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 1 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. 2 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. 3 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.