Update on Two LISE Infrastructure Projects

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In an effort to keep members up to date on the major infrastructure projects underway here in Scenic Estates, we’ll be providing updates as information and status of the projects develop.
 
LISE Clubhouse renovations/foundation repairs are underway. As anyone who has attempted construction near the shoreline can attest, getting permits for the work can be a process that stretches longer than initial planning accounted for. The Clubhouse work is no exception. With a new survey attesting to the site not being in a flood plane, the required shoreline exception has been approved/granted, and the construction permit is currently in process. We’re just waiting for the issuance of the permit to start the work.
 
The Water Treatment Plant replacement is also underway. A synopsis of the recent site visit has been provided by LISE President Jim Coats:
 
Wilson Engineering made a site visit on Monday, June 19, to discuss the recent pre-design tech memo, explore possible alternatives, and walk the water treatment plant locations.  The representatives from Wilson were Brian Smith, case engineer, Matt Kulp, site layout, Eric Hull, process, and Steve Tevelde, electrical engineer from K Engineers. LISE staff in attendance were Allison Cash, Nick Kluge, and Kevin Southworth. Tim Robison, David Canterman, and Jim Coats were also present.
The first item on the agenda was to focus on the plant and to verify the location. It will be built on Dogwood Terrace, in close proximity to the storage tanks. Two alternative sites were deemed too problematic. We also settled on increasing our production capacity from the current 67 gallons per minute (gpm) to 100 gpm. This increase will enable a build-out of 290 connections versus our current ceiling of 250 connections. We are building for the future as well as our present. Besides increasing our build-out capacity, the new system will provide us with more potable water in our reserves.
Much of our discussion dealt with piping and installation. Wilson offered scenarios in which old existing piping could be utilized with the new plant.  However, the existing piping is 60+ years old, and there is no way to ascertain its remaining useful life.  The new plant is projected to be in use for the next 50 years; it is advisable that we install new piping along with the new plant in order to match longevity.
The meeting culminated with a thorough walk-through of pertinent locations, beginning with the dam and raw water feed to the plant.  We then examined the backwash waste areas.  From there we proceeded up the hill to establish the piping route and explore the building site for the plant itself. The electrical engineer evaluated each step of the process as to needs and visited the existing electrical bunker next to the water towers.
It was, in short, a detailed visit that provided the engineers with a concrete sense of what needs to be done and where.  The “how” of the equation is in their hands.

Voting Results-2023 Special Meeting of the Members

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The 2023 LISECC Special Meeting of the Members was held on May 21, 2023 at 9:30am. See the 2023 Special Meeting of the Members packet materials here.

VOTING RESULTS

The threshold to defeat proposed budgets and assessments is a high bar. RCW 64.90.525 states that unless a majority of the votes in the association reject the budget (or assessment), the budget and the assessments against the units are ratified. For the 2023 Special Meeting of the Members, there were 238 voting members; a majority required 120 votes to defeat the assessment.

One-Time Clubhouse Assessment

PASSED

Approve: 65| Disapprove 57

One-time assessment of $385 per lot to repair and restore the clubhouse foundation.

Reserve Study Tutorial with Reserve Consultants LLC

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On Monday, May 8, 2023 at 11:00AM, Reserve Consultants LLC, the reserve consulting firm engaged to help develop and advise on administration of the LISE reserve accounts delivered a one hour presentation to the board via Zoom, designed to provide an understanding of how the reserve accounts function and answer specific questions posed by the board in advance.

Their PowerPoint presentation slides , as will the recorded video of the Zoom meeting can be found here.

Special Meeting of the Membership (Audio)

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Notification: Special Meeting / Vote on Assessment May 21, 2023

LISE Members:

This letter is notification of an upcoming Special Meeting of the LISECC Membership to vote on a special assessment for funding the repair and renovation of the LISE Clubhouse foundation. The Special Meeting is scheduled for Sunday, May 21, 2023 at 9:30 a.m. Eligible members may vote via absentee ballot, in-person voting at the meeting or by assigning their proxy to another eligible voter. The meeting will be held in hybrid format, with Zoom available for those that cannot attend in person. Zoom attendees eligible to vote are requested to vote either by absentee ballot or by assigned proxy. There will be no voting or interaction through Zoom, it is intended for observation only. 

The Assessment

At the LISECC Board of Directors meeting on Sunday, April 23, the board voted to put the issue of an assessment for funding the repairs to the foundation of the LISE Clubhouse to a vote of the membership. While the initial funding is planned to be through withdrawal of funds from the reserve accounts, the assessment is a mechanism to restore the expended funds to the reserve accounts. This assessment is subject to a vote of the membership pursuant to Washington State RCW 64.90.525 that mandates in order to reject the proposed assessment, a majority of all eligible voters in the association must do so. All HOA’s in the state of Washington are subject to the same law regarding approvals/rejections of both operating budgets and special assessments.

The proposed assessment is for $170,112.00 and is assessed to each member lot within Lummi Island Scenic Estates, regardless of dues relief for bound lot status. The assessment can be paid in a lump sum of $385.00, in equal installments of $32.08 over 12 months or, by application to the business office, in equal installments of $16.04 over 24 months.

The full funding plan – LISE Clubhouse renovations

As we have been discussing for many months now, renovations to the LISE Clubhouse will cover three main issues: the foundation renovations, drainage improvements/culvert replacement, and bringing the decks surrounding the Clubhouse up to current building code requirements.

As proposed by the Board of Directors, the funding for the needed renovations and repairs to the LISE Clubhouse area would be split into two streams. The special assessment covers the funding for the foundation alterations required to ensure the continued safety of the Clubhouse. The drainage improvements/culvert replacement and the deck improvements would be funded through the LISE reserve accounts.

To be clear, the Clubhouse foundation repairs are being treated separately from the drainage/culvert renovations and bringing the deck up to current code standards. As stated earlier, the proposal acknowledges that initial funding of the three issues will be through dispersal of funds from LISE reserve accounts. The special assessment will be used for replenishment to the reserve accounts of the amount advanced for the foundation repairs over the length of the assessment. Maintaining adequate funding in our reserve accounts is a statutory responsibility of the Board of Directors.

This notification packet contains the special meeting agenda, the official ballot for absentee voting, and the proxy vote form required for assigning your vote to another member. Please read the instructions for both the absentee ballot and the proxy form. LISE Bylaw 4.3.3.1 on absentee balloting is also included.

On Meeting Day, Please Be Patient…

To protect the integrity of the process, this special meeting of the membership requires that all attendees check into the meeting beforehand. All attendees must be checked in, confirmed against the voting roles, the absentee ballots received and any proxies received at the business office. This all takes time, we are all volunteers, so please be patient. The goal is to make certain every eligible vote is accurately counted.

Votes will be counted subsequent to the meeting on Sunday, May 21, and the results announced at the regular board meeting to follow later in the afternoon.

Thanks for your participation.

Sincerely;

Your LISE Board of Directors
Jeff Smith, Secretary, LISECC

Additional details about the 2023 Special Meeting of the Members can be found here.

Community Forum to Discuss 2023 Proposed Assessment (Audio)

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The LISECC Board of Directors will be hosting a Community Forum to discuss the pros and cons of a special assessment for funding the upcoming renovation of the LISE Clubhouse foundation. The Forum is scheduled for Sunday, April 16 at 9:30 a.m. The forum will be held at the Clubhouse and via Zoom; login information is below.

At the LISECC Board of Directors’ meeting on Sunday, March 26, the board voted to propose an assessment for funding the repairs to the foundation of the Clubhouse. This assessment is subject to a vote of the membership pursuant to Washington State RCW 64.90.525 that requires a majority of all eligible voters to reject the proposed assessment.

The proposed assessment is for $170,112.00 and is assessed to each member lot within Lummi Island Scenic Estates. The assessment can be paid in a lump sum of $385.00, in equal installments of $32.08 over 12 months or, by application to the business office, in equal installments of $16.04 over 24 months.

The full funding plan

As we have been discussing for many months now, renovations to the LISE Clubhouse will cover three main issues: the foundation renovations, drainage improvements/culvert replacement, and bringing the decks surrounding the clubhouse up to current building code requirements.

As proposed by the Board of Directors, the funding for the needed renovations and repairs to the LISE Clubhouse area would be split into two streams. The special assessment covers the funding for the foundation alterations required to ensure the continued safety of the Clubhouse. The drainage improvements/culvert replacement and the deck improvements would be funded through the LISE reserve accounts.

To be clear, the Clubhouse foundation repairs are being treated separately from the drainage/culvert renovations and bringing the deck up to current code standards. The proposal acknowledges that initial funding of the three issues will be through dispersal of funds from LISE reserve accounts. The special assessment will be used for replenishment to the reserve accounts of the amount advanced for the foundation repairs over the length of the assessment. Maintaining adequate funding in our reserve accounts is a statutory responsibility of the Board of Directors.

We hope you’ll join us for a full and open discussion of all aspects of the proposed plan. The next step in the process is for a vote of the membership to either accept or reject the proposed assessment. That vote, tentatively scheduled for May 21, 2023, will be the subject of another notification together with the materials and information required for voting in person or by mail.

Thanks for your attention to this critical opportunity to learn about these issues and bring your opinion and vote to the issue.


Community Forum to Discuss 2023 Proposed Bylaw Amendments (Audio)

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The Board of Directors of Lummi Island Scenic Estates Community Club is in receipt of three proposals to amend the bylaws of our community.

In order to give the entire membership full opportunity to enter the discussion, the board held a community forum on Sunday, March 19, 2023, for discussion of the considerations both for and against the three proposed bylaw amendments. The text of the proposed amendments and audio recording of the forum can be found below along with the minutes from the forum.

2022 AGM Voting Results

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The LISECC Annual General Meeting was conducted with a Vote-By-Mail Election Process. See 2022 AGM materials and board candidate statements here.

VOTING RESULTS

There were 249 AGM packets mailed; 238 ballots distributed (11 members not in good standing did not receive ballots); 138 ballots returned; 136 ballots counted (2 returned ballots were without member identifying information and were not opened).

Board of Directors (for three open positions)

  • David Canterman: 99 votes (approved)

  • Jim Coats: 76 votes (approved)

  • Isaac Colgan: 69 votes

  • Robert Friedman: 36 votes

  • Lisa Machalski: 86 votes (approved)

The board met on Saturday, October 29, 2022 to elect and appoint officers:

  • President: Jim Coats

  • Vice-President: Jeff Smith

  • Secretary: Jeff Smith

  • Treasurer: Lisa Machalski

Committee Chairs:

  • Admin: David Canterman

  • Communications: Jeff Smith

  • Planning: Jeff Smith & Jim Coats

  • Finance: Lisa Machalski & Tim Robison

  • Operations & Water: Tim Robinson

  • Properties: David Canterman & Lisa Machalski

  • Clubhouse: Tim Robision

  • Marine: Jim Coats

  • Election: Jeff Smith

The threshold to defeat proposed budgets and assessments is a high bar. RCW 64.90.525 states that unless a majority of the votes in the association reject the budget (or assessment), the budget and the assessments against the units are ratified. For the 2022 AGM, there were 238 voting members; a majority required 120 votes to defeat the budget and the assessment.

One-Time Clubhouse Assessment

PASSED

Approve: 66| Disapprove 70

One-time assessment of $612 per lot to repair and restore the clubhouse foundation and deck structure and provide expanded drainage to the property.

2023 Budget and Dues

APPROVED

Approve: 82| Disapprove: 54

The proposed Budget will set dues at $866 per year, having a total income of $539,284 and expenses of $539,284. Dues do not include the existing DWSRF loan or water usage fees.

Audit of financial statements of the 2022 Fiscal Year

APPROVED

Approve: 87| Disapprove: 44

The board is recommending an audit of the 2022 fiscal year. The last audit was conducted in 2022 for the 2021 fiscal year.

Community Forum to Discuss 2022 AGM Ballot Measures (Audio)

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In light of the discussions and statements being made surrounding two of the voting issues for this year’s AGM, the LISECC board hosted a community forum on October 14, 2022. Membership was invited to bring their questions regarding the 2023 budget, the associated increase in membership dues, and the rationale for the special assessment to repair and renovate the LISE clubhouse.

Community Forum to Discuss 2022 AGM Ballot Measures

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In light of the discussions and statements being made surrounding two of the voting issues for this year’s AGM, the LISECC board has planned a community forum for Friday, October 14 at 7:30 p.m. Membership is welcome to bring their questions regarding the 2023 budget, the associated increase in membership dues, and the rationale for the special assessment to repair and renovate the LISE clubhouse.

These are critical issues and there seems to be some misunderstanding of the rationale behind the board’s decision to bring these to the ballot for the AGM. This is not a candidate forum – it is an opportunity to have your questions answered in the most direct way possible – person to person.

The vote to approve or disapprove both the proposed budget and the Clubhouse assessment will be conducted in full conformance with WUCIOA Section RCW 64.90.525.

As in the last forum, speaking time will be limited and those limitations strictly adhered to. The forum rules will be presented up front. The forum will be held via Zoom, login information is below and will be available on the LISECC website before the meeting’s scheduled date/time.

Topic: LISE Community Forum
Time: Oct 14, 2022 07:30 PM Pacific Time (US and Canada)

Join Zoom Meeting
https://us02web.zoom.us/j/85968466662?pwd=Mkw1ZmJiU3ZGUncweWNTRTE3OTFIdz09
Or Join by phone:
253 215 8782 US
Meeting ID: 859 6846 6662
Passcode: 885574

We welcome all members participation and hope to answer all questions concerning these critical issues.

2022 Community Forum and Survey on the Question of Feeding Deer & Racoons

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A community forum was held on Tuesday, August 9, 2022. Led by Board President, Ben Twigg, and Treasurer, William Enoch, the forum was attended by 25 members. The conversation was civil and respectful with 6 members sharing their thoughts on the issue.

In addition to the community forum, a survey was mailed to all LISECC members in order to ascertain community attitude toward the prohibition of feeding deer and raccoons.

SURVEY RESULTS

As of 8/23/22, we have received 97 responses. This is the highest turnout of responses seen in several years on any issue, including voting for the AGMs over the past several years.

Here’s how the survey responses tallied:

Question 1) Should the feeding of deer and raccoons be prohibited in Scenic Estates?

  • 1A. Yes- 66 votes

  • 1B. No- 33 votes

  • 1C. Undecided- 4 votes

Question 2) Enforcement Mechanism

  • 2A. Reminder/Education Materials- 57 votes

  • 2B. Financial Penalty- 37 votes

  • 2C. Other- 11 votes

Comments

The board decided to give members the opportunity to add comments to their responses. The comments ranged from long and thoughtful (a couple) to short and snarky (a few). Here’s a tally of the comments added to the responses by broad category (arbitrary categories based on the trend of the comments reviewed).

As of 8/23/2022, we’ve had 97 total responses. Of these, only 43 had any form of comment included. The numbers below don’t total up to the total number of comments since the snarkiest or least coherent of the comments submitted were not included.

  • Discourage feeding, but unenforceable. Keep wild animals wild.-25

  • Different species-different problems (deer vs. racoon issue)- 5

  • Not a problem that the board needs to address- 9

2021 AGM Voting Results

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The LISECC Annual General Meeting was conducted with a Vote-By-Mail Election Process in accordance with current Covid-19 precautions. See 2021 AGM materials and board candidate statements here.

VOTING RESULTS

Board of Directors (for two open positions)

  • Steven Brown: 38 votes

  • Scott Elliott: 20 votes

  • Timothy Robinson: 53 votes (approved)

  • Jeff Smith: 69 votes (approved)

The board met on Saturday, October 30 to elect and appoint officers:

  • President: Ben Twigg

  • Vice-President: Jim Coats

  • Secretary: Jeff Smith

  • Treasurer: William Enoch

Committee Chairs:

  • Admin: Jim Coats

  • Communications & Planning: Jeff Smith

  • Finance: William Enoch

  • Operations & Water: Timothy Robinson

2021 DWSRF Loan

APPROVED

Approve: 92 | Disapprove 2

Drinking Water State Revolving Fund (DWSRF) loan for the pre-construction phase of the LISECC water treatment plant replacement.

2022 Budget and Dues

APPROVED

Approve: 91 | Disapprove: 3

The proposed Budget will set dues at $660 per year, having a total income of $469,938 and expenses of $420,088. Dues do not include the existing DWSRF loan, RTS, and water usage fees.

Audit of financial statements of the 2021 Fiscal Year

DISAPPROVE

Approve: 8 | Disapprove: 81

The board is not recommending an audit of the 2021 fiscal year. The last audit was finalized in August 2021 for the 2020 fiscal year.