Minutes January 30, 2022

Board of Directors’ Meeting

Board of Directors’ Meeting

Call to Order: Ben Twigg called the meeting to order at 9:30 am via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Ben Twigg, Jim Coats, William Enoch, Tim Robison

• Board members absent: None

• Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

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

Changes to the Agenda: None

Approval of Minutes and Consent Agenda:

• Minutes

  • Board of Directors’ Meeting –December 12, 2021

  • Board of Directors’ Meeting – December 30, 2021

  • Board of Directors’ Meeting – January 10, 2022

• Member Communications Received via Email

  • Acct 60024-Objection to Boat Towing Refund

  • Acct 100025-Urgent Reconsideration of Board Decision to Refund Towing Charges

  • Acct 100030/100031-Concurring with Email sent by 100025

  • Acct 30088- Urgent Reconsideration of Board Decision to Refund Towing Charges

  • Acct 30089-Advancement of Member Funds and Foreclosure on Delinquent Lots (2 Letters dated 12/14/21 & 1/6/22)

  • Accts 20032 & 20033-Dues Relief

  • Acct 30040-Board of Directors’ Meeting Notice

• Monthly financial reports

• Monthly operations report

William motioned to approve the Board of Directors’ Meeting Minutes from December 12, 2021, December 30, 2021, & January 10, 2022; approve the December 2021 monthly financial reports; and acknowledge the member communications and monthly Operations Report. Tim seconded. All in favor.

Member Communications:

• Carol McKinney expressed her concern about the amount of dog waste on the roadsides in Scenic Estates.  Carol agreed to put forth action items on ways to approach the issue.

• Martin Wilson expressed his concern about the recent number of Executive Sessions and transparency by the board.

• Charlene Wood addressed the board regarding transparency and her desire for the board to have more open conversations about issues concerning the membership.

Reports:

• President

  • Discussion of protocols for acknowledging the receipt of member communications.

    • As Secretary, Jeff will draft a standard response to acknowledge the receipt of a member communication and include a statement that the member communication will be added to the subsequent board meeting agenda.

    • Member communications will no longer be part of the consent agenda and will be discussed as part of the meeting.

    Tim motioned that member communications will be acknowledged as received and placed on the following meeting agenda for board consideration. William seconded. Jim noted that not all communications will warrant board discussion.  All in favor.

  • Discussion of board meeting protocols/communications and the use of Executive Sessions.

    William motioned to adopt the following expected protocols relative to meeting announcements and results:

    • Meetings are announced at the prior board meeting, on the white board at the entry to Scenic Estates, on the website, and in the newsletter.

    • When available, agendas will be posted on the website, at the clubhouse and in the newsletter. 

    • Approved minutes from prior board meetings are posted at the clubhouse and on the website.

    • Zoom audio recordings are made available on the website.

    Tim seconded.  All in favor.

  • Update on delinquent lots 20029 & 60007-A verbal agreement has been established with the owner of the lots to purchase the two lots for $500 total ($250/lot), rather than expending the cost of foreclosure.  A deed in lieu of foreclosure will be ready next week. 

  • General Manager & Operations Staff hirings-LISECC will be advertising for the hiring of both positions in the next week.

• Administration

  • Review of the revised job descriptions.  Changes to the documents are as follows:

    • Part time General Manager is non-exempt

    • Operations Manager-continue with detailed description that was previously established

    • Delete 5.8 Administrator and replace with 5.8 Project Manager

    • Delete 5.9 Bookkeeper and replace with 5.9 Office Manager

    • Change 5.10 to Operations Staff (new part-time position)

    • Renumber Employee Performance Standards and Policies and their subsections to 5.11.

    • Renumber Amendments and Adoptions and their subsections to 5.12

    Jim motioned that we accept the job descriptions as presented, insert them into Section 5 and renumber them as stated. William seconded. Ben issued a reminder that these descriptions can be changed after the new positions are hired, if necessary. Jim called to question. All in favor.

  • Discussion of hiring process for General Manager and Operations Staff

    • LISECC Personnel Policy Handbook requires that we must advertise new positions for 15 days.

    • Positions to be posted on Nextdoor, Craigslist, in the LISE Newsletter, and at the Islander.

    • Resume and Cover Letter should be electronically submitted to Jeff and/or Ben.

    • The full board will review applications and interview applicants during Executive Session(s) to protect the privacy of the applicants.

• Finance

  • Tim motioned to approve and adopt the Management and Client Representation Letter from the auditor.  Jim seconded. All in favor.

  • Reserve Transfer-Wilson Engineering Invoice 16616 $1279.50-Tim expressed concern that the Wilson Engineering invoices do not provide enough information about the work that is being done.  Tim motioned to transfer $1279.50 from Reserves for the Wilson Engineering Invoice 16616. William seconded. All in favor.

• Operations/Water

  • Tim recommended that we remove any language in our documents that indicates that the clubhouse can be rented by anyone other than a member.  The clubhouse is only for use by members and their guests.  Tim motioned that we do not rent the clubhouse to non-members and that any language indicating otherwise be removed from the Governing Documents. Jim seconded.  All in favor.

  • Isaac, Tim and Bill Taylor have a meeting scheduled on Monday to discuss the WWU reservoir water testing program.

• Communications/Planning

  • Jeff will compose a response letter to acknowledge member communications and submit it to the board for review.

Old Business: None

New Business: None

Other Business:

• Next BOD Meeting: February 27, 2022 at 9:30am

Adjournment: William motioned to adjourn at 11:33pm.  Jim seconded. All in favor. Meeting adjourned at 11:33pm.

Click here to see a table of the action items to be completed by board members as of January 30, 2022.

Minutes January 10, 2022

Board of Directors’ Meeting

Call to Order: Ben Twigg called the meeting to order at 9:30 am via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Ben Twigg, Jim Coats, William Enoch, Tim Robison

• Board members absent: None

• Three Members are present (Isaac Colgan is recognized in his capacity as a member; he is also a LISE staff member.)

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

Changes to the Agenda: None

Announcements:

• Ben Twigg announced posting of a link to a meeting as necessary to continue the discussion in the event the session times out due to Zoom meeting limits.

Member Communications:

• Isaac Colgan is recognized for four minutes to present an opinion to the board concerning use of personal Zoom accounts for board meetings and purpose of closed Executive Sessions.

New Business:

• William motioned that the board move into Executive Session to discuss personnel issues and legal matters at 7:38pm.  Jim seconded. Motion carried by unanimous vote.

• Return to open session at 8:06pm.  Member attendees returned to meeting.  No formal action was taken during Executive Session. 

• William motioned that we post and fill a part-time General Manager position consistent with Section 5.6 of Rules and Regulations and with Sections 2 & 3 of the Personnel Policy Handbook. Jim seconded.  Motion carried by unanimous vote.

• Tim motioned that LISECC post the open position of Operations Staff, part time, consistent with Section 5.6 of Rules and Regulations and with Sections 2 & 3 of the Personnel Policy Handbook.  Jeff seconded.  Motion carried by unanimous vote.

Other Business:

• Next BOD Meeting: January 30, 2022 at 9:30am

Meeting adjourned at 8:11pm

Minutes December 30, 2021

Board of Directors’ Meeting

Call to Order: Ben Twigg called the meeting to order at 9:30 am via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Ben Twigg, Jim Coats, William Enoch, Tim Robison

• Board members absent: None

• Staff Present: Isaac Colgan

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

Changes to the Agenda: None

New Business:

• Ben made a statement to explain the unusual nature of the board meetings and the necessity of establishing an open meeting to allow moving to executive sessions. In the future, meeting notifications will contain more explanatory language that no formal business is expected to be discussed during open session unless indicated by published agenda items.

• Jim motioned that the board move into Executive Session to discuss personnel issues at 7:35pm.  William seconded. Motion carried by unanimous vote.

• First Zoom Executive Session ended due to time constraints on the account.  Returned to Open Session to conclude first portion of meeting at 8:09pm.

• Second Zoom Executive Session began at 8:13pm to resume previous discussion of personnel issues.

• Back in open session at 8:38pm.  No motions made during Executive Session.  Discussed upcoming personnel evaluations and issues concerning personnel. William moved to extend a 4% cost of living adjustment to all LISECC employees effective January 1, 2022.  Jim seconded.  Motion carried by unanimous vote.

Meeting adjourned at 8:40pm

Minutes December 12, 2021

Board of Directors’ Meeting

Call to Order: Ben Twigg called the meeting to order at 9:30 am via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Ben Twigg, Jim Coats, William Enoch, Tim Robison

• Board members absent: None

• Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

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

Changes to the Agenda:

• Add November 2021 financial reports to Consent Agenda

• Add ratification of the water rates to Finance Report

• Add report on DNR lease to Operations Report

Approval of Minutes and Consent Agenda:                                                  

• Ben introduced the consent agenda.  The consent agenda includes items for approval that the board is expected to have reviewed prior to the meeting and don’t require discussion. 

  • Board of Directors’ Meeting Minutes from November 21, 2021

  • Continuation Board of Directors’ Meeting Minutes from November 23, 2021

  • Member Communications received via email

  • November 2021 Financial Reports

  William motioned to approve the Consent Agenda. Tim seconded. All in favor.

Member Communications: None

Reports:

• President

  • Retreat Planning-Special board meeting to take place on Jan. 23, 2022.  The purpose of the meeting is for the board to spend 3-4 hours planning and prioritizing for 2022.

  • Committee Formation-To be discussed further at the board retreat. 

  • Door Installation Proposal-Tim motioned to accept the proposal from Nick Kluge for $760 to install doors at the maintenance shop and the water treatment plant. Jim seconded. All in favor.

  • LISECC received a request to monitor crab larvae at the dock using a light trap the size of a 5-gallon bucket.  The board approved the monitoring request.  Jim will respond to the inquiry and include a request that LISECC be made aware of the results of the study.

• Administration

  • Revision of LISECC Governing Documents

    • Rules and Regulations Sec. 5.4.3.3

    • Policy Statement 7 (C)

    Discussion of additional changes to the drafts.  Jim to present updated drafts at next meeting.

• Finance

  • Approval of the FY2020 Audit-William motioned to approve the draft audit for fiscal year 2020.  Jim seconded.  All in favor.

  • FY2021 Audit Engagement Letter-William motioned to approve the audit engagement letter for fiscal year 2021 subject to the auditor’s production of adjusting journal entries for the prior audit. Tim seconded.  All in favor.

  • Reserve Transfer- Water System Capacity Analysis Wilson Engineering Invoice 16529 $4,054.50-The board would like to see a more detailed narrative of work product from Wilson Engineering. William motioned to transfer $4,054.50 from Reserves for Wilson Invoice 16529. Jim seconded. All in favor.

  • Discussion of discrepancy in water rates between the board approved water rates and what was published. Jim motioned to ratify the rates that are currently published on the website with Tier 10 being $176 plus $12 per 1,000 gallons over 11,000 gallons. Tim seconded. All in favor.

• Operations/Water

  • Snow Plowing-Discussion of engaging an independent contractor to plow the critical areas of Scenic Estates. Tim motioned to engage Doug Cash as an independent contractor to plow the areas of LISECC as proposed on the map created by staff, subject to the response from our insurance carrier. Jim seconded. All in favor.

  • Clubhouse Update-LISECC has contracted with Coastal Geologic for $4,700.  This firm specifically looks at the dynamics of water and erosion. Coastal Geologic plans to be onsite December 15th or 20th with the purpose of looking at the underlying geology of the point on which the clubhouse rests and possible mitigations. The result of the visit will be a memo or report back to us.

  • DNR Lease-DNR is open to an expansion of the dock and ramp, but LISECC will need to work with several agencies in order to make any changes/repairs.

• Communications/Planning

  • Signers have been added/removed from WECU bank accounts.

Old Business: None

New Business:

• Discussion of the refund to owner of boat towed from the marina-William motioned to refund the owner of the boat the towing fee and leaving open the cost of impoundment.  Tim seconded. Discussion of the rule and procedure for towing boats. All in favor.

Other Business:

• Next BOD Meeting: January 30, 2022 at 9:30am

• William motioned to go into Executive Session to discuss legal and personnel matters at 11:19am. Jim seconded. All in favor. Back in session at 12:22pm. Discussed the status of two foreclosures in process at the LISE attorney’s office. Also discussed upcoming employee evaluations and the potential hiring of new part-time operations assistant. No motions or action taken during the Executive Session.

Meeting adjourned at 12:22pm

Click here to see a table of the action items to be completed by board members as of December 12, 2021.

Minutes November 21, 2021

Board of Directors’ Meeting

Call to Order: Ben Twigg called the meeting to order at 9:30 am via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Ben Twigg, Jim Coats, William Enoch, Tim Robison

• Board members absent: None

• Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

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

Changes to the Agenda:

• Remove “Approval of the Audit” from Finance Report

• Remove “Discussion of the refund to owner of towed boat” from New Business 

• Remove “Motion to remove Marine Notice Board” from New Business

• Add “Boil Water Advisory” to President’s Report

• Add “Island Dr. Road Conditions” to President’s Report

• Remove “Feeding Wildlife” from New Business

• Remove “Executive Session to discuss legal and personnel matters” from Other Business

• Add Leslie Dempsey to Member Communications

Approval of Minutes:                                                  

• William motioned to approve the Board of Directors’ Meeting Minutes from October 30, 2021. Tim seconded.  All in favor.

Member Communications:

• Leslie Dempsey reported that after speaking to WCPW Director, Jon Hutchings, the road repair at the site of the washout on Beach Ave. is a high priority for the county. The hope is that a temporary single lane road can be established at the end of Beach Ave. in the next several weeks. 

• 30091/30092-Letters to board re: Feeding Deer-Ben read the written communications aloud. The discussion was postponed until a subsequent board meeting.

Reports:

• President

  • Boil Water Advisory-Isaac reported that the extreme storm runoff has exceeded the ability of our treatment plant to filter safe drinking water.  At this time, we have 5 days of reserve supply water in tank 2, which means that we will run out of water by Thanksgiving Day.  If the water quality does not improve by this afternoon (11/21/2021), we need to plan to issue a boil water advisory notice (per the state) by tomorrow (11/22/2021).  Currently, water quality is improving significantly, which offers hope that we may not have to implement the boil water advisory.  However, a final decision must be made today.

  • The runoff coming down from 1257 Island Dr. near the intersection of Beach Ave. has undermined the road.  A sinkhole is imminent, and people are encouraged not to drive over that section of road. We have reached out to WCPW to make the repair a priority.

  • Ben presented the following suggestions to streamline BOD meetings and help the board maximize productivity:

    • Develop a consent agenda

    • Keep the BOD meetings to 1.5 hours

    • Reinvigorate committees to help the board be more efficient

    • Designate an extended session to identify and prioritize planning projects for 2022

• Administration

  • Jim presented a revised draft of article 5.4.5 related to Onsite Septic Systems and the Sanitary Control Area. William motioned to adopt article 5.4.5 as presented. Jeff seconded.  Jeff, Jim, and William voted in favor. Tim voted against the adoption. Motion passed.

• Finance

  • .Adoption of new water rates- Over the last several months, the board adopted the rationale that water users should pay the full cost of producing water, rather than just 45%.  It is estimated that the cost of water production for 2022 will be $150,000.  William presented several water rate structures for the board’s consideration. Due to the necessity of further discussion on water rates, the board decided to continue this meeting on Tues., November 23 at 7:30pm.

  • Resolution identifying new signers on bank -  Jeff Smith motioned that Benjamin Twigg and William Enoch be added as signers on all LISECC bank accounts, while also removing Douglas Cash as a signer.  William Enoch seconded.  All in favor.

  • Reserves Transfer- Tim motioned to transfer $9,520 from Reserves for the completed replacement of the pressure reducing valve by Ram Construction. Jim seconded.  All in favor.

• Operations/Water

  • Establishing Sanitary Control Area Boundaries & Watershed Protection-Tim presented the idea of reducing the boundaries of the SCA.  However, it is likely that the SCA will be reviewed during the engineering process for the new treatment plant.

  • .Abandoned Kayak Removal, Prohibition of Beach Storage, Kayak Rack-Discussion of installing kayak racks at the marina and changing the rules regarding storing kayaks on the beach.  Tim motioned that the existing kayaks are removed from the beach and stored near the boat trailer area.  Jim seconded.  All in Favor.

  • Discussion of the need for an evaluation of the clubhouse footings and foundation by an engineer.  William motioned to spend no more than $10,000 for an engineering consultation that would include a coastal engineer. Tim seconded. All in favor.

• Communications/Planning

  • Jeff suggested that we update and consolidate the contact list for our membership.

Old Business:

• Clark Circle Update-No new developments at this time.

New Business: None

Other Business:

• Next BOD Meeting: December 12, 2021 at 9:30am.

Meeting adjourned at 12:13pm until it can be continued on Tues. November 23, 2021 at 7:30pm.

Click here to see a table of the action items to be completed by board members as of November 21, 2021.

Minutes November 23, 2021

Board of Directors’ Meeting

Continuation of meeting from Sunday, November 21, 2021

Call to Order: Ben Twigg called the meeting to order at 7:30 pm via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Ben Twigg, Jim Coats, William Enoch, Tim Robison

• Board members absent: None

• Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

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

Continued Business:

• Continued Discussion of 2022 Water Rates-The board agreed philosophically that water users should pay the full cost of water production and delivery while all members should share equally in the costs of infrastructure. In recent years, dues significantly subsidized water production. The adopted water rate schedule is intended to generate revenue sufficient to pay the full cost of water production and delivery.

William presented this revised water rate schedule, and the board discussed the rates.

Jim motioned that we accept the water rates as presented. Tim seconded. All in favor. William motioned that the new rates go into effect on Jan. 1, 2022.  Tim seconded.  All in favor.

Meeting adjourned 8:15pm

Minutes October 30, 2021

Board of Directors’ Meeting

Call to Order: Ben Twigg called the meeting to order at 10:00 am via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Ben Twigg, Jim Coats, William Enoch, Tim Robison

• Board members absent: None

• Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

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

Changes to the Agenda:

• Move Reserve Transfer for Baker Mountain Ranch up on the agenda to follow the item “Tree Work”.

Approval of Minutes:                                                  

• William motioned to approve the Board of Directors’ Meeting Minutes from September 12, 2021.  Jim seconded.  All in favor.

• Jim motioned to approve the Board of Directors’ Meeting Minutes from October 14, 2021.  Jeff seconded.  All in favor.

New Business:

• AGM Voting Results:

  • 94 Mail-in Ballots Received. Quorum.

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

    • The 2021 DWSRF Pre-Construction Loan was approved.

    • The 2022 Budget was approved.

    • The audit of the 2021 fiscal year to be performed in 2022 was waived.

• Dock Repair-Estimate of $2,025 for dock repair due to damage during storm on September 17, 2021.

• Tree Work- Estimate of $2,826 from Keith Doran.  Tim motioned to approve the current estimate pending another outreach to Timber Tree Services.  Jim seconded.  All in favor. 

• Reserve Transfer- William motioned to transfer $1,887.90 from Reserves for Baker Mountain Ranch Invoice #1071. Tim seconded.  All in favor.

• Election of Officers:

  • The board members discussed positions they were interested in filling.

  • Voting was done by secret ballot.

    • Ben Twigg was elected President.

    • Jim Coats was elected Vice President.

    • William Enoch was elected Treasurer.

    • Jeff Smith was elected Secretary.

• Assignment of Committee Chairs:

  • Jim Coats was appointed Administration Chair.

  • Jeff Smith was appointed Communications Chair.

  • William Enoch was appointed Finance Chair.

  • Tim Robison was appointed Operations and Water Chair.

  • Jim Coats was appointed Marina Chair.

• DWSRF Loan- William motioned to accept the following Corporate Resolution to Borrow or Guarantee from the 2021 DWSRF loan document. 

  • BE IT RESOLVED that any 4 of the following named officers or employees of this Corporation, whose actual signatures are shown below

    Ben Twigg, President

    James Coats, Vice President

    Jeffrey Smith, Secretary

    William Enoch, Treasurer

    Acting for and on behalf of the Corporation and as its act and deed, be and they are hereby authorized and empowered:

    To borrow from the Lender, on such terms as may be agreed upon between the officers or employees and the Lender, such sum or sums of money as in their judgment should be borrowed, not exceeding, however, at any one time, the aggregate amount shown on the attached Declarations Page as $405,960.

    To execute and deliver to Lender the promissory note or notes of the Corporation, on Lender’s forms, at such rates of interest and on such terms as may be agreed upon, evidencing the sums of money so borrowed or any indebtedness of the Corporation to Lender, and also to execute and deliver to Lender any renewal or renewals of the notes, or any of them, or any part thereof.

    To mortgage, pledge, hypothecate, or otherwise encumber and deliver to Lender, as security for the payment of any loans so obtained, any promissory notes so executed, or any other or further indebtedness of the Corporation to Lender at any time owing, however, the same may be evidenced, any property belonging to the Corporation or in which the Corporation may have an interest, real, personal or mixed.  Such property may be encumbered, hypothecated, or pledged at addition to or in lieu of any property therefore mortgaged, hypothecated, encumbered, or pledged.  The provisions of these resolutions authorizing or relating to the pledge, hypothecation, granting of a security interest in, or otherwise in any way encumbering the assets of the Corporation shall include, without limitation, doing so in order to lend collateral support to indebtedness, now existing or later arising any of any nature whatsoever, of the above named Corporation to the above named Lender. The Corporation has considered the value to itself of lending collateral in support of such indebtedness, and the Corporation represents to the Lender that the Corporation is benefited by doing so.

    To execute and deliver to Lender the form of pledge agreement, security agreement, and financing statement which may be submitted by Lender, and which shall evidence the terms and conditions under and pursuant to which such pledges, or any of them are made; and also to execute and deliver to Lender any mortgages, deeds, trust indentures, or other instruments in writing, or any kind or nature, which may be necessary or proper in connection therewith, or pertaining thereto.

    To draw, endorse, and discount with Lender drafts, trade acceptances, promissory notes, or other evidences of indebtedness payable or belonging to the Corporation or in which the Corporation may have an interest, and either to receive cash for the same or to cause such proceeds to be credited to the account of the Corporation with Lender, or to cause such other disposition of the proceeds derived there from, as they may deem advisable.

    To do and perform such other acts and things and to execute and deliver such other documents as may in their discretion be deemed reasonably necessary or proper in order to carry into effect any of the provisions of these Resolutions.

    BE IT FURTHER RESOLVED that these Resolutions shall remain in full force and effect until written notice of the revocation thereof shall have been delivered to and received by Lender.  Any such notice shall not affect any agreements in effect or committed at the time notice is given.

    I further certify that the persons hereinabove named occupy the positions set opposite their respective names, that the foregoing Resolutions now stand of record on the books of the Corporation; that they are in full force and effect and have not been modified or revoked in any manner whatsoever.

    IN TESTIMONY WHEREOF, I have hereunto set my hand and affixed the seal of the Corporation the 30 Day of October, 2021.

    Secretary’s Signature:________________________________

    Print Name:_________________________________

Jim seconded the motion. William noted, the vote of the membership to approve this loan was required by the LISECC bylaws which state that any time indebtedness is secured by any asset of the Corporation, it requires the membership’s approval.  The membership approved this loan at the 2021 AGM.  The motion passed with unanimous approval from the Board of Directors. 

Member Communications:

• 30087-Outdoor feeding of animals.  The board acknowledged the communication but is reserving discussion for a subsequent board meeting.  Jim noted that Whatcom County discourages feeding wild animals but does not have a specific ordinance against it. 

Other Business:

• Next BOD Meeting: November 21, 2021 at 9:30am.

• Tim motioned go into Executive Session at 10:48am to discuss legal matters.  Jim seconded. All in favor.  The board returned to open session at 11:15am.  No motions were made or formal actions taken during Executive Session.  Jim motioned to authorize payment of not more than $5,000.00 for back taxes to protect our financial interests in the properties located at 1225 Jamison and 1139 Berry Way.  Tim seconded.  All in favor.

Adjournment: 11:20am

Minutes October 14, 2021

Board of Directors’ Meeting

Call to Order: Ben Twigg called the meeting to order at 7:30 pm via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Ben Twigg, Jim Coats, William Enoch

• Board members absent: None

• Staff Present: Isaac Colgan, Allison Cash

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

New Business:

• The board members introduced themselves and Ben explained the parameters of the Q & A session.

• The board opened the floor to members who wished to ask questions related to the items being considered on the 2021 AGM Ballot.

• Members’ questions and concerns were addressed by the board.

Other Business:

• Next BOD Meeting: October 30, 2021 at 10:00am

• The board went into Executive Session at 8:42 to discuss legal matters.  Back in session at 9:15pm.  No motions were made during Executive Session.  The board reaffirmed its 9/12/21 motion regarding 1225 Jamison St. and 1139 Berry Way. 

Adjournment: 9:17pm

Minutes September 12, 2021

Board of Directors’ Meeting

Call to Order: Ben Twigg called the meeting to order at 9:30 am via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Ben Twigg, Jim Coats, William Enoch

• Board members absent: None

• Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

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

Changes to the Agenda:

• Add Board Officers under Vice-President’s Report

• Add 2022 Budget Plan under Finance Report

• Add AGM (date/format/packet) under Old Business

• Add Executive Session to discuss legal matter

Approval of Minutes: 

• William motioned to approve the Board of Directors’ Meeting Minutes from August 15, 2021. Jeff seconded.  Passed.

• William motioned to approve the Board of Directors’ Meeting Minutes from August 19, 2021. Jeff seconded.  Passed.

Member Communications: None

Reports:

• Vice-President:

  • Jeff motioned to accept Doug Cash’s resignation following the end of his two-year term.  William seconded.  Passed.  (See attached letter.)  The board thanked Doug for his 9 years of service and expressed appreciation for his dedication to the community.

  • Ben Twigg will continue as Acting President until the 2021 AGM when new officers are elected.

  • Drinking Water Pre-Construction Loan- Jim motioned that the amount stated in the Pre-Construction Loan Application of $405,960 is accurate and the board recognizes it as so.  William seconded.  Passed.

• Finance:

  • 2022 Budget-Ben stated that he expects to have a draft for board approval by next week.

• Operations/Water:

  • Dock removal scheduled for October 11, 2021.

• Communications/Planning:

  • No report.

• Administration:

  • Codified Penalties-Discussion of rule enforcement and levying fines or penalties as a means of disciplinary action.  Possibly add advisory questions for the membership to weigh in on at the AGM.

  • Septic Systems-Review of draft of new article 5.4.5-Onsite Septic Systems.  Jim to revise and resubmit to the board.

Old Business:

• Clark Circle Proposal from Freeland Engineering-We have received the drawing from Freeland Engineering.  It has been sent to Tom Kennedy for initial cost estimates.

• AGM (Date/format/packet)-2021 AGM voting will be conducted by mail in ballot due to Covid-19 precautions.  Ballots and AGM materials are scheduled to be mailed to the membership by Oct. 1 and must be returned on or before Oct. 22, 2021.  Voting results will be announced at the BOD meeting on October 30 at 10am.

New Business: None

Other Business:

• Next BOD Meeting: October 30, 2021 at 10:00am

• The board went into Executive session at 11:23am to discuss legal matters.  Back in session at 11:54am.  No formal action was taken during Executive Session.  William motioned that to protect the Lummi Island Scenic Estates Community Club financial interests regarding the two parcels that are currently under tax foreclosure, the board has decided to direct its attorney to proceed with whatever actions are required to either foreclose the property and avoid the tax sale or negotiate with the current owner for relief of the lien in exchange for the deed to the parcels.  The motion was amended to add the addresses of the parcels: 1225 Jamison St.  and 1139 Berry Way.  Jim seconded.  Passed.

Adjournment: 11:57am

Click here to see a table of the action items to be completed by board members as of September 12, 2021.

From: Doug Cash 
Date: Sun, Aug 15, 2021 at 6:21 PM
Subject: Letter of resignation.
To: LISE BOARD <board@lisecc.com>

Dear Fellow Board Members,

I am submitting my letter of resignation. It has been a fulfilling endeavor, being able to serve my community for 9 years, 3 of which were as president. I did my best to make sound decisions and to use good judgement. I do admit there were some errors in both of those categories through the years, for without which, I could not have learned to better myself. I've had the pleasure of serving with a number of different boards over the years. I'm happy and grateful to say that this board has been the best. Thank you for your continued service to this community. Please know that I'm a phone call or email away, I just might not answer as fast as I have in the past. 

Sincerely,

your friend and "Ex"- board member.

Doug Cash

Minutes August 19, 2021

Board of Directors’ Meeting

Call to Order: Ben Twigg called the meeting to order at 8:00 pm via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Ben Twigg, William Enoch

• Board members absent: Jim Coats

• Staff Present: Isaac Colgan (at start of open session only)

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

Other Business:

• The board went into Executive Session at 8:10 pm to discuss legal matters.  Back in session at 8:30 pm.  No motions were made during Executive Session.

Adjournment: Meeting adjourned at 8:35pm.

Minutes August 15, 2021

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 3:00 pm via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Doug Cash, Ben Twigg, Jim Coats, William Enoch

• Board members absent: None

• Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

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

Changes to the Agenda:

• Add discussion about a member’s leak to Member Communications

• Add discussion about a follow up letter to 30056 to President’s Report

• Add discussion about signage at the Marina to Administration’s Report

• Move revised leak forgiveness clauses to Administration’s Report

Approval of Minutes: 

• William motioned to approve the Board of Directors’ Meeting Minutes from July 18, 2021. Jim seconded.  Passed.

Member Communication:

• 40060-Member has a leak on his side of the meter that is difficult to access.  The member would like to abandon his current water service and trench in a new water service, at the member’s expense. 

Reports:

• President:

  • Whatcom County Fire Agency Radio System-There is a new Assistant Chief of South Whatcom Fire Authority and he reached out to the board to clarify the terms of an existing agreement between FARS and LISECC. 

  • Discussion about follow up to letter sent to acct 30056 re: policy that puppies must be removed by 8 weeks of age. 

• Finance:

  • As per our July financial statements, on a cash basis, we are at 60% of the annual budgeted expenses.

  • The last information we received about the loan application indicates we should have final documentation by the end of August.  This means we could conduct the vote on the loan at the AGM in October, rather than having to hold a special meeting.

• Operations/Water:

  • We do not yet have the results of the Department of Ecology dam inspection.

  • Our turbidity levels are excellent.

  • We are still encouraging members to conserve water as reservoir levels are still lower than average.

• Communications/Planning:

  • No report.

• Administration:

  • Jim suggests that we post a sign at the marina indicating that boats without a decal will be towed if they are left at the dock for an extended period.  The boat committee will convene and discuss how to proceed in the future.

  • Leak Forgiveness Clauses-Jim resubmitted his draft of the leak forgiveness clauses. 

    • 5.4.3.2-All components of the water system located after the meter are considered the property and responsibility of the member.  Any faults in this section that result in wasted water must be repaired in a timely manner at the member’s expense.  The LISECC staff assess for leaks on a weekly basis and immediately report any anomalies to the member.   The member is responsible for the full quantity of water reflected in the water use assessment.   Failure to address a chronic leak could result in water being shut off or disconnected, along with the fees and assessments reflected in 5.4.3.1.  All shut-off and reconnection fees must be paid in full before water service is restored.

    • 5.4.3.2.1-If a member feels that significant contributory circumstances are present in a given situation, he or she may present these circumstances to the Board at a monthly Board of Directors’ Meeting.  At this time the member can request a one-time release from the extra water usage charges associated with a major leak.  The Board will consider the circumstances as presented and render a decision no later than the following Board meeting.   The member remains responsible for fixing the leak regardless of the Board’s decision.   It must be underscored that any release from fiscal responsibility will be a one-time exception, not to be repeated at a later time.  The Board considers these appeals on a case-by-case basis and in no way guarantees a release from debt.     

    Jim moved we accept the changes as proposed.  Ben seconded.  Passed.

  • Sanitary Control Area- Whatcom County and Washington state agencies do not enforce the rules we establish to protect the Sanitary Control Area.  As a result, we must state our rules very clearly and enforce them ourselves.  One possibility is to record a restrictive covenant against the lots in the Sanitary Control Area.  We could also add a section to Rules and Regulations regarding the Sanitary Control Area.  Discussion tabled until further research can be conducted.

Old Business:

• Lien Procedures-At this time, no recommendation for the board. 

• Clark Circle Proposal from Freeland Engineering-Proposal is not ready yet.

New Business:

• Doug Cash resigned from the board effective at the end of the August 15, 2021 Board of Directors’ Meeting.

Other Business:

• The board went into Executive Session at 4:11pm to discuss legal matters.  Back in session at 4:35 pm.  In recognition that there are 2 lots scheduled to be auctioned due to back taxes, in order to protect the interests of LISE, William motioned that LISE make payments not to exceed $3000.00 per lot to cover the back taxes, pending a discussion with the attorney.  Ben seconded.  Passed. 

• Next BOD Meeting: September 12, 2021 at 9:30am

Adjournment: Meeting to be continued on Thursday, August 19 at 8pm via Zoom

Click here to see a table of the action items to be completed by board members as of August 15, 2021.

Minutes July 18, 2021

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:30am via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Doug Cash, Ben Twigg, Jim Coats, William Enoch

• Board members absent: None

• Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

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

Changes to the Agenda:

• Add Executive Session for Legal Matters

• Proposal from Freeland Engineering postponed to next BOD meeting

Approval of Minutes: 

• Ben motioned to approve the Board of Directors’ Meeting Minutes from June 27, 2021. Jim seconded.  Passed.

Member Communication:

• Mark Davis-Water Treatment Plant Offer of Assistance.  Mark is a retired chemical engineer with expertise in water treatment and wastewater treatment plant design.  Mark has offered to review any documents and offer feedback regarding the new water treatment plant, free of charge.

• Debbie Pawlak-Expressed her desire to see a clean-up effort in Scenic Estates; has concerns about non-members using the lake; and would like to see guest boating passes eliminated to preserve space at the dock for members.  The board encouraged Debbie to form a committee to come up with a plan to implement some of her ideas.

• David Canterman-Would like to explore the idea of LISECC purchasing more sophisticated equipment to assist in leak detection.  David also offered his expertise as a former CFO of a private mortgage company and volunteered to help with expediting the process of foreclosures.

• Meredith Moench-Seeking update on where LISECC is on collecting past delinquencies.  Would like to see delinquent accounts collected before proceeding with new water treatment plant.

• Leslie Dempsey-The LIFD Disaster Preparedness Division has purchased evacuation signs for Scenic Estates.  However, before signs can be placed, LISECC needs to update their evacuation plans.  The LIFD Disaster Preparedness Division is willing to support LISECC in updating their plans.

Reports:

• President:

  • No report.

• Finance:

  • We have received a draft of the 2021 Reserve Study.  The Reserve Study includes a designation that LISECC is at a high risk of special assessment for the replacement of the water treatment plant.  However, it is important to note that we anticipate funding the new treatment plant with a low interest loan, which would negate the need for a special assessment.

  • We should assume the 60-day window for the loan will start soon and should make a membership vote on the loan a priority. 

• Operations/Water:

  • Office of Drinking Water PFAS Sampling-Some water agencies may be able to get free testing for PFAS.  Isaac to follow up with ODW.

  • Clark Circle Proposal from Freeland Engineering-LISECC has not received the proposal from Freeland Engineering yet. 

  • Estimate from Ram Construction for PRV replacement.  William motioned to approve the upcoming proposal from Ram Construction for PRV replacement in an amount not to exceed $14,000.  Ben seconded.  Passed.

  • Water Loss & Reservoir Level-Staff found a major leak on Mt. Vista Dr. and repaired it.  Staff is recommending we continue with conserve status until we can confirm our reservoir level will be sufficient for the rest of the summer. 

  • May need to begin the discussion of hiring additional staff, at least part-time, to ease the workload of current staff.

• Communications/Planning:

  • No report.

• Administration:

  • 4.2.1.5 gives us the ability to levy fines, but the bylaws do not specify how we establish the amount of the fine.

  • Discussion of Draft Leak Forgiveness Clauses (5.4.3.2.1 & 5.4.3.2.2).  Jim to revise and resubmit to the board.

Old Business:

• Discussion of scheduling vote for new DWSRF loan.  Election by mail to take place in 4-6 weeks.

New Business:

• Clubhouse is now open to the membership and can be accessed using the keypad on the door.  Members can call the office for the code.

Other Business:

• The board went into Executive Session at 10:59am for approximately 15 minutes to discuss legal matters.  Back in session at 11:12am.  No motions were made during the Executive Session.  The only action to be taken is to submit a communication to the attorney about foreclosure.

• Next BOD Meeting: August 15, 2021 at 9:30am at the Clubhouse.

Adjournment: 11:14 am

Click here to see a table of the action items to be completed by board members as of July 18, 2021.

Minutes June 27, 2021

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:30am via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Doug Cash, Ben Twigg, Jim Coats, William Enoch

• Board members absent: None

• Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

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

Changes to the Agenda:

• Add Resuming In-Person Board Meetings to President’s Report

• Add Clark Circle Update to President’s Report

Approval of Minutes: 

• William motioned to approve the Board of Directors’ Meeting Minutes from May 16, 2021 with the amendment that the Dates of Assignment for action items should read 5/16/2021, not 5/18/2021. Jim seconded.  Passed.

Member Communication:

• Acct. 30088-Welcome Wagon Ideas.  As a representative of the Social Committee, Carol McKinney would like to establish a Welcome Wagon for new members to introduce them to the resources, amenities, and organizations on Lummi Island.  She could possibly write something to be included in the LISECC Welcome Letter that is sent to new owners.

• Acct. 20008-Lien-The member is Canadian and did not receive the Lien Warning Notice until June 1, 2021 (confirmed by USPS tracking) after the lien had been placed. Ben motioned to absorb the lien filing/release charges and once the outstanding dues are paid in full, release the current lien.  However, LISECC would require the member to pay the cost of the expired 2012 lien release fee.  William seconded. Passed.

• Acct. 70039-Lien-Discussion of lien policies and fees associated with liens.  The board would encourage the members to attend the July board meeting for further discussion.  The issue of forgiving the lien filing/release charges will be discussed at the July board meeting.

• Acct. 30039-Dog and Code Enforcement.  Member expressed his frustration that the bylaws and policies are not being followed.  The board encouraged the member to continue to contact the Humane Society and the sheriff for noise violations.  Discussion of imposing fines for policy violations. 

• Acct. 70008-Generator-The generator is provided by Whatcom County Emergency Management and tied in with LIFD for emergency communications.  

Reports:

• President:

  • Discussion of opening LISECC facilities.  Staff is directed to open the cabana on 6/27/2021, but the clubhouse is to remain closed until further notice due to an ongoing water main repair.

  • Update on Clark Circle-The Fire Marshall will not require that Clark Circle be widened but will require owners to install a commercial grade sprinkler system in the home.  Additionally, the engineer, Tony Freelander, will design a turnaround at the top of Clark Circle for the board’s approval. 

  • Discussion of Doug’s upcoming surgery and the implications for the board.

  • Ben motioned to postpone the 2021 AGM to October with an exact date to be determined via email.  Jim seconded.  Passed.

  • The clubhouse reopening will determine when the board can resume in-person meetings. 

• Finance:

  • William motioned to transfer $5,750.50 from Reserves for the LT Excavation Invoice #360.  Jim seconded.  Passed.

  • 2022 budget has been started.  Members are likely to see a dues decrease, but increased water fees in order to shift the cost of water production to water users.

• Operations/Water:

  • We have received a proposed contract from Wilson Engineering that changes the direction from pilot plant testing to water testing.  William motioned to move forward with the amendment to the Wilson Engineering Contract. Ben seconded.  Passed.

  • WWU Vertical Profiling Agreement-WWU can offer a higher resolution for some of the laboratory testing services that we need for our water samples.  However, we would still need to use another lab for the testing of non-organics.  It is estimated that the total cost will be the same or less than what we are currently paying.

  • SolarBee Lake Mixing Equipment-Cost prohibitive system that does not necessarily offer a solution to our water treatment challenges.

• Communications/Planning:

  • Jeff will draft a newsletter to let members know that the AGM has been moved to October and that the facilities will be reopening.

• Administration:

  • No report.

Old Business:

• Opening LISECC Facilities-Addressed under President’s Report.

New Business:

• Discussion of Lien Procedure-Small committee to review procedures.

• Scheduling of Membership Vote to Approve Assumption of new DWSRF Loan-Loan approval timeline determines when membership vote will take place.

Other Business:

• Next BOD Meeting: July 18, 2021 at 9:30.

Adjournment:11:43am

Click here to see a table of the action items to be completed by board members as of June 27, 2021.

Minutes May 16, 2021

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:31am via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Doug Cash, Ben Twigg, Jim Coats, William Enoch

• Board members absent: None

• Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

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

Changes to the Agenda:

• Add Insurance Renewal to Finance Report

• Finance Report to follow Operations Report

• Add Clubhouse Opening to President’s Report

Approval of Minutes: 

• Jim motioned to approve the Board of Directors’ Meeting Minutes from April 18, 2021. William seconded.  Passed.

Member Communication:

• William motioned to forgive Acct. 40027 everything but the $60 base rate for a water leak in March and April 2021 using their one-time leak forgiveness. Ben seconded. Passed.

• Leslie Dempsey presented a proposal from the Heritage Trust to split the cost of a survey ($2,500 each) to determine the corners for the Aiston Preserve and LISECC property.  At this point, a survey is not in the budget and the board is declining to pay for half of the survey.

Reports:

• President:

  • Discussion of re-opening the clubhouse by June 30th to fall in line with Governor Inslee’s plan to fully reopen the state.

• Operations/Water:

  • Amended Wilson Engineering Pilot Testing Contract-Discussion of whether it benefits LISECC to forego pilot testing and move directly toward replacing the existing treatment plant with a membrane surface water treatment plant.  The board is requesting that someone from the Department of Health attend the next meeting to answer their questions.

  • Preconstruction Loan & LISECC Status-Discussion of whether to delay the application of the preconstruction loan to 2022 or finalize the application in 2021.  To proceed with the loan in 2021, LISECC must call a special meeting and hold a membership vote on acceptance of the loan.

  • William motioned to accept the proposal from Baker Mountain Ranch and LT Excavating to replace the clubhouse water line for a total not to exceed $6,840.00.  Jim seconded. Passed.

  • Cross Connection Control Program-Discussion of adding the Cross Connection Control Program under Part 5-Rules and Regulations, which can be changed by a majority vote of the Board of Directors.  Jim motioned that the Cross Connection Control Program be added to Part 5-Rules and Regulations.  William seconded.  Passed.

  • Lake & Marina Signage- The board approved the signs and placement as proposed.

• Finance:

  • 2022 Dues/Fees-A committee was established to reevaluate current water rates and 2022 dues.  Going forward, the committee is looking at shifting the cost of water production to water fees, which would increase the average water bill. 

  • Insurance Renewal- Quote came in with 7% increase from last year.  William moved to accept the insurance quote. Jim seconded.  Passed.

• Communications/Planning:

  • No report.

• Administration:

  • No report.

Old Business: None

New Business:

• DWSRF Approval & AGM-Discussed during Operations Report

Other Business:

• Next BOD Meeting: June 27, 2021 at 9:30.

• Dock launch tentatively postponed to May 27th, 2021 due to weather conditions and tides.

Adjournment:11:39am

Click here to see a table of the action items to be completed by board members as of May 16, 2021.

Minutes April 18, 2021

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:30am via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Doug Cash, Ben Twigg, Jim Coats, William Enoch

• Board members absent: None

• Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

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

Changes to the Agenda:

• Add Trail Update-Member Communications

• Add Reserve transfer for turbidimeter-Finance Report

Approval of Minutes: 

• Ben proposed the following edit to the March 28, 2021 Minutes to add clarity re: the DWSRF Preconstruction Loan:

  • “This loan would have 0% interest and a 2% origination fee.  It would be repayable over up to 10 years, but we would plan to roll it and the existing DWSRF loan into a larger USDA loan, which would fund the construction of the new treatment plant.”

  William motioned to approve the Board of Directors’ Meeting Minutes as amended from March 28, 2021. Ben seconded.  Passed.

• Ben motioned to approve the Board of Directors’ Meeting Minutes from March 31, 2021. Jim seconded.  Passed.

Member Communication:

• National Firewise Day is Sat., May 1st.  Wildfire Prep Day Chipping Project is Mon., May 3rd.  It is notable that WA State DNR is interested in LISECC for a WUI (Wildland Urban Interface) in the westside of WA.  This year, King 5 may come out with a news crew on May 3 and do a quick profile of the neighborhood while the chipping service is coming through. This will give us a higher profile as a Firewise community and may help us get additional grants.

• Leslie updated on the trail that she proposed at the March 2021 BOD meeting.  After speaking to someone at the county, Leslie was told that we would need a Land Use Disturbance Permit ($500), which would need to include a topographical map with delineations of where the Aiston Creek runs through.  Leslie estimates that it would cost $700-$800 to complete the trail project.  Alternatively, rather than developing the trail, Leslie has offered to put a bench (that she will donate) in an area of the lot where there is already a clearing. The board agreed to this suggestion.

Reports:

• President:

  • There is a leak in the water service line to the Clubhouse.  It will be labor intensive and expensive to replace the whole line.  For now, Kevin suggests that they proceed with fixing the leak, rather than replacing the entire line.  Once we have a  proposal for the cost to replace the entire line, the board can make a more informed decision about how to proceed.

  • Clark Circle Update-We need a civil engineer before we engage a contractor.  Based on new county regulations, the grade of the road may require a heated road, which would make this project exponentially more expensive.  Ben motioned to authorize Isaac to reach out to civil engineers and enter a time and materials agreement for up to $3000 for the initial planning phase of Clark Circle.  Isaac is also authorized to reach out to the county as a next step.  William seconded.  Passed.

• Finance:

  • On a cash basis, we have collected about 54% of our total budgeted income for the year and have spent about 23% of our total expense budget.  These numbers are similar to other years.

  • Ben motioned to approve a transfer from Reserves for the turbidimeter for $2,286.98 from Hach.  William seconded.  Passed.

• Operations/Water:

  • After a recent break-in at the maintenance shop, we need to replace the door with a new steel door.  The estimate for the door replacement is $2,007.25.  Ben motioned to approve materials, transportation, and $350 labor for the maintenance shop door replacement.  Jim seconded.  Passed.

  • Turbidity numbers are rising again.

  • PRV replacement-It has been difficult to get industrial plumbers to respond. 

• Communications/Planning:

  • No report

• Administration:

  • Discussion of calling a special meeting to vote on the approval of the DWSRF Preconstruction Loan.

Old Business: None

New Business:

• Ben moved to proceed with lien action as outlined in the lien status report. William seconded.  Passed.

Other Business:

• Next BOD Meeting: May 16, 2021 at 9:30am.

Adjournment:10:53am

Click here to see a table of the action items to be completed by board members as of April 18, 2021.

Minutes March 31, 2021

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 8:00am via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Doug Cash, Ben Twigg, Jim Coats, William Enoch

• Board members absent: None

• Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

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

New Business:

• After discussion with Wilson Engineering and the DOH, we have been advised to revise the questions about increasing rates with a yes, rather than no, as was motioned at the BOD Meeting on March 28, 2021.  William moved that we approve the application being submitted for the DWSRF loan, noting that the answer of “Do we intend to change rates?” is changing from no to yes, that being a singular change in the application.  Ben seconded.  Passed.   

Other Business:

• None

Adjournment: 8:14am

Minutes March 28, 2021

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:30am via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Doug Cash, Ben Twigg, Jim Coats, William Enoch

• Board members absent: None

• Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

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

Changes to the Agenda:

• In the interest of time, conclude Member Communications by 10am.

• Move DWSRF Preconstruction Loan Application from Operation’s Report to President’s Report.

Approval of Minutes: 

• Ben motioned to approve the Board of Directors’ Meeting Minutes as amended from February 28, 2021. William seconded.  Passed.

Member Communication:

• Acct. 60024-Proposed Walking Trail on LISECC Common Area Lots- William moved that we acknowledge and accept the proposal knowing that Leslie will do whatever research is required with the DNR so that any changes in the area near the Aiston Creek bed are appropriate.  Jim seconded. Passed.

• Acct. 60024-Community Dog Rules Violations-There have been several issues on Cedar Ave and one on Hummingbird Place where loose dogs are charging people and other dogs.  Members are in violation of rules 5.1.3.2 & 5.1.3.3 and LISECC will work with the Whatcom Humane Society to enforce these rules.  The board highly encourages members to record formal complaints with the Whatcom Humane Society, as well.  Leslie would like to re-establish the Dog Committee with Jeff and/or Ben to chair the committee.

• Acct. 30039-Dog and Code Enforcement-Member has requested that the board contact the Whatcom Humane Society.  The member has made countless calls and feels that a communication from the board would help emphasize the importance of this issue.

• Member Communication re: Salvation Army-Doug will contact the member to clarify the situation with the Salvation Army.

• 60005-Re: Clark Circle Survey and Easements-To be discussed with the Clark Circle Survey under Old Business.

• 60005-Re: Purchasing Lots with Outstanding Balances-To be handled between the two parties and LISECC office; not necessarily an issue for the board. 

Reports:

• President:

  • At the February 2021 meeting, there was discussion about foregoing the small scale pilot test and doing a full scale pilot test instead.  However, Wilson is not recommending a full scale pilot test because there is no funding source for that pilot testing plan.  The pre-construction loan could not be used to fund the construction necessary for full scale pilot testing.  Additionally, future funding from the USDA Rural Development has specific rules regarding free and fair competition.  By having a competition for a small scale pilot, the free and fair requirements are met. Ben moved that we do not proceed with full scale pilot testing due to funding complications.  Jeff seconded.  Passed.

  • DWSRF Preconstruction Loan Application-This loan is different from the DWSRF loan that we currently pay on.  The DWSRF preconstruction loan would fund permitting and pilot testing; everything up to breaking ground for the new treatment plant.  This loan would have 0% interest and a 2% origination fee.  It would be repayable over up to 10 years, but we would plan to roll it and the existing DWSRF loan into a larger USDA loan, which would fund the construction of the new treatment plant.  The first payment on the DWSRF preconstruction loan would be due in October 2021, but LISECC would only pay on the portion that we have drawn on at that time.  William motioned that the board approve submission of the application in the amount of $405,960.00 for the DWSRF preconstruction loan. Ben seconded and added the clarification that we are not signing any loan documents, just submitting the application.  Passed.

  • William would like to consider starting the effort to reevaluate water rates and begin to get a plan in place to identify internal funding to pay for the loan.  William and Ben will compile monthly reports on their progress.

  • William moved that the DWSRF Preconstruction loan application records the revision that we will not increase rates to fund the preconstruction loan.  Ben seconded.  Discussion followed.  Passed.

• Finance:

  • Our first DWSRF preconstruction loan payment could be due in Oct. 2021.  Ben does not suggest that we initiate a special assessment or rate increase in 2021, but rather absorb the first loan payment and use reserves to pay.  Fee increases would be included in 2022 budget. 

• Operations/Water: Covered during President’s report.

• Communications/Planning:

  • We need to find the best way to communicate to the membership what the board is doing and the decisions the board is making i.e. the new treatment plant, loans, water rates, etc. It is important to be thoughtful in our communications so that the membership is aware of the financial obligations that the community may be incurring.

• Administration: No report.

Old Business:

• Clark Circle Survey-We have received the finalized survey from Jepsen Engineering.  Ben motioned to obtain at least 3 bids, including engineering plans, to bring us into compliance with Whatcom County code on Clark Circle.  William seconded. Passed.

New Business:

• 2021 Level 3 Reserve Study Bid -Ben motioned to accept the 2021 Level 3 Reserve Study bid, plus the Reserve Projection Worksheet, and authorize the president to sign the contract.  William seconded. Passed.

• Discussion of 2021 AGM timeline.

Other Business:

• Next BOD Meeting: April 18, 2021 at 9:30am.

Adjournment: 11:08am

Click here to see a table of the action items to be completed by board members as of March 28, 2021.

Minutes February 28, 2021

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:31am via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Doug Cash, Ben Twigg, Jim Coats, William Enoch

• Board members absent: None

• Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

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

Changes to the Agenda:

• Change account numbers to 40050-40052 under Member Communications

• Change “Update on Dana Circle Survey” to “Update on Clark Circle Survey”

• Add “Project Manager Position” & “Risk Manager Visit” under President’s Report

• Add “Clarification of Limits for Credit Card for Isaac” to Old Business

Approval of Minutes: 

• Ben motioned to approve the Board of Directors’ Meeting Minutes from January 17, 2021. William seconded.  Passed.

• Jim motioned to approve the Board of Directors’ Meeting Minutes from February 14, 2021. William seconded.  Passed.

Member Communication:

• Acct 40050-40052- The members are requesting dues relief on the three lots they recently purchased because their realtor led them to believe dues relief was already in place.  The board explained, however, that the members can only apply for dues relief once their house is completed and referred them to Bylaw 4.5.1.2 for more information about dues.

Reports:

• President:

  • Isaac has agreed to accept the exempt salary position for Project Manager that was offered at his evaluation.  The board did both legal and field reviews and believe the classification of salary exempt for the Project Manager position is correct that the administrative portion of the position is over 50% in nature.

  • On Thursday, Feb. 25, 2021 there was a risk management meeting with a representative from our insurance company.  The representative will use the information he gathered during his visit to create a prioritized punch list of items to be addressed.  Additionally , the representative informed us about many of the services that are included with our insurance premiums.  

• Finance:

  • Ben reviewed the 2020 end of year financial reports.

• Operations/Water

  • Isaac reviewed the 2021 Water Facilities Inventory Analysis.

  • Discussion of February water loss. 

  • Discussion of Wilson Engineering Replacement Water Treatment Plant Status Memo and whether we forego a scaled down pilot test and opt for a full-scale pilot plant.  The board is requesting that Wilson provide specific cost information and a revised funding plan with a timeline.

  • For the last two months, our turbidity levels have been excellent

• Communications/Planning:

  • Jeff would like to incorporate more information about developments with the new treatment plant in the newsletter.

• Administration: No report.

Old Business:

• Ben motioned that Isaac’s credit card will have the same limits as Kevin’s.  William seconded.  Passed. 

• Wilson Engineering Memo: Membrane Filtration Pilot Systems-discussed during the Operations Report.

• Review of preliminary Clark Circle survey.  The survey was more involved than originally expected and the cost has exceeded the initial contract.  Once we receive the finalized survey, we can begin getting bids from contractors for the project. 

New Business:

• Water Treatment/Possible 2022 Dues/Fee Increase

  • Preliminary discussion about options for funding a new treatment plant.

• Clubhouse Reservations-The clubhouse will remain closed until further notice.

Other Business:

• Next BOD Meeting: March 28, 2021 at 9:30am.

Adjournment: 11:18am

Click here to see a table of the action items to be completed by board members as of February 28, 2021.

Minutes February 14, 2021

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:00am via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Doug Cash, Ben Twigg, Jim Coats, William Enoch

• Board members absent: None

• Staff Present: None

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

Agenda:

• Executive Session to discuss personnel matters

The board went into executive session at 9:05 am and ended at 9:35 am.  No motions were made during executive session.

Adjournment: 9:40am

Minutes January 17, 2021

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:30am via Zoom Video Conferencing.

• Board Members Present: Jeff Smith, Doug Cash, Ben Twigg, Jim Coats, William Enoch

• Board members absent: None

• Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

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

Changes to the Agenda:

• Add Executive Session under Other Business

Approval of Minutes: 

• Ben motioned to approve the Board of Directors’ Meeting Minutes from December 13, 2020. Jim seconded.  Passed.

Member Communication:

• Account 60004-re: Clark Circle Survey.  Member would like to know why the survey is being conducted and if there will be any changes to the road because of the survey. 

  The survey is being conducted as a first step to bring Clark Circle into compliance with Whatcom County requirements that the road has a turnaround large enough accommodate fire trucks.  LISE does not have the results of the survey yet, so it is premature to make any conclusions about how the survey will impact property owners. 

  The owner of account 60001 & 60002 joined the conversation to let the board know that he believes the existing road is on a significant portion of his property.  He feels that if the road needs to be widened, he should not have to forfeit any more of his property to do so.  The Board reiterated that no decisions will be made until we have the finalized survey.

Reports:

• President: No report.

• Finance: No report.

• Operations/Water

  • Wilson Engineering Memo: Membrane Filtration Pilot Systems-Add to Feb. BOD meeting agenda to give board members more time to review.

  • Cross Connection Control Program to be implemented as part of our Formal Compliance Agreement with the DOH. Dave Olson will serve as a consultant on an hourly basis, not to exceed $1,000.00.

  • Reservoir Stream Sampling-Bill Taylor is still analyzing data. 

• Communications/Planning: No report.

• Administration:

  • Boat Registration form has been updated. 

  • Marina committee will discuss updating the rules that are posted on the signs. 

  • Discussion of ways to secure kayaks at the marina.  Ultimately, kayak owners are responsible for securing their property.

Old Business: None

New Business:

• William motioned that the board authorize issuance of a WECU credit card with a single transaction limit of $2,500 for Isaac’s use, with all the same internal controls relative to expenditure authorization we already have in place.  Jim seconded.  Passed.

Other Business:

• The board went into Executive Session at 10:20am to discuss personnel matters and potential legal questions. Back in session at 11:04am.  No motions were made during the Executive Session.    

• Ben motioned to approve the Project Manager job description. Jim seconded.  Passed. 

• The board will address Isaac’s concern regarding job descriptions and complete his employee evaluation for past period.

• Next BOD Meeting: February 28, 2021 at 9:30am.

Adjournment: 11:05am

Click here to see a table of the action items to be completed by board members as of January 17, 2021.