Minutes April 23, 2017

MINUTES OF THE BOARD OF DIRECTORS’ MEETING April 23, 2017

 Subject to approval and correction at the Board of Directors’ Meeting on May 21, 2017

MEMBER CONCERNS:      Member brought up the water rates and discussed charging per gallon but this would be too hard to budget.  We will look into this for the 2018 budget.  Also discussed if the new website could take online payments.  Discussed the majority of the members do not have email and the cost and privacy issue.                           

CALLED TO ORDER:  by Mark Sexton at 9:45 a.m.

Mark introduced Isaac Colgan as the new water operator in training.

PRESENT: Mark Sexton, Doug Cash, Leslie Dempsey, and Tim Slater

EXCUSED:  Gloria Maxwell

VOTING STATUS:  All board members present are in good standing.  Quorum

APPROVAL of MINUTES:  Leslie made a motion to approve the 3/19/17 BOD minutes subject to deleting use of the word adjournment to describe what happens when the board goes into executive session.  Tim seconded.  Passed. 

COMMUNICATIONS: None

COMMITTEE REPORTS

FINANCE:  Leslie stated we collected about 50% of the dues for the year.  Glenda will contact Julie to see if she can separate line items for the ready to serve fee and water usage.  We also need to start the process for the Reserve Consultants and the audit to have it ready for the AGM.

ADMINISTRATION:  None to report

COMMUNICATION AND PLANNING:  Gloria is absent

OPERATION:   Cash states the docks are going in May 1st and May 2nd due to tidal conditions.  The chart recorder for CL17 failed.  Tim made a motion to spend up to $1200.00 for a new chart recorder.  Cash seconded.  Passed.

Isaac is taking his test at the end of the month.  The Department of Health requires 12 months experience so we will apply for a waiver before John leaves.  Kevin is taking the cross connection control test at the end of the month.  Kevin’s phone is not working so Glenda will order him a new one and keep Cash informed. 

Unfinished Business: Leslie created the budget worksheet and will meet with John and Kevin to discuss the water expenses.  She will have it ready for the May meeting. 

Action items:  Tim discussed the proposed bylaw editing for section 4.4.1.2.  The members had voted in 2013 to change the number of board members from 7 to 5.  It was discussed the term would reduce from 3 to 2 but was never formalized.  Mark read Greg Thulin’s email stating it was the intent but the bylaws were not amended and would be best to treat the current board members as 2 year terms since that is what the members believe they were voting on when electing the current board members.  Tim will draft an amendment and send it to Greg Thulin. 

New items:  Leslie stated that we could not locate anything that formerly explained what the employee 401k contribution is for the budgeting.  Leslie made a motion to add the existing policy to the employee handbook that states Scenic Estates will match 3% of employee’s wages with the employee’s full contribution pending the accountant’s and lawyer’s approval for language adjustments.   This is not a new benefit but is capturing what has been in effect since about 2009-2010.  Cash seconded.  Passed.

Leslie stated the CD at People’s bank has approximately $32,000 and is up for renewal.  The current interest rate is 0.196 for 12 months.  She made a motion to renew the Peoples CD ending in 0807 for 36 months at 0.50 % .  Tim seconded.  Passed.

The accountant brought up the prepaid balance of over $30,000 that is setting in an trust account at the lawyer’s office.  In order to keep it separate and not roll into the reserves we will leave it in the escrow account. 

Member presented a payment plan on Saturday before the meeting to get his water turned on.  We will discuss it at the next board meeting after researching his accounts and past payment plans.

The next board meeting is scheduled for 21, 2017 at 9:30 a.m.

Leslie made a motion to go into executive session for about 15-20 minutes to discuss personal matters relating to employee reviews.  Cash seconded.  Passed.

The board went into executive session at 10:45 a.m. and came out of executive session at 11:18 without any action being taken by the board. 

Meeting Adjourned: 11:20 a.m.