Minutes October 29, 2022

Board of Directors’ Meeting

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

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

• Board members absent: None

• Staff Present: Kevin Southworth, Allison Cash

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

Changes to the Agenda: None

Approval of Minutes:                                                  

• Tim motioned to approve the Board of Directors’ Meeting Minutes from September 17, 2022.  Jeff seconded.  All in favor.

New Business:

• AGM Voting Results:

  • Jeff described the ballot collection and counting process that was followed by the election committee (composed of Leslie Dempsey, Ernie Dingeldein, Meredith Moench, Carol McKinney and Carrie Garde) with Jeff Smith, Secretary, overseeing the process and Allison Cash, General Manager, assisting.

  • 138 Mail-in Ballots were received (2 ballots were invalid due to no member identification); 136 ballots were counted. Quorum.

    • David Canterman, Jim Coats and Lisa Machalski were elected to the board. 

    • The 2022 One-Time Clubhouse Assessment was passed. (RCW 64.90.525 states that unless a majority of the votes in the association reject the budget (or assessment), it is ratified. For the 2022 AGM, there were 238 voting members; a majority required 120 votes to defeat the assessment.)

    • The 2023 Budget was approved.

    • The audit of the 2022 fiscal year to be performed in 2023 was approved.

• Jeff Smith administered the Induction Oath to the new directors.

• Election of Officers:

  • Voting was done by secret ballot.

    • Jim Coats was elected President.

    • Jeff Smith was elected Vice President.

    • Lisa Machalski was elected Treasurer.

    • Jeff Smith was elected Secretary.

• Assignment of Committee Chairs:

  • David Canterman was appointed Administration Committee Chair.

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

  • Jeff Smith & Jim Coats were appointed Planning Committee Co-Chairs.

  • Jim Coats was appointed Marine Committee Chair.

  • Tim Robison was appointed Operations and Water Committee Chair & Clubhouse Committee Chair.

  • Carol McKinney & Ken Swanson were appointed Social Committee Co-Chairs.

  • David Canterman & Lisa Machalski were appointed Property Committee Co-Chairs.

  • Lisa Machalski & Tim Robison were appointed Finance Committee Co-Chairs.

Member Communications:

• 50003/80001-Unauthorized Clearing & 2022 AGM-The members expressed their concern regarding clearing that happened on LISECC property, as well as their desire for an in-person AGM.

• Account 20032 & 20033-Member would like to see the board enforce the bylaws regarding trailers.

• Account 20013, 20014, 20015-AGM Follow-Up-The member would like to see each member get one vote per lot owned, rather than one vote per owner. Additionally, the member requested information regarding the status of foreclosures.

Other Business:

• Next BOD Meeting: November 20, 2022 at 9:30am at the Clubhouse. (This meeting will be a hybrid meeting-in person at the Clubhouse and over Zoom.)

Adjournment: Tim made a motion to adjourn the meeting at 11:29 am. Lisa seconded. All in favor.

Find more on the 2022 AGM Voting Results here.

Minutes September 17, 2022

Board of Directors’ Meeting

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

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

• Board members absent: None

• Staff Present: Allison Cash, Kevin Southworth, Nick Kluge

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

Changes to the Agenda:  

• Add “2023 Budget Ratification” to President’s Report

• Remove “Restated and Amended Bylaws” from President’s Report and from AGM Ballot

• Add “Receipt and Approval of 2022 Reserve Study” to President’s Report

• Add “Whatcom County Fire Agency Radio System Generator Proposal” to Operations Report

• Remove Operations Report from Consent Agenda

Approval of Minutes and Consent Agenda:       

• Board of Directors’ Meeting Minutes –August 23, 2022 & Continuation of August 23, 2022 (August 25, 2022)

• August 2022 Financial Reports

  William motioned to approve the Consent Agenda and the August 23, 2022 & Continuation of August 23, 2022 (August 25, 2022) Board of Directors’ Meeting Minutes. Jeff seconded. All in favor.

Guest Forum:

• Brian Smith, from Wilson Engineering joined the meeting to discuss the final draft of the System Capacity Analysis. The primary change to the draft is that the approved number of connections has increased to 287.

Member Communications:

• David Canterman-Letter re: Clubhouse Septic & Lots for Sale-Allison confirmed that the Clubhouse septic does not need to be inspected again until 2024.

• Sharleen Peitsch-Tyerman re: Special Assessment

• Fran Goldman re: Water Mitigation on Jamison/Island Dr.

• Isaac Colgan addressed the board to encourage them to consider shoring up the seawall at the clubhouse.

Board Reports:

• President/Administration

  • Jim announced that LISE has hired a new part-time employee, Justin Swaen.

  • Receipt and Approval of 2022 Reserve Study Draft-Increases recommended annual contribution from $58,00 to $79,000. This change Impacts the previously approved draft 2023 budget. Tim motioned to accept the 2022 Draft Reserve Study. William seconded. All in favor.

  • 2023 budget has been revised to reflect the increased reserve contribution. William motioned to accept the revised budget as submitted. Tim seconded. All in favor.

  • Approve Ballot for AGM-Proposed restated bylaws will not appear on the 2022 AGM ballot. Newly ratified budget will appear on ballot. Tim motioned to approve the 2022 AGM ballot as proposed. William seconded. All in favor.

  • General Manager Report-Kevin has been out, so Nick and Justin have stepped up to fill in. However, as a result, there will be higher than expected employee expenses this month.

•  Finance

  • Reserve Transfer-Wilson Invoices 17153-Pilot Testing ($346.50) & 17159-System Capacity Analysis ($2201.00)-Tim motioned to transfer $2,547.50 from Reserves to pay the Wilson invoices. William seconded. All in favor.

  • Review & Approval of FY 2021 Draft Audit

    • FY2021 doubtful receivables is $44,000 and is based on invoices over 90 days old. May be helpful to adopt procedure to reduce the doubtful accounts by creating a journal entry twice a year. William proposed to accept the FY2021 audit and execute related items on the agenda as far as the Management Representation Letter and Letter to those of Governance.

  • Review & Authorization to sign Management Representation Letter

  • Review & Acknowledgement of Letter to those of Governance

    William motioned to accept the Draft Audit for 2021, to authorize the signature of the Management Representation Letter and acknowledge the Letter to Those of Governance. Tim seconded. William amended the motion to authorize the President, Treasurer, and Allison to sign the documents. Tim seconded. All in favor.

• Operations/Water

  • Aluminum Docks Safety Issue

    • At least 2 members have stepped through the gaps between the docks. In the spring, a plate will be added to the docks to cover the gap.

  • Whatcom County Fire Agency Radio System

    • LISE received a letter letting us know that the generator needs to be replaced and that they would like to relocate the generator to the opposite side of the container. They have also added that they might be able to provide auxiliary power to our equipment in the event of an outage. Allison and Kevin will coordinate with them to identify our needs.

  • Clubhouse Restoration Forum

    • Discussion of whether it would be beneficial to host a community forum to discuss the clubhouse restoration.

  • Clark Circle

    • Easements

      • One member has agreed to grant LISE an easement on Clark Circle. Tim is scheduled to meet with a second member to discuss an easement on his property.

    • Bid Authorization for Parcel Number 370124-013376-0000 Lummi Island Scenic Estates Div #6 Tract D

      • This is a tax parcel and is estimated to cost between $150-$550 to purchase. William moved to approve the purchase of parcel number 370124-013376-0000  on Clark Circle.  Jeff seconded. All in favor.

    • Survey Costs Authorization

      • Jepson estimate for construction staking on Clark Circle is $1950.

    • PSE Power Pole Relocation

      • Tim has been in touch with PSE to get this pole moved, but he does not have an estimate.

    • Baker Ranch Construction Authorization

      • Tom Kennedy has suggested that the board authorize a not to exceed amount for the project. He believes it would be a better way of managing the cost.

      William moved to approve expenditures not to exceed $10,000 for all of the activities required to get as far as submission of the permit for Clark Circle. Tim seconded. All in favor.

• Communications/Planning

  • Clarification that the 2022 AGM will be held via mail-in voting as it has been the last two years. The BOD meeting scheduled for October 29, 2022 will be the first meeting of the new board after the AGM.

New Business: None

Old Business: None

Other Business:

• Next Meeting: October 29, 2022 10:00 am

Meeting adjourned at 11:31am

Minutes August 25, 2022-Continuation of August 23, 2022 BOD Meeting

Board of Directors’ Meeting

Continuation of meeting from Tuesday, August 23, 2022

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

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

• Board members absent: Ben Twigg

• Staff Present: Allison Cash, Kevin Southworth (joined after meeting called to order)

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

Continued Business:

• Continued discussion of establishing a special assessment for the purpose of paying for repairs to the clubhouse foundation, deck and deck structure, the clubhouse culvert, as well as design and engineering costs.

• Tim motioned that the board approve an assessment of $612 payable over 1 year per lot for the purpose of clubhouse engineering, permitting, repair to the foundation, repair to the deck and deck structure, the clubhouse culvert and design and permitting costs. Payable in one lump sum, semi-annually or monthly. Tim withdrew his motion.

• Jeff moved that the board approves an assessment of $612 per lot over one year for the purpose of repair and restoration of clubhouse foundation and deck structure, culvert, and drainage maintenance. Includes engineering and permitting for all work . Tim seconded. All in favor.

Other Business:

• Next BOD Meeting: Saturday, September 17, 2022 at 9:30 am.

Meeting adjourned at 8:33pm.

Minutes August 23, 2022

Board of Directors’ Meeting

Due to the length of the meeting and file size limitations, the audio recordings are split into two parts.

Call to Order: Ben called the meeting to order at 7:31 pm via Zoom Video Conferencing.

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

• Board members absent: None

• Staff Present: Allison Cash, Kevin Southworth (joined after meeting called to order)

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

Changes to the Agenda:  

• Add “Property Sales” to Old Business

Approval of Minutes and Consent Agenda:    

• Board of Directors’ Meeting Minutes –July 24, 2022 & July 28, 2022

• July 2022 Financial Reports

• July 22-August 19, 2022 Operations Report

Tim motioned to approve the Consent Agenda and the July 28, 2022 Board of Directors’ Meeting Minutes. Jim seconded. All in favor.

Allison noted that in the July 24, 2022 Board of Directors’ Meeting Minutes, under the Finance report, the motion for a Reserve Transfer states the WRS invoice 158424 was $5979.00. However, it should read $5973.00. William motioned to approve the July 24, 2022 Board of Directors’ Meeting Minutes as amended. Jeff seconded. All in favor.                

Member Communications:

• Email received from Robert DiNello re: Clubhouse Activities. The board recognized the receipt of the communication and will discuss the issue during a subsequent agenda item.

• Isaac Colgan addressed the board to make known his concerns about the clubhouse septic system.

• Leslie Dempsey addressed the board to thank Ben for his years of service on the LISE Board of Directors. She also noted how well attended the Zoom board meetings have been and she hopes the board will continue to offer Zoom meetings to encourage community engagement.

Board Reports:

• AGM Planning

  • Small Water System Management Plan-Tim motioned that the Small Water System Management Plan be removed from the AGM agenda, but made a priority in the next calendar year by the board. Jim seconded. All in favor.

  • Amended Bylaws- Jim stated the amended and restated bylaws will be ready to be submitted to the board for acceptance in September and ready for a vote of the membership at the 2022 AGM.

  • 2023 Operating Budget -William reviewed the 2023 Draft Operating Budget. Proposed budget grows by $44,000 in expenses. The primary reason for increase in expenses is staffing. As a result of increased staffing expenses, the 2023 budget includes a dues increase from $660 in 2022 to $810 in 2023. Ben analyzed the last 10 years of dues and indexed them within the context of 2022 dollars. With that in mind, the proposed 2023 dues are in line with other years. Tim moved that we adopt the budget and propose it to the membership at the AGM. Jim seconded. Ben reiterated that it is an operating budget. It does not reflect any capital expenses, or any costs associated with the clubhouse repair. Tim withdrew his motion.

    William moved to adopt the proposed Operating Budget for 2023. Jim seconded. All in favor.

  • Clubhouse Special Assessment-Tim presented the estimates for the clubhouse foundation and deck repair. The estimated project cost is $255,000.

    Prior to the AGM, the board would like to host a forum to answer member questions about the assessment and the necessary repairs.

    Discussion of the septic system at the clubhouse. The Health Department is not one of the agencies that need to sign off on the permit for clubhouse repairs. William motioned that the board approve a potential assessment of $770 per lot for the purpose of renovation of the clubhouse, deck and foundation, potentially split between 2 years for $385 per year. Jim seconded. All in favor.  After the vote, it was brought to the board’s attention that dues paying lots are not the same as assessment paying lots. Each lot is invoiced for an assessment, regardless of bound lot status.

    Jeff motioned to rescind the previous motion until the numbers have been confirmed. William seconded. All in favor. In order to give the board time to accurately calculate the assessment, the meeting will be continued on Thursday, August 25, 2022 at 7:30pm.

• Deer/Racoon Feeding

  • Reports on Community Survey, Community Forum- Jeff reported that 97 responses to the survey were received. For question 1-“Should the feeding of deer and racoons be prohibited in Scenic Estates?”, 66 voted that feeding deer and raccoons should be prohibited. 33 voted that it should not be prohibited and 4 were undecided. For question 2, regarding enforcement mechanisms, 57 voted in favor of providing educational materials, 37 voted in favor of a financial penalty and 11 voted for “other”. Overall, members voted 2-1 in favor of prohibiting or discouraging the feeding of deer and racoons. Tim motioned that we publish the results of the survey on the website, include them in a newsletter, and send them out by mail. Jeff seconded. All in favor.

  • Proposed Rule/Regulation-Jim moved that LISECC create a policy strongly discouraging the feeding of deer and racoons, citing current information published by Whatcom County, Washington Department of Fish and Wildlife, Humane Society and any other authoritative body concerning the wellbeing of animals and their interactions with humans. Reinforcement of the policy to be periodically placed in the newsletter. William seconded. All in favor.

• Finance: Reserve Transfer- Jim moved that we transfer $874.00 from Reserves for Wilson Invoice 17076. Tim seconded. Tim, Jim, and William voted in favor. Jeff was absent for the vote.

• Operations/Water Updates

  • Clubhouse-Previously discussed during “Clubhouse Special Assessment”

  • Clark Circle (Fire Marshal, County Treasurer, Tom Kennedy Estimate)-Permitting is proving more difficult than previously anticipated.  We also have not received an estimate from Tom Kennedy.

• Other

  • Unauthorized Clubhouse/Dock Use-Two different incidents reported (one as member communication, one verbally) to the board of late-night parties at the clubhouse. Staff to make it a priority to install surveillance equipment at the marina.

  • Proposed Sites/Management Plan for Dog Waste Dispensers-The dog committee presented a map of proposed sites for the dog waste dispensers. The committee tried to be very conscientious of not placing posts in front of anyone’s home.

New Business: None

Old Business:

• Property Sales-Tim motioned that the property on Cove Ave. that is currently owned by Scenic Estates has a covenant placed upon it that it shall not be bound for dues relief with any other property. Jim seconded. All in favor.

Other Business:

• Meeting to continue on Thursday, August 25, 2022 at 7:30pm

• Tim motioned to move the AGM to October 29th, 2022. Jim seconded. All in favor.

Meeting adjourned at 10:35pm until it can be continued on Thursday, August 25, 2022 at 7:30pm.

Minutes July 28, 2022

Board of Directors’ Meeting

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

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

• Board members absent: None

• Staff present: Allison Cash

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

Changes to the Agenda: None                                    

New Business:

• Ben explained that the intent of the meeting is to discuss the concept of implementing a community survey to get input from the membership on the matter of feeding deer and racoons. It is not intended to be a debate of the broader topic of feeding deer and racoons.

• Tim moved to form a bylaw committee consisting of Jim Coats, Jeff Smith, and a community member to be recruited and selected by them. Jim seconded. All in favor.

• Jim moved that the Lummi Island Scenic Estates Community Club Board of Directors issue a questionnaire to the general ownership in order to ascertain community attitude toward prohibition of the feeding deer and racoons. Tim seconded. Discussion followed regarding the procedure for surveying the membership and the timing of the survey and the community forum. All in favor.

• Jeff motioned that the questionnaire will be sent by mail to all members and that Jeff and Jim will finalize the draft prior to sending. Tim seconded. Discussion of the specific wording on the questionnaire. All in favor.

Other Business:

• Next BOD Meeting: August 23, 2022 at 6:30 am

Adjournment: 8:46 pm.

Minutes July 24, 2022

Board of Directors’ Meeting

Due to the length of the meeting and file size limitations, the audio recordings are split into two parts.

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

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

• Board members absent: None

• Staff Present: None

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

Changes to the Agenda:

• Eliminate Leak Detection Equipment Rental

• Eliminate Executive Session, instead address job description update under President’s report, legal matter does not require Executive Session

• Move discussion of selling LISE property to President report

• Add hiring update to Communication report

• Add discussion of Firewising to Operations report

Approval of Minutes and Consent Agenda:    

• Board of Directors’ Meeting Minutes –June 28, 2022 & July 18, 2022

• June 2022 Financial Reports

• June 23-July 21, 2022, Operations Report

William motioned to approve the Consent Agenda and the June 28, 2022 & July 18, 2022, Board of Directors’ Meeting Minutes. Jim seconded. All in favor.                                    

Member Communications:

• Member Tommy Hester expressed that two-year delay in Clark Circle roadway issue has impacted him financially due to rising building materials costs. Asks for a speedy resolution.

• 10203-Leak Forgiveness Request. Board discussion resulted in Jim motioned to provide partial relief as follows: Member to be charged at Tier 5 usage plus Operation Staff time and cost of hardware supplies; subject to confirmation that this is a first-time forgiveness request. William 2nd. All in favor. William asks for a notice to be included in next newsletter, recommending shutoff of water when members are off island for an extended period.

• 40026-Letter re: Water Rates – not addressed

• Carol McKinney-Dog Committee Report. The dog pole contest prizes have been awarded. The committee is researching small brass name plates to identify the maker of each pole. A location map has been created by the committee. The cost of cement has increased from original budget. Tim motioned for the original project budget to be increased by up to $200 to cover the cost of cement, William 2nd. All in favor. Ben asked the committee to bring the proposal for pole installation locations and a proposal for how the dog bag dispensers will be serviced to the August board meeting.

Carol announced that the Whatcom County Parks and Recreation Committee will be taking a tour of Lummi Island  on 8/18 and then having a meeting/presentation at the Grange Hall. She asked if LISE would have a booth at the event highlighting our community. Tim expressed interest in participating and asked Carol to get the information to Allison.

Board Reports:

• President

  • Ben announced that he will be leaving the LISE board after the August meeting, at the completion of his two-year term. This creates a vacancy on the board until after the Annual General Meeting (AGM), unless the board chooses to appoint a new board member for the interim. Any appointee would need to run for the open position at the AGM. As current Vice President, Jim will be acting President until after the AGM.

  • Nick’s job description has been revised and updated; his new title will be Assistant Operations Manager. Nick has conditionally accepted the new position, subject to wage adjustment. Tim motioned that Ben, William, and Allison work together to set new wage. Jim 2nd. All in favor.

  • Selling LISE Owned Properties. Allison has communicated with several realtors about selling LISE owned vacant lots and has determined that For-Sale-By-Owner (FISBO) transaction are not the best use of LISE’s General Manager’s time. Tim motioned to retain Ken Swanson as listing agent for LISE owned properties, as well as to have Ken review an offer currently in hand on a Cove Ave lot. Jeff 2nd. All in favor. Tim motioned that the board intends to sell the LISE owned lot on Cove, Jim 2nd. Tim, Jeff, and Jim approved; William opposed. Motion passes. The board discussed adding a restriction, prior to sale, that the lot will not receive future dues relief, but will be a dues-paying lot in perpetuity. Jim will review LISE bylaws related to selling of lots and adding restrictive covenants.

  • AGM Planning – not addressed.

  • Small Water System Management Plan. This important part of the treatment plant replacement project has not been completed. Tim is willing to take the lead and work with Kevin and Nick; this may require involvement of Wilson Engineerinng. Each board member has a part to contribute.

  • Reserve Study. Tim and Allison have been working on an updated expenditures to submit to LISE’s reserve consultants. An onsite visit will be scheduled.

  • Feeding Wildlife. After much lively discussion, the board decided to take no action at this time on the proposed Rules and Regulations amendment and new policy statement submitted by David Canterman. William motioned that Jim contact LISE’s attorney for interpretation of WUCIOA regarding acceptance and withdrawal of a member petition. Tim 2nd. All in favor. Tim motioned that the board host a community Zoom wildlife feeding forum with Ben and William as facilitators; and bring back an action proposal for vote at the August board meeting. Jim 2nd. All in favor.

• Administration

  • Mission Statement. Jim stated that the mission statement required by the Small Water System Management Plan is complete.

  • Revised Bylaw Amendment Statement. Jim noted that the existing process for submitting a proposed Bylaw Amendment is complex; he has drafted a Bylaw Amendment for inclusion on the AGM ballot that shortens the notice period to 30 days. The board is satisfied with Jim’s draft language.

• Finance

  • Reserve Transfer- Tim motioned to approve a transfer from Reserves for Wilson Invoice 17031 for $500.50 and for WRS Invoice 158424 for $5973.00. Jeff seconded. All in favor.

  • Fidelity Application-Adoption of Resolutions. The resolution was included in last month’s board packet, Tim motioned to adopt the resolution. Jeff 2nd, All in favor.

  • William addressed cash-basis billing vs accrual-basis billing; he is doing further study to determine if water revenue will be on target.

• Operations/Water

  • Firewise tree limbing on Clubhouse and marina lots. Tim proposes limbing trees up by 20 to 30 feet due to wildfire concerns. He will do further research about feasibility, costs, and shoreline restrictions.

  • Clark Circle. Tim submitted a tax parcel map to show impacted lots and the proposed road revision required by the County to enable an impacted lot owner to obtain a building permit. Tom Kennedy of Baker Mountain Ranch has not yet submitted an estimate but indicated that he may be able to start in September or October. An estimate is required before LISE can sign a contract for roadway revision. The recorded road easement does not align with the actual road. One lot owner’s fence is within the easement and will need to be moved to behind the row of trees that was planted on County property. A survey has been done and is marked. Tim suggests that He and Allison contact all impacted lot owners on Clark Circle to discuss the project needs and impacts.

  • Clubhouse: Foundation Estimate, Site Plan/Additional Site Work. Tim has assembled preliminary estimates for the scope of work (engineering, foundation restoration, drain culvert improvement, clubhouse deck framing/membrane/decking, ADA access ramp) totaling about $300,000. While work could begin using reserves, this will require a member assessment. William motioned to approve up to $20,000 for engineering and permitting for the foundation, deck, and culvert work. Tim 2nd. All in favor. Jim motioned to add an assessment to the AGM ballot based on the board’s intent to proceed with the clubhouse foundation repair and deck repair (as recommended by a structural engineer), and the culvert improvement (as recommended by a coastal geologist). William 2nd. All in favor. The dollar amount of the assessment will be discussed at the August board meeting.

  • DNR Aquatic Lands Lease & Permitting. Tim reported that two of the dock pilings are significantly deteriorated. He has contacted DNR to discuss replacing the pilings and reports that the only way DNR will permit the piling replacement is if LISE relocates the docks. The issue is that DNR requires floating docks to not touch the ground at low tide. In their current location LISE’s docks rest on the ground at low tide. To meet this DNR requirement, a walkway or pier would need to extend 40 to 50 feet further out into Hale Passage. LISE’s existing floating docks could be attached to the longer pier. This would increase the dock space for LISE Member boat tie ups. This is a project that would require a member assessment. The board will defer action at this time recognizing that further piling deterioration may render docks unusable.

  • Trihalomethane and Halo Acetic Acids Testing – not addressed.

• Communications/Planning:

  • Hiring update. LISE has received two applications for the posted position. The board needs to review, ask staff for feedback, then Allison will respond to the applicants.

New Business: None.

Other Business:

• Next BOD Meeting: Tuesday, August 23, 2022, at 7:30 pm

Adjournment:  1:30 pm.

Minutes July 18, 2022

Board of Directors’ Meeting

Call to Order: Jim called the meeting to order at 8:01 pm via Zoom Video Conferencing.

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

• Board members absent: Ben Twigg

• Staff present: Allison Cash, Kevin Southworth

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

Changes to the Agenda: None            

New Business:

• Discussion of drafting a letter from the LISECC Board of Directors to the Department of Natural Resources regarding LILCO’s logging application along Seacrest Rd. There are concerns about how the slash will be disposed of and the increased risk of fire from leaving the slash piled up on the property.

• William motioned that we submit Jeff’s draft with the addition in the final request plan to minimize ongoing blockage of traffic as Seacrest is the only egress/ingress to Scenic Estates, a plan for removing logs that does not include using community roads in Scenic Estates, and a plan to masticate all slash. Tim seconded. During discussion, Jeff added that community members should also file comments with the DNR. The deadline for comments is July 19, 2022. Tim called to question. All in favor.

Other Business:

• Next BOD Meeting: July 24, 2022 at 9:30 am

Adjournment: 8:28 pm Monday, July 18, 2022.

Minutes June 28, 2022

Board of Directors’ Meeting

Due to the length of the meeting and file size limitations, the audio recordings are split into two parts.

Call to Order: Ben called the meeting to order at 6:30 pm via Zoom Video Conferencing.

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

• Board members absent: None

• Staff present: Allison Cash, Isaac Colgan (Kevin Southworth & Nick Kluge joined the meeting after roll call.)

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 –May 22, 2022 & June 18, 2022

• May 2022 Financial Reports

• May 17-June 22, 2022 Operations Report                  

Jim read the draft BOD Meeting Minutes from June 18, 2022 (Executive Session) aloud. William motioned to approve the Consent Agenda and the May 22, 2022 & June 18, 2022 Board of Directors’ Meeting Minutes. Tim seconded. All in favor. 

Announcements:

• Isaac Colgan submitted his resignation effective June 29, 2022. Ben read a statement from the board expressing their appreciation for all that he has done and accomplished for the association. The board wished him well in his future endeavors and thanked him for his 5 years of service to the community.

Member Communications:

• Sharleen Peitsch-Tyerman-Email regarding increasing dues, bylaw changes and the AGM. Jim summarized and/or read portions of the member communication to those in attendance.

• Doug Lilyroth addressed the board to ask about using the boat trailer storage area near the clubhouse as a staging area for the delivery of building materials. The intention would be to coordinate with LISE to ensure the least amount of disruption to LISE members. After discussion with the board, it was determined that more information, including a timeline, was needed.

• David Canterman addressed the board to request that the board consider presenting a bylaw change to the membership regarding feeding wildlife. Considering the discussion, Ben suggested that the topic be added as an agenda item at the July Board of Directors’ Meeting.

Reports:

• President

  • Staffing Changes

    • In light of Isaac’s departure, the board thinks it is in the best interest of the association to publish a job posting for a new part-time operations staff member. William moved to go forward with posting a new half-time operations support position per the existing job description. Jim seconded. All in favor. After discussion about the coordination of posting the job description, it was discovered that the existing job description included a Level 1 Operator Permit requirement. The new job position does not require this qualification. William rescinded the motion.

    • Jim motioned to publish a new part-time operations staff position amended to reflect that the applicant must obtain an Operator in Training certificate within 6 months.  William seconded. All in favor.

• Administration

  • Revised Bylaw Concerns-Jim provided background on the current state of the amended and restated bylaws.

  • In discussing the restated bylaws and in light of the board’s previous action, Jim moved to amend the previously adopted text of the Amended and Restated Bylaws of Lummi Island Scenic Estates Community Club as authorized in Robert’s Rules of Order 12th edition, Section 35.5, known as “The Series of Amendments to Previously Adopted Text”.  William seconded. The board discussed a number of concerns regarding the amended and restated bylaws. Jim withdrew the motion since it is the opinion of the board that the amended and restated bylaws were never ratified by the board.

• Finance

  • Reserve Transfer- Tim motioned to approve a transfer from Reserves for Wilson Invoice 16993 for $3,926.50. Jeff seconded. All in favor.

  • Fidelity Application-Tim moved to approve the application for submission with Jim Coats and Jeff Smith as control persons and Allison Cash as an Authorized Individual. Jim seconded. All in favor.

• Operations/Water

  • Clubhouse Foundation Update- Tim reviewed the next steps to complete our permit application with the county. Request for bids sent out to three contractors.

  • Piling Condition and Repair-Still waiting for an estimate on repair

  • Resumption of reservoir sampling & testing-Tim is proposing that we resume bi-monthly testing in the reservoir to gather additional data. This would have minimal budget implications.

  • Small System Water Management Plan-We need to continue moving forward on this to get it completed for submission at the AGM.

  • Plan for Clark Circle-We have received an updated design from Freeland Engineering that avoids extending on one member’s drain field and on another member’s property. Allison to call Tom Kennedy to request a bid for the project.

• Communications/Planning: No report.

Old Business:

• Selling LISE Owned Properties-LISE received a response from Ken Swanson, but the board would like Allison to reach out to one more realtor for a comparison.

New Business: None.

Other Business:

• Next BOD Meeting: July 24, 2022 at 9:30 am

Adjournment: 9:20 pm.

Minutes June 18, 2022

Board of Directors’ Meeting

Call to Order: Ben called the meeting to order at 4:30 pm via Zoom Video Conferencing.

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

• Board members absent: None

• Staff present: Allison Cash

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

Changes to the Agenda: None                                    

New Business:

• William motioned to include Allison and go into Executive Session to discuss personnel matters and staffing changes. Jim seconded. All in favor.

• The board moved into Executive Session at 4:31 pm and came back to open session at 5:17pm. No formal action was taken during Executive Session. Ben announced that the board has received two weeks’ notice from Isaac Colgan, Project Manager. The board also discussed the role of Nick Kluge during the Executive Session.

• Jim motioned to authorize Ben, William, and Allison to offer Nick Kluge a full-time position and discuss his transition during that time. Jeff seconded. All in favor. Meeting to be continued on Wednesday, June 22, 2022 at 8:00pm.

• Ben resumed the meeting in at 8:01 pm on Wednesday, June 22, 2022. All board members present (quorum), Allison in attendance, no members in attendance. William motioned move into Executive Session and include Allison to continue discussing personnel matters. Jim seconded. All in favor.

• The board moved into Executive Session at 8:02pm and came back to open session at 8:55pm. Allison was in attendance the entire time during the Executive Session. Discussed personnel matters and staffing transitions. No formal action was taken during Executive Session.

• Adjourned at 8:56 pm.

Other Business:

• Next BOD Meeting: June 28, 2022 at 6:30 pm

Adjournment: 8:56 pm Wednesday, June 22, 2022.

Minutes May 22, 2022

Board of Directors’ Meeting

Due to the length of the meeting and file size limitations, the audio recordings are split into Three parts.

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

• Board Members Present: Ben Twigg, Jim Coats, Jeff Smith, 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 “Intern Proposal” to the President’s Report

• Add “Opening a New Brokerage Account” to the Finance Report

• Remove “AGM Planning” from the President’s Report  

Guest Forum:

• Wilson Engineering Update - Brian Smith (Wilson Engineering) joined the meeting to review Wilson Engineering’s draft of the System Capacity Analysis. The system capacity analysis analyzes the water system with respect to its ability to serve connections and its system capacity. The analysis will be a part of the Small System Management Program and is a key piece of analysis that will go into sizing the treatment plant replacement. Limiting capacity factors include water rights, treatment system capacity, storage related capacity, and distribution system capacity. The conclusion is that with a new treatment system, the system and storage system will support a full build-out (276 ERUs). Three recommendations for improvements include decreasing distribution system leaks, installing a weir on the Dickenson Lake outlet along with a meter on the pump back system, and replacing the water treatment plant. Considering changes to the draft memo, the consensus of the board is that Brian will coordinate with staff to finalize the memo.

Approval of Minutes and Consent Agenda:    

• Board of Directors’ Meeting Minutes –April 24, 2022

• April 2022 Financial Reports

• April 19-May 16, 2022 Operations Report

Ben suggested that we remove the obsolete action item list from the minutes. William motioned to approve the Consent Agenda and the April 24, 2022 Board of Directors’ Meeting Minutes with the proposed change. Tim seconded. All in favor.                    

Member Communications:

• Email from Sharleen to be included in next month’s board packet.

Reports:

• Finance

  • Reserve Transfer- Tim motioned to approve a transfer from Reserves for Wilson Invoice 16898 for $1,807.00. Jim seconded. All in favor.

  • We currently have 11 banking accounts at 3 institutions. We have a CD maturing in June; if we do nothing, it will roll over at 0.4% for 10 months. Additionally, we have a concentration of cash in excess of the NFCUA insured limits at WECU. William recommends moving the excess cash from WECU and the funds from the maturing CD to a brokerage account at Fidelity. William will bring the application to the next meeting with the General Manager and the Board President as the “control persons”.

• President

  • Intern Proposal-The proposal has not taken staff input into consideration, and that must be done before the board will consider it.

• Administration

  • Marina Rules-In policy #9, insert the words “vessels or” to Rule #10 for clarity. This change will be replicated in all areas in which Policy #9 occurs and in any signage that includes this rule. 

  • Remove “No dogs are allowed at the Marina” from Policy 12.  Board agrees.

  • Replacement Bylaws-Jeff proposed that the new document is put on the website as soon as it is available. Ben suggested that LISECC host a forum to discuss the new document. Jim will write an explanation of why these changes are necessary.

• Operations/Water

  • Clubhouse Structural Engineering Report-Jack King (Kingworks Structural Engineering) joined the meeting to present the structural engineering plan for the clubhouse foundation repair. According to the plan, a grid of concrete grade beams would be installed in the crawlspace and a new foundation would be poured underneath the grade beams. The idea is to support the existing concrete wall with a new grade beam that in turn, is supported by grade beams that run back and tie to the opposite wall. The load would be driven into the rock further back should the cliff fail. This plan is supported by the coastal geologist. The plan also addresses condition issues with the deck.

  • Clubhouse Recommendations- Next steps include scheduling a pre-planning meeting with Whatcom County and getting estimates from contractors. William motioned that we approve an expenditure not to exceed $800 for a preliminary review at the county level. Tim seconded. All in favor.

    The board asked staff to come back with a recommendation about restricting use of the deck. Details to be finalized next month.

  • Community Property vs LISECC Owned Property-Community property is registered with the county and owned by all LISECC members making it unfeasible to sell. However, LISECC owns a  lot (Division 1, Lot 2) that can be sold, and we have received two offers on that lot. Ben recommends that we postpone consideration of these offers until the board creates a criteria and process for the sale of LISECC owned lots.

  • Discussion of Possible Lot Sales-Allison will contact a few real estate agents to discuss valuations and options for selling the lots and report back at the next board meeting.

  • Dog Waste Station Location/Management-Tabled due to time restrictions

• Communications/Planning: No report

Old Business: None

New Business: None

Other Business:

• Next BOD Meeting: June 28, 2022 at 6:30pm

• Executive Session to discuss legal matters-Removed from agenda due to time restrictions

Adjournment: 12:19 pm. 

Minutes April 24, 2022

Board of Directors’ Meeting

Due to the length of the meeting and file size limitations, the audio recordings are split into two parts.

Board of Directors’ Meeting

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

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

• Board members absent: None

• Staff Present: Isaac Colgan, Allison Cash

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

Guest Forum:

• Wilson Engineering Update/Q & A- Brian Smith (Wilson Engineering) and Isaac recently took part in a preplan meeting with the Department of Health to go over the specifics of what the DOH requires to be included in our Small Water System Management Plan (SWSMP); a comprehensive resource for most items related to our water system. THE SWSMP has not been updated since 2008, so to apply for construction funding, an up-to-date plan document is required. Updating the SWSMP is a collaborative effort between the engineer, board members and staff. Once the plan is complete, a public meeting with consumers is required followed by adoption by the board.

Changes to the Agenda: None

Approval of Minutes and Consent Agenda:    

• Board of Directors’ Meeting Minutes –March 26, 2022 & April 5, 2022

• March 2022 Financial Reports

• March 21-April 18, 2022 Operations Report

William motioned to approve the Consent Agenda and the March 26, 2022  and April 5, 2022 Board of Directors’ Meeting Minutes. Tim seconded. All in favor.                          

Member Communications:

• Tommy Hester addressed the board to inquire about the next steps on Clark Circle. The preliminary design puts turn around over a member’s drain field and another member’s property, outside of our easement. Next steps are that Tom Kennedy needs to consult with Tony Friedlander (engineer) to redesign plans.

• 30107-Communication re: Water Connections- William motioned that we charge $150 for removal of the meter plus the time and materials for the new installation. Jim seconded. Discussion of the mitigating circumstances necessitating this decision. Jim, Jeff, and William voted in favor of the motion. Tim opposed the motion. Motion carries.

Reports:

• President

  • Hiring Announcements/Ratification-

    • Nick Kluge has been hired as part-time operations staff. Allison Cash has been hired as General Manager of the association at 30 hours/week. Jim motioned that we accept both positions as filled and extend our congratulations to both Allison Cash and Nick Kluge. Tim seconded. All in favor.

  • AGM Planning-Jim motioned that the 2022 AGM be held on October 15, 2022. William seconded. All in favor.

• Administration

  • Marina Rules

    • Policy 9-William motioned that we accept Policy 9 as written with the provision that we remove “moorage is further restricted to 24 hours during holiday weekends and crab season.” and change “vessels must then be removed for the following 24 hours.” to “removed for the following 72 hours”. Tim seconded. All in favor.

    • Article 5-Tim motioned that we adopt Article 5.2.5 as presented. Jim seconded. All in favor.

    • Decal Revision-Tim motioned that we adopt the revised marina decal application as presented. William seconded. All in favor.

  • Dog Related Proposals

    • Rules & Regulations Section 5.1.3 revisions-William motioned to approve. Jeff seconded. All in favor.

    • Waste Station contest/budget (Dog Committee)-Tim motioned to approve the dog waste station contest with a budget not to exceed $1500. Jeff seconded. All in favor.

• Finance

  • Reserve Transfer-Tim motioned to approve a transfer from Reserves for Wilson Invoice 16812 for $4,137.00. Jeff seconded. All in favor.

  • Review & ratify submission of annual tax return-Jim motioned to approve 2021 1120H annual tax return as prepared by our CPA. Tim seconded. All in favor.

  • Purchase approval for SubSurface LD-18 water leak detection equipment- Tim motioned to proceed with purchase of SubSurface LD-18 water leak detection equipment with an amount not to exceed $7000. Jim seconded. All in favor.

  • Lien Warning/Payment Plan Request-Tim motioned to approve the payment plan request for accounts 40057 & 40058. Jim seconded. All in favor.

• Operations/Water

  • New foundation for Clubhouse-A preliminary report from the structural engineer has stated that the clubhouse foundation can be repaired. A final report from the structural engineer will be available soon.

  • Mt. Vista & Hales Passage water leaks-A small leak has been located on Mt. Vista Dr. The larger leak on Hales Passage is likely located and staff is expected to begin digging on it next week.

  • Rosewood pothole repair-Tim moved that we authorize an amount not to exceed $6000 for pothole repair only on Rosewood Terrace. William seconded. All in favor.

  • Discussion of Wilson Contract-Tim raised concerns that Wilson has not been communicative about delays as some deadlines have not been met. He would like to see LISECC be more assertive about enforcing contracts.

• Communications/Planning:

  • Committee solicitations were put out in the last newsletter.

Old Business: None

New Business: None

Other Business:

• Next BOD Meeting: May 22, 2022 at 9:30am

• Executive Session to discuss legal matters, including initiation of foreclosures due to delinquencies-Jim motioned to include all staff members present and move into Executive Session at 11:33am discuss legal matters including foreclosure and a recent event concerning a member. William seconded. All in favor.

  Back in session at 12:16pm. No formal action taken during Executive Session.

  William motioned to pursue long held unpaid dues from members using the criteria of the length of time of the lien, the number of properties the owner might have, and the total owed. There are currently over $200,000 total in arrears from members and the board has decided to spend not more than $10,000 to pursue foreclosure on 8 specific lots: 100001, 100006, 100007, 100008, 100009, 100010, 100011, and 40065. Tim seconded. All in favor.

Adjournment: 12:18 pm. 

Minutes April 5, 2022

Board of Directors’ Meeting

Call to Order: Ben called the meeting to order at 4:18pm via Zoom Video Conferencing.

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

• Board members absent: None

• Staff present: None

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

Changes to the Agenda: None                                    

New Business:

• Jim motioned to go into Executive Session to conduct job interviews and discuss hiring-related personnel matters. Jeff seconded. All in favor.

• The board moved into Executive Session at 4:20pm and came back to open session at 7:22pm. No formal action was taken during Executive Session. Ben announced the meeting would continue at 5:30pm Friday, April 8, 2022.

• The meeting resumed in open session at 5:31pm on Friday, April 8, 2022. All board members present (quorum), no staff or members in attendance.

• William motioned to go into Executive Session to continue discussing hiring-related personnel matters. Tim seconded. All in favor.

• The board moved in Executive Session at 5:33pm and came back to open session at 6:39pm. No formal action was taken during Executive Session.

• William motioned to authorize the board president to extend offers for the General Manager and Operations Staff positions. Tim seconded. All in favor.

Other Business:

• Next BOD Meeting: April 24, 2022 at 9:30am

Adjournment: 6:40pm Friday, April 8, 2022

Minutes March 26, 2022

Board of Directors’ Meeting

Due to the length of the meeting and file size limitations, the audio recordings are split into TWO parts.

Board of Directors’ Meeting

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

• Board Members Present: Ben Twigg, Jim Coats, Jeff Smith, 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 “Water turbidity violation notifications” from Updates/Proposals

Approval of Minutes and Consent Agenda:    

• Board of Directors’ Meeting Minutes –February 27, 20223

• February 2022 Financial Reports

• Policy 7 revision

• February 21-March 21, 2022 Operations Report

Jim motioned to approve the Consent Agenda and the February 27, 2022 Board of Directors’ Meeting Minutes with the amendment that revisions were made to Sections 5.2 & 5.4, not Section 7, as was stated in the minutes. William seconded. All in favor.                                 

Member Communications:

• 30088-Leak Forgiveness Request-William motioned to grant a one-time forgiveness for the difference in water usage from Tier 8 to Tier 2. Jim seconded. All in favor.

Updates/Proposals:

• Hiring-Applications were received for the General Manager and Operations Staff positions.  The board is preparing to schedule interviews with the applicants.

• Dog committee/forum-Zoom meeting was held on March 22, 2022 and was very successful. A second committee meeting will be scheduled to finalize recommendations.

• Clubhouse-Discussion of how to proceed given the information presented in the coastal engineer’s report in addition to the preliminary report from the structural engineer. William moved that we accept and acknowledge the coastal engineer’s report, that we further enter into the proposed contract with Kingworks Structural Engineers, and that by consensus, we agree that we will be creating a progressive flow chart to identify potential courses of action relative to resolving the foundation situation. Tim seconded. All in favor.

• Marina rules- Discussion of proposed changes to marina rules as presented by the Marine committee. Jim to reconvene committee and present updated documents at the next meeting.

• Water sampling/analysis internship-Tim presented a proposal to recruit an intern from WWU to collect water samples in coordination with staff. The intern would be responsible for collecting and presenting data to assist in understanding and evaluating what is happening with our water source. The cost is estimated to be $3,000.00. Tim to work with staff and present updated proposal at the next board meeting.

• Asphalt paving-Proposal received from WRS for 4 potential paving projects. Priority includes Rosewood Terrace and Dam Access Road. Estimated price is $35,000 for the project. Further discussion and information is needed. No decisions to be made at this time.

Discussion:

• Committee formation-Use the newsletter to recruit committee members.

• AGM-Discussion of the timing, format (mail/in person/hybrid), and whether there will be any bylaw changes for the 2022 AGM.

• Criteria for prioritizing foreclosures on delinquent lots-The board has been spurred into action regarding acting upon liens that are in place. There are 10 members with significant balances that date back at least 10 years with a combined total of $233,000 in unpaid dues. The board needs to create objective criteria about how to approach collection.

Old Business: None

New Business: None

Other Business:

• Lien warnings/payment plan requests

• Next BOD Meeting: April 24, 2022 at 9:30am

• William motioned to go into Executive Session at 11:59am to discuss possible legal action regarding delinquent lots, hiring details and a PTO policy matter. Tim seconded. All in favor. Back in session at 1:36pm. No formal action taken during Executive Session. Discussed possible legal action with regard to delinquent lots. Discussion included using objective criteria such as amounts owed, ages of delinquency, and number of lots owned as guidelines for legal action. Also discussed scheduling interviews and remaining hiring process details for Operations Staff (part-time) and General Manager (part-time).

• Jim motioned to approve an exception to LISECC’s PTO policy to allow Isaac to carry over PTO into new work year due to extenuating circumstances. Tim seconded.  All in favor.

Adjournment: 1:38pm. 

Click here to see a table of the action items to be completed by board members as of March 26, 2022.

Minutes February 27, 2022

Board of Directors’ Meeting

Due to the length of the meeting and file size limitations, the audio recordings are split into three parts.

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:

• Move “Reconsideration of the boat tow refund” from Finance Report to President’s Report

• Remove “Water testing” from Water Report

• Remove “Requiring Board approval for equipment after required review by Water Chair/Water Committee” from Water Report

• Remove “Requiring Standard Operating Procedures (SOP) and documentation for Waterworks Operations” from Water Report

Approval of Minutes and Consent Agenda:

• Board of Directors’ Meeting Minutes - January 30, 2022

• January 2022 Financial Reports

• January 24-February 20, 2022 Operations Report

William motioned to approve the Board of Directors’ Meeting Minutes from January 30, 2022 and acknowledge receipt of the January 2022 monthly financial reports and the Operations Report. Jim seconded. All in favor.

Member Communications:

• 30087-Leak Forgiveness Request-Tim motioned to grant the one-time forgiveness for the difference in water usage from Tier 5 to Tier 3. Jim seconded. All in favor.

• Carol McKinney presented the Dog Committee’s proposed solutions for dealing with dog waste. Their suggestions include placing receptacles for dog waste with poop bags and signage around LISE, a revised dog rule for the clubhouse and marina, and the implementation of a fine for repeated offenses.

• Isaac Colgan-Firewise & Wildfire Prep Day, tentatively scheduled for April 30, 2022-The chipping grant is funded by WAFAC grant. This year the grant also supplies anyone who signs up for chipping to receive a free home preparedness survey to assess for fire danger and fuel reduction.

Staff Reports:

• Project Manager

  • Status report for Wilson Contract/Wilson Memo-The next major step is a pre-planning meeting with DOH and Engineer. System Capacity Analysis should be ready for review and comment by LISECC in April.

  • Dock winch proposal(s)-Chris Immer has submitted a proposal for a either an electric or hydraulic winch  cable system for dock deployment and retrieval.  Tim raised concerns about the reliance on Reserves to pay for such expenditures, rather than budgeting for these kinds of items. William motioned to authorize an amount not to exceed $3,000 total including parts, labor, and installation. Tim seconded. Discussion of whether either of these winch systems would survive the elements. Tim called to question. All in favor.

Reports:

• President

  • Reconsideration of the boat tow refund. Discussion of the circumstances under which the boat was towed and the current rules and regulations regarding boats left at the marina for an extended time. William motioned that the Board vacate its prior decision to refund the tow fee in full and rather impose a fine of $55 representing the original 7-day presence of the boat on the dock and refund the remainder of the tow fee only to the owner.  Tim seconded. After discussion of the fees, William amended his motion for the fine to be $85. Tim, William, and Jeff voted in favor. Jim opposed. Motion passed.

  • Protocols for standing and ad hoc committees

    • For standing committees:

      • An announcement to the membership directing interest to the appropriate chair

      • The committee chair and one other board member will serve to vet committee members

      • The committee chair brings list of committee members to the board to be entered into the record

      • Members may only sit on one standing committee at a time

      • A staff representative may serve as a liaison to each committee, but not as a formal committee member

      • 3-5 members to serve on each committee

    • Next steps on Dog Committee recommendations:

      • Get feedback from GM (once hired) about enforcement and penalties

      • Allow for member input prior to formalizing new rules about dogs

      • Staff input on proposals

      • Jim suggested that the board host a community forum to provide the membership an opportunity to civilly discuss the proposals made by the dog committee. Ben offered a friendly amendment to Jim’s suggestion that an online session be set up between now and the next board meeting. Jim and Jeff will facilitate the session.

    • Wildlife ad hoc committee to be created with Jim as the coordinator.

• Administration

  • Update Language in Section 5.4, Rules and Regulations-Jim to add proposed changes and resubmit to the board in March for approval.

  • Update Language in Policy Statements, Section 7

  • Update Language in Section 5.2, Clubhouse Area

  • Tim motioned to approve the revisions to Section 5.2 and Section 5.4 as presented. William seconded. All in favor.

• Finance

  • Discuss strategy to prioritize future foreclosures for unpaid dues-Tabled due to time restrictions

• Operations/Water

  • Lummi Island Scenic Estates Clubhouse Seacliff Coastal Geologic Analysis-Jim Johannessen, Clubhouse Structural Engineering consultant joined the meeting to discuss his findings at the Clubhouse. His main recommendation is to make moves toward shoring up the east facing foundation wall. The next step is to engage a structural engineer. Jim motioned that we restrict access to the east and southeast facing deck of the clubhouse and refund the usage fee to the members who have rented it for March 3-6, 2022. William seconded. All in favor.

  • William motioned that the remainder of the $10,000 allocated for an engineering consultation in November 2021 be directed toward a structural engineer.  Tim seconded. All in favor.

  • Properties and Property Disposition- Tabled due to time restrictions

• Water

  • Requiring the use of Purchase Orders and written standard approval process- Tabled due to time restrictions

  • Reservoir Operations and Reservoir sampling and Valve Farm. Development of work plan and timetable for completion required.- Tabled due to time restrictions

• Communications/Planning

  • Discussion of the Job Solicitations, Schedule for Responses/Interviews-To be discussed by the board via email.

Old Business: None

New Business: None

Other Business:

• Next BOD Meeting: Saturday, March 26, 2022 at 9:30am

• Executive Session to discuss legal matters related to delinquent accounts- Tabled due to time restrictions

Adjournment: 12:35pm.

Click here to see a table of the action items to be completed by board members as of February 27, 2022.

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