Minutes September 23, 2023

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Board of Directors’ Meeting

Call to Order: Jim called the hybrid meeting to order at 4:00pm at the Scenic Estates Clubhouse.

  • Board Members Present: Jim Coats, Jeff Smith, Tim Robison, & David Canterman

  • Board members absent: Lisa Machalski

  • Staff Present: Allison Cash

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-August 20, 2023

  • August 2023 Financial Reports

  • Staff Operations Report

  • Wilson Progress Report August 2023

Tim motioned to approve the Consent Agenda and the August 20, 2023 Board of Directors’ Meeting Minutes. Jeff seconded. All in favor.

New Business:

  • Announcement of AGM Voting Results (BOD Members, Budget, Audit)

    • Tim Robison & Jeff Smith were elected to the board.

    • The 2024 Budget was approved.

    • The audit of the 2023 fiscal year to be performed in 2024 was approved.

  • Election of Officers

    • Voting was done by secret ballot.

      • Jim Coats was elected President.

      • Lisa Machalski was elected Treasurer.

      • Jeff Smith was elected Secretary.

  • Assignment of Committee Chairs

    • Jeff Smith was appointed Election Committee Chair & Communications Committee Chair.

    • Tim Robison was appointed Operations and Water Committee Chair.

    • David Canterman was appointed Administration Committee Chair.

    • Jim Coats was appointed Marine Committee Chair.

Member Communication:

  • 40040-Leak Forgiveness Request-Tim motioned to approve the one-time leak forgiveness request with the member being charged the Tier 1 rate for the month of the leak. David seconded. All in favor.

  • 100013 & 100014-Application for Dues Relief-Tim motioned to approve the request for dues relief pending a visual inspection of the property by the Operations Manager. Jeff seconded. All in favor.

 Board Reports

  • President

    • USDA Loan Meeting Synopsis-Jim summarized the meeting that was attended by Wilson Engineering, USDA representatives, Jim, and Allison. Highlights of the meeting include:

      • The Resident Inspector must be independent of the contractor and present full-time on the jobsite at least when laying pipe. Surface inspections can potentially be performed less frequently with fewer supervision hours.

      • We must get a loan from a commercial lender. The USDA loan will pay off the loan upon completion of the water treatment plant project.

      • We have 10 years to establish a Debt Service Reserve equal to one full annual payment.

      • Since we are under the mandate of a Formal Compliance Agreement, we will probably receive the poverty interest rate.

      • Once we have amassed a balance of $750,000 or more, we must have a single audit.

      • We need to create a formal agreement with an attorney to handle the legalities around the loan.

    • Nooksack Watershed Rights-Jim recapped the meeting that he and others attended regarding the recent announcement of adjudication of water rights within the Nooksack Watershed. He reiterated that LISECC holds 3 water rights certificates dating back to 1959, which should be sufficient to demonstrate our legal claim to water.

    • General Manager Report-No report.

  • VP/Secretary

    • Jeff offered congratulations to the new board members and committee chairs.

  • Finance-2024 Budget was accepted.

  • Operations/Water

    • Formal Approval of Water Treatment Plant Infrastructure-It is the Water Committee’s view that the 30% plan document provided by Wilson Engineering is the best path forward. They do not recommend any changes.

    • Discussion of updating Water Use Efficiency Plan.

  • Administration

    • David briefly reviewed the status of current foreclosures.

Old Business: None

Other Business:

  • Next Meeting: October 22, 2023 at 9:30 am

Adjournment: Tim motioned to adjourn the meeting at 5:09pm. Jeff seconded. All in favor.