Minutes July 18, 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 for Legal Matters

• Proposal from Freeland Engineering postponed to next BOD meeting

Approval of Minutes: 

• Ben motioned to approve the Board of Directors’ Meeting Minutes from June 27, 2021. Jim seconded.  Passed.

Member Communication:

• Mark Davis-Water Treatment Plant Offer of Assistance.  Mark is a retired chemical engineer with expertise in water treatment and wastewater treatment plant design.  Mark has offered to review any documents and offer feedback regarding the new water treatment plant, free of charge.

• Debbie Pawlak-Expressed her desire to see a clean-up effort in Scenic Estates; has concerns about non-members using the lake; and would like to see guest boating passes eliminated to preserve space at the dock for members.  The board encouraged Debbie to form a committee to come up with a plan to implement some of her ideas.

• David Canterman-Would like to explore the idea of LISECC purchasing more sophisticated equipment to assist in leak detection.  David also offered his expertise as a former CFO of a private mortgage company and volunteered to help with expediting the process of foreclosures.

• Meredith Moench-Seeking update on where LISECC is on collecting past delinquencies.  Would like to see delinquent accounts collected before proceeding with new water treatment plant.

• Leslie Dempsey-The LIFD Disaster Preparedness Division has purchased evacuation signs for Scenic Estates.  However, before signs can be placed, LISECC needs to update their evacuation plans.  The LIFD Disaster Preparedness Division is willing to support LISECC in updating their plans.

Reports:

• President:

  • No report.

• Finance:

  • We have received a draft of the 2021 Reserve Study.  The Reserve Study includes a designation that LISECC is at a high risk of special assessment for the replacement of the water treatment plant.  However, it is important to note that we anticipate funding the new treatment plant with a low interest loan, which would negate the need for a special assessment.

  • We should assume the 60-day window for the loan will start soon and should make a membership vote on the loan a priority. 

• Operations/Water:

  • Office of Drinking Water PFAS Sampling-Some water agencies may be able to get free testing for PFAS.  Isaac to follow up with ODW.

  • Clark Circle Proposal from Freeland Engineering-LISECC has not received the proposal from Freeland Engineering yet. 

  • Estimate from Ram Construction for PRV replacement.  William motioned to approve the upcoming proposal from Ram Construction for PRV replacement in an amount not to exceed $14,000.  Ben seconded.  Passed.

  • Water Loss & Reservoir Level-Staff found a major leak on Mt. Vista Dr. and repaired it.  Staff is recommending we continue with conserve status until we can confirm our reservoir level will be sufficient for the rest of the summer. 

  • May need to begin the discussion of hiring additional staff, at least part-time, to ease the workload of current staff.

• Communications/Planning:

  • No report.

• Administration:

  • 4.2.1.5 gives us the ability to levy fines, but the bylaws do not specify how we establish the amount of the fine.

  • Discussion of Draft Leak Forgiveness Clauses (5.4.3.2.1 & 5.4.3.2.2).  Jim to revise and resubmit to the board.

Old Business:

• Discussion of scheduling vote for new DWSRF loan.  Election by mail to take place in 4-6 weeks.

New Business:

• Clubhouse is now open to the membership and can be accessed using the keypad on the door.  Members can call the office for the code.

Other Business:

• The board went into Executive Session at 10:59am for approximately 15 minutes to discuss legal matters.  Back in session at 11:12am.  No motions were made during the Executive Session.  The only action to be taken is to submit a communication to the attorney about foreclosure.

• Next BOD Meeting: August 15, 2021 at 9:30am at the Clubhouse.

Adjournment: 11:14 am

Click here to see a table of the action items to be completed by board members as of July 18, 2021.

Minutes June 27, 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 Resuming In-Person Board Meetings to President’s Report

• Add Clark Circle Update to President’s Report

Approval of Minutes: 

• William motioned to approve the Board of Directors’ Meeting Minutes from May 16, 2021 with the amendment that the Dates of Assignment for action items should read 5/16/2021, not 5/18/2021. Jim seconded.  Passed.

Member Communication:

• Acct. 30088-Welcome Wagon Ideas.  As a representative of the Social Committee, Carol McKinney would like to establish a Welcome Wagon for new members to introduce them to the resources, amenities, and organizations on Lummi Island.  She could possibly write something to be included in the LISECC Welcome Letter that is sent to new owners.

• Acct. 20008-Lien-The member is Canadian and did not receive the Lien Warning Notice until June 1, 2021 (confirmed by USPS tracking) after the lien had been placed. Ben motioned to absorb the lien filing/release charges and once the outstanding dues are paid in full, release the current lien.  However, LISECC would require the member to pay the cost of the expired 2012 lien release fee.  William seconded. Passed.

• Acct. 70039-Lien-Discussion of lien policies and fees associated with liens.  The board would encourage the members to attend the July board meeting for further discussion.  The issue of forgiving the lien filing/release charges will be discussed at the July board meeting.

• Acct. 30039-Dog and Code Enforcement.  Member expressed his frustration that the bylaws and policies are not being followed.  The board encouraged the member to continue to contact the Humane Society and the sheriff for noise violations.  Discussion of imposing fines for policy violations. 

• Acct. 70008-Generator-The generator is provided by Whatcom County Emergency Management and tied in with LIFD for emergency communications.  

Reports:

• President:

  • Discussion of opening LISECC facilities.  Staff is directed to open the cabana on 6/27/2021, but the clubhouse is to remain closed until further notice due to an ongoing water main repair.

  • Update on Clark Circle-The Fire Marshall will not require that Clark Circle be widened but will require owners to install a commercial grade sprinkler system in the home.  Additionally, the engineer, Tony Freelander, will design a turnaround at the top of Clark Circle for the board’s approval. 

  • Discussion of Doug’s upcoming surgery and the implications for the board.

  • Ben motioned to postpone the 2021 AGM to October with an exact date to be determined via email.  Jim seconded.  Passed.

  • The clubhouse reopening will determine when the board can resume in-person meetings. 

• Finance:

  • William motioned to transfer $5,750.50 from Reserves for the LT Excavation Invoice #360.  Jim seconded.  Passed.

  • 2022 budget has been started.  Members are likely to see a dues decrease, but increased water fees in order to shift the cost of water production to water users.

• Operations/Water:

  • We have received a proposed contract from Wilson Engineering that changes the direction from pilot plant testing to water testing.  William motioned to move forward with the amendment to the Wilson Engineering Contract. Ben seconded.  Passed.

  • WWU Vertical Profiling Agreement-WWU can offer a higher resolution for some of the laboratory testing services that we need for our water samples.  However, we would still need to use another lab for the testing of non-organics.  It is estimated that the total cost will be the same or less than what we are currently paying.

  • SolarBee Lake Mixing Equipment-Cost prohibitive system that does not necessarily offer a solution to our water treatment challenges.

• Communications/Planning:

  • Jeff will draft a newsletter to let members know that the AGM has been moved to October and that the facilities will be reopening.

• Administration:

  • No report.

Old Business:

• Opening LISECC Facilities-Addressed under President’s Report.

New Business:

• Discussion of Lien Procedure-Small committee to review procedures.

• Scheduling of Membership Vote to Approve Assumption of new DWSRF Loan-Loan approval timeline determines when membership vote will take place.

Other Business:

• Next BOD Meeting: July 18, 2021 at 9:30.

Adjournment:11:43am

Click here to see a table of the action items to be completed by board members as of June 27, 2021.

Minutes May 16, 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:

• Add Insurance Renewal to Finance Report

• Finance Report to follow Operations Report

• Add Clubhouse Opening to President’s Report

Approval of Minutes: 

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

Member Communication:

• William motioned to forgive Acct. 40027 everything but the $60 base rate for a water leak in March and April 2021 using their one-time leak forgiveness. Ben seconded. Passed.

• Leslie Dempsey presented a proposal from the Heritage Trust to split the cost of a survey ($2,500 each) to determine the corners for the Aiston Preserve and LISECC property.  At this point, a survey is not in the budget and the board is declining to pay for half of the survey.

Reports:

• President:

  • Discussion of re-opening the clubhouse by June 30th to fall in line with Governor Inslee’s plan to fully reopen the state.

• Operations/Water:

  • Amended Wilson Engineering Pilot Testing Contract-Discussion of whether it benefits LISECC to forego pilot testing and move directly toward replacing the existing treatment plant with a membrane surface water treatment plant.  The board is requesting that someone from the Department of Health attend the next meeting to answer their questions.

  • Preconstruction Loan & LISECC Status-Discussion of whether to delay the application of the preconstruction loan to 2022 or finalize the application in 2021.  To proceed with the loan in 2021, LISECC must call a special meeting and hold a membership vote on acceptance of the loan.

  • William motioned to accept the proposal from Baker Mountain Ranch and LT Excavating to replace the clubhouse water line for a total not to exceed $6,840.00.  Jim seconded. Passed.

  • Cross Connection Control Program-Discussion of adding the Cross Connection Control Program under Part 5-Rules and Regulations, which can be changed by a majority vote of the Board of Directors.  Jim motioned that the Cross Connection Control Program be added to Part 5-Rules and Regulations.  William seconded.  Passed.

  • Lake & Marina Signage- The board approved the signs and placement as proposed.

• Finance:

  • 2022 Dues/Fees-A committee was established to reevaluate current water rates and 2022 dues.  Going forward, the committee is looking at shifting the cost of water production to water fees, which would increase the average water bill. 

  • Insurance Renewal- Quote came in with 7% increase from last year.  William moved to accept the insurance quote. Jim seconded.  Passed.

• Communications/Planning:

  • No report.

• Administration:

  • No report.

Old Business: None

New Business:

• DWSRF Approval & AGM-Discussed during Operations Report

Other Business:

• Next BOD Meeting: June 27, 2021 at 9:30.

• Dock launch tentatively postponed to May 27th, 2021 due to weather conditions and tides.

Adjournment:11:39am

Click here to see a table of the action items to be completed by board members as of May 16, 2021.

Minutes April 18, 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 Trail Update-Member Communications

• Add Reserve transfer for turbidimeter-Finance Report

Approval of Minutes: 

• Ben proposed the following edit to the March 28, 2021 Minutes to add clarity re: the DWSRF Preconstruction Loan:

  • “This loan would have 0% interest and a 2% origination fee.  It would be repayable over up to 10 years, but we would plan to roll it and the existing DWSRF loan into a larger USDA loan, which would fund the construction of the new treatment plant.”

  William motioned to approve the Board of Directors’ Meeting Minutes as amended from March 28, 2021. Ben seconded.  Passed.

• Ben motioned to approve the Board of Directors’ Meeting Minutes from March 31, 2021. Jim seconded.  Passed.

Member Communication:

• National Firewise Day is Sat., May 1st.  Wildfire Prep Day Chipping Project is Mon., May 3rd.  It is notable that WA State DNR is interested in LISECC for a WUI (Wildland Urban Interface) in the westside of WA.  This year, King 5 may come out with a news crew on May 3 and do a quick profile of the neighborhood while the chipping service is coming through. This will give us a higher profile as a Firewise community and may help us get additional grants.

• Leslie updated on the trail that she proposed at the March 2021 BOD meeting.  After speaking to someone at the county, Leslie was told that we would need a Land Use Disturbance Permit ($500), which would need to include a topographical map with delineations of where the Aiston Creek runs through.  Leslie estimates that it would cost $700-$800 to complete the trail project.  Alternatively, rather than developing the trail, Leslie has offered to put a bench (that she will donate) in an area of the lot where there is already a clearing. The board agreed to this suggestion.

Reports:

• President:

  • There is a leak in the water service line to the Clubhouse.  It will be labor intensive and expensive to replace the whole line.  For now, Kevin suggests that they proceed with fixing the leak, rather than replacing the entire line.  Once we have a  proposal for the cost to replace the entire line, the board can make a more informed decision about how to proceed.

  • Clark Circle Update-We need a civil engineer before we engage a contractor.  Based on new county regulations, the grade of the road may require a heated road, which would make this project exponentially more expensive.  Ben motioned to authorize Isaac to reach out to civil engineers and enter a time and materials agreement for up to $3000 for the initial planning phase of Clark Circle.  Isaac is also authorized to reach out to the county as a next step.  William seconded.  Passed.

• Finance:

  • On a cash basis, we have collected about 54% of our total budgeted income for the year and have spent about 23% of our total expense budget.  These numbers are similar to other years.

  • Ben motioned to approve a transfer from Reserves for the turbidimeter for $2,286.98 from Hach.  William seconded.  Passed.

• Operations/Water:

  • After a recent break-in at the maintenance shop, we need to replace the door with a new steel door.  The estimate for the door replacement is $2,007.25.  Ben motioned to approve materials, transportation, and $350 labor for the maintenance shop door replacement.  Jim seconded.  Passed.

  • Turbidity numbers are rising again.

  • PRV replacement-It has been difficult to get industrial plumbers to respond. 

• Communications/Planning:

  • No report

• Administration:

  • Discussion of calling a special meeting to vote on the approval of the DWSRF Preconstruction Loan.

Old Business: None

New Business:

• Ben moved to proceed with lien action as outlined in the lien status report. William seconded.  Passed.

Other Business:

• Next BOD Meeting: May 16, 2021 at 9:30am.

Adjournment:10:53am

Click here to see a table of the action items to be completed by board members as of April 18, 2021.

Minutes March 31, 2021

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 8:00am 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.         

New Business:

• After discussion with Wilson Engineering and the DOH, we have been advised to revise the questions about increasing rates with a yes, rather than no, as was motioned at the BOD Meeting on March 28, 2021.  William moved that we approve the application being submitted for the DWSRF loan, noting that the answer of “Do we intend to change rates?” is changing from no to yes, that being a singular change in the application.  Ben seconded.  Passed.   

Other Business:

• None

Adjournment: 8:14am

Minutes March 28, 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:

• In the interest of time, conclude Member Communications by 10am.

• Move DWSRF Preconstruction Loan Application from Operation’s Report to President’s Report.

Approval of Minutes: 

• Ben motioned to approve the Board of Directors’ Meeting Minutes as amended from February 28, 2021. William seconded.  Passed.

Member Communication:

• Acct. 60024-Proposed Walking Trail on LISECC Common Area Lots- William moved that we acknowledge and accept the proposal knowing that Leslie will do whatever research is required with the DNR so that any changes in the area near the Aiston Creek bed are appropriate.  Jim seconded. Passed.

• Acct. 60024-Community Dog Rules Violations-There have been several issues on Cedar Ave and one on Hummingbird Place where loose dogs are charging people and other dogs.  Members are in violation of rules 5.1.3.2 & 5.1.3.3 and LISECC will work with the Whatcom Humane Society to enforce these rules.  The board highly encourages members to record formal complaints with the Whatcom Humane Society, as well.  Leslie would like to re-establish the Dog Committee with Jeff and/or Ben to chair the committee.

• Acct. 30039-Dog and Code Enforcement-Member has requested that the board contact the Whatcom Humane Society.  The member has made countless calls and feels that a communication from the board would help emphasize the importance of this issue.

• Member Communication re: Salvation Army-Doug will contact the member to clarify the situation with the Salvation Army.

• 60005-Re: Clark Circle Survey and Easements-To be discussed with the Clark Circle Survey under Old Business.

• 60005-Re: Purchasing Lots with Outstanding Balances-To be handled between the two parties and LISECC office; not necessarily an issue for the board. 

Reports:

• President:

  • At the February 2021 meeting, there was discussion about foregoing the small scale pilot test and doing a full scale pilot test instead.  However, Wilson is not recommending a full scale pilot test because there is no funding source for that pilot testing plan.  The pre-construction loan could not be used to fund the construction necessary for full scale pilot testing.  Additionally, future funding from the USDA Rural Development has specific rules regarding free and fair competition.  By having a competition for a small scale pilot, the free and fair requirements are met. Ben moved that we do not proceed with full scale pilot testing due to funding complications.  Jeff seconded.  Passed.

  • DWSRF Preconstruction Loan Application-This loan is different from the DWSRF loan that we currently pay on.  The DWSRF preconstruction loan would fund permitting and pilot testing; everything up to breaking ground for the new treatment plant.  This loan would have 0% interest and a 2% origination fee.  It would be repayable over up to 10 years, but we would plan to roll it and the existing DWSRF loan into a larger USDA loan, which would fund the construction of the new treatment plant.  The first payment on the DWSRF preconstruction loan would be due in October 2021, but LISECC would only pay on the portion that we have drawn on at that time.  William motioned that the board approve submission of the application in the amount of $405,960.00 for the DWSRF preconstruction loan. Ben seconded and added the clarification that we are not signing any loan documents, just submitting the application.  Passed.

  • William would like to consider starting the effort to reevaluate water rates and begin to get a plan in place to identify internal funding to pay for the loan.  William and Ben will compile monthly reports on their progress.

  • William moved that the DWSRF Preconstruction loan application records the revision that we will not increase rates to fund the preconstruction loan.  Ben seconded.  Discussion followed.  Passed.

• Finance:

  • Our first DWSRF preconstruction loan payment could be due in Oct. 2021.  Ben does not suggest that we initiate a special assessment or rate increase in 2021, but rather absorb the first loan payment and use reserves to pay.  Fee increases would be included in 2022 budget. 

• Operations/Water: Covered during President’s report.

• Communications/Planning:

  • We need to find the best way to communicate to the membership what the board is doing and the decisions the board is making i.e. the new treatment plant, loans, water rates, etc. It is important to be thoughtful in our communications so that the membership is aware of the financial obligations that the community may be incurring.

• Administration: No report.

Old Business:

• Clark Circle Survey-We have received the finalized survey from Jepsen Engineering.  Ben motioned to obtain at least 3 bids, including engineering plans, to bring us into compliance with Whatcom County code on Clark Circle.  William seconded. Passed.

New Business:

• 2021 Level 3 Reserve Study Bid -Ben motioned to accept the 2021 Level 3 Reserve Study bid, plus the Reserve Projection Worksheet, and authorize the president to sign the contract.  William seconded. Passed.

• Discussion of 2021 AGM timeline.

Other Business:

• Next BOD Meeting: April 18, 2021 at 9:30am.

Adjournment: 11:08am

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

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.