Minutes May 18, 2025

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Board of Directors’ Meeting

Call to Order: Jim called the meeting to order at 9:32 am at the Scenic Estates Clubhouse.

  • Board Members Present: Jim Coats, Jeff Smith, David Canterman, Loren Conroy  

  • Board members absent: Doug Cash

  • Staff Present: Allison Cash, Justin Swaen, Nick Kluge (joined after the meeting was called to order)

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

Changes to the Agenda:

  • Add May 2025 Wilson Progress Report to the Consent Agenda

Approval of Minutes and Consent Agenda:    

  • Board of Directors’ Meeting Minutes-April 27, 2025

  • April 2025 Financial Reports

  • Staff Operations Report

  • May 2025 Wilson Progress Report

Loren motioned to approve the Consent Agenda and the April 27, 2025 Board of Directors’ Meeting Minutes. Jeff seconded. All in favor.

Member Communications:

  • Leslie Dempsey announced that she has procured a “new to the Clubhouse” range and will work with staff to get it delivered and installed. Leslie also stated that she would like to see a social event at the Clubhouse soon.

Board Reports:

  • President:

    • Whatcom County Council Meeting

      • Jim and Jeff attended the Whatcom County Council meeting on May 12, 2025 to advocate for the Beach Ave. road repair project. While the Beach Ave. road repair project sems to be on track, the primary take away from the meeting was that the council is looking to significantly raise the ferry rates as soon as possible.

    • General Manager Report

      • Reserve Study on site meeting will be on Monday, May 19, 2025 at 10:00am.

      • Reserve Transfer

        • In June 2024, the board authorized $4,500 to be transferred from Reserves for the engineering of the reservoir gangway.  The cost of engineering has since exceeded the original estimate of $4,500 by an amount of $2,502.25. Loren motioned to transfer $2,502.25 from Reserves to pay for Kingworks Invoice #24108-02. David seconded. All in favor.

      • NW Technology Quote for Network Equipment-Loren motioned to accept the quote for the network upgrades in the amount of $2,020.42 Jeff seconded. All in favor.

      • LISECC Siren Testing and Text Alerts

        • There was a glitch with the text alerts, but James Southard was able to get it resolved and the text alerts should resume in time for the next siren test on May 19, 2025.

        • Allison would like to identify who is responsible for the siren testing each month to ensure that is happening as scheduled.

      • We received our 2025-2026 insurance renewal premium in the amount of $41,115.05. This is an increase of about $5,500 from last year due to exposure changes and rate changes.

      • Lien Warning/Water Shut-Off Notices-David motioned to file the liens and proceed with water shut-offs per our policies. Loren seconded. All in favor.

      • Wilson Engineering is nearing completion of our updated Stormwater Report. However, before it can be finalized, the geologist must conduct a site visit to evaluate the proposal to disperse the stormwater. Wilson estimates that this will cost about $5,000.

  • VP/Secretary

    • The Whatcom County Council will vote on funding the Beach Ave. road repairs on May 27, 2025.

  • Finance-No report

  • Administration

    • David spoke with Angie Dixon about marketing and selling the recently acquired lots 6-11 in Division 10. Additionally, David contacted Jepsen & Associates about conducting a survey of the lots. Jepsen provided a quote for $2,915 to establish the corners of the lots. Loren motioned to approve an amount not to exceed $2,915 for Jepsen and Associates to survey lots 6-11, once we fully own them, for the purpose of marketing and selling the lots. Jeff seconded. All in favor.

  • Operations/Water:

    • Nick reviewed upcoming Operations projects including:

      • Finalizing engineering for the reservoir gangway & resubmitting for County permitting

      • Obtaining bids for community road repairs

      • Relocate a water meter service connection, install a new water service connection, and replacing/adding new sample stations

      • Dock repairs are nearing completion and we anticipate the docks being launched in the near future.

New Business: None

Old Business: None

Other Business:

  • Next Meeting:

    • Board of Directors’ Meeting June 22, 2025 at 9:30 am

Adjournment: David motioned to adjourn the meeting at 10:55 am. Loren seconded. All in favor.