SIERRA COUNTRY CLUB Annual Meeting 2017

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1 SIERRA COUNTRY CLUB Annual Meeting 2017

2 SIERRA BOARD & STAFF Board Members: President Gary McIntyre Vice President Brenda Dewey Architecture Mona Porter Buildings & Grounds Gary Youngs Clubhouse Reservations Lynne Scapple Finance Rich Volk Water Linda Rush Staff: Secretary Wiona Walton Caretaker George Rush

3 AGENDA Welcome and message Gary McIntyre Minutes 2016 Annual Meeting 2016 in Review Gary McIntyre & Brenda Dewey Manager Reports Architecture Mona Porter Buildings and Grounds Gary Youngs Clubhouse Reservations Lynne Scapple Water Linda Rush Financial Rich Volk New Business Questions & Answers / New Business Gary McIntyre Ballot Review Gary McIntyre and Brenda Dewey Election of board members Annual Audit CCR and Bylaws modifications Voting Adjourn

4 2016 Annual Meeting Minutes

5 2016 IN REVIEW Board Priorities: Past due accounts collections CCR enforcement Risk assessment and insurance review Policy review and refinement File review and clean-up Clubhouse renovation Water Quality

6 Past Due Collections

7 CCR Enforcement 35 Issues Addressed

8 With Thanks.

9 Calling Tree Carole Dawes Rosie Denson Donna Engel Wendy Geyer Frances Hand Sue Haworth Patty Hopkins Janice Kimes Margery Maconachy Brynn McIntyre Lynne Scapple Betsy Volk Linda White Phyllis Cagala Tina Goodman Martha Hollis Diane McClaine Deborah Ove Anita Rich Connie Stride Mary Vaughan

10 Welcoming Committee Fran Hand Lynne Scapple Connie Stride Linda White 19 visits in 2016

11 Clubhouse Clean-up Day Carol Dawes Marilyn & Michael Dessert Deborah & Wayne Ove Linda Youngs Painting Chuck Parsons Diane & John McClaine Brynn & Gary McIntyre Mona Porter & grandson Keir Medin Gary Youngs Brenda & Michael Dewey

12 Pot Luck Hosts Carol Dawes and John Voet Rosie Denson and Susan Kohl Loran and Sue Haworth Gary and Brynn McIntyre Julie and Joe Mottern George and Linda Rush Jim and Lynne Scapple Tom and Wiona Walton

13 Sierra Communications and Database Support Pete White Libbey Beach Access Project Loran Haworth

14 ARCHITECTURE By Mona Porter

15 2016 Architecture Requests Total of 18 Requests Note: Outbuildings included sheds, greenhouses, carports

16 2018 Water Connections/Builds Five water connections subject to county approval 19 owners submitted interest Top 5 ranked lot ownership ranged from Next steps: Construction to be completed by Dec 31, 2018

17 Other Architecture Highlights Builds on San Juan and El Prado are complete Project Completion Agreement form created Architecture Control Policies have been reviewed and updated The WAF process has been reviewed and updated WAF timeline documented Many thanks to Pete White, Architecture Committee member for his help and support.

18 BUILDINGS & GROUNDS by Gary Youngs

19 Clubhouse Improvements Exterior Painted Window Shades Flooring Base Molding Banquet Chairs Mobile Partitions TV and Cart Tables Repainted

20 Clubhouse Improvements (continued) New Storeroom Automated External Defibrillator (AED)

21 Pool Improvements / Repairs Pump Replaced New Solar Cover

22 Grounds Update Two Sheds Painted Playground Equipment Refurbished Riding Mower donated by the Scapples New Shed Water Leak Repaired

23 Planning for 2017 and Beyond Projects being considered: Wheelchair accessible restroom Weatherproof roof shingles Replace pool room hot water heater Replace furnace Replace exterior doors Security system Continue efforts to engage our community in maintaining the livability of Sierra through community clean-up days. Your comments and suggestions are welcomed!

24 CLUBHOUSE RESERVATIONS by Lynne Scapple

25 Clubhouse Reservations Income Total Income Earned: $3,420 Monthly Income Earned $260 $160 $200 $160 $300 $360 $460 $500 $220 $220 $360 $220

26 New Clubhouse Policy & Procedures Changes based on: Review of homeowner association best practices Insurance and risk assessment Legal review Members who reserve the clubhouse are responsible for: Damage to the clubhouse property and grounds Members or guests personal property Their own actions and the actions of their guests Any incident or injury to anyone present at the event Carrying at least $300,000 in liability insurance coverage Clubhouse rules and clean-up checklist were also updated Effective February 1, 2017

27 WATER by Linda Rush

28 Sierra Water Statistics ,700 8,701-18,700 18,701+ Gallons Gallons Gallons Average Customers (2015/2016) 151/152 54/55 6/ Avg Usage 4,478 gal/qtr. 11,463 gal/qtr. 25,360 gal/qtr Avg Usage 4,787 gal/qtr. 11,428 gal/qtr. 23,469 gal/qtr. Total Gallons ,718,245 2,535, ,402 5,937,765 Total Gallons ,895,543 2,485, ,380 5,887,693 Usage Change (177,298) 49, ,022 50,072 % Increase/ (Decrease) (1%) 2% 35% 1%

29 2017 Water Billing Changes Effective January 1, 2017

30 Ongoing Progress on Water Quality Clean the basin every 6 months Monitor the chlorine levels Flush the pipes twice a year NEW in 2016: Running a pump almost 24 hours Adding a fan to the reservoir

31 2016/2017 Water Projects Impeller Replacement

32 2016/2017 Water Projects New Distribution Pipe from Manifold

33 2016/2017 Water Projects Hydrant upgrades as part of SCC s work with the Fire Department New water source update

34 Aquifers in Sierra Vicinity

35 Potential well sites

36 Water Leaks

37 FINANCE

38 Membership Dues Per Lot 2016 $ $ % increase $ ($1.58 per month) Note: Detailed Financials located at end of handouts

39 2016 Combined Income Statement Budget Actuals Revenue $ 285,520 $ 323,047 Expense $ 248,351 $ 218,603 Subtotal $ 37,169 $ 104,444 Project Funding Reserves $ 36,960 $ 104,444 Net Income $ 209 $ 0

40 2016 Income Statement HOA Operations Budget Actuals Revenue $ 117,170 $ 148,042 Expense $ 111,401 $ 116,688 Subtotal $ 5,769 $ 31,354 Project Funding Reserves $ 6,900 $ 31,354 Net Income $ (1,131) $ 0

41 2016 Income Statement Infrastructure Budget Actuals Revenue $ 20,000 $ 20,120 Expense $ 18,400 $ 5,667 Subtotal $ 1,600 $ 14,453 Project Funding Reserves $ 0 $ 14,453 Net Income $ 1,600 $ 0

42 2016 Income Statement Water Operations Budget Actuals Revenue $ 148,350 $ 154,885 Expense $ 118,550 $ 96,248 Subtotal $ 29,800 $ 58,637 Project Funding Reserves $ 30,060 $ 58,637 Net Income $ (260) $ 0

43 Cash Reserves Year End Checking $ 25,489 $ 12,586 Savings $ 664,608 $ 781,512 Total $ 690,097 $ 794,098 $104,001 Added to Cash Reserves

44 2017 Budget HOA Ops Water Infrastr Total Revenue $ 133,466 $157,634 $ 84,000 $ 375,100 Operating Expense $ 89,970 $ 93,008 $ 36,300 $ 219,278 Admin Expense $ 44,885 $ 0 $ 0 $ 44,885 Total Expense $134,855 $ 93,008 $ 36,300 $ 264,163 To/(From) Reserves $ (1,389) $ 64,626 $ 47,700 $ 110,937

45 Project Costs WATER New water source research $30,000 New water source (2020) $300,000 est. Hydrant upgrades $20,000 Filter media replacement $15,000 Water quality evaluation $ 8,000 BUILDINGS & GROUNDS Clubhouse improvements $50,000 Estimated Costs of Future Projects $423,000

46 Reserve Account - Study RCW (4) As part of the summary of the budget provided to all owners, the board of directors shall disclose to the owners: (d) If reserve account balances are not projected to be sufficient, what additional assessments may be necessary to ensure that sufficient reserve account funds will be available each year during the next thirty years, the approximate dates assessments may be due, and the amount of the assessments per owner per month or year.

47 30-Year Reserve Requirements Reserves Analysis as of December 2016: Buildings & Grounds $162,000 Sufficient Reserves Water $457,000 Shortfall Est ~$500,000 Infrastructure $175,000 Shortfall ~$1,500,000 Assessment: $200/year/lot over 20 years Project could be phased in over time Assumes bank loan 3.5% over 20 years Timeframe dependent on Infrastructure conditions

48 QUESTIONS & ANSWERS and NEW BUSINESS With Gary McIntyre

49 BALLOT REVIEW With Gary McIntyre & Brenda Dewey

50 Ballot Item #1: Board of Directors Election The following nominees shall be elected to fill two (2) vacancies on the Sierra Country Club Board of Directors (please vote for 2): Brenda Dewey Mona Porter

51 Ballot Item #2: Waive Annual Audit Revised Code of Washington, RCW associations with annual assessments of fifty thousand dollars or more shall be audited at least annually by an independent certified public accountant, but the audit may be waived if sixty-seven percent of the votes cast by owners at a meeting of the association vote each year to waive the audit. Safeguards in place Two signatures required on all checks. Transaction detail, Balance sheet, and P&L are reviewed monthly by the Board of Directors. Cost of audit $4,500

52 Ballot Item #3: Amend Covenants & Restrictions Article V, Section 4-Enforcement Current covenants and restrictions (CCRs) do not allow for recouping certain types of expenses related to enforcing CCRs unless litigation has taken place. Examples: Legal fees, reports, filing fees, collections, expert consultations, etc. Change will allow us to be reimbursed for such expenses when enforcing CCR violations.

53 Ballot Item #4: Amend Covenants & Restrictions Article IV-Definitions The term association in the covenants is not defined in the current version. Proposal is to add the following as definition #4: Association shall refer to the Sierra Country Club.

54 Ballot Item #5 Amend Bylaws Article III, Section 1-Meetings The bylaw currently states annual meetings are held in October (or as otherwise scheduled). Meetings have been held in January for over 10 years Propose to change October to January to reflect that our annual meetings are typically held in January.

55 TIME TO VOTE

56 VOTING RESULTS

57 Hope to see you at our monthly Potlucks! Sign up to host it s fun! ADJOURN Next annual meeting January 27, 2018

SIERRA COUNTRY CLUB Annual Meeting 2019

SIERRA COUNTRY CLUB Annual Meeting 2019 SIERRA BOARD & STAFF Board Members: President Brenda Dewey Vice President Kristi Lovelady Buildings & Grounds Linda Rush Finance Rich Volk Water Glen Kitzmann Architecture