Minutes February 23, 2020

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:28 am at the Scenic Estates Clubhouse.

• Board members present: Jeff Smith, Doug Cash, Ben Twigg, William Enoch

• Board members absent: Sharleen Peitsch-Tyerman

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

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

Changes to the Agenda: 

• Move “Firewise Grant Funds” to Member Communication

• Add “Insurance Renewal” to Finance Report

• Add “Brief discussion about Salvation Army” to President’s Report

Approval of Minutes:

• Ben motioned to approve the Board of Directors’ Meeting Minutes from January 5, 2020.  William seconded.  Motion passed.

Guest Forum: Carl Garrison from Coffman Engineering presented his report on the Water System Treatment, Pumphouse, and Discharge Improvements. The report was developed in conjunction with the recommendations by the state in order to meet the terms of the Formal Compliance Agreement. 

One addition to the preliminary report is that LISE should install a Streaming Current Meter.  This device ensures the appropriate dosage rate of chemicals to accommodate the changing turbidity of our water source.

The improvements suggested in the report will automate many of the aspects of the treatment plant, which will allow the Operators to leave the treatment plant and engage in other work while water is being filtered.  If a problem occurs, the plant will automatically shut down and the Operators will be alerted and be able to respond accordingly.

William motioned to approve that Coffman Engineering complete the engineering in an amount not to exceed $35,000, for the improvements as specified in the proposal, with the intention that the board anticipates completing all of the improvements in the proposal.  Ben seconded.  Discussion followed.  Motion passed.

Member Communications:

• Member email re: Community Updates for Renters.  Discussion of ways to improve communication with renters.

• Member email re: Notification of plan to install fencing. Jeff will draft a letter to the member.

• Member email re: Acct. 10402 Late fee waiver.   Discussion of late fees. 

Reports:

• President:

  • The Salvation Army reached out again about hooking up to our water system.  Discussion of the best way to respond to their request. 

  • Discussion of 2020 Reserve Study Contract.  Ben motioned to approve the bid for a Level 3 Reserve Study.  Jeff seconded.  Motion passed.

  • Review of the meeting with attorney.

    • Attorney confirmed that we can amend and restate the bylaws to clean up ambiguous language, grammar and punctuation errors.  Once changes are made and approved by the board, we can submit all of Part 4 to the membership for a vote at the AGM.

    • Foreclosures are still moving forward. 

  • Board members are encouraged to review the proposed changes to Part 5 and submit any edits to the full board.

• Finance:

  • Discussion of insurance renewal.

• Operations/Water:

  • Review of Water Facility Inventory Report.  We have 3 pending service requests, which would put us at 90% capacity.

  • Backhoe auction (closed bid) will be held at the April 19, 2020 BOD meeting.  Sealed bids should be submitted to the Business Office by Thursday, April 16.  

• Communications/Planning:

  • Next newsletter will feature article about backhoe auction and information for renters.

• Administration:

  • Office Manager Job Description-Discussion tabled.

Old Business: None

New Business:

• Firewise Preparedness Day will be held on May 2.

• Quickbooks has increased the ACH fee, but LISECC will continue to charge a $1 flat fee for ACH transactions.  Also, our payroll service no longer supports the version of QuickBooks that we are currently using, so we will have to upgrade to a current version.

Other Business:

• Next BOD Meeting: March 15, 2020 at 9:30 am.

Adjournment: 11:53 am.

Click here to see a table of the action items to be completed by board members as of February 23, 2020.

Minutes January 5, 2020

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:30 am at the Scenic Estates Clubhouse.

• Board members present: Jeff Smith, Doug Cash, Ben Twigg, Sharleen Peitsch-Tyerman, 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 Authorization of Expenditure for Jepsen under Operations

• Add Email Spoofing under Operations

• Add update on Part 5 under Administration

Approval of Minutes:

• Ben motioned to approve the Board of Directors’ Meeting Minutes from November 17, 2019 with the addition of “This is a unique situation that we do not anticipate happening in the future.” in reference to Kevin being unable to take vacation.  Sharleen seconded.  Passed.

Member Communications:

• Member email re: dues clarification.  Members withdrew their request.

Reports:

• President:

  • Update on lot discrepancies.  Doug received an email from the attorney, and he would like to see a copy of the short plat. It is possible that the lot in question was grandfathered in, so the next step is to contact the owners and see if they have any documentation regarding the lot. 

  • Discussion of Bylaw 4.5.3.3 and RCW 64.90.530 and the benefits of proposing an annual audit to the membership, rather than a bi-annual audit.

  • The Salvation Army has contacted us again about tying into our water system.  However, we are a non-expanding system, so it could be very cost prohibitive to add them to our system.

• Finance:

  • Ben motioned that we authorize the removal of Leslie Dempsey as a signer at Peoples Bank and add Ben Twigg (Treasurer), Doug Cash (President), and Jeff Smith (Communications Chair) as signers on all accounts at Peoples Bank.  William seconded.  Passed.

• Operations/Water:

  • In the month of December, turbidity levels remained below 0.3 NTU 95% of the time.  A notice will be drafted to go out to the membership reporting that as of December, we are now in compliance with turbidity levels.  However, the notice will also have to inform the membership that we were in violation for October and November. Four consecutive months of violations triggers a formal compliance agreement between LISECC and the state. 

  • Coffman Engineering has generated a report to address our turbidity issues, compliance issues, and the settling pond permit.

  • A survey is necessary to comply with DOE wastewater permit requirements.  Discussion of bids from Wilson Engineering and Jepsen & Associates.  Ben motioned to approve the Jepsen proposal and authorize a $7800.00 transfer from Reserves for the survey.  Jeff seconded.  Passed.

  • Discussion of prioritizing the engineer’s list of improvements.  The engineer is available to attend the next board meeting to make a brief presentation and answer questions.

  • Staff to report about upcoming meeting with the DOH.

  • William motioned to authorize expenditure not to exceed $7000.00 from Reserves to pay Coffman Engineering for work completed.  Ben seconded. Passed.

• Communications/Planning:

  • Next newsletter will include information about DOH and turbidity.

• Administration:

  • Sharleen submitted proposed changes to Part 4 & Part 5 to the board members.  The goal for the Feb. BOD meeting is to have a discussion of the proposed changes and then submit an updated draft to the attorney for review.  Discussion of how numerous changes to the governing docs will be presented to the membership at the AGM.  It is important to distinguish between grammatical clean-up and substantial changes to the bylaws. Possibly create new bylaw to correct spelling, grammar, etc.  Our obligation is to be in compliance with the law, so a legal review of conformity of gov docs across state/federal laws would be beneficial.

Old Business: None

New Business:

• Email spoofing from administration.chair@lisecc.com.  Hackers haven’t seized the account, but spam looks like it is being sent from that account.  Passwords have been changed and other email addresses will be monitored.

Other Business:

• Next BOD Meeting: February 23, 2020 at 9:30 am.

Adjournment: 11:42 am.

Click here to see a table of the action items to be completed by board members as of January 5, 2020.

Minutes November 17, 2019

Board of Directors’ Meeting

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

• Board members present: Jeff Smith, Doug Cash, Ben Twigg, Sharleen Peitsch-Tyerman, 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:  None

Approval of Minutes:

• Ben motioned to approve the Board of Directors’ Meeting Minutes from October 20, 2019.  Jeff seconded.  Passed.

Member Communications:

• Isaac reported that the 2019 FireWise report has been filed and we are certified for another year. 

Reports:

• President: No report.

• Finance:

  • William, Kevin and Ben conducted Allison’s review and she received high marks. 

  • Discussion of large QuickBooks company file and the best approach to managing it.

  • Review of upcoming CD maturity dates. 

• Operations/Water:

  • Discussion of Swimlake Dam Spillway Repair Estimate.  William motioned to transfer $8,500 from Reserves to complete the swimlake dam spillway repair.  Jeff seconded.  Passed.

  • Turbidity update: The operations staff went to Orcas Island to meet with a longtime operator to discuss ideas for resolving our turbidity issues.  Currently, staff are also jar testing with new chemicals and an engineer has been engaged to evaluate our treatment plant.

  • Discussion of percentage of water loss. As the water usage goes down in the winter, the percentage of loss increases.

• Communications/Planning:

  • E-newsletter will be sent out this week.  Draft will be sent to the board for proofing.

• Administration:

  • Gov Doc Update-Discussion of bylaw 4.5.3.3 and whether under RCW 64.90.530, we must have an annual audit.

Old Business:

• Consideration of Water Reconnection Policy.  Ben motioned to adopt changes to 5.4.3.3 and Part 7 as proposed. Jeff seconded. Passed.

New Business:

• Ben motioned to transfer $45,000 from Operations to Reserves per our 2019 budget. William seconded.  Passed.

• Kevin is unable to take vacation this year due to staffing issues.  This is a unique situation that we do not anticipate happening in the future.  William motioned to pay Kevin for three weeks of vacation that would otherwise be lost. Ben seconded.  Passed.

Other Business:

• Next BOD Meeting: January 5, 2020 at 9:30 am. (No meeting for the month of December.)

Adjournment: 11:09 am.

Click here to see a table of the action items to be completed by board members as of October 20, 2019.

Minutes October 20, 2019

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:34 am at the Scenic Estates Clubhouse.

• Board members present: Jeff Smith, Doug Cash, Ben Twigg, Sharleen Peitsch-Tyerman, 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:  None

Approval of Minutes:

• Discussion of the content of the minutes.  Ben motioned to approve the Board of Directors’ Meeting Minutes from September 8, 2019.  William seconded.  Passed.

Member Communications:

• Letter to LISE requesting bound lot status-The documentation provided does not meet the requirements for granting bound lot status.

Reports:

• President  

  • AED costs-Rough estimate for 2 units is $2000-$4000.

  • The water turbidity levels (cloudiness in the water) have exceeded the DOH threshold.  The Operations staff is actively working with the state and other experts in the field to find solutions to bring the turbidity levels down.  LISECC water remains safe and turbidity levels do not necessarily cause health concerns.  However, anyone with specific health concerns should consult their doctor.  A letter will be drafted and sent to the membership by the end of the week.

• Operations/Water

  • Review of Operations Strategic Plan.

  • Discussion of changes to current water reconnection policy.

• Finance

  • Review of monthly financial statements.

  • Sharleen motioned that Ben Twigg, Finance Chair and Treasurer, be added as a signer to LISECC financial accounts at each financial institution. Jeff seconded. Passed.

• Communications/Planning

  • Upcoming newsletter to include information about turbidity levels.

• Administration

  • Gov Doc Update-The goal is to submit the entirety of our governing documents, with suggested changes, by Feb. 1. for legal review.  The suggested changes will be presented to the membership for a vote at the 2020 AGM.

Old Business:

• Discussion of discrepancies of lot maps in LISECC.  Information will be submitted to our attorney to seek clarification.

New Business:

• Consideration of adoption of liability release for use of LISECC facilities.  Current Clubhouse rental form to be updated, as well.  Both forms will be sent to our attorney for review.

• Discussion of LISECC rules and policies and the best way to encourage members to follow them.

• Water Disconnection and Lien notices-Sharleen motioned to move forward with water disconnections per our policies.  Ben seconded.  Passed.

Other Business:

• Next BOD Meeting: November 17, 2019 at 9:30am.

Adjournment: 11:31 am.

Click here to see a table of the action items to be completed by board members as of October 20, 2019.

Minutes September 8, 2019

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:30 am at the Scenic Estates Clubhouse.

• Board members present: Jeff Smith, Doug Cash, Ben Twigg, Sharleen Peitsch-Tyerman, 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:  None

Approval of Minutes:

• Sharleen motioned to approve the Board of Directors’ Meeting Minutes from August 24, 2019.  Ben seconded.  Passed.

• Sharleen motioned to approve the draft of the 2019 AGM minutes for release to the membership.  William seconded.  Passed.

Member Communications:

• Letter to LISE requesting bound lot status-The member needs to provide additional documentation for application. Table request pending receipt of additional documentation. 

• Letter to LISE about backhoe-Discussion about necessity for having our own equipment.

• Swim Lake Safety Equipment-Verbal communication from member about condition of life ring.  Life ring was replaced on 9/06/2019. 

• Condition of the Cabana Bathrooms-Verbal communication about the condition of the women’s bathroom.  The staff is scheduled to address maintenance issues over the winter.

Reports:

• President  

  • We received a letter from Laura McLaughlin at the DOH requesting that we encourage people with concerns about dogs at the lake to work with our Operations staff.  Discussed adding new signs at the lake and investing in dog bag receptacles.

• Finance

  • Ben will follow up about getting bank accounts and signature cards updated.

• Operations/Water

  • William reviewed the Operations Report. 

  • Large dock removal is scheduled for October 3.  Small docks are scheduled to be removed on September 19.

  • William motioned to purchase the 2017 Case 580N backhoe based on the quote from Farmers Equipment Co. Ben seconded.  Passed. 

  • William motioned to transfer an amount not to exceed $85,329.50 from Reserves for the purchase of the backhoe.  Ben seconded. Passed.

• Communications/Planning

  • Jeff intends to begin including things that happen at the board meetings in the newsletter.

• Administration

  • Discussion of prioritizing goals for the upcoming year.

Old Business:

• Discussion about a possible solution for reinforcing the clubhouse foundation.

New Business:

• Review of Outstanding Action Items.

• Discussion of drafting a release of liability and/or certificate of co-insurance for clubhouse rentals and incorporating it into the established clubhouse rental form. 

Other Business:

• Next BOD Meeting: October 20, 2019 at 9:30am.

• Sharleen motioned to go into Executive Session at 10:52 am to discuss a complaint against an employee.  Ben seconded.  William opposed.  Jeff abstained.  Motion carried. 

• No action taken in Executive Session.  Open meeting called back to order at 11:17am.  Complaint made by Sharleen, acting as an individual member of the board, against Isaac.  Sharleen recused herself from the conversation.  Discussion about whether Isaac was an employee or member at the time of the incident.  Determined that Isaac was not on the clock at the time of the incident and therefore, the complaint is not a complaint against an employee, but rather, a member complaint against another member.  William motioned that the board acknowledge that they have received the complaint, but the complaint is not to be put in Isaac’s personnel file and the discussion is closed. Ben seconded.  Passed.

Adjournment: 11:36 am.

Click here to see a table of the action items to be completed by board members as of September 8, 2019.

Minutes August 24, 2019

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 3:01 pm at the Scenic Estates Clubhouse.

• Board members present: Jeff Smith, Doug Cash, Ben Twigg, Sharleen Peitsch-Tyerman, William Enoch

• Board members absent: None

• Staff Present: Isaac Colgan, Allison Cash

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

Changes to the Agenda:  None

Approval of Minutes: Jeff motioned to approve the Board of Directors’ Meeting Minutes from July 21, 2019.  William seconded.  Passed.

New Business:

• AGM Voting Results:

  • Doug Cash and Jeff Smith were elected to the board.  William Enoch was confirmed to the board.

  • The 2020 Budget was approved.

  • The audit of the 2019 fiscal year to be performed in 2020 was disapproved.

• Election of Officers

  • Voting was done by secret ballot.  Doug Cash was elected President and Ben Twigg was elected Vice President.

• Assignment of Committee Chairs

  • Sharleen Peitsch-Tyerman was appointed Administration Chair.

  • Jeff Smith was appointed Communications and Planning Chair.

  • Ben Twigg was appointed Finance Chair.

  • William Enoch was appointed Operations and Water Chair.

  • Ben Twigg was appointed Treasurer and Allison Cash was appointed Corporate Secretary.

• Account 40035 Payment Plan Request.  Ben moved to approve the payment plan request.  William seconded.  Passed. 

• Discussion of whether the Cabana should be left unlocked for the week following Labor Day.

Member Communications:

• Account 10206 wrote a letter notifying the board that they did not receive their AGM notice or mailing. 

Other Business:

• Next BOD Meeting: September 8, 2019 at 9:30am.

Adjournment: 3:33pm

Click here to see a table of the action items to be completed by board members as of August 24, 2019.

Minutes July 21, 2019

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:35 am at the Scenic Estates Cabana.

• Board members present: Jeff Smith, Doug Cash, Ben Twigg, Sharleen Peitsch-Tyerman

• 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:  None

Appointment of New Board Member: William Enoch provided a brief introduction of himself and his background.  Ben motioned to appoint William Enoch to fill the board position vacated by Paul Dempsey.  Jeff seconded.  Passed.

Approval of Minutes: Ben motioned to approve the Board of Directors’ Meeting Minutes from June 23, 2019. Jeff seconded.  William abstained. Passed.

Member Communications:

• Carol McKinney reported that she spent $20 at the Rummage Sale on supplies for the Clubhouse.  Mentioned that LICA is hosting a Rainwater Catchment System Q & A and requested that we add it to the upcoming newsletter.

• Isaac Colgan updated on Firewise. On August 8, a representative from the DNR and Whatcom County Conservation District are coming to the island and they are particularly interested in seeing Scenic Estates and our success with Firewise.

• Letter to LISE about the road easement for Lot 5 in Division 6-Member was at the June board meeting and likely understood that he needs to get a professional survey to determine property lines and easements.  Doug will contact him to confirm.

Reports:

• President:

  • No new report.

• Finance:

  • Review and Finalize Draft 2020 Budget and Supplemental Budget Information

    • The finalized Reserve Study included two supplemental budget information sheets. One is in compliance with WUCOIA and one complies with the Homeowner’s Association Act.  Sharleen motioned to print both of the Supplemental Budget Information sheets and include them in the 2019 AGM packet.  Ben seconded.  Passed. 

    • Sharleen motioned to approve the 2020 draft budget for inclusion in the 2019 AGM packet.  William seconded.  Passed.

• Operations/Water:

  • Fire Marshall inspection items have been completed and the Clubhouse has been approved by the Whatcom County building inspector for 99 occupants. 

  • Chlorine Analyzer failed and needs to be replaced.  Ben motioned to authorize a transfer from Reserves of up to $7,000 for the purchase and installation of the Hach CL10 system.  Sharleen seconded.  Passed.

  • Backhoe Loader Purchase Comparison-Discussion of pros and cons for used vs.new backhoe.  Discussion on the backhoe tabled until after the AGM. 

• Communications/Planning:

  • AGM newsletter is printed and ready for mailing.  There was also an article in this month’s Tome featuring Scenic Estates.  In the future, we will try to include the date of the AGM on the Tome calendar.

• Administration:

  • Proposed Draft of Amendment to Bylaw 4.4.1.5.  Discussion of bylaw revision and pros and cons of current version and revised version.  Discussion tabled until after the AGM.

Old Business:

• Staff recommendations for LISE marina beach access and canine rules-Discussion tabled until after the AGM.   Use the AGM as an opportunity to get community involved in Dog Committee.

New Business:

• Review and Finalize the 2019 AGM Ballot.  Jeff motioned to approve the 2019 AGM ballot as written.  Ben seconded.  Discussion of including bylaw changes on the 2019 AGM ballot and the deadline for mailing AGM materials to members.  Passed.

• Discussion of board members’ AGM presentations.

Other Business:

• Next BOD Meeting: August 24, 2019 at 4:00pm

Adjournment: 11:07am

Click here to see a table of the action items to be completed by board members as of July 21, 2019.

Minutes June 23, 2019

Board of Directors’ Meeting

Call to Order: Paul Dempsey called the meeting to order at 9:301 am at the Scenic Estates Clubhouse.

• Board members present: Paul Dempsey, Jeff Smith, Doug Cash, Ben Twigg

• Board members absent: Sharleen Peitsch-Tyerman

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

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

Changes to the Agenda:  None

Approval of Minutes: Ben motioned to approve the Board of Directors’ Meeting Minutes from May 19, 2019. Jeff seconded.  Doug abstained.  Passed.

Member Communications:

• Letter to LISE about road easement for Lot 3 in Division 6-Board recommended that the member have a professional survey of the property done to establish where the property lines exist.  The county is the authority on the boundaries of properties and their easements, not Scenic Estates.

• Letter to LISE about Marina Dog Policy-Ben will draft response to member and discussion will be tabled until the July BOD Meeting.

• Isaac Colgan announced that a DNR representative is available to speak at the 2019 AGM about Firewise.  Doug made a motion to add a brief presentation by a DNR representative to the AGM agenda.  Ben seconded.  Passed.

• Carol McKinney requested $100 on behalf of the social committee to buy platters and serving utensils for use at the clubhouse.  Doug motioned to approve payment of $100.00 to the social committee for the purchase of supplies for the clubhouse.  Jeff seconded.  Passed.  Carol also asked that the fireplace screen be replaced.  Doug will coordinate with staff to get it replaced..

Reports:

• President:

  • Legal Status-no new reports.

• Finance:

  • Draft 2020 budget needs to be cross-referenced with Reserve Study before being finalized by the board.  Ben will have a final draft ready for approval by the next board meeting.

  • Doug motioned to increase the Operations credit card limit to $5,000.00.  Ben seconded.  Passed.

• Operations/Water:

  • Some materials for constructing new small docks have been purchased, however, other materials are on order and will be here in 7 weeks.  It is expected that the new small docks will be ready for the 2020 season.

  • Consumer Confidence Report is available on the website and was mailed to all members.

  • Discussion of purchasing a new backhoe.Operations staff will continue to research options and present findings in the next couple of months

• Communications/Planning:

  • Newsletter went out earlier this week and Jeff will begin compiling a newsletter for the AGM packet.

Old Business:

• Staff recommendations for LISE marina beach access and canine rules tabled until July 2019 board meeting.  Doug stressed the importance of not placing additional enforcement and cleanup responsibilities on staff.

New Business:

• Water Disconnection and Lien Notices-Doug motioned to move forward with water shut-offs per our policies.  Ben seconded.  Passed.

• Paul Dempsey resigned from the board effective at the end of the June 23, 2019 Board of Directors’ Meeting.

Other Business:

• Next BOD Meeting: July 21, 2019 at 9:30 am     

• Executive Session at 10:22 am to discuss resignation.  Back in session at 10:57.  No action taken.

Adjournment: 10:57am

Click here to see a table of the action items to be completed by board members as of June 23, 2019.

Minutes May 19, 2019

Board of Directors’ Meeting

Call to Order: Paul Dempsey called the meeting to order at 9:30 am at the Scenic Estates Clubhouse.

• Board members present: Paul Dempsey, Jeff Smith, Sharleen Peitsch-Tyerman, Ben Twigg

• Board members absent: Doug Cash

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

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

Changes to the Agenda:  None

Approval of Minutes: Board of Directors’ Meeting Minutes from April 28, 2019 approved.

Member Communications:

• Clubhouse Erosion Observations by Jeremy Wolf, Vice President of GeoTest Services.  The short term risk to the clubhouse foundation is that intense storms and wave action could erode the soil and the bedrock and damage the embankment.  Also, the root systems of the trees on the corner are significantly undermined and the trees should be removed.  Discussion of possible solutions, both long and short term, including applying for an emergency repair classification (risk of failure in three year time frame) and the potential of designating the clubhouse as a historic building.

Reports:

• President:

  • Legal Status-no new reports.

• Finance:

  • Review of 2020 draft budget.  Based on draft, 2020 dues will remain the same ($725.00)

• Operations/Water:

  • Review of Chris Immer’s proposal for the replacement of the small docks.  Ben motioned to transfer up to $45,000 from Reserves for the replacement of both small docks.  Jeff seconded.  Passed.

• Communications/Planning:

  • Newsletter went out last week and we now have 92 subscribers.

• Administration:

  • Discussion of action plan for Governing Documents going forward.

Old Business:

• Discussion of marina beach access and canine rules.  Ideas include permit tags, brochure with rules, pet waste bag dispenser and depository, and LISECC sign indicating dog area.  Possibly bring the issue to the community at the AGM so that members can take a more active role in the enforcement of the rules and clean up. 

New Business:

• Payment Plan Request for account 30075.  Ben motioned to counterpropose new payment schedule to member based on revised plan. Sharleen second.  Passed.

Other Business:

• Next BOD meeting: June 23,2019 at 9:30am.

• Executive Session at 11:16 am.  Back in session at 11:46am.  Minor budget changes were made in executive session, however, current draft proposal will keep the dues at $725.

Adjournment: 11:49am

Click here to see a table of the action items as of May 19, 2019 to be completed by board members.

Minutes April 28, 2019

Board of Directors’ Meeting

Call to Order: Paul Dempsey called the meeting to order at 9:31 am at the Scenic Estates Clubhouse.

• Board members present: Paul Dempsey, Doug Cash, Jeff Smith, Sharleen Peitsch-Tyerman, Ben Twigg

• 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:  None

Approval of Minutes: Sharleen motioned to approve the Board of Directors’ Meeting Minutes from March 24, 2019. Ben seconded.  Passed.

Member Communications:

• ·Firewise Report from Isaac Colgan, Firewise Resident Leader.  A reminder that Firewise Day is on May 4, 2019 at 10am at the LISECC Cabana.  There will be short presentation by Scott Josiah, former Head of Forestry in Nebraska. 

Reports:

• President:

  • Our attorney has responded that the language in Bylaw 4.4.1.5 is ambiguous as to whether the Corporate Secretary and Treasurer must be board members.  He states that since the board has a history of interpreting the bylaw to mean that the secretary and treasurer can be any individual member, it is reasonable to continue to do so. Doug motioned to continue with Leslie Dempsey as Treasurer and Allison Cash as Corporate Secretary.  Jeff seconded.  Passed.

• Finance:

  • Ben motioned to move $5,779.08 from Reserves to Operations to account for what has been paid to Huizenga for the clubhouse asphalt repair.  Doug seconded.  Passed. 

  • Discussion of credit card processing and the obstacles of our current system.  Ben motioned to authorize the transition from Intuit/Quickbooks Credit Card Processing to Stripe. Doug seconded.  Passed.

  • Leslie Dempsey submitted her resignation as LISECC treasurer.

  • We received our 2019-2020 insurance renewal quote from Rice Insurance for $48,803.59.  Approval to bind has been signed and will be sent to Rice Insurance on Monday.

  • Reserve Study needs to be scheduled.  2019 budget includes $3,200 for Standard Level 2 with a site visit. Reserve specialists need a board approved 2020 budget before they will issue the reserve study.

  • Ben motioned that we transfer $6,900 to Reserves based on overstated 2018 expenses.  Doug seconded. Passed.

• Operations/Water:

  • Contractor who volunteered to replace the clubhouse doors was injured and cannot complete the replacement.  We have the doors and all the hardware, but we need a licensed contractor to complete the project.

  • We have received two pre-estimate bids for 2 small docks: Jesse from Surowiecki Brothers Construction-$35-48,000.  Chris Immer and Duncan McLane-$45,000/materials and labor.  Doug made a motion to proceed with contacting Chris Immer and Duncan McLane to solidify a bid for the replacement of the two small docks.  Ben seconded.  Passed.

  • Review of the Clubhouse Erosion Report.  Jeremy Wolf has offered to present his observations at the next board meeting.  The main issue is that hillside erosion is compromising the clubhouse foundation.  Also, drainage from the gutters is washing soil away, so gutters need to be redirected.

• Communications/Planning:

  • Latest e-newsletter went out last week. 

• Administration:

  • Clarification of Officers of the Community-Previously discussed during President’s report.

  • Discussion of canine water access at the marina.  Pet committee will meet to discuss pros and cons of allowing dogs at the marina. 

Old Business:

• Dues Relief Application for lots 20022 and 20023.  Sharleen motioned to accept the binding of accounts 20022 & 20023 and grant dues relief. Ben seconded.  Passed.

New Business:

• Ben moved that we proceed with water disconnections on May 13, 2019 following posting of door notices.  Doug seconded.  Passed.

• Doug motioned to appoint Ben Twigg as Treasurer.  Sharleen seconded.  Passed.

Other Business:

• Next BOD meeting: May 19, 2019 at 9:30am.

• Executive Session at 11:05 am.  No action taken.

Adjournment: 11:36am

Click here to see a table of the action items as of April 28, 2019 to be completed by board members.

Minutes March 24, 2019

Board of Directors’ Meeting

Call to Order: Paul Dempsey called the meeting to order at 9:30 am at the Scenic Estates Clubhouse.

• Board members present: Paul Dempsey, Doug Cash, Jeff Smith, Sharleen Peitsch-Tyerman, Ben Twigg

• 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 Report on Revised 2018 Year End Financials

• Member Communications to precede Reports

Approval of Minutes: Doug motioned to approve the Board of Directors’ Meeting Minutes from February 24, 2019.  Ben seconded.  Passed.

Member Communications:

• Mark Sexton presented a letter and materials to apply for dues relief on lots 20022 and 20023.

• Firewise Report from Isaac Colgan, Firewise Resident Leader.  On May 4, 2019 (National Firewise Day) firewising events will be held at the Cabana and the LISECC storage yard (top of Island Dr. at the lake).   

  • Western Wildland Urban Interface (WUI) has a grant opportunity with a maximum of $300,000.  Isaac is working with the Lummi Island Fire Department to complete the application.  If it is won, the grant would be coordinated by the LIFD and a portion would be utilized to fund fuel reduction services in Scenic Estates.

Reports:

• President:

  • The board voted unanimously (via email) to dismiss the claims against LIHA in order to finalize the last of the court proceedings.  Other foreclosures are moving along, but currently, there are no new developments.

• Administration

  • Discussion of Operations Manager role and how it is portrayed in our governing documents.

  • Discussion of whether the Corporate Secretary and Treasurer must be board members.

  • Discussion of dog policy at the lake and marina.  DOH has stipulated that there are no domestic animals at the lake and surrounding watershed.  At the marina, possibly allow dogs during certain hours. 

• Finance

  • 2018 Federal Tax Return has been filed.

  • Standing monthly Finance Committee meeting scheduled for two weeks before each BOD Meeting.

  • 2019 budget overview to be included in next newsletter

  • Report opening new bank account issues-deferred until next month

  • Report on 2019 Reserve Study process-deferred until next month           

  • Report on 2020 draft budget process-deferred until next month

  • Report on Revised 2018 Year End Financials-deferred until next month

• Operations/Water

  • Clubhouse parking lot paving is scheduled for Tuesday, March 26, 2019.

  • The contractor for the Clubhouse door project has requested final payment for materials.   

• Communications/Planning:

  • Next newsletter will feature information about Firewise Work Party.

Old Business: None

New Business: None

Other Business: Next BOD meeting scheduled for April 28, 2019 at 9:30am.

Adjournment: 10:44am

Click here to see a table of the action items as of March 24, 2019 to be completed by board members.

Minutes February 24, 2019

Board of Directors’ Meeting

Guest Forum: None

Call to Order: Paul Dempsey called the meeting to order at 9:30 am at the Scenic Estates Clubhouse.

• Board members present: Paul Dempsey, Doug Cash, Jeff Smith, Sharleen Peitsch-Tyerman, Ben Twigg

• 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:  Administration report will be the final report given as it requires the most time. 

Approval of Minutes: Ben motioned to approve the Board of Directors’ Meeting Minutes from January 20, 2019.  Doug seconded.  Passed.

Reports:

• President:

  • On Friday, February 22, 2019 there were two hearings involving LISECC before the Whatcom County Superior Court; one for foreclosure proceedings and one for LIHA.  The LIHA hearing was held to finalize the Superior Court case that preceded the Federal case.  Jessica Goldman reported that the hearing concluded with summary judgement and dismissal with prejudice of the claims between LIHA and LISECC.  Following this hearing, Jessica will be withdrawing as our attorney and Greg Thulin will continue as attorney of record.

  • In the foreclosure proceedings, the judge narrowed down the claims of the case leaving the only issue left to be resolved is how much is owed. 

• Finance

  • Ben motioned to authorize Julie Harkness to prepare 2018 Form 1120 Federal Income Tax Return.  Doug seconded.  Passed.

  • Ben motioned to authorize Leslie and himself to open a new membership with Sound Credit Union with Doug Cash (Operations Chair),  Ben Twigg (Finance Chair),  and Leslie Dempsey (Treasurer) as signers.  Sharleen seconded.  Passed.  Sharleen motioned to amend the previous motion to add the title of each signer. Ben seconded.  Passed.

• Operations/Water:

  • We will begin replacing the doors for the clubhouse at the end of March/early April, depending on the contractor’s schedule.

  • Discussion of looking into ATV or UTV with a plow that could also be used as an additional vehicle by the Operations staff year round.  It is important to have this equipment available so that the Operations staff can complete their duties during inclement weather.  Doug will begin researching utility vehicles and bring a proposal to the next BOD meeting.

  • Small Dock Replacement- A meeting is scheduled with Bellingham Marine for Tuesday, Feb. 26 at 9:30. 

• Communications/Planning:

  • New email newsletter coming out by the end of next week.

• Administration:

  • Discussion of employee and Director duties and responsibilities.  There are discrepancies between titles and job descriptions in the governing documents that need to be clarified so as to accurately reflect the way the board and staff currently operate.  In doing so, however, flexibility and discretion must be retained in order to ensure that each board has the ability to adapt to changes. 

  • Discussion of staff positions and moving more of a supervisory role to the Operations Manager.

Member Communications: None

Old Business: None

New Business: None

Other Business: Next BOD meeting scheduled for March 17, 2019 at 9:30 am.  Sharleen motioned to move the next BOD meeting to March 24, 2019 at 9:30 am. Doug seconded.  Passed.

Adjournment: 11:10 am.

Click here to see a table of the action items as of February 24, 2019 to be completed by board members.

Minutes January 20, 2019

Board of Directors Meeting

Guest Forum: None

Call to Order: Paul Dempsey called the meeting to order at 9:30 am at the Scenic Estates Clubhouse.

• Board members present: Paul Dempsey, Doug Cash, Jeff Smith, Sharleen Peitsch-Tyerman, Ben Twigg

• 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:  None 

Approval of Minutes: Doug motioned to approve the Board of Directors Meeting Minutes from December 9, 2018.  Ben seconded.  Passed.

Member Communications:

• Note from Member re: accepting credit cards and year-end balance.  The board is aware of both points made by the member are currently working on them.

• Sharleen received a telephone call from a member, but will address the member’s concerns during Administration Report.

• Member inquired whether there was any new information regarding the Bureau of Land Management’s plan for Carter Point. She would like to start a committee to discuss the impacts of adding access to Carter Point and how that would affect Scenic Estates. Member is going to reach out to other community members and report on progress.

Reports:

• President:

  • Foreclosure Updates:

    • LlLCO hearing is scheduled for Jan. 25 at 1:30pm.

    • LIHA lawsuit-Oral arguments are scheduled for Feb. 22 at 1:30pm in Whatcom County Superior Court.

    • We have attempted service on one member for foreclosure 4 times, but the member has avoided the process server each time by refusing to answer the door.  Discussion of whether it is best to continue with service attempts or proceed with service via posting/mailing instead.  Board consensus is to move ahead with posting/mailing service.

  • A summary review of Bylaws and Policies can be done in our attorney’s office and is estimated to cost $200-$300.  The intent is to target items that are superseded by County and State law and remove them from our governing documents, as well as to look for contradictions in the Bylaws, Policies and Rules and Regulations.

  • Water Availability Letter to membership has been updated to reflect the current number of available water connections.  It was noted that it is possible to apply for more connections, but it could be a lengthy and costly process. 

• Administration:

  • Sharleen received a telephone call from a concerned Scenic Estates member regarding clarification of the duties and responsibilities of LISE employees. 

  • Sharleen proposed that a dog walking path be created near the lake area to help ease tensions within the community of residents who reside there.  Discussion followed resulting in Ben and Sharleen investigating the formation of a pet committee.

• Finance

  • Review of Year End Financials and recommendation for additional deposit into Reserve account(s).  Doug motioned to transfer $60,000 from WECU Operations Checking to Reserve accounts as recommended by Ben and Leslie. Ben seconded. Passed.

  • Key Bank CD matured on January 19, 2019.  Leslie will close the CD and transfer the funds to one of our other bank accounts.  Doug motioned to remove Mark Sexton as a signer from People’s Bank CD(s) and add Ben Twigg and Doug Cash.  Sharleen seconded.  Passed. 

  • In January, $8,000 was transferred into WECU Audit Expense Account as designated by 2019 budget.

• Operations/Water:

  • Review of the Clubhouse Door Replacement Estimate.  Doug motioned to transfer no more than $8,000.00 from reserves to move forward with Bob Miller’s plan (in coordination with Isaac and Kevin) for the Clubhouse door replacement.  Jeff seconded.  Passed.

  • Review of updated Water Facilities Inventory Report.  Discussion of the difference between Recreational service and Residential service.  Further discussion of how active connections are calculated vs. ERUs (Equivalent Residential Unit). 

  • Art Thomas and Isaac Colgan volunteered to be on the Marina Committee to oversee the management of the marina, with Doug as the committee chair.

• Communications/Planning: No report

Old Business:

• Doug motioned to approve the Bank Signer Policy with the amendment to clarify that the treasurer may or may not be a board member. Sharleen seconded.  Passed.

New Business: None

Other Business:

• Sharleen motioned to move next BOD Meeting to February 24, 2019 at 9:30 am.  Ben seconded.  Passed.

Adjournment: 11:48 am.

Click here to see a table of the action items as of January 20, 2019 to be completed by board members.

Minutes December 9, 2018

Board of Directors Meeting

Guest Forum: None

Call to Order: Paul Dempsey called the meeting to order at 9:31 am at the Scenic Estates Clubhouse.

• Board members present: Paul Dempsey, Doug Cash, Jeff Smith, Sharleen Peitsch-Tyerman, Ben Twigg

• 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:  None 

Approval of Minutes: Board of Directors’ Meeting Minutes from November 18, 2018 approved.

Member Communications:

• Member asked if the water usage rates meet our maintenance and operational needs. It was noted that water fees (RTS and usage) have never been intended to fully cover operational expenses.  Member also asked about cost per gallon and looking at more progressive rate structure to encourage conservation.  It was suggested that we could form a sub-committee to review rate structure before next budget cycle. 

Reports:

• President: No report

• Administration: No report

• Finance

  • Leslie reported that she and Ben are the signers for the new PSCCU account.  Leslie proposes that we transfer Key Bank reserve funds into a CD or savings account at PSCCU to be our opening deposit. 

  • Ben moved to authorize the transfer of Operations funds from Key Bank to WECU Operations and reserve funding from Key Bank to PSCCU.  Doug seconded.  Passed.

  • Doug motioned to move $45,000 from WECU Operations to WECU Reserve account.  Ben seconded.  Passed.

  • Ben moved to authorize Doug Cash to close all Key Bank accounts except the CD’s.  Sharleen seconded.  Passed.

  • Discussion of draft policy for signers on accounts.  The policy will be voted on at next BOD meeting.

  • Ben made the following motion:

    • It is hereby resolved this 9th day of December, 2018 that Lummi Island Scenic Estates Community Club (“LISECC”) authorizes Leslie Dempsey, Ben Twigg and Doug Cash to be signers for each of its financial accounts, including all checking, savings, CD’s, credit card, and loan accounts at the following institutions:

      • Whatcom Educational Credit Union

      • Puget Sound Cooperative Credit Union

      • People’s Bank

      It is further resolved to remove Jeff Smith as a signer from the aforementioned accounts and institutions.

      Doug seconded. Passed.

  • Discussion of credit card payment options.  Ben moved to proceed with QuickBooks Desktop credit card processing service and charge a 4% surcharge and $1 ACH Transaction Service Fee.  Doug seconded.  Passed.

• Operations/Water:

  • Doug motioned to authorize Kevin to purchase 40 water meters and transfer an amount not to exceed $8000 from reserves.  Sharleen seconded. Passed.

  • Water Facilities Inventory data was presented to the board.

• Communications/Planning:

  • Jeff is drafting an email to the membership to encourage opt-in for the e-newsletter. 

Old Business: None

New Business:

• Solicitation by Rice Insurance to add earthquake insurance to our policy, but we will wait until May when insurance package is renewed.

• Doug motioned to authorize staff to shut off water on account #40058 on 12/20/18 following posting of door notice.  Jeff seconded.  Passed. 

Other Business:

• Next board meeting is scheduled for January 20th, 2019 at 9:30am.

Adjournment: 11:05 am.

Click here to see a table of the action items to be completed by board members.

Minutes November 18, 2018

Board of Directors Meeting

Guest Forum: None

Call to Order: Paul Dempsey called the meeting to order at 9:30 am at the Scenic Estates Clubhouse.

• Board members present: Paul Dempsey, Jeff Smith, Sharleen Peitsch-Tyerman, Ben Twigg

• Board members absent: Doug Cash

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

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

Changes to the Agenda:  None 

Approval of Minutes: Board of Directors’ Meeting Minutes from October 21, 2018 approved.

Reports:

• President

  • Tax Foreclosure Sale cancelled on Account 50026.  Member also paid delinquent LISECC accounts in full.

• Administration: No report

• Finance

  • Discussion of signers on bank accounts and drafting a policy to address the issue. 

  • Ben motioned to authorize Leslie Dempsey to open membership at Puget Sound Cooperative Credit Union (PSCCU).  Sharleen seconded.  Passed.  Ben made a motion to amend previous motion and add Leslie Dempsey and Ben Twigg to be signers on new account at PSCCU. Sharleen seconded. Passed.

• Operations/Water: No report

• Communications/Planning:

  • First email to membership sent out and well received.  The goal is to send out an email to the membership at least monthly.

Member Communications:

• Discussion of Tim Slater’s letter re: Option to opt in to the WUCIOA.  In addition to the information in the letter, it was noted that LISECC would be required to issue Resale Certificates for new buyers, which could be a costly process (paid for by the seller). 

Old Business:

• Discussion of potential by-law changes to comply with WUCIOA.  Ultimately, it is two separate issues.  The first issue is whether we should conduct a legal review of our Governing Documents. The average range of cost for a legal review is between $5,000-$10,000.  The second issue is deciding whether to actually opt in to WUCIOA.  Best route may be to have bylaws reconciled to bring them in line with current legislation, without making significant changes to our Governing Documents. 

New Business: None

Other Business:

• Next board meeting is scheduled for December 9th at 9:30am.

Adjournment: 10:55 am.

Click here to see a table of the action items to be completed by board members.

Minutes October 21, 2018

Board of Directors Meeting

Guest Forum: None

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

• Board members present: Paul Dempsey, Doug Cash, Jeff Smith, Sharleen Peitsch-Tyerman, Ben Twigg

• 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:  None 

Approval of Minutes: Doug motioned to approve the Board of Directors Meeting Minutes from September 22, 2018.  Sharleen seconded.  Passed.

Reports:

• President

  • LILCO foreclosure hearing tentatively set for Dec 7, 2018.

  • In process of getting digital archive of documents from attorney re: Ortego v. LISECC lawsuit.

• Administration

  • Discussion of potential bylaw changes. Possibly a two-step process beginning with reconciling bylaws with the WUCOIA and then an overhaul of the bylaws.  Table discussion until next board meeting. 

• Finance

  • Doug motioned to transfer payment from reserves for $7,755.31 for Chris Immer and Colonial Metal Works for new rails on the ramp. Ben seconded.  Passed.

  • Doug motioned to transfer $843.68 from reserves to pay PMG Controls to cover excess of previous approval for $7,000. Jeff seconded. Passed.

  • Account 50026-Tax Foreclosure Sale on November 16, 2018.  Discussion of whether it is in LISE’s best interest to bid on the property at auction, or pay the taxes prior to the auction in order to preserve our lien on the property.   If the taxes are paid, LISE can proceed with foreclosure.  Ben moved to authorize himself and/or Leslie to go into the county prior to Nov. 15 and pay the tax lien on the property in order to protect our lien. Doug abstained.  Passed.

• Operations/Water

  • Doug motioned to use funds from reserves, not to exceed $2,500, for the replacement of tables and chairs at the clubhouse. Sharleen seconded.  Passed.

  • Doug motioned to mail the letter to account 10217 re: clearing items away from the water meter box.  Sharleen seconded.  Passed.

• Communications/Planning:

  • Sign-up for the opt-in email system is now available on the website for members. Jeff will be responsible for creating emails.

Member Communications:

• Leslie Dempsey reported that Customs and Border Protection visited the clubhouse last week.  They are scouting places where they can watch boats coming into/out of  Hales Passage in order to identify any smuggling. 

Old Business: None

New Business:

• Discussion on length of board meetings and being conscious of time.

Other Business:

• Next board meeting is scheduled for November 18th at 9:30am.

Adjournment:  Sharleen motioned for adjournment at 11:11am.  Ben seconded.  Passed.

Click here to see a table of the action items to be completed by board members.

Minutes September 22, 2018

Board of Directors Meeting

Call to Order: Paul Dempsey called the meeting to order at 10:00 am at the Scenic Estates Clubhouse.

• Board members present: Paul Dempsey, Doug Cash, Jeff Smith, Sharleen Peitsch-Tyerman, Ben Twigg

• 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:  None 

Approval of Minutes:

• Sharleen motioned to approve the August 25, 2018 Board of Directors Meeting minutes. Ben seconded. Doug abstained. Passed.

• Sharleen motioned to approve the draft of the AGM minutes for release to membership with action item by Jon Van den Driesen removed. Doug seconded. Passed.

Reports:

• President

  • Review of Washington Uniform Common Ownership Interest Act (WUCOIA). Paul would like to put forward a proposal at the 2019 AGM that we opt in to all of the provisions of the act. Doug motioned to prepare the bylaw amendment to come into conformance with the WUCOIA and opt in. Jeff seconded. Passed.

  • Foreclosures: Notices went out and the deadline for payment has passed. Doug motioned to proceed with foreclosures. Sharleen seconded. Passed.

• Administration

  • Exploration of the possibility of securing funding from the state to update the clubhouse under the banner of emergency preparedness. It was determined that funding could not be made possible through this route as the Clubhouse did not meet ADA certification standards and thus, could not be certified as a Red Cross Shelter.

  • Brief discussion of the impact of the WUCOIA on our current governing documents, specifically article 4.4.4.1 and 4.4.4.5, pursuant to the date, time and place of board meetings and the publishing of said meetings for the membership.

• Finance

  • Review June, July, and August Financial Reports- Request from our accountant to identify any items that need to be moved to fixed assets. Ben to work on definition of fixed assets. Ben motioned to accept accountant’s recommendation to reclassify items to fixed assets. Doug seconded. Passed.

  • Important to look at the components of the treatment plant to identify things that need to be replaced for the 2019 Reserve Study.

  • Discussion of bank accounts at WECU and Key bank. Ben motioned to open a credit card at WECU for Kevin Southworth with $2,000.00 limit. Doug seconded. Passed.

  • Treasurer Report on CD Maturities. A CD matured at People’s Bank and it was moved to WECU for rate of 1.65%. In order to avoid going over the $250,000 federal insurance limit at WECU, Leslie asked that the board consider setting up accounts for CD’s and/or Reserves with another credit union. Puget Sound Cooperative Credit Union currently has the highest CD rates and also has docu-sign signature process.

• Operations/Water

  • Doug reviewed the July and August Operations Reports.

  • Clubhouse Fire Regulation Remediation: Necessary updates have been made at the clubhouse for the upcoming Fire Marshal’s inspection. Kevin to get bids for updating the doors and a permit for installing residential hood in order to bring occupancy to 99 people.

  • Clubhouse Electrical System: No main breaker, so Kevin will consult with an electrician about how to proceed.

  • Discussion of taking out a loan in order to update the clubhouse.

• Communications/Planning: No report.

Member Communications:

• Letter from Frankie Small requesting that the board send a letter to a member regarding the wood stacked up on his property. No action to be taken by board. On the same property, Kevin cannot access the water meter due to plants and other barriers, so he asks that the board address the issue with the owner.

• Letter from Mary Jane Van Hoesen: re Clubhouse tables and chairs. Addressed by Gayle Mitterer.

• Written Request from Gayle Mitterer to address the board re: Social Committee and clubhouse furniture. The leftover Ramp it Up Funds are going to be used toward the replacement of tables and chairs at the clubhouse, but she would like to coordinate with Kevin in order find something that works with the available storage.

  • Doug motioned to form a Social Committee with Doug being the Social Committee chair. Sharleen seconded. Passed.

  • Ben motioned that the Social Committee has a key to the clubhouse and that the key remains with one of the committee members. Jeff seconded. Passed.

Old Business: None

New Business:

• Water Disconnection and Lien Warning Notices. Water shutoffs are scheduled for Oct. 15, 2018. Doug motioned to approve water disconnections if the member has not paid or requested a payment plan by Oct. 14, 2018. Jeff seconded. Passed.

• Accounts 60022 & 60023-Payment Plan Request. Ben motioned to approve the payment plans pending member acceptance. Doug seconded. Passed.

• Tax Foreclosure Sale-Account 50026. Sale is scheduled for November 16. Leslie has asked LISE to consider whether this is a viable and salable lot and if it would be worthwhile to purchase the lot and preserve our lien on the lot.

• Ferry Reimbursement Request: No action to be taken by the board.

• New Format for Minute Taking. The formats presented were not suitable due to the need for internet access, so new, non-internet required formats will be sought and presented.

Other Business:

• Sharleen motioned for board meetings to be held on the third Sunday of each month at 9:30am. Doug seconded. Passed.

• Next board meeting is scheduled for October 21st at 9:30am.

Adjournment:  Ben motioned to adjourn at 12:46pm. Sharleen seconded. Passed.

Click here to see a table of the action items to be completed by board members.

Minutes August 25, 2018 (5:00pm)

Board of Directors Meeting

Call to Order: Paul Dempsey called the meeting to order at 5:01 pm at the Scenic Estates Clubhouse.

• Board members present: Sharleen Peitsch-Tyerman, Paul Dempsey, Jeff Smith, Ben Twigg

• Board members absent: Doug Cash

• Staff Present: Isaac Colgan, Allison Cash

Voting Status:

• All board members present are in good standing. Quorum.

Changes to the Agenda:  None 

New Business:

• AGM Voting Results:

  • Sharleen Peitsch-Tyerman, Ben Twigg, and Paul Dempsey were elected to the board. New board members took Oath of Office.

  • The 2019 Budget was approved.

  • The audit of the 2018 fiscal year, to be performed in 2019 was approved.

• Election of Officers:

  • Voting was done by secret ballot. Paul Dempsey was elected President and Doug Cash was elected Vice President.

• Assignment of Committee Chairs and Treasurer

  • Jeff Smith was appointed Communications & Planning Chair.

  • Ben Twigg was appointed Finance Chair.

  • Doug Cash was appointed Operations Chair.

  • Sharleen Peitsch-Tyerman was appointed Administration Chair.

  • Leslie Dempsey was appointed Treasurer.

Other Business:

• Discussion of creating list of certified Water Operators on the island that we can contact in case of emergency.

• Discussion of adding subscription blog to website as well as developing mailing list through Mail Chimp that we could use for sending minutes, LISE updates, etc.

• Discussion of computer back-up and having hard drive/alternate cloud system.

Action Items: Paul will contact Jessica Goldman’s office re: retaining digital archive of lawsuit documents.

Next Board of Directors meeting is October 14 at 3pm.* (Important to communicate to members about the change in scheduled board meeting day and time.)

Adjournment:   5:55pm

*After the adjournment of the meeting on August 25, 2018, the date of the next board meeting was changed from October 14 at 3:00pm to September 22 at 10:00am. Thus, there is no longer a board meeting on October 14, 2018.

DRAFT Minutes August 25, 2018 (10:00 am)

Annual General Meeting

Subject to approval and correction at the Annual General Meeting on August 24, 2019

Call to Order: by President Leslie Dempsey at 10:01 am at the Scenic Estates Clubhouse

Board Members present: Leslie Dempsey, Doug Cash, Tim Slater, and Jeff Smith, Ben Twigg

Board Members absent: None

Staff present:  Kevin Southworth, Isaac Colgan and Allison Cash

Voting Status: 37 members checked-in, 33 absentee ballots received, and 10 proxies received. Quorum.

Welcome and Introduction: New members introduced themselves and Dempsey introduced the board members and staff.

Frankie Small, Firewise Coordinator:  This year, Frankie and Isaac attended a Firewise training in Olympia.  Also, LISE applied for and received a $500 grant that was used to rent a chipper and a truck with 10 members helping firewise around the Clubhouse.  Members are asked to provide the number of hours they have worked on firewising to continue qualification as Firewise Community.  Frankie has served 16 years as Firewise coordinator and proud that LISE was the 2nd Firewise Community in Washington state and 34th in the country. After submitting 2018 report, Isaac Colgan will be taking over as coordinator.  Additional information about firewising is available at www.lisecc.com/firewise.

Mark Sexton made a motion to approve the August 26, 2017 Annual General Meeting minutes. Tom Pawlak seconded.  The motion passed.

Committee Reports:

Administration Report

Slater gave lawsuit update.  Entire federal case was eventually dismissed on a series summary judgements.  State court lawsuit by LIHA has not been settled yet, however, our attorney has made a request that it is voluntarily dismissed.  Lummi Island Land Co. case is also still pending, but, our attorney is going to take the ruling of the federal case and pursue foreclosure on the LILCO property.  With the resolution of lawsuit, Slater is hopeful that LISECC’s insurance rates will return to a more reasonable rate.  Member wanted to confirm that action will be taken against the plaintiffs who have become delinquent.  Slater emphasized that the board is doing what it can within our means. 

Member addressed lack of communication within community.  Paul Dempsey moved that the Communications Chair of the new board coordinate a study to examine the possibility of creating an e-newsletter with minutes and regular communications from the board.  Debbie Pawlak seconded.  Passed.

Finance Report

Smith reviewed the financial reports.  Smith mentioned that the profit that we showed at the end of 2017 was in part due to staffing changes that took place in 2017.  The board took the excess money and put $40,000 into our reserve account.

Member asked about the amount that the plaintiffs currently owe to LISECC.  Dempsey said that 5 plaintiffs are significantly delinquent, totaling about $120,000.  Our attorney has started foreclosure process and pre-foreclosure demand letters were sent on August 1.

Operations Report

Cash summarized many of the things the Operations staff has accomplished in the last year including a new ramp being installed at Marina with thanks to Brian Parberry and Chris Immer, the installation of security cameras at the shop and entrance to the lake, Wi-Fi being added at the cabana, new garage doors on the maintenance shop, and the purchase of a new lawnmower and brush attachment to help with road cleanup.  The DNR renewed our Marina Facilities Permit.  We received a 10 year Gold Optimization Certificate for our water system.  Cash noted that the small docks at the marina need some work and we are looking at adding new rails for the docks.  Member requested that we add safety rails for moving from one dock to the next.  Member inquired about adding life jackets for children at the docks, as well as adding several more life rings for the docks and the lake.  Member suggested organizing a water safety class.  Isaac mentioned the docks will be removed at end of September/early October depending on weather. A few significant leaks have been detected including 2 faulty meter boxes.  Discussion of dogs at the lake and the DOH regulations. Question about adding dog collection bags in various areas around Scenic Estates.  Cash offered the idea of putting a fence around the lake, however, member expressed concern about adding a fence because it would prevent someone from being able to help if needed.  Jon Van den Driesen volunteered to organize and build a kayak rack at the marina. 

President’s Report

This has been a very positive year for Scenic Estates with a many accomplishments.  Dempsey commended board members and staff for their hard work.  It is important to remember it is about all of us working together to build a stronger community. 

New Business:

Dempsey reviewed the items on the ballot.

Dempsey opened the floor for nominations for Board Members: Meredith Moench nominated Ken Swanson. 

Member wanted clarification about guests and members using marina.

Ron Bain motioned for adjournment of meeting.  David Canterman seconded. Meeting Adjourned 12:15 pm.

Allison Cash
Secretary, Lummi Island Scenic Estates

2018 AGM Vote Tally

Board of Directors

                           Ben Twigg     Sharleen Peitsch-Tyerman   Paul Dempsey        Ken Swanson

Ballot                       46                                     15                                40                             33

Absentee Ballot    30                                     31                                29                              0   

Total                         76                                    46                               69                             33

2019 Budget and Dues - APPROVED

Approve Disapprove

Ballot                                  43                                     4

Absentee Ballot               28                                     2­­­­­­­

Total                                   71                                      6

Audit of Financial Statements of the 2018 Fiscal Year - APPROVED

Approve Disapprove

Ballot                                 35                                      13

Absentee Ballot              22                                      8

                                          57                                      21

Minutes July 8, 2018

Board of Directors Meeting

Guest Forum: None

Call to Order:  Dempsey called the meeting to order at 9:30 am at the Scenic Estates Clubhouse.

• Board members present: Leslie Dempsey, Tim Slater, Jeff Smith

• Board members absent: Doug Cash, Ben Twigg

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

Voting Status:

• All board members present are in good standing. Quorum.

Changes to the Agenda:  Tim to update on recent development in lawsuit. 

• We were notified by Jessica that on the last day to do so, the plaintiffs filed a Motion for Reconsideration by the three judge panel that ruled in the case and seeking review by the En Banc panel of the Ninth Circuit. In light of the new circumstances, the draft newsletter should be amended to report on the current developments in litigation.

Approval of Minutes:                                                   

• Slater moved to approve the June 10, 2018 Board of Directors meeting minutes. Smith seconded. Passed.

Reports:

President:     

• Finalize and approve Newsletter content for inclusion in the AGM packet. Slater motioned to give Leslie the authority to review and finalize the newsletter with the following changes/additions:

  1. Insertion of paragraph under Operations.

  2. In the Reserve Summary section, make reference to including the executive summary, but let members know the Study can be viewed in its entirety on LISECC website.

  3. Within the lawsuit update section, add a sentence at the end of the paragraph to update members on the developments in the lawsuit using Jessica’s language.

            Smith seconded. Passed.

• Finalize and approve 2019 Draft budget for inclusion in the AGM Packet. Slater motioned to approve the 2019 Draft budget of $382,595 with dues of $725. Smith seconded. Passed.

• Review of 2018 Reserve Study. Possibly send membership pages 1-12 and include reference to the entire study being available on the website. Leslie will contact attorney to clarify what needs to be sent to membership.

• Review of AGM ballot items (BOD member voting, budget approval, vote on 2018 audit). Discussion of whether the board recommends an audit in 2019 for 2018 fiscal year. Roughly $10/per year/member for an audit every 2 years. Slater made a motion to recommend to the membership to have an audit in 2019 for 2018 fiscal year. Smith seconded. Passed. On ballot, add sentence under 2019 Budget and Dues that states: “does not include DWSRF loan fee, RTS or water usage fees”. Also, add “The estimated cost of an audit for 2018 fiscal year is $8,000”. Slater motioned to approve the Official Ballot for the 2018 AGM meeting. Smith seconded. Passed.

• Discussion of WECU savings account for annual audit expense funds. $8,000 was built into 2019 budget for audit. If membership votes against an audit, the money that was budgeted for the audit is placed into an audit expense fund to be used for the next member approved audit.

• Review and approval of new Policy Statement on annual budgeting for financial audit. Slater motioned to approve what will become Policy 21 entitled “Periodic Audits of LISECC Financial Records”. Smith seconded. Passed.

• Discussion of additional principal payment on DWSRF loan. It is proposed that we make a principal payment of $3,262.50 to the state to reconcile the difference between what we have invoiced to members and what the actual loan invoices have required for annual payments. Slater motioned to make a lump sum payment of $3,262.50 to the state for the DWSRF loan to be applied to principle. Smith seconded. Passed.

• Discussion of amendment to reserve components for 2019 reserve study cycle. Possibly have Wilson Engineering look at critical components and get their input/estimate on necessary repairs. Table conversation until full board is together.

Administration:

• Lawsuit Development-previously discussed.

Treasurer: Financial reports unavailable due to illness, but will be presented next month.

Operations/Water:

• Reviewed Operations Report. Pump-back pump must be replaced for approximately $1,000.

• 2018 Reserve Study Notes-reviewed in President’s Report

• Monitoring Equipment from Mission Communications. During the Sanitary Survey we were told that we need to be able to monitor turbidity, even when no one is at the treatment plant. This system will electronically alert staff of any issues at the tanks or the treatment plant. Slater motions to transfer up to $7,000 from Reserves to pay for the purchase of 2 monitoring units, installation of equipment and 3 years of service with Kevin contacting second electrician to see if we can get installation fee reduced. Smith seconded. Passed.

• Informational kiosk sign has been ordered. Kiosk will be placed at the lake and will provide details about policies and important information to help protect the lake and reservoir from contamination.

• Draft Notice for owners in Sanitary Control Area. Owners need to be informed of sanitary control area and their responsibilities. Post statement along with copy of newsletter article about dogs on kiosk at the lake. Policy 12 states no dogs at marina or lake sites. Discussion of changing policy to state that no dogs are allowed at the lake or reservoir, but allow leashed dogs at the marina (but not clubhouse area). Smith to draft policy statement for next board meeting.

• Review of mower and sweeper proposal. Mower needs to be replaced and sweeper was budgeted to be replaced this year. Staff proposes combination of new mower with sweeper attachment since the purchase price is slightly less than replacing the two items separately. Slater motioned to authorize the transfer of funds from Reserves to purchase the John Deer X570 48” mower and Berco 48” Broom at an estimated cost of $9,500. Smith seconded. Passed.

• Discussion of replacement of Clubhouse tables and chairs. Board recommends that Social Committee supply proposal/estimate with cost of replacing/adding new chairs.

Communications/Planning: None

Member Communications:

• Letter from Dar Stoffer about neglecting to mention John Graham’s role in recent 10 year Achievement Award for our water system. Leslie to draft response.

• Letters (2) from Marie Van den Driesen RE: Funds collected in memory of Tom and Late Fees. Leslie to compose email to Marie noting that the money collected for Ramp it Up was not a board action and it might be helpful to address her concerns with Neva. Jeff to email Marie about late fee concerns.

Old Business: None

New Business:

• Water Disconnection and Lien Notices: Slater motioned to post a water disconnection notice on account 30063 and if they haven’t brought their account current or requested an appeal, the water will be shut off on Friday, July 13, 2018. Smith seconded. Passed.

Other Business:

• Carol McKinney addressed the board to notify them that she and her neighbors will be creating a mailbox bank across the street from her house for 10-12 mailboxes. It has been approved by the post office and all members involved are in agreement.

• Carol also expressed concern about the property at the entrance to Scenic Estates and how to handle it. Members were encouraged to write a letter to Whatcom County addressing their concerns.

• Slater motions to appoint Leslie and Allison as the Election Committee with the authority to designate volunteers for the collection and tallying of ballots and other functions of the AGM. Smith seconded. Passed.

Next Board of Directors meeting is Aug. 25 at 5 pm.

Executive session to discuss employee vacation policy request.  Slater motions to go into executive session for 10 minutes to discuss employee matter with possible action to be taken when session is over.  Smith seconded. Passed.

Meeting is called back to order at 11:55 am.  Slater motions to pay out 3 weeks of Kevin’s accrued vacation time with next paycheck.  Smith seconded. Passed.

Adjournment:   12:01 pm