appropriate for efficiencies. Each year provides an estimate of costs and are scheduled to fit within the customary level of funds available each

Transcription

1 appropriate for efficiencies. Each year provides an estimate of costs and are scheduled to fit within the customary level of funds available each year from the Roads Reserve. An additional $70,000 is set aside for unexpected or emergency repairs. B. Operations and Capital Projects - Mitch Waterman 1. Capital Funding for Stormwater Mitigation Project - Managing Director Mitch Waterman is requesting $80,000, for Melanie Mankamyer, partner of Wilson Engineering, to complete a Stormwater Management and Phosphorus Mitigation Plan to secure an exemption from Whatcom County for undeveloped lots in Sudden Valley. There was consensus among the committee members to move forward to gain approval from the Board. 2. Capital Funding for Replacement of Association Computer System Managing Director Waterman requested $55,000 to 3D to replace the current computer equipment and server, including support and training, for the SVCA Administration. Members of the committee gave consensus to move forward. Managing Director Waterman also proposed saving data in a secure off-site location for added protection. Funds were set aside for this project last year. 3. Capital Funding for Project Manager Managing Director Waterman is requesting $17,500, with 50% from CRRRF and 50% from Roads, to fund three months of project management services from Wilson Engineering to manage Sudden Valley s capital projects. The committee members present gave general consensus to the request. C. Fee Schedule Mitch Waterman The updated fee schedule was viewed. Managing Director Waterman brought up the issue of dumpster control, and recommended the removal of the dumpster and its subsequent fees. He will take the fee schedule back for more updates. Security fees were not included. D. Accounting Review Mitch Waterman Managing Director Waterman, proposed opening two separate lines of credit at CAB Bank; one line of credit for emergencies and one line for construction. A formal proposal will be made once arrangements have been made with the bank. 1. Update: 2014 Financials 29

2 Past A/P has been deleted from the system. Accounting staff is working towards retrieving this information. 2. Bank Transition Update The bank transition is moving forward, and there are no new updates to report. 3. C3 Transition C3 has been installed. Staff will begin training with software tomorrow (1/22/15). 4. Collections SVCA has hired an interim collections agent for two weeks to assist in the collections process, submitting forms into C3 and Accounts Receivable. They will also assist in developing a consistent process to stay on top of payment plans and updating key members with this information moving forward. E. CRRRF Mitch Waterman 1. Marina Shelters Marina Shelters are currently finished with the exception of the concrete bases. This work is already in the budget, and fully funded. The concrete work will be done between June 15 and July 3. The work will include chimneys and lockable gates. 2. Admin Building The bar will be finished before Super Bowl Sunday. New windows are being installed and construction will be fully completed in 30 days. 3. Barns and Library Opening is delayed until proper fencing is installed around the pool area. 4. Anticipated 2015 Projects Two Bus Stops for Gate 3 have been ordered. Managing Director Waterman proposes to put in several more. We also anticipate construction on the Rotunda, and the purchase of capital equipment, such as a vac-truck, bucket lift, etc. to assist in proper road/culvert maintenance. F. Roads Mitch Waterman Road maintenance was briefly discussed, but there were no new proposals. VI. NEW BUSINESS A. Discussion for Option for Reduced Rental of Facilities Mitch Waterman El Agave has requested a discounted or complimentary rental of the Dance 30

3 Barn for an employee party due to our continued use of their premises during business hours. VII. MEMBER QUESTIONS AND COMMENTS A few members asked questions but no votes were taken as a result. VIII. CLOSE The meeting was adjourned at 9:00 pm. 31

4 CAPITAL REQUEST MEMO TO: Finance Committee/Board of Directors FROM: Mitch Waterman DATE: Feb. 20, 2015 TOPIC: Funding Request for New WEB Site Purpose: Provide funding to purchase a new Website Development Package that will replace the existing SVCA Website. Background: The Sudden Valley Community Association Website is an obsolete product extremely limited in capability. The current product is neither web admin nor user friendly. The system s capability to upload audio files is time intensive, difficult to manipulate and functionally poor. Uploading documents to the server requires progressive use of three different programs to condense the files to fit within the existing system s outdated architecture. Complaints on use and utilization of the system are daily encountered by community members, renters, management and BOD members and potential buyers. Overall the system is beyond technical obsolescence and has exceeded its life cycle. During the last 4 months we established criteria to obtain a competitive bid, based on best value lowest cost for replacement of our Website. Established criteria required Web Planning, Custom Design, Programming, Editing and transfer of materials, Training and Support. Single Source: CRRRF funding has been allocated to this capital request. Request: Funding for the purchase and set of deliverables outlined in the attached "Website Development Package be approved. Competitive bids were openly solicited from two qualified bidders and a clear higher value lowest cost vendor (Peter James) was selected. Based on the response to criteria, we desire to purchase a non-hosted Website to replace our existing site. CRRRF Manager Recommendation: Recommends the finance committee approve the expenditure with recommendation for Board approval Bid and Award of this project amount not to exceed $10,000 (cost+ tax+ 30% contingency)/ 100% CRRRF Funded Finance Committee is as follows: Approved Disapproved The Board Action is as follows: Approved Disapproved 32

5 WordPress Website Development Package Prepared for Sudden Valley Community Association WordPress Development Package 2 $3,995 Web Planning Orientation with Project Manager Kyle Cassinerio Site Strategy Planning Session with Peter James Site Design Planning Session with Designer Louisa McCuskey Custom Design - Up To 10 Hours * Complex Custom Design Enhanced Menu or Multiple Page Layouts Custom Programming Up To 12 hours * All programming to support design and functionality 1 Hour Dedicated to Touch Screen Compatibility Site Map Submitted to Google, Bing and Yahoo Integration with Google Analytics and Google Webmaster Tools Content Review, Editing and Placement Up to 4 Hours of Content Review and Editing by Tasha Traylor Up to 4 Hours Adding Content to the Site Training Personal Training Session on All Major WordPress Functions and Tools Support 60 Days Comprehensive Support from Peter James Web Design Studio Additional Programming - 10 Hours $1,000 HOSTING COSTS With our preferred host Exhibit 8 $15-20 per month Hosted on the Sudden Valley Servers Hourly billing for additional programming time Average $120- $300 DOMAIN REGISTRATION Yearly Domain Name Registration - Paid to your registrar $20 per year 33

6 Package Priced Upgrades Slideshow with Captions - Tour Sudden Valley $495 Integration of Google Calendars included On-Page Forms - Built in Spam Checking $300 Home Page Slider $595 Custom Mobile Version of Site $995 Sudden Valley PHOTOGRAPHY Images from Peter's collection will be included with the site package included TOTAL $7,380 DEPOSIT REQUIRED $3,690 We donate 1% of all our sales to global reforestation efforts. *Additional time can be added to any project at the rates of $100 per hour for design, $120 per hour for programming and $30 per hour for writing/editing and content management 50% deposit required when work is begun. Full payment is due upon delivery of the job. Estimate is valid for 30 days and is subject to change without notice after that time. 34

7 Invoice Bill To: Sudden Valley Community Association 4 Clubhouse Circle Bellingham, WA Date: 2/10/15 Invoice #: DATE UNITS NOTES RATE AMOUNT 1 Deposit Payment for SuddenValley.com Website $3, $3, Comment: Sales Tax: Total Amount: Amount Balance Due: $0.00 $3, $0.00 $3, Please Pay Amount Due Upon Receipt 35

8 Web Site Development Contract This is a legal and binding contract between The Peter James Studios and the Client listed below. The Peter James Studios 314 E. Holly Street Suite 208 Bellingham, WA Client Company Contact Name Address City State ZIP Country Phone FAX address Present WWW URL (if any): The scope of work to be preformed is detailed in the WordPress Website Development Package Document. The production roles and hours that are detailed in the WordPress Website Development Package Document are the responsibility of the Developer. Any hours beyond that are the Client s responsibility. These are the terms of our agreement together: 1. Authorization. The above-named Client is engaging The Peter James Studios, known as Developer, located at 314 E. Holly Street Suite 208 Bellingham, WA 98225, as an independent contractor for the specific purpose of developing and/or improving a web site. The Client hereby authorizes Developer to publicize their completed web site to Web search engines, as well as other Web directories and indexes. 2. Domain Registration: If the client does not have a Domain Name yet, the Developer will secure a domain name for the Client at the Client s request. All charges incurred in doing so will be billed to the Client. Should the Client desire a specific domain name, which is already owned by another party, negotiations for said domain name must be undertaken by the Client. If the Client already has a domain name, the Developer will coordinate redirecting the address to the new host. The Client is responsible for renewing their domain name. Auto renewal options are available. If an auto renewal option is selected, the Client is responsible for updating their credit card information should their card expire or change in any other way. The Client is also responsible for canceling their auto payments if they choose to transfer domain registration to another company, or if they choose to discontinue the domain renewal for any reason. No refunds will be issued for domain renewal that the Client fails to cancel. 3. Text. Text copy for web site must be supplied by the Client in a.docx format via disk or attachment unless the Client has chosen to hire a professional writer in which case it is the Client s responsibility to work directly with the writer who will then deliver.docx files to the Developer. 36

9 4. Photos. Client must supply photos and other miscellaneous graphic images unless the Client has hired the Developer to create these images. 5. Browser and Device Compatibility. Our agreement contemplates the creation of a web site viewable by current versions of Firefox, Safari, Internet Explorer and Google Chrome. Compatibility is defined herein as all critical elements of each page being viewable in all four. Client is aware that some advanced techniques on the Internet, may require browser plug-ins. Client is also aware that as new browser versions Firefox, Safari, Internet Explorer and Google Chrome are developed, the new browser versions may not be compatible with existing code. Time spent to redesign a site for compatibility due to the introduction of a new browser version will be separately negotiated and in addition to the base price of our agreement. The Developer does not guarantee the site will display properly on mobile devices unless that option has been specified in the WordPress Website Development Package Document. Similarly, touch screen function is only supported to the extent agreed upon in the WordPress Website Development Package Document. 6. Online Stores Only. E-Commerce sites will be built on the third party platform Bigcommerce. The Developer s e-commerce website packages include a fixed number of design and programming hours that will cover setup and configuration of a shopping cart system and customization of the graphics and visual appearance as detailed in the website package. Any customization of the functionality of the shopping cart, that is not expressly included in the package, will be billed additionally at the hourly rate for programming. Functionality customizations include but are not limited to changing check out procedures, destination based sales tax, custom shipping modules, custom payment modules, and all other custom functionality. The Developer makes no claims about the Bigcommerce platform with regard to functionality or suitability for any given purpose. In the event that it is discovered that the Bigcommerce Platform does not support any functionality that the project requires, the Client agrees that it shall defend, indemnify, save and hold the Developer harmless from any and all demands or claims related to the limitations of Bigcommerce. The Developer includes 1 hour of training to help Client learn to use the store interface. Additional education and consultation is available on an hourly basis. Client will add their own products, photos and descriptions to the website unless product management is included in the package or it is otherwise agreed upon in advance. The Bigcommerce platform restricts the customization of certain parts of its system and the Developer cannot be held responsible for any limitations this imposes on the Client s site. Restrictions include, but are not limited to, the shipping system s functionality, the checkout process, and compatibility with certain apps and payment providers. Monthly fees apply for the use of the Bigcommerce platform. The Client is responsible for making these monthly payments to keep their site active. For fee information, visit: 7. Responsibilities. Before beginning the project, it is the client's responsibility to fully disclose any and all special requirements for their website so that the Developer can deliver an accurate estimate. The Developer may charge additional fees to cover the cost of such special requirements that were not brought to the Developers attention when creating the estimate. During the project, it is the Developers responsibility to design, program and configure the website. It is the client s responsibility to provide timely feedback on the site designs, and to provide all information necessary for the Developer to complete the configuration of the website. 37

10 Should the Client request the integration of third party applications or services, the Client will remain responsible for researching the logistic and fitness of all application and services, and will not hold the Developer responsible for any lack of compatibility or failure of function once the integration has begun. The Client agrees to pay the estimated fees for the integration as well as any unforeseen costs that result. The Client is solely responsible for promoting and marketing their website. The Developer makes no claims or guarantees regarding site traffic or sales. 8. Client Amends / Changes. The Developer will create multiple versions of the webpage design and submit them to the Client for feedback. Once the Client has accepted the final design, programming will begin. Beyond this point, any design changes requested by the client will result in additional charges. The text and photo content of the website however can be changed at anytime throughout the development process. 9. Third Party or Client Page Modification. Some Clients will desire to independently edit or update their web pages after completion of the site. Developer is not responsible for any damage created by the Client or agent of the Client. Any repairs required will be assessed at an hourly rate of $120. [30 minute minimum charge]. 10. Web Hosting. The Client is strongly encouraged to use the Developers preferred web host, Exhibit 8. If the Client chooses to use a third party web host, they assume all responsibility for managing their account and will be billed for any additional programming time that results from working with the third party web host. The Developer will not be held responsible for malfunctions to the Client s website due to any changes performed to the server by the Client or the web host, including updating software or hardware. The Client is responsible for paying their hosting monthly and failure to pay hosting fee will result in disabling of website and will be subject to a $20 fee to reactivate. Auto payment options are available. 11. Search Engine Registration. The Developer will submit the Client's web site to the major search engines Google, Bing and Yahoo. The Developer also offers advanced search engine optimization and site promotion services via it s affiliate companies. The Developer encourages all commercial Clients to obtain advanced Search Engine Optimization services. The Developer does not guarantee search engine ranking. 12. Maintenance. The Client is responsible for all future maintenance of website including, but not limited to product updates, text and photo changes, updating contact information, etc. Assistance with maintenance will be available at the current hourly rate. 13. Third Party Software or Systems. The Developer will assure that all third party software or systems (such as Bigcommerce, PayPal, Google services, JQuery, external data feeds, etc.) will function properly at time of development. The Developer is not responsible for any subsequent errors that may occur in the future due to any factor that is out of the Developer s control including modifications by the Client or updates on the third party platform. Assistance correcting any third party related errors will be available at the current hourly rate. 14. Copyrights and Trademarks. The Client represents to Developer and unconditionally guarantees that any elements of text, graphics, photos, designs, trademarks, or other artwork furnished to Developer for inclusion in web pages are owned by the Client, or that the Client has permission from the rightful owner to use each of these elements, and will hold harmless, protect, and defends Developer and its subcontractors from any claim or suit arising from the use of such elements furnished by the Client. 15. Assignment of Project. The Developer reserves the right to assign certain subcontractors to this project to insure the right fit for the job as well as on-time completion. The Developer warrants all work completed 38

11 by subcontractors for this project. When subcontracting is required, the Developer will only use industry recognized professionals. 16. Warranties and Liability. Client agrees that any material submitted for publication will not contain anything leading to an abusive or unethical use of the Web Hosting Service, the Host Server or the Developer. Abusive and unethical materials and uses include, but are not limited to, pornography, obscenity, nudity, violations of privacy, computer viruses, harassment, any illegal activity, spamming, advocacy of an illegal activity, and any infringement of privacy. Client hereby agrees to indemnify and hold harmless the Developer from any claim resulting from the Client's publication of material or use of those materials. Developer does not warrant the functions of the site will meet Client s expectations of site traffic or resulting business or that the operation of the web pages will be uninterrupted and / or error-free. Developer is not to be held responsible for occasional downtime of or web site due to line interruptions and/or other instances beyond Developers control. 17. Indemnification. Client agrees that it shall defend, indemnify, save and hold the Developer harmless from any and all demands, liabilities, losses, costs and claims, including reasonable attorney's fees associated with the Developer's development of the Client's web site. This includes Liabilities asserted against the Developer, its subcontractors, its agents, its clients, servants, officers and employees, that may arise or result from any service provided or performed or agreed to be performed or any product sold by the Client, its agents, employee or assigns. Client also agrees to defend, indemnify and hold harmless the Developer against Liabilities arising out of any injury to person or property caused by any products or services sold or otherwise distributed over the Client's web site. This includes infringing on the proprietary rights of a third party, copyright infringement, and delivering any defective product or misinformation which is detrimental to another person, organization, or business. 18. Rights Upon Termination of Agreement. Developer shall make available to Client all property and materials in Developer's possession or subject to Developer's control that are the property of Client, subject to payment in full of amounts due pursuant to this Agreement. Developer also agrees to provide reasonable cooperation in arranging for the transfer or approval of third party's interest in all contracts, agreements and other arrangements with advertising media, suppliers, talent and others not then utilized, and all rights and claims thereto and therein, following appropriate release from the obligations therein. In the event the Client terminates this contract by registered letter within 30 days, 50% of down payment will be refunded. Work completed shall be billed at the hourly rate and deducted from 50% of the down payment, the balance of which shall be returned to the Client. If, at the time of the request for refund, work has been completed beyond the amount covered by the initial payment, the Client shall be liable to pay for all work completed at the hourly rate. No portion of this initial payment will be refunded unless written application is made within 30 days of signing this contract. Refund request must be submitted by registered letter to The Peter James Studios 314 E. Holly Street Suite 208 Bellingham, WA Laws Affecting Electronic Commerce. From time to time governments enact laws and levy taxes and tariffs affecting Internet electronic commerce. The Client agrees that the Client is solely responsible for complying with such laws, taxes, and tariffs, and will hold harmless, protect, and defend Developer and its subcontractors from any claim, suit, penalty, tax, or tariff arising from the Client s exercise of Internet electronic commerce. 39

12 20. Ownership to Web Pages and Graphics. Copyright to the finished assembled work of web pages and graphics produced by the Developer shall be vested with the Client upon final payment for the project. This ownership is to include, design, photos, graphics, work-up files, text, and any program(s) specifically designed or purchased on behalf of the Client for completion of this project. Rights to photos, graphics, computer programs, source code, are specifically not transferred to the Client, and remain the property of their respective owners. Developer and its subcontractors retain the right to display all website as examples of their work in their respective portfolios. 21. Litigation. Undersigned hereby agree to the terms, conditions and stipulations of this agreement on behalf of his or her organization or business. This Agreement constitutes the entire understanding of both parties. Any changes or modification thereto must be in writing and signed by both parties. 22. Payment of Fees. Fees to Developer are due and payable on the following schedule: 50% upon signing of contract, 50% upon site completion, unless otherwise agreed upon. Site completion is defined as having all design, programming, content management, configuration and site testing completed. Client training can occur before or after site completion. In most cases Developer will move the site to the final domain (go live) at the time of completion. If the client chooses to delay the move to domain for any reason, at the point that all other completion criteria have been met, the project will be considered complete and the final payment will be due. Client will be billed for actual services rendered should the services the client requests during site development exceed this estimate. Any future changes or maintenance to this website will be billed for separately. Developer reserves the right to remove web pages from viewing on the Internet until final payment is made. If a payment delay is anticipated, please contact the Developer immediately for an alternative arrangement. In case collection proves necessary, the Client agrees to pay all fees incurred by that process. This agreement becomes effective only when signed by Developer. Regardless of the place of signing of this agreement, the Client agrees that for purposes of venue, this contract was entered into in Whatcom County, WA, and any dispute will be litigated or arbitrated in Whatcom County, WA 23. Sole Agreement. The agreement contained in this "Web Site Development Contract" constitutes the sole agreement between Developer and the Client regarding this web site. All prices specified will be honored for 30 days after both parties sign this contract. Continued services after that time will require a new agreement. On behalf of the Client (authorized signature): Date On behalf of Developer (authorized signature) Date 40

13 2014 Year End Account Description Total 1001 Operating Cash 549, Emergency Operating Cash 350, Other Cash And Equivalents 28, CRRRF Reserve Fund 1,294, Roads Reserve Fund 674, Non-Strategic Reserve Funds 818, Accounts Receivable 97, Prepaid Expenses 92, Other Current Assets 3, Fixed Assets 7,040,060 10,949, Accounts Payable (243,359) 2500 Deposits Held (48,075) 2550 Prepaid Assessments (56,945) 2650 Other Liabilities (22,666) 3000 Owners Equity - Prior Years (3,899,030) 3005 Operating Reserves - Prior Years (524,623) 3050 Operating Reserves - Current Year 229, Capital Reserves - Prior Years (6,384,693) (10,949,634) Please see handouts for more information. 41

14 Sum of Year End 2014 summary_account summary_description Total 1001 Operating Cash $549, Emergency Operating Cash $350, Other Cash And Equivalents $28, CRRRF Reserve Fund $1,294, Roads Reserve Fund $674, Non-Strategic Reserve Funds $818, Accounts Receivable $97, Prepaid Expenses $92, Other Current Assets $3, Fixed Assets $7,040, Accounts Payable -$243, Deposits Held -$48, Prepaid Assessments -$56, Other Liabilities -$22, Owners Equity - Prior Years -$3,899, Operating Reserves - Prior Years -$524, Operating Reserves - Current Year $229, Capital Reserves - Prior Years -$6,384,693 Grand Total $0 Please see handouts for more information. 42

15 SVCA Finance Basics Cash is Cash Homeowner Associations (HOA s) are basically an all cash business. Sudden Valley Community Association (SVCA) is no different, however, as with many HOA S, we use accrual accounting. This means as soon as dues are invoiced to the membership each quarter, the total amount is booked as revenue. It is important to realize this is not the same as actual cash in the bank. An adjustment is made at the end of each quarter that records the bad debt for dues invoiced but not collected. At that point revenue balances reflect the actual cash collected. Operations and Capital Buckets Each year when our dues are voted on, we designate what percentage of each dollar collected is designated for each account or bucket. Typically, specific amounts are earmarked for Operations and for the two major Capital accounts, Capital Repairs and Replacement Reserve Fund (CRRRF) and Roads Reserve Fund (Roads). The most critical operational process the Accounting Manager is responsible for is to make absolutely certain every dollar collected is put into the correct bucket. Operations vs. Capital Expenditures There are two very different functions for running an HOA. Dues and assessments assigned to the Operations Fund, as well as fees collected for operating activities (golf, pools, etc.) are used exclusively to keep the doors open and daily activities going. Collected dues and assessments earmarked for the Capital Funds are used exclusively for capital expenses and upkeep, as well as acquisitions. These include land, buildings, roads, parks, pools, marinas, etc. These two functions are handled separately. In order to get an accurate accounting of both sides of our business, financial statements for Operations and Capital are published separately. 43

16 A Budget is a Plan Our budgets are created in August for the next year and voted on by the membership in November at the Annual General Meeting (AGM). As with any budget, needs and circumstances change over time. Therefore, the budget becomes our plan and guideline, but needs to be updated regularly to reflect actual spending requirements. The value of the budget is to provide some guidelines and goals, and helps identify trends and area of spending that need to be explored. The annual budgeting process fixes the amount of dues that can be assessed, not the results. 44

17 Call to Order 5:30 PM in the Coffee Barn Roll Call Members: SVCA Communication Committee Minutes Monday, Jan. 12, 2015 Chair: Directors: Members: YMCA liaison: Staff liaison: SVCA Staff: Leslie McRoberts David Narsico, Carol Bauman (Absent) Chris Weitzel, Marlene Harlan, Thom Mayes Courtney Lange Carroll Ballard Sharon Fagan, Mitch Waterman Adoption of Agenda Approved as amended Approval of Minutes - Dec. 8, 2014 Approved as amended Continuing Business: A. Communication tools Discussed adding a Twitter account. B. Views Articles Suggested 1. Security (Leslie) 2. Eagle Scout (Leslie) 3. New Organization (Marlene) C. Upcoming 2015 events discuss responsibilities. a. Meet the Sheriff Date TBD - David, Carol B. b. Firefighters Appreciation Dinner March 28 David, Carol B., Courtney c. Easter Egg Hunt Apr. 5 Jason Manning d. Fishing Derby April 25 - TBD D. Discussion of outreach opportunities Chris mentioned that we should have a presence in the state tourism association as well as the Whatcom Chamber of Commerce. Also post events in the tourism calendar. Chris will also investigate having a summer tourism meeting at the Marina. E. Gate Signs Proposed moving gate signs to mailbox areas. Discussed limiting the length of time sandwich board signs can be put out before an event. Mitch will have Maintenance draw up a proposal for these mailbox signs. February VIEWS Deadline - For all display & classified ads, all articles - Noon, Jan. 24, 2014 Next Meeting Mon. Feb. 9, 2015, 5:30 7:00 PM, Coffee Barn Adjourned at 7:15 PM Submitted by Leslie McRoberts 45