|
|
|
|
Minutes for 2007 Board of Directors Meetings
February 14, 2007 Executive Session
June 1, 2007 SRA Meeting with Drayton Cove Lot 11 - 21 Owners
July 25, 2007 Ad Hoc Committee Meeting - Lincoln Road
August 2, 2007 Ad Hoc Committee Meeting - Drayton Cove Recreational Easement
November 3, 2007 Annual Meeting
December 11, 2007
CALL TO ORDER: Vice President Claude Oliver called the meeting to order at 3:00 pm.
CONFIRMATION OF QUORUM: Eight of nine members were present, therefore a quorum was established. Those present:, Claude Oliver, Bob Williams, Bob Franco, Diane Brydon, Lu Ann Kobus, Pat Corcoran, Jon Syre and Deborah Woodruff. Debbie Smith, Administrative Director. Unable to attend: Brett Eaton.
GUESTS: Newly appointed 2008-2009 Board members: Paul Barlock, Bill Bradfield, Carol Selby and Doug Todoroff.
APPROVAL OF NOVEMBER 27, 2007 BOARD MEETING MINUTES: The minutes were approved as distributed.
In an effort to post the meeting minutes sooner on the SRA website, the following will take place: A first draft of the minutes will be emailed to each member requesting additions or corrections with a 48 hour response time. A second draft will then be sent that has incorporated any additions or corrections, asking for approval of the minutes (no further discussion will take place) with a response time of 48 hours. Debbie will send the minutes via priority email with a return receipt. The goal is to post the approved minutes on the website within one week of the meeting.
ADMINISTRATIVE DIRECTORS’ REPORT: Debbie reviewed the November financial statements; Balance Sheet; Profit & Loss Budget vs. Actual, and the Accounts Receivable Aging Summary. As of 12-11-07 the A/R balance is approximately $18,000 (of which $13,000 are in fines). After completing the review, the financials were accepted as presented.
Debbie then read the following:
Resolution of the Semiahmoo Resort Association, Inc. Re: Excess income applied to following year assessments WHEREAS the Semiahmoo Resort Association is a Washington corporation duly organized and existing under the laws of the State of Washington; and, WHEREAS, the members desire that the corporation shall act in full accordance with the rulings and regulations of the Internal Revenue Service; NOW, THEREFORE, the members hereby adopt the following resolution by and on the behalf of the Semiahmoo Resort Association: RESOLVED, that any excess of membership income over membership expenses, for the year ended December 31, 2007 as defined in IRC Section 277, shall be applied against the subsequent tax years member assessments, as provided by IRS Revenue Ruling 70-604. This resolution is adopted and made a part of the minutes of the meeting of _______________________________. By: _____________________________________ President Attested: _____________________________________ Vice President
It was moved and seconded to accept the resolution as read. Claude asked for all those in favor. Carried unanimously. Bob and Claude then signed the resolution.
OLD BUSINESS: a) Drayton Cove Recreational Easement (DCRE) trail – Land slide reported on 3/12/07 – Ownership of the Old Drayton Harbor Road: Jon said that he will meet with Terry Galvin, Community Development Director for the City of Blaine to discuss trail issues on December 18 (in his capacity as CEO of Trillium Corporation; SRA Declarant and an SRA Board member). The goal is for the SRA to assume “light maintenance” responsibilities such as clearing the surface of the trail and for the City to assume the “heavy lifting” such as clearing land slides. The issue of liability will also be discussed. Jon is hopeful that he will have some type of “action plan” for the Board’s review during the January meeting. He also said if there was anything he could email to the Board for their review prior to the January meeting he would do so via Debbie.
He went on to say that Mr. Galvin said that the City has been assigned funds for trails and that this is a good time to be discussing the trails at Semiahmoo. It was determined that Jon will be the “agent” for the SRA so that things will get accomplished. If details are more complicated the SRA Board will be actively involved. Pat asked Jon if the current clean up needs will be addressed and Jon replied “yes” so that the trail can be reopened for public and community use, but safety is the main concern. It was mentioned that Geoff Menzies, the local oyster farmer is concerned about water quality in Drayton Harbor and he should be involved during deliberations as silt from Drayton Harbor Road is of concern to him. Claude thanked Jon for his help on this complicated matter. More to follow in January.
Claude said that the Board may want to consider inviting key City of Blaine officials to a future meeting to help the SRA better understand how the City functions.
b) Funding Request from the City of Blaine for Stormwater Improvements to the Drayton Cove Pond – SRA’s Request to Trillium Corporation to Help With Funding: Jon said that he consulted with David Evans & Associates (the engineering firm that Trillium Corporation works with) and asked for their opinion on the City’s proposal to channel water to, and outfall from the Drayton Cove pond. Trillium Corporation thinks that the City has come up with a reasonable plan, but they will continue to review the plans to see if there may be better ways for upgrading the pond.
In regard to Trillium Corporation making a contribution for the upgrade costs, Jon is looking at Zone 3 (Burnside Village) and how the storm water upgrades will accommodate this new development by adding more water into the system. The Reichhardt and Ebe Engineering plan may need to be “tweaked” to accommodate Zone 3 storm water. Even if Trillium Corporation doesn’t use this system for Zone 3 storm water, it is a solid plan. If Trillium Corporation can use this plan, it may make it easier for them to help with SRA’s funding request. He said potentially this looks positive, but he will continue to study the matter and present new information to the SRA Board.
Jon went on to say that the City does not have a mechanism to go onto private property for storm water maintenance/upgrades and this is somewhat of a “grey” area.
One of the main questions is how was the $65,000 request determined, and the hope is that Steve Banham, City of Blaine Public Works Director will be able to answer this question in January (via the invitation in Debbie’s November 30 letter to Mr. Banham to attend this meeting).
c) Munk – St. Andrews Green II, lot 42 – Noncompliance Issues: Debbie will be sending Mr. Munk a second written notice notifying him of a hearing to be held in Executive Session regarding the non-compliance for exceeding the deadline for the completion of exterior construction and landscaping. She will also revisit lien issues on this property.
d) Follow up items from the 11/3/07 Annual General Meeting (AGM): 1. Mueller – SAGIVC, lot 18 – E-mail dated 11/1/07; suggestions for speeding problems. Claude reviewed Chief Haslip’s email dated 12/7/07 regarding his meeting with a resident on Wood Duck Way about speeding. He referenced the following sentence “Ultimately, if our enforcement efforts are not improving the situation, it may be because the problem is not amenable to a law enforcement solution.” Thus, how does SRA deal with the speeding problem? Claude then reviewed “raw data” provided by Chief Haslip outlining statistics obtained by the City of Blaine Public Works Department taken in June on Canvasback Road and Wood Duck Way. The data does indicate that speeding is taking place, primarily on Wood Duck Way.
The topic of speed bumps was discussed, and once again it was determined that after research, that those communities or cities who have installed speed bumps have removed them shortly after installation. The issue of liability in the event someone “bottoms out” was referenced. This could be costly to the association.
After further discussion, a motion was made and seconded to install two stop signs at the intersection of Wood Duck Way and Bufflehead (one in each direction) to see if this helps slow traffic on this stretch of the road. Motion carried unanimously.
Removal of undesirable neighbors. Claude said that he and Bob Williams will meet with Mrs. Mueller (Debbie will attend as note taker) once the SRA receives the requested information from Mrs. Mueller to provide a copy of the documents from her former condominium association in Seattle that relates to this issue.
2. Hoskins – SAGIVC, lot 29 – Email dated 11/4/07 - follow up comments from the 11/3/07 Annual meeting. Claude and LuAnn will meet with Mr. Hoskins (Debbie will attend as note taker) on December 27 to review his concerns.
3. Prestwick Village Paving. Claude said that Carol and Debbie have discussed options on how the funding for this project will be reclassified on the Balance Sheet. Claude said that after talking with Jon, Wilder Construction is anticipating an 8% increase per year for paving costs. Currently the SRA is collecting approximately 5% on Certificate of Deposits. The Board felt that these percentages were reasonable as it relates to deferring the paving until such time that it seems reasonable to spend the funds. The thought is to “piggy-back” with another paving project; possibly projects such as Carnoustie, Sea Grass Cottages Phase II or the City of Blaine. The concern is that with the $65,000 funding request from the City and the $35,000 for paving this equates to a “big hit” for the SRA in one year. Another thought is to possibly reallocate funds from the Restricted Reserve for the $65,000 expenditure so as not to deplete the undesignated operating fund. This would require a vote during the next annual meeting. Decisions will be made after more information is obtained.
NEW BUSINESS: a) Appoint New Architectural Standards Committee (ASC) Member (Marilyn Mulhern will complete her term on 12/31/07): A motion was made and seconded to appoint Susan Wilson to a two year term (1/1/08 to 12/31/09) on the ASC. Motion carried unanimously.
b) Election of 2008 Officers: The following nominations were made and approved: President – Claude Oliver; Vice President – Bill Bradfield; and Secretary/Treasurer – Carol Selby.
Claude said the following Board members have agreed to chair Ad Hoc Committee’s in 2008: Bill Bradfield – SRA Future Facility; and Doug Todoroff – Declarant Transition in 2009. Claude said that Jon has begun his part as Declarant for the transition by reviewing the CC&Rs and pertinent information in relation to turning over the association to the membership. The Board was supportive of the committee chairs inviting other board members and members of the community to serve on their committee.
Paul Barlock agreed to serve as the liaison between the SRA and the City of Blaine. Paul, Claude and Debbie will make a courtesy call to City officials the first of next year in an effort to “open the door” on communications between the City and the SRA.
Deborah Woodruff has agreed to continue to serve on the Neighborhood Maintenance committee.
c) ASC memo dated 12/4/07: Requesting Review and Acceptance of Revisions to Landscape Guidelines: Jon, in his capacity as an ASC member thoroughly reviewed the memo from the ASC as to why the revisions were proposed. The goal is to make the guidelines more “user friendly” and consistent. After Jon’s explanation on the revisions a motion was made and seconded to approve the revisions. Carried unanimously.
d) Guidelines for Guests Attending Board Meetings: A draft was circulated to the Board for their review, and two sections were modified (in bolded italic):
With these revisions, the guidelines will be finalized and posted on the SRA website.
Questions and Comments: Bob Williams and Claude thanked each departing Board member for their time and effort during the past two years. They then thanked the incoming Board members for volunteering, and said they look forward to working with them next year. Bob Williams was thanked for doing such a great job as president in 2007!
ADJOURN: The meeting adjourned at 4:30 p.m. The next meeting will be held on Tuesday January 22, 2008 in the Palmer Room at the Semiahmoo Golf & Country Club.
November 27, 2007
CALL TO ORDER: Vice President Claude Oliver called the meeting to order at 3:00 pm.
CONFIRMATION OF QUORUM: Eight of nine members were present, therefore a quorum was established. Those present:, Claude Oliver, Bob Franco, Diane Brydon, Lu Ann Kobus, Pat Corcoran, Jon Syre, Deborah Woodruff and Brett Eaton. Debbie Smith, Administrative Director. Unable to attend: Bob Williams.
GUESTS: Paul Barlock, Bill Bradfield, Joan Mueller and Carol Selby.
APPROVAL OF OCTOBER 23, 2007 BOARD MEETING MINUTES: The minutes were approved as distributed.
ADMINISTRATIVE DIRECTORS’ REPORT: Debbie reviewed the October financial statements; Balance Sheet; Profit & Loss Budget vs. Actual, and the Accounts Receivable Aging Summary. As of 11-27-07 the A/R balance is approximately $18,000 (of which $13,000 are in fines). After completing the review, the financials were accepted as presented.
A confidential letter dated November 16, 2007 from Phil Serka was reviewed regarding Section 10.06 (c) of the Covenants, Conditions and Restrictions (CC&Rs). It was determined the SRA does have remedies available via Section 11.02 of the CC&Rs for noncompliance issues relating to new home construction ensuring the completion of the exterior and landscaping.
A residents’ email dated November 16, 2007 regarding construction at the Carnoustie site was noted. Debbie will respond to the resident that advance notice was given in regard to the closure of St. Andrews Green Gate 2 so that the water main could be connected to the site. Also, that Trillium Corporation is trying to construct Carnoustie in the least obtrusive manner; and that the SRA will continue to work closely with Trillium Corporation during the construction process.
The second draft of the 2008 Board meeting calendar was reviewed and accepted.
The 2008-2009 Board member list was reviewed and Debbie asked that if any member noted incorrect information to notify her so she can make the appropriate corrections.
Board members initialed annual meeting proxies that were assigned to them for voting. During the annual meeting it was unclear to members that the voting items had passed via returned proxies. It was mentioned that the proxy form clearly outlines voting procedures.
OLD BUSINESS: a) Drayton Cove Recreational Easement (DCRE) trail – Land slide reported on 3/12/07 – Ownership of the Old Drayton Harbor Road: Claude gave a brief overview of the issues relating to this topic. Jon said that he is in the process of talking with Terry Galvin, Community Development Director for the City of Blaine as it relates to the public park/trail system on the Spit. Once those details have been worked out, the DCRE trail will be addressed. Jon said that unfortunately this is a slow process, but he would like to have it resolved soon. Claude mentioned that he tried to reach Terry Johnston, who is on the Blaine Parks committee to talk about Blaine parks, but found that he is currently out of town. Claude reminded the Board that the DCRE is currently closed. Jon hopes to have an update by the next meeting.
b) Lincoln Road and Drayton Harbor Road –Improvements/Repairs Approved by the Whatcom County Council: Repairs are underway on Drayton Harbor Road, and hopefully the road will reopen in the spring/summer of 2008! It is anticipated that the improvements to Lincoln Road (from Shintaffer to Harborview) will be completed in 2009/2010.
c) Funding Request from the City of Blaine for Stormwater Improvements to the Drayton Cove Pond – SRA’s Request to Trillium Corporation to Help With Funding: Claude said that he thoroughly reviewed the file on this topic and it appears there is a “resigned acceptance” by the SRA on the City of Blaine’s request for funding. In regard to the funding request, he said he could not find anything in writing, only a verbal agreement. He asked Jon if there is another way to divert the water, rather than having it go to the Drayton Cove pond. Jon replied that Trillium Corporation will possibly be looking at options as it relates to the development of Drayton Hillside Phase III. Claude suggested that the Board invite Steve Banham, Public Works Director for the City of Blaine to attend an upcoming meeting to discuss the following questions: · What are the implications of the problem? · What if the pond is not fixed – what are the long/short term implications? · Are there alternative solutions? · How is the project being funded – today’s dollars versus the cost if delays occur? · Have future developments been considered? · Maintenance issues? · Scheduling
Debbie will draft a letter to Mr. Banham for Claude’s review prior to sending. Jon said that after these questions have been answered, Trillium Corporation will have a better understanding as it relates to the SRA’s request for assistance with funding this project.
d) Solicitation: Mr. Serka’s confidential letter dated November 19, 2007 was reviewed. It is clear to the Board that solicitation is an “all or nothing” issue. After discussion, a motion was made and seconded to deny solicitation within the gates at Semiahmoo,
with the explanation of the decision because of the “all or nothing” determination, and present it to the community in the next edition of the Community Courier newsletter [the Community Rules will also need to be updated]. Motion carried unanimously.
e) Munk – St. Andrews Green II, lot 42 – Noncompliance Issues: Debbie circulated a copy of Mr. Munk’s November 26, 2007 email in response to her letter dated November 21, 2007 for the Boards review. After review, it was determined that a second written notice will be sent to Mr. Munk notifying him of a hearing to be held in Executive Session regarding the non-compliance for exceeding the deadline for the completion of exterior construction and landscaping. Debbie will revisit lien issues on this property.
NEW BUSINESS: a) Follow up items from the 11/3/07 Annual General Meeting (AGM): 1. Policy for Renters receiving CC&Rs and Community Rules from property owner. The following wording was accepted: “If you choose to rent or lease your home, the SRA requires that you provide evidence that you have given your tenant a copy of the CC&Rs and Community Rules. Contact the Administrative Director in the SRA office to certify that you have completed this obligation. Additional copies of the documents are available if needed.” This wording will be added to the Community Rules and distributed to the membership with the next major mailing, and will also be published in the next edition of the Community Courier newsletter.
2. Mueller – SAGIVC, lot 18 – E-mail dated 11/1/07; suggestions for speeding problems. Mrs. Mueller reviewed the three suggestions in her email: to make major roads “one way”; to narrow the major roads in strategic locations to one lane only; and create drive-around circles at strategic locations. After listening to Mrs. Mueller’s suggestions, it was determined that Debbie will check last years notes as it relates to the study that was done by Richard Arnold on “traffic calming”. The Board needs more information before they can consider any of these suggestions.
Removal of undesirable neighbors. Mrs. Mueller referenced the bylaws and covenants and said that provisions are made in these documents to ensure that rules are followed. She thinks that there should be rules for the removal of undesirable neighbors for the good of the community. When owners and renters do not follow rules there can be possible danger or injury to neighbors. After listening to Mrs. Mueller’s comments, it was decided that additional information is needed, and Mrs. Mueller was asked if she could provide a copy of the documents from her former condominium association in Seattle that relates to this issue. Claude also suggested that he and another Board member could meet with her to discuss this matter. Tabled.
3. Semiahmoo Golf & Country Club Social Memberships. Brett supplied the Board with a copy of the “2008 Social Membership Benefits” flyer. The cost for a social membership is $500. Currently there are 56 social memberships, and most clubs have 300. Claude asked Brett if he thinks these memberships will “over load” the club, and Brett replied he did not think so. Currently there are 575 golf memberships, and the maximum is 650 (there are currently 57 “pay-back” memberships).
In regard to the pool at the Club, it is open May through September, seven days per week from 11:00 am to 7:00 pm. The pool is cleaned daily from 10:00 am to 11:00 am. Average daily use is 20 people.
Claude asked Brett if there is currently a policy for use of the Palmer Room. Brett replied that this is somewhat of a “grey” area. Club members can utilize the room at no cost. Non members can book the room for $100 (which would include food and beverage charges). He said that Loomis Trail is an alternate meeting location, at no charge, but people don’t seem to want to drive to this location.
4. Burnside Village. Jon said that Trillium Corporation’s goal was to have the design plan for this project to the City of Blaine by the end of 2007, but this most likely will not happen until February 2008. Jon said that he will bring the plan to the SRA at the same time it goes to the City. Trillium Corporation will also share the plans with the ASC as a “courtesy review”. He went on to say that this site is the only “mixed use” site at Semiahmoo. Currently the plan includes: multi-family housing; extra parking for the Spit; a “commercial node”; a park; and possibly a dog park; and storage units are still be considered (that are aesthetically pleasing). Jon hopes to have more information by the January 2008 Board meeting. Questions were posed as to whether there has been any thought of having space for a medical facility and a location for a satellite police station. Jon said he will build rental spaces and they will be available for rent to those who are interested. Jon excused himself from the meeting at this point to attend another meeting in Bellingham.
5. Prestwick Village Paving. Claude asked LuAnn and Bill, as Prestwick Village residents if there is a sense of urgency for paving repairs? With the $65,000 funding request from the City, and the $35,000 for road repairs, this equates to a large expenditure for the SRA in one year. The response was that the repairs could probably wait, and if they were to be delayed, would it be reasonable to place the funds in an escrow account of some type? It was said that the Prestwick Village Homeowners Association annual meeting will be held in February 2008, and this could possibly be a topic at the meeting. Claude asked if deterioration is noticed to inform the SRA office. Debbie was asked to check and see if the repairs are delayed, would there be a significant increase in cost.
6. Hoskins – SAGIVC, lot 29 – Email dated 11/4/07 - follow up comments from the 11/3/07 Annual meeting. Claude reviewed the major issues in Mr. Hoskins email.
After discussion, it was determined that Claude and LuAnn or Diane will schedule a time to meet with Mr. Hoskins to review his concerns in person.
Additional ideas were discussed as it relates to monthly Board meetings and the next Annual General Meeting (AGM):
b) Approval of the November 3, 2007 Annual Meeting Minutes: It was moved and seconded to accept the minutes as presented. Motion carried unanimously.
c) St. Andrews Green I Residents – letter dated 11/4/07 – “Once per Year Only Event – Semiahmoo Residents Community Garage Sale”: In regard to the determination that solicitation will not be allowed behind the gates at Semiahmoo, the decision was four to one to not allow holding a once per year garage sale. Debbie will respond to the residents who proposed this idea and suggest that an off-site location be considered for the sale.
Questions and Comments: Claude asked the members to make a list of the things they think need to be addressed in 2008; such as how can SRA function better and better serve the community. He asked that ideas be emailed to Debbie.
ADJOURN: The meeting adjourned at 5:22 p.m. The next meeting will be held on Tuesday December 11, 2007 in the Palmer Room at the Semiahmoo Golf & Country Club.
October 23, 2007
CALL TO ORDER: President Bob Williams called the meeting to order at 3:05 pm.
CONFIRMATION OF QUORUM: Six of nine members were present, therefore a quorum was established. Those present: Bob Williams, Claude Oliver, Bob Franco, Diane Brydon, Lu Ann Kobus and Pat Corcoran. Debbie Smith, Administrative Director. Unable to attend: Jon Syre, Deborah Woodruff and Brett Eaton.
GUESTS: Bill Bradfield and Doug Todoroff.
APPROVAL OF SEPTEMBER 25, 2007 BOARD MEETING MINUTES: The minutes were approved as distributed.
ADMINISTRATIVE DIRECTORS’ REPORT: Debbie reviewed the September financial statements; Balance Sheet; Profit & Loss Budget vs. Actual, and the Accounts Receivable Aging Summary. As of 10-23-07 the A/R balance is approximately $20,000 (of which $13,000 are in fines). After completing the review, the financials were accepted as presented.
Debbie relayed to the Board her appreciation to Paul Atchison for providing his expertise in purchasing and setting up the new SRA computer. The final cost was approximately $1,750, which equated to a $750 cost savings!
The comparison summary for Semiahmoo Master Plan Zones with actual neighborhood densities prepared by Lyn James, ASC Administrator dated October 18 was reviewed. It was determined this information will be reviewed with Jon Syre, and shared during the upcoming annual meeting, and will also be available to Semiahmoo owners. LuAnn mentioned that the Prestwick Village Association has heard from Homestead NW that they plan to modify the Prestwick Woods plan and decrease the density to 20 units. Debbie said that to date, the Architectural Standards Committee (ASC) has not received any new information.
Vandalism to the Drayton Hillside I gate (gate 1) has occurred over the past few weeks. These incidents have been reported to the Blaine Police Department, and they have agreed to patrol this area at night, when at Semiahmoo. Debbie showed the Board a decal sticker that is used when video camera surveillance equipment is installed (there currently are no cameras at Semiahmoo), and was wondering if the sticker could be placed at the gate as a deterrent. It was determined that the sticker will not be used, and to continue to monitor the area in hope that the person causing the problem will stop.
OLD BUSINESS: a) Drayton Cove Recreational Easement (DCRE) trail – Land slide reported on 3/12/07 – Ownership of the Old Drayton Harbor Road: Bob said he spoke to Jon Syre in regard to the question: “who does the old Drayton Harbor Road belong to?”, as the SRA needs something in writing that is legal and binds the responsibility of the trail. Jon told Bob that he is working with Trillium Corporation’s attorney on this matter, and does not have a definite answer as yet. The DCRE trail along with other trails (outside the gates) at Semiahmoo still needs to be clearly defined. Once information is available, Trillium and SRA will work together and then go to the City of Blaine. The thinking of the SRA Board is for the City of Blaine to make the trail(s) part of their parks system (as part of the “necklace” public trail system) and the SRA could “help” with maintenance. Bob said he will be talking with Ad Hoc Committee member Brad O’Neill about laws that require proper slope drainage and maintenance of such drainage system.
b) Lincoln Road and Drayton Harbor Road – Whatcom County Council 2008 Annual Road Construction Program: Pat said that he and Bill Bradfield (and Debbie) attended the October 9 Whatcom County Council (WCC) subcommittee meeting regarding the 2008 annual road construction program. During the meeting, the WCC subcommittee determined that in regard to improvements to Lincoln Road from Shintaffer Road to Harborview Road, they will recommend “Alternate A”; to the entire Council. The next step is for the WCC to approve the 2008 road construction program. Debbie was asked to keep apprised on the status of the approval process for the 2008 road program, and agreed to do so. Another idea as a way to receive updates would be to schedule a meeting with Gary Goodall, the lead engineer for Whatcom County on this project.
There is no new information as to whether Pat and Len Helton will appeal Whatcom County’s decision to deny their first appeal to Superior Court regarding repairs to Drayton Harbor Road (the repairs are still listed on Whatcom County’s 2008 road construction program).
c) Funding Request from the City of Blaine for Stormwater Improvements to the Drayton Cove Pond – SRA’s Request to Trillium Corporation to Help With Funding: Bob said he spoke to Jon Syre regarding the question: “Is there any way that Trillium Corporation can help the SRA with the $65,000 funding request from the City of Blaine for stormwater improvements to the Drayton Cove pond.” Jon told Bob that he is looking into the request. He (Jon) and or Trillium’s engineer will also talk with the City of Blaine engineer to see why the pond needs a new pipe, since it has not failed in the past. Tabled until next month.
d) No Soliciting Policy: Bob began by thanking Bob Franco (and his wife Lois) and Pat for their first draft of the no soliciting guidelines. The draft will be part of the policy once a final determination is made. A lengthy discussion took place, and Debbie was directed to contact Phil Serka and ask him to define if SRA can allow different types of soliciting such as commercial versus donations; can you differentiate? She will also provide a copy of Bob, Lois and Pat’s first draft for soliciting for Mr. Serka’s review. Once these questions are answered, the Board may send out a ballot to the membership for a vote, as they realize the matter of no soliciting is a major issue and the Board is cognizant that opinions vary considerably in the community as to whether knocking at doors or placing any type of materials at/in door knobs or paper boxes is acceptable.
An email dated October 12 from Dana Cohenour Royal Troon, lot 38 was reviewed regarding her request to allow children in the community to “Dance for Donations” to collect food for the local food bank. It was determined that since the topic of soliciting has not been clearly defined the Board must deny her request to solicit for food donations at this time. In regard to placing signs on the gates to announce the annual Halloween party and trick-or-treating, the Board did agree to allow trick-or-treat signs as they have done in the past.
Trevor Hoskin’s email dated October 17 was noted. Debbie will follow up with Mr. Hoskin’s to let him know that the Board is working on the overall topic of soliciting and that she will keep him apprised.
Debbie was asked to direct the maintenance staff to pull political signs on vacant lots, and agreed to do so. It should be noted that political signs are allowed in accordance with current guidelines and rules.
Bob asked if there was any other old business and there was none.
NEW BUSINESS: a) Munk – St. Andrews Green II, lot 42 – letter dated 10/9/07 and ASC memo dated 10/16/07: Mr. Munk’s attorneys request to release funds from the security deposit to pay for completion of punch list items was reviewed. It was determined that the Board concurs with the Architectural Standards Committee (ASC) on retaining the forfeited escrow funds for this property.
The ASC memo dated October 16 was reviewed and it was determined that Mr. Munk will be notified that he is still in non-compliance for exceeding the deadline for the completion of exterior construction and landscaping.
b) Annual Meeting Topics: Bob asked each Board member to contact him or Debbie by next Tuesday with any questions they think may arise (that have not currently come up) during the Annual meeting.
The following topics were discussed:
c) Bell - Prestwick Village, lot 12 letter, dated 10/21/07 to the City of Blaine: Mr. Bell’s letter was noted, and the Board agrees with his findings regarding speeding on Semiahmoo Parkway. It was said that Mr. Bell directed his letter to the proper authority (City of Blaine). A follow up letter will be sent to Mr. Bell saying the Board is glad he has sent this letter to the City, and the SRA is hopeful that there will be a positive outcome (reduction in speeding).
d) Donovan – St. Andrews Green II, lot 1, email dated October 18 – Dog Stations: After reviewing Ms. Donovan’s email, the Board determined that the SRA will not provide “dog stations”, as they think that even if bags are provided, there will still be bags dumped on vacant lots.
Bob asked if there was any other new business, and there was none.
Questions and Comments: Bob said he spoke to Jon Syre, and Jon agreed to talk to Fred Bovenkamp regarding the fact that there is not a “stop sign” at Horizons where it meets Semiahmoo Parkway.
Bob Franco said that a new dog park is now open in Blaine (Skallman Park on Yew Avenue).
ADJOURN: The meeting adjourned at 4:47 p.m. The next meeting will be held on Tuesday November 27, 2007 in the Palmer Room at the Semiahmoo Golf & Country Club.
September 25, 2007
CALL TO ORDER: President Bob Williams called the meeting to order at 3:00 pm.
CONFIRMATION OF QUORUM: Eight of nine members were present, therefore a quorum was established. Those present: Bob Williams, Claude Oliver, Bob Franco, Diane Brydon, Lu Ann Kobus, Pat Corcoran, Deborah Woodruff and Brett Eaton. Debbie Smith, Administrative Director. Unable to attend: Jon Syre.
GUEST: Trevor Hoskins.
APPROVAL OF AUGUST 28, 2007 BOARD MEETING MINUTES: The minutes were approved as distributed.
ADMINISTRATIVE DIRECTORS’ REPORT: Debbie reviewed the August financial statements; Balance Sheet; Profit & Loss Budget vs. Actual, and the Accounts Receivable Aging Summary. As of 9-25-07 the A/R balance is approximately $24,400. After completing the review, the financials were accepted as presented.
In follow up to last months meeting regarding the Procedures for Fines worksheet, Debbie contacted Mr. Serka and reviewed the worksheet and found that a step was missing that requires the Board to provide an additional 14 days notification to a property owner before beginning the fine process. As of today, she is in receipt of a newly revised worksheet drafted by Mr. Serka. Debbie told the Board that the SRA staff will now follow the new Procedures for Fines worksheet when the issue of noncompliance and fines occurs.
The 2007 annual meeting proxy form was reviewed. It was moved and seconded to recommend to the membership that an audit for 2007 be waived and that a financial review be performed. Motion carried unanimously. Waiving an audit will be vote on, on a yearly basis, and it is anticipated that the next audit would then occur in 2010 for year-end 2009 (performing an audit every three years).
A resident in the Prestwick Village neighborhood, who previously received approval from the Architectural Standards Committee (ASC) and the Board to remove a cottonwood tree in the SRA greenbelt, requested that he be allowed to plant additional trees in the area of the removed tree. It was moved and seconded to allow the planting of three (3) Excelsa cedars (versus 1), plus two (2) maple trees and one (1) birch tree on association property in the area vacated by the cottonwood tree, subject to ASC review on September 27. Motion carried unanimously. The Board inquired as to the approximate size of the Excelsa cedars. Debbie said she would relay this question to the ASC during their review on September 27.
Debbie circulated a letter dated September 24, 2007 from Patricia Buhler, Royal Troon, lot 26 for the Board’s review. After reviewing Mrs. Buhler’s letter, it was moved and seconded to deny her request to use the escrow funds (retained by the SRA) to rectify the problem with trees on her property as it is not in the realm on the SRA to remedy the problem she has with the builder or realtor [the tree issue evidentially was not disclosed prior to the purchase of the property]. Motion carried unanimously. The requirement to correct the tree problems on her lot remains in place.
SRA officers were asked to remain after the meeting to complete a mandatory Employment Security Department form for the State of Washington (Bob Williams, Claude Oliver and LuAnn Kobus).
In follow up to last months meeting regarding the 18th Amendment to the SRA Covenants, Conditions and Restrictions (CC&Rs), Debbie sent an email to SRA’s legal council as it relates to how does the SRA gain compliance in the event that the escrow funds are withheld, and there are incomplete items that still need to be addressed on the exterior of the home, along with landscaping. She has not yet received a reply. Tabled until the next meeting.
OLD BUSINESS: a) Drayton Cove Recreational Easement (DCRE) – Land slide reported on 3/12/07: Bob said that the SRA is awaiting Jon Syre’s reply to the question: “who does the old Drayton Harbor Road belong to ?”, as the SRA needs something in writing that is legal and binds the responsibility of the trail. The thought is for the City of Blaine to make the trail part of their parks system (as part of the “necklace” public trail system) and the SRA could “help” with maintenance.
After further discussion, it was moved and seconded to close the trail on October 15, 2007, or sooner if inclement weather occurs. Motion carried unanimously.
b) Lincoln Road: Bob reported that he, Bob Franco and Pat attended today’s Whatcom County Council (WCC) subcommittee meeting regarding the Six-year Road Construction Program. During the meeting, the WCC subcommittee determined that the widening of Lincoln Road to Harborview Road will be a separate construction project from the Lincoln Road to Blaine Road extension. Debbie was asked to keep apprised of the meeting schedule for the WCC on this topic, and agreed to do so (there may be a follow up meeting in two weeks).
c) Drayton Harbor Road: There is no new information as to whether Pat and Len Helton will appeal Whatcom County’s decision to deny their first appeal to Superior Court. It was mentioned during the Lincoln Road discussion (above) that repairs to Drayton Harbor Road are listed on Whatcom County’s Six-year Road Construction Program.
d) Agreement Granting Permission to Store Landscape Debris: The email vote to approve the agreement with Trillium Corporation to store landscape debris was confirmed as unanimous.
e) Funding Request from the City of Blaine – Email dated 8-2-07 from Steve Banham: The Board is awaiting Jon’s reply to the question: “Is there any way that Trillium Corporation can help the SRA with the $65,000 funding request from the City of Blaine for stormwater improvements to the Drayton Cove pond.” Tabled until next month.
f) Final draft of the 2008 Operating Budget and Three Year Plan: Debbie reviewed the line item “Contingency for Legal Fees” and said that currently legal fees total approximately $7,500, and that her projection of $10,000 may not be adequate as there are still legal issues pending. After discussion, it was determined that the 2007 projection figure will be changed to $13,000; the 2008 budget will also be $13,000; and that years’ 2009 and 2010 will have 5% increases based on the $13,000 figure. Upon completion of the review of the budget, a motion was made to accept the budget and to forward it to the SRA membership for a vote. Carried unanimously. The final draft will now be sent to the SRA membership 30 days in advance of the Annual meeting on November 3.
g) Appoint New Architectural Standards Committee (ASC) Member – Confirm Email Vote: The email vote to appoint Carol Selby to a two-year term (retroactive to 7-1-07 to 6-30-09) was confirmed as unanimous.
h) Use of Cameras at Gates: Tabled.
Bob asked if there was any other old business and there was none.
NEW BUSINESS: a) Three emails from Lois Franco – Campaign and Election: Mrs. Franco’s emails were referenced. Debbie also circulated an email dated 9-25-07 from MaryHelen Windell for the Board’s review on this topic. Please refer to: c) No Soliciting Policy below for more information.
b) Community Courier Newsletter (in draft form): The draft with two versions was reviewed. After further consideration, it was determined that the decision at last month’s meeting to include an article regarding an upcoming book sale for the Blaine Library is reversed by a majority vote of the Board. It was determined that the Community Courier newsletter is for SRA community news only. Debbie will relay this to Mrs. Kingshott and suggest that her article be placed in the next edition of the Semiahmoo Ladies Club newsletter as an avenue to promote the book sale.
c) No Soliciting Policy: Guest Presentation: Mr. Hoskins said the issue of soliciting is not mentioned in the Covenants, Conditions and Restrictions (CC&Rs). He then read the following proposal regarding a change to rule about distributing literature within Semiahmoo for the Board’s consideration: “The use of newspaper boxes within the gates of Semiahmoo for the distribution of sales literature etc., or the knocking of doors or ringing of bells for the same purpose, is strictly prohibited. However, candidates for public office may distribute their literature in the newspaper boxes providing they are either a resident of Semiahmoo or are accompanied by a resident. Could be made broader to include news of events within the gates.”. (Mr. Hoskins provided Debbie with a copy of his proposal).
Mr. Hoskins thanked the Board for their time and then departed the meeting at 4:11 pm.
Debbie provided the Board with a copy of a letter dated 9-25-07 from Phil Serka marked Attorney-Client Privilege – CONFIDENTIAL regarding No Soliciting for their review.
The matter of no soliciting is a major issue and the Board is cognizant that opinions vary in the community as to whether knocking at doors or placing any type of materials at/in door knobs or paper boxes is acceptable. In the past, children who live in the community have been allowed to go door to door seeking contributions for their school fundraising. During the Halloween holiday, children have gone to homes that have lit pumpkins, indicating that residents welcome “trick-or-treaters”. The issue of who is allowed to “solicit” and who is not is a sensitive issue.
The Board can either implement a rule in regard to no soliciting (in 2000, the Board directed Debbie to place small green and white “No Soliciting “ signs on each of he neighborhood gates); or draft an amendment to the Covenants, Conditions and Restrictions (CC&Rs) for a vote of the membership regarding no soliciting. Pat and Bob Franco (with Lois Franco’s assistance) volunteered to draft guidelines for political solicitation and email the draft to Debbie for Board review. It was also determined that the topic of no soliciting will be addressed during the Annual meeting for input from the membership. Bob thanked Bob (and Lois) and Pat for volunteering to draft guidelines.
Bob asked if there was any other new business, and there was none.
Questions and Comments: Mr. Hoskins inquired about topics separate from Semiahmoo Resort Association (SRA) business and was referred to Jon Syre or Fred Bovenkamp for answers to his questions.
Mr. Hoskins also requested that the SRA office contact Jon Syre about construction trucks from the Carnoustie site that are “zooming” down Lincoln Road, and Debbie agreed to do so.
ADJOURN: The meeting adjourned at 5:32 p.m. The next meeting will be held on Tuesday October 23, 2007 in the Palmer Room at the Semiahmoo Golf & Country Club. Deborah said she will be unable to attend this meeting.
August 28, 2007
CALL TO ORDER: President Bob Williams called the meeting to order at 3:00 pm.
CONFIRMATION OF QUORUM: All nine members were present, therefore a quorum was established. Those present: Bob Williams, Claude Oliver, Jon Syre, Bob Franco, Lu Ann Kobus, Diane Brydon, Pat Corcoran, Deborah Woodruff and Brett Eaton. Debbie Smith, Administrative Director.
GUESTS: Carol Selby. Ed and Pat Kingshott.
APPROVAL OF JULY 24, 2007 BOARD MEETING MINUTES: A correction was noted on page 4: “The change in process would eliminate public comment. “Eliminate” was changed to “inhibit” public comment. With this correction the minutes were approved.
ADMINISTRATIVE DIRECTORS’ REPORT: Debbie reviewed the July financial statements; Balance Sheet and Profit & Loss Budget vs. Actual. She did not review the Accounts Receivable Aging Summary since the second half assessment billing took place in July. After completing the review, the financials were accepted as presented.
A request from a resident to include an article in the next Community Courier newsletter promoting an upcoming used book sale in December for the Blaine Library was approved.
OLD BUSINESS: a) Drayton Cove Recreational Easement (DCRE) – Land slide reported on 3/12/07: The August 2 minutes from the Ad Hoc Committee (Bob, Claude and Brad O’Neill; Debbie as note taker) meeting were noted. The letter dated August 22 from Terry Galvin, Community Development & Parks Director with the City of Blaine was also noted. Bob reiterated that having Mr. O’Neill involved is most helpful to the SRA due to his vast knowledge on this subject.
Bob asked Jon “who does the old Drayton Harbor Road belong to”? Jon replied that the undeveloped portion still belongs to Trillium Corporation (TC). He does not know for certain about ownership of the DCRE. He does know that the plat of Drayton Cove references an easement for the enjoyment of Semiahmoo Resort Association (SRA) members. He mentioned that when TC developed Drayton Hillside Phase II he experienced difficulties when installing utilities. Bob said that the City of Blaine (COB) would like to have the DCRE trail included in their “necklace” trail system, and would like SRA to maintain the trail. He said that the SRA is willing to maintain the surface, but not remove anything that comes down from the hillside or any potential “wash-outs” of the road. Historically, the SRA has only maintained common areas inside the gates; not public access areas. The SRA has helped with maintaining the asphalt paths along Semiahmoo Parkway and Drayton Harbor Road by blowing the surface, but they do not take care of any of the major maintenance issues. Bob said that the SRA needs something in writing that is legally binding as it relates to the maintenance responsibility of the trail. The question at this time is; where does the SRA go from here legally? He mentioned that the trail has been reopened and will close once the fall/winter rains return.
Jon said that when TC was developing Drayton Hillside Phase II, they tried to give the trail to the City, but they would not accept it. Jon volunteered to review the Master Plan to better understand the public trail system and the intent of who would own/maintain the trails (City of Blaine or ?). At this time, the Drayton Hillside II trail is considered a public trail. Bob thanked Jon for his help on this complicated matter.
Bob said during the August 2 meeting, Mr. Galvin said when approving the Sea Grass Cottage development, the City said that the SRA should take care of the trail. Bob referenced a letter dated January 28, 2005 to Terry Galvin (with a copy to Pam Andrews, Trillium Corporation) stating: “The Semiahmoo Resort Association (SRA) Board of Directors during their monthly meeting held on January 25, 2005 determined that the SRA will not accept maintenance responsibilities for public walking trails at Sea Grass Cottages.” Jon replied that was his understanding, but the City thinks differently. He said that a thought at TC is that SRA would maintain the private trail behind the gates of Sea Grass Cottages (which is similar to other neighborhoods at Semiahmoo). Next, the thought was that the Sea Grass Cottage Association could provide additional funds to the SRA to maintain the public trail. It was said that the same rules need to be applied to public trails such as the DCRE trail and the Sea Grass Cottage trail.
Bob told the Board that Mr. Galvin said “unofficially” during the August 2 meeting that the City of Blaine would be willing to do the “heavy lifting” when maintenance issues arise, but this needs to be “legalized”. The thought is for the City of Blaine to make the trails part of their parks system and the SRA could “help” with maintenance. Jon said he will assist the SRA on this issue.
b) Lincoln Road: An Ad Hoc committee comprised of Bob, Claude, Pat, Trevor Hoskins and Bill Bradfield met with Gary Goodall, Project Manager for Whatcom County on July 25 to discuss possible solutions to the Lincoln Road widening being moved up on the County’s schedule. The minutes from this meeting were noted. During the July 25 meeting, Mr. Goodall mentioned that the widening of Lincoln Road (having the same specs as Semiahmoo Parkway) should have been taken care of approximately 14 years ago. The feeling is that Pete Kremen; Whatcom County Executive is responsible for the delay in widening Lincoln Road. If the permits had been obtained years ago, the ecology issues currently facing the County would not have been a factor; along with the high cost to obtain property right-of-ways. Jon said that Fred Bovenkamp, developer for Horizons at Semiahmoo is actively working with the Whatcom County Council on the issue of Lincoln Road by asking that they “uncouple” the issue of the extension of Lincoln Road to Blaine Road and widen Lincoln Road to Harborview Road first. Jon said that he will support the SRA and be as helpful as he can be where Whatcom County is concerned. He suggested that Mr. Bovenkamp contact Bob Williams directly to discuss this important issue. Bob said he would appreciate Jon contacting Mr. Bovenkamp.
With the recent resignation of Bruce Wolf (due to a medical condition) on the Blaine City Council, Harry Robinson may be taking his place. The SRA would like to see the City of Blaine become more involved with Whatcom County as it relates to Lincoln Road and Drayton Harbor Road.
c) Drayton Harbor Road: Debbie said that on behalf of the SRA as a Registered Parties of Record with the Whatcom County Council, Phil Serka filed a memorandum in support of the Hearing Examiner’s decision issuing shoreline substantial development and conditional use permits to Whatcom County on August 9. The deadline to file was August 10, 2007. Currently there is no new information. Debbie said if she receives any information, she will pass it along to the Board for their review.
d) Location for SRA to Dump Debris: Debbie circulated an Agreement Granting Permission to Store Landscape Debris drafted by Trillium Corporation for the Board’s review. Bob asked the members to review the document and email Debbie if they are in favor or opposed to the draft. Once Debbie receives each member’s comments/vote, she will contact Bob with the outcome.
e) Funding Request from the City of Blaine – email dated 8-2-07 from Steve Banham: Mr. Banham’s email stating that commencement of the improvements has been moved to the spring of 2008 was noted.
Bob asked Jon if there is any way that Trillium Corporation can help the SRA financially with the $65,000 funding request from the City of Blaine for stormwater improvements to the Drayton Cove pond. Jon replied he did not know, but would talk with Dan Baker at Trillium Corporation.
Bob asked if there was any other old business and there was none.
NEW BUSINESS: a) First draft of the 2008 Operating Budget and Three Year Plan: Debbie reviewed her memo dated August 23 outlining the recap for 2007 and the major changes for 2008. Years 2009 and 2010 were noted. Bob explained how employee increases were determined, and the Board was in favor of the proposed increases. Upon completion of the review of the budget, the members were asked to contact Debbie during the next month should they wish to see any major changes to the first draft. The final draft will be reviewed in September and then sent to the SRA membership 30 days in advance of the Annual meeting on November 3.
During a previous meeting, Jon mentioned that he may be able to obtain lower costs for the needed road repairs in Prestwick Village. Bob asked Jon if he has had an opportunity to check on costs. Jon replied he has not, and asked Debbie to resend the initial cost estimates so he could better understand the scope of work being proposed, and she agreed to do so. This may affect the cost estimate of $35,000 currently budgeted in the Restricted Reserve Expenditure line item of the budget. The Board determined that the cost savings in 2007 of $3,360 will be applied to the Prestwick Village repairs. Bob thanked Claude and LuAnn for their input on the first draft of the budget.
Debbie circulated information from Gateway Controls dated August 27 regarding Upgrades for the gates. The upgrades included information on cameras and additional lighting at the entries. The Board briefly reviewed this information, and determined it would be held for informational purposes at this time, and will be discussed during a future agenda.
b) E-mail’s from Ed Szol – Aerie resident regarding meeting with Fire Chief Tom Fields: Mrs. Selby who was in attendance as a guest told the Board that she is on the Aerie Board of Directors and that the information Mr. Szol provided (as a citizen at Semiahmoo) to the SRA Board was for informational purposes only (not as an Aerie Board member). Mr. Szol’s information was noted.
c) Memo dated 8-17-07 from the Architectural Standards Committee (ASC) – Retention of Security Deposit Funds: Jon and Debbie summarized the August 17 memo, along with the hard work the ASC has done to try and remedy the noncompliance issues relating to completion of the exterior and landscaping for three of the four properties (Novak/North is a tree removal issue). SRA’s legal council has been contacted on this subject. After discussion, it was moved and seconded to support the ASC’s recommendation to retain the escrow funds. Motion carried unanimously.
It was determined that the 18th Amendment to the SRA Covenants, Conditions and Restrictions (CC&Rs) will be reviewed by SRA’s legal council as it relates to; how does the SRA gain compliance in the event that the escrow funds are withheld, and there are incomplete items that still need to be addressed on the exterior of the home, along with landscaping.
Debbie circulated three letters in regard to the Munk fine of $6,500 (currently liened) for the Board’s review: 1) Joseph Lee Hammer, Attorney at Law dated July 20, 2007 to Debbie 2) Phil Serka, Adelstein, Sharpe & Serka dated August 1, 2007 to Debbie 3) Phil Serka, Adelstein, Sharpe & Serka dated August 22, 2007 to Mr. Hammer
She went on to explain that although she thought she had correctly followed the notice process for fining, she had missed a step, and apologized to the Board for this error. She has since contacted Mr. Serka to review the “Procedures for Fines” worksheet that Mr. Serka helped draft in 2004, to better understand if the procedural sheet needs to be revised. Debbie told the Board that she will keep them apprised of the situation.
d) Resignation from an Architectural Standards Committee Member: A motion was made and seconded to accept the resignation email dated August 15, 2007 from Brenda Hofherr. Motion carried unanimously. Bob said that Mrs. Selby has volunteered to serve on the ASC and has attended an ASC meeting to observe the process. She was also in attendance today to observe a Board meeting, since Bob and Claude thought during the interview process that she would be well suited to serve on either the Board or the ASC. The SRA will await Mrs. Selby’s decision as to which board/committee she would like to volunteer on.
Bob asked if there was any other new business, and there was none.
Questions and Comments: Bob Franco mentioned that he has an article that he thinks would be appropriate to publish in the next edition of the newsletter that relates to responsible pet owners picking up after their pets. Bob said that he would email the article to Debbie. The Board was in favor of the article since the issue of dog owners not picking up after their pets is a major issue in the Semiahmoo community.
ADJOURN: The meeting adjourned at 4:54 p.m. The next meeting will be held on Tuesday September 25, 2007 in the Palmer Room at the Semiahmoo Golf & Country Club.
August 2, 2007 Ad Hoc Committee MeetingDrayton Cove Recreational EasementSEMIAHMOO RESORT ASSOCIATION ATTENDEES: Bob Williams, Claude Oliver, and Brad O’Neill. Note Taker: Debbie Smith, Administrative Director.
GUESTS: Terry Galvin, Community Development Director and Alex Wenger, Community Planner I – City of Blaine.
TOPIC OF DISCUSSION: Drayton Cove Recreational Easement.
The meeting began at approximately 9:00 am, and took place while walking and reviewing the Drayton Cove Recreational Easement (DCRE). Bob gave a brief background on what SRA has done thus far after the first land slide that occurred in March. He said that SRA hired Geo Engineers to review the DCRE, and they provided a report of their findings. The SRA has met with Drayton Cove property owners whose property is within the DCRE (lots 11-21). The SRA has also obtained a proposal for cleaning the culverts along the easement. SRA was advised by their insurance company and legal council to close the easement due to possible liability issues, and closed each end of the easement in March. Bob finished by saying that the SRA is trying to obtain any pertinent information that relates to the DCRE, and meeting with City of Blaine representatives was the next step. Terry asked Bob, what does the SRA want? Bob replied that the SRA is uncertain at this time exactly what they want.
While reviewing the trail, it was noted that in some locations the drainage pipes have been washed out from the land slides. Brad provided background to the group on the platting process for Drayton Cove dating back to the early 1990’s and said the requirement for drainage was changed to require that it be “tight-lined” to the ditch. Terry commented that the pipes that are broken need to be upgraded. It was mentioned that owners who have water front property (Boundary Ridge I & II; Drayton Cove; and Drayton Hillside I & II) need to educated on the importance of continual inspections of their pipes along these sensitive bank areas. Brad said there are new pipes in existence which provide for a much better system. Bob said that the homeowners don’t want the liability for the easement, nor do they want to put out a lot of money. Brad replied that owners are legally responsible for proper drainage, and to make sure their piping is properly in place. Terry made reference to the Department of Ecology (DOE) and sections 401 and 407 that require water quality and that no soils go into the shoreline.
Terry went on to say that the City of Blaine would be willing to work with the SRA to improve the DCRE. He also said that welded pipe down to the out flow area, as not to saturate the slope would be advised. Brad added that French drains divert the water if it is tight-lined, and this can help “heal” the problem. He added that Whatcom County has designated the Drayton Cove slope as a sensitive slope.
Brad said that the Drayton Cove plat states that the DCRE is for the SRA membership and public use for shoreline access. With the future platting on Drayton Hillside III, it will be important for the City of Blaine to talk to the developer about the trail. Terry said that Trillium Corporation needs to be approached on their role as developer, and how important the trail along the shoreline is. The trail is an asset for spit development along with hotel guest use. Brad referenced a trail brochure that Trillium Corporation put together and has given to the Whatcom County Parks Board for their review. Terry said the brochure is only a concept at this time, and still needs to be reviewed by the public and the City.
Brad said he thinks the main question on the DCRE is who does capital improvements.
The Drayton Hillside II bioswale area was reviewed. Brad provided some history on how this area was a requirement when he served on the Blaine Planning Commission. He also explained the utility easement next to the bioswale and said it is not a pedestrian access. There is a separate trail that begins in the Drayton Hillside II neighborhood and winds down the hill and meets up with the old Drayton Harbor Road trail. Bob questioned the “Millennium Trail”. Terry said that the “inter-connect” trails in the Semiahmoo area is not part of the Millennium Trail system, but does compliment it. He said that the sections of the Millennium Trail have already been built in the Semiahmoo area. Semiahmoo trails are part of the “necklace” trail system (referenced in the trail brochure Brad referred to above).
Terry said that the City of Blaine’s position is to mandate and hold the line on public access to the shoreline [which would include the DCRE area]. He said there are several areas that require this: statutes and regulations; the comprehensive plan; and the parks plan designated by the City to allow a public access area. This was a condition when the Drayton Hillside II plat was being reviewed by the City. It is also a requirement of the Semiahmoo Master Plan. He said all parties need to “look at the big picture” when it comes to the trail system at Semiahmoo and public access to the shoreline. Maintenance of these trails is of high importance. Bob asked if the DCRE could become part of the park system in Blaine. Terry replied that the question is who pays for it in the long term. He went on to say that the Master Plan states that the Semiahmoo community has a certain amount of responsibility. Terry said that the trail system that is required at Sea Grass Cottages will either become the maintenance responsibility of Trillium Corporation or the SRA, not the City of Blaine. This may become a legal issue between Trillium Corporation and the SRA.
Terry said that the City and the SRA could begin a dialog to jointly share in the maintenance of the DCRE, and possibly come up with a long term agreement. The thought is that the City would “do the heavy lifting” [removal of debris from possible future land slides] and SRA would “do the light stuff”. Brad said he was surprised about the language on the face of the Drayton Cove plat on how much responsibility was placed on the SRA since the trail can be used by the public. It was mentioned that Trillium Corporation will need ingress/egress for utilities when they develop Drayton Hillside III.
Terry said that he thinks Trillium Corporation has done a pretty good job in developing the resort community, but at some point a shift needs to be made to the SRA for common areas, because the developer will finish their projects and eventually go away. Terry suggested that negotiations between Trillium Corporation, the City of Blaine and the SRA, and possibly individual homeowners associations; such as Sea Grass Cottages take place as it relates to maintenance responsibilities for the trail systems. Sea Grass Cottages will have a trail that will be part of the “necklace” trail system. It was said that either Trillium Corporation or the SRA will be responsible for maintenance of this trail, but should the Sea Grass Cottages Association also bear some financial responsibility for maintenance?
Terry said one solution for the DCRE is that the City would be happy to take it on in perpetuity as a public access; review the minutes for Sea Grass Cottages as it relates to trails and provide the SRA with paperwork from the City of Blaine and Trillium Corporation. He will ask Alex to do the research on these documents and “talk again in a couple of weeks”. If the SRA is willing to entertain public access, the City of Blaine is willing to work with the SRA to brainstorm on how to open up and maintain the trail. The City is also willing to support the SRA on the DCRE trail after heavy rains [in the event of future land slides]. Bob said he appreciates this offer and would like to work out a way to share in the maintenance responsibilities.
Terry went on to say that when Trillium Corporation develops Sea Grass Cottages, it will be important to make sure that the trails are built and maintained so they do not erode over time. This will require ongoing “policing” of the area. He said that possibly a condition for Trillium Corporation would be to provide funds up front to be held for maintenance of the trail. It was said that the trail systems are critical to maintain for future generations. Terry suggested that maybe someone from the SRA would want to attend City of Blaine Parks and Recreation meetings.
Terry and Alex asked if the SRA would be willing to take down the chain gate and reopen the trail if the City of Blaine was willing to take out the trees to allow access to the trail. If this were to take place, SRA would then blow the surface of the trail to remove debris. Bob said the trail was closed after seeking advice from the SRA’s insurance company and legal counsel. If the trail were to be opened, Bob thought that before the fall/winter rains it should be closed for the winter months due to possible liability.
In regard to the Drayton Cove owners who have piping that has broken on the hillside, the thought is to address this issue in a thoughtful manner. Terry said the City of Blaine could talk with the DOE to target a proposal for the scope of work that needs to be done. It was said that the City of Blaine and the SRA, working together, to assist the owners would be a good idea. Brad suggested providing an educational process and working towards a common goal. He also suggested including this type of information to the other waterfront neighborhoods such as Boundary Ridge I & II and Drayton Hillside I & II. When sending the educational information, it was suggested that it be sent via certified and or registered return receipt mail so that there would be a record that the information was sent. Brad said he would be willing to help with the educational process.
In closing, the goal is not to put the onus of burden on the Drayton Cove owners who live along the DCRE as it relates to possible liability issues.
Bob thanked Terry and Alex for their time and they departed the meeting at approximately 10:50 am.
After their departure, the following was discussed: 1. Contact SRA’s insurance agent, Karen Crane at Snapper Shuler Kenner and seek per opinion on reopening the trail for the summer and closing it once the rainy weather starts in the fall/winter (as it relates to possible liability). 2. Contact Phil Serka - Adelstein, Sharpe & Serka LLP and seek his opinion on reopening the trail (as mentioned above). 3. Once the SRA has heard from Karen and Phil, contact Terry Galvin and let him know that the SRA would greatly appreciate it if the City would remove the trees that are blocking the trail. If the City agrees to remove the trees, once they finish, SRA staff will blow the surface of the trail to rid it of debris. Once the trail has been cleared and clean up, the chain gates would be removed and the “Public Trail” sign would be reinstalled. 4. Communicate this to the SRA membership when appropriate
ADJOURN: Bob thanked Brad and Claude for their time and the meeting adjourned at 10:55 a.m.
July 25, 2007 Ad Hoc Committee MeetingLincoln Road
CALL TO ORDER: Bob Williams called the meeting to order at 1:00 pm.
SEMIAHMOO RESORT ASSOCIATION ATTENDEES: Bob Williams, Claude Oliver, Pat Corcoran, Trevor Hoskins and Bill Bradfield. Note Taker: Debbie Smith, Administrative Director.
GUEST: Gary Goodall, Engineer III – Design, Whatcom County and Project Manager for Lincoln Road.
TOPIC OF DISCUSSION: Lincoln Road.
The meeting began with introductions and Bob thanking Gary for taking the time to meet with the Semiahmoo Resort Association Ad Hoc Committee.
Bob began by saying that the Semiahmoo Resort Association (SRA) has come to the “end of the line” on obtaining information from Whatcom County (WC) on the time frame for widening and improving Lincoln Road from Harborview Road to Shintaffer Road. . The main issue is safety. Gary was given a “road packet” documenting the SRA’s efforts to communicate with Whatcom County regarding its questions and growing concerns over the past three years.
Bob said what the SRA would like to see is Lincoln Road widened and a round-about installed to accommodate traffic from the Horizons at Semiahmoo development. Gary replied that the tie-in road to Birch Point Road is in for review at the Northwest Drive office. A round-about will be constructed by the developer [Horizons at Semiahmoo], and it will be approximately 600 to 700 feet west of the Shintaffer intersection. The reason for this location is that WC can’t get the property they need for a right of way at the intersection of Shintaffer and Lincoln. A round-about is not in the immediate future.
Gary said there is no active project for Lincoln and Harborview Roads and that WC hasn’t obtained any permits. Bob asked how WC allows development without reviewing ingress/egress. Gary responded that he has been with WC for 22 years and 15 years ago WC wanted to improve Lincoln Road, but it was determined that there was not a need. Public Works needs to manage potential development, but haven’t done anything since Alderson Road was widened. How it currently works is that after a project starts, and WC then understands how traffic flows, road design and development follows. Bill said he came from King County, and they put in roads in advance of development. Gary said at one point Semiahmoo Resort was going to build Lincoln Road to WC standards and that was somehow negotiated away. Trevor said he heard that Trillium Corporation had conversations a year ago to fund the road. Gary replied that he is not involved in conversations on funding issues. WC has never had a Transportation Planner. Lincoln Road and North Bellingham are now a focus of WC. Marketing of the area [Blaine] has generated interest as a nice area with proximity to large cities [Seattle and Vancouver, B.C.], water and mountains. This was a “sleepy area” that is now an
active community year round. At this point, Trevor made reference that Fred Bovenkamp; the developer for Horizons at Semiahmoo is quite unhappy with WC and their inability to “get things done”. Gary replied that WC has placed Lincoln Road in the top two to three projects. WC has determined wetlands for mitigation, and if by next spring enough permits have been obtained, they will get under contract to purchase right-of-ways at fair market value. This is going to be tough because land owners think their property is valued higher than is realistic. There is approximately five to six acres on both sides of Lincoln Road that need to be obtained, and this process has not yet begun.
Bob asked if the culverts will be filled in and covered. Gary replied that no curb, gutter, or sidewalk will be built like the rest of Semiahmoo. There will be two lanes with a shoulder and a crushed rock path, very much like Semiahmoo Parkway. Pat made a comment about something Pete Kremen said about the width and culvert, and a boulevard down Lincoln. Three possible road designs were considered by the county: 1) split – boulevard; 2) 12 foot lane with five foot shoulders and a sidewalk; and 3) county road similar to Semiahmoo Parkway. The third design was just decided on in a meeting yesterday. The cost is in the range of $14 million as there will be a high cost to mitigate wetland areas. Pat asked if there would be left-hand turn lanes for future homes on Lincoln. Gary replied “yes”, this could happen if there is a sufficient amount of traffic to warrant it. Trevor asked if Trillium Corporation will help with funding. Gary replied he does not know how things stand on funding. Negotiations are done at a higher level, and then he “gets his marching orders”. The new Lummi ferry and dock will be “eating up some funds”, and he doesn’t know who funds what. Bob asked what department can SRA address as to how projects are prioritized. Gary replied Joe Rutan (who has been with WC for approximately 5 years) or Frank Abart, the new Public Works Director (for approximately 6 months).
In reference to the culverts, Bob asked if one culvert would be closed. Gary replied that all culverts will be removed and moved back. The new ditches will have a slope of 3 to 1 or 4 to 1 and will be less deep. The lanes will be 12 feet; with a five to six foot paved shoulder; and a walking path (which is in the Birch Bay Comprehensive plan) where it attaches to Blaine Road.
Reference was made to the Lake Terrell Road and how it was paved, etc., and Gary said that the road was funded by federal grants, due to the proximity of the refineries. The issue of grants was discussed and Gary said at this time WC does not have a person in place to seek federal grants, but WC would like to find someone. There is a person in place at WC who does state grants for overlays. He said Lincoln Road “came up fast”, and there has not been time to seek grants.
Bob asked why is the section of Lincoln to Blaine Road a priority over the section of Lincoln from Harborview to Shintaffer. Gary replied that the work on Lincoln from Semiahmoo Parkway to Blaine Road will all be done at once, and will be permitted that
way. He said they should start from the freeway up; place a round-about at Birch Bay Lynden Road and Blaine Road, then do Lincoln Road. He said they are looking ahead 20 years that there could be six to seven thousand cars a day on these roads. There is a lot of work on the corridor - $20 million. The County annually gets $14 million for capital road projects. He mentioned that Blaine Road is a state highway.
The topic on what can be done to Lincoln Road in the interim was discussed. Gary said there is no answer at this time on the request for a four-way stop at the intersection of Harborview and Lincoln. He tried to reach the person who is looking into this [Rodney], but was not able to reach him before the meeting. The accident history, etc. at this intersection will be studied. Pat asked about placing a street light or blinking lights on the stop signs at the intersection. Gary said he will ask Rodney about this. It was mentioned that the gas station at the corner doesn’t leave their lights on and this area is quite dark and it is hard to see the turn for Lincoln Road. Trevor asked about center dual lines to prohibit passing; repainting the side lines; and adding another speed limit sign. Gary wondered about reflective markers (RPM’s). Bob asked about brushing out the corner and taking down some signs.
Trevor asked what is the time frame for an answer on starting Lincoln Road improvements. Gary replied that he can’t predict, due to permits, etc. He said one person could “hang up” the process in regard to right-of-ways. If permits are obtained in April 2008; right-of-ways in June; the project could go out for bids. Move the telephone and power lines in 2008; 2009 go in earnest; build the round-about; get most of it finished and graded with a lift of asphalt; put in paths and lanes; and apply the second application of asphalt; complete in 2010.
Once again, Bob asked about widening Lincoln before doing the extension to Blaine |
