Minutes September 17, 2022

Board of Directors’ Meeting

Call to Order: Jim called the meeting to order at 9:31 am via Zoom Video Conferencing.

• Board Members Present: Jim Coats, William Enoch, Tim Robison, Jeff Smith

• Board members absent: None

• Staff Present: Allison Cash, Kevin Southworth, Nick Kluge

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

Changes to the Agenda:  

• Add “2023 Budget Ratification” to President’s Report

• Remove “Restated and Amended Bylaws” from President’s Report and from AGM Ballot

• Add “Receipt and Approval of 2022 Reserve Study” to President’s Report

• Add “Whatcom County Fire Agency Radio System Generator Proposal” to Operations Report

• Remove Operations Report from Consent Agenda

Approval of Minutes and Consent Agenda:       

• Board of Directors’ Meeting Minutes –August 23, 2022 & Continuation of August 23, 2022 (August 25, 2022)

• August 2022 Financial Reports

  William motioned to approve the Consent Agenda and the August 23, 2022 & Continuation of August 23, 2022 (August 25, 2022) Board of Directors’ Meeting Minutes. Jeff seconded. All in favor.

Guest Forum:

• Brian Smith, from Wilson Engineering joined the meeting to discuss the final draft of the System Capacity Analysis. The primary change to the draft is that the approved number of connections has increased to 287.

Member Communications:

• David Canterman-Letter re: Clubhouse Septic & Lots for Sale-Allison confirmed that the Clubhouse septic does not need to be inspected again until 2024.

• Sharleen Peitsch-Tyerman re: Special Assessment

• Fran Goldman re: Water Mitigation on Jamison/Island Dr.

• Isaac Colgan addressed the board to encourage them to consider shoring up the seawall at the clubhouse.

Board Reports:

• President/Administration

  • Jim announced that LISE has hired a new part-time employee, Justin Swaen.

  • Receipt and Approval of 2022 Reserve Study Draft-Increases recommended annual contribution from $58,00 to $79,000. This change Impacts the previously approved draft 2023 budget. Tim motioned to accept the 2022 Draft Reserve Study. William seconded. All in favor.

  • 2023 budget has been revised to reflect the increased reserve contribution. William motioned to accept the revised budget as submitted. Tim seconded. All in favor.

  • Approve Ballot for AGM-Proposed restated bylaws will not appear on the 2022 AGM ballot. Newly ratified budget will appear on ballot. Tim motioned to approve the 2022 AGM ballot as proposed. William seconded. All in favor.

  • General Manager Report-Kevin has been out, so Nick and Justin have stepped up to fill in. However, as a result, there will be higher than expected employee expenses this month.

•  Finance

  • Reserve Transfer-Wilson Invoices 17153-Pilot Testing ($346.50) & 17159-System Capacity Analysis ($2201.00)-Tim motioned to transfer $2,547.50 from Reserves to pay the Wilson invoices. William seconded. All in favor.

  • Review & Approval of FY 2021 Draft Audit

    • FY2021 doubtful receivables is $44,000 and is based on invoices over 90 days old. May be helpful to adopt procedure to reduce the doubtful accounts by creating a journal entry twice a year. William proposed to accept the FY2021 audit and execute related items on the agenda as far as the Management Representation Letter and Letter to those of Governance.

  • Review & Authorization to sign Management Representation Letter

  • Review & Acknowledgement of Letter to those of Governance

    William motioned to accept the Draft Audit for 2021, to authorize the signature of the Management Representation Letter and acknowledge the Letter to Those of Governance. Tim seconded. William amended the motion to authorize the President, Treasurer, and Allison to sign the documents. Tim seconded. All in favor.

• Operations/Water

  • Aluminum Docks Safety Issue

    • At least 2 members have stepped through the gaps between the docks. In the spring, a plate will be added to the docks to cover the gap.

  • Whatcom County Fire Agency Radio System

    • LISE received a letter letting us know that the generator needs to be replaced and that they would like to relocate the generator to the opposite side of the container. They have also added that they might be able to provide auxiliary power to our equipment in the event of an outage. Allison and Kevin will coordinate with them to identify our needs.

  • Clubhouse Restoration Forum

    • Discussion of whether it would be beneficial to host a community forum to discuss the clubhouse restoration.

  • Clark Circle

    • Easements

      • One member has agreed to grant LISE an easement on Clark Circle. Tim is scheduled to meet with a second member to discuss an easement on his property.

    • Bid Authorization for Parcel Number 370124-013376-0000 Lummi Island Scenic Estates Div #6 Tract D

      • This is a tax parcel and is estimated to cost between $150-$550 to purchase. William moved to approve the purchase of parcel number 370124-013376-0000  on Clark Circle.  Jeff seconded. All in favor.

    • Survey Costs Authorization

      • Jepson estimate for construction staking on Clark Circle is $1950.

    • PSE Power Pole Relocation

      • Tim has been in touch with PSE to get this pole moved, but he does not have an estimate.

    • Baker Ranch Construction Authorization

      • Tom Kennedy has suggested that the board authorize a not to exceed amount for the project. He believes it would be a better way of managing the cost.

      William moved to approve expenditures not to exceed $10,000 for all of the activities required to get as far as submission of the permit for Clark Circle. Tim seconded. All in favor.

• Communications/Planning

  • Clarification that the 2022 AGM will be held via mail-in voting as it has been the last two years. The BOD meeting scheduled for October 29, 2022 will be the first meeting of the new board after the AGM.

New Business: None

Old Business: None

Other Business:

• Next Meeting: October 29, 2022 10:00 am

Meeting adjourned at 11:31am