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Minutes for 2008 Board of Directors Meetings
January 29, 2008 Special Meeting
May 20, 2008
June 24, 2008
July 22, 2008
August 19, 2008
September 16, 2008
October 28, 2008
November 1 SRA Annual Meeting
November 25, 2008
December 16, 2008
April 22, 2008
CALL TO ORDER: President Claude Oliver called the meeting to order at 3:00 p.m.
CONFIRMATION OF QUORUM: Eight of nine members were present, therefore a quorum was established. Those present: Paul Barlock, Bill Bradfield, Brett Eaton, Claude Oliver, Jon Syre, Doug Todoroff, Bob Williams and Deborah Woodruff. Debbie Smith, Administrative Director. Unable to attend: Carol Selby.
GUESTS: Transition Committee Members Richard Arnold (3:00 p.m. to 4:35 p.m.) and Lyn James (3:45 p.m. to 4:35 p.m.).
APPROVAL OF MARCH 25, 2008 BOARD MEETING MINUTES: Confirmation of the email vote was approved.
ADMINISTRATIVE DIRECTORS’ REPORT: Debbie reviewed the March financial statements; Balance Sheet, Profit & Loss Budget vs. Actual and the Accounts Receivable Aging Summary. Accounts Receivable as of 4-22 is approximately $14,600. The financial statements were approved as presented.
The projector package for presentations during SRA meetings was purchased and came in under the budgeted amount of $1,000 (and was used during the meeting).
New health insurance coverage for SRA employees will go into effect on May 1 and is within the 2008 budget.
In regard to a letter received from the Prestwick Village Homeowners Association requesting improvements to the flower gardens outside of their gate (in particular, removal of the heather); their request will be incorporated into the master plan for overall garden improvements at the gates. Master Gardeners in the community will be consulted as it relates to overall garden improvements. It is important to keep the costs for these improvements reasonable.
OLD BUSINESS: a) Drayton Cove Recreational Easement (DCRE) trail – Land slide reported on March 12, 2007 – Ownership of the Old Drayton Harbor Road: Jon said that this issue is on the City of Blaine’s “list” and he will continue to update the Board with any new information that becomes available. It was determined that the trail will reopen on May 5. In the meantime staff will be directed to make sure that the “no trespassing” signage is in place.
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 the improvements are currently being reviewed by engineers. Jon understands that the SRA will not currently be required to contribute funds for the improvements since the Drayton Cove pond is no longer involved in the overall stormwater improvements. This change is because Trillium Corporation will be using some stormwater capacity when they develop Burnside Village, thus the water will be routed in a different manner (not through the Drayton Cove pond). Jon said that he will keep the Board updated as new information becomes available.
Claude told the Board that a request was received from Drayton Cove residents asking to hold an informational meeting with Steve Banham, Public Works Director City of Blaine to discuss traffic calming on Semiahmoo Parkway near the entrances to Drayton Cove and Boundary Ridge. The meeting will be held on Thursday May 1 at 7:00 p.m. in the Palmer Room. Claude said that he and Debbie will attend, and encouraged other Board members to attend. Debbie will forward a reminder email to the Board.
c) March 18, 2008 Town Hall Meeting Review – Speeding on Wood Duck Way: Upon review of four emails that were received after the town hall meeting, it appears to the Board that the speeding issue on Wood Duck Way is not as big of a problem as initially thought. A study performed by a resident on Wood Duck Way over five (5) days indicated that the highest speed was 30 miles per hour.
In regard to the temporary stop signs at Wood Duck Way and Bufflehead Court, a motion was made and seconded to remove the stop signs, and to send a quarterly Email News reminding the membership to please obey the 20 miles per hour speed limit behind the gates. Carried unanimously.
d) Update neighborhood entrance signage (referred to the ASC): The SRA is awaiting a study performed by the Trillium Corporation as it relates to overall resort signage. Jon said that there are many factors to consider when looking at the size, color scheme and materials for signage, and it could be a lengthy process (12 to 18 months). In the meantime, the SRA will look at sprucing up the plantings at the gates. The ASC is currently in the process of reviewing Spit signage and has been asked to include the uplands signage. A motion was made and seconded to involve more Master Gardeners in the community to provide input on plants and costs for entrance gardens (and to do this as quickly as possible) for the Board’s review. Motion carried unanimously.
e) Approval of the 2007 Financial Review Report: A motion was made and seconded to accept the final financial report. Carried unanimously.
Ad Hoc Committee Reports: Future Facility: Bill said that Jon is considering the needs of the SRA as it relates to space at Burnside Village. The committee will meet in May.
Transition - Declarant Turn-over: Transition members Richard Arnold and Lyn James joined the meeting at 4:15 p.m. and provided information and answered questions. Doug referenced the April 14 memo which outlines timelines and the draft revisions to the Bylaws. Next, the draft Bylaws were reviewed, especially as it relates to Article IV and Section 4.2 “Qualification; Nomination; Election; Term.” A motion was made and seconded to approve going forward with a Town Hall meeting based on the revised Bylaws and presenting a final revision to the Board for approval subsequent to the Town Hall meeting. Motion carried unanimously.
Next the April 14 memo regarding CC&R Section 12.01 (Declarant’s rights to appoint and remove directors) Amendment was reviewed. After a brief discussion a motion was made and seconded to proceed with the proposed revisions to the CC&R amending Section 12.01. Motion carried unanimously. Richard and Lyn were thanked for their input and they then departed the meeting at 4:35 p.m.
City of Blaine Liaison: Paul and Claude attended the Parks and Cemetery Board meeting held on April 15 regarding the Seagrass Trail Review. Paul reviewed Conditions of Approval/MDNS Requirement: 10) Homeowners Association responsibilities. A Homeowners Association shall be established prior to final plat approval that will be responsible for all operation, maintenance and repair responsibilities associated with private roadways (Tracts F and G), private walkways, and stormwater management facilities. This condition may also be satisfied if the Applicant demonstrates to the satisfaction of the City that all such operation, maintenance and repair responsibilities will be undertaken by the Semiahmoo Resort Association.” He also reviewed the Seagrass Public Access Plan dated March 14, 2008 (via projector) as it relates to the trail system.
The question arose; if the SRA does not assume liability and maintenance issues for the trail system, will this “cripple” the final plat approval for Seagrass? Jon replied that there may be some impact and he suggested that Trillium Corporation, the City of Blaine and the SRA work together as it relates to liability and maintenance issues for the trail system. It was said that it does not seem fair to burden the 58 owners at Seagrass with the overall responsibility of the trail system. It was also suggested that the SRA assume responsibilities behind the gates at Seagrass similar to what is currently done behind all other gates at Semiahmoo, and that public access trails should not be the responsibility of the SRA. After a lengthy discussion, Jon volunteered to draft wording for the Board’s review that would suggest a course of action for the next 60 days; and the Board was receptive to this suggestion. The Blaine City Council will be reviewing Seagrass at the April 28 council meeting. Claude told the Board that Paul is doing a great job as liaison with the City, but also encouraged the Board members to attend the April 28 meeting.
Maintenance Committee: Deborah said she noticed a political sign in a window in the St. Andrews Green neighborhood. Debbie will check on this and follow up with the owner.
NEW BUSINESS: a) Email News Distribution List – Add Outside Agencies (Tim Johnson email 4-1-08: It was determined that to improve communication with owners, the Board will allow non Semiahmoo owners to be added to the list on a case by case request.
b) Email dated 4-15-08 from Larry Larson – Business Recommendations: The Board determined that if Mr. Larson would like to create his own “blog” that references businesses that perform work within the Semiahmoo community, he is welcome to do so. The “blog” will not be on the SRA web site but the SRA neither sponsors nor has any involvement in it.
c) Request from Mike Myers to address the Board regarding Airport Property: Claude said he was approached by Mr. Myers after the Men’s Breakfast Club meeting on April 3. Mr. Myers requested time at an upcoming Board meeting to address the Board regarding the airport property. After a brief discussion, it was determined that the SRA is not a political organization and should not be involved in such matters. The SRA will continue to focus on matters that relate to the Semiahmoo community. Thus, Mr. Myers’ request was denied.
d) Formation of Ad Hoc Committee to Discuss Dog Stations: Paul sought input from the Board to see if there would be interest in forming an Ad Hoc committee to study the issue of dog licensing as a means of funding dog comfort stations program in the neighborhoods. The Board was supportive of this idea and directed Paul to proceed with seeking volunteers to serve on the committee.
e) Future Vision for the SRA: It was said that the current Mission Statement for the SRA is a bit dated and is in need of updating. Another thought is for the SRA to set some goals on where they would like to be in five (5) to ten (10) years. The Board thought this was a good idea and Debbie was asked to investigate community awards that may apply to the Semiahmoo community. Reference was made to the Malcolm Baldrige Award for use as a possible template.
Questions and Comments: None.
ADJOURN: The meeting adjourned at 5:00 p.m. The next meeting will be held on Tuesday May 20, 2008 in the Palmer Room at the Semiahmoo Golf & Country Club.
March 25,2008
CALL TO ORDER: President Claude Oliver called the meeting to order at 3:00 p.m.
CONFIRMATION OF QUORUM: Six of nine members were present, therefore a quorum was established. Those present: Paul Barlock, Bill Bradfield, Claude Oliver, Carol Selby, Bob Williams and Deborah Woodruff. Debbie Smith, Administrative Director. Unable to attend: Brett Eaton, Jon Syre and Doug Todoroff.
GUESTS: Rich Olson, Archer Group PS (3:02 p.m. to 4:12 p.m.) Pat Kingshott
GUEST PRESENTATION: Claude welcomed Rich Olson from Archer Group PS. Rich began by reading the following paragraph from the ACCOUNT’S REVIEW REPORT: “Based on our review, we are not aware of any material modifications that should be made to the accompanying financial statements in order for them to be in conformity with generally accepted accounting principles.”
The question of what is “material” was asked. Rich replied that “material” is subjective. He gave the following examples: A misclassification that would give a different judgment on a company’s financials or an error such as not recording a significant amount of debt or income.
Rich then reviewed the entire draft financial statement. The following changes were requested by the Board of Directors:
Rich then reviewed the Key Financial Statistics (1998-2007) graphs which included:
Carol then asked Rich for his opinion on performing an audit versus a financial review. Rich replied that usually an audit is required by a third party, such as a bank or if there are unusual circumstances. He said that an audit is “over sold” and can give a false sense of confidence (such as what happened with Enron). He explained that when an audit is performed, every section of the financials is reviewed and thus takes more time and is more expensive. When a financial review is performed, the numbers simply need to make sense or more research is needed to justify the numbers.
Rich said it is prudent for the Board to keep on top of the financial statements, and he is aware that monthly financial reports are presented to the Board. If for some reason the Board was to feel uncomfortable about the financials then that would be an appropriate time to have an audit performed. Carol mentioned that when the transition between the Declarant and the association takes place, this may be a good example as to when an audit would be warranted. Rich went on to say that segregation of duties is also a way for financial controls, but since there is only one person who records financial information, this is difficult for small organizations such as the SRA. [CS1]Carol mentioned that the compensating control to the lack of segregation of duties is the Board’s oversight in performing their fiduciary responsibilities. Bill suggested that a form be created that explains the Board members fiduciary responsibilities and have them sign off on the form.
As there were no further questions on the draft financials or the issue of an audit versus financial review, Claude thanked Rich for presenting the reports and providing his opinion on the audit/financial review question. Rich then departed the meeting.
APPROVAL OF FEBRUARY 19, 2008 BOARD MEETING MINUTES: Confirmation of the email vote was approved.
ADMINISTRATIVE DIRECTORS’ REPORT: Debbie reviewed the February financial statements; Balance Sheet, Profit & Loss Budget vs. Actual and the Accounts Receivable Aging Summary. Accounts Receivable as of 3-25 is approximately $16,500. The financial statements were approved as presented.
On March 7, the bank holding the mortgage for St. Andrews Green II, lot 42 (formerly owned by Exceptional Homes/Munk) foreclosed on the property. The bank representative and the realtor who has the listing for this property have met with SRA staff to discuss outstanding issues relating to this property.
In follow up to last months meeting regarding the purchase of a projector for presentations during SRA meetings, Debbie presented a new proposal to the Board. A motion was made and seconded to raise the amount to $1,000 to purchase a complete projector package. Motion carried unanimously.
A suggestion that the SRA have a registered parliamentarian was not supported by the Board.
The renewal date for health insurance coverage for SRA employees is May 1. SRA staff members will meet with the insurance broker on April 1 to discuss renewal options. All options being considered are well within the 2008 budget. Claude will also attend this meeting.
Debbie concluded her report by saying that she will be on vacation; April 7 through 11.
OLD BUSINESS: a) Drayton Cove Recreational Easement (DCRE) trail – Land slide reported on March 12, 2007 – Ownership of the Old Drayton Harbor Road: Claude will meet with Jon Syre on April 2 to discuss this topic.
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: Claude will meet with Jon Syre on April 2 to discuss his letter dated February 25 relating to this topic.
c) Follow up items from the November 3, 2007 Annual General Meeting (AGM): Prestwick Village Paving. Claude talked with Mr. Hoskins and found that Mr. Hoskins was not aware that Allan Tozier, SRA Maintenance Supervisor, inspected streets for paving problems as he drove through the community while carrying out other projects. All are agreed that Prestwick Village is the only area in needing attention for now. Bill Bradfield commented that the winter season had caused some deterioration but the pavement is not in need of urgent repairs at this time. The board will continue to monitor Prestwick Village roads and schedule repaving when appropriate.
d) External Accounting and Auditing Services (Financial Review versus Audit): Refer to Guest Presentation on page 2.
e) March 18, 2008 Town Hall Meeting Review – Speeding on Wood Duck Way: Claude began by thanking Bill for a fine job running the meeting on March 18.
The Board accepted the notes as drafted. The notes will now be published to the SRA website and sent via Email News.
As outlined in the meeting notes, there were several ideas mentioned by those in attendance on how to deal with the speeding problem; and the placement of the stop signs at Wood Duck Way and Bufflehead Court.
It is anticipated that in the near future that the Carnoustie development will be complete and that the connector section of Wood Duck Way to Gate 2 will be opened. Another factor is the reopening of Drayton Harbor Road. Thus, the Board determined that the temporary stop signs on Wood Duck Way and Bufflehead Court will remain in place until such time that these two roads are open. The hope is once the roads open that it will help alleviate the traffic flow and speeding on Wood Duck Way. After those traffic corridors are open, the need for stop signs will be reevaluated. Debbie was asked to have Allan relocate the south bound stop sign so that it is more visible (branches may still need to be trimmed) and agreed to do so.
Several residents requested that future meetings be held in the evenings to accommodate those who work.
f) Determine date and time for social event with members of the Architectural Standards Committee (ASC): The social will be held on Sunday June 1 at 5:30 p.m. at the Bradfield’s home.
Ad Hoc Committee Reports: Future Facility: Bill said that there was no new information for today’s meeting. Committee members are: Bill Bradfield, Chairman; Bruce Hanson, Paul Barlock and Lyn James.
Transition - Declarant Turn-over: In Doug’s absence, the reports dated February 15 and March 12 were noted.
City of Blaine Liaison: Paul relayed the following topics that were discussed during the March 24 Blaine City Council meeting:
Maintenance Committee: Deborah and Debbie reported that a resident in the St. Andrews neighborhood did remove holiday lights and the political sign from his window. This property will continue to be monitored. Deborah said that a community wide maintenance tour will take place on March 27.
NEW BUSINESS: a) Men’s Breakfast Club (4-3-08) – Possible Topics: It was determined that Claude will address the following topics on April 3:
Claude thanked the Board for their suggestions and ideas.
b) Update Signage at the Neighborhood Entrances: During a recent ASC meeting, the developers for Marin proposed a conceptual sketch for their signage. Developments on the Spit may incorporate a new signage plan which would include Seagrass, Beachwalker Villas and Marin. The question is whether the “uplands” would also incorporate a new design (not necessarily the same as the Spit design) since the stone features on the Marin signage proposal do not blend with the current design of the upland entrances. The Board will ask the ASC to formulate a design study for new uplands signage; which would include costs for the signage. These costs could possibly be incorporated in the 2009 budget.
It was mentioned that the flower gardens at the gates need to be “spruced up” as some of the plantings are looking weary. A Master Gardner who lives in the community has agreed to assist with the redesign of the outside of St. Andrews Green Gate 3. A redesign of the gate signage may be a part of the plan.
A request will be made to Trillium Corporation to repaint or “touch-up” the directional signage leading to Semiahmoo as the signs are fading.
c) 65’ Sisterhood – Garden Tour: In March of 2007, a local charity association named the “’65 Sisterhood Helping Hands” contacted the SRA. The “sisterhood” asked to hold a fundraiser and was seeking approval from the SRA Board to allow a garden tour behind the gates, but had to postpone the tour. The new proposed date for the garden tour is Saturday June 7 from 10:00 a.m. to 3:00 p.m. No private cars will be entering the neighborhoods; all attendees will be bused to the sites. The “sisterhood” will be providing an insurance certificate naming the SRA as an additional insured. Gardens currently scheduled on the tour are located in the Drayton Cove, Royal Troon and St. Andrews Green IV-C neighborhoods. The Board approved the date and time. The board all agreed that this group should be supported as it had carefully thought through all of the board's previous concerns and has addressed them appropriately.
d) Request for Removal of Alder Trees in the Drayton Hillside SRA Greenbelt: This request will be referred to the ASC for their recommendation as it relates to tree removal located in the SRA greenbelt. The residents living in the Drayton Hillside neighborhood (below the requested tree removal area) will also be notified to let them know that the SRA has received this request, and to seek their opinion on the removal request.
Reference was made to the Tree Removal, Replacement and Retention Guidelines and that this document should be referenced as necessary during the review of this request due to the thought and consideration that went into creating the guidelines.
Questions and Comments: None.
ADJOURN: The meeting adjourned at 5:55 p.m. The next meeting will be held on Tuesday April 22, 2008 in the Palmer Room at the Semiahmoo Golf & Country Club.
February 19, 2008
CALL TO ORDER: President Claude Oliver called the meeting to order at 3:00 pm.
CONFIRMATION OF QUORUM: Seven of nine members were present, therefore a quorum was established. Those present: Paul Barlock, Bill Bradfield, Brett Eaton, Claude Oliver, Doug Todoroff, Bob Williams and Deborah Woodruff. Debbie Smith, Administrative Director. Unable to attend: Carol Selby and Jon Syre.
GUESTS: Bryan Johnson, Architectural Standards Committee (ASC) Member (3:05 to 4:00 pm) Steve Banham, Public Works Director City of Blaine (4:30 to 5:18 pm) Dale Buys, Reichhardt & Ebe Engineering (4:35 to 5:18 pm)
APPROVAL OF JANUARY 22, 2008 BOARD MEETING MINUTES AND JANUARY 29, 2008 SPECIAL MEETING MINUTES: Confirmation of the email vote earlier this month was approved.
ADMINISTRATIVE DIRECTORS’ REPORT: Debbie reviewed the January financial statements; Balance Sheet and Profit & Loss Budget vs. Actual. She did not review the Accounts Receivable Aging Summary because the first half invoices were sent in early January. The financial statements were approved as presented.
Due to a scheduling conflict Rich Olson will present the year-end 2007 financial review (in draft form) in March.
In follow up to last month’s meeting, new information was obtained in regard to Munk, St. Andrews Green II, lot 42. The date of the public auction was postponed to March 8, 2008 because of a potential buyer. With this new information, a motion was made and seconded to proceed with the fine for noncompliance for exceeding the deadline for the completion of exterior construction and landscaping. A fine of $500 per month will be imposed in the amount of $3,500 (August 2007 to February 2008) if the property is in escrow. If not, no further action will be taken on this property. Motion carried unanimously.
Information was reviewed pertaining to the purchase of a projector for presentations during SRA meetings. A motion was made and seconded to allocate $750 to purchase a complete projector package. Motion carried unanimously. In the event Debbie is not able to purchase a total package for $750 she will report back to the Board for further discussion.
FIRST GUEST PRESENTATION: Claude welcomed Architectural Standards Committee (ASC) Member Bryan Johnson. Claude then told the Board that a new policy has been established that when an ASC matter is referred to the Board that the senior ASC member will attend Board meetings to explain/defend the position of the committee.
The first topic discussed was “exercise equipment” versus play equipment. Bryan said that the ASC is recommending that the Community Rules be amended to include “exercise equipment”. After a brief discussion a motion was made and seconded to accept the ASC recommendation to modify the Community Rules to include “exercise equipment”. Motion carried unanimously.
The second topic was exterior lighting and the recommendation from the ASC for the Board to endorse the interpretation that the intent of the covenants is to limit exterior light to the illumination created by a 25 watt incandescent bulb. The suggestion by SRA staff to add wording to Community Rule #7 “Non-incandescent light bulbs are limited to the illumination created by a 25 watt incandescent bulb, regardless of their wattage” was not accepted at this time. This matter will be referred back to the ASC to identify and determine what wattage of non-incandescent bulbs are currently on the market that would conform to the intent of the current rule.
In regard to landscape lighting, if it complies with the current standards and follows the existing Covenants, Conditions and Restrictions (CC&Rs), no further action is needed on this topic.
The third topic of discussion was the new recommendation from the ASC regarding the Clements noncompliance issue of removing a 29 inch maple tree (and a 22 inch maple tree in their front yard near the driveway). A motion was made and seconded that on behalf of the Board; a subcommittee comprised of Claude, Bill and ASC Michael Lulu will meet and negotiate with the Clements on a mitigating resolution in regard to the unapproved removal of the two maple trees. Motion carried unanimously.
A brief conversation took place as it relates to fact that the Covenants, Conditions and Restrictions (CC&Rs) do not have a provision for an appeal process. It was said that it is important for the ASC and the Board to work closely together to ensure clear communication, especially on sensitive matters. Secondly, the goal is to meet with community members face to face so that an amicable resolution can be determined prior to possible fines, etc.
Claude thanked Bryan for taking the time to attend the meeting and told him that he plans to attend upcoming ASC meetings so that he will be apprised of the issues that the ASC is dealing with. Bryan then departed the meeting at 4:00 pm.
SECOND GUEST PRESENTATON: Claude welcomed Steve Banham, Public Works Director City of Blaine and Dale Buys from Reichhardt & Ebe Engineering. Mr. Banham began by saying there are three phases of work he would like to address. The first phase would be public improvements to Semiahmoo Parkway. The second phase would be to improve the conveyance of water in the Drayton Cove pond by upsizing the outflow pipe which is currently 12 inches to either 18 inches or 24 inches. The third phase would be improvements to Drayton Harbor Road. These can be bid as three separate projects or as one.
Mr. Banham reviewed a map (“green line” and “red line”) referred to as Blaine Storm Projects from Reichhardt & Ebe (RE) dated 2/13/08; a preliminary cost estimate ($69,183 or $72,015) for Mallard Road & Pintail Loop Storm drainage Upgrade dated February 14, 2008 from RE which relates to the “green line” on the map; and a preliminary cost estimate ($221,290) for Drayton Cove Alternative Route for Storm water dated February 14, 2008 from R&E which relates to the “red line” on the map. The maps and cost estimates were discussed at length.
In regard to the Mallard Road & Pintail Loop cost estimate, the issue of using a 24 inch pipe rather than an 18 inch pipe was discussed. It seems reasonable for the additional cost of approximately $2,800 that it would make the most sense to go with the 24 inch pipe so that future upgrades would hopefully not be needed. Mr. Buys said that he anticipated that the total cost would be approximately $72,000 to $75,000 to the SRA. Mr. Banham is hoping to award a contract in July and the completion timeline would be approximately three (3) months. Claude asked about funding requests, and Mr. Banham thought that the funding could possibly be made in $20,000 intervals (rather than a lump sum).
Claude mentioned the future development of Burnside Village and asked if the City has taken into account the water flow from this development as it relates to the options discussed above. Mr. Banham said that he is actively working with Trillium Corporation on this question, and will continue to explore this matter.
The issue of a reclaimed water line (for use at the Semiahmoo Golf Course) could be a factor in cost sharing for the three phases of the projects described above.
The question arose as to why was a 12 inch outflow pipe initially approved, and should the engineering firm, the City and Trillium Corporation be sharing the cost for the upgrade to the pond? Mr. Banham replied that when the pond was designed and constructed (some time in the early 90’s), there were no storm water guidelines in place.
Mr. Banham is committed to complete the work on Semiahmoo Parkway (down the hill) this summer. He told the Board that the SRA does not have to do the work this summer, but inflation will be a factor in coming years. If the SRA wishes to obtain bids for the work, Mr. Banham said he would supply a copy of the plans. The City of Blaine pays prevailing wages for this type of work. The thought since this topic came up a few years ago was to “piggy-back” with the City to save on costs. Mr. Banham and Mr. Buys both thought that this may be the most cost effective option for the SRA.
The next topic that Mr. Banham discussed was the “360 pressure zone” and said that the City will be moving forward this summer on this project with completion anticipated in the fall. Water conservation was discussed and it appears that the City will be implementing a program again this summer. The details have not been determined as yet, but as soon as they are, the City will be providing information via The Northern Light and other avenues yet to be determined.
Claude thanked Mr. Banham and Mr. Buys for their time and for attending the meeting and they departed at 5:18 pm.
Further Discussion: It seems as though the “green line” option and use of 24 inch pipe is the way to go to avoid possible future improvement costs. Jon Syre has said that Trillium Corporation would help with the funding, but it is unclear at this time as to what amount that may be. During the discussion with Mr. Banham, he did not commit to repairing the upper portion of Drayton Harbor Road, and this is of concern. Should the SRA ask Jon if Trillium Corporation would be willing to do the project? The following is a summary of the discussion: 1. Contact Jon Syre to see if he would be interested in constructing the “green line” work. 2. If Jon says “yes”, ask that Trillium Corporation provide a cost estimate within 30 days. 3. If Jon says “no”, proceed with the “green line” work with the City of Blaine and ask Jon Syre for a contribution towards the total cost. 4. Ask the City of Blaine to commit to the improvements along Drayton Harbor Road if the SRA does the “green line” work.
OLD BUSINESS: a) Drayton Cove Recreational Easement (DCRE) trail – Land slide reported on March 12, 2007 – Ownership of the Old Drayton Harbor Road: Claude said that he talked with Jon Syre and that Jon told him Trillium Corporation is currently working with a lawyer as it relates to the transition from Declarant control to the membership, and that a report is due on February 21. This report will also include the issue of the entire trail system at Semiahmoo. Claude said that he and Jon will plan to meet with Terry Galvin; City of Blaine Community Development Director after the report has been reviewed.
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: Refer to the second Guest Presentation above.
c) Follow up items from the November 3, 2007 Annual General Meeting (AGM): Prestwick Village Paving. Claude is awaiting Mr. Hoskin’s return so that a tour can take place to review other streets possibly in need of paving.
d) External Accounting and Auditing Services (Financial Review versus Audit): Tabled until March when Rich Olson presents the draft 2007 year-end financial review.
e) Clements, Royal Troon, Lot 28 – Noncompliance Removal of Maple Tree: Refer to the first Guest Presentation above.
f) Stop sign(s) Placement on Wood Duck Way: Claude told the Board that he, Debbie and Allan Tozier, SRA Maintenance Supervisor met with Mr. and Mrs. Hansen, residents on Wood Duck Way where the south bound stop sign needs to be installed. Several options were discussed with Mr. and Mrs. Hansen, and it was agreed that a temporary stop sign would be placed near their mailbox.
After further discussion, it was determined that two options will be presented to Mr. and Mrs. Hansen for their consideration.
In regard to the response to the resident who sent an email dated February 19 stating displeasure of the newly placed signs, Debbie was directed to draft a response that the Board has done an analysis of the speeding problem on Wood Duck Way and found this solution (placement of the two stop signs) to be the most cost effective for traffic calming. Also, the Blaine Police Department has a report on file from last summer with data indicating speeds have reached 40 to 50 miles per hour on Wood Duck Way, and the Board is concerned about safety on this street. The Board felt the placement of the signs was the least invasive manner for traffic calming.
Ad Hoc Committee Reports: • Future Facility: Bill said he did not have anything new to report at this meeting.
• Transition - Declarant Turn-over: Doug said he met with the committee and that the following assignments were made. Paul Barlock will be in charge of reviewing the CC&Rs Richard Arnold will be in charge of working on how the election of directors will take place Rod McCallum will be in charge of reviewing documents as it relates to SRA ownership of common areas
Doug asked Debbie to have Lyn forward the meeting notes to the Board via email for their review and she agreed to do so.
• City of Blaine Liaison: Paul said he has been attending Blaine City Council meetings. The topic of redistricting the Wards that relate to Semiahmoo was recently discussed, and it appears that Semiahmoo will have its own Wards (separate from East Blaine). He, Claude and Debbie have now met with key City officials, and most recently met with Mayor Bonnie Onyon. All of the meetings have been very informative and have gone well, and he thinks that the SRA is building good relations with City officials.
• Maintenance Committee: Deborah and Debbie reported that a resident in the St. Andrews neighborhood recently refused the offer to meet with them and Claude to discuss community rules and the CC&Rs as it relates to maintenance issues for this property. Thus, it was determined that a letter will be sent in follow up to the owners voicemail message that Debbie received (refusing the meeting). This letter will outline the requirements of the Semiahmoo community as it relates to exterior maintenance responsibilities, etc. The letter will also state that until such time the property sells, the property is to be properly maintained. Debbie’s draft will be reviewed by Deborah and Claude prior to sending.
NEW BUSINESS: a) Memo’s of 1-28-08 from the ASC: Exercise vs. Play Equipment and Exterior Lighting: Refer to the first Guest Presentation above.
b) Determine Date and Time for Social Event with Members of the ASC: Deborah said that she was asked by Claude to organize a casual social event with the ASC and Board members so that they can become better acquainted. After discussion, Bill volunteered to host the social at his home, but asked that it be at a time when the weather is a bit warmer, possibly in May or June. The Board thought this would be a good idea, and thanked Bill for volunteering his home for the social. Deborah will work with Bill on the details.
In regard to the annual Recognition Reception to honor immediate past Board and ASC members, Debbie will plan this event sometime near the end of April. More details to follow.
Questions and Comments: None.
ADJOURN: The meeting adjourned at 5:35 p.m. The next meeting will be held on Tuesday March 25, 2008 in the Palmer Room at the Semiahmoo Golf & Country Club. Doug said he will be absent for this meeting.
January 29, 2008 Special Meeting
CALL TO ORDER: President Claude Oliver called the meeting to order at 3:05 pm.
CONFIRMATION OF QUORUM: Eight of nine members were present, therefore a quorum was established. Those present: Claude Oliver, Bill Bradfield, Carol Selby, Paul Barlock, Doug Todoroff, Deborah Woodruff, Jon Syre and Brett Eaton. Debbie Smith, Administrative Director. Unable to attend: Bob Williams.
GUEST: Architectural Standards Committee (ASC) member Michael Lulu.
EXECUTIVE SESSION: A motion was made and seconded at 3:07 pm to convene into executive session to reconsider a noncompliance matter referred to the Board of Directors by the Architectural Standards Committee (ASC). Motion carried unanimously. A motion was made and seconded at 4:10 pm to reconvene the open meeting. Motion carried unanimously. The following is the outcome of the executive session.
Clements – Royal Troon, Lot 29. The following motion was made and seconded. The motion carried with two members abstaining.
The Board is referring this matter back to the ASC to recommend a mitigating fine for aesthetic betterment of the community in regard to the unapproved removal of a 29 inch maple tree. The January 22, 2008 meeting minutes will be amended to reflect this decision.
ADJOURN: The meeting adjourned at 4:12 p.m. The next meeting will be held on Tuesday February 19, 2008 in the Palmer Room at the Semiahmoo Golf & Country Club.
January 22, 2008CALL TO ORDER: President Claude Oliver called the meeting to order at 3:00 pm.
CONFIRMATION OF QUORUM: Seven of nine members were present, therefore a quorum was established. Those present: Claude Oliver, Bob Williams, Bill Bradfield, Carol Selby, Paul Barlock, Doug Todoroff and Brett Eaton. Debbie Smith, Administrative Director. Unable to attend: Deborah Woodruff and Jon Syre.
GUESTS: Gary Nelson, Toft Construction (3:03 pm to 3:16 pm) Cal and Karen Clements (3:36 pm to 3:52 pm)
APPROVAL OF DECEMBER 11, 2007 BOARD MEETING MINUTES: Confirmation of the email vote in December was approved. As a reminder, in an effort to post the meeting minutes sooner on the SRA website, the following took place: A first draft of the minutes was emailed to each member requesting additions or corrections with a 48 hour response time. A second draft was then sent that 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 sent 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.
EXECUTIVE SESSION: A motion was made and seconded at 3:02 pm to convene into executive session to review noncompliance matters referred to the Board of Directors by the Architectural Standards Committee (ASC). Motion carried unanimously. A motion was made and seconded at 4:35 pm to reconvene the open meeting. Motion carried unanimously. The following is the outcome of the executive session.
1) Gary Nelson from Toft Construction – Clubhouse Point. The following motion was made and seconded and carried unanimously: In the future Mr. Nelson, Toft Construction LLC, and either party’s respective heirs, successors or assigns is required to deal directly with the Architectural Standards Committee (ASC) with any exterior changes to his units. A fine of $5,000.00 is imposed and tabled if no other infractions occur through the completion of all 14 units at Clubhouse Point, at which time the fine will be waived. If any additional infractions occur, the $5,000.00 fine will be imposed, plus any additional fines that the ASC may recommend to the Board of Directors. The ASC has jurisdiction as it relates to compliance issues relating to Article X of the Covenants, Conditions and Restrictions (CC&Rs). The Board of Directors has jurisdiction on the imposition of any future fines for this project.
2) Clements – Royal Troon, Lot 29. The following motion was made and seconded. The motion carried with one member abstaining. Based on extenuating circumstances, the fine that was recommended by the Architectural Standards Committee (ASC) was waived. This matter was reviewed further at the January 29 Board of Directors special meeting with the following results, which supersede the results of the January 22 meeting: the Board referred this matter back to the ASC to recommend a mitigating fine for aesthetic betterment of the community in regard to the unapproved removal of a 29-inch maple tree.1
To further enhance Board member’s understanding of the current Tree Standards and Guidelines, ASC members will be invited to meet with the Board and share common knowledge. The goal is to ensure various environmental and safety elements are taken into consideration.
3) Munk – St. Andrews Green II, lot 42 – Noncompliance issues for exceeding the deadline for the completion of exterior construction and landscaping. Mr. Munk did not respond to the letter of December 12, 2007 inviting him to attend today’s meeting. As this property is scheduled to be sold at public auction at the Whatcom County Courthouse on February 8, 2008, a motion was made and seconded and carried unanimously to take no further action.
ADMINISTRATIVE DIRECTORS’ REPORT: Debbie reviewed a preliminary draft of the December financial statements; Balance Sheet; Profit & Loss Budget vs. Actual, and the Accounts Receivable Aging Summary. Rich Olson will make available to Claude, Carol and Debbie a preliminary report for their review prior to his scheduled presentation in February of the financial review to the entire Board membership.
In regard to an owner who still has holiday lights aglow, the Board determined that the end of January is a reasonable time to require the lights be turned off and removed.
OLD BUSINESS: a) Drayton Cove Recreational Easement (DCRE) trail – Land slide reported on March 12, 2007 – Ownership of the Old Drayton Harbor Road: Claude said that Jon talked with Gary Tomsic, City Manager and Terry Galvin, Community Development Director for the City of Blaine to discuss trail issue(s) (in his capacity as CEO of Trillium Corporation; SRA Declarant and an SRA Board member). Claude said it is going to take time and diplomacy in resolving the trail issue(s). Again, 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. It was mentioned that the SRA, due to potential liability issues will continue to determine when this section of trail will be opened and closed.
Debbie distributed a letter she received dated January 17, 2008 from a Blaine resident inquiring about the closure of the trail. A response will be provided that the SRA and the city are currently in discussions and working toward a resolution.
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: Claude told the Board that Jon continues to work on this issue. He then referenced the January 7, 2008 email from Steve Banham, City of Blaine Public Works Director and his answers to the questions posed in Debbie’s November 30, 2007 letter. Claude went on to say that if he has the support of the Board, he would like to meet with
Mr. Banham (and another member(s) of the Board) to pose the question, “Why is SRA being asked for the $65,000”? The Board was supportive of this meeting. Claude will also consult with Jon prior to meeting with Mr. Banham.
c) Follow up items from the November 3, 2007 Annual General Meeting (AGM): 1. Mueller – SAGIVC, lot 18 – E-mail dated November 1, 2007; suggestions for speeding problems.
Claude told the Board that Allan Tozier is nearing completion on the two stop signs and that the signs will be installed at the intersection of Wood Duck Way and Bufflehead (one in each direction) soon.
In regard to Mrs. Mueller’s issue of removal of undesirable neighbors, there has been no response to Debbie’s email of December 12, 2007 to Mrs. Mueller regarding the requested information from her to provide a copy of the documents from her former condominium association in Seattle that relates to this issue. It was determined that this issue will be removed from the agenda until such time there is new information.
2. Hoskins – SAGIVC, lot 29 – Email dated November 4, 2007 - follow up comments from the November 3, 2007 Annual meeting.
Claude and LuAnn met with Mr. Hoskins (Debbie attended as note taker) on December 27, 2007 to review his concerns. Claude referenced Debbie’s memo of January 7, 2008 summarizing the meeting. Claude plans to follow up with Mr. Hoskins (upon his return in February) on a few of the points he raised such as; security; unhappy residents, who are they? and roads in the community that are in need of repair. Claude will continue to update the Board accordingly.
It was mentioned that the SRA is completely separate from the Semiahmoo Golf & Country Club (SG&CC). The SG&CC is managed by The Skagit and has a Member Advisory Board (MAB), and this is the avenue for members to voice their comments or concerns.
In regard to the gravel walking paths behind the gates, if this topic comes up during a town-hall meeting, the Board will address the issue.
3. Prestwick Village Paving. This topic was not discussed.
d) Guidelines for Guests Attending Board Meetings: With a few minor revisions, a motion was made and seconded and unanimously approved to accept the final draft of the guidelines. The guidelines will now be posted on the SRA website.
NEW BUSINESS: a) External Accounting and Auditing Services: Carol reviewed the summary dated January 17, 2008 that she prepared for the Board. She said that the SRA is a small organization and the benefit of a financial review may out weight the need for an audit. The cost of an audit is currently $5,975. The cost of a financial review is currently $2,350.
Carol said that the information that is provided in an independent review versus an audit does not differ by much. There are “trigger” points for an audit such as unusual events. She wanted to provide this information for educational purposes and it can be discussed further with Rich Olson from Archer Group PS next month when he presents the 2007 draft financial review. It was suggested that this information could also be presented at this years’ Annual meeting on an educational basis. Claude thanked Carol for her time in preparing the summary.
b) Sharp, SAGIV-B, Lot 32 – Email dated January 11, 2008 – Concerning New Community Rules and Debbie’s memo dated January 18, 2008: Bill said that the meeting with Mr. Sharp was amicable and Mr. Sharp felt that he became more educated on SRA issues.
c) ASC memo dated January 12, 2008 – House Recycling, Demolition, and Debris Removal: A motion was made and seconded to accept and enact the House Recycling, Demolition, and Debris Removal guidelines as presented by the Architectural Standards Committee (ASC). Motion carried unanimously.
d) Ad Hoc Committee Reports:
Doug said it is time to revise the CC&Rs to incorporate all of the amendments to date so there is one concise document. The committee will be working to have information ready for a vote at this year’s Annual meeting. He plans to meet with Jon Syre after the first committee meeting.
City of Blaine Liaison – Paul said he felt the meeting that was held on January 14, 2008 with Gary Tomsic and Terry Galvin was positive. Paul said that he attended the City Council meeting on the 14th and at that meeting Bonnie Onyon was elected mayor (replacing Mike Myers). During the meeting the 2008 Water Conservation Program was discussed. This will cause some adjustment to billing rates. Bob referenced the Drayton Harbor shellfish meeting and funding to get reclaimed water for the golf course. Brett said he has not had feedback as yet on this matter, but it will be a good thing. Paul said that the City Council thought that this was a “done deal”. He also mentioned that the City has obtained a $33 million grant/loan for “Lighthouse Point”. Paul said that there is an opening on the Blaine Planning Commission. Paul finished by saying he plans to attend future City Council meetings. Claude’s letter dated January 22, 2008 to Gary Tomsic and Terry Galvin thanking them for their time on January 14 was distributed to the Board for their review.
Claude thanked the committee chairs for their work thus far and said that they are off to a great start!
Questions and Comments: Claude referenced the email from the city regarding the resurfacing of the bike path bridge on Semiahmoo Parkway; the compliment from Richard Arnold for posting the minutes to the website in a timely manner; and Carol’s notes on meeting rules and rules of active listening.
ADJOURN: The meeting adjourned at 5:30 p.m. The next meeting will be held on Tuesday February 19, 2008 in the Palmer Room at the Semiahmoo Golf & Country Club.
1 The January 22 meeting minutes were approved with the inclusion of the superseding results of the January 29 special meeting. |
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