Minutes March 26, 2023

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Board of Directors’ Meeting

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

  • Board Members Present: Jim Coats, Jeff Smith, Tim Robison, Lisa Machalski, & David Canterman (via Zoom)

  • Board members absent: None

  • Staff Present: Allison Cash, Kevin Southworth, Nick Kluge (joined meeting after Call to Order)

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

Changes to the Agenda: None

Approval of Minutes and Consent Agenda:    

  • Board of Directors’ Meeting Minutes –February 22, 2023 & March 6, 2023

  • Community Forum Minutes-March 19, 2023

  • February 2023 Financial Reports

  • Staff Operations Report

Lisa motioned to approve the Consent Agenda, the February 22, 2023 & March 6, 2023 Board of Directors’ Meeting Minutes, and the March 19, 2023 Community Forum Minutes. Tim seconded. All in favor.

Member Communications:

  • Jerry Crawford re: Dog Waste Bag Posts & Swimming Lake

  • Isaac Colgan- Presented his thoughts on funding Clark Circle

  • Carol McKinney-Sat. April 1 Island-wide Roadside Cleanup & Happy Hour at the Clubhouse 6-9 pm

Board Reports:

  • President

    • Bylaw Amendment Proposals-Doug Lilyroth and Isaac Colgan have withdrawn all three of their bylaw proposals. The first proposal conflicted with the Articles of Incorporation. The other two did not have enough community support to proceed.

    • Funding Clubhouse Foundation Repair-In order to maintain healthy reserve funds, the board proposed an assessment to pay for the clubhouse foundation repair and use reserve funds to pay for the deck and culvert. Lisa motioned to move forward with Ram Construction and determine the funding mechanism at the next meeting. Motion was not seconded.

    • Lisa motioned to move forward with Ram Construction and proposed an assessment for $385/lot payable over 1 or 2 years for the purpose of the Clubhouse foundation repair for a total of $170,112. Tim seconded. All in favor.

    • General Manager Report

      • Justin passed his Level 1 Operator in Training exam and will be fully qualified to run the treatment plant in August 2023.

  • VP/Communications/Planning/Secretary

    • Discuss/Schedule Special Meeting for Bylaw Amendment Proposals-Discussion no longer necessary with the proposals being withdrawn.

    • Discuss Process for the Assessment (Community Forum, Special Meeting, etc.)- Jeff will draft a letter to notify the membership of the Community Forum to discuss the assessment.

  • Finance

    • We have had a few CDs mature recently. They have been converted to cash in preparation for the clubhouse foundation repair.

  • Operations/Water

    • Clubhouse Permitting Progress-Shoreline Exemption Permit has been submitted. Once that is approved, we can move on to the building permit. Lisa motioned to move $2,000 from the Water Permits budget to pay for additional Clubhouse permits. Tim seconded. All in favor.

    • Clark Circle Engineering-Drainage issues have been identified.

    • Water Committee met recently with staff and discussed aspects of the new water treatment plant.

    • Received Wilson Progress Report for February 2023.

  • Administration

    • Update on Foreclosures

    • David motioned that we accept the offer from person F to accept a $5,000 lump sum followed by 12 monthly payments to bring his delinquent fees up to date. If he does not adhere to the terms of the payment agreement, then we immediately proceed with foreclosure. Lisa seconded. All in favor.

    • David motioned to move forward with the foreclosures for people A, C, D, H, J and advance $12,500 to the attorney for fees on these 5 foreclosures. Tim seconded. All in favor.

New Business: None

Old Business: None

Other Business:

  • Next Meeting: April 23, 2023 at 9:30am.

Adjournment: Lisa motioned to adjourn the meeting at 11:03am. Tim seconded. All in favor.