Minutes August 20, 2023

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Board of Directors’ Meeting

Call to Order: Jim called the hybrid meeting to order at 9:31 am at the Scenic Estates Clubhouse.

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

  • Board members absent: None

  • Staff Present: Allison Cash, Kevin Southworth

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

Changes to the Agenda:

  • Add Request for Reduction of Amount Owed to Administration

Approval of Minutes and Consent Agenda:    

  • Board of Directors’ Meeting Minutes-July 30, 2023

  • July 2023 Financial Reports

  • Staff Operations Report

  • Wilson Progress Report July 2023

Tim motioned to approve the Consent Agenda and the July 30, 2023 Board of Directors’ Meeting Minutes. Jeff seconded. All in favor.

Jim discussed the Cedar Ave. water line break that occurred late Thursday night/early Friday morning and the resulting boil water notice. Staff worked late into the night Friday 8/18/23 to deliver boil water notices and Saturday 8/19/23 to deliver the recension.

Member Communications:

  • Grant Bowery wrote an email regarding the notifications surrounding the Boil Water Notice and Recension.

Board Reports

  • President

    • AGM Details-2023 AGM will be held on Saturday, September 23 at 10:00 am at the Clubhouse.

    • AGM Ballot- Tim motioned to approve the 2023 AGM packet as presented, as well as the slightly revised 2024 budget. Jeff seconded. All in favor.

    • General Manager Report

      • Pre-Application Meeting Packet for Water Treatment Plant-Tim motioned to approve the pre-application meeting packet as presented by Wilson Engineering with the understanding that Wilson Engineering will be having a pre-application meeting with Whatcom County and with the understanding that this does not commit us to a specific configuration on the new water treatment plant. Jeff seconded. All in favor.

      • USDA-RD representative meeting tentatively scheduled for next week.

  • VP/Secretary

    • If members did not receive the important boil order notices via the e-newsletter, it is vital that they opt in to receive future notices on the home page of the website.

  • Finance

    • 2024 Budget-Approved as part of motion for AGM packet.

  • Operations/Water

    • Reservoir gangway is necessary to ensure staff safety while taking water quality samples. We have gathered 3 bids for the gangway:

      • $14,309.16 (Evans Marine Solutions-plastic gangway & floats)

      • Not to exceed $27,000 + tax (Colonial Metal Works-Aluminum)

      • $ 42,000 (Mantle Industries-Aluminum)

    Lisa left the meeting at 10:23 am.

    • David motioned to accept the Colonial Metal Works bid not to exceed $27,000 + tax. Tim seconded. All in favor.

    • New Treatment Plant

      • Discussion of 2020 Formal Compliance Agreement with DOH.

      • The water committee had a virtual meeting with Wilson Engineering on August 10, 2023. The primary focus of the meeting was to discuss the 30% cost estimate. During the meeting, the committee asked Wilson verify with the DOH that they will require 2 skids in the new water treatment plant. Brian Smith provided an extensive email thread from 2021 between LISECC, Wilson and DOH confirming that 2 skids are required.

      • Cost Estimate Accuracy

    • Clubhouse Construction Schedule-Construction is estimated to begin in December 2023.

  • Administration

    • Update on Foreclosures

      • Request from member with delinquent account asking for a reduction in past dues, legal fees, etc. The property committee voted unanimously not to reduce the fees. Tim motioned not to accept anything other than full payment. Jeff seconded. All in favor.

Old Business: None

New Business: None

Other Business:

  • Next Meeting: AGM on September 23, 2023 at 10:00 am

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