Minutes August 15, 2021

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Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 3:00 pm via Zoom Video Conferencing.

  • Board Members Present: Jeff Smith, Doug Cash, Ben Twigg, Jim Coats, William Enoch

  • Board members absent: None

  • Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

Voting Status: All board members present are in good standing. Quorum.         

Changes to the Agenda:

  • Add discussion about a member’s leak to Member Communications

  • Add discussion about a follow up letter to 30056 to President’s Report

  • Add discussion about signage at the Marina to Administration’s Report

  • Move revised leak forgiveness clauses to Administration’s Report

Approval of Minutes: 

  • William motioned to approve the Board of Directors’ Meeting Minutes from July 18, 2021. Jim seconded.  Passed.

Member Communication:

  • 40060-Member has a leak on his side of the meter that is difficult to access.  The member would like to abandon his current water service and trench in a new water service, at the member’s expense. 

Reports:

  • President:

    • Whatcom County Fire Agency Radio System-There is a new Assistant Chief of South Whatcom Fire Authority and he reached out to the board to clarify the terms of an existing agreement between FARS and LISECC. 

    • Discussion about follow up to letter sent to acct 30056 re: policy that puppies must be removed by 8 weeks of age. 

  • Finance:

    • As per our July financial statements, on a cash basis, we are at 60% of the annual budgeted expenses.

    • The last information we received about the loan application indicates we should have final documentation by the end of August.  This means we could conduct the vote on the loan at the AGM in October, rather than having to hold a special meeting.

  • Operations/Water:

    • We do not yet have the results of the Department of Ecology dam inspection.

    • Our turbidity levels are excellent.

    • We are still encouraging members to conserve water as reservoir levels are still lower than average.

  • Communications/Planning:

    • No report.

  • Administration:

    • Jim suggests that we post a sign at the marina indicating that boats without a decal will be towed if they are left at the dock for an extended period.  The boat committee will convene and discuss how to proceed in the future.

    • Leak Forgiveness Clauses-Jim resubmitted his draft of the leak forgiveness clauses. 

      • 5.4.3.2-All components of the water system located after the meter are considered the property and responsibility of the member.  Any faults in this section that result in wasted water must be repaired in a timely manner at the member’s expense.  The LISECC staff assess for leaks on a weekly basis and immediately report any anomalies to the member.   The member is responsible for the full quantity of water reflected in the water use assessment.   Failure to address a chronic leak could result in water being shut off or disconnected, along with the fees and assessments reflected in 5.4.3.1.  All shut-off and reconnection fees must be paid in full before water service is restored.

      • 5.4.3.2.1-If a member feels that significant contributory circumstances are present in a given situation, he or she may present these circumstances to the Board at a monthly Board of Directors’ Meeting.  At this time the member can request a one-time release from the extra water usage charges associated with a major leak.  The Board will consider the circumstances as presented and render a decision no later than the following Board meeting.   The member remains responsible for fixing the leak regardless of the Board’s decision.   It must be underscored that any release from fiscal responsibility will be a one-time exception, not to be repeated at a later time.  The Board considers these appeals on a case-by-case basis and in no way guarantees a release from debt.     

      Jim moved we accept the changes as proposed.  Ben seconded.  Passed.

    • Sanitary Control Area- Whatcom County and Washington state agencies do not enforce the rules we establish to protect the Sanitary Control Area.  As a result, we must state our rules very clearly and enforce them ourselves.  One possibility is to record a restrictive covenant against the lots in the Sanitary Control Area.  We could also add a section to Rules and Regulations regarding the Sanitary Control Area.  Discussion tabled until further research can be conducted.

Old Business:

  • Lien Procedures-At this time, no recommendation for the board. 

  • Clark Circle Proposal from Freeland Engineering-Proposal is not ready yet.

New Business:

  • Doug Cash resigned from the board effective at the end of the August 15, 2021 Board of Directors’ Meeting.

Other Business:

  • The board went into Executive Session at 4:11pm to discuss legal matters.  Back in session at 4:35 pm.  In recognition that there are 2 lots scheduled to be auctioned due to back taxes, in order to protect the interests of LISE, William motioned that LISE make payments not to exceed $3000.00 per lot to cover the back taxes, pending a discussion with the attorney.  Ben seconded.  Passed. 

  • Next BOD Meeting: September 12, 2021 at 9:30am

Adjournment: Meeting to be continued on Thursday, August 19 at 8pm via Zoom

Click here to see a table of the action items to be completed by board members as of August 15, 2021.