SUDDEN VALLEY COMMUNITY ASSOCIATION BOARD OF DIRECTORS MEETING THURSDAY, JANUARY 26, 2017 Dance Barn 7:00 P.M.

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1 I. CALL TO ORDER 7:00PM II. III. IV. ROLL CALL ADOPTION OF AGENDA ANNOUNCEMENTS SUDDEN VALLEY COMMUNITY ASSOCIATION BOARD OF DIRECTORS MEETING THURSDAY, JANUARY 26, 2017 Dance Barn 7:00 P.M. V. PROPERTY OWNER COMMENTS AND BOARD COMMENTS VI. APPROVAL OF CONSENT AGENDA a. Minutes i. November 16, 2016 ii. December 5, 2016 VII. MANAGER S REPORT January 2017 VIII. IX. TREASURES REPORT AND VOTING AS NECESSARY a. Minutes i. December 13, 2016 b. Capital Requests i. Emergency Generator ii. Far Summit Place Construction iii. Major Maintenance of Ditches, Culverts, and Swales 2017 iv. Gate 2 Meter Relocation v. UDR Request 2016 Snow Response vi Roads Design Projects 1. Design Culvert 19a 2. Design Culvert 225a Slipline for 2018 Construction 3. Design Culvert 130 and 131 Replacement for 2018 Construction 4. Design Culvert 29.1 and 29.2 Replacement for 2018 Construction 5. Design Culvert 166 Replacement for 2018 Construction COMMITTEE REPORTS AND VOTING AS NECESSARY a. Architectural Control Committee BOD Meeting Page 1

2 i. January 19, 2017 Minutes b. Communications Committee i. December 14, 2016 Minutes c. Document Review Committee d. Emergency Preparedness Committee i. January 10, 2017 e. Long-Range Planning Committee f. Nominations and Elections Committee X. CONTINUING BUSINESS AND VOTING AS NECESSARY a. Videotaping of SVCA BOD Meetings b. Assignment of Space to Community Garden c. Parks Maintenance Update XI. NEW BUSINESS AND VOTING AS NECESSARY a. Cluster Information Board in Place of Gate Signs b. Additional Security Personnel c. Transfer Fees XII. PROPERTY OWNER COMMENTS AND BOARD RESPONSE XIII. ADJOURNMENT BOD Meeting Page 2

3 MANAGING DIRECTOR S SEPTEMBER REPORT Board of Directors Meeting January 26, 2017 MANAGING DIRECTOR Barn 7 Decommissioning in process, demolition due complete early February. Gate 1 Bus Shelter complete. Hosted SVCA Condominium President meeting attended by majority of Condominium Presidents: next meeting in May. Capital Equipment ranking and prioritization for 2017 completed with staff and Finance Capital volunteers; will be in Finance Committee in February. Parks, Clusters, Entrances, and Roads Maintenance Work in 2017: Readying effort Maintenance software expectations have changed from a low-end to a mid-range product. Revitalization Project: toured four of 6 contractors through SVCA on a bid walk through; bids due back on February 10 th. No reports found for porch thefts in last half of December; Glenhaven and Bellingham, not so much Conducted follow on Engineering inspection of Southern Court following small landslide: report to follow; additional work will be requested this year for stability of hill side. Annual Board orientation scheduled and conducted. Recovered $435 restitution from District Attorney for art theft; $235 for artist and $200 reimbursement for paid rewards. ACCOUNTING Transfer of Small Claims Court judgements up to Superior Court to place liens on all of a member s Whatcom County properties where the member owes the association over $25k; this is in order to recover dues owed if member sells any property in Whatcom County. Just a reminder, coupons for May to December will be sent at a later date. If you are already signed up for ACH you will not receive coupons. Year to date, we have had 7 new homeowners to Sudden Valley. December 2016 year-end financial statements will be available by the end of February. The year-end process is going well and we are pending final invoices from venders to complete the 2016 billings. The 2017 Reserve Study draft has been received and is being reviewed by staff and finance committee, the draft is on our web site. BOD Meeting Page 3

4 We have made progress in selecting a maintenance software for scheduling on-going, routine, and maintenance requests in Sudden Valley. The software will reference our fixed asset numbers. Data in the software will be based on the reserve study and roads and culvert reports from Wilson Engineering. The 2016 audit of Golf revenue and expenses is currently being conducted and no exceptions have been noted. The 2017 Spending Plan has been updated and is included in the packet. We currently have 52 documented payment plans with $74,591 owed to SVCA. o Of the 52 payment plans, 6 plans are currently past due. o All delinquent plan members will receive correspondence following a process. o Liens exist on all of the delinquent accounts. Collections has recovered approx. $37k year-to-date in outstanding dues in Of that, $19k is from debt prior to 2017, $18k from st notices. SVCA has recovered four accounts using a collections agency that would have otherwise been uncollectable. The total amount collected was $16,516 less the collections agency fee for a net amount of $11,561. o SVCA has a total of 35 accounts totaling $181,022 with the collections agency DUES COLLECTIONS Jan (2016 end) Monthly Collections Rate % 94.5 Number of Payment Plans 52 Number of Members NOT Paying As Agreed 6 Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec BOD Meeting Page 4

5 HR & ADMINISTRATION Open Enrollment for employee benefits has been completed and is anticipated to run under budget for L&I Rates for 2017 have been released. Due to low incidents of injury, SVCA s Experience Factor has decreased from to.900. Additionally, because SVCA opted to keep injured workers on salary during their recovery time instead of requesting L&I to pay salaries, we have earned a 10% claim-free discount, which is anticipated to decrease our L&I costs in Four unemployment claims were received in 2016 by employees who left voluntarily, then found themselves separated from their new jobs. Those claims were disputed, and relief of benefit charges were granted in all four cases, creating a significant refund in taxes from the Employment Securities Department. Employee retention is at 100% for the Quarter of November, December, January. Maintenance FTE Headcount by Department 5.58 Turf Care 4.62 Golf Security & Compliance Facilities 1.01 Administration Accounting Number of Employees by Month Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan BOD Meeting Page 5

6 Maintenance Payroll Breakdown Turf Care Golf Security & Compliance Facilities Salary Bonus Overtime Administration Accounting $0 $50,000 $100,000 $150,000 MEMBER SERVICES DAILY AVERAGE STATISTICS Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan No. Transactions Incoming Calls Window Visits BOD Meeting Page 6

7 Website Analytics Website Visits 500 New Users 0 Avg Page Views Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan MARINA Wet Slips Rented Apr May Jun Jul Aug Sep Oct Nov Dec Wet Slips - Available TOTAL Wet-Slips Rented BOD Meeting Page 7

8 Dry Slips Rented Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Dry Slips - Available TOTAL Dry-Slips Rented Canoe/Kayak Storage Rented Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Canoe/Kayak Storage Available Canoe/Kayak Storage Rented BOD Meeting Page 8

9 GOLF DEPARTMENT 2016 golf revenue through was $716,382 which was 7% below the $767,080 we earned in December did not provide much in the way of daily fee revenue as the course was closed or playing with temporary greens for most of the month due to snow and cold. Our revamped Social Membership was a huge hit as we sold 96 total in December, 73 of which were sold to people who have never held any type of membership at Sudden Valley in the past. While revenues for 2016 fell short of our goals, we were able to post a significantly smaller loss than budgeted due to spending well less than budgeted on the expense side. TURF CARE Rainfall Total 2016: Rainfall Total 2015: Rainfall to Date January 2017: 4.58 Rainfall December 2016: Year Rainfall Projects/Issues: Current Irrigation leaks remaining: one mainline Removed hazard/blown over trees from golf course Creosote Timber replacement on 7/17 tee: ongoing Snow Plows/Sanders/Deicer Systems: numerous issues Cat 906 Sweeper: replaced brushes BOD Meeting Page 9

10 Ground reels/serviced Toro Fairway Unit Ground reels/serviced Jacobsen Fairway Unit OP-21: Installed backup camera, radio, backup lights OP-1: Installed new studded snow tires Turfcare Staff Supported Maintenance Staff with Road Work (snow & ice control) Jacobsen Heavy Utility Vehicle: starter/flywheel damage, parts on order Updates: Pruned trees: #13 green surround, #14 tee Started Construction of #14 Gold Tee Removed cattails from #4 Pond Removed stump from #5 Fairway MAINTENANCE Maintenance staff has responded to several residents reporting ground water flowing on their property. The ground is heavily saturated with water due to the past rains and the ground is unable to absorb the abundance of additional water. Sand bags and other mitigative efforts have been provided. Maintenance staff found two culverts that were improperly sealed by past development of parking/driveways. One resulted in flooding of the basement of a home. The second is causing erosion along the shoulder of a road. The flooding of the home can be remedied by in-house excavation that will not exceed the Water Shed dirt movement moratorium. The second location is still under review to determine if the parking area was authorized and installed correctly. The majority of January has been dedicated to responding to winter conditions. Early response efforts concentrated on plowing snow from main and connector roads. As the temperatures dropped below 25 degrees, plowing become ineffective and liquid ice melt become the proven choice in helping reduce slippery areas. When temperatures dropped into the mid-teens a heavy concentrate of sand/ice melt was employed in addition to the liquid ice melt. The areas where road treatment was most effective were those where sun light aided the road treatment. Shaded areas remained icy even with all three treatments applied. Maintenance supported community trash and recycle disposal through working with SSC monitoring three (3) each 30 yard containers staged inside Area Z for residents. SSC s inability to reach the community on trash collection days due to weather conditions was mitigated by the free placement of waste containers available for members to dispose of their materials. Emergency overtime response to clear Southern Court when an 8-inch tree was toppled by heavy snow, pulling its roots with boulders from the ground causing a small rock slide to fill the ditch and block the road. On-call staff responded and opened Southern Court for emergency use until an Engineering firm could determine the stability of the hill side. Maintenance staff supported a privately funded tow truck in the recovery of a resident s vehicle that drove off a Southern Court embankment after attempting to drive a closed designated hazardous road. BOD Meeting Page 10

11 Staff completed the installation of the Gate 1 school bus shelter and by installing a solar light. Staff are supporting the WRS Barn 7 Contractor in locating discoverable utility sources that where not documented in the building plans, relocating data terminations and reestablishing communications outages. Completed installation of a new Gate 2 electrical pole. The installation has been inspected and approved by Washington State. PSE will be notified to connect electrical service to the pole. Maintenance is currently working with Puget Sound Energy to see what the cost would be to provide lighting at all mailbox location. An initial report is due by the end of January to determine the feasibility and cost of moving forward. SAFETY, SECURITY AND COMPLIANCE Life Safety and Emergency Equipment Snow Response Status Reports; daily status reports generated for snow response for the response operational period sent via Inventories of Materials: on hand inventories were impacted by West Coast being limited on granular and liquid deicer. SV had to limit and curtail sail of granular ice melt for a short period of time, the daily inventories assisted in that decision. SV Emergency Information System (1610 AM); updated with road conditions at the gates and other traffic hazards Safety Notice Ice on lakes and ponds; information from SWFA on their ice rescue training on SV Facebook, including informational video on the dangers of walking/recreating on frozen lakes and ponds Cost for Snow Response Actual Cost per day (not including manager time) through 12/31: $1, per day Recorded charges for 2017 to date: $8, Total budgeted for 2017: $16, Compliance Compliance patrols at Gate 3 have been initiated since road since the weather and ice conditions have abated. SCVA Appeals Committee: No appeals pending Emergency Response/Emergency Management CERT A request for proposal has been sent out to (2) RV/Trailer service companies to install the electrical portion of the trailer as well as leveling jacks and other specialty items. BOD Meeting Page 11

12 SV CERT Basic course will be advertised for Feb 2017 at Geneva Fire Station. Emergency Preparedness Committee (EPC) EPC is working on 2017 work packets and a training schedule for EPC members, the SV Community and BOD SVCA Safety Fair is schedule the 2017 Safety for May 20 th, 2017 EPC to submit items to be funded under 2017 budget Holiday Season Loss Prevention Patrol An additional security officer was hired for day shift and one for swing shift during the 2016 Holiday Season to curb porch thefts in our community. Security Officers met with delivery drivers (USPS, FedEx, UPS) to discuss the purpose of the additional patrols which was met with strong acceptance and approval. UPS and FEDEX drivers coordinated delivery times with our Security allowing Security cars to follow the drivers on their routes to prevent and discourage package thefts. This mutual exchange of information yielded a result of no reported theft of packages delivered to homes in Sudden Valley during this period of time. Additional benefits with the second officer added Assisted with providing road conditions during snow and ice Transported residents on case by case bases during inclement weather Open and closed overflow parking Assisted in locating vehicle owners who were unable to park their cars at their residence Applied granular ice melt to sidewalks and entrances at buildings BOD Meeting Page 12

13 Agency Assist/Fire-EMS Agency Assist/WCSO Alarms/Burglary Alarms/Other AssistanceMaintenance Assistance/Resident Disturbance/ACC Violation Disturbance/Misc. Disturbance/Noise Disturbance/Parking Disturbance/Pet Violations Disturbance/Suspicious Activity Disturbance/Theft Disturbance/Vandalism Follow up Lost Property Unsecured/Gate # Security Incidents by TYPE - Dec 2016 to Jan # Security Incidents by LOCATION - NOV to DEC 2016 Adult Center AM/PM Restrooms Campground Condominiums Gate # 1 Gate # 3 Gate # 9 Golf Course Marina (includes restrooms) Parks BOD Meeting Page 13

14 Notice of Violations and Warnings # NOV # WARN N ACC Violations 5 0 M Corrective Abatement 1 L Disorderly Home 2 1 K Failure/Refusal to Provide Info 0 J Firearms Violations 0 I Parking Violations 0 9 H Failure to provide flaggers 1 G Pet Violations 0 7 F Special Corrective Notice 0 4 E Speeding Violations 0 D Traffic Violations 1 C Tree Cutting Violations 0 B Trespassing 0 A Noise Violations 0 4 BOD Meeting Page 14

15 MEETING MINUTES MEETING OF SVCA FINANCE COMMITTEE Tuesday, December 13 th, 2016 at 6:30 p.m. MULTI-PURPOSE ROOM I. CALL TO ORDER The meeting was called to order at 6:30 p.m. II. ROLL CALL Finance Committee: Carol Houlton, Treasurer; Sarah Holmstrom, Board Member; Pug Edmonds, Jack Levine and Tony Louzao were present. Rick Gray had an excused absence. Sudden Valley Staff: Mitch Waterman, Managing Director; Jennifer Spidle, Accounting Manager; Ashley Neuman, Administrative Specialist. Community Members: 2 III. ADOPTION OF AGENDA a. Director Houlton requested the addition of Item (F) titled January Finance Committee Date. b. The agenda was adopted as amended by acclamation. IV. APPROVAL OF MINUTES a. October 5, Include the word be after the word would on page 2 item (a)(4) in the first sentence. 2. Change the phrasing on page 3 under item (g)(2) to read Pug Edmonds stated the carryover should show $750,000 in the CRRRF account through 12/31/2016 then the carryover will change to $600,000 on 1/1/ Insert the words an amount of on page 6 in the third motion after the word exceed. 4. Remove based on accounts payable. On page 2 under item (b)(1) and remove and building completion fund. In the same paragraph. 5. Remove the first sentence under item (f)(1) on page Director Houlton noted the action item regarding Jennifer and Jack meeting to discuss the incorporation of golf discounts on the financial statements and requested they present this information at the next Finance Committee meeting. MOTION: Pug Edmonds moved to accept the minutes as amended. Jack Levine seconded the motion and it passed unanimously. b. October 19, Correct the statement under Continuing Business item (a)(ii) to read According to the SVCA Attorney. MOTION: Pug Edmonds moved to accept the minutes as amended. Tony Louzao seconded the motion and it passed unanimously. V. CONTINUING BUSINESS a. Payment Button on the Website for Members BOD Meeting Page 15

16 1. Jennifer Spidle, Accounting Manager, announced that she had spoken with a company called Pay Lease who assist in allowing members to make payments on webpages. Jennifer noted that this method would not be a viable nor efficient option because our system posts a member s payment the same day that it is paid without delay. This system does not allow us to post immediately and would require an additional reconciliation at the end of each month. i. Director Holmstrom inquired if another company could be sought after. ii. Director Houlton suggested that Director Holmstrom present a few companies to Jennifer that she could investigate further. VI. CAPITAL REQUESTS a. Capital Request Revitalization Design 1. MD Waterman gave an overview of the presented request. 2. Jack Levine inquired how discussions with the bank and attorney had gone. The MD stated he had topical discussions regarding the requirements, types of loans, and term and conditions. 3. MD Waterman suggested that Sudden Valley sole-source the project management to Wilson due to their history and knowledge of Sudden Valley and their overall financial competitiveness. Discussion followed. i. Director Holmstrom asked if Wilson would be used as the Project Management (PM) Team or the Engineering team. MD replied that Wilson would be used for PM and civil engineering; requiring Wilson to receive approval of bids for the other engineers through the MD. 4. Tony Louzao noted that the only way to break the cycle of using Wilson would be to acquire bids from other companies. Further discussion ensued. MOTION: Pug Edmonds moved that the Finance Committee approve and recommend to the Board that they authorize the allocation of $140,000 from the CRRRF account to fund the preliminary design of the Revitalization Plan. Jack Levine seconded the motion and it passed unanimously. 5. Pug Edmonds inquired how long it would take to acquire potential bids from other PMs. The MD responded it would take approximately thirty (30) days. 6. Discussion regarding sole-sourcing versus finding other viable companies ensued for some time. This would be a discussion continued at the Board level. b. Capital Request Gate 2 Meter Relocation 1. The MD read aloud and reviewed the request. He noted that Sun-Mark had been tapping into the Sudden Valley electrical circuit and have used it to power their Lake Whatcom sign since 2006 unbeknownst to Sudden Valley and on Sudden Valley s power bill. 2. The MD stated that Sudden Valley had the legal right to have the pole on Sun-Mark property. Sun-Mark has been uncooperative. 3. The MD requested the installation of a new power pole and replacement of the electrical panel. There will be an average of three bids requested; director Houlton asked for bids to be presented to the Board after they are received. BOD Meeting Page 16

17 MOTION: Pug Edmonds moved that the Finance Committee approve and recommend to the Board that they authorize an allocation not to exceed $5,000 from the CRRRF account to fund the installation of a new power pole and replace the electrical panel at Gate 2. Tony Louzao seconded the motion and it passed unanimously. c. Capital Request Change Order, Generator Purchase (Late Arrival Information) 1. The Admin Specialist, Ashley Neuman, will add and post the handouts provided by the MD to the Finance Packet. 2. The MD stated that $59,377 had been previously approved to purchase the generator but after further discussion it was decided a diesel generator and a stationary unit would be more effective. He received two (2) bids which were represented on the handouts. He is requesting that an additional amount of $6,983 be approved. i. Director Houlton asked if the Samex quote included the generator rather than just the installation. The MD would clarify this with Samex and request the purchase and installation of the generator. The Finance Committee asked clarifying questions and discussion continued. 3. Director Holmstrom inquired as to how these companies were picked. The MD responded stating these choices were either suggested, advertised, or otherwise well known. MOTION: Pug Edmonds moved that the Finance Committee approve and recommend to the Board that they authorize an allocation not to exceed $6,983 from the CRRRF account to fund the purchase of a diesel Turf Care Generator. Jack Levine seconded the motion and it passed unanimously. 4. The use of mobile generators was brought forward again by Director Holmstrom, she inquired why these were no longer an option. The MD stated that numerous reasons regarding rewiring, theft, and location concerns prevented mobile generators from being a viable option. Further discussion ensued until Director Houlton called the question. d. UDR Request Area Z 1. MD Waterman read aloud and reviewed the request. He noted that this process has been started and stopped a number of times over the years and would like to put it to a close. 2. This is a fundamental building block of the Revitalization Plan and will be required if revitalization at Area Z is to occur. MOTION: Pug Edmonds moved that the Finance Committee approve and recommend to the Board that they authorize the allocation of $55,000 from the UDR account to fund and finish the mitigation of soil contamination in Area Z. Tony Louzao seconded the motion and it passed unanimously. 3. Director Holmstrom noted that she was hesitant in keeping the wording fundamental building block within the UDR request. Jennifer responded and stated this had been included purposefully so the amount requested could be re-characterized as capital depending on the Revitalization Plan s approval or disapproval. VII. NEW BUSINESS a. October 2016 Financial Statements 1. Jennifer requested these be accepted and approved as submitted. BOD Meeting Page 17

18 b. November 2016 Financial Statements 1. Jennifer reviewed the monthly statements and announced multiple highlights. Sudden Valley has positive net assets of $77,977 and she projects positive net assets at year end. 2. Additional detail was added to the Income Statement Summary and she requested feedback on its presentation. 3. Items that had been approved to be spent out of UDR to support Operational expenses were noted. Golf projects a loss of $13,000 in 2016 which is much better compared to last year. 4. Pool management for the adult pool was not budgeted but had been paid for this year. i. The MD commented that the contract with the pool maintenance company could be canceled at any time and his solution would be to have the YMCA pay Sudden Valley employees to do the maintenance once they had attended a pool maintenance class. 5. Jennifer reviewed the Lot and Dues Analysis breakdown and there are currently 3,151 billable lots in Sudden Valley. c. Capital Project Report 1. MD Waterman reviewed the Capital Project Report 2. The draft 2017 Reserve Study, including Roads, had been posted on the Sudden Valley webpage under Resident Resources. 3. The Barn 7 permit had been approved but not released and the demolition schedule of the building will not be made public because of safety issues. The Rotunda and Annex had been torn down. 4. MD announced that January 2 nd was the Gate 1 bus shelter deadline. VIII. d. Roads Plan Update (Pug) 1. Pug Edmonds commented that currently Roads pot hole projects have been postponed due to weather conditions but overall is moving along. e. New Washington Wage Laws 1. MD announced that minimum wage has increased and in turn so should the wage scale. He commented that when future budgets are created this will cause the Operations budget to increase to avoid wage compression in This issue will be brought to the Board and discussed in closed session. f. January Finance Committee Date 1. The Finance Committee will meet Monday, January 16 th, 2016 at 6:30 p.m. in the Multi- Purpose Room. MEMBER QUESTIONS AND COMMENTS a. A member inquired about the Roads Integrated Plan that was due September 30 th and whether this had been presented to the Board. She inquired further about audio recording Finance Committee meetings and she expressed her support to change the verbiage in the first Capital Request. BOD Meeting Page 18

19 IX. b. A member made remarks regarding special assessments and inquired if the collections rate (which is currently at 94%) will reset each year. Jennifer responded that it would. CLOSE a. The meeting was adjourned at 9:04 p.m. Action Item List Task Jennifer and Jack meet and discuss incorporating Golf Discounts on Financial statements. Sarah Holmstrom provide other company options for a payment button Present 3 bids of Turf Generator to the Board when acquired Add and post handouts provided by MD to packet. Assignee Jennifer and Jack Date Due Assigned Date 10/5/ /16/2017 Sarah 12/13/2016 Mitch 12/13/2016 Ashley 12/13/216 ASAP Completion Date Comments BOD Meeting Page 19

20 SUDDEN VALLEY Capital Request Memo TO: FROM: Finance Committee Board of Directors Mitch Waterman DATE: January 16, 2017 TOPIC: Emergency Generator Golf Maintenance: Change Order 2 Purpose: Provide additional Capital Funding to purchase and install an Emergency Diesel fueled Generator on the Golf Maintenance Building. Background: On October 27, 2016, the BOD approved $66, to purchase a diesel powered generator for the Golf Maintenance building. The low bid contractor has been unresponsive to requests for information and has requested Terms and Conditions which both our Counsel and the General Manager find unacceptable. That contractor has been informed this contract will not be awarded to their company. The second lowest bidder, WE Electrical, was asked to re-verify their bid, confirm their interest in receiving the project award, and discuss their Terms and Conditions. We Electric performed a new site walk to re-confirm their bid, and increased their bid to account for additional bollards, light poles and removal of old electrical panels. A formal bid was submitted which included their Terms and Conditions and are prepared to execute on a signed contract with installation dependent on delivery of the generator. This company is also a PSE preferred contractor. The WE Electrics bid including tax is $68, reflecting a $8, cost increase over the low bid SAMEX. Funding: Estimated cost for purchase, installation, taxes is $68, Adding in 10% contingency brings this to $75, This project will be funded by the CRRRF Account. Request: General Manager/ CRRRF Manager Recommendation: Recommends the Finance Committee approve and recommend to the Board that they authorize an additional allocation of $9, from the CRRRF account to purchase and install an emergency diesel fueled generator at the Golf Maintenance Facility with an amount not to exceed $75, Board of Directors Approval: Approved: Disapproved: Finance Committee. Approved: Disapproved: SVCA Board of Directors. BOD Meeting Page 20

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23 SUDDEN VALLEY COMMUNITY ASSOCIATION Capital Request Memo TO: FROM: Finance Committee Board of Directors Mitch Waterman, Managing Director DATE: January 26, 2017 TOPIC: Capital Funding Request Far Summit Place - Construction Purpose To request Roads capital funding to implement the 2016 design correcting drainage impacting property on Far Summit Place. Background An original-installation SVCA storm drain, located on Far Summit Place, is in danger of harming a newly constructed home and damaging the shoreline. The original 1970s design is inadequate for infiltration or drainage. Project was identified as a concern in 2016, evaluated, with Roads funding provided in 2016 to establish a corrective design, obtain permits, and estimate the cost for construction. Request Request $55, allocation from the Roads Capital Fund to initiate the Bidding process. Total Construction costs, including Construction Management and Taxes, are estimated at $50,000, with a 10% requested contingency. Recommendation The Finance Committee approves and recommends the Board of Directors approve an allocation from the Roads Capital Fund not to exceed $55,000 to complete the construction of this Far Summit Place drain project. Board of Directors Approval: Approved: X(4) Not Approved: Finance Committee Approved: Not Approved: SVCA Board of Directors BOD Meeting Page 23

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25 SUDDEN VALLEY COMMUNITY ASSOCIATION Capital Request Memo TO: FROM: Finance Committee Board of Directors Mitch Waterman, Managing Director DATE: January 26, 2017 TOPIC: Annual Major Maintenance of Ditches, Culverts, & Swales 2017 Purpose To request Roads capital funding to perform major maintenance of ditches, culverts, and swales in Background The major maintenance of the ditches, culverts, and swales, as approved by the membership, will be performed on an annual basis. The scope of work is focused to ensure the high probability of success that the ditches, culverts and swales remain clear requiring clearing of culverts, drains, swales and ditches, and trimming vegetation directly in and over the ditches Culvert and Swales cleaning follows a risk-based priority, with elimination of flooding points from prior season rain as first priority, long term maintenance of the rain water management system as second. Capital funding of this activity was approved by Larson Gross, our Auditor, in 2016; their letter is attached to this request. Request Request $156,000 allocation from the Roads Capital Fund to perform capital maintenance of ditches, culverts, and swales. Recommendation The Finance Committee approves and recommends the Board of Directors approve an allocation from the Roads Capital Fund not to exceed $156,000 to perform major maintenance of ditches, culverts, and swales in Board of Directors Approval: Approved: X(4) Not Approved: Finance Committee Approved: Not Approved: SVCA Board of Directors BOD Meeting Page 25

26 Enclosure: 2 pages, Larson Gross 12/29/2015 Use of Road Funds Memo BOD Meeting Page 26

27 Memorandum DATE: December 29, 2015 TO: FROM: RE: Board of Directors and Management Larson Gross Use of Road Funds You have asked us to provide guidance as to the use of road reserve funds for significant maintenance work on ditches, culverts, and swales that are, in the board s opinion, necessary for the long-term maintenance of the roads. Road Reserves Fund, as defined in the Association s financial statements, is used to account for capital assessment from members for repairs and replacement of the various roads and bridges in the Association. Expenditures from this fund must receive approval by the Board of Directors. The Board of Directors would like to propose using these funds for major maintenance of ditches, culverts and swales. The Board s criteria for using road funds for these major repairs is as follows: The proper maintenance of the ditches, culverts and swales is a significant expense to support the road structure At this point in time, the maintenance to the same area would not occur more than every 3-5 years. o Should the expense to the same ditch, culvert or swale, begin occurring more often (e.g. annually), it would then be deemed an operating fund maintenance expense Such major repair and maintenance of the ditches, culverts and swales is essential for extending the life of the roads The ditches, culverts and swales are a significant component of the roads The ditches, culverts and swales also become clogged by both dirt and leaves, jeopardizing the integrity of them, and therefore also jeopardizing the integrity of the roads. o To ensure the high probability of success that the ditches, culverts and swales remain clear for an extended period of time, work would also be required to trim vegetation directly in and over the ditches It s anticipated that it will take approximately a 10 year cycle to complete the major repairs of all of the ditches, culverts and swales on the Association s property. Conclusion: The ditches, culverts and swales are a significant component of the infrastructure of the roads, and if these fail the roads may also fail. This would indicate that ditches, culverts and swales are considered part of the roads. This would seem to meet the definition for use of the road reserves as highlighted in the financial statements. We can also find no specific criteria for use of the road reserve funds in the Association Bylaws. The board has the right to authorize the use of 2211 Rimland Drive, Suite 422 Bellingham, WA PHONE FAX larsongross.com BOD Meeting Page 27 Bellingham Burlington Lynden

28 December 29, 2015 the road reserves funds for road repair, including significant components of the road. Based on the above factors, we conclude it could be justified to use road funds for the purposes outlined above from an accounting and tax perspective. We do not anticipate the spending of these funds for road repair and significant components to have any negative effect on our audit of the financial statements, so long as the expenditures are first authorized by the board of directors. We also recommend consulting with your attorney from a legal perspective. In addition, we do not have access to the original archived Association documents detailing and describing the purpose of the initial road assessment, only the summary outlined in the financial statements, bylaws and our accounting literature. Access to these documents could alter our conclusion. This communication is intended solely for the information and use of management and the Board of Directors and is not intended and should not be used by anyone other than these specified parties. Larson Gross PLLC Page 2 BOD Meeting Page 28

29 SUDDEN VALLEY COMMUNITY ASSOCIATION Capital Request Memo TO: Finance Committee Board of Directors FROM: Mitch Waterman DATE: January 26, 2017 TOPIC: Request Capital Funds for Gate 2 Electrical Meter Change Order 1 Request Purpose: Request Change Order to prior approved capital project to install new electrical meter pole at Gate 2 entrance and power up street light and Gate 2 Sign Background: Electrical power for the Gate 2 entrance for SVCA has been located on the Sun Mark property beyond any known period of time; possibly since original construction. SVCA Maintenance reported a loss in power to PSE in May PSE discovered a contractor had removed the SVCA electrical meter from our power pole, and placed it on a new power pole owned by Sun Mark, to power up their new electrical gate. Unbeknownst to SVCA, Sun Mark had tapped its circuit back into 2012 to power up their new Sun Mark Sign on Lake Whatcom Blvd. This error was discovered and reported to Sun Mark s owner in June. PSE moved SVCAs meter back onto its original pole and found the electrical service no longer complete (wires were missing.) An evaluation of the existing system showed the panel was old and needed replacement as was the power pole. We are proposing to install a new power pole on SVCA property, replace the electrical panel, trace out the circuit and then re-route new cabling to restore power at Gate 2. The cost will be the same or may be less than re-establishing electrical continuity at the old site. Requests for financial repair were discussed with Sun Mark to no avail; it is our intention to recover the cost of this activity from Sun Mark. Funding: Original Estimated project cost for of $5,000 was insufficient. Of the three contractors solicited, Elite Electric was fully responsive with a direct construction bid of $5,400. With adding tax and a 10% contingency the full request is increased to $6, Project was prior approved for solicitation at $5,000. We are requesting an additional $1, to fully fund this project. General Manager/ CRRRF Manager Recommendation: Recommends the finance committee approve and recommend to the Board that they authorize an increased allocation of $1, with a total not to exceed $6, from the CRRRF account. Board of Directors Approval: Approval _X(4) Disapproved: Finance Committee Approved: Disapproved: SVCA Board of DIrectors BOD Meeting Page 29

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31 UDR REQUEST MEMO TO: FROM: Finance Committee/Board of Directors Mitch Waterman/ Jennifer Spidle DATE: January 26, 2017 TOPIC: UDR Funding Request Emergency Snow Supplies 2016 Purpose: Requesting budget authority to reimburse the operating account from UDR for emergency snow supplies in Background and Objectives: Emergency snow/ storm response operations are not line-item funded in the 2016 Budget. A UDR request for $24,000 was originally approved for emergency snow response from December 2015 thru December Due to three weeks of snow in December 2016, we have exceeded the amount originally requested. A full day s snow response is approximately $1,500 per day including staff time (at overtime rates) and materials. The number of days of snow response is unusual for our area and could not have been foreseen or budgeted for. As such, we are requesting $6, be transferred back to Operations from UDR to cover this expense. This funding request seeks authority to expend $6, for the 2016 response to snow/ ice storms within Sudden Valley. Single Source Funding Request: It is requested the Finance Committee recommend that the Board of Directors approve the transfer of $6, of UDR funds to Operations. Finance Committee Action: Approved: X(4) Disapproved: Board of Director Action: Approved: Disapproved: BOD Meeting Page 31

32 9837 Emergency Snow Supplies UDR Approval Date 11/19/2015 Approved Amount $24, EXPIRES 12/31/16 Spent $30, Available Amount ($6,734.94) AG Enterprise INV /22/2016 Nozzle $31.99 INV /12/2016 Anti Ice Spray Bar $ INV /9/2015 TeeJet Cap and Tip $70.51 Summary for AG Enterprise (3 detail records) $ Cowden /13/ Tns Crushed Rock $1, Summary for Cowden (1 detail record) $1, Cowden Gravel /24/2015 Crushed Rock $1, Summary for Cowden Gravel (1 detail record) $1, Fuel /31/ /16 Fuel $1, Summary for Fuel (1 detail record) $1, Fuel Transfer /4/2016 Fuel Expense $54.54 Summary for Fuel Transfer (1 detail record) $54.54 Meridian Auto /23/2016 Silverado: Wheels & Snow Tires $1, /12/2016 Chains $ /8/2016 Chain Adjusters $65.06 Summary for Meridian Auto (3 detail records) $1, Meridian Tire /5/2016 Tire Chains $ /25/2015 Square Link Cam Lock Chain $ Summary for Meridian Tire (2 detail records) $1, Napa BOD Meeting Page 32 Friday, January 13, 2017 Page 1 of 2

33 Approval Date 11/19/2015 Approved Amount $24, EXPIRES 12/31/16 Spent $30, Available Amount ($6,734.94) /21/ Ton Service Jack $ /7/ Ton Service Jack $ Summary for Napa (2 detail records) $1, Payroll /31/ /16 Payroll $3, Summary for Payroll (1 detail record) $3, Payroll Transfer /4/2016 1/4 Snow Response $ Summary for Payroll Transfer (1 detail record) $ Wilbur Ellis /16/2016 Meltdown : Near Zero $2, /2/2015 Meltdown : Near Zero $2, /29/2016 Meltdown : Near Zero $6, /21/2016 Meltdown : Near Zero $3, /14/2016 Meltdown $2, Summary for Wilbur Ellis (5 detail records) $17, Grand Total $30, BOD Meeting Page 33 Friday, January 13, 2017 Page 2 of 2

34 GL 9837 Emergency Snow Supplies UDR Expenses by Date Vendor Name Invoice # Invoice Date Invoice Amount Description Cowden Gravel /24/2015 $1, Crushed Rock Meridian Tire /25/2015 $ Square Link Cam Lock Chain Wilbur Ellis /2/2015 $2, Meltdown : Near Zero AG Enterprise INV /9/2015 $70.51 TeeJet Cap and Tip Payroll Transfer /4/2016 $ /4 Snow Response Fuel Transfer /4/2016 $54.54 Fuel Expense Meridian Tire /5/2016 $ Tire Chains Wilbur Ellis /16/2016 $2, Meltdown : Near Zero Subtotal $8, Winter Vendor Name Invoice # Invoice Date Invoice Amount Description Meltdown Near Zero Crushed Rock Napa /7/2016 $ Ton Service Jack Meridian Auto /8/2016 $65.06 Chain Adjusters Meridian Auto /12/2016 $ Chains AG Enterprise INV /12/2016 $ Anti Ice Spray Bar Cowden /13/2016 $1, Tns Crushed Rock 61 tons Wilbur Ellis /14/2016 $2, Meltdown Gallons 4000 lbs Napa /21/2016 $ Ton Service Jack Wilbur Ellis /21/2016 $3, Meltdown : Near Zero Gallons 7500 Lbs AG Enterprise INV /22/2016 $31.99 Nozzle Meridian Auto /23/2016 $1, Silverado: Wheels & Snow Tires Wilbur Ellis /29/2016 $6, Meltdown : Near Zero Payroll Expense $3, /12 12/31 Actual Payroll Cost Fuel $1, Fuel Subtotal $22, Winter $1, Over 20 days, actual cost per day* *Approximate cost per day is less than estimated $1,500 because estimation based on 1.5 time for all employees Employees are not able to perform their regular duties during a snow response. Actual costs may vary. Approved UDR funding $24, Less: Winter ($8,103.53) Less: 2016 Winter ($22,631.41) Total Additional UDR Funding Requested ($6,734.94) BOD Meeting Page 34

35 CAPITAL REQUEST MEMO TO: FROM: Finance Committee/Board of Directors Mitch Waterman DATE: January 26, 2017 TOPIC: Roads Capital Funding Request Culvert 19.1 Daylighting and Stream Restoration Purpose: Provide Capital funds to remove and replace culvert 19A to daylight a 30 pipe to Austin Creek Background: Culvert 19.1 is in the Louise Creek drainage. It is a 30 CMP that is in poor condition (rated D) exhibiting extensive rust and perforations through much of the pipe length. The culvert is very flat and has been identified as having approximately half of the hydraulic capacity required for the 25-year, 24-hour design storm event. Culvert 19A discharges to Austin Creek, which is a fish bearing stream. It is considered a barrier to fish passage for multiple reasons including its length of approximately 300 feet. For this reason, it cannot simply be slip-lined or even replaced. The project will remove the culvert and daylight the channel for the entire length, which would extend the open channel for Louise Creek from Lake Louise Dam to Austin Creek which will bisect our large field north of the YMCA barn. The creek alignment will also need to be designed to accommodate the field uses, including soccer and t-ball. An adjacent 24-inch culvert that crosses directly under the tennis courts, culvert 19.2, was previously filled with concrete and abandoned in September of This culvert ended at a manhole on the north side of the tennis courts. Culvert 19.4 also connects to the same manhole after it collects water from the slope to the east. Culvert 19.3 takes the water from the manhole and discharges to Austin Creek. Due to the poor condition of Culvert 19.3, it will be removed from service and a new culvert will be installed to transport the slope runoff from culvert 19.4 to Austin Creek. Removing culvert 19.3 as part of this project will reduce the cost and time for permitting. Project design and permitting has been performed starting in 2015, the project is now ready to bid. The requirement for a bridge was eliminated from the original scope outlined in the 2014 Capital Improvement Plan resulting in a very conservative decrease of $20,000 from the original estimate. Request Request $360,250 allocation from the Roads fund to implement the design and construct the daylighting of Culvert 19. Request includes Construction, Construction Management, Taxes and a 10% contingency. BOD Meeting Page 35

36 Recommendation The Finance Committee approves and recommends the Board of Directors authorize a Roads allocation not to exceed $360,250 from the Roads Capital account to fund the Culvert 19A Project. Board of Directors Approval: Approved: X(4) Not Approved: Finance Committee Approved: Not Approved: SVCA Board of Directors BOD Meeting Page 36

37 CAPITAL REQUEST MEMO TO: FROM: Finance Committee/Board of Directors Mitch Waterman DATE: January 26, 2017 TOPIC: Roads Capital Funding Request Culvert 225 Design Purpose: Provide Capital funds to design a slip line of the existing culvert with a 20 diameter Snap-Tite HDPE Corrugated Smooth Interior pipe. The channel downstream of the culvert outlet would be replaced with a riprap stabilized channel. Background: Culvert 225 crosses underneath Louise View Drive and is in poor condition (rated D+). It is a 24 CMP with extensive rust and much of the bottom completely rusted through. The channel downstream of the pipe is a steep, vegetated bank lined with an open half pipe CMP (also in poor condition). The hydraulic capacity of culvert 225 is considered more than adequate for passing the 25-year, 24-hour design storm runoff. Project design and permitting will be performed in 2017 with a planned construction in Request Request $19,250 allocation from the Roads fund to fund the design and permitting of Culvert 225. Request includes Taxes and a 10% contingency. Recommendation The Finance Committee approves and recommends the Board of Directors authorize a Roads allocation not to exceed $19,250 from the Roads Capital account to fund the design and permitting of Culvert 225. Board of Directors Approval: Approved: X(4) Not Approved: Finance Committee Approved: Not Approved: SVCA Board of Directors BOD Meeting Page 37

38 CAPITAL REQUEST MEMO TO: FROM: Finance Committee/Board of Directors Mitch Waterman DATE: January 26, 2017 TOPIC: Roads Capital Funding Request Culvert 130 and 131 Design Purpose: Provide Capital funds to replace all of existing Culvert 130 (32 LF), and approximately 12 feet of culvert 131 with a new 36 diameter HDPE Corrugated Smooth Interior pipe. The remaining 87 feet of culvert 131 would be slip lined with a 32 diameter Snap-Tite HDPE Corrugated Smooth Interior pipe. Background: Culvert 130 is located in the ditch parallel to Sudden Valley Drive. It connects to culvert 131, which crosses underneath Sudden Valley Drive. Both culverts are 36 CMP in poor condition (rated D+) with extensive rust and perforations forming along the bottom of the pipes. Culvert 129 is a 12 CMP that discharges to culvert 130 at a storm drain manhole. Culvert 129 appears to be in adequate condition, but should be evaluated at the same time that improvements are designed for culverts 130 and 131. The culverts are located on an unnamed stream that discharges to Lake Whatcom and a Hydraulic Project Approval will be required from WDFW. However, it is not anticipated that fish passage will be a requirement since previous downstream projects were able to demonstrate that a natural fish barrier was located further downstream, after culvert 97 on Harbor View Drive. Project design and permitting will be performed in 2017 with a planned construction in Request Request $42,790 allocation from the Roads fund to fund the design and permitting of Culverts 130 and 131. Request includes Taxes and a 10% contingency. Recommendation The Finance Committee approves and recommends the Board of Directors authorize a Roads allocation not to exceed $42,790 from the Roads Capital account to fund the design and permitting of Culverts 130 and 131. Board of Directors Approval: Approved: X(4) Not Approved: Finance Committee Approved: Not Approved: SVCA Board of Directors BOD Meeting Page 38

39 CAPITAL REQUEST MEMO TO: FROM: Finance Committee/Board of Directors Mitch Waterman DATE: January 26, 2017 TOPIC: Roads Capital Funding Request Culverts 29.1 and 29.2 Design Purpose: Provide Capital funds to replace the culverts in kind with new 18 and 24 HDPE Corrugated Smooth Interior pipe. Optional plan may allow the 24 pipe to be slip-lined if field engineering investigations determine that the pipe has not had excessive settlement. Background: Culvert 29.1 crosses underneath Polo Park Drive. It is an 18 CMP pipe that discharges into a storm drain manhole. Culvert 29.2 is a 24 CMP pipe that conveys the stormwater from the manhole, down to the base of the slope. It appears that Culvert 29.2 and the manhole are located in the utility easement between two lots, however, this would need to be confirmed. Both pipes are in poor condition (rated D+) with extensive rust and perforations visible at the inlet and outlet and joint separation and settlement visible from the outlet. Project design and permitting will be performed in 2017 with a planned construction in Request Request $24,310 allocation from the Roads fund to fund the design and permitting of Culvert 29.1 and Request includes Taxes and a 10% contingency. Recommendation The Finance Committee approves and recommends the Board of Directors authorize a Roads allocation not to exceed $24,310 from the Roads Capital account to fund the design and permitting of Culverts 29.1 and Board of Directors Approval: Approved: X(4) Not Approved: Finance Committee Approved: Not Approved: SVCA Board of Directors BOD Meeting Page 39

40 CAPITAL REQUEST MEMO TO: FROM: Finance Committee/Board of Directors Mitch Waterman DATE: January 26, 2017 TOPIC: Roads Capital Funding Request Culvert 166 Design Purpose: Provide Capital funds to replace the C 166 with a new 24 HDPE Corrugated Smooth Interior pipe. Background: Culvert 166 crosses underneath Sudden Valley Drive. It is an 18 CMP pipe in average-to-poor condition (rated C-) with extensive rust, limited joint separation and partial caving in. There is also a black conduit (approx. 1 diameter) crossing through the upper ¼ of the pipe barrel. The pipe has been identified as having inadequate hydraulic capacity. The pipe alignment and slope will need to be evaluated to ensure adequate flow and prevent future sedimentation. Project design and permitting will be performed in 2017 with a planned construction in Request Request $14,740 allocation from the Roads fund to fund the design and permitting of Culvert 166. Request includes Taxes and a 10% contingency. Recommendation The Finance Committee approves and recommends the Board of Directors authorize a Roads allocation not to exceed $14,740 from the Roads Capital account to fund the design and permitting of Culvert 166. Board of Directors Approval: Approved: X(4) Not Approved: Finance Committee Approved: Not Approved: SVCA Board of Directors BOD Meeting Page 40

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42 Type of meeting: Facilitators: Committee Attendees: Excused Absence: ACC Coordinator: Attendees: Observers: Sudden Valley Community Association Architectural Control Committee January 19, :02 AM Request and Plan Review Rich Bailey, Chair Sunset Room Deborah Wood, Stan Godek, Noelle Holland, Anne Mosness, Carol Trower, Karen Borchert Rich Hart Jessica Bazett Vitali Pikalov, Pettis Perry Mike D Angelo, Eric Trower Agenda Topics Item No. 1 Item No. 2 Item No. 3 Item No. 4 Item No. 5 Item No. 6 Item No. 7 Approval of January 19, 2017 ACC Meeting Agenda Tree Subcommittee Report 1 Tee Place (31/1) Gate 1- Deck Continuing Business New Business Pettis Perry (walk-in) 20 Tee Place (31/10) Gate 1- Variance (walk-in) Item 1 Approval of January 19, 2017 ACC Meeting Agenda Comments: Requests in packet. Discussion: Action: Approve Moved by Anne Mosness, seconded by Deborah Wood, unanimous. BOD Meeting Page 42

43 Item 2 Tree Subcommittee Report January 19, 2017: Tree Subcommittee Attendees 1/4/17: Rich Bailey, Carol Trower, Deborah Wood, Noelle Holland, Karen Borchert The Tree Subcommittee recommends the following: A 57 Windward Drive (12/70) Gate 1- Approve as submitted. Comments: Request included in packet. Discussion: Action: Approve Moved by Anne Mosness, seconded by Deborah Wood, unanimous. Item 3 Comments: Discussion: Action: Approve 1 Tee Place (31/1) Gate 1- Deck Moved by Anne Mosness, seconded by Karen Borchert, unanimous. Item 4 Comments: Discussion: Action: Item 5 Continuing Business New Business Comments: Discussion: Action: Item 6 Pettis Perry (walk-in) Comments: Pettis Perry made comments concerning ACC Policies and Board of Directors decisions that he feels should be updated and/or reviewed. Discussion: Action: None Item 7 20 Tee Place (31/10) Gate 1- Variance (walk-in) Comments: Discussion: Action: Approve Moved by Karen Borchert, seconded by Noelle Holland, passed 5-1. Deborah Wood moved to adjourn at 10:06 am, seconded by Stan Godek. BOD Meeting Page 43

44 Sudden Valley Community Association Communication Committee Wednesday, December 14th, :00-7:30 PM in the Coffee Barn MINUTES-v2 I. Call to Order 6:20 PM II. Roll Call: Chair: Directors: Members: SV Staff Liaison: YMCA Liaison: HAM Liaison: LIBRARY Liaison: AUDIO/VISUAL: FIREWISE: (P=Present A=Absent) David Narsico (P) Leslie McRoberts (A) Judy White (P), Larry Brown (A), Sommer Cronck (A), Mike D Angelo (A) Andrea Harig (P) Tish O Keefe (A) Ben DeBoer (A) / Deb Strong (P) Brian Hulsey (A) Brian Hardy (A) Stan Godek (A) III. Approval of Agenda - Approved IV. Approval of Minutes: Nov 9th, 2016 Approved (No quorum) V. AGENDA ITEMS a Events i. Safety Fair - (Rescheduled for Sat, May 20th) - EPC, Norm and Mike D ii. Breakfast with Santa Dec 10th After event report/photos for Jan Views Attendance about 60 families of 2 to 4 children/family ~ 240+ in attendance b. Communication Tools i. SV FB Group status ACTIVE with about 260 participants ii. Website FAQ Status Judy Sent to Leslie; Andrea will check with Lisa on status iii. SV Views Articles January VIEWS Deadline: Noon on Friday, Dec 23rd 1. Real Estate Status Update Sommer Brent missed it for December 2. YMCA Program/s Tish - absent 3. Library Brian - absent 4. HOA next Chapter Larry Absent 5. Safety Fair Reschedule for May - Norm / Mike 6. Volunteers David to write article / Andrea handle the process 7. Firewise Stan Godek - Absent iv. E-Blast Topics for December Have inputs to Andrea by EOB Mon, Dec 19th 1. El Agave New Year s Eve - David c. Community Outreach i. Report Larry - Absent d. Continuing Business i. Video Recording Board Meetings David & Brian Hardy Brian absent, tabled till January ii. Acronyms for the Views Completed, should be regular part of monthly Views BOD Meeting Page 44

45 VI. VII. VIII. e. New Business i. Communications Committee Charter David to submit to BOD for approval ii. Members David to submit to BOD for approval after being vetted iii. Views Mailings Opt-In/Opt-Out? David See Bylaws, Art III. C. Sec. 19 (c) required to be mailed unless Bylaws change iv. Firewise Stan Godek to write article January VIEWS Deadline for all display & classified ads, articles and letters to the editor: Friday, Noon, Dec 23th Next Meeting: Wednesday, Jan 11th, 2017 at 6:00 7:30 PM Coffee Barn Adjourn 7:30 PM BOD Meeting Page 45

46 EMERGENCY PREPAREDNESS COMMITTEE TUESDAY, JANUARY 10 th 2017 SWFA STATION 22, 9:00AM I. CALL TO ORDER: The meeting was called to order by Chair Mike D Angelo at 9:00 AM II. III. IV. ATTENDING: Ruth Evan, Owen and Penny Bamford, Henry Renteria, Grace Shaffner, Carol Houlton, Carol Bauman, Halina Reynold, Mike D Angelo, Dave Lillie, Pat and Marty Lynam, and Frank Procella. TIMES FOR MEETING: We contemplated more evening meetings Although timing them would be difficult. We must advertise the meetings and ask for volunteers. If enough want evening meetings we will run at least two a year. CERT TRAILER: The trailer committee has decided to have the wiring and basic bodywork done by professionals and the proposal is written for local RV companies to bid. It is intended that this work be finished by March so the more of the trailer would be finished by the Safety Fair on Mary 20 th. Housing for the trailer while we work on it is planned but not yet started. The BOD must be kept up to date with the work and function of the trailer. V. SAFETY FAIR: Penny showed the basic list of booths and will continue to check on the attendees. The Coast guard are busy that day but will try to have a presence. Ruth suggested that suppliers of safety vests be invited. VI. VII. VIII. NEW BOD ORIENTATION: Henry was thanked for his presentation to the BOD on the function of the EPC and the responsibilities of the BOD and staff PLANS FOR EPC MEETINGS IN 2017: Adjustments to the plan for meetings were started, adding bike safety, cribbing, winter preparations and Firewise. OTHER BUSINESS: We thank the Maintenance and Security crews for their pre-planning and work during the winter weather. Carol will compile a list of materials, activities, hours worked for the homeowners to see what was being done during the icy weather. Henry suggested that a safety panel would address the AGM. It should be comprised of EPC representatives as well as those from the Sheriff s Office, and the SWFA. We should also check negative articles on social media and answer with BOD Meeting Page 46

47 corrections of misinformation without engaging in personal communication. SV Views articles on the daily activities and responsibilities of the staff will Be needed. VIX. NEXT MEETING: February 6 th 2017 for the CERT Trailer and Safety Fair. EPC meeting February 14 th. X. MEETING ADJOURNED: 10:30. HAM members excused to be counted in County check-in. BOD Meeting Page 47

48 TO: SUBJECT: SVCA Board of Directors Videotaping of SVCA Board Meetings DATE: 12 January 2017 Motion #1 I move that starting in February 2017, all open sessions of the SVCA Board of Directors may be videotaped and placed on our Sudden Valley website for access by all members of our community, in accordance with the procedures and protocols which are provided for this purpose. (See attachment) Motion #2 I move that purchase of video equipment for videotaping Board meetings be permitted to be funded by donations from the community. BOD Meeting Page 48

49 FROM: Communications Committee TO: Board of Directors DATE: 12 January 2017 SBJECT: Video Recording of SVCA Board Meetings Video Recording of Board Meetings PURPOSES The Communications Committee wishes to provide viewing of our Board meetings to those who are unable or choose not to attend yet wish to review a recording of the complete Board meeting from Call to Order to Adjournment. Also, because of greater concern for openness and transparency, especially in light of the social media platforms and information that flows through the community, some of which may be incomplete, misleading, distorted, or misunderstood, the Communications Committee wishes to provide a recording of the full proceedings so members can see and hear what transpired from Call to Order to Adjournment without selective editing. PROPOSAL 1. Any open session of any meeting of the Board of Directors may be videotaped and placed on the Sudden Valley website for access by all members of our community. 2. The Chair of the Communications Committee shall be accountable for videotaping of Board meetings. Another member of the community may set up and operate the equipment. 3. The videotape file shall be provided to the ASM for loading onto the official SVCA website. This video shall be listed and accessible to SVCA members, just as the audio recordings of Board meetings are currently accessible. 4. For storing the videos and then embedding to the website, it is recommended that Vimeo.com is recommended: See - $199/ year. This would give us 20GB of BOD Meeting Page 49

50 uploading a week, and up to 1TB per year of storage. (If we max out that, which I believe will be a while, the next level up is $599/ year and that has no weekly upload limits and 5TB of space. 5. Video recordings shall be archived and placed on our website where the audio recordings are listed. 6. A notice to all attendees at the Board meeting shall be notified that the meeting may be video recorded. This will be a footnote on each Agenda provided for Board and community members. 7. Funding for the equipment may be acquired via community donations if not available from Capital or Operational resources. 8. Equipment may be stored in appropriate Admin storage spaces. 9. Equipment and prices recommended for video recording are listed below. Video Recording of Board Meetings Video Camera: $340 Canon EOS M2 Mark II 18.0 MP Digital Camera with 18-55MM F/ IS EF-M STM Lens (Black) - International Version (No Warranty) J2 Sound Input: $99 Behringer Xenyx 1202fx Premium 12-Input 2-Bus Mixer With Xenyx Mic Preamps, British Eqs And 24-Bit Multi-Fx Processor 0 Lapel Mic: $9.99/ each FanRos Universal Lavalier Lapel Clip-on Omnidirectional Mini Portable Recording Condenser Microphone Mic (Updated Version) for iphone ipad ipod Samsung HTC BOD Meeting Page 50

51 Android and Windows Smartphones (Black) 1 The last piece, would be getting a wireless system estimated at about $80/ pair. We would need one each for all 11 members of the Board. If we purchase this system, we will be shown how to set it up. Budget: approximately $1,500 - $2,000. Also needed: a tripod. (Probably under $50) For storing the videos and then embedding to the website, it is recommended that Vimeo.com be used: - $199/ year This would give us 20GB of uploading a week, and up to 1TB per year of storage. If we max out at that level, which may quite a while, the next level up would cost $599/ year. At that level, there are no weekly upload limits and it provides 5TB of space (which is a very substantial amount of space). Technical information provided by: Brian Hardy / Special Agent in Charge brian@fizzpopmedia.com 4071 Hannegan Rd. Suite R Bellingham, WA Local: Toll-Free: Fax: BOD Meeting Page 51

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53 FROM: David Narsico TO: BOD DATE: 26 Jan 2017 SUBJECT: Transfer Fee Change Motions 1. I move that our current Transfer Fee be increased from 0.25% to 0.50% for all property transfers, both developed and undeveloped at a date to be determined by the BOD. 2. I move that the Transfer Fee may be pre-paid at any time based on the most current official county assessed value of the property at the time of payment. BOD Meeting Page 53

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