SUDDEN VALLEY COMMUNITY ASSOCIATION BOARD OF DIRECTORS MEETING AGENDA THURSDAY, MAY 28, 2015 DANCE BARN 7:00 P.M.

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1 SUDDEN VALLEY COMMUNITY ASSOCIATION BOARD OF DIRECTORS MEETING AGENDA THURSDAY, MAY 28, 2015 DANCE BARN 7:00 P.M. I. CALL TO ORDER II. ROLL CALL III. ADOPTION OF AGENDA IV. ANNOUNCEMENTS V. PROPERTY OWNER COMMENTS VI. BOARD COMMENTS VII. APPROVAL OF MINUTES AND VOTING AS NECESSARY a. April 23, 2015 pg. 2 b. May 3, 2015 pg. 6 c. May 14, 2015 pg. 7 d. May 21, 2015 Pg. 9 VIII. COMMITTEE REPORTS AND VOTING AS NECESSARY a. Architectural Control i. Minutes 1. April 16, 2015 pg May 7, 2015 pg. 13 b. Communication Committee i. Minutes 1. April 13, 2015 pg. 20 IX. CONTINUING BUSINESS AND VOTING AS NECESSARY a. Bad Debt Policy Revision pg. 22 b. Quarterly Billing Policy Revision pg. 24 X. ADJOURNMENT 5/28/2015 BOD Meeting Agenda 1

2 SUDDEN VALLEY COMMUNITY ASSOCIATION BOARD OF DIRECTORS MEETING MINUTES v1 THURSDAY, APRIL 23, 2015 DANCE BARN 7:00 P.M. In Attendance: Larry Brown, President Carol Bauman, Vice President Leslie McRoberts, Secretary Carol Houlton, Treasurer David Narsico Grace Shaffner Nick Flacco Mike D Angelo Samantha Rorabaugh, Absent Georgia Allen, Acting N&E Chair Jo Jean Kos, ACC Chair Community Members: 7 Sudden Valley Staff: Mitch Waterman, Managing Director Nicole Chiarella, Administrative Specialist I. CALL TO ORDER The meeting was called to order at 7:01 PM. II. ROLL CALL III. ADOPTION OF AGENDA The agenda was adopted by acclamation. IV. ANNOUNCEMENTS A. The Bellingham City Council, the Whatcom County Council and the Lake Whatcom Water and Sewer District met jointly on April 22, 2015 and approved the Lake Whatcom Management plan for It includes continued cooperation with Sudden Valley. B. The Firefighters Breakfast is from 7 am -12 pm on Saturday, April 25 in the Firehouse. C. The Fishing Derby is 9 am -12 pm on Saturday, April 25 on Lake Louise. D. Pearl Django is playing from 3 pm 5pm on Saturday, April 25 in the Dance Barn. E. May 30 is the Flea Market. F. The CERT Muster is May 16 from 10 am -12 pm at the Firehouse; there were 10 graduates. G. May 10 is Mother s Day at El Agave. H. May 5 is Cinco de Mayo at El Agave. 5/28/2015 BOD Meeting Agenda 2

3 I. Neighborhood Watch meeting on April 22 had a lot of enthusiasm. Director Narsico invites all those interested in joining the Neighborhood Watch to come to the next meeting. J. May 2 is the Garden Club s Plant Sale from 10 am 2 pm in the Dance Barn. V. PROPERTY OWNER COMMENTS There were no comments VI. BOARD COMMENTS The Board agrees that the new bus stop looks great, and wants to thank all those responsible. The Admin building upgrade is also nearly complete. VII. APPROVAL OF MINUTES AND VOTING AS NECESSARY A. February, B. February 26, 2015 C. March 26, 2015 D. April 9, 2015 MOTION: A motion was made to approve all four sets of Board minutes as amended. The motion was seconded and passed unanimously. VIII. GENERAL MANAGER S REPORT AND VOTING AS NECESSARY A. The quarterly financial update will be published in the June Views, not the May issue. B. Sudden Valley would like to extend its thanks to Sharon Fagan for all of her hard work during the transition to new management and staff. C. The new golf boards were purchased by the golf Pro, not using Sudden Valley funds. They may be rented from the pro-shop. D. Alex Moffit of Pacific Security requests that when calling security, do not hang up. There may be a brief delay in answering, but calls will be answered as quickly as possible if people continue to hold. IX. TREASURER S REPORT AND VOTING AS NECESSARY A. Finance Committee 1. March 18, 2015 Minutes 2. April 1, 2015 Minutes 3. April 9, 2015 Minutes (Minutes have been approved by the Finance Committee) 4. Capital Requests i. Provide Capital funds to remove and replace Culvert 19A to daylight a 3 pipe to Austin Creek. MOTION: Director Houlton moved to approve $60,000 from the Roads Account to fund finalizing design enabling a biddable construction package ready for The motion was seconded by Director Bauman and passed unanimously. ii. Provide Capital funds to remove and replace Culvert 314 MOTION: Director Houlton moved to approve $67,000 for the Roads Account to fund finalizing 5/28/2015 BOD Meeting Agenda 3

4 design enabling a biddable construction package ready for The motion was seconded by Director D Angelo and passed unanimously. iii. Provide Capital funds to remove and replace a failed culvert under Honeycomb Lane Place MOTION: Director Houlton moved to approve $23,600 from the Roads Account to fund finalizing design enabling a biddable construction package ready for The motion was seconded by Director Bauman and passed unanimously. iv. Provide Capital funds to remove and replace Culvert 40.1 MOTION: Director Houlton moved to approve $39,300 from the Roads Account to fund finalizing design enabling a biddable construction package ready for The motion was seconded by Director McRoberts and passed unanimously. v. Provide Capital funding to remove and replace Culvert 34 MOTION: Director Houlton moved to approve $11,800 from the Roads Account to fund finalizing design enabling a biddable construction package ready for The motion was seconded by Director Shaffner and passed unanimously. X. COMMITTEE REPORTS AND VOTING AS NECESSARY A. Architectural Control 1. March 19, 2015 Minutes 2. April 2, 2015 Minutes The ACC minutes were accepted as submitted. 3. Monthly Report by Director Kos B. Communications Verbal status report provided in place of committee minutes C. Document Review Organization and categorizing of SVCA documents is ongoing. D. Emergency Preparedness Director D Angelo reported that the committee is working with staff to support the 2015 Fourth of July activities. E. Nominations and Elections Marcy Rekunyk was added to Nominations and Elections Committee. XI. CONTINUING BUSINESS AND VOTING AS NECESSARY A. Appeal Committee Date Procedure has been changed B. Long Range Planning Committee Resolution MOTION: Director Houlton moved to approve the Long Range Planning Committee. The motion was seconded by Director Bauman. MOTION: Director Flacco moved that the motion be amended to state that at least one condo owner should serve as a member of this committee. The motion was seconded by Carol Bauman. MOTION: Director Narsico moved that the amendment be amended to state that at least 2 condo owners should serve as members of this committee. The motion was seconded by Carol Houlton and failed unanimously. 5/28/2015 BOD Meeting Agenda 4

5 Director Flacco then withdrew his amendment and the second, Director Bauman, agreed. The original motion then passed unanimously. XII. NEW BUSINESS AND VOTING AS NECESSARY A. Proposal July 4 th Fireworks MD MOTION: A motion was made by Director D Angelo to approve the July 4 th Fireworks plan presented by Security Coordinator Norm Smith. The motion was seconded by Director Houlton and passed unanimously. XIII. CLOSED SESSION AND VOTING IF NECESSARY A. The meeting went into closed session at 9:39 pm. XIV. ADJOURNMENT The meeting was adjourned at 10:37 pm. 5/28/2015 BOD Meeting Agenda 5

6 SUDDEN VALLEY COMMUNITY ASSOCIATION BOARD OF DIRECTORS MEETING MINUTES v1 SUNDAY, MAY 3, 2015 MULTIPURPOSE ROOM 1:00 P.M. In Attendance: Larry Brown, President Carol Bauman, Vice President Leslie McRoberts, Secretary Carol Houlton, Treasurer David Narsico Grace Shaffner Nick Flacco Mike D Angelo Samantha Rorabaugh Georgia Allen, Acting N&E Chair Jo Jean Kos, ACC Chair Sudden Valley Staff: Mitch Waterman, Managing Director SVCA Attorney: Rich Davis I. CALL TO ORDER The meeting was called to order at 1:00 PM. II. ROLL CALL III. ADOPTION OF AGENDA The agenda was adopted by acclamation. IV. CLOSED SESSION AND VOTING IF NECESSARY Leslie McRoberts moved to go into closed session at 1:05 pm. The motion was seconded by Carol Houlton and passed unanimously. V. RETURN FROM CLOSED SESSION The Board returned from Closed Session at 2:56PM. VI. ADJOURNMENT The meeting was adjourned at 2:57 PM. 5/28/2015 BOD Meeting Agenda 6

7 SUDDEN VALLEY COMMUNTIY ASSOCIATION BOARD OF DIRECTORS MEETING MINUTES V1 THURSDAY, MAY 14, 2015 Dance Barn 5:00 P.M. In Attendance: Larry Brown, President Carol Bauman, Vice President Leslie McRoberts, Secretary Carol Houlton, Treasurer Samantha Rorabaugh Nick Flacco Grace Shaffner David Narsico Mike D Angelo Georgia Allen, Acting N&E Chair Jo Jean Kos, ACC Chair Community Members: 8 Sudden Valley Staff: Mitch Waterman, Managing Director Brittany Melo, Administrative Specialist I. CALL TO ORDER The meeting was called to order at 5:02 PM. II. ROLL CALL All Board members present. III. ADOPTION OF AGENDA The agenda was adopted by acclamation. IV. CLOSED SESSION TO DISCUSS LEGAL ISSUES Attys. Rich Davis and Linda Foreman were also present for the Closed Session. V. RETURN FROM CLOSED SESSION The Board returned from Closed Session at 6:54PM VI. BEGIN OPEN SESSION The Board resumed in Open Session at 7:08PM VII. ANNOUNCEMENTS a. Brittany Melo has been added to the Staff as the Administrative Specialist. b. A Flea Market is scheduled for Saturday 5/30/2015 from 9:00AM 2:00PM - Contact reception regarding the rental of spaces and other questions. c. Bingo on Saturday 5/16/2015 will start at 6:00pm. d. There will be a Muster at Fire Station 22 for CERT Trained individuals on Saturday 5/16/2015 from10:00am -12:00PM. Bring your CERT backpack and supplies. e. Fireworks will be allowed for 4 th of July at the Marina Need volunteers for clean-up (contact Admin. Specialist). 5/28/2015 BOD Meeting Agenda 7

8 f. Seven (7) people graduated in the latest HAM radio class. There will possibly be another Ham Radio class in the fall. Contact Norm Smith with any further questions and/or that you are interested in attending. g. Views website should be back up and running by mid-day 5/15/2015. VIII. PROPERTY OWNER COMMENTS a. Stefan Paige, 65 Honeycomb Lane Candidate for South Whatcom Fire Commissioner position number 4 in the fall. IX. BOARD COMMENTS a. None X. CONTINUING BUSINESS AND VOTING AS NECESSARY a. None XI. NEW BUSINESS AND VOTING AS NECESSARY 1. Capital Funding Request Plotter Printer a. Not repairable even with parts the current printer is no longer supported. This is a crucial item. Asking for CRRRF funding of $2, (all inclusive price). Funding approved by the Finance Committee. MOTION: Director Houlton moved that the Board approve an amount not to exceed $2, (cost + tax + 10% contingency) for a new plotter printer from the CRRRF account. The motion was seconded by Director Bauman and passed unanimously. 2. Bad Debt Policy Revision a. Policy has been revised from quarterly to monthly. b. Item withdrawn to be revised and resubmitted. 3. Quarterly Billing Policy Revision a. Policy has been revised from quarterly to monthly. b. Item withdrawn to be revised and resubmitted. XII. ADJOURNMENT Director McRoberts moved to adjourn. The motion was seconded by Director D Angelo and the meeting was adjourned at 7:35 PM. 5/28/2015 BOD Meeting Agenda 8

9 SUDDEN VALLEY COMMUNITY ASSOCIATION BOARD OF DIRECTORS MEETING MINUTES v1 SUNDAY, MAY 21, 2015 Dance Barn 6:00 P.M. In Attendance: Larry Brown, President Carol Bauman, Vice President Leslie McRoberts, Secretary Carol Houlton, Treasurer David Narsico Grace Shaffner (Absent) Nick Flacco Mike D Angelo Samantha Rorabaugh Georgia Allen, Acting N&E Chair Jo Jean Kos, ACC Chair Sudden Valley Staff: Mitch Waterman, Managing Director I. CALL TO ORDER The meeting was called to order at 6:07PM. II. ROLL CALL Director Shaffner is excused III. ADOPTION OF AGENDA The agenda was adopted by acclamation. IV. CLOSED SESSION AND VOTING IF NECESSARY Director McRoberts moved to go into closed session at 6:08 pm. The motion was seconded by Director Bauman and passed unanimously. V. RETURN FROM CLOSED SESSION The Board returned from Closed Session at 7:17PM. VI. ADJOURNMENT Director D Angelo moved to adjourn. The motion was seconded by Director Rorabaugh and the meeting was adjourned at 7:18PM. 5/28/2015 BOD Meeting Agenda 9

10 Architectural Control Committee April 16, 2015 Type of meeting: Facilitators: Note takers: Attendees: Observers: Sudden Valley Community Association Architectural Control Committee April 16, :00 AM Sunset Room Request and Plan Review Bruce Sterling, ACC Co-Chair Carroll Ballard, ACC Administrative Specialist Kathryn Finn, Anne Moseness, Suzanne Blangsted, Berry Fox, Curt Casey, Bill Pfeil, Jo Jean Kos, Bill Amen. Norm Smith, Security and Compliance Coordinator, Paul Oleniacz, Preston Knutson Agenda Topics Item No. 1 Item No. 2 Item No. 3 Item No. 4 Item No. 5 Item No. 6 Item No. 7 Item No. 8 Item No. 9 Item No. 10 Item No. 11 Approval of April 2, 2015 ACC Meeting Minutes Tree Subcommittee Report 39 Inglewood Place (4/47) Gate 3 Drainage 14 North Point Drive (12/12 Gate 1- Windows and siding 12 North Point Drive (12/11) Gate 1- Driveway and railings 56 Windward Drive (21/3) Gate 1 Fence request 22 Sunflower Circle (17/69) Gate 2 Deck extension and materials replacement 28 Longshore Lane (2/27) Gate 1 Driveway alteration 28 Longshore Lane (2/27) Gate 1 - Ditch Old Business New Business Item 1 Approval of April 2, 2015 ACC Meeting Minutes Comments: Minutes included in packet. Discussion: As submitted. Action: Approved Moved by Curt Casey, seconded by Jo Jean Kos. Item 2 Tree Subcommittee Report:Bruce Sterling, Jo Jean Kos, Bill Amen, Kathryn Finn The tree subcommittee recommends the following: A 18 Sunnyside Lane (29/62) Gate 9 Recommend to the Board of Directors that the cedar tree be removed at Sudden Valley expense immediately. 5/28/2015 BOD Meeting Agenda 10

11 Architectural Control Committee April 16, 2015 B 10 Western Lane (29/15) Gate 9 - Approve to remove 2 cedars and 1 fir tree as submitted. Neighbor's approval has been received. C D E F G 10 Western Lane (29/15) Gate 9 - Approve to remove 2 cedar trees as submitted. 56 Windward Drive (21/3) Gate 1- Deferred until tree is properly flagged. Written permission from homeowners at 30 and 34 Longshore is necessary before permit is issued. 8 Eagle Crest Court (2/91) Gate 3 - Recommend to Board of Directors to approve removal of 1 fir tree located in Sudden Valley right-of-way as submitted at Sudden Valley's expense. Approve to remove 2 fir trees as submitted. 7 Maple Court (10/134) Gate 3- Approve to remove 5 trees as submitted. 3 Loganberry Lane (30/80, 81, 82) Gate 5- Approve to remove one alder as submitted at applicant's expense. H 28 Longshore Lane (21/27) Gate 1 Authorized waiver of 30 height limit for trees. Comments: Requests A, B, C, D, E, F, G included in packet. Request H - walk in. Discussion: Action: Items B, C, E, F, G approved. Items A, H approved. Item D deferred. Items B, C, E, F, G moved by Curt Casey to approve, seconded by Bill Amen. Item A amended. Moved by Ann Moseness, seconded by Kathryn Finn. Item H moved by Curt Casey to approve, seconded by Suzanne Blangsted. Item D moved to defer by Curt Casey, seconded by Berry Fox. Withdrawn by Berry Fox. Seconded by Bill Pfeil. Item 3 39 Inglewood Place (4/47) Drainage. Approved as submitted 4/8/15. Comments: Request included in packet. Discussion: Emergency approval by e-vote. Action: Approved Moved by Bruce Sterling, seconded by Jo Jean Kos. Item 4 14 North Point Drive (12/12) Windows and siding. Comments: Request included in packet. Discussion: As submitted. Action: Approved. Moved by Berry Fox, seconded by Suzanne Blangsted. Item 5 12 North Point Drive (12/11) Driveway and railings. Comments: Request included in packet. Discussion: As submitted. Action: Approved Moved by Bill Amen, seconded by Jo Jean Kos. Item 6 56 Windward Drive (21/3) Gate 1 Fence request. Comments: Request included in packet. 5/28/2015 BOD Meeting Agenda 11

12 Architectural Control Committee April 16, 2015 Discussion: As submitted. Action: Approved. Moved by Suzanne Blangsted, seconded by Curt Casey. Item 7 22 Sunflower Circle (17/69) Gate 2 Deck extension and materials replacement Comments: Request included in packet. Discussion: As submitted. Action: Approved Moved by Bill Pfeil, seconded by Curt Casey. Item 8 28 Longshore Lane (21/27) Driveway alteration Comments: Walk in. Discussion: As submitted. Action: Approved Moved by Anne Moseness, seconded by Curt Casey. Item 9 28 Longshore Lane (21/27) - Ditch Comments: Walk in. Discussion: Construction and layout as designed by builder. Action: Approved Moved by Kathryn Finn, seconded by Anne Moseness. Item 10 Old Business Comments: Discussion: Policy Committee update. Action: Item 1 New Business Comments: No new business. Discussion: Action: Adjourned Moved by Jo Jean Kos, seconded by Curt Casey. 5/28/2015 BOD Meeting Agenda 12

13 Type of meeting: Facilitators: Note takers: Attendees: Observers: Sudden Valley Community Association Architectural Control Committee May 7, :00 AM Sunset Room Request and Plan Review Bruce Sterling, ACC Co-Chair Carroll Ballard, ACC Administrative Specialist Suzanne Blangsted, Curt Casey, Jo Jean Kos, Kathryn Finn, Bill Pfeil, Berry Fox, Bill Amen Anne Moseness absent, excused Norm Smith, Security/Compliance Coordinator Kai Wakabayashi, Daniel Gamble, Frank Koterba, Robert Nichol Agenda Topics Item No. 1 Item No. 2 Item No. 3 Item No. 4 Item No. 5 Item No. 6 Item No. 7 Item No. 8 Item No. 9 Item No. 10 Item No. 11 Item No. 12 Item No. 13 Item No. 14 Item No. 15 Item No. 16 Item No. 17 Item No. 18 Approval of April 16, 2015 ACC Meeting Minutes Tree Subcommittee Report 21 Louise View Drive (25/163) Gate 5 - Fence 20 Tumbling Water Drive (24/77,78) Gate 5 Hot tub 20 Tumbling Water Drive (24/77/78) Gate 5 - Fence 156 Polo Park Drive (9/156) Gate 9 - Paint 24 Western Lane (29/9) Gate 9 Siding and paint garage door - approved 22 Parkview Circle (6/87) Gate 9 Replace deck 4 Midnight Court (22/19) Gate 9 Variance on setback 415 Sudden Valley Dr. (1/56) Gate 3 - Paint 24 Rocky Ridge Drive (2/170,171) Gate 3 Drainage, regrade ground 24 Rocky Ridge Drive (2/170,171) Gate 3 Drainage to culvert 14 Eagle Crest Court (2/89) Gate 3 Paint banister, driveway repairs, pillars 38 Grandview Lane (7/28) Gate 2 Re-approval for new construction start date 8 Swallow Circle (7/142) Gate 2 Roof replacement 14 Windward Drive (32/50) Gate 1 Driveway drainage, replace gravel 4 Marina Drive (32/42) Gate 1 Install air conditioner Withdrawn 45 Windward Drive (32/97) Gate 1 Sun room on deck, replace driveway 5/28/2015 BOD Meeting Agenda 13

14 Item No. 19 Item No. 20 Item No. 21 Item No. 22 Item No. 23 Item No. 24 Item No. 25 Item No. 26 Item No. 27 Item No North Point Drive (12/11) Gate 1 Retaining wall, gravel under deck 11 North Point Drive (12/84) Gate 1 Install heat pump 39 North Point Drive (12/117) Gate 1 Excavate walkway, put in pavers Site Visits Real Estate Values Old Business New Business Item 1 Approval of April 16, 2015 ACC Meeting Minutes Comments: Minutes included in packet. Discussion: As submitted. Action: Approved Moved by Curt Casey, seconded by Berry Fox. Item 2 Tree Subcommittee Report May 1, 2015: Bruce Sterling, Jo Jean Kos, Suzanne Blangsted The tree subcommittee recommends the following: A B C D E F 2 Gooseberry Circle (27/22) Gate 5 - Recommend to the BOD to approve removal of 1 fir tree located in Sudden Valley road right-of-way. (Managing Director will determine payer). 12 Wisteria Lane (30/46) Gate 5 - Approve to remove 5 alders and 1 hemlock. Approve to limb 1 hemlock. All work done at applicant's expense. 6 Creekside Lane (13/95) Gate Recommend to the BOD to approve removal of one group of trees located on Sudden Valley right-of-way. (Managing Director will determine payer). 14 Little Strawberry Lane (3/119) Gate Approve to remove 1 hemlock as submitted at owner's expense. 164 Harborview Drive (22/210) Gate Recommend to the BOD to approve removal of 1 cedar tree in the Sudden Valley common area at applicant's expense. 23 Marigold Drive (17/5) Gate Approve to remove 1 alder (tree #1) as submitted at applicant's expense. Recommend to the BOD to approve removal of 1 alder (tree #2) in the Sudden Valley common area at Sudden Valley's expense. (This is a hazard leaning tree). 5/28/2015 BOD Meeting Agenda 14

15 G H I J K 25 Grand View Lane (7/107) Gate 2 Approve to remove 20 fir and cedar trees and limb 4 fir and cedar trees as submitted at owner's expense. Replanting of 10 native species vegetation of owner's choice is required. 27 Grand View Lane (7/108) Gate 2 Recommend to the BOD to approve removal of 1 tree on Sudden Valley green belt as submitted at applicant's expense. Approve to remove 6 fir and hemlock trees and limb 4 fir and hemlock trees at applicant's expense. Replanting of 5 native species vegetation is required. Neighboring homeowner's permission has been acquired. 29 Grand View Lane (7/109) Gate 2 - Recommend to the BOD to approve removal of 4 trees (1 fir, 1 cedar, and 2 hemlock) located in Sudden Valley green belt at applicant's expense as submitted. 6 Birdie Lane (32/69) Gate 1 Approve to remove 4 trees at applicant's expense. Replanting of two native species vegetation of owner's choice is required. 45 Windward Drive (32/97) Gate 1 Approve removal of grass to left of house and replanting with low maintenance shrubs and small trees at owner's expense. Defer removal of 3 trees due to lack of ribboning. Comments: Requests included in packet. Discussion: Action: Item I Moved by Curt Casey, seconded by Suzanne Blangsted. Approved Items A, B, C, D, Moved by Curt Casey, seconded by Kathryn Finn. E, F, G, H, J, K, L Approved Item 3 21 Louise View Drive (25/163) Gate 5 - Fence Discussion: Defer until property lines are defined and the fence outline staked. Action: Approved Moved by Bill Amen, seconded by Curt Casey Defer Moved by Curt Casey, seconded by Jo Jean Kos. Opposed by Kathryn Finn, Bill Amen. Approved 5-2. Item 4 20 Tumbling Water Drive (24/77,78) Gate 5 Hot Tub Discussion: Combine Items 4 and 5. Approved on condition that they receive County approval. Action: Approved Moved by Curt Casey, seconded by Berry Fox. Item 5 20 Tumbling Water Drive (24/77/78) Gate 5 - Fence Discussion: Combined with Item 4. Action: Approved. Moved by Curt Casey, seconded by Berry Fox. 5/28/2015 BOD Meeting Agenda 15

16 Item Polo Park Drive ( 9/156) Gate 9 - Paint Discussion: Paint color doesn t meet the ACC Guidelines for blending with the forest setting. Moved to deny by Curt Casey, seconded by Suzanne Blangsted. Approved 5-2. Action: Deny Opposed by Jo Jean Kos and Kathryn Finn. Item 7 24 Western Lane (29/9) Gate 9 - Siding and paint garage door - approved Discussion: Approved as submitted. Approved by Anne Moseness, Kathryn Finn, Jo Jean Kos, Bruce Sterling, Curt Action: Approved Casey, Bill Pfeil via e-vote. Suzanne Blangsted opposed. Item 8 22 Parkview Circle ( 6/87) Gate 9 - Replace deck Discussion: Approved as submitted with the condition that the deck doesn t encroach on the 5 foot setback. Action: Approved Moved by Bill Pfeil, seconded by Berry Fox. Item 9 4 Midnight Court (22/19) Gate 9 Variance on setback Discussion: As submitted. Action: Approved Moved by Curt Casey, seconded by Bill Pfeil. Item Sudden Valley Drive (1/56) Gate 3 - Paint Discussion: As submitted. Moved by Suzanne Blangsted, seconded by Bill Amen. Approved 5-2. Opposed by Action: Approved Curt Casey and Berry Fox. Item Rocky Ridge Drive (2/170,171) Gate 3 - Drainage, regrade ground Discussion: Combine Items 11 and 12. Recommend to BOD to have Wilson Engineering consult with homeowner. Action: Defer Moved by Curt Casey, seconded by Bill Pfeil. Item Rocky Ridge Drive (2/170,171) Gate 3 - Drainage to culvert Discussion: Combined with Item 11. Action: Defer Moved by Curt Casey, seconded by Bill Pfeil. 5/28/2015 BOD Meeting Agenda 16

17 Item Eagle Crest Court (2/89) Gate 3 - Paint banister, driveway repairs, pillars Discussion: As submitted Action: Approved Moved by Berry Fox, seconded by Suzanne Blangsted. Item Grandview Lane (7/28) Gate 2 - Re-approval for new construction start date Discussion: As submitted. Approve removal of 2 fir trees. Moved by Bill Amen, Seconded by Jo Jean Kos. Jo Jean Kos withdrew the second. Action: Approved Seconded by Bill Pfeil. Item 15 8 Swallow Circle (7/142) Gate 2 Roof replacement Discussion: As Submitted. Action: Approved Moved by Curt Casey, seconded by Jo Jean Kos. Item Windward Drive (32/50) Gate 1 - Driveway drainage, replace gravel Discussion: Recommend to the BOD to have Wilson Engineering review and recommend remedies for the situation. Action: Defer Moved by Curt Casey, seconded by Suzanne Blangsted. Item 17 Discussion: Action: 4 Marina Drive (32/42) Gate 1 - Install air conditioner - Withdrawn Item Windward Drive (32/97) Gate 1 - Sun room on deck, replace driveway Discussion: Extension of completion of sun room and driveway as submitted. Defer the parking and drainage for more information. Action: Approve extension of completion. Defer parking and drainage. Moved by Suzanne Blangsted - withdrawn, seconded by Jo Jean Kos withdrawn. Failed 5-2. Opposed by Bill Amen and Curt Casey. Moved to approve extension by Curt Casey, seconded by Bill Pfeil. Moved by Suzanne Blangsted, seconded by Berry Fox. 5/28/2015 BOD Meeting Agenda 17

18 Item North Point Drive (12/11) Gate 1 - Retaining wall, gravel under deck Discussion: As submitted. Moved to deny by Curt Casey, seconded by Bill Amen. Failed 5-2. Opposed by Bill Pfeil and Curt Casey. Action: Approved Moved to approve by Suzanne Blangsted, seconded by Berry Fox after more information was provided by Suzanne Blangsted. Opposed by Curt Casey and Bill Pfeil. Item North Point Drive (12/84) Gate 2 Install heatpump Discussion: Approved as submitted. Must meet County noise requirements. Action: Approved Moved by Curt Casey, seconded by Bill Pfeil. Item North Point Drive (12/117) Gate 1 - Excavate walkway, put in pavers Discussion: As submitted. Job was checked and meets ACC Guidelines. Action: Approved Moved by Bill Pfeil, seconded by Berry Fox. Suzanne Blangsted abstained. Item 22 Comments: Discussion. Discussion: Action: Site Visits Item 23 Comments: Discussion. Discussion: Action: Real Estate Values Item 24 Comments: Discussion: Action: Item 25 Comments: Discussion: Action: 5/28/2015 BOD Meeting Agenda 18

19 Item 26 Comments: Discussion: Action: Item 27 Old Business Comments: Upcoming schedule for Bruce Sterling, Agenda tours. Discussion: Action: Item 28 Comments: Discussion: Action: Adjourn New Business Moved by Jo Jean Kos, seconded by Kathryn Finn. 5/28/2015 BOD Meeting Agenda 19

20 Call to Order 5:30 PM in the Coffee Barn Roll Call Members: SVCA Communication Committee Minutes Monday, Apr. 13, 2015 Chair: Leslie McRoberts Directors: David Narsico, Carol Bauman (Absent), Carol Houlton (Absent), Grace Shaffner (Absent) Members: Chris Weitzel, Marlene Harlan (Absent), Thom Mayes (Absent), Jason Manning (Absent) YMCA liaison: Courtney Lange SVCA Staff: Nicole Chiarella Guests: Elizabeth Huthert Adoption of Agenda Approved Approval of Minutes - Mar. 9, 2014 Approved Continuing Business: A. Communication tools 1. FB and Twitter Update from Nicole 2. Views archive in Lynden Nicole will follow up with Brent to get a login in for this until we get our new web page up and running. 3. April Eblast Nicole will put together events and announcements and send this out to members. B. Articles for April 1. Leslie Lilies in Lake Louise, other as necessary 2. Leslie Ask Neil to publish article about trash pickup, ask Garden Club and women s Club to send articles to me for the Views, ask Owen to write article about Forestry and tree/brush trimming. 3. Carol Bauman Write Firefighters event. C Events a. Fishing Derby April 25 Marlene Harlan will chair this event assisted by Elizabeth and Jim Huthert. Everything is well in place for this event. Moving forward, Marlene and Elizabeth have created a project plan and estimate that this event should be budgeted for $1500. b. Team SVCA Relay for Life July 10 Chris Weitzel will chair. D. Discussion of outreach opportunities Nothing new to report. E. New Member Welcome - Grace Shaffner has agreed to chair this function and work is in process. Other Business: A. Gate signs Member input will be solicited using a survey. Leslie will work with Nicole on this June Views Deadline - For all display & classified ads, all articles - Noon, May. 20, Next Meeting It was agreed to move the regular meeting to the first Monday of the month so as to have plenty of time for publication in the Views. Mon. May. 4, 2015, 5:30 7:00 PM, Coffee Barn Adjourned at 6:54 PM Submitted by Leslie McRoberts 5/28/2015 BOD Meeting Agenda 20

21 The ACC met twice during the month of May. During the first meeting held on the seventh, all eleven tree requests were approved as were twelve out of seventeen exterior alteration requests. Later at the meeting held on the twenty-first, four out of six tree requests were approved and six out of eight exterior changes were approved. That brings our total to date of 119 out of 137 requests approved for an 87% approval rating. Please remember to read directions carefully when filling out requests - know where your property lines are, label all trees to be removed or limbed, outline fence perimeters, and make sure to diagram requested work in the box provided. This will not only make the ACC committee visit effective, but also alert your neighbors regarding your proposed changes. Our policy subcommittee is hard at work making the policies a more user-friendly document. We will review their proposal at our first meeting in June. 5/28/2015 BOD Meeting Agenda 21

22 Sudden Valley Community Association Policy: Bad Debt Policy Policy #: xx Date: October 23, 2006May 28, 2015 Board Page: 21 Policy: Definition: All delinquent member accounts that are unpaid as of the close of business on the last business day of the month for which it was billed each quarter will be written off to reserved as a bad debt expense. Although the delinquent member account balance will have been written offreserved, all collection methods as approved and directed by the Board of Directors will continue. For the purpose of this policy, a member account will be defined as delinquent if unpaid as of the last business day of the quarter for which it was billed. 5/28/2015 BOD Meeting Agenda 22

23 Sudden Valley Community Association Policy: Bad Debt Policy Policy #: xx Date: October 23, 2006May 28, 2015 Board Page: 21 Policy: Definition: All delinquent member accounts that are unpaid as of the close of business on the last business day of the month for which it was billed each quarter will be written off to reserved as a bad debt expense. Although the delinquent member account balance will have been written offreserved, all collection methods as approved and directed by the Board of Directors will continue. For the purpose of this policy, a member account will be defined as delinquent if unpaid as of the last business day of the quarter for which it was billed. 5/28/2015 BOD Meeting Agenda 23

24 Policy No xx Date: September 11 Board May 28, 2015 Board Subject: Sudden Valley Collections Policy POLICY: SVCA Board of Directors approved the Sudden Valley Collections Policy to read as follows: SUDDEN VALLEY COLLECTIONS POLICY Note: The following policy is intended to constitute a general guide for staff in administering Article III, Section 19 of the Bylaws. Accordingly, the dates set forth herein for recording a lien and for commencing legal action are mere guidelines. The General Manager is hereby authorized to record liens and to commence legal action at any time after an account becomes late. Accelerated action may be appropriate, for example, when an owner has been delinquent within the last twelve months, when the property is listed for sale, etc. Normal Dues Collections - All member dues, fees, and assessments are due on the first day of the each quarter or billing period. The Association mails invoices approximately fifteen (15) days prior to the beginning of each quarter. If a member desires to pay dues, fees, and assessments on a monthly basis, payment shall may be made by authorizing the Association to withdraw such payments directly from the member s bank account on a monthly basis. Late Accounts - Accounts are deemed to be late when dues and fees have not been paid within thirty (30) days from the first day of the quarter or normal billing period. Accounts that have not been paid within thirty (30) days from the first day of the quarter, or normal billing period, will be charged a $25.00 late fee.* The total amount in arrears and the late fees are both due and owed in full immediately and must be paid in total before the account is restored to current status. 5/28/2015 BOD Meeting Agenda 24

25 Late Notice Letter - A Late Notice demand letter will be mailed to the property owner if the account is late. The Late Notice will provide formal notification that the account is Late, that the balance is due immediately, and that a $25.00 late fee has been added to the property owner s account. The member will also be warned that, failure to bring the account current within the ensuing thirty (30) days by paying all amounts due, including late fees, will result in the account becoming delinquent (with certain consequences as defined below), that the Association has the right to file a lien against the owner s property after the account is 90 days past due, and that the Association may seek legal action to collect the debt with all costs of collection, including attorneys fees, charged to the account. Alternative Payment Plan In addition, the Late Notice will offer the member the opportunity to come to the Administration Office to discuss an alternative payment schedule. As a consequence, the SVCA Board of Directors authorizes the Association, through the General Manager and his designees; to establish payment plans and make such adjustments, compromises, and agreements as may be warranted in the sole discretion of the General Manager, and to ensure the effective and efficient collection of all monies owed to the Association. The General Manager is not required to enter into an alternative payment schedule, and this policy is not intended to afford any member a right to demand such a payment plan. The General Manager will report to the Board all alternative payment agreements that have been executed; the General Manager does not need Board approval for such agreements so long as a standard form, pre-approved by SVCA s legal counsel, is used and the terms for curing any delinquency do not extend beyond 12 months. Delinquent Accounts Late accounts become Delinquent when not paid in full, including any late fees, within sixty (60) days after the first day of the quarter or billing period. Delinquent accounts will be charged an additional $35.00 delinquent fee.* The total amount in arrears and the late fees will be both due and owed in full immediately. Delinquent accounts will also begin to accrue interest at the rate of 1% per month (12% per annum) on the total due amount from the date the account became delinquent. * Late and delinquency fees must be paid along with the normal amount owed in order to restore the account to current status and good standing. 5/28/2015 BOD Meeting Agenda 25

26 Delinquency Notification Letter A Delinquent Notification Letter will be mailed to a property owner when their account is sixty (60) days past due. The letter will inform the property owner that the account is delinquent and that all amounts are due and owed in full, and that the account has been assessed an additional delinquency fee of $ The letter will also serve as notice that a lien may be recorded against the property, that an additional lien-filing fee of $ will be added to the their account once the lien is recorded, that the Association may seek legal action to collect the debt with all costs of collection, including attorneys fees, charged to the account, and that the total year s dues and fees, plus accrued interest, will be due at the time of lien recordation. Alternative Payment Plan, Final Offer In addition, the Delinquency Notification Letter will offer the member the opportunity, for the second and last time, to come to the Administration Office to discuss an alternative payment schedule. Lien Notification Letter A Lien Notification Letter will be mailed to a delinquent property owner when the account is ninety (90) days past due. The letter will remind the property owner that all amounts (including but not limited to assessments for the entire year) are due in full, that the outstanding balance is accruing interest at the rate of 1% per month, that a lien will be filed against the property within 15 days from the mailing date, that a fee of $495 will be added to their account when the lien is filed, that the Association may seek legal action to collect the debt at 120 days past due with all costs of collection, including attorneys fees, charged to the account, and that the total year s dues, fees, and accrued interest will be due at the time of lien filing. Lien Filing When an account is one-hundred and five (105) days in arrears, a lien will be recorded against the delinquent member s property with the Whatcom County Auditor s Office and a lien fee of $495 will be added to the account. The lien will be recorded against the property and will only be removed upon full payment of all amounts due to the Association including, but not limited to, assessments for the year, accrued interest, late fees, delinquent fees, lien recordation and release fees, and attorneys fees and costs. 5/28/2015 BOD Meeting Agenda 26

27 Legal Action Warning Letter A Legal Action Warning letter will be sent to a delinquent property owner by certified mail when the account remains past due for onehundred and twenty (120) days after the beginning of the quarter or billing period. The Legal Action Warning Letter will inform the property owner that a lien has been filed against their property, that legal action will commence to collect all due monies if payment in full is not made within fifteen (15) days after the mailing date, and that all legal costs will be born by the property owner. Legal Action. When legal action is required, the General Manager will determine (in consultation with SVCA s legal counsel if needed) whether a small claims action or a lien foreclosure action is warranted. Execution of Judgments Obtained Through Legal Action Once SVCA has obtained a monetary judgment in either Small Claims or Superior Court which remains unpaid, the account will be (i) sent to collections, or (ii) referred to SVCA s counsel who will be directed to seek all possible remedies to recover the adjudged amount. Such remedies may include, but are not limited to, wage garnishments, foreclosure of the owner s property and personal property sales conducted by the Sherriff s office at the direction of the Court. If a judgment of foreclosure was obtained in Superior Court and when it appears that SVCA s lien attaches to equity in the property, SVCA s attorney will be directed to foreclose the lien. Canceled/Superseded Date: By: Policy No.(s) 5/28/2015 BOD Meeting Agenda 27

28 Policy No xx Date: September 11 Board May 28, 2015 Board Subject: Sudden Valley Collections Policy POLICY: SVCA Board of Directors approved the Sudden Valley Collections Policy to read as follows: SUDDEN VALLEY COLLECTIONS POLICY Note: The following policy is intended to constitute a general guide for staff in administering Article III, Section 19 of the Bylaws. Accordingly, the dates set forth herein for recording a lien and for commencing legal action are mere guidelines. The General Manager is hereby authorized to record liens and to commence legal action at any time after an account becomes late. Accelerated action may be appropriate, for example, when an owner has been delinquent within the last twelve months, when the property is listed for sale, etc. Normal Dues Collections - All member dues, fees, and assessments are due on the first day of the each quarter or billing period. The Association mails invoices approximately fifteen (15) days prior to the beginning of each quarter. If a member desires to pay dues, fees, and assessments on a monthly basis, payment shall may be made by authorizing the Association to withdraw such payments directly from the member s bank account on a monthly basis. Late Accounts - Accounts are deemed to be late when dues and fees have not been paid within thirty (30) days from the first day of the quarter or normal billing period. Accounts that have not been paid within thirty (30) days from the first day of the quarter, or normal billing period, will be charged a $25.00 late fee.* The total amount in arrears and the late fees are both due and owed in full immediately and must be paid in total before the account is restored to current status. 5/28/2015 BOD Meeting Agenda 28

29 Late Notice Letter - A Late Notice demand letter will be mailed to the property owner if the account is late. The Late Notice will provide formal notification that the account is Late, that the balance is due immediately, and that a $25.00 late fee has been added to the property owner s account. The member will also be warned that, failure to bring the account current within the ensuing thirty (30) days by paying all amounts due, including late fees, will result in the account becoming delinquent (with certain consequences as defined below), that the Association has the right to file a lien against the owner s property after the account is 90 days past due, and that the Association may seek legal action to collect the debt with all costs of collection, including attorneys fees, charged to the account. Alternative Payment Plan In addition, the Late Notice will offer the member the opportunity to come to the Administration Office to discuss an alternative payment schedule. As a consequence, the SVCA Board of Directors authorizes the Association, through the General Manager and his designees; to establish payment plans and make such adjustments, compromises, and agreements as may be warranted in the sole discretion of the General Manager, and to ensure the effective and efficient collection of all monies owed to the Association. The General Manager is not required to enter into an alternative payment schedule, and this policy is not intended to afford any member a right to demand such a payment plan. The General Manager will report to the Board all alternative payment agreements that have been executed; the General Manager does not need Board approval for such agreements so long as a standard form, pre-approved by SVCA s legal counsel, is used and the terms for curing any delinquency do not extend beyond 12 months. Delinquent Accounts Late accounts become Delinquent when not paid in full, including any late fees, within sixty (60) days after the first day of the quarter or billing period. Delinquent accounts will be charged an additional $35.00 delinquent fee.* The total amount in arrears and the late fees will be both due and owed in full immediately. Delinquent accounts will also begin to accrue interest at the rate of 1% per month (12% per annum) on the total due amount from the date the account became delinquent. * Late and delinquency fees must be paid along with the normal amount owed in order to restore the account to current status and good standing. 5/28/2015 BOD Meeting Agenda 29

30 Delinquency Notification Letter A Delinquent Notification Letter will be mailed to a property owner when their account is sixty (60) days past due. The letter will inform the property owner that the account is delinquent and that all amounts are due and owed in full, and that the account has been assessed an additional delinquency fee of $ The letter will also serve as notice that a lien may be recorded against the property, that an additional lien-filing fee of $ will be added to the their account once the lien is recorded, that the Association may seek legal action to collect the debt with all costs of collection, including attorneys fees, charged to the account, and that the total year s dues and fees, plus accrued interest, will be due at the time of lien recordation. Alternative Payment Plan, Final Offer In addition, the Delinquency Notification Letter will offer the member the opportunity, for the second and last time, to come to the Administration Office to discuss an alternative payment schedule. Lien Notification Letter A Lien Notification Letter will be mailed to a delinquent property owner when the account is ninety (90) days past due. The letter will remind the property owner that all amounts (including but not limited to assessments for the entire year) are due in full, that the outstanding balance is accruing interest at the rate of 1% per month, that a lien will be filed against the property within 15 days from the mailing date, that a fee of $495 will be added to their account when the lien is filed, that the Association may seek legal action to collect the debt at 120 days past due with all costs of collection, including attorneys fees, charged to the account, and that the total year s dues, fees, and accrued interest will be due at the time of lien filing. Lien Filing When an account is one-hundred and five (105) days in arrears, a lien will be recorded against the delinquent member s property with the Whatcom County Auditor s Office and a lien fee of $495 will be added to the account. The lien will be recorded against the property and will only be removed upon full payment of all amounts due to the Association including, but not limited to, assessments for the year, accrued interest, late fees, delinquent fees, lien recordation and release fees, and attorneys fees and costs. 5/28/2015 BOD Meeting Agenda 30

31 Legal Action Warning Letter A Legal Action Warning letter will be sent to a delinquent property owner by certified mail when the account remains past due for onehundred and twenty (120) days after the beginning of the quarter or billing period. The Legal Action Warning Letter will inform the property owner that a lien has been filed against their property, that legal action will commence to collect all due monies if payment in full is not made within fifteen (15) days after the mailing date, and that all legal costs will be born by the property owner. Legal Action. When legal action is required, the General Manager will determine (in consultation with SVCA s legal counsel if needed) whether a small claims action or a lien foreclosure action is warranted. Execution of Judgments Obtained Through Legal Action Once SVCA has obtained a monetary judgment in either Small Claims or Superior Court which remains unpaid, the account will be (i) sent to collections, or (ii) referred to SVCA s counsel who will be directed to seek all possible remedies to recover the adjudged amount. Such remedies may include, but are not limited to, wage garnishments, foreclosure of the owner s property and personal property sales conducted by the Sherriff s office at the direction of the Court. If a judgment of foreclosure was obtained in Superior Court and when it appears that SVCA s lien attaches to equity in the property, SVCA s attorney will be directed to foreclose the lien. Canceled/Superseded Date: By: Policy No.(s) 5/28/2015 BOD Meeting Agenda 31