Minutes January 20, 2019

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Board of Directors Meeting

Guest Forum: None

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

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

  • Board members absent: None

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

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

Changes to the Agenda:  None 

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

Member Communications:

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

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

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

Reports:

  • President:

    • Foreclosure Updates:

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

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

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

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  The intent is to target items that are superseded by County and State law and remove them from our governing documents, as well as to look for contradictions in the Bylaws, Policies and Rules and Regulations.

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

  • Administration:

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

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

  • Finance

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

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

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

  • Operations/Water:

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

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

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

  • Communications/Planning: No report

Old Business:

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

New Business: None

Other Business:

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

Adjournment: 11:48 am.

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