Sudden Valley Communtiy Association Board of Directors Meeting Thursday, September 25, 2014 Adult Center 7:00 P.M

SUDDEN VALLEY COMMUNTIY ASSOCIATION BOARD OF DIRECTORS MEETING THURSDAY, SEPTEMBER 25, 2014 ADULT CENTER 7:00 P.M.

I. CALL TO ORDER PAGE II. ROLL CALL III. ADOPTION OF AGENDA IV. ANNOUNCEMENTS V. APPROVAL OF MINUTES AND VOTING AS NECESSARY A. Board of Directors Special Meeting, August 21, 2014 1 - 3 B. Board of Directors Meeting, August 28, 2014 4 - 8 C. Board of Directors Meeting, September 11, 2014 9 - 12 VI. GENERAL MANAGER’S REPORT AND VOTING AS NECESSARY 13 - 27 VII. TREASURERS REPORT AND VOTING AS NECESSARY A. Finance Committee 1. Capital Requests 28 - 54 2. Treasurer's Report 55 - 65 3. Minutes, August 20, 2014 66 - 68 4. Minutes September 3, 2014 69 - 71 VIII. COMMITTEE REPORTS AND VOTING AS NECESSARY A. Architectural Control 1. Minutes, September 4, 2014 72 - 75 2. Minutes, September 18, 2014 76 - 78 3. September Report 79 B. Communications 1. Minutes, August 18, 2014 80 - 81 2. Minutes, September 2, 2014 82 - 83 C. Document Review 1. Minutes, August 11, 2014 84 - 85 D. Emergency Preparedness 1. Minutes, August 12, 2014 86 - 88 E. Nominations and Elections 1. Minutes, August 19, 2014 89 2. Minutes, September 2, 2014 90 3. AGM Status F. Strategic Planning IX. CONTINUING BUSINESS AND VOTING AS NECESSARY A. Library Building/Adult Center 91 - 138 B. Auction C. Safety Fair X. NEW BUSINESS AND VOTING AS NECESSARY A. Lake Whatcom Policy Group Update 139 - 140 XI. PROPERTY OWNER COMMENTS XII. BOARD COMMENTS XIII. CLOSED SESSION XIV. ADJOURNMENT

1 SUDDEN VALLEY COMMUNITY ASSOCIATION 2 BOARD OF DIRECTORS SPECIAL MEETING MINUTES 3 THURSDAY, AUGUST 21, 2014 4 ADULT CENTER 5 7:00 PM 6 In Attendance: 7 Larry Brown, President 8 Carol Bauman, Vice President 9 David Narsico, Secretary 10 George Shaffner, Treasurer 11 Carol Houlton 12 Tammy Woodin 13 Mitch Waterman 14 Leslie McRoberts, N&E Chair 15 Jo Jean Kos, ACC Chair 16 17 Unexcused Absence: Tom Doll 18 19 Late: Melissa Lange 20 21 22 Community Members: 4 23 24 Staff: Jeff Schlaack, General Manager 25 Amanda Becker, Administrative Specialist 26 27 28 I. CALL TO ORDER 29 A. The meeting was called to order at 7:01 PM. 30 II. ROLL CALL 31 III. ADOPTION OF AGENDA 32 President Brown added Property Owner Comments and Board Comments after 33 announcements. 34 The agenda was adopted as amended by acclamation. 35 IV. ANNOUNCEMENTS 36 A. Director Bauman announced there would be a Back to School Clothing Swap held on 37 August 23, from 9 am to Noon. She said the event would be followed by Community 38 Spirit Day, from Noon to 5 pm. She stated there would be a golf cart parade, bicycle 39 parade, stroller parade, beer garden, bingo, bridge, and face painting. 40 V. PROPERTY OWNER COMMENTS 41 A. A resident congratulated Director Shaffner on the clarification of the Golf Course 42 revenue in the Sudden Valley Views. He also inquired into the fate of the contract 43 with EMB/Associa and the reason behind the Board’s decision. 44 VI. BOARD COMMENTS 45 A. President Brown gave a brief overview stating the reasons they felt EMB/Associa was 46 not fulfilling their duties. He also stated the request to renegotiate the contract came

47 from EMB/Associa so the Board took the opportunity to give 180 day notice for the 48 contract. Director Shaffner stated a concern was the lack of replacement for the 49 current General Manager. President Brown stated the Board will be paying 50 EMB/Associa through the end of 180 days (January 15, 2015) but will probably be 51 paying an interim manager on top of that cost. Director Waterman said the Board felt 52 that the promises made by EMB/Associa weren’t being fulfilled. 53 VII. CONTINUING BUSINESS AND VOTING AS NECESSARY 54 A. FINAL AUTHORIZATION FOR AGM MEASURES AND AGM AGENDA 55 1. Budget and Dues Measure 56 Director Shaffner introduced the budget and dues measures. He explained the 57 Finance Committee had made a few changes to the proposed budget. One change 58 included the amount allocated to accounts: 57% to Operations, 18% to CRRRF, 59 and 25% to Roads. Another change was the removal of funding for the trailers for 60 the YMCA and Library. Director McRoberts informed the Board that all AGM 61 Measures are due to the printer in the correct format on September 4. 62 MOTION: Director Lange motioned to adopt the revised allocation and removal of the trailer’s 63 emergency cash allocation. The motion was seconded. The motion passed with one opposition. 64 ACTION ITEM: Directors Shaffner, McRoberts, Bauman, and Houlton will bring the final 65 measures, in the correct format, to the next Board Meeting on August 28. The measures will be 66 turned over to staff the following day by Director McRoberts. 67 2. AGM Agenda 68 Director McRoberts read the agenda as it stands but stated it does not need to be 69 approved until the following meeting. 70 VIII. NEW BUSINESS AND VOTING AS NECESSARY 71 A. Shortened Pool Fees 72 President Brown stated a homeowner wrote requesting the Pool Fees be revised to 73 allow for lesser charge if a new resident wants to purchase a pool pass a month or two 74 into the season. Director Shaffner stated he felt the item should be decided when the 75 fee schedule is discussed. 76 B. Gate 1, Curb Appeal & Home Values 77 President Brown stated there was a complaint about the unkempt nature of the gates. 78 The resident felt that landscaping left a lot to be desired. President Brown said a 79 decision needed to be made for upkeep, whether it be the Garden Club, staff, or hiring 80 an outside company. Director Shaffner requested a proposal be sent through the 81 Finance Committee. 82 C. Nominations and Elections Committee Membership 83 Director McRoberts raised the issue that when she announced the members of the 84 Nominations and Elections Committee it had never been recorded in the minutes. She 85 stated the members of the N&E last year were Carol Bauman, Carol Houlton, Naomi 86 Bunis, Bob Healy, and Leslie McRoberts. At the 2013 AGM, Director McRoberts 87 was nominated as Chairperson of the N&E Committee. Bob Healy and Naomi Bunis 88 continued until they were replaced at the AGM as stated in the Bylaws. Director 89 McRoberts recruited Georgia Allen and Marie Falen to complete the committee. She 90 stated there was currently one open position on the N&E Committee because Naomi 91 Bunis had resigned. Some concerns were raised over the Bylaws regarding the N&E 92 Committee.

93 MOTION: Director Woodin motioned the Board reaffirm the members of the N&E Committee. 94 The motion was seconded. The motion passed with one abstention. 95 D. Communications Committee Membership 96 MOTION: Director Narsico motioned to approve Marlene Harlan as a member of the 97 Communications Committee, pending that she is a member in good standing. The motion was 98 seconded. The motion passed unanimously. 99 POINT OF INFORMATION: Administrative Specialist Becker stated Marlene Harlan was a 100 member in good standing. 101 E. Emergency Preparedness Committee Membership 102 MOTION: Director Houlton motioned to approve Norman Smith, a member in good standing, 103 as a member of the Emergency Preparedness Committee. 104 F. Audio Recording of the Finance Committee 105 Director Narsico proposed Finance Committee meetings be recorded due to there are 106 no Town Halls. 107 MOTION: Director Narsico motioned that the Finance Committee meetings be recorded and 108 posted on the website, just as the Board meetings are. The motion was seconded. The motion 109 failed with five against. 110 The Directors debated the pros and cons of recording the Finance Committee. Some 111 suggestions were made that included holding off on the decision until the new Board 112 comes in or recording all meetings for every committee. A concern was raised over 113 having a quorum at the Finance Committee meetings. 114 POINT OF INFORMATION: President Brown stated the attorney has advised the Board it 115 would be wise to avoid having a quorum, but there is no legal requirement to avoid a quorum. 116 IX. CLOSED SESSION 117 Adjourned to closed session at 8:28 PM. 118 X. VOTING IF NEEDED 119 MOTION: Director Shaffner motioned the preliminary agreement between Director Waterman 120 and President Brown be moved to the lawyer for final language. The motion was seconded. The 121 motion passed with one against and one recusal. 122 XI. ADJOURNMENT 123 The meeting was adjourned at 10:06.

1 SUDDEN VALLEY COMMUNITY ASSOCIATION 2 BOARD OF DIRECTORS MEETING MINUTES 3 THURSDAY, AUGUST 28, 2014 4 ADULT CENTER 5 7:00 PM 6 In Attendance: 7 Larry Brown, President 8 Carol Bauman, Vice President 9 David Narsico, Secretary 10 George Shaffner, Treasurer 11 Carol Houlton 12 Tammy Woodin 13 Mitch Waterman 14 Leslie McRoberts, N&E Chair 15 Jo Jean Kos, ACC Chair 16 17 Late: Melissa Lange 18 Tom Doll 19 20 21 Community Members: 4 22 23 Staff: Jeff Schlaack, General Manager 24 Michelle Miller, Accounting Manager 25 Amanda Becker, Administrative Specialist 26 27 28 I. CALL TO ORDER 29 A. The meeting was called to order at 7:01 PM. 30 II. ROLL CALL 31 III. ADOPTION OF AGENDA 32 The agenda was adopted as amended by acclamation. 33 IV. ANNOUNCEMENTS 34 A. Director Bauman announced Spirit Day was a success. She said lots of families with 35 small children attended. She also stated she has only heard positive feedback. 36 President Brown suggested the art and crafts tent be moved closer to the path next 37 year. Director Bauman stated she and staff had already met about what could be 38 improved for next year. 39 B. Director McRoberts announced there was still a vacant committee member spot on 40 the Nominations and Elections Committee. She said the member would only have to 41 serve until the AGM on November 1. 42 C. Director Narsico announced on September 5, there would a Town Hall with County 43 Council members. He stated he has received confirmation from Barry Buchanan and 44 Pete Kremen but is still waiting on Ken Mann. He also said Barbara Brenner is 45 willing to attend if Ken Mann cannot. Director Lange suggested discussing the topic 46 of Whatcom County Sheriff’s presence in Sudden Valley. Director Narsico stated

47 topics could be brought up, but for the council members it is primarily a listening 48 session. 49 D. Director Houlton announced the Safety Fair would be held on October 11. President 50 Brown suggested residents sign up for CERT training with Security Chief Bullock. 51 V. PROPERTY OWNER COMMENTS 52 A. No Property Owner comments were made. 53 VI. BOARD COMMENTS 54 A. No Board comments were made. 55 VII. TREASURER’S REPORT AND VOTING AS NECESSARY 56 A. Capital Requests 57 1. Lake Louise Outflow Channel – Culvert #19B Abandonment 58 Director Shaffner stated Culvert #19B needed to be filled because it was an 59 excess culvert. The funding request recommendation from the Finance Committee 60 was that the Board approve the request. This was a unanimous decision by the 61 Finance Committee. 62 MOTION: Director Houlton motioned for the Board of Directors to expend an amount “not to 63 exceed” $11,000 from the Roads Reserve to complete the decommissioning of culvert #19B. The 64 motion was seconded. The motion passed unanimously. 65 B. Finance Committee Membership 66 Director Shaffner stated Larry Feder, a member in good standing, has applied to join 67 the Finance Committee. He stated he has a background in working for non-profits. 68 MOTION: Director Shaffner motioned the Board approve Larry Feder’s nomination to the 69 Finance Committee. The motion was seconded. The motion passed unanimously. 70 C. 2015 Budget and Measures 71 Director Shaffner introduced the Budget and Dues and Assessment measures. 72 Some questions were raised regarding the wording of the Dues and Assessment 73 measure so it was amended with the exclusion of a sentence that read “The same 74 3.5% increase is built into the association’s management services contract with 75 Associa/EMB.” It also had two typos fixed. 76 ACTION ITEM: Administrative Specialist Becker will be sure the first item on the ballot states 77 “approve” or “reject” for the first measure. 78 POINT OF INFORMATION: Administrative Specialist Becker stated the Board needs to vote 79 on the measures since only the revised allocation and removal of the trailer’s funding had been 80 approved. 81 MOTION: Director Shaffner motioned to approve both measures as amended. The motion was 82 seconded. The motion passed unanimously. 83 ACTION ITEM: Director Shaffner will send the final copy to Administrative Specialist Becker 84 by 10 am tomorrow. 85 D. Treasurer’s Report 86 Director Shaffner tabled the rest of the report until the following Board meeting. 87 VIII. CONTINUING BUSINESS AND VOTING AS NECESSARY 88 A. AGM Agenda and Measures Final Agreement 89 1. Change to Choose ACC Members by Voting 90 President Brown stated the only new items on the measures are the ballot 91 wording and the purpose. There were some questions on the wording of the

92 ballot, no changes were made. The purpose was amended from “the next 93 AGM” to “the 2015 AGM”. 94 MOTION: Director Lange motioned to approve Measure 5 as amended. The motion was 95 seconded. The motion passed with one opposition and two abstentions. 96 ACTION ITEM: President Brown will send the final copy of Measure 5 to Administrative 97 Specialist Becker by 10 am tomorrow. 98 2. Addition of Power to Waive Lot Joinder Fees 99 President Brown stated the only change was the addition of the ballot wording 100 and the purpose. 101 MOTION: Director Bauman motioned to approve Measure 6. The motion was seconded. The 102 motion passed with one abstention. 103 3. AGM Agenda 104 Director McRoberts read the revised agenda and discussed the upcoming 105 calendar dates. 106 ACTION ITEM: Director McRoberts will email the agenda and upcoming calendar dates to all 107 the Board members. 108 IX. NEW BUSINESS AND VOTING AS NECESSARY 109 There was no new business to discuss. 110 X. APPROVAL OF MINUTES AND VOTING AS NECESSARY 111 A. Board of Directors Meeting, June 26, 2014 112 Director Shaffner amended page 4, line 171 to read “$592,000” instead of 113 “$572,000”. 114 MOTION: Director Bauman motioned to approve the amended minutes. The motion was 115 seconded. The motion was approved unanimously. 116 B. Board of Directors Special Meeting, July 1, 2014 117 MOTION: Director Woodin motioned to approve the minutes. The motion was seconded. The 118 motion passed unanimously. 119 C. Board of Directors Meeting July 10, 2014 120 MOTION: Director Bauman motioned to approve the minutes. The motion was seconded. The 121 motion passed unanimously. 122 D. Board of Directors Meeting, July 24, 2014 123 MOTION: Director Bauman motioned to approve the minutes. The motion was seconded. The 124 motion passed unanimously. 125 E. Board of Directors Special Meeting, July 30, 2014 126 MOTION: Director Bauman motioned to approve the minutes. The motion was seconded. The 127 motion passed with one abstention. 128 F. Board of Directors Special Meeting, August 7, 2014 129 MOTION: Director Bauman motioned to approve the minutes. The motion was seconded. The 130 motion passed unanimously. 131 G. Board of Directors Meeting, August 14, 2014 132 MOTION: Director Woodin motioned to approve the minutes. The motion was seconded. The 133 motion passed with one abstention and one recusal. 134 XI. TREASURER’S REPORT AND VOTING AS NECESSARY (CONT.) 135 E. Finance Committee 136 1. Minutes, July 16, 2014 137 Director Shaffner stated the minutes were as submitted.

138 2. Minutes, August 6, 2014 139 Director Shaffner stated the minutes were as submitted. 140 XII. COMMITTEE REPORTS AND VOTING AS NECESSARY 141 A. Architectural Control 142 1. Minutes, August 7, 2014 143 2. Minutes, August 21, 2014 144 3. August Report 145 Director Kos stated the minutes and report were as submitted. Director Kos did 146 draw attention to the fact that there were seven new homes approved to be built. 147 Director Woodin raised a question regarding a line item in the ACC minutes 148 regarding a closed session. The Board decided the topic would be better discussed 149 in closed session. Director McRoberts suggested contacting the attorney to inquire 150 if individual committees can have closed sessions. President Brown stated there is 151 nothing in the Bylaws excluding it. 152 B. Communications 153 1. Minutes, July 21, 2014 154 2. Minutes, August 4, 2014 155 Director Narsico stated the minutes were as submitted. He also said there are two 156 websites that Views Editor Lindquist will be publicizing. 157 C. Document Review 158 1. Minutes, June 9, 2014 159 2. Minutes, July 14, 2014 160 President Brown stated the minutes were as submitted. He also commended 161 Director Bauman and Director Houlton for doing a great job cleaning up 162 document storage. 163 D. Emergency Preparedness 164 1. Minutes, May 6, 2014 165 Director Houlton stated the minutes were as submitted. She also stated the May 166 minutes had been skipped previously but June and July had already been 167 submitted and approved by the Board. 168 E. Nominations and Elections 169 Director McRoberts stated there is nothing to report that was not covered in the 170 discussion of AGM Agenda and Measures. 171 F. Strategic Planning 172 Director Doll stated there is nothing to report. 173 XIII. GENERAL MANAGER’S REPORT AND VOTING AS NECESSARY 174 GM Schlaack stated the manager’s report was as submitted. GM Schlaack did request 175 the Board review the graphs and charts in regards to the Marina for 2014. He stated 176 Administrative Specialist Becker worked very hard on gathering and verifying the 177 information. He stated in 2015 all departments can work off this format. Director 178 Narsico stated he was pleased with the format. 179 XIV. CLOSED SESSION 180 The Board adjourned to closed session at 8:10 PM. 181 XV. VOTING AS NECESSARY

182 MOTION: Director Shaffner motioned that the Board accept the settlement offer by Mr. Kildall, 183 as described by the SVCA attorneys, subject to his signing by September 3. The motion was 184 seconded. The motion passed unanimously. 185 MOTION: Director Shaffner motioned the Board authorize the President and Secretary to sign 186 the proposed interim Managing Director Agreement, as finalized by SVCA counsel, with Mitch 187 Waterman, as soon as available from SVCA counsel, and before its implementation date of 188 September 1, 2014; with the addition of the indemnity clause and the change of name to an LLC 189 after 10 days. The motion was seconded. The motion passed with one against and one recusal. 190 Director Waterman stated the investigation of the Library will take place September 2 191 through September 5. Once the investigation is completed Director Waterman will 192 have the structural engineer reevaluate and implement the shoring plan. Director 193 Waterman stated the library should be able to open within a week, for the duration of 194 the insurance claim process. 195 ACTION ITEM: Director Waterman will send an email with his resignation once the contract is 196 signed. 197 XVI. ADJOURNMENT 198 The Board adjourned at 9:43 PM.

1 SUDDEN VALLEY COMMUNITY ASSOCIATION 2 BOARD OF DIRECTORS MEETING MINUTES 3 THURSDAY, SEPTEMBER 11, 2014 4 ADULT CENTER 5 7:00 PM 6 In Attendance: 7 Larry Brown, President 8 Carol Bauman, Vice President 9 David Narsico, Secretary 10 George Shaffner, Treasurer 11 Carol Houlton 12 Tammy Woodin 13 Leslie McRoberts, N&E Chair 14 Jo Jean Kos, ACC Chair 15 16 Excused Absence: Tom Doll 17 18 Late: Melissa Lange 19 20 21 Community Members: 10 22 23 Sudden Valley Staff: Mitch Waterman, Managing Director 24 25 Associa Staff: Jeff Schlaack, General Manager 26 Morgan Buscher, Interim General Manager 27 Michelle Miller, Accounting Manager 28 Amanda Becker, Administrative Specialist 29 30 31 I. CALL TO ORDER 32 A. The meeting was called to order at 7:00 PM. 33 II. ROLL CALL 34 Director Lange arrived late to the meeting. 35 III. ADOPTION OF AGENDA 36 The agenda was adopted as amended by acclamation. 37 IV. ANNOUNCEMENTS 38 A. GM Schlaack introduced Interim General Manager Morgan Buscher. It was 39 announced that GM Schlaack’s last day would be Friday, September 12. 40 B. Director McRoberts announced there is still a vacancy on the Nominations and 41 Elections Committee. She also said no applications have been received for the 42 opening. 43 C. Director Bauman announced there will be a Safety Fair held on October 11. She also 44 stated Sudden Valley is looking into hosting a silent auction the same day. She hopes 45 to have photos online beforehand so people can view the items prior to the event.

46 D. Director Narsico announced there would be two Candidate Forums held. The first 47 will take place on Tuesday, September 23 from 7 PM to 8 PM and the second will be 48 on Saturday, September 27 from 10 AM to 11 AM. The forums will be held in the 49 Adult Center. The Communications Committee plans to have the two candidates 50 introduce themselves and then mingle among the crowd. 51 V. PROPERTY OWNER COMMENTS 52 A. A resident inquired if the Library Barn was inspected prior to the Library being given 53 a lease. He also raised questions regarding the Reserve Study. 54 B. Another resident said, based on his past experiences with OSHA, that sometimes 55 issues can be missed during an inspection. 56 VI. BOARD COMMENTS 57 A. President Brown responded to the inquiry on the Library Barn. 58 B. Directors Shaffner and Lange responded to the inquiry on the Reserve Study. 59 C. Interim Managing Director Waterman offered to answer questions regarding the 60 Barns if the resident would get in touch with him. 61 VII. TREASURER’S UPDATE AND VOTING AS NECESSARY 62 A. Treasurer’s Update 63 Director Shaffner gave an overview of July’s financial report. Director Woodin 64 inquired into allocations and Accounting Manager Miller answered her questions. 65 Allocating late dues into the correct account was discussed. Director Narsico inquired 66 if a glossary would be included with the Finances in the future. 67 ACTION ITEM: Accounting Manager Miller will create a glossary for the Financial terms to be 68 placed on the website. 69 B. Capital Requests 70 1. Coffee Shop Repairs 71 Director Lange explained that during an inspection of the Coffee shop, after Mary 72 Jayne Veljkov took over, there was some safety issues found that were not found 73 during the initial inspection. The Finance Committee voted 4 in support, with one 74 abstention to recommend half the funds be paid back to Mary Jayne for repairing 75 safety issues. The Directors discussed the terms of the Creekside lease. 76 MOTION: Director Lange motioned the Board approve an allocation from the MR&R “not to 77 exceed” $2,684.00. The motion was seconded. The motion passed unanimously. 78 C. Collections Policy 79 Director Shaffner introduced the collections policy. The policy and letters have been 80 approved by a lawyer. Director Bauman raised questions regarding wording of the 81 policy. Page 7 was amended to include 12 months, instead of a blank space. 82 MOTION: Director Shaffner motioned the Board of Directors approve the amended policy. The 83 motion was seconded. The motion passed unanimously. 84 ACTION ITEM: The policy is to be added to the policy binder and placed on the website. 85 VIII. CONTINUING BUSINESS AND VOTING AS NECESSARY 86 A. Safety Fair 87 Director Houlton stated the Safety Fair will be held on October 11. She said there are 88 currently 7 participants signed up. The promotion is now starting for the event. The 89 event will be held in the Dance Barn from 10:30 am to 3:30 pm. Director Shaffner 90 gave an overview of Methow Valley’s troubles this year as a caution to Sudden

91 Valley. Director Houlton stated Emergency Preparedness Committee is looking for 92 more volunteers to be Safety trained. 93 B. Update on the Barns 94 Interim Managing Director Waterman gave an update on the Library Barn and the 95 field investigation of surrounding areas. The insurance claim process is expected to 96 last 18 – 24 months. Interim Managing Director Waterman proposed renting the 97 Adult Center to the Library for 24 months. President Brown suggested discussing the 98 proposal in Closed Session. Director Shaffner did not agree with the suggestion. 99 Director Shaffner suggested asking for member comment prior to changing the Adult 100 Center into a Library. The Directors discussed the option of having member input by 101 the next Board meeting. Interim Managing Director Waterman stated the pool will 102 have to be closed off and doors locked. Another entrance to the Adult Center Pool 103 will be created for the summer season. All costs associated with Adult Center 104 renovations will be included in the rent for the Friends of Sudden Valley Library. 105 MOTION: Director Shaffner motioned that Interim Directing Manager Waterman continue his 106 negotiations with the Library, while the Board gathers community input. A decision will be made 107 at the September 25 Board meeting. The motion was seconded. The motion passed with two 108 against. 109 C. Reserve Language to be Added to Measure 1 110 President Brown stated Washington State’s RCW’s require a homeowner’s 111 association to include a disclosure of the reserves; therefore, Director Shaffner has 112 included this to be placed at the end of the first measure. 113 MOTION: Director Houlton motioned to approve Measure 1 with the addition of the Reserve 114 Disclosure. The motion was seconded. The motion passed unanimously. 115 IX. NEW BUSINESS AND VOTING AS NECESSARY 116 A. Vacancy on Board 117 Director McRoberts raised the question on whether or not to advertise for the 118 vacancy on the Board. The Board decided they would like the position to be 119 advertised. 120 MOTION: Director Houlton motioned the Board to post the open position as indicated which 121 the normal process in the Bylaws is. The motion was seconded. The motion passed unanimously. 122 B. Owner-Tenant Issue 123 Director Woodin stated there is no collection of data for tenants. Director Woodin 124 was wondering if a lack of participation for Board members this year is due to an 125 abundance of tenants. President Brown stated Director Narsico is working on a 126 notice for publication regarding policies that will be enforced. 127 ACTION ITEM: Director Narsico will write an article for the Views that the Board will begin 128 following policies and issuing fines, adding in this policy to the list already provided by 129 President Brown.

130 Director Lange stated GM Schlaack had brought a proposal forward for 131 registering tenants in the past. Director Woodin stated it is the owner’s 132 responsibility to provide Admin with a copy of the lease. 133 C. Auction 134 Director Bauman covered the auction in announcements. Director Lange also 135 stated there are some items that are included in the El Agave lease but the lease 136 can be renegotiated to remove the items from the lease so they can be sold. 137 X. CLOSED SESSION 138 The Board adjourned to closed session at 8:23 PM. 139 XI. VOTING IF NEEDED 140 The Board did not require voting. 141 XII. ADJOURNMENT 142 The meeting was adjourned at 9:18 PM.

GENERAL MANAGER’S SEPTEMBER 2014 REPORT

Board of Directors Meeting September 25, 2014

I. DEPARTMENT REPORTS AND UPDATES

1. ACCOUNTING: Current Working Items – • Working with Mutual of Omaha and Southdata to complete transition plan. • August Financials • Revised Pro Forma End of Year Reports • FC Meetings – 9/24, 10/15 • Collections Policy – final proofing and implementation

2. ADMINISTRATION

AREA Z storage: The administration staff has been working diligently with customers to try and bring them current with payments. Throughout this process, security has been working closely with the General Manager and administrative staff to enforce any security issues at Area Z, such as delinquent accounts, abandoned vessels/trailers, parking issues, and impoundments. SVCA has a total of 42/49 Rental Spaces at Area Z; as of August 26, 2014 there are approximately 7 (6 – one has a towed boat) rental spaces currently available for rent. Our office has rented out 1 space in the past month since last reporting to the Board.

MARINA: The administration staff has slowed down with renting Marina spaces, as well as Canoe/Kayak spaces, but has been busy updating insurance and registration information. Marina Customers: 161 Canoe/Kayak Customers: 67/90 (2 are SVCA canoes)

For the 2014 Marina Customers, Boat Launch, and Canoe/Kayak Customers rentals received as of 9/19/14:

PLEASE REFER TO “ATTACHMENT A”

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The Administration Office has been working with Lithtex to get the AGM materials printed and ready for mailing. They have also begun preparing the election system and materials for the counters.

SERVICES: The administration staff continues to manage/provide services for the Board and Committees; Complaints (walk-ins, call-ins, and emails); Area Z; Marina Moorage; Member Dues payments; Copying/Faxing Services; For Sale/For Rent Signs, Gate Posters and Maps for Sale; Website Maintenance and Management; Overnight RV/Trailer Parking; Mailbox identification; Security Home Check; Facility Rentals; Coordination of Sudden Valley Events; and SV Views classified ads and display ads.

There were a total of 34 Adult Pool Passes sold.

3. CES

Capital Project Site Mitigation: CES staff is working with Whatcom County planning staff to confirm and clarify any remaining site mitigation requirements for past capital projects. Shoreline restoration efforts in the form of mitigation planting installed by volunteers in 2012 at the marina dog park were reviewed by an environmental consultant in July to satisfy three year monitoring requirements imposed by the county. A report provided by the consultant was submitted to county natural resources staff for review.

Hazardous Tree Removal: CES staff evaluated several potentially hazardous trees located in various locations on Association property for trimming or removal. In a few instances, guidance was provided by a certified arborist. Due to some of the trees being located in environmentally critical areas, permit applications have been prepared and submitted to Whatcom County for review. Appropriate action has been taken by both EMB maintenance staff and outside tree service providers to manage risk to life and property associated with hazardous trees, at the direction of the CES manager.

New Home Construction and Addition Projects: The CES department has received plans for a total of twelve new home construction projects, and two additions to existing homes, for review by the ACC so far this year. In addition to plan review, site inspections and resolving issues relating to these new projects, staff continues to work with developers of five additional projects started last year and still active.

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Lake Whatcom Management Program: The CES manager continues to represent the Association’s interests through participation in the Lake Whatcom Management Program, including attendance at regular meetings of multi-jurisdictional planning and policy development staff working on Lake Whatcom issues, as well as regular meetings of the Lake Whatcom Joint Policy Group. Collaboration on developing the next five year work plan for implementing phosphorus reduction practices and other water quality improvement strategies are a recent focal point of these efforts.

Bellingham Public School Bus Routes and Shelters: The CES manager has been tasked with acquiring comprehensive information from the Bellingham Public School District relating to bus routes in the community, including the specific number and location of bus stops as well as the estimated number of students using each location. The project goal is to identify existing school bus stop shelters for replacement as well as gauge the potential need for additional shelters.

Area Z Soil Testing: A determination from the Washington State Department of Ecology (DoE) was recently received by the Association relating to soil testing performed earlier this year by consultant GeoEngineers. The determination indicated additional information must be provided to DoE relating to sites located within the development where underground fuel storage containers once existed. Additional information was also requested relating to soil samples at Area Z as well as groundwater sampling data. GeoEngineers consulting staff is working directly with DoE, as well as Managing Director Waterman and Interim General Manager Buscher, to respond appropriately to the DoE request. The primary goal of working with DoE is to remove Sudden Valley from the DoE list of contaminated sites in Washington state. A secondary benefit is gaining the ability to re-purpose substantial portions of Area Z for other uses

4. GOLF MAINTENANCE

Rainfall to Date 2014 : 51.55” Rainfall to Date Sep 2014: 1.88 ” Rainfall August 2014: .74”

Projects Completed: • Mechanic replaced leaking fuel tank gauge on Bunker Rake Machine • Mechanic replaced worn and broken sand paddles on Bunker Rake Machine • Mechanic replaced failed fuel shutoff solenoid on John Deere Progator • Mechanic removed and repaired leaking radiator on Toro Trim Mower

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• Mechanic replaced John Deere progator wiring harness due to multiple shorts • Mechanic replaced failed emergency brake parts on Clubcar utility vehicle • Mechanic back-lapped tee mower cutting units • Mechanic replaced broken throttle cable on Greens Roller • Mechanic replaced broken mower belt on small parks mower • Mechanic replaced brakes on Ford 1920 tractor • Mechanic replaced worn tires on Toro Workman • Mechanic replaced broken brake line on Jacobsen Truckster • Mechanic replaced remaining deck bearings on Large Parks Mower • Mechanic serviced and installed new tines into Toro aerifiers for aerification • Backfilled and seeded irrigation repairs on #11, and #12 • Repaired 6” mainline line leak at number 10 tee • Repaired #6 satellite station module with inventory of used parts • Replaced four solenoids on irrigation heads that had not been functioning, heads are now functioning

Maintenance Completed: • Fertilized fairways and applied wetting agent • Sprayed Greens with Fertilizer twice • Applied wetting agent to greens • Mowed Fairways, Tees, and Approaches 8 times • Mowed all rough once a week • Full raked bunkers once a week, repaired washouts from Sep. 2 rainfall • Sand & Seeded driving range tee • Aerified and topdressed Nursery Green • Raised 9 heads on the practice tee that were too low to water efficiently • Volunteers Sand and Seeded Fairways 10-18

Ongoing Projects: • Locating and repairing irrigation satellite controller issues • Locating used stump grinder and trencher for use on Cat equipment • Repairing Mainline leak on #3 • Repairing lateral leak on #1 • Working with volunteers to Sand and Seed fairways 1-9 • Repairing #10 cart path due to irrigation mainline repair

September has been great weather wise with the exception of two storms that have come through. We will lose two seasonal full time staff in the fourth week of

16 Page 5 of 6 SEPTEMBER 2014 GENERAL MANAGER’S REPORT

September due to Western starting classes. I am grateful to have Trenton and Tyler on staff for the last three summers. In addition my new assistant Fred Wilken started September 18th. I am very excited to have this position filled as we look towards projects this fall.

We will begin to start the process of aerifying/topdressing tees, greens, approaches, and fairways (30 acres) in late September and into October. The process is vital to plant health and greatly increases drainage/playability during wetter months.

Work is on standby for the Lake Louise Pump House rebuild as we wait for a week of weather requiring no irrigation. Estimated start date is first week of October 2014.

Due to rain in the third week of September, we were able to replace a section of leaking 6” irrigation mainline below the cart path on #10 tee. This repair required shutting down the irrigation to holes 1-9. We will be working to repair the cart path with cold patch as soon as possible.

Jordan has been mowing parks and at least one day a week working with Carol Bauman to clean out garbage and debris at the Mid-barn. Jordan is now completing garbage runs three days a week due to reduced staffing in maintenance.

5. GOLF PRO

2014 golf revenue through September 18th is $621,211 which is down 12% from the $703,220 we earned 2013.

We are winding our Club Tournament schedule down with our Fall Wind Up this weekend, and we will roll right into our Winter Series schedule that begins October 4th.

Our Outing Organizer Appreciation Day is on tap for September 24th. A couple of the participants have already scheduled their event for 2015 and another couple of new events have been discussed with invited participants.

On a positive note, our product is as good as it has ever been. However, we must do a better job of getting the word out and figure out a way to lose the designation of being a “hidden gem”. If we hope to increase revenues in a challenging golf economy, a marketing and promotion plan will need to be formed over the off-season.

17 Page 6 of 6 SEPTEMBER 2014 GENERAL MANAGER’S REPORT

GOLF PRO STATISTICS: PLEASE REFER TO “ATTACHMENT B”

6. MAINTENANCE

• Maintenance has been working really hard on roadside clearing and chipping. They have made it around Sudden Valley Drive., Harbor View, Maple Court, Green Hill, Cascade Lane, Hillside Drive. Sigma Lane, Jasper Court, Amber Way, Rocky Ridge, Eagle Crest, Hawks Hill, Valley Crest, part of Deer Run, and decreased the brush pile at Area Z.. They have also been chipping homeowner’s fire wise piles as they call them in to us.

• We also put out a ten year issue when we moved a homeowner’s shed off his neighboring property. This job was done at the corner of Canyon Court & Sudden Valley Drive.

• Two of the maintenance workers were on a two week vacation during the last month. We have also lost one seasonal worker.

• Preparing for culvert relining that will begin on September 15.

• Completed fill in of culvert 19b under the tennis court.

• Relined spillway overflow

• Due to the loss of one maintenance worker, vacation time, and preparing for culvert relining only 7 culverts were cleaned this month. Year to date approximately 150 have been cleaned.

7. SECURITY

Security has been preparing for the Safety Fair and the Annual General Meeting. Security had a busy summer patrolling the parks. During their patrols they caught minors with alcohol and marijuana; the names of which have been turned over to the Whatcom County Sheriff’s Office.

SECURITY STATISTICS: PLEASE REFER TO “ATTACHMENT C.”

Respectfully submitted this 25th day of September, 2014.

Morgan Buscher, PCAM Interim General Manager

ATTACHMENT A

19 Wet Slips Rented Dry Slips Rented Canoe/Kayak Storage Rented 90 160

80 80 140 70 70 120 60 60 100 50 50 80 40 40 60 30 30

40 20 20

10 20 10

0 0 0 Jan Feb Mar Apr May Jun Jul Aug Sep Jan Feb Mar Apr May Jun Jul Aug Sep Jan Feb Mar Apr May Jun Jul Aug Sep

2014 Marina Rentals 100%

90%

80%

70% Wet Slip 60%

50% Dry Slip 40% % Utilization Utilization % 30% Canoe/Kayak

20%

10%

0% Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

20 2014 Monthly Summary Report Marina Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec YTD A Wet Slips - Available 88 88 88 88 88 88 88 88 88 88 88 88 88 B Wet Slips - Rented - SVCA 44 48 59 62 78 81 85 85 85 85 85 85 85 C Wet Slips - Rented - Non-SVCA 0 0 0 1 3 3 3 3 3 3 3 3 3 D TOTAL Wet-Slips Rented 44 48 59 63 81 84 88 88 88 88 88 88 88 E % Wet-Slip Utilization 50% 55% 67% 72% 92% 95% 100% 100% 100% 100% 100% 100% 100% F Dry Slips - Available 165 165 165 165 165 165 165 165 165 165 165 165 165 G Dry Slips - Rented - SVCA 53 59 88 106 131 137 143 143 140 140 140 140 140 H Dry-Slips - Rented - Non-SVCA 0 0 1 1 3 3 4 5 5 5 5 5 5 I TOTAL Dry-Slips Rented 53 59 89 107 134 140 147 148 145 145 145 145 145 J % Dry-Slip Utilization 32% 36% 54% 65% 81% 85% 89% 90% 88% 88% 88% 88% 88% K Canoe/Kayak Storage - Available 90 90 90 90 90 90 90 90 90 90 90 90 90 L TOTAL Canoe/Kayak Storage Rented 23 24 31 44 55 60 60 65 65 65 65 65 65 M % Canoe/Kayak Storage Utilization 26% 27% 34% 49% 61% 67% 67% 72% 72% 72% 72% 72% 72% N TOTAL - Boat Launch Passes 0 2 3 12 19 29 36 37 37 37 O Revenues - Wet Slips $ 1,420 $ - $ 3,525 $ 4,035 $ 2,310 $ - $ 300 $ - $ (145) $ 11,445 P Revenues - Dry Slips $ 7,510 $ 792 $ 5,582 $ 4,562 $ 4,640 $ 1,992 $ 1,762 $ 1,010 $ 200 $ 28,050 Q Revenues - Combo Slips $ 5,735 $ 4,506 $ 21,801 $ 9,796 $ 8,015 $ 4,101 $ 6,126 $ - $ - $ 60,080 R Revenues - Canoe/Kayak Storage $ 1,900 $ 200 $ 1,000 $ 1,250 $ 1,250 $ 500 $ - $ 350 $ - $ 6,450 S Revenues - Boat Launch $ - $ 100 $ 50 $ 450 $ 350 $ 500 $ 570 $ 90 $ - $ 2,110 T TOTAL Monthly Revenues $ 16,565 $ 5,598 $ 31,958 $ 20,093 $ 16,565 $ 7,093 $ 8,758 $ 1,450 $ 55 $ - $ - $ - $ 108,135 U CUMULATIVE Revenues $ 16,565 $ 22,163 $ 54,121 $ 74,214 $ 90,779 $ 97,872 $ 106,630 $ 108,080 $ 108,135 $ 108,135 $ 108,135 $ 108,135

Marina Explanation A Wet Slips - Available Total number of wet slips available at the Marina B Wet Slips - Rented - SVCA Total number of wet slips rented to residents of SVCA C Wet Slips - Rented - Non-SVCA Total number of wet slips rented to non-residents D TOTAL Wet-Slips Rented Total number of wet slips rented to both non-residents and residents of SVCA E % Wet-Slip Utilization Percentage of all wet slips available that actually are rented F Dry Slips - Available Total number of dry slips available at the Marina G Dry Slips - Rented - SVCA Total number of dry slips rented to residents of SVCA H Dry-Slips - Rented - Non-SVCA Total number of dry slips rented to non-residents I TOTAL Dry-Slips Rented Total number of dry slips rented to both non-residents and residents of SVCA J % Dry-Slip Utilization Percentage of all dry slips available that actually are rented K Canoe/Kayak Storage - Available Total number of canoe/kayak storage available L TOTAL Canoe/Kayak Storage Rented Total number of canoe/kayak storage rented M % Canoe/Kayak Storage Utilization Percentage of all canoe/kayak storage that actually are rented N TOTAL Boat Launch Passes Total number of boat launch passes sold O Revenues - Wet Slips Total revenues for this period of time from payments for wet slips P Revenues - Dry Slips Total revenues for this period of time from payments for dry slips Q Revenues - Combo Slips Total revenues for this period of time from payments for combo slips R Revenues - Canoe/Kayak Storage Totatl revenues for this period of time from payments for canoe/kayak storage S Revenues - Boat Launch Total revenues for this period of time from payments for boat launch passes T TOTAL Monthly Revenues (O+P+Q+R+S) Total monthly revenues from wet slips, dry slips, combo slips, boat launch, and canoe/kayak storage U CUMULATIVE Revenues (JAN+FEB, JAN+FEB+MARCH, ETC.) Total revenues from wet slips, dry slips, fees, and fines

ATTACHMENT B

22 Rounds

2010 2011 2012 2013 2014 2015

JAN 329 329 368 291 755 FEB 975 975 741 624 187 MAR 1,200 1,200 1,194 1,208 551 APR 1,521 1,605 2,103 1,695 1,523 MAY 2,613 1,999 2,802 2,533 2,252 JUN 2,933 3,006 3,180 3,832 3,240 JUL 4,650 4,310 4,393 5,175 4,333 AUG 4,541 5,165 4,763 4,633 4,151 SEP 2,564 3,288 3,691 2,956 OCT 1,515 1,370 1,201 1,679 NOV 570 592 715 768 DEC 542 732 492 351 Total 23,953 24,571 25,643 25,745 16,992 0 Gross Revenue $661,299.00 $656,706.00 $736,909.00 $740,490.00 $578,695.00 Revenue/Round $27.61 $26.73 $28.74 $28.76 $34.06 #DIV/0!

6,000

5,000

4,000 2010 2011

3,000 2012 2013

2014 2,000 2015

1,000

0 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

23 SUDDEN VALLEY COMMUNITY ASSOCIATION GOLF MEMBERSHIP COMPARISON

January February March April May June

2012 2013 2014 2012 2013 2014 2012 2013 2014 2012 2013 2014 2012 2013 2014 2012 2013 2014

Social 8 0 2 10 2 2 14 13 7 15 13 7 17 14 7 17 14 9 Associate 18 14 20 29 24 26 52 42 38 68 53 55 81 64 69 83 68 77 Single 24 16 15 29 25 20 41 34 29 42 38 30 44 38 34 45 39 38 Single - NPO 10 11 6 11 14 6 15 17 11 17 18 12 17 18 12 17 18 13 Sr. Limited 8 9 10 10 9 14 12 15 19 12 15 22 13 15 24 12 15 24 Sr. Limited - NPO 3 4 4 3 4 4 4 6 5 4 7 6 4 7 6 4 7 5 Intermediate n/a 0 0 n/a 1 1 n/a 1 1 n/a 2 1 n/a 2 1 n/a 2 1 Intermediate-NPO n/a 0 2 n/a 0 2 n/a 0 2 n/a 0 2 n/a 0 2 n/a 0 2 Family 40 42 32 44 46 36 70 62 44 72 66 54 72 68 60 74 68 60 Family - NPO 6 0 4 8 0 4 12 4 8 14 10 10 16 10 10 16 10 10 Family 3+ 6 15 21 12 21 21 15 27 30 21 30 33 21 30 36 21 30 36 Family 3+ - NPO 6 3 0 6 3 0 6 6 0 6 6 0 6 6 0 6 6 0 Junior 4 9 5 5 9 5 8 12 9 9 12 12 9 12 18 12 15 19 Junior - NPO 4 4 1 7 4 1 8 6 3 10 7 7 12 9 9 13 10 12 Corporate n/a n/a 1 1 1 1 1 1 Total 137 127 122 174 162 143 257 245 207 290 277 252 312 293 289 320 302 307

July August September October November December

2012 2013 2014 2012 2013 2014 2012 2013 2014 2012 2013 2014 2012 2013 2014 2012 2013 2014

Social 17 14 11 17 14 11 17 14 17 17 17 17 17 17 Associate 87 82 81 87 82 82 87 82 87 87 87 87 87 87 Single 47 40 38 46 39 39 46 39 46 46 46 46 46 46 Single - NPO 17 18 13 17 18 13 17 18 17 17 17 17 17 17 Sr. Limited 14 15 25 14 15 25 14 15 14 14 14 14 14 14 Sr. Limited - NPO 4 7 5 4 7 5 4 7 4 4 4 4 4 4 Intermediate n/a 2 1 n/a 2 1 n/a 2 n/a n/a n/a n/a n/a n/a Intermediate-NPO n/a 0 2 n/a 0 2 n/a 0 n/a n/a n/a n/a n/a n/a Family 74 74 60 74 78 58 74 78 74 74 74 74 74 74 Family - NPO 16 10 10 18 10 10 18 10 18 18 18 18 18 18 Family 3+ 21 30 39 21 30 39 21 30 21 21 21 21 21 21 Family 3+ - NPO 6 6 0 6 6 0 6 6 6 6 6 6 6 6 Junior 15 16 21 15 16 23 15 16 15 15 15 15 15 15 Junior - NPO 13 10 12 13 10 12 13 10 13 13 13 13 13 13 Corporate 1 1 Total 331 324 319 332 327 320 332 327 0 332 332 0 332 332 0 332 332 0 Last Revised: 9/22/2014 24 Golf Outings & Rounds 2011 2012 2013 2014 Outings Rounds Outings Rounds Outings Rounds Outings Rounds January 0 0 0 0 0 0 0 0 February 0 0 0 0 0 0 0 0 March 0 0 1 120 0 0 0 0 April 1 240 1 342 2 442 1 76 May 3 100 3 211 4 183 4 135 June 7 577 8 446 7 689 7 609 July 1 64 7 261 4 204 7 271 August 2 36 5 196 3 144 7 344 September 3 116 1 76 2 138 2 110 October 0 0 0 0 0 0 0 0 November 0 0 0 0 0 0 0 0 December 0 0 0 0 0 0 0 0 Total 17 1133 26 1652 22 1800 28 1545

Tentative Bookings

ATTACHMENT C

26 SECURITY STATISTICS 2014

SITUATION JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTALS

Alarms 1 2 3 2 2 1 2 1 14 Agency Assist (Arrest) 0 Agency Assist (Assault) 1 1 Agency Assist (Burglary) 0 Agency Assist (Domestic Violance) 1 1 Agency Assist (Fire/ Aid Calls) 1 1 1 2 5 Agency Assist (Prowler) 1 2 3 6 Agency Assist (Theft) 1 1 Agency Assist (Traffic Accident) 1 1 1 3 Agency Assist (Vandalism) 1 1 Agency Assist (Other) 3 1 1 2 3 5 2 2 19 Citezen Assist 42 28 20 30 43 57 59 58 337 Courtesy Ride 11 13 15 8 3 2 2 11 65 House/Welfare Check 6 3 1 5 9 3 4 31 ID Check 1 1 30 132 40 204 Suspicous 4 3 1 2 6 5 9 6 36 Traffic (Control) 1 2 2 4 2 1 1 1 14 Traffic (Speeding) 2 2 4 Traffic (No Opperator/Vehicle Lisence) 0 Traffic (Moving Other) 0 Vehicle (Non Moving) 2 2 3 11 3 1 1 2 25 Tresspassing (SV Property) 1 1 1 3 Improper Storage 1 3 16 13 33 Vandalism (SV Property) 1 1 2 1 2 7 Burning (Unauthorised) 2 2 4 Firearms Violation 1 1 2 Obstructing/Treatening/Assault (Employee) 2 2 Hours of Operation 3 2 5 Pet Regulation Violation 2 5 15 5 7 23 57 Disorderly (Home/Vehicle) 1 1 Disorderly (Behavior) 5 3 8 Unauthorised Sign 1 1 Fireworks 1 7 8 Yard/Property Maintenance 1 3 5 9

SP-1 Mileage 789 664 441 699 1200 1642 1449 315 7199 SP-2 Mileage 998 1015 1411 1332 552 329 289 1867 7793 SP-3 Mileage 0 85 0 0 0 48 118 3 254 Total Mileage 1787 1764 1852 2031 1752 2019 1856 2185 0 0 0 0 15246 27 CAPITAL REQUEST MEMO

TO: Finance committee/Board of Directors

FROM: Michelle Miller/Pug Edmonds DATE: August 12th, 2014

TOPIC: Miscellaneous Roadway, Paving and Drainage Improvements – 3 Sites

Purpose: Provide funding to proceed with the conceptual design and preparation of estimate of probable construction costs for 3 sites – Midnight Court, Louise View Drive and Spring Road.

Background: These sites have been deemed as emergent issues.

Single Source: Roads Reserve..

Request: Funds for the scope of work and set of deliverables established by Wilson Engineering.

Finance Committee Recommendation: Recommends the Board of Directors approve the expenditure to Wilson Engineering for Miscellaneous Roadway, Paving and Drainage Improvements – 3 Sites in an amount not to exceed $15,683. from the Roads Reserve Fund.

Approval – The Board Action is as follows:

Approved: Disapproved:

Larry Brown, President, Board of Directors

EXHIBIT A SUDDEN VALLEY COMMUNITY ASSOCIATION Miscellaneous Roadway, Paving, & Drainage Improvements, (3 sites) Wilson Job No. 2014-091

Scope of Services – All Locations

Project No. 1 - Midnight Court – Street & Drainage Repairs – Conceptual Design & Preparation of Estimate of Probable Construction Costs

Midnight Court is an unpaved, dead-end residential street approximately 150-feet in length which services four lots (Lots 1-4, see Exhibit C), three of which have been developed, (Lot 3 is currently undeveloped and is owned by SVCA). The street currently has three specific functional challenges to be addressed: A. Insufficient turn-around area at the end of the street at Lot 4. There are significant safety concerns with this reduced turn-around area related to the drop-off, (~50% slope), at the end of the street. B. Unsafe cross-slopes (~12 to 13%) on the street between Lots 1 and 2. This condition is exacerbated by the steepness of the adjacent driveways on Lots 1 and 2, (Lot 1’s driveway has a slope of ~20% to 25% down from the street. Lot 2’s driveway slopes ~20%-25% up from the street). C. Intermittent flooding during heavy weather events which includes both street flooding when the stormwater overwhelms the ditch culverts to jump the bank and flooding of the residence located on Lot 1 on the downhill side of the street.

The purpose of this predesign work will be to perform the preliminary research, field work, and design necessary to prepare reliable design and construction cost estimates of what would be required to address the issues outlined above. The deliverables for this project would be a short conceptual design narrative, a schematic drawing of the project site, and cost estimates detailing engineering and construction costs for the project. Two cost scenarios will be addressed; Scenario A which includes costs to address issues B and C alone, and Scenario B which includes the costs to address all three of the issues through the schematic phase.

Refer to Exhibit B – Project No. 1 – Midnight Court – Street & Drainage Repairs for a detail breakdown of the work scope and proposed costs to complete the predesign work and preparation of the design and probable construction cost estimates.

WILSON ENGINEERING, LLC 805 Dupont Street, Suite 7, Bellingham, WA 98225 T (360) 733-6100 F (360) 647-9061 www.wilsonengineering.com29 Sudden Valley Community Association Exhibit A – Scope of Services – All Locations Page 2

Project No. 2 – Louise View Drive – Bank Stabilization and Street & Drainage Repairs – Conceptual Design & Preparation of Estimate of Probable Construction Costs

Project No. 2 addresses a segment of Louise View Drive which runs east-west from Lake Whatcom Boulevard to Southern Court. This 815-ft stretch of roadway has an average grade of 16.5-percent as it goes from an elevation of ~486-ft to at Lake Whatcom Boulevard to an elevation of ~622-ft at Louise View Drive. The entire northern side of the roadway is bordered by steep upslopes which vary from 15 to 40 degrees in steepness. The southern side of the roadway drops off more gradually with downslopes varying between 5 to 15 degrees. The north-side slope is covered intermittently with relatively thin layer of soil and organic material over bedrock with open rock outcrop faces. The intermittent vegetation is predominantly shrubs and conifers with some trees reaching 60-80 feet in height. The USGS Soil Survey for Whatcom County indicates that the rock outcrops in this area are “sandstone or metasedimentary rock” which is “hard and generally unweathered” and which occurs “as steep cliffs and irregular formations”. There is evidence of soil erosion due to rain runoff and small landslides. Some of the rock outcrops have visible cracks that appear to be caused by tree roots growing inbetween. Jeff Schlaak (SVCA General Manager) indicated that the area has a history of falling trees blocking the road during heavy weather events.

The roadway has three specific functional challenges to be examined as a part of this project: A. Danger from potential landslides, rock sloughing, and falling trees coming from the steep upslopes in the northern side of the roadway. B. Correction of some drainage issues associated with insufficient cross-slope on the roadway. C. Replacement and/or repair of pavement in areas where it has started to “alligator” and subside. Some pavement repair will also be necessary after the bank stabilization work has been completed.

The purpose of this project will be to perform the preliminary research, field work, and design necessary to prepare reliable design and construction cost estimates of what would be required to address the issues outlined above. The deliverables for this project would be a short conceptual design narrative, a schematic drawing of the project site, and cost estimates detailing engineering and construction costs for the project.

Refer to Exhibit B – Project No. 2 – Louise View Drive – Bank Stabilization and Street & Drainage Repairs for a detail breakdown of the work scope and proposed costs to complete the predesign work and preparation of the design and probable construction cost estimates.

30 Sudden Valley Community Association Exhibit A – Scope of Services – All Locations Page 3

Project No. 3 – Spring Road – Street & Drainage Improvements – Conceptual Design & Preparation of Engineering Design & Construction Cost Estimates

Project No. 3 addresses an unpaved section at the end of Spring Road, approximately 160 feet in length, which has ongoing erosion and drainage issues related to the road’s current surfacing material and grading. To replace the gravel which erodes due to surface runoff during the winter, SVCA must haul in significant amounts of material each spring to fill in the gullys and resurface the roadway. Additionally, this section of roadway has an inconsistent cross-section which retards positive drainage off of the traveled surface causing excessive sheet flow heavy weather events.

The roadway has four specific functional challenges to be examined as a part of this project: A. Poor longitudinal and cross-sectional grading which impedes positive drainage during rain event resulting in surface erosion, creation of gullys, and excess sedimentation in the downstream drainage system. B. Possible conflicts with existing driveway tie-ins and utilities in the area should the road be regarded and paved. C. An existing culvert under Spring Road, (Culvert 205, 24” diameter, Condition Rating “C”), appears to have partial blockages on both the upstream and downstream ends as well significant corrosion below the flowline of the pipe. D. Resurfacing this portion of the roadway with asphalt will trigger stormwater water quality and flow control requirements under Ecology’s current stormwater design manual which will need to be addressed.

The purpose of this project will be to perform the preliminary research, field work, and design necessary to prepare reliable engineering and design construction cost estimates of what would be required to address the issues outlined above. The deliverables for this project would be a short conceptual design narrative, a schematic drawing of the project site, and cost estimates detailing engineering and construction costs for the project.

Refer to Exhibit B – Project No. 3 – Spring Road – Street & Drainage Improvements for a detail breakdown of the work scope and proposed costs to complete the predesign work and preparation of the design and probable construction cost estimates.

31 Sudden Valley Community Association EXHIBIT B Miscellaneous Roadway, Paving, & Drainage Projects

Prepared by: Danielle Johnston, P.E., Wilson Engineering LLC Elizabeth Sterling, P.E. - Wilson Engineering LLC Prepared for: Jeff Schlaack - Sudden Valley Community Association Predesign Effort & Development of Probable Construction Costs Job No.: 2014-091 Date: 08/06/2014

Civil Engineering - Scope of Work Wilson Engineering, LLC Senior Senior Senior Senior Principal Project Survey 2‐Person Task Description Fixed Expense Project GIS Analyst CAD Prof Land Survey Clerical Inspector Cost Engineer Engineer Tech Survey Crew Engineer Tech Surveyor Tech Rate ($/hr) = L.S. $150 $132 $120 $98 $84 $128 $98 75$ $ 170 70$ 75$

Project No. 1 ‐ Midnight Court ‐ Street & Drainage Repairs

Task 1 ‐ Preliminary Permitting & Engineering Investigations

1.01 Permitting Investigations $ 998 Determination of Wetlands Proximity 2 $ 264 Investigation into SEPA requirements 11 $ 230 Fill & Grade Permit 1 $ 132 Stormwater Permitting Requirements 12 $ 372 $ ‐ 1.02 Civil & Geotechnical Engineering Investigations $ 896 Establish Survey & Geotechnical Work Scope $500 1 $ 632 Establish Roadway Cross‐slope Constraints 1 $ 132 Establish Drainage Constraints & Stormwater Requirements 1 $ 132 $ ‐ Sub‐Total $ 500 0 8 2 1 0000 0 0 0 $ 1,894 Task 2 ‐ Development of Predesign Narrative & Cost Estimates

2.01 Development of Predesign Narrative & Map $ 818 Draft Predesign Narrative & Scope of Work 22 $ 504 Develop Preliminary Contour Map ‐ (based on Lidar Info) 111 $ 314 $ ‐ 2.02 Development of Cost Estimates $ 920 Development of Engineering & Survey Cost Estimate 21 $ 392 Development of Probable Construction Costs Construction Costs w/ Turnaround 2 $ 264 Construction Costs w/o Turnaround 2 $ 264

Sub‐Total $ ‐ 0 6 0 0 0100 0 0 0 $ 1,738 Task 3 ‐ Project Management

3.01 Client Meetings and Correspondence $ 744 Client Meetings & Correspondence 24 $ 744

Sub‐Total $ ‐ 0 2 4 0 0000 0 0 0 $ 744

Project No. 1 - Total $ 500 0 10 6 1 0000 0 0 0 $ 4,376

Project No. 2 ‐ Louise View Drive ‐ Bank Stabilization and Street & Drainage Repairs

Task 1 ‐ Preliminary Permitting & Engineering Investigations

1.01 Permitting Investigations $ 1,022 Determination of Critical Areas Issues ‐ Slopes, Seismic, Wetlands 1 1 $ 230 Investigation of SEPA Requirements 1 $ 132 Fill & Grade Permit 1 $ 132 Blasting Requirements 2 $ 264 Stormwater Permitting Requirements 2 $ 264 $ ‐ 1.02 Civil & Geotechnical Engineering Investigations $ 2,152 Develop Stormwater Water Quality & Flow Control Strategies 1 1 $ 252 Develop Blasting Strategies ‐ Consult with Blasting Contractor 2 $ 264 Geotechtincal Concerns & Bank Stabilization Strategies $ 1,000 2 $ 1,264 Address Minor Roadway & Drainage Issues 12 $ 372 $ ‐ Sub‐Total $ 1,000 0 133 1 0000 0 0 0$ 3,174 Task 2 ‐ Development of Predesign Narrative & Cost Estimates

2.01 Development of Predesign Narrative $ 950 Draft Predesign Narrative & Scope of Work 22 $ 504 Develop Preliminary Contour Map ‐ (based on Lidar Info) 211 $ 446

2.02 Development of Cost Estimates $ 920 Development of Engineering & Survey Cost Estimate 21 $ 392 Development of Probable Construction Costs 4 $ 528

Sub‐Total $ ‐ 0 102 1 1100 0 0 0$ 1,870 Task 3 ‐ Project Management

3.01 Client Meetings and Correspondence $ 744 Client Meetings & Correspondence 24 $ 744

Sub‐Total $ ‐ 0 2 4 0 0000 0 0 0$ 744

Project No. 2 - Total $ 1,000 0 23 5 2 1100 0 0 0 $ 5,788

Project No. 3 ‐ Spring Road ‐ Street & Drainage Improvements

Task 1 ‐ Preliminary Permitting & Engineering Investigations

1.01 Permitting Investigations $ 734 Determination of Critical Areas & SEPA Requirements 1 1 $ 230 Fill & Grade Permit 1 $ 132 Stormwater Permitting Requirements 12 $ 372 $ ‐ 1.02 Civil Engineering Investigations $ 746 Develop Stormwater Water Quality & Flow Control Strategies 1 2 $ 372 Coordination with Utilities ‐ Gas, Sewer, Water 1 $ 132 Property / ROW Limits Investigation 11$ 230 Preliminary Layout of Roadway & Drainage Conveyance 2 1 $ 384 $ ‐ Sub‐Total $ ‐ 0 8 5 1 0010 0 0 0$ 1,480 Task 2 ‐ Development of Predesign Narrative & Cost Estimates

2.01 Development of Predesign Narrative $ 950 Draft Predesign Narrative & Scope of Work 22 $ 504 Develop Preliminary Contour Map ‐ (based on Lidar Info) 211 $ 446 $ ‐ 2.02 Development of Cost Estimates $ 920 Development of Engineering & Survey Cost Estimate 21 $ 392 Development of Probable Construction Costs 4 $ 528

Sub‐Total $ ‐ 0 102 1 1100 0 0 0$ 1,870 Task 3 ‐ Project Management

3.01 Client Meetings and Correspondence $ 744 Client Meetings & Correspondence 24 $ 744

Sub‐Total $ ‐ 0 2 4 0 0000 0 0 0$ 744

Project No. 3 - Total $ - 0 187 2 1110 0 0 0 $ 4,094

TOTAL - ALL PROJECTS $ 14,258

32 33 34 CAPITAL REQUEST MEMO

TO: Finance committee/Board of Directors

FROM: Michelle Miller/Pug Edmonds DATE: September 22nd, 2014

TOPIC: Daylighting of Louise Creek – Phase 1

Purpose: Provide funding to proceed with the daylighting of Louise Creek – Phase 1.

Background: This item has been on the Roads Plan for several years due to culvert deterioration. It is included in the Road Map for budgeting purposes.

Single Source: Roads Reserve..

Request: Funds for the scope of work and set of deliverables established by Wilson Engineering.

Finance Committee Recommendation: Recommends the Board of Directors approve the expenditure to Wilson Engineering for Daylighting of Louise Creek for $61,596 from the Roads Reserve Fund.

Approval – The Board Action is as follows:

Approved: Disapproved:

Larry Brown, President, Board of Directors

September 18, 2014

Sudden Valley Community Association Attn: Mitch Waterman 4 Clubhouse Circle Bellingham, WA 98229

Re: Task Order #03 ‐ Louise Creek Daylighting Project (near tennis courts) – Phase 1 SVCA Louise Creek Restoration Project – 2012‐091B

Dear Mr. Waterman:

Wilson Engineering, LLC (“Wilson”) is pleased to submit this task order to the Sudden Valley Community Association (“SVCA” or “the Client”) for providing additional design services for the Louise Creek Restoration project.

This September, the existing 24‐inch outlet culvert under the tennis courts at Louise Creek is scheduled to be abandoned in place and grouted shut. This will effectively redirect all of the Louise Creek flow to the existing 30‐inch outlet culvert which runs from Louise Creek northwest across the grass playing fields to Austin Creek. Washington Department of Fish and Wildlife (WDFW) has already deemed that the existing 30‐inch culvert constitutes a barrier to fish passage from Austin Creek to Louise Creek, and a recent CCTV inspection of the culvert has indicated that the pipe has significant structural issues for the majority of the pipe alignment. For those reasons, the decision has been made to move forward with daylighting the creek. Pursuant to that goal, the following outlines our scope of services and fees for the Phase 1 project work including survey, permitting and engineering design through 75% completion.

SCOPE OF SERVICES 1. Provide topographic survey of Louise Creek and the prospective daylighting alignment to Austin Creek including mapping of wetland delineation flags and ordinary high water mark (OHWM) flags. 2. Provide permitting support including preparation of the applications and supporting documentation for a wetland delineation and mitigation plan, shoreline permit (if required), SEPA checklist, Shoreline Exemption Permit, JARPA and Hydraulic project approval (HPA), and an Washington Department of Ecology (Ecology) Construction Stormwater permit (if required). Coordinate with Whatcom County, WDFW, Ecology and Army Corp. of Engineers, as necessary. 3. Prepare specifications and bid documents for daylighting the culvert and mitigation planting as required by WDFW through 75% completion.

WILSON ENGINEERING, LLC 805 Dupont Street, Suite 7, Bellingham, WA 98225 T (360) 733-6100 F (360) 647-9061 www.wilsonengineering.com36 Sudden Valley Community Association Task Order #03 ‐ Louise Creek Daylighting Project – Phase 1 Page 2

FEE AND BILLING Wilson will provide the Phase 1 scope of services described above for a fixed fee of $59,997, (reference Exhibit A).

If you would like us to proceed with these services, please authorize this task order in the space provided below and return to us. The task order will be subject to the same terms described in the original agreement for the SVCA Louise Creek Restoration project executed on 9/18/12.

Thank you for your consideration of this request. It has been a pleasure working with you and your staff on this project and we look forward to assisting SVCA in achieving its future goals.

Sincerely, WILSON ENGINEERING, LLC

Danielle Johnston, PE

Project Manager (360) 733‐6100, ext. 229 [email protected]

w:\2012\2012‐091b svca louise creek culvert repair\contract and billing\proposals\daylighting\2012‐091b task order 03 ‐ louise creek daylighting project 20140918.doc

Agreed to this day of , .

By:

______(Print or Type Name)

37 SUDDEN VALLEY COMMUNITY ASSOCIATION Louise Creek Daylighting Project - Task Order 03 09/18/14 Engineering Estimate - Permitting, Survey, Design Wilson Job No. 2012-091B

1 PERMITTING & COLLECTION OF PREDESIGN DATA a Permitting, CAO, & Funding Application Requirements $ 3,100 0 24 40 12 12 2 0 0 0$ 13,717 1 Whatcom County Permitting (incl. allowance for County permit fees) $ 1,000 $ 1,000 Predevelopment Meeting 66 $ 1,548 Stormwater Permit 2444 $ 1,506 Shoreline Exemption Permit 24 $ 762 SEPA Process Preparation of Checklist & Advertising $ 450 2 8 4 2$ 2,246 Coordination of SEPA Determination 24 $ 762 CAO Permit (see Note 1) 2421 $ 1,034 2 WDFW - HPA Permit $ 150 2 4 4 1 $ 1,364 3 Corp of Engineers - JARPA Permit $ 1,500 4 2 2 $ 2,561 4 Ecology - Construction Stormwater Permit 242 $ 934

b Pre-Design Data Gathering & Field Work $ 9,800 0 20 6 8 0 0 5 9 16$ 18,739 1 Topographic Survey $ - Project Setup 1 1 1$ 366 Establish XYZ Control & Boundary 2$ 346 Field Topo Daylighting Alignment & Upstream 14$ 2,422 Data Reduction & Map Production 2 4$ 662 Update of Background Survey Prior to Design 1 6 2 4$ 1,313 2 Archaeological & Cultural Resources Review (if required, See Note 2) $ - Preliminary Cultural Resources Assessment & Tribal Contact$ 2,500 4 2 $ 3,411 Coordination with State Historical Preservation Office$ 500 4 $ 1,065 Wetlands Assessment, OHWM Delineation, & 3 Streambank Restoration Wetlands Field Assessment & OHWM Delineation$ 2,000 2 $ 2,370 Preparation of Assessment Report$ 2,000 2 $ 2,370 Development of Streambank Restoration Plan$ 2,000 2 $ 2,370 4 Fish Removal Development of Fish Removal Plan$ 800 4 4 2 $ 2,044

SUBTOTAL - Phase 1 - TASK 1$ 12,900 0 44 46 20 12 2 5 9 16 $ 32,456

38 SUDDEN VALLEY COMMUNITY ASSOCIATION Louise Creek Daylighting Project - Task Order 03 09/18/14 Engineering Estimate - Permitting, Survey, Design Wilson Job No. 2012-091B

SUMMARY SCOPE & FEE - Phase 1 - 2014 WORK CAD Design Senior Sub Direct costs or Tech or GIS Senior Survey Total Task Task No. Task Task Subconsultant Princ. Engr. Senior PE Project PE Inspector Specialist Clerical PLS Tech 2-Man Crew Estimated Cost 2 ENGINEERING, CONSTRUCTION DOCUMENT PREPARATION A Project Management, Coordination, Meeting Attendance $ - 0 36 12 0 0 0 0 0 0$ 6,336 1 Project Management, Coordination, Meeting Attendance $ - Project Management & General Coordination (assume 2 hr/wk for 12 wks) 24 $ 3,240 Meeting Attendance (Assume 3 ea. Coordination/Review Meetings) 12 12 $ 3,096

B 30% Design & Preparation of Engineering Report $ - 1 20 34 20 6 4 0 0 0 $ 9,639 1 Civil/Environmental Documentation & Design $ - Preliminary Research - Spatial & Profile Considerations for Creek 88 $ 2,064 Hydraulic Modeling & Development of Design Stream Flows 2164 2 $ 2,782 Develop Preliminary Creek Alignment, Cross-Section, & Details 4 4 16 4 4 $ 3,092 Develop Planting Schematic & Project Specification List 2 2 $ 516 Cost Estimate 24 $ 762 Quality Control Review 12 $ 423 $ - B 75% Design & Preparation of Permit Documents $ - 0 14 40 52 0 4 0 0 0 $ 11,566 1 Civil/Environmental Design Engineering Design & Implementation of 30% Comments 412 $ 2,016 Plan Preparation 41640 $ 5,948 Specifications 4 8 12 4 $ 2,840 Cost Estimate Update 24 $ 762 $ - SUBTOTAL - Phase 1 - TASK 2 $ - 1 70 86 72 6 8 0 0 0 $ 27,541

TOTAL ESTIMATED COST - Tasks 1-2 $ 12,900 1 114 132 92 18 10 5 9 16$ 59,997

Key - Subconsultants & Misc. Outside Costs NOTES: Wetlands & OHWM Delineation 1. Line item includes an allowance to address any CAO issues associated with the site, (i.e. wetlands, ESA, shoreline, seismic, aquifer protection, etc.). Archaeological 2. Line item includes an allowance for a preliminary cultural review and a preliminary field survey, (if required). Misc. Subconsultants & Outside Costs

39 CAPITAL REQUEST MEMO

TO: Finance committee/Board of Directors

FROM: Michelle Miller/ Mitch Waterman

DATE: September 25th 2014

TOPIC: Administrative Building Revitalization Phase l Change Order 1 Total Project Cost FY2014 and FY2015

Purpose: Provide funding to proceed with the 2014 and 2015 CRRRF funded Administrative Building Revitalization Phase l Project.

Background: The SVCA Administrative Building is many years past due for revitalization. The roof is a patch work of quilts requiring constant repair. Structural flaws and weaknesses of the facility must be addressed to sustain the safety of the structure and occupancy. Exterior finish is beyond weathered allowing the wood structure to decay. The permitting and design of this project is a stated priority in the Roads Reserve spending plan for 2014.

Dual Source: A combination of CRRRF (50%) and Major Repair and Replacement (50%) funding have been allocated. This project was ranked High in the 2014 integrated Capital Repair Replacement and Revitalization Facility project ranking.

Request: Funds for the scope of work and set of deliverables outlined in the attached "Administration Building Revitalization Project Phase 1" Tracking sheet be approved. Upon acceptance of a critical path schedule and Bid Estimate from the A&E, both documents will form the basis for project schedule tracking and performance.

Competitive bids were openly solicited with four qualified bidders fully responsive to the solicitation. Based upon a bid analysis of the four submitted bids, the low bid was within range of the Owners estimate, the company is qualified, has been interviewed, and provided their best and final bid, which is within our budgeted allotment of $350,000 (FY2014) and $150,000 (FY2015) funds.

Account Manager/ CRRRF Manager Recommendation: Recommends the finance committee approve the expenditure with recommendation for Board approval Bid and Award of this project amount not to exceed $496,903.

Approval – The Board Action is as follows:

Approved: Disapproved:

40 CAPITAL REQUEST MEMO

TO: Finance committee/Board of Directors

FROM: Michelle Miller/ Mitch Waterman

DATE: September 18th 2014

TOPIC: Rotunda Concept Estimate

Purpose: Provide funding to obtain conceptual project plan (Budget, Space Utilization Plan and Duration) to rehabilitate our Rotunda office building to house all SVCA Administration Staff.

Background: The SVCA Rotunda Office building has been abandoned for many years and is past due for revitalization. The building is comprised of two structures. The main 3,840 sq. ft. office structure houses a small kitchen, 3 small offices, an inactive server room, two bathrooms, and three large open area floor areas presumably for open cubicle seating. A small mechanical room is located in the basement. The second 2,025 sq. ft. former mail structure formerly provided centralized mail services and mail boxes which protruded through open wall sections in-between pilasters. At some point the boxes were pulled in, the walls sealed up with plywood, and left vacant.

Roof leaks destroyed large sections of the interior sheet rock of the main facility as well as the carpeting. The windows are multi dimensioned (no standard size) and single pane requiring all to be replaced. Both buildings will require new roof and gutters. To obtain usage, the most economical approach for full utilization will be gut out the interiors and build new interior finishes.

Both facilities were recently evaluated, both architecturally and structurally, as a potential for temporary library housing. That evaluation determined these facilities are both structurally sound and architecturally solid.

Single Source:

Request: Funds for the scope of work and set of deliverables outlined in the attached "Rotunda Conceptual Study" Tracking sheet be approved. An estimate ($5,350) from our A&E firm is attached.

Account Manager/ CRRRF Manager Recommendation: Recommends the finance committee approve the expenditure with recommendation for Board approval of this project amount not to exceed $$6,000.

Approval – The Board Action is as follows: Approved: Disapproved:

41 J2 Proposal for Additional Services to 5/23/14 Contract Sudden Valley - Pricing Budget for Rotunda Space Planning and Admin Office Remodel 9/16/2014 Estimated Budget Performed on T&M Basis Item Assumptions Estimate of hours Amount Architect time to assemble office space plan and This is for a ROM budget estimate only to be used by SV interior layout for budget planning. 20 $3,400 Engineers time for structural use for office, changes from library original plan 6 $1,020 Scope Revision for Admin office remodel 6 $930

Total Projected Costs $5,350

42 CAPITAL REQUEST MEMO

TO: Finance committee/Board of Directors

FROM: Michelle Miller/ Mitch Waterman

DATE: September 22th 2014

TOPIC: Gate 3 Entrance Bus Shelter

Purpose: Provide funding to obtain and install a Handi-Hut Model 6-2 student bus shelter at the entrance to Gate 3. This shelter will be installed on a new concrete pad, with 6 bollards, to provide students with a dry, secure, safe location for school bus drop off/ pick up. The shelter will be ordered with the solar powered light kits and timer.

Background: We do not have clearly identified, weather protected, traffic safe bus shelters to provide drop off/ pick up locations for our growing population of students. The Gate 3 shelter is an original community association built pole structure designed to house a Christmas Manger. The structure is set back from the road, leaks, is rotted from decay, provides nil weather protection, and should be removed. Another shelter at Gate 13, possibly similar in design and purpose was demolished in years past and not replaced.

This proposed project will establish a basis for igniting a school district/ parent/ community dialogue to define locations for school bus shelter that meet the need of the Association, parents and the school district transportation department.

Single Source: Request CRRRF funds be allocated to this project. The materials are in stock and the project can be completed this fiscal year.

Request: Funds for the scope of work and set of deliverables outlined in the attached "Gate 3 Shelter Project" Tracking sheet be approved.

Account Manager/ CRRRF Manager Recommendation: Recommends the finance committee approve the expenditure with recommendation for Board approval of this project amount not to exceed $13,600.

Approval – The Board Action is as follows: Approved: Disapproved:

43 44 45 46 47 SUDDEN VALLEY COMMUNITY ASSOCIAION Memorandum

TO: Finance Committee Board of Directors

FROM: Mitch Waterman

DATE: September 23nd, 2014

TOPIC: Request CRRRF Funds for On-Call Engineering Services

Purpose: To request capital funding for On-Call Engineering Services to that will provide rapid and timely technical capability to topical issues. - Scope of Services: These services to be performed by J2 will include on-call multi- disciplinary Engineering consulting services on an as needed basis to the General Manager, staff, and SVCA Board of Directors. This capability will include evaluating situations where immediate input will be employed as a decision tool. Separate proposals and billings for project specific design and consulting services will remain the norm for defined projects.

Request: It is requested the Finance Committee recommend that the Board of Directors approve an amount not to exceed $10,000 for the 2014 fiscal year for on-call engineering services.

Board of Directors Approval:

Approved: Disapproved: by the SVCA Board of Directors.

Larry Brown, President, Board of Directors

48 SUDDEN VALLEY GOLF DEPARTMENT Memorandum

TO: Mitch Waterman, Managing Director

FROM: Jacob Close, Golf Course Superintendent

DATE: September 19th, 2014

TOPIC: Request Capital Funds to Purchase Greens Roller

Purpose: Request for capital funding to purchase a new Greens Roller.

Background: Our existing greens roller has exceeded its life cycle, is limited in use, and expensive to maintain as demonstrated by its increasingly frequent mechanical failures. Our current roller leaves an identifiable crease when operated on wet greens. Aside from leaving the ground unsightly, this roller’s design inflicts excess wear. New rollers use 3 pivoting roller heads in place of one solid one.

This tool is an integral component to pursuing a competitive golf product. Courses in our market area roll their greens more frequently in wet weather conditions which attracts more golfers. This equipment supports our business plan by providing quality greens during a longer portion of the season.

I have enclosed two bids on the type of roller required. I have received an estimate of ~$1100 of depreciation a year from Michelle Miller. Additionally, our roller was recommended for replacement in our recent reserve study.

Request: It is requested that the Finance Committee approve an allocation from the CRRRF account not to exceed $14,000 and forward to the BOD for approval.

Recommendation: It is recommended that this request be granted as soon as the Finance Committee deems it appropriate to do so.

Board of Directors Approval:

Approved: Disapproved: by the SVCA Board of Directors.

Larry Brown, President, Board of Directors

Equipment & Irrigation Distributors Seattle Main Office 20224 80th Ave. S., Kent, WA 98032 (253) 872-8858 Fax: (253) 872-6942 Spokane Office E. Garland Ave., Spokane, WA 99207 (509) 483-8665 Fax: (509) 483-7563 Oregon Office 19635 SW 129th, Tualatin, OR 97062 (503) 691-0250 Fax: (503) 691-0849

Expiration Date: 7/23/2014

Quote ID: 1787072 Sudden Valley Community Association #4 Clubhouse Circle Bellingham, WA 98229 June 23, 2014 Qty Model Description Unit Price Extension 1 44912 Toro GreensPro 1240 $11,477.92 $11,477.92 1 44923 GreensPro 1240 LED Light Kit $405.19 $405.19 1 44908 Armrest Kit $223.38 $223.38 1 44911 Smoothing Roller Scraper $132.47 $132.47

1 FF DEL $175.00 $175.00

TOTALS Equipment Total $12,413.96

Trade Ins $0.00 Estimated Tax $1,055.19 Total $13,469.15

Quotation

From: MIKE KORVAS To: SUDDEN VALLEY COMMUNITY ASSOC. 1818 BICKFORD AVE. #88950 SNOHOMISH, WA 98290 ATTN: ACCOUNTS PAYABLE Cell: 425 367 3899 4 CLUBHOUSE CIRCLE Office: 360 568 7798 BELLINGHAM, WA 98229 [email protected]

Date: September 18, 2014 Quote #: 38985

Quantity Description Price 1 TRU TURF ROLLER 52" $17,195.00 1 - TRUTURF LIGHT KIT; LED;

1 TRU TURF RB48-11A $12,250.00 1 - TRUTURF LIGHT KIT; LED

Pricing includes freight, setup and delivery.

SUBTOTAL $29,445.00 SALES TAX $0.00

TOTAL $29,445.00

*Quote is valid for 30 days. Sales Tax is estimated. Subject to credit approval.

Accepted By: ______Date: ____/____/______

Title: ______51

52 SUDDEN VALLEY GOLF DEPARTMENT Memorandum

TO: Morgan Buscher, General Manager Board of Directors Finance Committee

FROM: Brian Kruhlak, Director of Golf

DATE: September 19, 2014

TOPIC: Request No Change in Membership or Daily Fees for 2015

Purpose: To request no change in membership or daily fees for 2015.

Background: Based on lower than expected demand for both memberships and for daily play, I feel that it is appropriate to leave the rates the same for 2015. My hope was to raise rates going forward but I feel that we need to increase demand levels before we consider price increases.

Recommendation: It is recommended that this request be granted as soon as the Executive Committee deems it appropriate to do so.

Approval – The Executive Committee/Board Action is as follows:

Approved: Disapproved:

Larry Brown, President, Board of Directors

53 SUDDEN VALLEY GOLF DEPARTMENT Memorandum

TO: Morgan Buscher, General Manager Board of Directors Finance Committee

FROM: Brian Kruhlak, Director of Golf

DATE: September 19, 2014

TOPIC: Golf Membership Promotion

Purpose: To request approval for a promotion offering Half Price Golf Memberships to new property owners.

Background: In an effort to build our Golf Membership, I would like to offer all new property owners the opportunity to buy a golf membership at half price during their first year of property ownership. It would be a one-time offer and new owners would be subject to regular membership pricing after their first year of ownership.

The goal of the promotion would be to encourage new owners to become golf members when they purchase a home or a piece of property in Sudden Valley with the hope that they would retain membership for many years thereafter.

All new owners would receive an invitation in the mail within a couple of weeks of closing on their property outlining our membership options and the offer of a 50% discount on their first year of membership.

While there would definitely be a cost in offering this promotion based on the discount offered to new owners who would have purchased a full priced membership, the expectation is that significantly more new owners would take out a membership or purchase a higher level of membership based on the offer, and hopefully retain a membership for many years going forward.

Request: To authorize the promotional effort of offering Half Priced Golf Memberships for the first year of property ownership.

Recommendation: It is recommended that this request be granted as soon as the Board of Directors deems it appropriate to do so.

Approval – The Executive Committee/Board Action is as follows:

Approved: Disapproved:

Larry Brown, President, Board of Directors

54 9/23/2014 2014 CRRRF Project List

2014 CRRRF Budget As of: 09/23/14

Impact Original Priority Asset 2014 Project Description Probability Ranking Design Current Status Comments Construction (EMB) Security R&R Roof $ 7,733 $ 7,575 Complete Admin Restaurant Window $ 2,397 $ - Folded into Admin Building Project Adult Ctr. R&R Roof $ 15,500 $ 18,928 Complete $3,428 over budget Barn 7 Mid Barn entrance $ 5,195 $ 4,189 Active Barn 6/7 King Works - Allocation approved 8/21/13 $ 11,821 $ 10,423 Active Provide structural engineering support Area Z Area Z Soil Contamination Study $ 11,970 $ 10,860 Active Structural improvements to achieve load, shear, and diaphragm integrity, new siding, spot repair roof, eaves, gutters, caulking, exterior paint, and new Bridge door. SOW includes Approved by BOD - 1 Barn 7 High A Joint funding of CRRRF and MR&R finalizing design, obtaining an independent estimate and schedule. Work execution through Canceled competitive bid and award. $ 30,000 $ 209,000 $ - Structural improvements, elimination of non-essential roof penetrations, spot roof repair, spot repair of exterior siding and gutters, caulk exterior and paint exterior/ interior; HVAC, 1 Barn 8 Electrical and Plumbing evaluation and improvements; pool shack, deck, and lighting repairs. High B On hold Hold SOW includes finalizing design, obtaining an independent estimate and schedule. Work execution through competitive bid and award. $ 50,000 $ - Obtain a Best Value {Life Cycle, $, Schedule, Adaptability} design options for a 2015 construction Project. Design elements include addressing failure of poles, R&R roof, 1 Barn 6 structural integrity, gutters, and options for winter storage of carts. SOW includes finalizing High B On hold Hold design, obtaining an independent estimate and schedule. Work execution projected through competitive bid and award. $ 40,000 $ - Structural improvements, R&R roof, spot repair of exterior siding and gutters, caulk exterior and paint exterior. Interior work includes interior painting, carpets, repair of sauna, R&R Admin leaking plumbing, HVAC, electrical and plumbing evaluation and improvements, energy 1 High C Approved by BOD CRRRF/MRR Funding Building efficiency lighting improvements interior/ exterior; repair of bar and restaurant exterior decks and rails. SOW includes finalizing design, obtaining an independent estimate and schedule. Work execution through competitive bid and award. $ 25,000 $ 305,000 $ 350,000 PM Beach Repair broken foundation, floor cracks, broken fireplace, rot in beams and columns. 1 High A Approved by BOD Specifications due from A&E on 6/6/2014 Shelter Work execution through EMB bid. $ 500 $ 3,000 $ 88,600 Marina 1 Repair failed roof structure. Work execution through EMB bid. High A Approved by BOD Specifications due from A&E on 6/6/2014 Shelter $ 500 $ 2,000 $ 33,400

1 Tree House Repair failing roof and hand rails. Work execution through EMB bid. High A $ - On hold Hold Fire Safety Evaluation of fire alarm systems, components, reliability, and 1 All Medium Funded by Operations maintenance $ - Perform Feasibility Study to obtain best value plan for refurb or replacement of the Going to Finance on 7/2 1 Maint. Bldg High D maintenance building, including consolidation of satellite shops back to Area Z. $ 3,255 $ - BOD 7/10 Initial Amount for AM/PM, Marina and Admin Building - Construction Manager Services for managing construction of Capital Projects High A Approved by BOD Dual Funding MRR/CRRRF, Amount will increase for barn 7 $ 60,000 $ 60,000 support

1 Golf Course Replace fleet of 51 golf carts High/Medium $ 236,000 $ 27,806 Complete Capital Lease annual cost

2 Range Picker Vehicle-Replacement $ - $ - Incld in above Vehicle replacement included in Capital Lease of carts Final amount increased 31% from $2,172 baseline: FC 2 Approved Range Golf Ball Picker $ 2,172 $ 3,150 approved 4/14 sent to BOD 2 Greens Roller $ 6,612 $ 14,000 To FC on 9/24 1 Golf Maint Pump Control Panel High A NA $ 52,000 $ 52,000 BOD Approved Moved to 2014

Approved by FC - to BOD 1 Security Seven (7) Protective Vests, Second Chance Model SMN01-llA Vest New model selected and requested $ 5,800 $ - on 6/26 - ON HOLD 2 Security Truck-4 Wheel $ 17,857 On hold 2 Maint. Replace 1997 GMC 1-Ton Dumptruck $ 29,519 $ 52,132 Waiting on Bids Does not include tax and license

1 Admin Replacement of obsolete office computer system including servers and peripherals High $ 130,731 On hold On hold pending new GM input 2 Admin Replace existing phone system Low $ 4,950 On hold On hold pending new GM input 2 Admin GIS computer for the ACC/CES staff Low $ 3,520 On hold On hold pending new GM input 1 Admin On hold 4/14/14: may not be required per Accounting Manager New Postage Machine $ 7,503 2 Admin Digital projectors (2) M $ 2,000 $ - Purchase out of Operations BLDG Rotunda - Concept and Design work $ 6,000 To FC on 9/24 BLDG Bus Shelter Gate 13 $ 13,600 To FC on 9/24 PROF On Call Engineering Support $ 10,000 To FC on 9/24 TOTAL FORECAST PROJECT COST Medium $ 1,281,535 $ 733,063

EOY 2013 CRRRF Balance $ 1,053,513 Dues + Special Assessment @ 90% Collection Rate $ 522,503 Available Funds Forecast $ 1,576,016 Less 2014 CRRRF Budget $ (733,063) Forecast EOY Balance $ 842,953 Less 2014 Reserve Threshold $ (750,000) Surplus/(Deficit) $ 92,953 Plus MR&R Subsidy $ 205,000 Net of Golf Cart Operating Lease $ 236,000 Will we net or deduct for the lease cost? Forecast Surplus/Deficit $ 533,953 55 Revised Forecast EOY 2014 CRRRF Balance $ 1,283,953 2014 ROADS RESERVE ROAD MAP, v2.1 8/5/2014

Project Culvert Grade Diameter Length Repair Activity Roads MR&R Status Notes Number (inches) (feet) Type Funding Funding 2014 Project Management N/A N/A N/A N/A N/A Ongoing Project Mgmt $ 10,000 Approved Stormwater Master Plan, Phase 2 N/A N/A N/A N/A N/A Engineering $ 128,900 Approved Lake Louise Dam - Emergency Overflow 227 D 48 N/A Slipline Engineering $ 24,359 Approved Permit Fees $ 2,000 Construction $ 40,000 Rose Ridge/Harbor View 7, 9 D 36 296 Slipline Design, engineering $ 23,500 Approved Daylight Permits $ 1,000 Construction $ 120,000 Check engineering/permitting Louise Creek (19b only) 19b D 24 200 Abandon Design, engineering $ 38,500 Approved costs Permits $ 5,000 Delay daylighting of 19a to 2016 Fill $ 10,000 Lost Fork Lane 181 D 36 60 Slipline Design, engineering $ 23,500 Approved Permits $ 1,000 Construction $ 20,000 Far Summit Place 153 D 18 46 Slipline Design, engineering $ 25,500 Approved Permits $ 1,000 Construction $ 15,000 Lake Louise Creek - 19a 19a D 30 280 Daylight Design, part I $ 60,000 Part II in 2016 Permits $ 5,000 18-24 months to permit Sudden Valley Drive 167 D 36 90 Regrade/ Design, engineering $ 30,000 Construction ≈ $50K in 2015 Replace Permits $ 2,000 Sudden Valley Drive 46 D 18 36 Slipline Design, engineering $ 15,000 Construction ≈ $30K in 2015 Scour/repai Permits $ 1,000 Fawn Court 201 D 18 33 Regrade/ Design, engineering $ 15,000 Construction ≈ $35K in 2015 Replace Permits $ 1,000 Winter Creek Place 107 D 24 50 Slipline/ Design, engineering $ 15,000 Construction ≈ $50K in 2015 Outlet Permits $ 1,000 Sagewood Court 47 C 12 ? Drainage Design, engineering $ 10,000 Construction ≈ $20K in 2015 Permits $ 1,000 Rocky Ridge Drive 194 D 12 44 Regrade/ Design, engineering $ 15,000 Construction ≈ $60K in 2015 Replace Permits $ 1,000

Valley Crest Way 193 D 12 30 Regrade/ Design, engineering $ 15,000 Construction to incl. Rocky Ridge Replace Permits $ 1,000 Harbor View Drive 106 D 24 34 Realign/ Design, engineering $ 20,000 Construction ≈ $35K in 2015 Replace Permits $ 2,000 Other Candidate Projects: Design, engineering $ - $ 25,000 Midnight Court Wilson analyzing road/drainage Southern Court Spring Lane Total 2014 Capital 4cast by Source $ 699,259 25,000$ 2014 Budget $ 782,224 Per Dues Measure Net vs. Budget $ (82,965)

Sudden Valley Community Association

Road and Culvert Project Updates – September 19, 2014

1. Stormwater Inventory and Masterplan

Tasks Completed: Draft capital improvement plan (CIP) completed for internal review. Schedule: Draft CIP for SVCA review by mid‐October. Budget: Project on budget. No additional tasks or costs required at this time.

2. Lake Louise Dam Emergency Overflow

Tasks Completed: Construction is currently underway. Schedule: Construction to be completed next week. Declaration of Dam Construction Completion will be sent after project substantial completion. Budget: Project on budget. NW Relining will send an invoice for their work following construction.

3. Rose Ridge Loop / Harbor View Drive Culvert Repair

Tasks Completed: Construction is currently underway by Stremler Gravel to install two storm structures and a new section of Culvert. Schedule: NW Relining and SVCA maintenance will coordinate with Stremler Gravel next week to install the slip‐lines under Rose Ridge Loop and Harbor View Drive. Construction to be completed next week. Budget: a. The location of the Rose Ridge Loop culvert was deeper than anticipated at the connection point of the new storm structure. Stremler Gravel will be submitting on the additional cost for excavation and a deeper storm structure for my review.

b. Adjacent property owner, Madison Miner, has requested a row of trees to screen his house from Harbor View Drive. A number of small Alder trees were removed during construction that previously provided screening. The trees will be an additional cost since they were not included in Stremler Gravel’s original contract.

4. Louise Creek: 24‐inch Culvert Abandonment (under tennis courts), Daylighting of 36‐inch Culvert

Tasks Completed: Culvert plugged with concrete this week. Abandonment complete. Proposal for Phase 1 of the daylighting prepared for consideration of an SVCA Capital Request. Schedule: Design and permitting for daylighting project will commence following approval of an SVCA Capital Request. 2014 Roade Reserv Plan has work scheduled to begin in the fall. Budget: Culvert abandonment on budget. NW Relining will send an invoice for their work following construction.

WILSON ENGINEERING, LLC 805 Dupont Street, Suite 7, Bellingham, WA 98225 T (360) 733-6100 F (360) 647-9061 www.wilsonengineering.com57 Sudden Valley Community Association Road and Culvert Project Update – September 19, 2014 Page 2

5. Lost Fork Lane Culvert Repair

Tasks Completed: Construction is currently underway. Schedule: Construction to be completed next week. Budget: Project on budget. NW Relining will send an invoice for their work following construction.

6. Far Summit Place Culvert Repair

7. Sagewood Place

Tasks Completed: Field visit with GeoEngineers completed last week. Schedule: Report with analysis and recommendations to be completed next week. Budget: Project on budget. No additional tasks at this time.

Proposals submitted on (notice to proceed not yet given by SVCA):

1. Midnight Court Preliminary Design

2. Louise Creek Daylighting Project – Phase 1

Contracts to be signed by SVCA:

1. On‐Call Engineering Services Contract

Proposals to be submitted by Wilson Engineering, scheduled to begin in the fall:

1. Sudden Valley Drive, Culvert #167 2. Fawn Court, Culvert #201 3. Valley Crest Way and Rocky Ridge Drive, Culverts #193 and #194 4. Sudden Valley Drive, Culvert #46 5. Harbor View Drive and Winter Creek Place, Culverts #106 and #107

58 Quarterly Income Statement Summary Sudden Valley Community Association July 01, 2014 thru August 31, 2014

Current Quarter Year to Date (8 months) Annual Budget Actual Budget Variance Actual Budget Variance Budget Remaining

Income 4000 - Dues and Assessment Income 853,889.00 777,602.75 76,286.25 2,630,176.90 2,359,516.25 270,660.65 3,163,826.00 533,649.10 5115 - Bad Debts - Current 0.00 0.00 0.00 (6,352.77) 0.00 (6,352.77) 0.00 6,352.77 4150 - Golf Income 197,564.36 144,000.00 53,564.36 577,002.02 576,001.00 1,001.02 864,001.00 286,998.98 4205 - Marina Income 6,235.00 19,579.00 (13,344.00) 116,075.00 78,319.00 37,756.00 117,480.00 1,405.00 4800 - Other Income 73,621.89 50,674.00 22,947.89 198,538.72 202,697.00 (4,158.28) 304,045.00 105,506.28 Total Income 1,131,310.25 991,855.75 139,454.50 3,515,439.87 3,216,533.25 298,906.62 4,449,352.00 933,912.13

Expense 5000 - Administrative 60,793.66 65,698.00 (4,904.34) 254,244.00 262,807.00 (8,563.00) 394,211.00 139,967.00 5200 - Member Communications 16,338.55 18,204.00 (1,865.45) 55,635.11 72,817.00 (17,181.89) 109,226.00 53,590.89 5300 - Payroll & Benefits 256,523.76 273,885.00 (17,361.24) 1,043,812.72 1,095,542.00 (51,729.28) 1,643,313.00 599,500.28 6310 - Depreciation Expense 192,801.04 0.00 192,801.04 465,424.36 0.00 465,424.36 0.00 (465,424.36) 6500 - Maintenance & Landscaping 87,082.55 53,409.00 33,673.55 244,611.32 213,648.00 30,963.32 320,474.99 75,863.67 7000 - Contracted & Professional Services 41,271.78 32,807.00 8,464.78 83,051.06 131,231.00 (48,179.94) 196,848.00 113,796.94 9800 - Reserve Expenses/Transfers 212,254.58 219,289.00 (7,034.42) 310,370.32 1,227,156.00 (916,785.68) 1,665,734.00 1,355,363.68 Total Expense 867,065.92 663,292.00 203,773.92 2,457,148.89 3,003,201.00 (546,052.11) 4,329,806.99 1,872,658.10

Net Income / (Loss) 264,244.33 328,563.75 (64,319.42) 1,058,290.98 213,332.25 844,958.73 119,545.01 (938,745.97)

Printed by Michelle Miller2 on Fri Sep 19, 2014 02:03 pm 59Page 1 of 1 Balance Sheet Report Sudden Valley Community Association August 31st 2014 Balance Balance Aug 31,2014 Dec 31, 2013 Change Assets Total Operating Cash 583,175.99 193,921.82 389,254.17 Total Emergency Operating Cash 350,717.41 350,600.71 116.70 Total Other Cash and Equivalents 35,280.44 41,760.45 (6,480.01) Total CRRRF Fund 1,336,655.65 1,053,512.81 283,142.84 Total Roads Reserve Fund 873,275.33 320,101.29 553,174.04 Total Non-Strategic Reserve Funds 1,026,110.31 1,075,516.12 (49,405.81) Total Accounts Receivable 529,001.34 230,410.99 298,590.35 Total Prepaid Expenses 105,417.61 78,647.59 26,770.02 Total Other Current Assets 44,409.96 44,839.65 (429.69) Total Fixed Assets 7,114,929.80 7,552,950.87 (438,021.07) Total Assets 11,998,973.84 10,942,262.30 1,056,711.54

Liabilities Total Accounts Payable 107,892.07 46,867.09 61,024.98 Total Deposits Held 48,000.00 43,700.00 4,300.00 Total Prepaid Assessments 56,883.90 50,670.30 6,213.60 Total Other Liabilities 1,060.00 65,544.21 (64,484.21) Total Liabilities 213,835.97 206,781.60 7,054.37 Owners' Equity Total Owners Equity - Prior Years (8,633.63) 0.00 (8,633.63) Total Capital Reserves - Prior Years 10,735,480.52 10,735,480.70 (0.18) Total Owner Equity 10,726,846.89 10,735,480.70 (8,633.81)

NET Surplus/Deficit 1,058,290.98 541,411.96 516,879.02 Total Liabilities and Equity 11,998,973.84 10,942,262.30 1,056,711.54

9/19/2014 60 Page 1 of 1 Assessment Analysis Report Sudden Valley Community Association Tue Jul 01, 2014 thru Sun Aug 31, 2014

Recurring Assessments Amount Between Jul 01, 2014 and Aug 31, 2014 870,629.95

Assessments Paid Prior to Jul 01, 2014 203,646.52 Assessments Paid Between Jul 01, 2014 and Aug 31, 2014 541,150.13 Assessment Outstanding as of Aug 31, 2014 147,997.56

Total Assessments: 892,794.21

Printed by Michelle Miller2 on Fri Sep 19, 2014 02:04 pm Page61 1 of 1 Balance Sheet Report Sudden Valley Community Association Pro Forma V2 - 2014 EOY

Balance Balance 2014 EOY Aug 31, 2014 Dec 31, 2013 Pro Forma Assumptions Assets Total Operating Cash 583,175.99 193,921.82 350,000.00 Assumes AP Cleared at year end, billing coupons delivered by Dec 5th Total Emergency Operating Cash 350,717.41 350,600.71 350,900.00 Assumes no major emergencies. Total Other Cash and Equivalents 35,280.44 41,760.45 33,000.00 Assumes completions with refunds $27.5k and 5 new construction starts Total CRRRF Fund 1,336,655.65 1,053,512.81 909,661.65 $576k In projects funded by CRRRF, 90% Dues collection Sept-Dec Total Roads Reserve Fund 873,275.33 320,101.29 645,224.33 $732k In RDS FUND projects and Paving 85% Dues Collection June-Dec $145k MR&R funded expenses not included in expenses Total Non-Strategic Reserve Funds 1,026,110.31 1,075,516.12 1,056,226.31 $150k towards CRRRF Expenses and Roads Expenses 90% Dues Collection Sept-Dec Total Accounts Receivable 529,001.34 230,410.99 416,000.00 13% on 2014 Dues billed not collected. All old debt written off Total Prepaid Expenses 105,417.61 78,647.59 75,000.00 Assumes no refund of Supersedes bond, Insurance comparable to 2013 Total Other Current Assets 44,409.96 44,839.65 5,000.00 Assumes Interfund transfers all cleared by year end and fuel/postage inventory at normal levels Total Fixed Assets 7,114,929.80 7,552,950.87 8,586,950.87 Assumes $1.6M in Capital/Road Improvements, Depreciation of 600K Total Assets 11,998,973.84 10,942,262.30 12,427,963.16 Liabilities Total Accounts Payable 107,892.07 46,867.09 0.00 Assumes that AP will all be cleared on 12/31/14 Total Deposits Held 48,000.00 43,700.00 33,000.00 Assumes completions with refunds $27.5k and 5 new construction starts Total Prepaid Assessments 56,883.90 50,670.30 70,000.00 Assumes billing coupons delivered by Dec 5th - Historical Basis Total Other Liabilities 1,060.00 65,544.21 70,000.00 Assumes 30k Accrued 2015 expenses and 40k deferred golf memberships Total Liabilities 213,835.97 206,781.60 173,000.00 Owners' Equity Total Owners Equity - Prior Years (8,633.63) 0.00 0.00 Assumes this will be adjusted out during audit Total Capital Reserves Equity 10,735,480.52 10,735,480.70 12,254,963.16 Assumes all CRRRF/MR&R/Roads projects are capitalized Total Owner Equity 10,726,846.89 10,735,480.70 12,254,963.16

NET Surplus/Deficit 1,058,290.98 541,411.96 0.00 Total Liabilities and Equity 11,998,973.84 10,942,262.30 12,427,963.16

9/23/2014 62 Page 1 of 1 2014 EOY Pro Forma P&L Sudden Valley Community Association As of Aug 31st, 2014

Actual Budget Pro Forma Aug, 31 2014 2014 Assumptions Revenue Total Dues and Assessments 2,630,177.00 3,163,826.00 3,442,940.00 Total Bad Debts (6,353.00) 0.00 (309,864.60) 9% of Total Dues income written off. Total Golf Revenue 577,002.00 864,001.00 725,000.00 Downward forcast Total Marina Revenue 116,075.00 117,480.00 116,075.00 On Target Total Other Revenues 198,538.00 304,045.00 220,000.00 Removed Health Club

Total Revenue 3,515,439.00 4,449,352.00 4,194,150.40 Expenses Total Administrative Expense 254,244.00 394,211.00 381,244.00 Total Member Communications Expense 55,635.00 109,226.00 92,725.00 Total Payroll and Benefit Expense 1,043,813.00 1,643,313.00 1,559,413.00 Total Maintenance and Landscape Expense 244,611.00 320,474.00 275,187.00 Total Contracted and Professional Services 83,051.00 196,848.00 150,734.00 Includes IMD Fees Total Reserve Expenses 310,370.00 1,665,734.00 1,432,063.00 Roads Projects - Funded by Roads 0.00 782,224.00 699,000.00 CRRRF Projects - Funded by CRRRF 0.00 687,880.00 528,063.00 MR&R Funding 0.00 195,630.00 205,000.00 Emergency Cash Projects 0.00 0.00 0.00 Undesignated Reserve Funding 0.00 0.00 5,000.00 Legal Collection Expenses Debt Funding 0.00 0.00 0.00 Total Expenses 1,991,724.00 4,329,806.00 3,896,366.00

NET Surplus/(Deficit) 1,523,715.00 119,546.00 297,784.40 Depreciation Expenses (Non-Cash) 465,424.00 690,000.00 625,000.00

Total Surplus/( Deficit) - Includes Depreciation 1,058,291.00 (570,454.00) (327,215.60)

9/23/2014 63 Page 1 of 1 SVCA Bank Transition Plan

Purpose: Transition all SVCA liquid asset accounts from US Bank to Community Association Bank (wholly owned subsidiary of Mutual of Omaha, hereafter CAB). This transition will give SVCA several benefits they are not currently receiving: lockbox service, full FDIC protections for all of SVCA’s account balances and investment options not currently offered by US Bank. Lockbox service is considered the industry standard for HOAs, it negates segregation of duty issues that SVCA has struggled with for years and has been recommended by SVCA’s Auditor in the last several Audit Letters. The issue of uninsured cash accounts over FDIC limits has also been an ongoing issue brought forward by Larson-Gross as a deficiency in SVCA’s bank processes. CAB also offers SVCA Members the ability to pay dues online directly with the bank rather than giving their banking info to SVCA Staff or another 3rd party that they are unfamiliar with. The goal of this transition is to have all SVCA liquid assets in CAB by December, 31st 2014.

Critical Success Factors:

Bank Account Set-Ups:

Decisions to be made:

1. Reserve Account Combining – How many Reserve Accounts does SVCA want to maintain? 2. Does SVCA want to continue to maintain both an MMA and a Checking Account or each Reserve Account or move to the industry standard of only MMA accounts with funds moved to checking by Board Directive for approved Reserve Projects?

Actions Required:

1. Open “sweep” account with WECU for cash deposits. 2. Complete all paperwork required for CAB accounts. 3. Set up all new accounts with CAB 4. Set up ACH capability and online reporting on all new accounts.

Technology:

1. CAB to provide 2 check scanners for Remote Deposit 2. C3 Adjustments

64 a. GL Account Set Ups b. Charge Type Changes c. MICR line adjustments 3. SouthData Coupon Set Up 4. Test Check Printing and Charges 5. Credit card processor change : (Need more info)

Communications with Members:

1. Views Article highlighting use of coupon books and new online payment options. (Get exact fees for Credit Card payment option.) 2. Post Same to SVCA website. 3. Write letter to include in Coupon Book Delivery. Include ACH enrollment form in Coupon Book delivery.

Actual Cash Transfers:

1. Cut over to CAB operating account as of 12/1/14. All deposits sent to CAB via ACH if necessary. 2. Last check run from US Bank Ops account 11/13/14 to reduce open items at month end. 3. Void all checks outstanding over 90 days as of 11/31/14. 4. Transfer all cash balances to appropriate accounts via ACH on 12/15/14 after November banks statements reconciled. Determine how much cash to remain in each account for outstanding items. 5. Notify vendors that deposit to SVCA accounts of new routing and account numbers. Same for vendors that withdraw via ACH (Tops).

Staffing: Current staffing should be sufficient to accomplish all necessary steps. Michelle will be handling the majority of technology needs. Views editor would be helpful with communications piece. Decisions regarding Reserve Accounts will need to be made by Board of Directors no later than 10/9/14 Board Meeting.

65 SVCA Finance Committee Meeting Minutes Wednesday, August 20, 2014 Multipurpose Room

Chair: George Shaffner Committee: Mitch Waterman, Carol Houlton, Pug Edmonds, Melissa Lange Staff: Michelle Miller, Accounting Manager and Amanda Becker, Administrative Specialist

I. CALL TO ORDER The meeting was called to order at 6:36 pm. II. ROLL CALL Excused Absence: Mitch Waterman III. ADOPTION OF AGENDA The agenda was adopted as amended by acclamation. IV. APPROVAL OF MINUTES The minutes were approved by acclamation. VI. NEW BUSINESS VI. CONTINUING BUSINESS A. Operations and Capital Requests Pug introduced the capital request to fill the Lake Louise outflow channel culvert 19B. MOTION: Pug motioned the Finance Committee recommend the request for the amount “not to exceed” $11,000 from the Roads Reserve to complete the decommissioning of culvert 19B be approved by the Board of directors. The motion was seconded. The motion passed unanimously. B. Accounting Reviews 1. July P&L and Balance Sheet Michelle introduced a draft copy of the balance sheet for July. She stated the collections rate was 83% for quarter to date, and 87% year to date. 2. Status: Mutual of Omaha Bank Transfer Michelle stated she was scheduled to meet with the Senior Regional Executive on Friday, August 22 to discuss the transfer plan.

66 3. Status: Collections Policy Michelle said the collections policy was ready to be instituted once it was approved by the Board of Directors. George wants to hold off on having it approved by the Board until after the budget and measures are approved. C. Project Updates 1. 2014/2015 Roads Roadsmaps Pug stated two updates needed to be added to the 2014 Roads Roadmap. ACTION ITEM: George will add the $10,000 approved for on call engineering services and the capital request for 19B approval from Finance. ACTION ITEM: Pug will set up a checkpoint next week with Danielle from Wilson Engineering. 2. 2014/2015 CRRRF Roadmaps There have been issues getting a face to face meeting between Sudden Valley’s forensic engineer and the insurance company’s forensic engineer. George stated J2 and Mitch will revisit the county regarding the permitting for the AM/PM Beach Shelter. 3. Golf Business Plan Carol stated there was new information regarding the financial aspect of the golf course and the business plan had to be rethought in order to accommodate it. 4. 2015 Budget George had to change allocation for the Roads and CRRRF account to make them equal between developed and undeveloped lots. The issue of using emergency funds for trailer rentals was discussed. MOTION: Melissa motioned that the funding for trailer rentals be removed from the 57% Operations 2015 budget. The motion was seconded. The motion passed unanimously. ACTION ITEM: Michelle will take the $144,000 out of the budget and place it back into the Emergency Cash fund. 5. Creekside Café Melissa stated Mary Jayne was requesting to be reimbursed for funds spent on opening Creekside Café.

67 ACTION ITEM: Melissa will get a report from the County Health Inspector and bring a proposal before the Finance Committee with her recommendations. VII. MEMBER QUESTIONS AND COMMENTS A few members made comments. No actions or votes were taken as a result. IX. CLOSE The meeting was adjourned at 7:52 PM.

68 SVCA Finance Committee Meeting Minutes Wednesday, September 3, 2014 Adult Center

Chair: George Shaffner Committee: Carol Houlton, Pug Edmonds, Melissa Lange, Larry Feder Staff: Jeff Schlaack, EMB Director of Operations; Michelle Miller, Accounting Manager

I. CALL TO ORDER The meeting was called to order at 6:40 pm. II. ROLL CALL Late: Melissa Lange III. ADOPTION OF AGENDA The agenda was adopted by acclamation. IV. APPROVAL OF MINUTES The minutes were approved by acclamation. V. CONTINUING BUSINESS A. Operations and Capital Requests 1. Coffee Shop MOTION: Melissa motioned to recommend to the Board of Directors approve spending $2684 from the MR&R account to reimburse Mary Jayne Veljkov, from Creekside Café, for half of the expense she incurred making necessary upgrades to the electrical and plumbing systems in the Coffee Shop. The motion was seconded and passed unanimously. B. Accounting Reviews 1. July P&L and Balance Sheet Accounting Manager Michelle briefly reviewed the financials. She reported that collections are improving after a round of late letters were mailed out. ACTION ITEM: Accounting Manager Michelle will prepare an updated year end pro forma Balance Sheet and P&L for the next meeting on September 24.

69 2. Status: Mutual of Omaha Bank Transfer Accounting Manager Michelle reported on the status of the transfer. ACTION ITEM: Accounting Manager Michelle will prepare a two page plan that includes all of the variables offered by the Bank that require discussion and/or decision from the Board of Directors. She will send it to George for proposal to the Board of Directors no later than September 11. 3. Status: Collections Policy The final attorney-vetted policy and letters were briefly discussed. The Board of Directors has approved the package previously and will be included in the September 11th Board Packet. C. Project Updates 1. 2014/2015 Roads Roadmaps Pug gave a brief verbal update and provided a written update from Wilson Engineering to be included in the minutes as follows: a. Rose Ridge Loop/Harbor View Dr. – We received contract signed by the Contractor, Stremler Gravel Inc. Will bring contract to GM for signature today (Tuesday). Construction is expected to occur between September 15- 26. b. Lake Louise Dam emergency Overflow – All permits secured. Work scheduled to occur with other slip line projects around September 15-26. c. Far Summit Place – All permits secured. Work scheduled to occur with other slipline projects around September 15-26. d. Lost Fork Lane – All permits secured. Work scheduled to occur with other slipline projects around September 15-26. e. Louise Creek Culvert Replacement – Current scope is to fill the failing pipe under the tennis courts (19b). Hydraulic Permit Application accepted as complete by Dept. of Fish and Wildlife – our area biologist is on board and we expect to have the permit by the end of this week. Work scheduled to occur September 15-26 (assuming permit is in hand). f. SVCA Stormwater Inventory project - Draft capital improvement plan (CIP) is underway and being reviewed internally. g. Sagewood Court (Drainage review and recommendations) – Received signed contract from SVCA. Project will start when Danielle returns. h. Miscellaneous Roadway Paving and Drainage (Midnight CT, Louise View Dr., Spring Rd, Sunflower Circle, Cascade Ln) – Proposals submitted to SVCA for preliminary engineering.

70 2. 2014/2015 CRRRF Roadmaps Managing Director Mitch Waterman was not in attendance. He has been updating the Board of Directors as information is available in regards to the intrusive investigations of the barns. 3. 2015 Budget A copy of the final Budget and Dues Measures, as submitted to the printer for the AGM, was discussed. One more opportunity to correct errors will be available on September 10 at 8:00 am as the typeset proof is reviewed. VI. NEW BUSINESS A. Kildall Lawsuit A settlement has been agreed to. The terms of the settlement are to remain confidential until January 2015. B. Meeting Schedule for the Remainder of the 2014 FC Term a. Next Meeting: 9/24/2014 b. October meeting: 10/15/2014 c. These will be the last two meetings for this Finance Committee, unless there is an exceptional reason to call a special meeting. VII. MEMBER QUESTIONS AND COMMENTS No members made comments. IX. CLOSE The meeting was adjourned at 7:29 PM.

71 Architectural Control Committee September 4, 2014

Sudden Valley Community Association Architectural Control Committee September 4, 2014 9:00 AM Adult Center Type of meeting: Request and Plan Review Facilitators: Bill Pfeil, ACC Member Note takers: Anthony Cavender, CES Manager; Judy DeBay, CES Specialist Attendees: Curt Casey, Berry Fox, Kathryn Finn, Suzanne Blangsted, Curt Casey, Anne Mosness, Bill Amen, Jo Jean Kos Observers: Paul Oleniacz, Beverly Thompson, David Hatton, Jeff Davis, Noelle Holland

Agenda Topics

Item No. 1 Approval of August 21, 2014 ACC Meeting Minutes Item No. 2 Tree Subcommittee Report Item No. 3 103 Windward Dr. (23/99) - Fence Request Item No. 4 12 Grand View Ln. (7/39) - Paint Request Item No. 5 57 Grand View Ln. (7/124) - Carport Request Item No. 6 160 Polo Park Dr. (9/194) - Fence Request Item No. 7 9 Cold Spring Ln. (13/26) - Deck Roof Extension Request Item No. 8 9 Cold Spring Ln. (13/26) - Woodshed Request Item No. 9 3 North Summit Dr. (22/137) - New Construction: Garage Door Paint Request 3 Twin Flower Circle (22/65) - Retaining Wall, Road Grade with Culvert and Clean-Out, Item No. 10 and Street Parking Request Item No. 11 36 Little Strawberry Ln. (3/103&104) - New Home Construction Request Item No. 12 155 Harbor View Dr. (22/246) - New Home Construction Request

Item – 1 Approval of August 21, 2014 ACC Meeting Minutes Comments: Minutes included in packet. Discussion: As submitted. Action: Approved Moved by Berry Fox, seconded by Curt Casey.

Item – 2 Tree Subcommittee Report: Anne Mosness, Bill Amen, Jo Jean Kos

The tree subcommittee recommends the following:

A 1 Morning Beach Dr. #15 (56/15) - Approve to limb three trees as submitted.

B 22 Marigold Dr. #1 (52/1) - Approve to remove seventeen trees as submitted and as approved by Whatcom County Planning & Development Services. Approve to limb five trees as submitted.

72 Architectural Control Committee September 4, 2014

C 22 Marigold Dr. #6 (52/6) - Approve to top 5 to 6 western redcedar trees as submitted.

D 12 Grand View Ln. (7/39) - Approve to remove one bigleaf maple tree (#8) as submitted. Approve to limb trees #6 and 7 as submitted.

E 15 Bramble Way (25/72&73) - Approve to remove one western redcedar tree as submitted.

F 191 Polo Park Dr. (9/213) - Re-approve to remove one conifer tree growing out of a stump as submitted.

G 17 Indian Ridge Ct. (2/195) - Approve to remove one cherry tree and one Douglas-fir tree as submitted.

H 8 Indian Meadow Ct. (2/207) - Recommend to CES staff to approve removal of one western redcedar tree located in Sudden Valley (SV) road right-of-way as submitted.

I 14 North Point Dr. (12/12) - Recommend to board of directors (bod) to approve removal of one dead tree snag (#7) as submitted. Recommend to bod to approve limbing of 12 western redcedar trees (#1-6 and #8-12) on SV greenbelt at applicant’s expense as submitted.

J 75 North Point Dr. (12/90) - Recommend to CES staff to approve removal of one cherry tree located on SV road right-of-way as submitted. Approve removal of one noble fir tree as submitted. Defer decision on two trees located on North side of property due to lack of flagging.

K 83 Windward Dr. (23/1) - Approve to limb three western redcedar trees and one Douglas-fir tree as submitted. Please note: Douglas-fir tree located closest to back patio is within 10’ of structure and under 10” in diameter and can be removed without ACC approval.

Comments: Requests included in packet. Discussion: 2B: As amended; 2A, C-K: As recommended. Action: Approved 2C: Moved by Bill Amen, seconded by Curt Casey. (Kathryn Finn abstained) 2D: Moved by Curt Casey, seconded by Bill Amen. (Kathryn Finn abstained) 2I: Approved by Bill Amen, seconded by Berry Fox. (Kathryn Finn abstained) 2A-B, E-H, J-K: Approved by Curt Casey, seconded by Anne Mosness. (Kathryn Finn abstained)

Item – 3 103 Windward Dr. (23/99) - Fence Request Comments: Request included in packet. Discussion: With conditions: side section must be 5’ from property line; fence height 4’ maximum; 10’ front setback variance granted. Action: Approved Moved by Bill Amen, seconded by Curt Casey. (Kathryn Finn abstained)

Item – 4 12 Grand View Ln. (7/39) - Paint Request Comments: Request included in packet. Discussion: As submitted. Action: Approved Moved by Curt Casey, seconded by Jo Jean Kos. (Kathryn Finn abstained)

Architectural Control Committee September 4, 2014 Item – 5 57 Grand View Ln. (7/124) - Carport Request Comments: Request included in packet. Discussion: As submitted. Action: Approved Moved by Jo Jean Kos, seconded by Curt Casey. (Kathryn Finn abstained)

Item – 6 160 Polo Park Dr. (9/194) - Fence Request Comments: Request included in packet. Discussion: With conditions: Fence may not be located forward of front property line; fence may not be located on Association common property; 20’ front setback variance granted. Action: Approved Moved by Berry Fox, seconded by Curt Casey. (Kathryn Finn abstained)

Item – 7 9 Cold Spring Ln. (13/26) - Deck Roof Extension Request Comments: Request included in packet. Discussion: As submitted. Moved by Anne Mosness, seconded by Bill Amen. (Suzanne Blangsted and Kathryn Finn Action: Approved abstained)

Item – 8 9 Cold Spring Ln. (13/26) - Woodshed Request Comments: Request included in packet Discussion: As submitted. 5’ right side setback variance granted. Moved by Curt Casey, seconded by Jo Jean Kos. (Suzanne Blangsted and Kathryn Finn Action: Approved abstained)

Item – 9 3 North Summit Dr. (22/137) - New Construction: Garage Door Paint Request Comments: Request included in packet Discussion: As submitted. Motion #1 (to deny): Moved by Berry Fox, seconded by Curt Casey. Curt Casey, Bill Action: Approved Amen, Kathryn Finn, Anne Mosness, Jo Jean Kos opposed) - Motion failed. Motion #2 (to approve): Moved by Curt Casey, seconded by Jo Jean Kos.

3 Twin Flower Circle (22/65) - Retaining Wall, Road Grade with Culvert and Clean-Out, Item – 10 and Street Parking Request Comments: Request included in packet. Discussion: As submitted. Please provide site plan/illustration; need additional detail on drainage, retaining wall(s) height, location and material, parking width, culvert size and location of clean-out. Action: Defer Moved by Bill Amen, seconded by Berry Fox.

Item – 11 36 Little Strawberry Ln. (3/103&104) - New Home Construction Request Comments: Plans to be presented at meeting. Discussion: As submitted. Action: Approved Moved by Bill Pfeil, seconded by Curt Casey. (Kathryn Finn abstained)

Item – 12 155 Harbor View Dr. (22/246) - New Home Construction Request Comments: Withdrawn by applicant. Discussion: Action: 74

Architectural Control Committee September 4, 2014

Architectural Control Committee September 18, 2014

Sudden Valley Community Association Architectural Control Committee September 18, 2014 9:00 AM Adult Center Type of meeting: Request and Plan Review Facilitators: Bruce Sterling, ACC Co-Chair Note takers: Anthony Cavender, CES Manager; Judy DeBay, CES Specialist Attendees: Bill Amen, Jo Jean Kos, Suzanne Blangsted, Bill Pfeil, Berry Fox, Anne Mosness Observers: Bill Holand, Larry and Helen Feder, Nora Kenny

Agenda Topics

Item No. 1 Approval of September 4, 2014 ACC Meeting Minutes Item No. 2 Tree Subcommittee Report Item No. 3 1 Shetland Ct. (24/83) - Carport Request Item No. 4 2 Lost Lake Ln. (9/155) - Heat Pump Request Item No. 5 1 Ravenwood Ct. (11/144) - Paint Request Item No. 6 9 Strawberry Canyon Ct. (5/78) - Paint Request Item No. 7 12 Cascade Ln. (4/77) - Paint Request

Item – 1 Approval of September 4, 2014 ACC Meeting Minutes Comments: Minutes included in packet. Discussion: As submitted. Action: Approved Moved by Berry Fox, seconded by Jo Jean Kos.

Item – 2 Tree Subcommittee Report: Bruce Sterling, Jo Jean Kos, Suzanne Blangsted, Kathryn Finn

The tree subcommittee recommends the following:

A 16 Grand View Ln. (7/41&42) - Approve removal of two bigleaf maple trees (BLM1 and BLM2) and one conifer tree (C1) as submitted. Recommend to Board of Directors (BoD) to approve limbing of two western redcedar trees on greenbelt as submitted.

B 22 Grand View Ln. (7/37) - Approve removal of trees #1-7 as submitted. Permissions from owners at 24 Grand View Ln. (Div. 7 Lot. 27) for tree #1 and 44 Grand View Ln. (Div. 7 Lot 36) for tree #3 will be required before permit can be issued. Please note: for tree identification please use numbering on request as attached, not on site.

C 2 Lost Lake Ln. (9/155) - Approve removal of two dead alder trees as submitted.

D 191 Polo Park Dr. (9/213) -Re-approve removal of eight trees as submitted. Replanting of a minimum of five native shrubs required in same area as removal.

76 Architectural Control Committee September 18, 2014 E 3 Fawn Ct. (3/144) - Approve removal of one pine tree as submitted.

F 325A Sudden Valley Dr. (3/159) - Defer due to lack of ribboning.

G 5 Winter Creek Pl. (34/6) - Approve removal of trees #4 and 5 as submitted. Recommend to BoD to approve removal of trees #1 and 2 as submitted at applicant’s expense. Recommend to BoD to approve limbing of tree #3 as submitted at applicant’s expense.

H 26 Green Hill Rd. (10/84) - Approve removal of 5 trees as submitted. Recommend to BoD to approve removal of one bigleaf maple tree as submitted.

I 89A Sudden Valley Dr. (16/220) - Approve removal of trees #1 and 2 as submitted. Permission from platted parking area co-owner (93A Sudden Valley Dr.) has to be submitted before permit can be issued. Approve removal of trees #3 and 4 located on applicant’s property as submitted. Recommend to BoD to approve removal of trees #5-7 as submitted.

J 89 Sudden Valley Dr. (16/218) - Approve removal of trees #1-6 as submitted.

K 75 North Point Dr. (12/90) - Approve removal of one dead conifer as submitted. Comments: Requests included in packet. Discussion: As recommended. Action: Approved 2B: Moved by Anne Mosness, seconded by Berry Fox. 2A, 2C-J: Moved by Jo Jean Kos, seconded by Suzanne Blangsted.

Item – 3 1 Shetland Ct. (24/83) - Carport Request Comments: Request included in packet. Discussion: As submitted. Action: Approved Moved by Bill Amen, seconded by Anne Mosness. (Bill Pfeil and Jo Jean Kos opposed)

Item – 4 2 Lost Lake Ln. (9/155) - Heat Pump Request Comments: Request included in packet. Discussion: With conditions: Any noise issues that arise from heat pump must be addressed to the satisfaction of the Whatcom County Health Department. Action: Approved Moved by Bill Amen, seconded by Anne Mosness.

Item – 5 1 Ravenwood Ct. (11/144) - Paint Request Comments: Request included in packet. Discussion: As submitted. Either choice submitted by applicant may be used. Action: Approved Moved by Bill Pfeil, seconded by Berry Fox.

Item – 6 9 Strawberry Canyon Ct. (5/78) - Paint Request Comments: Request included in packet. Discussion: As submitted. Action: Approved Moved by Anne Mosness, seconded by Bill Pfeil.

Architectural Control Committee September 18, 2014 Item – 7 12 Cascade Ln. (4/77) - Paint Request Comments: Request included in packet. Discussion: As submitted. Action: Approved. Moved by Bill Pfeil, seconded by Jo Jean Kos.

Architectural Control Committee September 22, 2014

Sudden Valley Community Association Architectural Control Committee

Report for September 2014

The ACC met twice in September to a well-attended meeting populated by applicants waiting for the immediate decision of our committee regarding their exterior alterations or vegetative trimming. During the first meeting held on the fourth, all 11 tree requests were approved as were 8 out of 9 exterior changes. At the second meeting held on the 18th, 10 out of 11 tree requests were approved and all five exterior alterations were approved. Our approval rating stands at 90% approval rating of homeowner requests. Please remember our meetings are public and are held in the Adult Center on the first and third Thursdays at 9:00 a.m.

79 Sudden Valley Community Association Communications Committee Monday, Aug 18th, 2014 6:00 - 7:30 PM at the Adult Center MINUTES

A. Call to Order: 6:02 PM B. Roll Call – Members: Members: Chair - David Narsico P Director: Leslie McRoberts EA Members Chris Weitzel P Alice Healy P YMCA Courtney Lange P Staff: Chanty Uch P Visitors: Carol Bauman P-Late Carol Houlton P Maureen McCabe P Marlene Harlan P

C. Approval of Agenda APPROVED D. Approval of Minutes from Aug 4th, 2014 APPROVED

E. CONTINUING BUSINESS 1. Annual Plan – No changes to our previous plan 2. Spirit Day & Start School in Style - Aug 23rd – a. Chanty and Stacy have this well organized with detailed map of all scheduled events for the day. b. 6 or 7 volunteers needed on Friday about 5 PM for set up, etc.; others needed starting at 9:00 AM on Saturday. Volunteers include: Carol H., Carol B., & Polly. Chanty and/or Courtney will talk to Jason at CTK Church c. Maureen/Chanty will post map of events on-line d. There will be free spots for vendors – minimize empty spaces; make sure the arrangement of vendors is organized so it looks full. e. Chris will see if any remaining clothing from the Start School in Style event can be taken to the Lighthouse Mission Ministries. f. Marlene has contacted the Bellingham Herald, the Visitors Bureau, and Geneva Assoc. to promote this event. 3. Views Contract – Contract for 4 additional color pages has been signed by Larry Brown & David and returned to Mike Lewis at Lynden Tribune 4. Town Hall Meeting with Whatcom County Council Members- a. Articles have been written for the Views and Bellingham Herald b. Chris & Chanty will provide promotional info for Bellingham Whatcom County Tourism Guide c. Signs for Fire Stations – Marlene will provide and will contact fire stations 5. Flea Market – Article & Photos – Marlene and David both submitted articles; they would exchange ideas and submit a synthesis of the two. 6. Finance & Measures – David submitted “No Town Halls” article to Views for publication 7. Safety Fair, Oct 11 a. Carol Houlton will write article for the Views b. Goal: 40 to 50 trained volunteers c. Prefer to conduct the program in the Dance Barn – if available d. Will include County Sheriff, County Emergency Prep Manager, South Whatcom Fire Department, American Red Cross 80 e. Fire Department to bring a “smoke house” f. Kent Caitlin – (Mgr.Emergency Prep) – To drive interest in CERT (Certified Emergency Response Team). This training may be done here in SV if we get 15+ people. g. Fly-In presentation – to be conducted by either Art or Sky h. Lenny will be in charge of the ham radios i. SVCA is already a designated emergency location for local disasters; there is much work to be done to fulfill that mission j. How to get people to be part of this process? Blood drive? SSC Shredder service availability? Carol H. will check with the Blood Center 8. New Website – Still not functional https://community.associawebsites.com/sites/SuddenValleyCommunityAssoc/Pages/AcwDefault.aspx 9. New Websites: There are now links from suddenvalley.com for the following two websites: Views On-Line (provided by Lynden Tribune): http://www.suddenvalleyviews.com.php53-10.dfw1-1.websitetestlink.com/ Hello Sudden Valley Website (provided by Maureen McCabe): http://www.hellosuddenvalley.com/home.html

F. NEW BUSINESS 1. Candidate Forums & Questions – Tabled till next meeting 2. Status of storm water regulations - David will ask Larry to write article for the Views 3. Weight Watchers - Write up presented by Maureen was in the form of what seemed like a paid ad; it was to be re-done as an article to promote interest in the community to bring a weight watchers program to Sudden Valley 4. EMB/Associa Status – The termination of EMB/Associa contract as presented in the following web links was sent to Brent for publication in the September Views: http://suddenvalley.com/picture/2014_notification_of_termination_of_emb-associa.pdf http://suddenvalley.com/announcement.asp?id=522

G. VIEWS 1. Deadlines For all articles, display and classified ads – Noon, Mon, Aug 25th

H. Next Meeting of Communications Committee Tue Sept 4th, 6:00 – 7:30 PM Adult Center

I. Adjourn 7:02 PM

81 Sudden Valley Community Association Communications Committee Tuesday, Sept 2nd, 2014 6:00 - 7:30 PM at the Adult Center MINUTES

A. Call to Order 6:01 PM

B. Roll Call – Members: Members: Chair - David Narsico P Director: Leslie McRoberts EA Members Chris Weitzel P Alice Healy P YMCA Courtney Lange EA Staff: Chanty Uch P Visitors: Carol Bauman P Carol Houlton P Maureen McCabe P Marlene Harlan EA

C. Approval of Agenda – APPROVED D. Approval of Minutes from Aug 18th, 2014 APPROVED

E. CONTINUING BUSINESS 1. Candidate Forums – Format, Questions - a. Only two candidates for three Board positions – precludes need for regular candidate forums b. It is important for candidates to present themselves to the community c. Voted to hold only one event – on Tue, Sept 23rd, 7-8 PM d. Event will include 5 min. presentation by each candidate followed by “wandering around” meet and greet to interact with community members

2. Spirit Day & Start School in Style - After Event Review a. All agreed that Chanty did a FABULOUS job organizing and running these two events b. There should be pictures on the Hello Sudden Valley website

3. Town Hall Meeting - Whatcom County Council Members Barry Buchanan, Pete Kremen, and Ken Mann have confirmed they will be participating

4. Safety Fair, Oct 11th, Carol Houlton to oversee this event a. Check with Dave Ralston re: Blood Drive b. Check to see if FD will provide “smoke house” c. May we have a “silent auction” – some people’s “junk” is another’s treasure d. Bring paper shredder for shredding – SCC to provide? * Offer for free? Do we have a budget for this? e. Provide light refreshments – popcorn, lemonade, etc. e. Posters have been started by Carol H. f. Barbara Volkov will put article in the Oct Views, Bellingham Herald, and HelloSuddenValley.com

F. NEW BUSINESS 1. Moderator for Candidate Forums – Not needed since only two candidates for three positions

82 2. Format for Town Hall – Format sent to council members (See below) 3. Refreshments for Town Hall – a. We will have coffee and treats – David will contact MaryJane for the coffee b. David – take request to Michelle for funding for coffee from Community Relations fund 4. Oktoberfest – If we move forward, MaryJane to do the food; El Agave to do the beer

G. VIEWS 1. Deadline - For all display & classified ads, all articles Noon, Mon, Sept 22nd

H. Next Meeting of Communications Committee Mon Sept 15th, 6:00 – 7:30 PM Adult Center

I. Adjourn 6:45 PM

Format for County Council Member Town Hall:

1. Introduction by Chair of the Communications Committee, including agenda & ground rules - David Narsico (Approximately 2 min).

2. Self-introduction by each council member including any information you believe is relevant to some of the key issues you see facing the county as they relate to Sudden Valley and nearby local communities. (Approximately 5 min each)

3. Council members will take questions from the audience, and respond as you choose and are permitted to do considering the rules and regulations that you, as council members, are bound to follow (Communications Chair may assist, if needed, to ensure equitable distribution of questions to all council members) 4. Wrap up statement by each council member. (Approximately 2-3 min each)

5. Final comment and thank you from the Communications Committee Chair - David Narsico (Less than 1 min)

6. Coffee & cookies afterwards

83 SVCA DOCUMENT REVIEW COMMITTEE MEETING MINUTES Monday August 11, 2014 7 P.M. at the Community Center

1. Call to Order at 7:10 P.M.

2. Roll Call - Larry Brown, Chair; Suzanne Blangsted, Tammy Woodin, Shannon Cahill, Carol Houlton, Carol Bauman

3. Adoption of Agenda

4. Approval of Minutes – June approved as corrected, July approved

5. Old Business: a. Restrictive Covenants – set received from the title company is with administration for copying, Larry to confirm. Will compare to other copies previously obtained. b. Historical BoD meeting minutes – Carol B. has found additional binders in storage that correspond to years which were found to have only two copies during the previous verification. These new binders will be compared to the official copy. c. Document Control – Shannon to put together outline/flowchart for proposal for overall process, with focus on Policies

6. New Business a. RCW updated to require that BoD meeting minutes be approved at the next meeting. Discussion that Board is largely meeting requirement now, and that no change to documents is required. Later clarified via email that affected subsection pertains only to association (annual) meetings.

84 b. Proposed Bylaw changes for review – all Measures are being sent directly to the attorney so no review by DRC is required. c. Document collection – no additional materials were ‘donated’ following the Views article. There are still boxes in storage to go through, plus a large collection of materials from former committee members.

7. Committee/Member Comments - None

8. Next Meeting September 8, 2014 7 P.M. in the Community Center

9. Adjournment at 8:10 P.M.

85 MINUTES EMERGENCY PREPAREDNESS COMMITTEE MEETING TUESDAY, AUGUST 12, 2014 at 8:30 AM ADULT CENTER (Studio)

I. CALL TO ORDER: Chairperson Carol Houlton called the meeting to order at 8:28 AM.

II. ROLL CALL: EPC Members present were: Carol Houlton, Carol Bauman, Ginette Lisbonne-Young, Art Bullock, Tony Darmanin, Suzanne Blangsted, Jerry Shearer, Kathryn Finn, and Lenny Angello.

Absent: JoJean Kos, Brenda Sample, Penny Bamford, Anne Moseness, Mitch Waterman, and Alishia Joubert.

III. ADOPTION OF AGENDA: The agenda was adopted as amended. IV. APPROVAL OF MINUTES: Minutes of the July 8, 2014 meeting were approved as presented.

V. PROJECT UPDATES: A. Fly-In: After Action Review (AAR) meeting: a. Art Bullock stated the meeting was well attended and they gathered good information. He is compiling the information and he and Carol Houlton will start planning the Fly-In for 2015 using the suggestions from the AAR. b. Tentative date possibilities are: July 11, 18, 25, 2015. Barbara Volkov has agreed to make a plan to promote the Fly-In and other Emergency Preparedness Committee activities.

B. CERT (Community Emergency Response Team) dates for classes: Tony Darmanin is coordinating classes. There is a class in the fall however, the SVCA EPC is trying to start a class earlier. We need 12 people committed to take the classes.

Action --- Art will email volunteers from the Fly-In to see who is interested in CERT training or in learning to be a HAM operator.

C. Forest Management: Carol Houlton is still communicating with Clare Fogelsong of the City of Bellingham to try to coordinate a study with the City.

D. Safety Fair, October 11, 2014: Carol Houlton has been in contact with Kent Catlin of the Whatcom Department of Emergency Management. He has invited the American Red Cross and South Whatcom Fire Authority who have agreed to come. Some of the things that will be covered are how to protect us in case of fire, storm, etc. Carol Houlton will check with Air Lift NW to see if they will attend.

86 E. Fireworks Research – Jerry Shearer has been researching the pros and cons of banning fireworks. He is looking at the State of Washington’s website and is researching the process that Bellingham went through for banning the fireworks. Was it successful or not? What issues arose? He will report what he finds at the next meeting.

F. Radio Communications Plan: Lenny Angello is creating a communications plan for the safety and wellbeing of people in SVCA using the Radio Communications Plan. We need at least six people in order to create a HAM Radio Operator’s class. Art’s email requesting volunteers will help us identify those who are interested.

G. Emergency Signs: Kathryn Finn has been researching emergency signs and found several resources. It was suggested she work with the Communications Committee, CES and the ACC to first create a plan and then determine which signs to use. The plan should identify planned routes, location of the signs, and the message. Kathryn will talk with Anthony Cavendar of CES about where to locate signs and to Maintenance about installing signs. Jerry Shearer suggested, after the signs are installed, having a fire drill for the community. Jerry Shearer also mentioned that gates 1 and 2 don’t really need the signs since there is only one ingress and egress.

VI. NEW BUSINESS A. Cascadia Subduction Zone (CSZ) Meeting at Boeing Field: Lenny Angello and Carol Houlton attended the CSZ Meeting in Seattle. The meeting was presented by several agencies including Washington State Military, Washington State Department of Transportation (WSDOT) and FEMA who are working together to create an emergency response plan for the entire state and to coordinate federal assistance in the event of a disaster. WSDOT’s plan is called SARDA which currently includes only airplanes landing on airport runways. Lenny suggested they consider seaplanes, an idea they are interested in pursuing. In order for our Emergency Seaplane Response Plan (ESRP) to be accepted by any of these agencies, we will need to design it around the Incident Command System (ICS). This is one reason we are encouraging our volunteers to become CERT trained and to become registered emergency workers for the State of Washington.

B. Possible SVCA Emergency Management Staff Member: Carol Houlton proposed that she explore the possibility of having a staff member, either full or part time, manage Emergency Preparedness efforts in Sudden Valley. She feels volunteers will still be essential, but a staff member can coordinate all the outside teams, classes, and people as well as organizing the SVCA volunteers. The staff could also help organize and maintain all our records. Dave Ralston should be a good source to help with a pre-fire plan. There are also grants that could pay for education for fire plans for the community.

VII. OWNER QUESTIONS AND COMMENTS: None

87 VIII. CLOSE/ADJOURN: The meeting was adjourned at 9:46 AM.

NOMINATIONS & ELECTIONS COMMITTEE MEETING Multi-Purpose Room August 19, 2014

MINUTES

Members present:

Leslie McRoberts, Chair Bob Healy Georgia Allen Amanda Becker, EMB Staff

Absent: Marie Falen

The meeting was called to order at 11:00 a.m.

1. Approval of Agenda – The Agenda was also approved as written.

2. Formal Confirmation of N&E Membership – The Chair and the members confirmed the current N&E members consist of: Leslie McRoberts, Chair; Bob Healy; Marie Falen; Georgia Allen, Secretary. N&E is supported by Amanda Becker of the EMB staff.

3. Open N&E Position – There is now a vacancy within the team, due to the recent resignation of former member Naomi Bunis.

4. Approval of Minutes of 6/25/14 – The Minutes were approved as written.

5. Review of September Views Article – The Chair reviewed her proposed article for the September Views, which continues the education of our residents of important deadlines relative to the preparation and/or finalization of key documents required for the November 1st AGM elections . There were no changes required on the content.

6. Discussion of Election Calendar/Timeline for 2014 – The members reviewed a final calendar devoted to specific/important dates for actions to be taken for the AGM.

7. Introduction of Master Counter – Marlene Harlan has agreed to serve as Master Counter again for the 2014 AGM. She was unable to attend, due to being at work at the time of this meeting.

8. Adjourn There being no further business, the meeting was adjourned at 12:10 p.m.

______Georgia Allen, Recording Secretary

NOMINATIONS & ELECTIONS COMMITTEE MEETING Back Room – El Agave Restaurant September 2, 2014

MINUTES

Members present:

Leslie McRoberts, Chair Bob Healy Georgia Allen Marie Falen Amanda Becker, EMB Staff

Also in Attendance: Carol Bauman, Carol Houlton and Mitch Waterman

The meeting was called to order promptly at 4:32 p.m.

1. Open Candidate Applications – Two applicant applications were received for the Board of Directors. One was for Mike D’Angelo, and the second for Leslie McRoberts. No applications were received for N&E Candidates.

2. Ensure that Candidates are Members in Good Standing – Amanda Becker of the EMB staff checked and verified that both candidates are members in good standing. Chair Leslie McRoberts recused herself from the vetting process entirely.

3. Draw Names for Ballot Order for Board of Directors Candidates and N&E Candidates. – Names were drawn for the Board, with the first being Mike D’Angelo, followed by Leslie McRoberts.

4. Adjourn There being no further business, the meeting was adjourned at 5:00 p.m.

______Georgia Allen, Recording Secretary

90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134

On February 1, 2014 the Friends of the Sudden Valley Library turned the keys to the new library building over to the Whatcom County Library System. This achievement would not have been possible if it were not for the hundreds of people who donated time and money to this effort. We want to take this opportunity to recognize all of the people and organizations who made cash donations, donations in kind, and who volunteered their time to successfully complete this project.

We would first like to thank the Board of Directors of the Friends of the Sudden Valley Library

Bob Cooper, President Clairene Almond Mike D’Angelo Karen McGuinness, VP Carolyn Hamilton Georgiann Dustin Sue Parsons, Secretary Dave Hamilton Leslie McRoberts Mary Haslam, Treasurer Beverly Crouter Patricia Smith

Special thanks go to former Board members Rachel Smith Manrique, Arij & Patrick Beebe Sweet, Tom Hadd, Brenda Sample and to KC Sulkin for his establishment of the FoSVL Jazz Concerts.

We would also like to thank our Benefactors and Major Donors.

Benefactors – Donations of $10,000 to $100,000

John Armitstead Architects Ann & Bob Cooper D.V. & Ida J. McEachern Charitable Trust Leslie & Bill McRoberts The Norcliffe Foundation The Rotary Club of Bellingham The State of Washington Capital Fund Wilson Engineering LLC

Major Donors – Donations of $1000 to $9,999

Clairene & Bob Almond Cindy & Mike D'Angelo Joe Hanley Anonymous Gerry & Marshall DeLeon Brian Hansen Kirk & Ramona Barker Annabell Douglass Fred & Mary Haslam Wilma & Bob Bryant Glenhaven Lakes Clubhouse Jo Jean Kos Naomi Bunis Tom & Ginny Hadd Pamela & Frank Koterba Bev Crouter & Draven Owen Carolyn & Dave Hamilton Rachel Manrique

135 John Martin James Weldon Paton & Margaret L Barbara & Sergei Volkov Karen McGuinness Grant Washington Women's Foundation Carol McMillan Pearl Django Eric & Patty Weeth Elaine & Mike McRory Bill & Joan Simmons Whatcom County Library Mira Kamada Fine Art & Design Patrick & Patricia Smith Foundation Marcia & Richard Morrison Sudden Valley Community Whatcom Educational Credit Norman Archibald Charitable Association Union Foundation Sudden Valley Women's Club NW Explorations Alec Sulkin Sue Parsons Valley Market & Deli

The following is a list of our extraordinary donors that will be displayed in the library with our thanks. These were contributions in cash, in kind as well as contributions of their time.

20th Century Bowling Beth Ann Benincasa Denna Cline A Lot of Flowers Brian B. Benincasa Cloverdale Paint A New Image Studio Claire Catherine Benincasa Richard & Janet Cole Terry Abate Rachel Ann Benincasa Colophon Café Lupe Abundis Gladys Bergman Colorful Flowers Norma & Perry Adkison Nick Bergman Comfortable Spaces Bob & MaryJo Aegerter Esther Bernstein Command Aviation Joan Airoldi Richard Bernstein Community Food Co-Op Airporter Shuttle Drew Betz Janette Cook Connie Albrecht Billy McHales Cozy Corner Books Fred & Tanya Albrechtsen Black Pearl Asian Bistro Robert & Sandy Crocker Georgia & Clive Allen Carolyn Blocher Norm & Barbara Cubanski Amber Althage Heidi Boland Frank Culp Robert & Nelda Anderson Boundary Bay Brewery Cupcakes Like It Sweet Anonymous iGive.com donors Seth & Ann Marie Bowen Marc & Margaret Curtis Anthony's Restaurant Janet Boyhan Dakota Creek Golf & Country Louis & Alyne Anzalone Charles & Yvonne Bryant Club Bill Audley Roger Bryant Dandelion Organic Delivery Avenue Bread & Café Builders' Alliance Richard & Judy Darden David & Elizabeth Ayre Roger & Therese Bull Johhna DeSantis Kevin Bahr Duane Bunch Diehl Ford Bakerview Nursery Danielle Burnett Disneyland, CA Jerry Ball Ken Burton Bekki Dodd Owen & Penny Bamford Marjorie Bushnell Marion D'Onofrio Robert & Kazuko Barker Buyer's Market Patti Douglas David Baron Margaret Caldwell J. A. Doyle Rilla Barrett Gwen Callahan Donald & Robbie Drabek Richard & Carol Bauman JoAnn Carney Drizzle Olive Oil & Vinegars Bay Trophies & Engraving, Inc. Carpenter Creek Winery Scott & Kalene Drummond Bean Penny & Mac Carter Georgiann Dustin Bead Bazaar Mary Jo Case Loretta Duvall Arij & Patrick Beebe-Sweet Curt Casey Earl & Karen Dyer Dorys Beecher & William Rick Casillas Sherman & Mixie Eddy Remsen Cedar Post Knits Ann Edmonds Bellingham Fitness Chair 9 Woodstone Pizza & Bar Corneliu & Elena Eftimiu Bellingham Flat Bread & Bakery Jean Chambers Ken & Linda Enright Bellingham Nannie Connection Patricia Chase Michael Esaak Bellingham Railroad Museum Beth Chowning Eterna Studios Bellingham Tennis Club & Ellen Christensen Eternal Visions Tattoo Fairhaven Fitness Charles Jr. & Christina Claassen Fairhaven Library Bellingham Ukulele Group Ellen Clark Fairhaven Toy Garden John & Florence Bellows Deanna Clemens Monte & Marie Falen 136 Jay Fasteen Mike Hilty Merry Maids William & Paula Faulkner Leonard Himmelberg Lou & Diane Michel Myron & Elka Fink Linda Hirsh Microsoft Gifts Program Diana Finney Madison Holton Milano's First Impressions Mary Hopper Curry & Barbara Miles Carol Fisher George & Carol Houlton Linda Miller Kenneth & Riechelle Fishwild Jack & Sandy Hughes Judy Mills Nick & Christine Flacco Richard & April Hughes Mindport Kathleen Flavin Jim & Elizabeth Huthert Kathy Mintz Flo Motion, LLC Ideal Creatively Curated Goods John & Patti Mitchell Pamela Fonda Il Caffé Rifugio Teryl Monson FoSVL Island Mariner Cruises Paul Edward Moody Fourth Corner Quilts Donn & Lish Jamtaas Sally Moore Judith Fox Joe's Garden Michael & Cathy Morrow Myrtice Frame & Brenda Tate Joe's Professional: Golf Lab & Anne Mosness Alice K. Frandsen Indoor Golf Center Mount Bakery Café Creperie & Paul & Karen Fredericks Rich Johnson Scratch Bakery Fresh Start Danielle Johnston Mrs. Hudson's Yarns & Teas Estelle & Sandy Friedman Gilbert & Clara Jones Mt. Baker High School Student David Fruit Polly Keith Industries: Todd Rightmire- L.M. Furneaux Ken's Tree Service, Inc. Teacher; Draven Owen-Sculptor Mike Galaviz Wanda Klotz Mt. Baker Lodging Gallery West Ruth Klun Mt. Baker Ski Area, Inc. Larry Ganje Carolyn Koehnline Mt. Baker Theater Garden Spot Nursery Vonda Krear Mt. Baker Vineyards & Winery Gary's Milton Krieger Richard Murphy Mary & Kristina Gilbertson Suzanne L. Krogh Napa Auto Parts Barbara Gilday Orest & Jeri Kruhlank David Narsico Glenhaven Book Club Kulshan Brewery Natural Moments LLC Barbara Gobus La Fiamma Woodfire Pizza Patrick Newby Donald & Patricia Goforth Deb Lambert John Newhouse John Gordon Ken Lane Jeffrey & Kim Ninnemann Ann Gray Sarah Lane North Fork Brewery Great Harvest Bread Company Danny & Lee Langdon Northern Washington Greenhouse Irwin & Frances Lecocq Homebrewer's Guild Brian & Lisa Gresham E.J. LeDet Northshore Veterinary Hospital Tony & Mary Grimes Lehmann's Northwest Honda Guiseppe's Al Porto Les Schwab NW Mushroomers Association Steve & Judy Hagan Dorothy Leu Old Fairhaven Wines Marty Haines Edward & Margot Levin Olive Garden Tom & Lorina Hall Maddie Lindaas Andrew Olive Cheek, Brian, & Ashley Hamilton Jane & Jeffrey Linscott One Body Massage Kit & Susan Hanes Sue Lofgren John & Carol Ostricker Brian Hansen & Wendy Bohlke Louis Auto Glass Otion Soap Making Calvin & Muriel Hanson LuLu…wonderful things John & Rachelle Overturf Jeannine Harber Rachel Lynch Stefen & Melanie Paige Vic & Susie Harber Patricia J. MacCormack Papa's Sweets Harbor Moon Salon Julie Major Judith Paulson Delores Hardesty Mallard's Ice Cream Jerry Peel Hardware Sales Dave Malone Chris & Christine Perkins Russ & Marlene Harlan Melanie Mankamyer Pete Dorman Fine Art Dr. Claude Hayden Masquerade Wine Co. Karen Peter Bob & Alice Healy Michael Matthes Picture Perfect Studios Herb Niemann's Steak House Donna Matthews Laurel Piper Restaurant Karin Matzen Paul & Joan Piper Christopher Herkert Gabriel & Victoria Mayers Point Defiance Zoo & Aquarium Joseph & Linda Herkert Kevin & Corinn McCulloch Anastasia Potapova Milton Hertz Chuck & Susan McGroddy CJ Prince & Michael Berg Diana Hill Justene Merriman Ronald & Karen Prior 137 Bill & Isie Radock Sirius Investigations The Markets LLC Martha Ratzke Skylark's Hidden Café & Wine The Pilates Studio of Bellingham RCA Home Inspections Parlour The Woods Coffee Rebecca's Flowers Brandon Sly Tino's Pizza & Pasta Elaine & Dean Rebuck Frank Smaldino Trader Joe's Red Mountain Wellness Snuggle Ruggs Tree Frog Night Inn M. Rekunyk Sofia Bean Nathan Twining Warren Rice Sonne Silver Phillip & Judith Urso Constantine & Lucinda Rigas Geradina & Mike Soroka Vartanyan Estate Winery Dale & Penny Rings SPARK Museum of Electrical Mary Jayne Velijkov Ken Roos Invention Peter Venable Danielle Rosellison Joe Speicher JoAnn Vert Robin & Eleanore Ross Sara St. James Village Books Polly & Bill Rossner Stampadoodle Robert & Nathalie Vogt Donna Rumble Abby Staten Sheila Walls George & Caroline Ryker Jack & Helen Stephens Gary & Dolores Warmink Ruth Ryker Gladys Stevens Elizabeth Weber Karen Sage-Stockwell James & Carol Stewart Pam Weil Salon & Day Spa of Sudden David & Marcia Strauss Klara Weis Valley Sudden Valley Aerobics Class Jonathan & Ashley Weiss Brenda & Steve Sample Sudden Valley Bridge Group Western Washington University Samson Estate Winery Sudden Valley Community Athletics Samuel's Furniture Church Whatcom County Library Larry & Susan Sanders Sudden Valley Garden Club Services James & Ann Sargent Sudden Valley Home Repair & Whatcom County Sheriff Benjamin & Alison Scherer Services Whatcom Sports Commission & Debra Schlaack Sudden Valley Ladies Golf Club Bellingham Sportsplex Andy & Audrey Schwartz Sudden Valley Lunch Bunch Whatcom Symphony Orchestra Dave & Christel Scott Sudden Valley Needlework and Whidbey Island Bank Lee Seaman Nonsense Judy White Seattle Mariners K.C. Sulkin Robert & Barbara White Seattle Seahawks Margaret Sullivan Gail Whitehead Seattle Sounders FC Peggy Sullivan Ken Wiener Second Helping Lunch Group Sun Mountain Lodge Ian Wightman George & Grace Shaffner Sunset Car Wash Wild Waves Sam Shahan Taco Lobo Marilyn Williams Quinn Sharpe Roger O. Taylor Wilson Motors Sherwin-William, Downtown Paul & Gwendoline Temer Lin & Judith Wilson Jud Sherwood Teryl Monson Photography Rosalie Wisotzkey Lydia Sherwood Paul & Rose Textor Women Sharing Hope Silver Reef: Steakhouse The Abbey Garden Tea Room Ann Wood Silvery Moon The Big Fat Fish Co. Don & Marna Wood Vijendra & Edith Singh The Colorpot, Inc. Worthwords Book Club

Special Recognition

We are especially grateful to our many volunteers for donations of their time which contributed to the success of the following activities: Library Construction, Bingo, Jazz Concerts, Library Luau, Bourbon Street Bash, Fund Raising, FoSVL Board members, Donor Cultivation, Library Bakers, Craft and Flea Markets, Golf tournaments, Raffle, and to the Board Members of the Friends of the Sudden Valley Library past and present. In total, volunteers contributed over 20,000 hours to complete this project

If we have missed anyone, we sincerely apologize. Know that we could not have completed this project without each and every one of you.

138 Lake Whatcom Policy Group September 15, 2014 Meeting Brief Digest of Presentations and Discussion

Policy Group members in attendance: Barry Buchanan, Carl Weimer (Whatcom County Council); Pinky Vargas, Roxanne Murphy (City of Bellingham Council); Leslie McRoberts (Lake Whatcom Water and Sewer District Board); Larry Brown (Sudden Valley Board). Other legislative or board members present: Michael Lilliquist, Bellingham City Council. 1. Preparation, review and approval of the 2015-19 Lake Whatcom Work Plan Goal: A meaningful and transparent process for preparing, reviewing and approving a 2015-19 work plan.

Staff summarized their proposal for the creation and review of the 2015-19 Lake Whatcom Joint Management Program Work Plan. There have been three prior five-year plans. Over time, the plans have evolved to encompass the most pressing issues during a particular period, and there has also been an increased emphasis on phosphorus reduction. The 2010-14 plan added performance metrics and provided more information about expenditures in each program area. New program areas are added as emerging commitments become long-term services, e.g. the Aquatic Invasive Species program. The five-year plans set the template for the annual work plans which implement the five-year plan and associated policies and program commitments. Each year there is a report out of accomplishments, and there will also be a report summarizing activities and accomplishments under the last five year report.

The Total Maximum Daily Load (TMDL) response plan to be required by the Department of Ecology to control phosphorus and coliform bacteria will be built off pertinent sections of the 2015-19 work plan. The budget commitments and program activities for the TMDL will embody achieving the TMDL target on a 50 year timeline, and will also identify expenditures and activities that could accelerate the achievement of the targets. National Pollution Discharge Elimination (NPDES) permits are on a six year time frame, as are capital facilities plans. Elements from the next five-year Lake Whatcom Management Plan will be consistent with these other required plans, and vice-versa. The Joint Management Program wants to include elements in the Lake Whatcom plan that will accelerate the timetable for achieving the TMDL phosphorus reduction goals, but would not want all options embodied in the TMDL as they would then become binding. Staff will explore ways of writing the plan and the TMDL response document so that the Lake Whatcom plan can includes elements that will achieve an accelerated TMDL timeline.

The five-year plan will be developed by staff and sections of it will be presented to the Policy Group for review in the next few months. There will also be a public involvement component, to include opportunities for both written and verbal feedback. The goal is to get the plan approved at the 2015 Lake Whatcom Joint Councils and Commission meeting.

The group discussed how to roll out the topics for the Policy Group to accommodate the review of the plan as well as other essential topics that need to be discussed in the near

139 future. White Papers on some of the topics relating to the plan will be presented at the Policy Group meetings. The following rollout was agreed upon:

October 2014 November December January 2015 February 2015 March 2015 April 2015 2014 2014 Policy Group Policy Group Policy Group No Policy Special Written Joint Councils/ meeting: meeting: 5 meeting: 5 Group meeting of comments on Commission Aquatic year plan -- year plan -- meeting. Policy Group: 5 year plan meeting: Invasive Discuss Continued Public review accepted. Adopt plan Species residential discussion of draft of 5 year (Policy Group annual retrofits and plan elements plan topic TBD). program related presented at review financial an open considerations house meeting, with public comment accepted.

The 5 year plan would receive final legislative review at the annual Joint Councils and Commission meeting in April, and may be adopted by the Councils and Commission at that time via a joint resolution.

2. Topics for Upcoming Meetings See discussion above. Some topical areas not discussed during 2014 will be rolled over

to 2015. A schedule of meeting topics for 2015 will be adopted at the December meeting. Note: The next Policy Group meeting will be on October 6, at 1:30 P.M. in the Fireplace Room, 625 Halleck Street (in Muni Court Building), Bellingham, 98225.

140

Proposal for Temporary Assignment of Adult Center for SV Library Occupancy - Update

• For the past ten days the Sudden Valley Community was solicited for input on the pending proposal to temporary assignment of the Adult Center. • Be it resolved that the WCLS Board of Trustees continues to support providing library service to the South Whatcom community. • As of COB Tuesday September 23rd, 88 emails (now >100) were sent to the BOD. • A tally of the responses (as of Tuesday 9/22) is as follows:

. Yes – 74 votes . Yes with reservations – 8 votes . No – 6 votes

The Community favored the assignment in a 13.6 to 1 ratio or a 93% approval vote. Specific Reservations of our Members

• Assignment must be temporary

• No loss of funding to Sudden Valley

• Questioned why other options were not appropriate

– Strip mall/ Book Mobile

– Rented Modulars

– Rotunda

• Ensure the Adult Center Pool remained usable by community members

• Concern as to loss of Dance studio capability

• Beetle damage in Adult Center

• No final resolution on Barn

Proposal for SVCA Board of Directors

Propose the SVCA Board of Director authorize the Managing Director to accomplish the following:

1) Negotiate with existing Adult Center Facility users to relocate to equal quarters, 2) Work with staff to transfer Adult Center meetings to new locations, 3) Negotiate with Whatcom County Board of Directors on 9/16/2014 to lease the Adult Center for 24 months : complete 4) Negotiate with Friends of South Whatcom Library to pay all costs associated with the lease (NO COST TO Sudden Valley)

If approved, action will be implemented as an immediate goal