SIERRA COUNTRY CLUB Annual Meeting 2019

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1 SIERRA COUNTRY CLUB Annual Meeting 2019

2 SIERRA BOARD & STAFF Board Members: President Brenda Dewey Vice President Kristi Lovelady Buildings & Grounds Linda Rush Finance Rich Volk Water Glen Kitzmann Architecture Mona Porter Reservations Lynne Scapple New board appointee effective 1/26: Don Jaques Staff: Secretary Wiona Walton Property Manager George Rush Caretaker Alan Samuelson

3 AGENDA Welcome Brenda Dewey Reading of 2018 Annual Meeting Minutes 2018 Review / 2019 Priorities Brenda Dewey & Kristi Lovelady Director Reports Architecture Mona Porter Buildings and Grounds Linda Rush Clubhouse Reservations Lynne Scapple Water Glen Kitzmann Water Use Efficiency Meeting Finance Rich Volk Q&A / New Business Brenda Dewey / Board Ballot Review Brenda Dewey Voting Adjourn

4 2018 Annual Meeting Minutes

5 2018 Review / 2019 Priorities Covenants enforcement Delinquent dues collection State law compliance Finances and reserves Water system Improved processes and procedures Emergency preparedness / Firewise New residents

6 Covenants Enforcement 2018 Violations: 14 Requested voluntary mowing of 101 lots with overgrown grass/weeds

7 2018 Annual Dues Collections $1,962 in late fees Balances before Collections

8 2018 Welcome Committee Kristi Lovelady, Fran Hand, Linda White, Christine Laing, Lynne Scapple, and Julie Engstrom 25 New Sierra residents/families visited in 2018 Owner Tenant 84% 16%

9 Sierra Emergency Team (S.E.T.) A. Sierra HOA Board Check water supply Assess Sierra properties B. Map Your Neighborhood Network Meet at gathering places Assess neighborhood zones Neighbors help each other C. Radio Team Locate & staff communications center Receive assessments from zone captains & board Receive information about disaster conditions Send out Sierra status reports Request aid for Sierra A. HOA Board C. RADIO Team B. MYN Network

10 ARCHITECTURE By Mona Porter

11 2018 Architecture Requests 17 Total Note: Outbuildings included sheds, greenhouses, carports

12 New Build Highlights of 5 completed; 1 new build underway 2020 Awaiting approval for 5 water connections Top 5 lot ownership ranged from Construction must be completed by Dec 31, 2020 Thanks to Pete White Architecture Committee member

13 BUILDINGS & GROUNDS by Linda Rush

14 2018 Projects / Accomplishments Repaired / re-sealed roof Cleaned cedar shake shingles Spruced up landscaping at main sign and clubhouse Painted shower rooms and lockers Deep cleaned shower room floors Created new emergency procedures and B&G Operations Manual Experienced record high pool use Purchased new clubhouse tables Purchased new sandwich board signs Thanks to Gary Youngs B&G committee member

15 Planning for 2019 and Beyond Projects planned or considered: Repair and maintain parking lot Replace old exterior clubhouse doors Buy new picnic tables Repair/replace pool solar panels Heaters for water plant Your comments and suggestions are welcomed!

16 CLUBHOUSE RESERVATIONS by Lynne Scapple

17 Clubhouse Reservations Income Total Earned $3,880

first annual Wildfire Prevention Day May 5 Wildfire abatement - sent letters to owners of 101 lots requesting

18 Firewise Sierra became first nationally recognized Firewise community on Whidbey and in Island County Received the Whidbey Island Conservation District s 2018 Outreach & Education Collaborator Award Awarded a $500 grant used for our first annual Wildfire Prevention Day May 5 Wildfire abatement - sent letters to owners of 101 lots requesting voluntary mowing of overgrown grass/weeds Will continue campaigns and educational events in 2019 New committee members welcomed!

19 WATER by Glen Kitzmann

20 WATER RESERVOIR LEVEL

21 Sierra Water Statistics Tier 1 Tier 2 Tier 3 0-8,700 8,701-18,700 18,701+ Gallons Gallons Gallons 2017 Avg # Customers Avg # Customers Avg Usage (gal/qtr) 4,540 11,354 35, Avg Usage (gal/qtr) 4,586 11,567 34,488 Total 2017 Total Gallons 2,896,760 2,282, ,950 5,779, Total Gallons 3,008,459 2,313, ,860 5,735,647 Usage Change 111,699 31,183 (187,090) (44,208) % Increase/(Decrease) 4% 1.4% (45%) (.8%)

22 2018 Water Accomplishments Rebuilt water softeners Greensand filters cleaned

23 2018 Water Accomplishments Basin cleaning Reservoir cleaning

24 2018 Water Accomplishments Re-routed pressure line at pump house Well head cleaning Fire hydrant replacements (5) & new installations (2) Water Quality Testing - Ongoing DOH Inspection Required every 5 years

Locate and secure a new water source Implement new

25 2019 Water Priorities Install thrust blocks at all hydrants Replace aged infrastructure (as needed) Locate and secure a new water source Implement new maintenance requirements and scheduling Emergency procedures

26 WATER USE EFFICIENCY MEETING Washington State requires a public meeting to discuss water efficiency per WAC Sierra s average household usage GPD GPD Sierra s objective is to maintain our current rate of water consumption and continue to stress water conservation. Sierra has been tracking water conservation since 1989

27 Check for leaks Water Saving Tips Toilets dye test Laundry energy star appliances with lower water use factors Low flow shower heads Landscaping use native plants and add mulch to slow water loss Watch for leaks in neighborhood and report them ASAP

28 Shutting off Water at the Meter 1. Locate water meter 2. Remove cover Turn valve clockwise 3. Look for shutoff valve 4. Turn valve clockwise to close Note: If you don t have a curb key (water shut-off tool), a pair of channel locks will help you grasp the valve.

29 Water Use Efficiency Meeting Wrap-up Handouts Water Conservation Tips How to Check for Toilet Leaks Shutting off Water at the Meter Questions and Answers WUE meeting adjourned

30 RESERVE STUDY by Gary McIntyre

31 Reserve Study Results B&G Piping/ Infrastructure Water Year Initial Balance $43,260 $305,426 $566, % Funded 35% 282% 117% Ending Reserves $34,887 $336,006 $457,328 % Funded 68% 386% 90% Ending Reserves $46,792 $704,850 $416,596 % Funded 97% (231%) 104% Ending Reserves $166,666 ($568,374) $745,478

32 What does this mean to Sierra? We re in good shape for B&G and Water for the next 20 years We re not fully funded for Piping and Infrastructure in the long term Funding levels impact home values Good planning offers predictability in rate increases We can more accurately quantify: Current position Future financial requirements Special assessments, if needed

33 FINANCE by Richard Volk Detailed Financial Reports are included in handouts

34 2019 Water Billing Changes Effective January 1, 2019 Last rate increase was in 2012 Inflation from 2012 to 2018 was 10.14% per Bureau of Labor Statistics New thresholds set to encourage water conservation USAGE TIERS OLD RATE NEW RATE $ INCR % INCR Base Rate per Qtr Plus per gallon Plus per gallon 0-8,500 gallons 8,501 17,500 17,501 or higher $145 $150 $5 3.45% $0.025 $0.027 $ % $0.060 $0.069 $ %

35 Membership Dues Per Lot 2018 $ $255 Annual Increase $20 Same dollar increase as 2018 ($20) 8.5% increase Amounts to $1.67 more per month Due by April 1 to avoid 10% late fee and collections activity

details, checks issued, balance sheet, and income statement at all monthly board meetings Post

36 Internal Financial Review Conducted November 3, 2018 Participants: Sandi Bumpus Wayne Lucia Don Meehan John McClaine Controls in place: Require two signatures on all checks Review transaction details, checks issued, balance sheet, and income statement at all monthly board meetings Post annual financial reports on the Sierra website Publish financial summaries in quarterly newsletters

37 2018 Combined Income Statement Budget Actuals Revenue $287,937 $296,504 Expense $222,440 $260,480 Subtotal $ 65,497 $ 36,024 Project Funding Reserves $ 65,497 $ 36,024 Net Income $0 $0

38 Cash Reserves Year End Checking $ 20,329 $ 12,276 Savings $ 896,017 $ 940,214 Total $ 916,346 $ 952,490 $36,144 Added to Cash Reserves

39 2019 Budget B&G/Gen Infrstrct Water Total Revenue $129,920 $100,400 $160,324 $390,644 Operating Expense Admin Expense Total Expense To / (From) Reserves $ 71,417 $ 80,000 $242,200 $393,617 $ 48,194 $ 0 $ 0 $ 48,194 $119,611 $ 80,000 $ 242,200 $441,811 $ 10,309 $ 20,400 $ (81,876) $ (51,167)

40 Q&A / NEW BUSINESS

41 BALLOT REVIEW With Brenda Dewey

42 Ballot Item #1: Board of Directors Election The following nominees shall be elected to fill two (2) vacancies for 3 year terms on the Sierra Country Club Board of Directors: Linda Rush Kathleen Wayman

43 Ballot Item #2: Waive Annual External Audit Revised Code of Washington, RCW (3) shall be audited at least annually by an independent certified public accountant, but the audit may be waived if 67% percent of the votes cast by owners at a meeting of the association vote each year to waive the audit. Internal audit conducted November 3, 2018 Numerous controls in place: Require two board member signatures on all checks. Review transaction details, checks issued, balance sheet, income statement at all monthly board meetings. Post annual financial reports on the Sierra website. Publish financial summaries in quarterly newsletters. External audit could cost: $4,500+

44 Ballot Item #3: Ratify Budget Revised Code of Washington, RCW (1)(a) Unless at that meeting the unit owners of units to which a majority of the votes in the association are allocated or any larger percentage specified in the declaration reject the budget, the budget and the assessments against the units included in the budget are ratified, whether or not a quorum is present. Board has fiduciary responsibility to adopt an annual budget that appropriately funds the association s operations, repairs and improvements to our assets, and provides sufficient reserves for future capital expenditures. Most important asset is our water system. Having a properly funded budget and reserves is in every Sierra member s best interest as it can impact property values and helps ensure the provision of a quality water system.

45 TIME TO VOTE

46 VOTING RESULTS

47 ADJOURN Hope to see you at our monthly Potlucks! Sign up to host it s fun! Next annual meeting January 25, 2020

SIERRA COUNTRY CLUB Annual Meeting 2017

SIERRA COUNTRY CLUB Annual Meeting 2017 SIERRA BOARD & STAFF Board Members: President Gary McIntyre Vice President Brenda Dewey Architecture Mona Porter Buildings & Grounds Gary Youngs Clubhouse Reservations