Minutes October 22, 2023

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Board of Directors’ Meeting

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

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

  • Board members absent: Lisa Machalski (submitted her resignation)

  • Staff Present: Allison Cash, Kevin Southworth, Nick Kluge (via Zoom)

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

Changes to the Agenda:

  • Add “Foreclosure Updates” to Administration Report

  • Add “Dog Bag Poles” to Operations Report

  • Add “Permitting Discussion” to Operations Report

  • Remove “Engineering Updates-Pump & Skids” from President’s Report

Approval of Minutes and Consent Agenda:    

  • 2023 DRAFT AGM Minutes

  • Board of Directors’ Meeting Minutes-September 23, 2023

  • September 2023 Financial Reports

  • Staff Operations Report

  • Wilson Progress Report September 2023

Tim motioned to approve the Consent Agenda, the 2023 DRAFT AGM Minutes, and the September 23, 2023 Board of Directors’ Meeting Minutes. Jeff seconded. All in favor.

Guest Forum:

  • LISE Disaster Preparedness Group (Leslie Dempsey, Laurie Hawkins & James Southard)-The group presented the materials they have created that address plans and procedures for Lummi Island Scenic Estates in the event of various disasters.

  • David motioned that the materials prepared by the group be added to the LISECC website homepage. Tim seconded. All in favor.

  • Jeff motioned to establish a Disaster Preparedness Committee composed of Leslie Dempsey, Laurie Hawkins & James Southard. Tim seconded. All in favor. The committee will regularly report to the Board on their progress, recommendations, and next steps.

Member Communications: None

Board Reports:

  • President

    • Jim thanked the Social Committee for the Octoberfest get together.

    • Treasurer Position-Lisa Machalski has moved off the island and submitted her resignation as Treasurer. David motioned that Leslie Dempsey be appointed to the board for the remainder of Lisa’s term. Tim seconded. All in favor.

    • Election of Vice-President & Treasurer

      • Voting was done by secret ballot.

        • Leslie Dempsey was elected Treasurer.

        • Jeff Smith was elected Vice President.

    • Twelve Lien warning notices were sent out on October 13, 2023. Tim motioned to file the liens scheduled for November 13, 2023 if members do not bring accounts current or request a payment plan.  David seconded. All in favor. Prior to filing liens, Allison will send out another letter to the members reminding them that action will be taken if accounts are not brought current.

    • General Manager Report

      • Reserve Transfer-Tim motioned to transfer $9,348.29 from Reserves for the first two invoices for the reservoir gangway. Leslie seconded. All in favor.

      • Water Use Efficiency Goals-Draft was submitted to the board for review. Public forum will be held at the November 2023 Board of Directors’ Meeting for water users to comment on the goals.

  • VP/Secretary

    • Jeff thanked the Disaster Preparedness Committee for their presentation.

  • Finance

    • Tim motioned to authorize Leslie Dempsey as a signer on all financial accounts and remove Lisa Machalski as signer. Jeff seconded. After discussion, Tim rescinded his motion.

    • Tim motioned that is the board’s policy that the signatories to any financial accounts always follow the President, Treasurer, and Secretary. Motion was not seconded.

    • Tim reinstated his previous motion to authorize Leslie Dempsey as a signer on all accounts and remove Lisa Machalski as a signer. Jeff seconded. All in favor.

  • Operations/Water

    • Operations

      • Whatcom County Tax Title Property-LISECC Division No. 6, Tract D- Tim motioned to complete the negotiated purchase from Whatcom County for Property ID 15126 for a price not to exceed $562.50. Leslie seconded. All in favor.

    • Clubhouse

      • Social Committee Television Proposal-Tim motioned to authorize $2,500 from Reserves to purchase a TV and mobile cart for the Clubhouse. Leslie seconded. During discussion, Tim amended the motion to state that the funds will NOT come from Reserves. All in favor.

      • Discussion about replacing the refrigerator in the Clubhouse. The Social Committee is going to seek donations for a new refrigerator.

      • Dog Bag Poles-Staff will get the remaining 4 poles installed by the next board meeting.

      • Pre-application for WDFW Hydraulic Permit Approval for Reservoir Gangway and Intake Pumps has been submitted. We also need a Critical Area Permit for the Reservoir Gangway.

  • Administration

    • Updates on Foreclosures:

      • The Summary Judgement that was awarded in September 2023 is being appealed. The appeal process will take 4-6 months before we can proceed with foreclosure.

    • A vacant lot on Scenic Ave. is going to be sold at the Whatcom County Tax Foreclosure Sale on November 21 for unpaid property taxes.

New Business: None

Old Business:

  • 100013 & 100014 Dues Relief Application-Dues relief was tentatively approved at BOD Meeting on 9/23/2023 pending visual inspection.  Visual inspection has been completed confirming property meets requirements for dues relief. Dues relief granted beginning January 1, 2024.

Other Business:

  • Next Meeting: November 19, 2023 at 9:30 am

Adjournment: Jeff motioned to adjourn the meeting at 11:33am. Tim seconded. All in favor.