 in April. For an additional $50 a year, sponsors may also purchase hit counts for their entries on the site for their individual sponsor ad entries. The website will also include a section for classified ads. Effective when the new site launches the cost of an ad will be $10 and the ad will run 60 days.
Next steps:
• As soon as the photos are inserted, the website will go out for board for final review within the next two weeks.
Request for special meeting on Big Island Marina conditional use permit application
Mike Hashem of Big Island Marina requested that the Sauvie Island Community Organization hold a separate meeting for discussion of the marina’s conditional use permit. He anticipated that the county would release the application soon for public comment. Members voiced the need for county involvement and facilitation resources for such meetings. Dave Koenecke responded that the board would need to discuss the request before issuing a decision.
Next steps:
• The board will meet as soon as possible to address this issue.
Resolution regarding the “Turn In Your Neighbor” mailer sent to many island residents
Members voted that the minutes reflect their disapproval of the “Turn in Your Neighbor” mailer sent to island residents, which falsely represented itself as sent by two island residents.
They resolved that the nature and the message of this communication do not reflect the values of the Sauvie Island Community Association.
ANNOUNCEMENTS AND UPDATES
• Current land use issues. Lora Creswick reported Willamette Greenway permits for Marina Way Moorage and Big Island Marina. Marina Way Moorage’s permit was approved with
many conditions. The decision on Big Island Marina’s greenway permit is imminent.
• Island business sign. The goal is to install the sign at the turnaround next to the bridge approach by Thanksgiving. Lora Creswick will send out an email for volunteers.
• Sauvie Island envelopes. The new envelopes are available from Beverley Westlund (503-621-9856). The cost is $37.50 for a box of 500.
• Island history. Lora Creswick offered copies of “Island Wappato” newspaper, which had a short circulation in 1936, 1937 and 1938 for $1 a page.
• Recycling options on the island. Cardboard, paper and magazines can now be recycled at white barn on Sauvie Island Road across from the entrance to the Douglas Farms. Recycling
of other materials is available in bins by the school. Members are interested in other options.
Next steps: Lora Creswick will follow up with Multnomah County.
• Island clean up. There have been requests that a clean up day be scheduled for different areas, the school and Grange hall are two of the most requested. There is no committee yet
and the hope is that perhaps someone will volunteer to organize this type of activity, such as the Scouts. Also, it is still not clear who is responsible for cleaning up litter at the bus stop
and addressing the need for a functional waiting bench for bus riders.
Next steps: Lora Creswick will follow up with Multnomah County and Trimet.
Meeting Attendees – Members are those who reside on Sauvie Island or own a business on the island. Others may attend as non-voting guests but must designate themselves as such.
Members Attending
1. Chair: Dave Koennecke
2. Donald Anderson
3. Leslie Bagon
4. Julia Bergren
5. Michelle Burger
6. Lora Creswick
7. Willow Elliott
8. Mark Greenfield
9. Phil Harris
10. Jane Hartline
11. Liz Hashem
12. Mike Hashem
13. Sofia Hashem
14. Polly F Holbrook
15. Adrienne Keith
16. Elaine Klein
17. Harriet Lovin
18. Katholeen McGinty
19. Eileen McVickers
20. Gene McVickers
21. Marilyn Parker
22. Richard Parker
23. Betsy Powell
24. Cindy Reid
25. Barbara Scot
26. Beverley Westlund
27. Harold Westlund
28. JoAnn Waters White
29. Skip White
30. Bob Wiley
Guests Attending
1. Fred Bernet, Scappoose Neighborhood Association
2. Johnny Kondilis, Bella Organic Farms
3. Harold Hickok, attorney to Mike Hashem

Respectfully submitted,
Julia Bergren
Secretary