Minutes January 5, 2020

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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.