Minutes February 28, 2021

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:31am 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:

• Change account numbers to 40050-40052 under Member Communications

• Change “Update on Dana Circle Survey” to “Update on Clark Circle Survey”

• Add “Project Manager Position” & “Risk Manager Visit” under President’s Report

• Add “Clarification of Limits for Credit Card for Isaac” to Old Business

Approval of Minutes: 

• Ben motioned to approve the Board of Directors’ Meeting Minutes from January 17, 2021. William seconded.  Passed.

• Jim motioned to approve the Board of Directors’ Meeting Minutes from February 14, 2021. William seconded.  Passed.

Member Communication:

• Acct 40050-40052- The members are requesting dues relief on the three lots they recently purchased because their realtor led them to believe dues relief was already in place.  The board explained, however, that the members can only apply for dues relief once their house is completed and referred them to Bylaw 4.5.1.2 for more information about dues.

Reports:

• President:

  • Isaac has agreed to accept the exempt salary position for Project Manager that was offered at his evaluation.  The board did both legal and field reviews and believe the classification of salary exempt for the Project Manager position is correct that the administrative portion of the position is over 50% in nature.

  • On Thursday, Feb. 25, 2021 there was a risk management meeting with a representative from our insurance company.  The representative will use the information he gathered during his visit to create a prioritized punch list of items to be addressed.  Additionally , the representative informed us about many of the services that are included with our insurance premiums.  

• Finance:

  • Ben reviewed the 2020 end of year financial reports.

• Operations/Water

  • Isaac reviewed the 2021 Water Facilities Inventory Analysis.

  • Discussion of February water loss. 

  • Discussion of Wilson Engineering Replacement Water Treatment Plant Status Memo and whether we forego a scaled down pilot test and opt for a full-scale pilot plant.  The board is requesting that Wilson provide specific cost information and a revised funding plan with a timeline.

  • For the last two months, our turbidity levels have been excellent

• Communications/Planning:

  • Jeff would like to incorporate more information about developments with the new treatment plant in the newsletter.

• Administration: No report.

Old Business:

• Ben motioned that Isaac’s credit card will have the same limits as Kevin’s.  William seconded.  Passed. 

• Wilson Engineering Memo: Membrane Filtration Pilot Systems-discussed during the Operations Report.

• Review of preliminary Clark Circle survey.  The survey was more involved than originally expected and the cost has exceeded the initial contract.  Once we receive the finalized survey, we can begin getting bids from contractors for the project. 

New Business:

• Water Treatment/Possible 2022 Dues/Fee Increase

  • Preliminary discussion about options for funding a new treatment plant.

• Clubhouse Reservations-The clubhouse will remain closed until further notice.

Other Business:

• Next BOD Meeting: March 28, 2021 at 9:30am.

Adjournment: 11:18am

Click here to see a table of the action items to be completed by board members as of February 28, 2021.

Minutes February 14, 2021

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:00am via Zoom Video Conferencing.

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

• Board members absent: None

• Staff Present: None

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

Agenda:

• Executive Session to discuss personnel matters

The board went into executive session at 9:05 am and ended at 9:35 am.  No motions were made during executive session.

Adjournment: 9:40am

Minutes January 17, 2021

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:30am 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 Executive Session under Other Business

Approval of Minutes: 

• Ben motioned to approve the Board of Directors’ Meeting Minutes from December 13, 2020. Jim seconded.  Passed.

Member Communication:

• Account 60004-re: Clark Circle Survey.  Member would like to know why the survey is being conducted and if there will be any changes to the road because of the survey. 

  The survey is being conducted as a first step to bring Clark Circle into compliance with Whatcom County requirements that the road has a turnaround large enough accommodate fire trucks.  LISE does not have the results of the survey yet, so it is premature to make any conclusions about how the survey will impact property owners. 

  The owner of account 60001 & 60002 joined the conversation to let the board know that he believes the existing road is on a significant portion of his property.  He feels that if the road needs to be widened, he should not have to forfeit any more of his property to do so.  The Board reiterated that no decisions will be made until we have the finalized survey.

Reports:

• President: No report.

• Finance: No report.

• Operations/Water

  • Wilson Engineering Memo: Membrane Filtration Pilot Systems-Add to Feb. BOD meeting agenda to give board members more time to review.

  • Cross Connection Control Program to be implemented as part of our Formal Compliance Agreement with the DOH. Dave Olson will serve as a consultant on an hourly basis, not to exceed $1,000.00.

  • Reservoir Stream Sampling-Bill Taylor is still analyzing data. 

• Communications/Planning: No report.

• Administration:

  • Boat Registration form has been updated. 

  • Marina committee will discuss updating the rules that are posted on the signs. 

  • Discussion of ways to secure kayaks at the marina.  Ultimately, kayak owners are responsible for securing their property.

Old Business: None

New Business:

• William motioned that the board authorize issuance of a WECU credit card with a single transaction limit of $2,500 for Isaac’s use, with all the same internal controls relative to expenditure authorization we already have in place.  Jim seconded.  Passed.

Other Business:

• The board went into Executive Session at 10:20am to discuss personnel matters and potential legal questions. Back in session at 11:04am.  No motions were made during the Executive Session.    

• Ben motioned to approve the Project Manager job description. Jim seconded.  Passed. 

• The board will address Isaac’s concern regarding job descriptions and complete his employee evaluation for past period.

• Next BOD Meeting: February 28, 2021 at 9:30am.

Adjournment: 11:05am

Click here to see a table of the action items to be completed by board members as of January 17, 2021.

Minutes December 13, 2020

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:30am 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 legal matter to Executive Session

• Isaac Colgan to be added to Member Communication

Approval of Minutes: 

• William motioned to approve the Board of Directors’ Meeting Minutes from November 15, 2020 with the following changes:

  • Under the Coliform Notification Policy discussion, correct “Discussion tabled until the next board meeting” to read “Discussion continued…”. 

  • Under the Finance Report, correct typo authorizing transfer from Reserves to read $7,935.44.

  Jim seconded.  Passed.

Member Communication:

• Isaac Colgan discussed the speed limit in Scenic Estates, noting that the county is going to make the entirety of Scenic Estates an Advisory 20mph Zone. 

Reports:

• President:

  • Salvation Army reached out again regarding whether there has been any further discussion about incorporating them into Scenic Estates.  Currently, it is not a feasible option.

  • A Special Meeting to approve the new Governing Documents will be put on hold until an in-person meeting can be held.

• Finance:

  • Ben has been working on distinguishing between short-term and long-term budgeting, especially regarding ongoing treatment plant repairs.  He would like to see the board have a discussion soon about funding a new treatment plant.

  • In looking at our Accounts Receivable, we have a large A/R balance.  Eight different parties account for nearly 90% of our A/R balance (approx. $230,000 of old receivables). 

  • In conjunction with year-end, Ben and Julie will make  journal entries to reclassify some items that belong on the Balance Sheet as capital assets.  This will serve to reduce expenses on the 2020 Profit and Loss.

  • Ben motioned to make our $50,000 annual budgeted contribution to Reserves. Jim seconded.  Passed.

  • We have a large CD maturing at the end of December that Ben does not recommend renewing.  Ben will coordinate with Allison about next steps.

• Operations/Water

  • We are once again experiencing turbidity issues.  Staff are preparing for notices to be sent out next week. 

  • Discussion of whether we need to encourage conservation from the community.  At this time, it is not necessary, but if that changes, staff will make necessary notifications.

• Communications/Planning:

  • A newsletter is expected to go out in the next 7-10 days.

• Administration:

  • Discussion of amended form for Boat Registration. 

  • Discussion of adding additional safety measures at the docks (i.e., life jackets, throw rings, etc.).

  • Discussion of establishing a protocol for when there are violations at the marina.

Old Business:

• Board member stipends-We have confirmation from our attorney that Zoom meetings are considered meeting in person due to the restrictions of the pandemic.  Jim motioned to reinstate stipends and apply them  retroactively to April 2020 to include past and present board members.  Ben seconded.  William opposed.  Passed.

• Coliform Notification Policy is required by the state in the event of positive e-coli present test.  Does not imply that there is currently an issue.  The following will be included in the response plan:

  • Immediate notification to customers based on first positive e-coli present test. 

  • Communications chair will be media/public contact.

  • Door to door notification will fall on board members. 

• Survey Proposals for Clark Circle

  • Wilson Engineering not to exceed $9,786

  • Jepsen & Associates $5,000-not to exceed $6,000.00

  Discussion of quotes from each company.  Ben motioned to accept Jepsen’s survey proposal, including the $2,500 deposit.  Prior to the survey we will notify adjacent lot owners that the survey will be happening and the general purpose of the survey.  William seconded.  Passed.

New Business:

• Consideration of extension of contract with Bill Taylor for limnology services.  The request is for an extension of the period, not more money. Extend the current contract period by 12 months and let staff address the need for services during that time.

• Request for Geodome Building Approval from someone interested in purchasing property in LISE.  Individual should refer to Whatcom County guidelines for building a permanent structure.  Water connections are reserved for those members actively seeking a building permit from Whatcom County.   

Other Business:

• The board went into Executive Session at 11:14am to discuss personnel matters and a legal matter .  Back in session at 11:41am.  Discussed personnel matters with regard to job descriptions and employee reviews.  Also discussed legal actions, not related to personnel matters.  No motions were made during the Executive Session. 

• Next BOD Meeting: January 17, 2021 at 9:30am.

Adjournment: 11:42am

Click here to see a table of the action items to be completed by board members as of December 13, 2020.

Minutes November 15, 2020

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:30am 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 letter from acct. 100003 to New Business

• Add communication from Sharleen Peitsch-Tyerman to New Business re: Board Member Stipend

Approval of Minutes: 

• William motioned to approve the Board of Directors’ Meeting Minutes from October 18, 2020. Jim seconded. Passed.

Member Communication:

• Acct 60003-re: Cul de Sac Completion on Clark Circle.  The road is currently 10 feet wide and Whatcom County stipulates it must be 12 feet wide to issue a building permit.  The board agreed that the first step is to get the road surveyed.  Ben moved to engage Jepsen & Associates in surveying Clark Circle.  Discussion followed.  Ben amended his motion to put out to bid a survey of Clark Circle with authorization to proceed with the lowest bid.  William seconded.  Passed.

Reports:

• President: No report

• Finance:

  • William motioned to transfer $7,935.44 from Reserves to cover the cost of the Stop Log Replacement by Ram Construction. Jeff seconded Passed.

• Operations/Water

  • William motioned to authorize the purchase of equipment to expand Wi-Fi and security camera installations for LISE facilities.  Ben seconded. Passed.

  • Discussion of the need for UVT In Line Meter, not to exceed $8,100. Meter is necessary to measure Natural Organic Material (NOM) and treat turbidity that the current meter cannot detect/measure .  Ben motioned to approve the purchase of the UVT meter with a transfer from Reserves not to exceed $8,100.  Jim seconded. Passed.

  • WA state requires that we adopt a Coliform Notification Policy for inclusion in the Coliform Monitoring Plan.  Discussion continued until the next board meeting.

• Communications/Planning:

  • William proposed writing an article for the newsletter with information for members about maintaining their home water system.

• Administration:

  • Marina committee has been formed with several members of the community.  Committee would like to change the wording on the decal request to omit the no charge clause for skiffs and instead, insert the idea that all craft moored at the dock must have a current registration and display a permanent LISE decal or temporary permit.  Marina Committee to discuss method of enforcement for rules at dock and marina. 

Old Business: None

New Business:

• Acct 100003-re: Complaint against Acct 100002.  William proposed establishing a protocol that if LISE must call law enforcement to respond to a member’s non-compliance, then we will move forward with action including possible suspension of membership privileges. 

• Discussion of the stipend for board members and what the definition of “in-person meeting” currently means.

Other Business:

• The board went into Executive Session at 11:07am to discuss personnel matters.  Back in session at 11:22am.  No motions were made during the Executive Session. 

• Next BOD Meeting: December 13, 2020 at 9:30am.

Adjournment: 11:25am

Click here to see a table of the action items to be completed by board members as of November 15, 2020.

Minutes October 18, 2020

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:30am 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 opening of LISECC playground to New Business

• Add discussion of Emergency Preparedness Radio System to Guest Forum

• Consideration of Members for Suspension of Privileges removed from agenda

• Revision of Marina Decal rules assigned to boat committee for discussion

Approval of Minutes: 

• Ben motioned to approve the Board of Directors’ Meeting Minutes from September 27, 2020. Jim seconded. Passed.

Guest Forum:

• Tom Pawlak joined the meeting to seek permission to field test an antenna on the water tower for the emergency preparedness MURS radio system.  If the antenna is successful, it would give Scenic Estates connectivity to the fire hall in the event of an emergency.  Tom was directed to coordinate with Isaac and Kevin to assess feasibility.

• Melanie Mankamyer from Wilson Engineering joined the meeting to discuss the Water System Capacity Analysis proposal and answer questions from the board about the next steps for the treatment plant projects. 

Reports:

• President: No report

• Finance: No report

• Operations/Water

  • 5-year Dam Safety inspection coming up. 

  • Stop Log replacement on Tuesday 10/20/2020.

  • Waiting on the lab for the water profile results.

• Communications/Planning:

  • Jeff would like to include more information on the website about treatment plant upgrades to keep the membership as informed as possible.

• Administration: No report

Old Business:

• Discussion of Water System Capacity Analysis proposal and Tech Memo.  William motioned to approve the Water System Capacity Analysis contract from Wilson Engineering with transfer from Reserves for the expenditure.  Ben seconded.  Passed.

New Business:

• Discussion of opening LISE playground following Whatcom county guidelines.

Other Business:

• The board went into Executive Session at 10:47am to discuss personnel matters.  Back in session at 11:26am.  No motions were made during the Executive Session.  Employee reviews will be moved to January to line up with the fiscal year. 

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

Adjournment: 11:26am

Click here to see a table of the action items to be completed by board members as of October 18, 2020.

Minutes September 27, 2020

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:33am 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 of Wilson Engineering contracts to New Business:

  • Pilot testing not to exceed  $24,435

  • Water System Capacity Analysis not to exceed $18,850

Approval of Minutes: 

• Jim motioned to approve the Board of Directors’ Meeting Minutes from August 30, 2020. Ben seconded. Passed.

Member Communications:

• Account 30092 & 30093 submitted letter 8/30/2020 re: suggestions for the docks and marina.  Doug recommended that the Boat Committee should discuss the points of the letter and come up with a formal proposal to submit to the board .  Jim was appointed to chair the Boat Committee. 

Reports:

• President: No report

• Finance: No report

• Operations/Water

  • William reviewed the Operations report.

  • Bill Taylor was welcomed to the meeting to discuss the results of the vertical profiling of the reservoir.  The purpose of profiling the reservoir is to look at the stratification of the lake and begin to analyze the seasonal patterns.  This information can inform the engineering design of the treatment plant and the water supply engineering and planning going forward. 

  • The board previously approved a $3,500 expenditure for an algae sensor, but it is more accurate to measure chlorophyll-a in the lab, so the sensor was not purchased.   

• Communications/Planning:

  • Jeff asked that board members submit agenda items 5-7 days before upcoming board meetings. 

  • Discussion of the importance of bringing the membership into the conversation about the treatment plant upgrades/replacement.

• Administration: No report

Old Business:

• Discussion of discrepancies of lot maps vs billable lots and whether 10101 and Division 1 Block 1 Tract A should be paying two sets of dues.  The board will send a letter to the new owners clarifying that they intend to charge dues on Tract A beginning in 2021.

New Business:

• Discussion of Water System Capacity Analysis proposal.  The board agreed to postpone the decision on Water System Capacity Analysis for discussion at October BOD Meeting.

• Discussion of the necessity of pilot testing as required by our Formal Compliance Agreement with the DOH.  William motioned to approve the Wilson Engineering contract for pilot testing in the amount not to exceed $24,435 with the concomitant transfer from Reserves.  Ben seconded.  Passed.

• The board will review Wilson’s Tech Memo further in October.

Other Business:

• Next BOD Meeting: October 18, 2020 at 9:30 am via Zoom.

Adjournment: 11:15am

Click here to see a table of the action items to be completed by board members as of September 27, 2020.

Minutes August 30, 2020

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:29am 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 Expenditure Authorization to New Business

  • Consideration of approval for:

    • $10,000 for Vertical Water Sampling Equipment

    • $3700 for Phosphorus Sampling and Laboratory Analysis

    • $3500 Total Algae Sensor         

Approval of Minutes: 

• Ben motioned to approve the Board of Directors’ Meeting Minutes from July 19, 2020. William seconded. Jim abstained. Motion passed.

New Business:

• AGM Voting Results:

  • 76 Mail-in Ballots Received. Quorum.

    • Jim Coats, Ben Twigg and William Enoch were elected to the board. 

    • The 2021 Budget was approved.

    • The audit of the 2020 fiscal year to be performed in 2021 was approved.

    • The 2019 AGM Minutes were approved.

• Election of Officers

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

• Assignment of Committee Chairs

  • Jim Coats 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.

• Account 40057 & 40058 lien filing will proceed in accordance with our policies.

• Discussion of importance of seeking prior approval for significant expenditures and tracking the total cost of the upgrades to the water system.  Ben moved to transfer $8,744.22 from Reserves for PMG Controls Invoice #1366.  William seconded.  Discussion followed.  Passed.

• Discussion of purchasing vs. renting the Vertical Water Sampling equipment and the Total Algae Sensor, considering the significant cost.  William motioned to authorize a one month rental of the vertical water sampling equipment and the algae sensor, if available.  If algae sensor cannot be rented, purchase the algae sensor for additional $3,500.  At the next board meeting, the board will reassess the needs and discuss the purchase of all the equipment.  Jeff seconded.  Discussion followed.  William withdrew the motion. 

• Jeff motioned to approve up to $13,500 to be moved from Reserves for the purchase of the Vertical Water Sampling equipment and the Total Algae Sensor.  Ben seconded.  Passed.

• Significant leak identified at the Marina blowoff valve.

Member Communications:

• 30092 & 30093-Discussion tabled until next meeting.

Other Business:

• Next BOD Meeting: September 27, 2020 at 9:30 am via Zoom.

Adjournment: 10:55am

Minutes July 19, 2020

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:31am via Zoom Video Conferencing.

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

Approval of Minutes: 

• William motioned to approve the Board of Directors’ Meeting Minutes from June 14, 2020. Ben seconded. Motion passed.

Member Communications:

• Request for LISE funding for Island Dr. Switchbacks Wildfire Safety Plan.  The goal of the project is to reduce potential wildfire fuel at this location as this is the only evacuation route for about 50 LISE residents.  The estimated cost is $4,500 and so far, members have pledged $775 toward the project.  Discussion of the pros and cons of LISE sponsoring this project.  William motioned to approve expenditure of $3,600 for the Firewise project.  Ben seconded.  Discussion followed.  William amended his motion to approve $3,500 for the Firewise project.  Sharleen seconded. Passed.

• Second Firewise Chipping Day will take place on July 27th.

Reports:

• President:

  • Since Whatcom County is currently in Phase 2 of the “Safe Start” program, our attorney has recommended postponing the 2020 AGM until a later date.  Discussion of conducting voting for board members, budget and audit exclusively by mail in ballot.  William motioned to approve the materials to be distributed for the AGM and conduct mail in voting for the AGM on the standard date.  Ben seconded.  Discussion followed.  William amended the motion to add the following changes to the ballot:

    • Making a notation that the AGM is mail in only due to Covid-19. 

    • Ballots must be postmarked on or before August 22. 

    Motion passed.

• Finance:

  • Review of 2021 Draft Budget.  Ben proposed increasing the Grounds and Roads Maintenance budget item to $5,000, raising the budget for legal fees to $10,000 and making a $55,000 Annual Reserve Contribution.  Sharleen motioned to approve the budget as amended.  William seconded. Passed.

• Operations/Water:

  • Discussion of creating County Code Enforcement Reporting Policy pending Cross Connection Control Program.  Cross Connection Control Program is scheduled to be implemented in 2022.  The Operators are looking for a policy to address cross connection concerns until such a time as the program is in place. 

  • LISE Boat Purchase proposal.  Motion made at June 2020 BOD Meeting to approve purchase up to $5,000.  Proposal is within that budget, so staff should proceed.

  • Discussion of lake management consultant and algaecide treatment of reservoir.  Staff is hoping to have a proposal soon.

• Communications/Planning:

  • Newsletter went out last week.  Jeff would like to contribute to the letter going out with AGM packet.

• Administration: 

  • No report

Old Business: None

New Business: None

Other Business:

• Next BOD Meeting: August 30, 2020 at 9:30 am via Zoom

• Adjournment: 11:07am

Click here to see a table of the action items to be completed by board members as of July 19, 2020.

Minutes June 14, 2020

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:30am via Zoom Video Conferencing.

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

• Remove Clubhouse Reservations from New Business

• Discussion of AGM moved to the President’s Report

Approval of Minutes: 

• Ben motioned to approve the Board of Directors’ Meeting Minutes from May 17, 2020 and May 27, 2020. William seconded. Motion passed.

Member Communications:

• Acct 20008-Note re: Lien Filings.  Discussion of the fact that although LISE has suspended late fees, finance charges and water shut-offs for the time being, we are still proceeding with lien filings as a way to record the debt.

• Acct 70014 & 70015-Letter re: Bylaw Amendment.  Member expressed his concern that the board is not following the procedure for amending bylaws as set forth in Bylaw 4.7.2.  Discussion of having a Special Meeting after the AGM dedicated to voting on the Amended and Restated Bylaws.

Reports:

• President:

  • Discussion of AGM location and date amid Public Health/Whatcom County recommendations. 

• Finance:

  • Review of 2021 Draft Budget.

  • Ben motioned to allow a transfer from Reserves for Wilson Engineering not to exceed $60,000. William seconded.  Passed.

• Operations/Water:

  • Staff is requesting a small boat with a removable motor to carry out operations and water testing in the reservoir, lake, and marina.  William motioned to authorize staff to look for a boat not to exceed $5,000.  Staff will consult with Doug before final purchase.  Ben seconded.  Passed.

• Communications/Planning:

  • Jeff discussed a few member communications in response to the recent newsletter.  He is also available to help compose the newsletter for the AGM.

• Administration: 

  • Discussion of duties of the Corporate Secretary and Executive/Assistant Secretary. 

  • Discussion of new candidates for Board positions.  In order for a member’s name to be included on the ballot, written letters of intent are due by July 15, 2020.

Old Business: None

New Business: None

Other Business:

• Next BOD Meeting: July 19, 2020 at 9:30 am

• Adjournment: 11:31am

Click here to see a table of the action items to be completed by board members as of June 14, 2020.

Minutes May 27, 2020

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 4:31pm via Zoom Video Conferencing.

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

• 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

New Business:

• Review and discussion of Amended and Restated Bylaws

  • The new document does not change the intent of the bylaws but clarifies and eliminates the repetitiveness of the original bylaws.

  • The board members suggested changes and/or edits to the draft document.  Suggested changes will be submitted to our attorney for revision. The board will review the updated document at the June BOD Meeting.

  • Discussion of posting revised document on the website prior to sending AGM materials to the membership.

Other Business:

• Next BOD Meeting: June 14, 2020 at 9:30 am

• Adjournment: 6:09pm

Click here to see a table of the action items to be completed by board members as of May 27, 2020.

Minutes May 17, 2020

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:30am via Zoom Video Conferencing.

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

• Switch order of Operations and Finance Reports

• Add “Insurance Discussion” to Finance Report

• Add “AGM Discussion” to New Business

Approval of Minutes:                                                  

• Ben motioned to approve the Board of Directors’ Meeting Minutes from April 19, 2020 with the amendment that the header is corrected to say that the meeting was held via Zoom Video Conferencing. Sharleen seconded. Motion passed

Member Communications: None

Reports:

• President:

  • Coffman Engineering has invoiced LISECC for a total of $13,079.20, but we have not yet received all the deliverables included in the contract.  Doug spoke with Brian Walkenhauer from Coffman Engineering on Friday, May 15 re: recent invoicing and incomplete deliverables.  Discussion of contract between LISE and Coffman Engineering. 

    Brian Walkenhauer joined the Zoom board meeting at 10:00am to discuss Coffman’s contract and invoicing.  Brian insists that Coffman is committed to completing the scope of work that they have contracted with us.  Brian stated that we are not obligated to pay the most recent invoice until the full scope of work is completed.  Total invoicing for consultation and engineering fees is not to exceed $13,000.00. 

    After Brian left the meeting, there was discussion of amending the contract with Coffman Engineering to include a deadline for work to be completed, so that we can meet our obligation to the Department of Ecology on June 1.  William proposed that staff provide the requested information to Carl Garrison by Wed., May 20 and ask Brian for a contract amendment to recognize a delivery date of Thurs., May 28 for all deliverables.  We would also require confirmation from Carl that he has received all of the information that he needs to meet his contractual obligation. 

    Wilson Engineering has stated that they can complete the drawings that we need for the Department of Ecology permit at little additional cost.  Discussion of having both firms complete the project to ensure we meet our deadline.

  • LISECC’s attorney has sent us the draft of the amended bylaws for review.  Discussion of the timeline for submitting AGM materials to the membership and whether there is enough time to thoroughly review the document prior to presenting it for the 2020 AGM.  Discussion of having an additional board meeting focused specifically on a review of the draft of the amended bylaws.

  • Ben will coordinate with William and staff to attach dollar amounts to the water treatment plant projects so that the Reserve Study can be completed.

  • Ben will draft the 2021 budget so that it can be presented for approval at the June board meeting.

• Operations/Water:

  • Algae may be the culprit in our turbidity problems.  Staff is working with a biologist from a lake management firm that will advise us on a treatment plan using algaecide.  Permit for algaecide will take 60 days. 

  • Review of Funding Options for New Water Treatment Plant provided by Wilson Engineering.  Draft includes cost estimate of $64,000 for Task 2 total.  Discussion of taking out USDA loan to fund new treatment plant.

• Finance:

  • William moved to transfer $5,646.50 from Reserves for Wilson Engineering Invoice #15301.  Jeff seconded.  Passed.

  • Review of new insurance policies.  Bill Knutzen is our new broker and we were recently informed that we got binding from NPIP (Non-Profit Insurance Program).  There is a 5 year window for loss runs and since the claims on our policies were 6 &7 years ago, our premiums have been reduced significantly.  It is expected that we will be saving 50% on insurance in the next year.  Sharleen motioned that Scenic Estates will engage with Guide Insurance Services and their representative, Bill Knutzen, to facilitate our insurance coverage with NPIP and Markel Marine.   William seconded.  Passed.

• Communications/Planning:

  • Jeff discussed sending a special newsletter about the interim board meeting.

• Administration: 

  • Bylaw Amendment 4.4.2.7-To be discussed at the interim meeting along with other bylaw changes. 

Old Business: None

New Business:

• BOD Vote-Lien Filings.  Ben moved to file liens as per our policies.  William seconded.  Passed.

• Discussion of alternatives to the traditional way the AGM is held due to physical distancing guidelines.

Other Business:

• Next BOD Meeting: June 14, 2020 at 9:30 am with the potential of having additional board meeting in 2 weeks.

• Adjournment: 12:28pm

Click here to see a table of the action items to be completed by board members as of May 17, 2020.

Minutes April 19, 2020

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:31am via Zoom Video Conferencing.

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

Approval of Minutes:                                                  

• William motioned to approve the Board of Directors’ Meeting Minutes from March 15, 2020. Sharleen seconded. Motion passed.

Member Communications:

• Isaac reported that LISE received funding to pay for a chipper on May 4 as part of  FireWise efforts.

• Discussion and review of materials for Bound Lot Request for lots 30095 & 30096. William motioned to approve the request for dues relief on lots 30095 & 30096 beginning in 2021. Jeff seconded. Motion passed.

Reports:

• President:

  • Our attorney is working on his draft of Part 4 and will get it to us as soon as possible.

• Finance:

  • Discussion of reclassifying Isaac’s position from an hourly position to a salary position. Ben moved to convert Isaac’s position to an exempt salary position taking his current hourly wage and extending that to an annual salary assuming 40 hours/week and 52 weeks/year. William seconded. Motion passed.

  • A CD with Peoples Bank came up for renewal on April 14. Based on the low interest rate (0.3% for 36 months), we did not renew. Ben motioned to move the funds that recently matured into our WECU Reserve Savings account and not reinvest in a CD at this time. Sharleen seconded. Motion passed.

• Operations/Water:

  • Carl Garrison from Coffman Engineering has notified us that he can no longer complete the work on the treatment plant as expected. Wilson engineering has provided a bid re: professional consulting services related to water treatment plant compliance. Ben moved to approve the Wilson Engineering proposal with the amendment of changing the July 1 deadline to June 1 and to continue discussion about closure with Coffman Engineering at our May meeting. William seconded. Motion passed.

  • Turbidity levels are rising again, and it is likely we have exceeded the DOH threshold again. Staff have contacted the state and have asked them to expedite our violation. In the meantime, staff will draft a notice to the membership to let them know that we expect another violation from the state.

  • Discussion of keeping LISECC facilities closed during Covid-19 Stay at Home Orders. Signs will be posted to let members know that facilities are closed until further notice.

  • Large Docks scheduled to go in the water May 11-12. Members should adhere to physical distancing guidelines while using the docks. Sharleen motioned to authorize Kevin and Isaac to close the boat ramp if Whatcom County closes access to their boat launches. Ben seconded. Motion passed.

• Communications/Planning:

  • Newsletter went out last week.

• Administration: 

  • Discussion of Governing Docs, Part 5-Table conversation until next board meeting.

  • Discussion of amending bylaw 4.4.2.7 to change the requirement that board members must physically attend meetings in order to receive the stipend.

Old Business:

• Three bids were received for the backhoe.

  • Bid 1-$3,100.00

  • Bid 2-$3,512.00-SOLD

  • Bid 3-$650.00

New Business:

• Discussion of Late Fees, Finance Charges, Water Shut offs and Liens. Sharleen motioned that as a result of Covid-19, all water shut offs, finance charges and late fees will be suspended and reevaluated on a month to month basis in compliance with the world situation. William seconded. Motion passed.

Other Business:

• Next BOD Meeting: May 17, 2020 at 9:30 am. June meeting tentatively scheduled for June 14, barring any change at the May meeting.

• Adjournment: 11:33 am

Click here to see a table of the action items to be completed by board members as of April 19, 2020.

Minutes March 15, 2020

Board of Directors’ Meeting

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

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

• Switch order of Operations and Finance Reports

Approval of Minutes:

• Ben motioned to approve the Board of Directors’ Meeting Minutes from February 23, 2020.  William seconded.  Motion passed.

Member Communications:

• Leslie Dempsey spoke about the Disaster Preparedness Division of the LIFD.  They have recently created a quarterly e-newsletter and are encouraging people to sign up if they would like to receive it.

Reports:

• President:

  • Discussion of Draft Notice of Water Connection Availability.  The letter will be kept on file until such time that the board finds it necessary to distribute it.

• Operations/Water:

  • Carl Garrison has notified us that he is leaving Coffman Engineering and is starting his own company.  Staff presented four options on ways to move forward.  Discussion of the options.  Ben motioned to authorize “Option 2” which states that we continue to contract with Coffman Engineering until April 3 for $10,000.  This will include finalizing process flow/instrumentation diagram.  Discussion followed.  William seconded.  Passed.

• Finance:

  • Ben looked at our major known expenses for the next 5 years and analyzed where we will be with Reserves and expenses. 

• Communications/Planning:

  • Discussion of backhoe auction and ways to advertise.  Jeff will post information on NextDoor.

• Administration: 

  • Discussion of “LISE Staff Comments on Governing Documents Part 4 & 5-Proposed Amendments”.

  • Discussion of supervisory positions and employee chain of command.

  • Discussion of Office Manager Job Description.

Old Business: None

New Business:

• Discussion of proposed changes to Part 5 Section 5.1.3.1.

• Sharleen motioned to go into Executive Session to discuss a personnel issue.  Ben seconded.  Passed.  The board went into Executive Session at 11:14 am and came out of Executive Session at 11:27 am.  Labor Law was discussed, but no action taken. 

Other Business:

• Next BOD Meeting: April 19, 2020 at 9:30 am. 

• Adjournment: 11:27 am.

Click here to see a table of the action items to be completed by board members as of March 15, 2020.

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.