Minutes May 17, 2020

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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.