Minutes April 28, 2024

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BOARD OF DIRECTORS’ MEETING

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

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

  • Board members absent: None

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

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

Changes to the Agenda:

  • Add “Siren Controller Purchase” to Operations Report

Approval of Minutes and Consent Agenda:       

  • Board of Directors’ Meeting Minutes-March 23, 2024

  • March 2024 Financial Reports

  • Staff Operations Report

  • Wilson Progress Report March 2024

Tim acknowledged Nick’s hard work on the Operations Report and the additions he made to the report.

Tim motioned to approve the Consent Agenda and the March 23, 2024 BOD Meeting Minutes. Jeff seconded. All in favor.

Member Communications:

  • Randy Cousineau-Firewise Updates

    • Randy has tentatively accepted the position of Firewise Coordinator to LISE. After discussion with the Lummi Island Fire Department there are funds available for chipping this year, but it is for the entire island, not just Scenic Estates. Going forward, Randy would like to see buy in from the community with LISE budgeting some money along with member contributions. Tim motioned to allocate $1500 for the Firewise program, which is conditioned on asking for a donation from members who use the chipping service. Randy clarified that he believes there is money available this year for chipping, so money is not needed this year. Tim withdrew the motion.

  • Steve DuPont-Request for chipping event sponsored by LISE-Addressed by discussion with Randy Cousineau.

  • Carol McKinney-Presentation on behalf of the Social Committee

    • June 29th-Luau

      • Discussion of having a fire dancer perform at the luau. David motioned not to authorize a fire dancer for the luau. Leslie seconded. Tim voted in favor of allowing the fire dancer. Leslie, David, and Jeff voted against the fire dancer.

    • July 20th-Kevin Southworth’s retirement party

    • August BBQ at the Cabana

    • September-Paint & Sip at the Clubhouse

    • October-Murder Mystery Dinner

    • November 2nd-Movie Night

  • James Southard & Leslie Dempsey-Presentation from the Disaster Preparedness Committee

    • James and Leslie presented the work of the disaster preparedness committee using a power point presentation.

      • The committee emphasized that any emergency notification/alert is on a best effort basis. There can be no guarantee that the staff/board/volunteers will be able to implement the protocols in the event of an actual emergency.

      • Phase 1: Test Siren

      • Phase 2: Re-implement Siren

        • Implement Manual Siren Protocols

        • Mass Text Messaging

        • Communications

      • Phase 3: Continuous Improvement

    • The disaster preparedness committee asked for approval to implement Phase 2: Re-implement Siren. Tim motioned to approve the proposal presented by the disaster Preparedness Committee. Jeff seconded. All in favor.

    • Emergency Siren Controller Proposal

      • David motioned to approve payment of $4000 from Reserves to cover the siren and installation cost, the printed materials, and other expenses that the disaster preparedness committee has identified. Tim seconded. All in favor.

Jim called for a brief recess at 11:14 am. The meeting will reconvene at 11:24 am.

Jim reconvened the meeting at 11:22 am.

Board Reports:

  • Administration

    • David provided an update on the 4 remaining delinquent accounts that are currently in the process of foreclosure.

  • President

    • Water Rights Adjudication in the Nooksack Basin

      • Under WA water laws, those holding the oldest water rights have the priority. LISECC holds water rights certificates dating back to 1969.

      • LISECC will respond to the summons as the supplier; individuals within LISECC should not need to respond.

    • 60% Water Treatment Plant Plans were received last week from Wilson Engineering. The board has not had sufficient time to review the plans but intends to do so soon.

    • General Manager Report

      • Lien Warning Notices

        • Tim motioned to proceed with water shut off and lien filings per our policies, provided the members do not bring their accounts current. Leslie seconded. All in favor.

      • Policy 6, 14 & 20 Updates

        • Tim motioned to approve the changes to the policies as described by the General Manager. Leslie seconded. All in favor.

  • VP/Secretary: No report.

  • Finance

    • Reserve Transfers $212,796.19

      • Ram Construction Foundation Repair $177,008.90

      • Clubhouse Furnace Replacement $15,642.28

      • Clubhouse Electrical Upgrades $9,448.20

      • GeoTest $5,108.50

      • Kingworks Structural Engineers $892.50

      • Integrated Underwater Services $4,695.81(Storage Tank Cleaning)

Leslie motioned to transfer $212,796.19 from Reserves to cover the Clubhouse foundation repair and associated costs, the electrical upgrades and the storage tank cleaning. Tim seconded. All in favor.

  • Operations/Water

    • Water Quality Testing will be re-implemented beginning May 2024.

    • Reserve Study

      • Draft input form reviewed by Tim. If there are no significant changes, Allison will submit it to the reserve specialists.

    • Clark Circle Plan/Feasibility

      • We have received new engineering that can be used to get cost estimates for the project.

    • Sedimentation and Depth Contour Survey

      • This survey will give us updated information about how the reservoir is changing. Tim motioned to accept the proposal from AquaTechnex in the amount of $3,200 with funds coming from Reserves. Leslie seconded. All in favor.

    • Logitech Group Video Conference for Zoom

      • Tim provided information for the board’s consideration.

New Business: None

Old Business: None

Other Business:

  • Next Meeting: May 19, 2024 at 9:30 am

  • Tim motioned to enter Executive Session at 12:08 pm to discuss Employee Matters & Legal Matters. Jeff seconded. All in favor.

  • The board returned to regular session at 12:41 pm. Two motions were made during the Executive Session.

    • Tim motioned to adopt the proposed employee compensation package. Jeff seconded. All in favor.

    • Tim motioned to retain the office of Greg Thulin for foreclosure in the amount of $2500 with David as the contact person to work with the attorney. Leslie seconded. All in favor.

Adjournment: Tim motioned to adjourn the meeting at 12:42 pm. Jeff seconded. All in favor.