Minutes for 2009 Board of Directors Meetings

January 27, 2009

February 24, 2009

March 24, 2009

April 28, 2009

May 19, 2009

June 23, 2009

July 21, 2009

(rescheduled from July 28)

August 25, 2009

September 15, 2009

October 20, 2009

October 24, 2009 Annual Meeting

November 17, 2009

December 15, 2009

October 20, 2009

CALL TO ORDER:  The meeting was called 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, George Culbertson, Mike Lancaster, Derek Marshall, Carol Selby, and Jerry Wilson.  Debbie Smith, Executive Director.  Unable to attend: Doug Todoroff and Jon Syre.

GUESTS:  Election Committee Member Pat Kingshott (3:20 p.m. to 5:00 p.m.)

APPROVAL OF SEPTEMBER 15, 2009 BOARD MEETING MINUTES: Confirmation of the email vote was approved. 

EXECUTIVE SESSION:  A motion was made and seconded to convene into executive session at 3:01 p.m. to discuss legal issues.  Motion carried unanimously.  A motion was made and seconded at 3:20 p.m. to reconvene the open meeting.  Motion carried unanimously.  The outcome of the executive session is that the Board directed Debbie to contact the SRA attorney to seek input on ongoing legal issues.

EXECUTIVE DIRECTORS’ REPORT: The September Balance Sheet, Profit & Loss Budget vs. Actual and the Accounts Receivable Aging Summary were reviewed.  After review, a motion was made and seconded to approve the financial statements as presented.  Motion carried unanimously.  The issue of owners who are in arrears continues to be closely monitored by the Board. 

A motion was made and seconded to purchase the 2004 Dodge truck after the Restricted Reserve/Capital expenditures are approved by the membership on October 24.  Motion carried.

OLD BUSINESS: 

a) Pets:  Jerry said he is still awaiting a reply from Chief Haslip to see if Animal Control is legally allowed to patrol in the community.  This topic is deferred until next month.

It was mentioned that a community member was bitten by a dog while walking behind the gates earlier this month.  The Blaine Police Department is investigating the incident.

Residents are treating the Carnoustie neighborhood as an open dog run area (since there are currently no houses) and the Board does not find this acceptable. 

c) Aerie Grounds Maintenance – Outside of Gate:  Completed.

c) Maintenance of Vacant Lots:  In follow up to last months meeting regarding a question during last years Annual meeting as it relates to maintenance costs for vacant lots the Board determined that the costs outweigh the benefits of having the SRA charge lot owners to cut back debris from the road.  The SRA will continue to incorporate this maintenance item on an as needed basis as it relates to safety of the right of way/easement. 

If brush or other vegetation encroaches onto a neighboring property, the property owners will be encouraged to work together with their neighbors to resolve the matter.

d) Fisher – St. Andrews Green IV-C, lot 27 – Speeding: In follow up to last month’s meeting further review at the corner of Great Horned Owl Lane and Golden Eagle occurred after the meeting.  After discussion, a motion was made and seconded to add lines on the street to better define the turning radius (similar to the intersection of Wood Duck Way and Golden Eagle).  A white line may also be added at the Stop Sign on Golden Eagle (if one is not currently in place).  Motion carried. 

e) Marin – Noncompliance – Completion deadline for Buildings A and B:  This matter has been forwarded to the SRA attorney.

f) Late Fee Notice:  Due to Doug’s absence, this topic was tabled until next month.

AD HOC COMMITTEE REPORTS:

Transition/Declarant Turn-over – Due to Doug’s absence this report was tabled until next month.

City of Blaine Liaison – Jerry reported the following:

Architectural Standards Committee (ASC) Liaison – Derek reported there was no new Committee business to report.  The Board complimented the ASC for working with the owner of Clubhouse Point as it relates to the aesthetic upgrades that have occurred (screening of the foundation with trees/plants, painting the foundation and other landscaping upgrades).

Maintenance Committee:  George and Debbie recently toured the community.  The committee continues to work with some owners regarding repainting of their home and maintenance issues.

Election Committee: Election Committee member Pat Kingshott addressed the Board on the following topics. 

NEW BUSINESS:

a) October 24, 2009 Annual Meeting Preparation:  The draft agenda was reviewed.  A list of topics were discussed and prioritized.  Paul, Carol and Debbie will now modify the Power Point presentation from the Board’s input. 

Board members will contact their neighbors to help establish a quorum for the meeting.

b) Board Vacancy:  Brett Eaton’s resignation letter dated October 20 was reviewed.  A motion was made and seconded to accept Mr. Eaton’s resignation from the SRA Board of Directors.  Motion carried. 

As stated in the Bylaws, vacancies shall be filled by the current Board.  A motion was made and seconded to appoint Paul Barlock to a one year term to fill the vacancy created by Mr. Eaton.  Motion carried.

ADJOURN: The meeting adjourned at 5:00 p.m.  The next meeting will be held on Tuesday November 17, 2009 in the SRA Conference Room.

CALL TO ORDER:  The meeting was called to order at 3:00 p.m.

CONFIRMATION OF QUORUM:  Six of nine members were present, therefore a quorum was established.  Those present: George Culbertson, Brett Eaton, Derek Marshall, Carol Selby, Doug Todoroff and Jerry Wilson.  Debbie Smith, Executive Director.  Unable to attend: Paul Barlock, Mike Lancaster and Jon Syre.

GUESTS:  Election Committee Chairman Richard Arnold (3:04 p.m. to 4:50 p.m.)

APPROVAL OF AUGUST 25, 2009 BOARD MEETING MINUTES: Confirmation of the email vote was approved. 

EXECUTIVE SESSION:  A motion was made and seconded to convene into executive session at 3:01 p.m. to discuss legal issues.  Motion carried unanimously.  A motion was made and seconded at 3:04 p.m. to reconvene the open meeting.  Motion carried unanimously.  The following is the outcome of the executive session.  The Board will continue to work with the SRA attorney on legal issues. 

EXECUTIVE DIRECTORS’ REPORT: The July and August Balance Sheet, Profit & Loss Budget vs. Actual and the Accounts Receivable Aging Summary were reviewed.  In follow up to last months meeting, balances have been corrected for Accrued Interest Receivable and Time Certificate accounts.  The Time Certificate (account number 1971) was renewed for seven (7) months with an interest rate of 1.65%.  After review, a motion was made and seconded to approve the July and August financial statements as presented.  Motion carried unanimously.  The issue of owners who are in arrears is being closely monitored by the Board. 

A property owner raised the issue of residents not cleaning up leaves from their property (letting them blow “down the way”).  An SRA Email News will be sent reminding residents that they are responsible for cleaning-up their leaves. 

a) Pets:  Jerry reviewed two handouts; SRA CC&Rs – pets (dogs) and Blaine Municipal Code – Pets (dogs).  A discussion ensued which included the possibility of allowing Animal Control access through the gates to patrol for noncompliance of the leash law and picking up after pets (dogs).  No action was taken at this time.  It was suggested that the Covenants, Conditions and Restrictions (CC&Rs) be modified at a future date to more closely reflect the Blaine Municipal Code.  No action was taken at this time.  Derek commented that it seems as though it is a small minority of owners that are causing the problem and rather than taking a punitive approach he thought that tying to persuade owners to comply might be a better option.  In closing, Jerry said he has been awaiting a reply from Chief Haslip to see if Animal Control is legally allowed to patrol in the community.  He will follow up with Chief Haslip in advance of next months meeting and report back to the Board with his findings.  

b) Aerie Grounds Maintenance – Outside of Gate:  In follow up to the June 23 meeting, the following topics (bolded) were once again reviewed:

1. Drainage problem inside the Aerie gate (which occurred after the City of Blaine completed the stormwater improvements along Semiahmoo Parkway).  Jerry met with Allan Tozier on August 26 and reviewed the site.  After discussion, it was determined that the drainage problem needs to be addressed by the SRA as they own the upper road at Aerie.  Jerry said he will contact the utility companies that have boxes that have been filled with water and ask if they will reroute the water in order to avoid damage to their equipment. The Association is also interested in preventing water damage on the upper road.  A follow up email will be sent to the Aerie Association. 
2. Pond outside the Aerie gate.  Allan Tozier was asked to contact the City of Blaine to see if the pond (now dry after City of Blaine completed the stormwater improvements along Semiahmoo Parkway) needs to be maintained or can it be covered and landscaped with bark mulch.  During the August meeting Debbie reported that Allan spoke to Steve Banham and was told that it would be okay to fill in the dry pond; and the associated cost is approximately $415.00.  Carol and Debbie have not yet had an opportunity to see if the SRA can negotiate a price with the City of Blaine to perform this work.  They will report back on their progress during next months meeting.
3. Maintenance of bark mulch along Semiahmoo Parkway near the Aerie entrance (added by the City of Blaine after completion of the stormwater improvements).  The SRA will ask the City of Blaine who owns this property, and then a determination will be made as to who is responsible for maintaining this area.  Mr. Banham’s response via email on 8/24 was: “Maintenance along roadways by the City crew in Semiahmoo is limited to mowing.  It is possible that later this month we might have some bushes (native varieties) that could be planted in that area, but our intent would be for this area to return to a natural, un-maintained area.  Anything more formal than that would need to be something the home-owners group would need [to] take on”.  The Board found this response acceptable and asked Debbie to forward this information to the Aerie Association.

c) Maintenance of Vacant Lots:  In follow up to last months meeting regarding a question during last years Annual meeting as it relates to maintenance costs for vacant lots, Allan Tozier prepared a report on the amount of time that the maintenance staff spends cutting back the grass from the streets during the summer months, along with tree clean up from wind fall.  His report indicates that the maintenance staff spends approximately two (2) hours per lot which equates to approximately $100 per lot (based on 176 vacant lots) for a total cost of approximately $17,000.00 to the association.  Carol suggested the following:

1. Ask the Architectural Standards Committee (ASC) to define the standard for lot maintenance;

2. Once defined and accepted by the Board, send a letter to lot owners outlining the maintenance standard and to make them aware of their responsibility to maintain their lot, and;
3. Once a year send lot owners who are not maintaining their lot a “flat fee” bill from the SRA for services rendered for maintenance.

After discussion, it was determined that the Maintenance Committee will work on defining the standard for lot maintenance and provide a recommendation during next months meeting.

A statement will be prepared on this topic for the October 24 Annual Meeting.    

d) Second Draft – 2010 Budget and 2011 & 2012 Plan:  Carol presented the second draft of the 2010 balanced budget.  Summary highlights are as follows:

·         No increase in dues in 2010.

·         Decreased expense for Internet Service and Neighborhood Street Sweeping in 2010.

·         Contingency Note: In the event assessments are better than budgeted the Future Facility line item of $7,500 will be

          put back into the 2010 budget as in previous years.

Carol then reviewed the 2011 & 2012 Plan.  Summary highlights are as follows:

·         A 3% increase in Revenue and Expenses.

·         Restricted Reserve and Capital Expenditures:  In 2012, the plan shows an expense of $97,632 (from the 2003

          Reserve Study).  Allan Tozier, SRA Maintenance Supervisor will be asked to review the beach stairs (in the

          Boundary Ridge II neighborhood) and make a recommendation as to whether the stairs need to be completely

          replaced in 2012; or continue    routine maintenance.  Upon this determination a footnote may be added to page 3

          of the budget.

A motion was made and seconded to approve the 2010 budget and 2011 & 2012 Plan with a contingency footnote regarding the beach stairs (as outlined above) and to send the budget to the SRA membership as presented.  Motion carried unanimously.

e) Marin – Noncompliance – Completion deadline for Buildings A and B – ASC Memo dated 8/18/09:  Debbie is working on forwarding this matter to the SRA attorney.

Transition/Declarant Turn-over/Election Process – Doug reported the following:

Trillium Corporation will soon be filing the amendment to Section 12.01 of the CC&Rs as it relates to “. . . seated officers/directors shall serve remainder of their term of office . . .”  The Amendment also includes language pertaining to Declarations that have yet to be recorded on parcels which are currently part of the SRA.  The amendment will be filed prior to the transition date.  The amendment is required to conform to the CC&Rs to the Bylaw changes approved by the membership at the 2008 Annual General Meeting.

City of Blaine Liaison – Jerry reported the following:

Architectural Standards Committee (ASC) Liaison – Derek referenced the September 10 draft ASC minutes and summarized that the committee continues to work with The Bank of the Pacific regarding Clubhouse Point and is monitoring the progress of the house under construction on Wood Duck Way as the completion deadline is late October.

Maintenance Committee:  George said that due to Debbie’s other work obligations, they have not yet had an opportunity to tour the golf course to review the properties that may be in need of maintenance, but hope to do so soon.  The committee continues to work with some owners regarding repainting of their home and maintenance issues.

Election Committee: A motion was made and seconded to confirm the email vote to accept the committee report dated August 7 for posting to the SRA Web site, along with approval of the September 9 report.  Motion carried unanimously. 

Election Committee Chairman Richard Arnold addressed the Board on the following topics.  The Election Committee recommends:

Mr. Arnold also reported the committee is gathering comments/questions since the ballots were mailed on September 11 and will review them on October 5.

The committee is in the process of reviewing the Bylaws as it relates to nominations from the floor during the October 24 meeting.  Candidates must provide 48 hour notice before the meeting so that qualifications can be reviewed by the committee.  Doug was asked to mention this process in the AGM cover letter.

Doug complimented Richard and the Election Committee members for the great job they have done!  Richard then departed the meeting.

a) Fisher – St. Andrews Green IV-C, lot 27 – Speeding: The Board reviewed Mr. Fishers email dated August 26, 2009.  After discussion it was determined that the traffic count at the corner of Great Horned Owl Lane and Golden Eagle does not support the installation of a new Stop Sign.

b) Voting Rights/Quorum:  Doug reviewed Phil Serka’s letter of September 4, 2009 and after discussion the Board determined that no action will be taken at this time.  The issue may be reviewed again in the future.

c) Late Fee Notice: Tabled until the October meeting.

ADJOURN: The meeting adjourned at 5:25 p.m.  The next meeting will be held on Tuesday October 20, 2009 in the Palmer Room at the Semiahmoo Golf & Country Club.  

CALL TO ORDER:  The meeting was called to order at 3:00 p.m. 

CONFIRMATION OF QUORUM:  Seven of nine members were present, therefore a quorum was established.  Those present: Paul Barlock, George Culbertson, Brett Eaton, Mike Lancaster, Carol Selby, Doug Todoroff and Jerry Wilson.  Debbie Smith, Executive Director.  Unable to attend: Derek Marshall and Jon Syre. 

GUESTS:  Election Committee Member Pat Kingshott (3:50 p.m. to 5:56 p.m.) and Penny Senov (3:50 p.m. to 4:07 p.m.). 

APPROVAL OF JULY 21, 2009 BOARD MEETING MINUTES: Confirmation of the email vote was approved.   

EXECUTIVE SESSION:  A motion was made and seconded to convene into executive session at 3:01 p.m. to discuss legal issues.  Motion carried unanimously.  A motion was made and seconded at 3:47 p.m. to reconvene the open meeting.  Motion carried unanimously.  The following is the outcome of the executive session.  The Board will continue to work with the SRA attorney on legal issues.  Debbie was directed to send a letter to Trillium Corporation regarding outstanding dues for Carnoustie. 

EXECUTIVE DIRECTORS’ REPORT: Correcting entries will be made to the Balance Sheet, Profit & Loss Budget vs. Actual and the Accounts Receivable Aging Summary.  The draft financial statements for July were not reviewed and will be formally reviewed next month.  The members found this acceptable. 

All neighborhood entry gates have been repainted.  Allan Tozier, SRA Maintenance Supervisor recommends that the Drayton Cove entry sign and the Boundary Ridge exit sign not be replaced and the Board concurred with this recommendation. 

Debbie received notice that a representative from RE/MAX real estate in Bellingham is serving in the capacity of Receivership for the unsold units at Gleneagle Villa Phase III.  The second half dues were paid by Mr. Bovenkamp.  The Board asked Debbie to check with Whatcom Land Title to see if they can provide a monthly report as it relates to any foreclosures at Semiahmoo.

a) 2008 Financial Review – Final Report/Approval:  In follow up to last month’s meeting regarding concerns expressed by Derek in regard to the Supplementary Information outlined on pages 12-14 of the report, Carol briefed the Board as it relates to projected expenditures in years’ 2026 and 2027.  Short of conducting a new Reserve Study, as of December 31, 2008 the association has a reserve balance of $418,204; which is well ahead of the Projected Member Contributions.  A motion was made and seconded to approve the 2008 Financial Review as presented by Archer Group PS.  Motion carried unanimously. 

b) Pets:  Jerry provided the members with two handouts; SRA CC&Rs – pets (dogs) and Blaine Municipal Code – Pets (dogs).  He asked that the members review this information and be prepared to discuss the issue of pets at next months meeting.

c) Aerie Grounds Maintenance – Outside of Gate:  In follow up to the June 23 meeting, the following topics (bolded) were reviewed:

1. Drainage problem inside the Aerie gate (which occurred after the City of Blaine completed the stormwater improvements along Semiahmoo Parkway).  A representative from the Aerie Association contacted Dale Buys from Reichhardt & Ebe Engineering, Inc. and was told that the drainage from the Aerie hillside is not a result of the street improvements (on Semiahmoo Parkway).  It was determined that Jerry will contact Allan Tozier and review the site.  SRA may need to obtain a quote to have the problem fixed. 
2. Pond outside the Aerie gate.  Allan Tozier was asked to contact the City of Blaine to see if the pond (now dry after City of Blaine completed the stormwater improvements along Semiahmoo Parkway) needs to be maintained or can it be covered and landscaped with bark mulch.  Allan spoke to Steve Banham and was told that it would be okay to fill in the dry pond; and the associated cost is approximately $415.00.  Carol and Debbie will work together to see if the SRA can negotiate a price with the City of Blaine to perform this work.
3. Maintenance of bark mulch along Semiahmoo Parkway near the Aerie entrance (added by the City of Blaine after completion of the stormwater improvements).  The SRA will ask the City of Blaine who owns this property, and then a determination will be made as to who is responsible for maintaining this area.  Mr. Banham’s response via email on 8/24 was: “Maintenance along roadways by the City crew in Semiahmoo is limited to mowing.  It is possible that later this month we might have some bushes (native varieties) that could be planted in that area, but our intent would be for this area to return to a natural, un-maintained area.  Anything more formal than that would need to be something the home-owners group would need [to] take on”.

d) Maintenance of Vacant Lots:  In follow up to last years Annual meeting as it relates to maintenance costs for vacant lots, Allan Tozier prepared a report on the amount of time that the maintenance staff spends cutting back the grass from the streets during the summer months, along with tree clean up from wind fall.  His report indicates that the maintenance staff spends approximately two (2) hours per lot which equates to approximately $100 per lot (based on 176 vacant lots) for a total cost of approximately $17,000.00 to the association.  After discussion, Debbie was asked to present a proposal next month (with Carol’s assistance) for charging lot owners a maintenance fee. 

Transition/Declarant Turn-over/Election Process – Doug reported the following:

City of Blaine Liaison – Jerry reported the following:

            Current positions up for election

            Ward 1, position 2 – Bonnie Onyon

            Ward 2, position 4 – Harry Robinson (will re-run for At-large position 7)

            Ward 3, position 6 – Paul Greenough

            At-large, position 7 – Charlie Hawkins (will re-run for Ward 2, position 4)

            General Election (scheduled for November 3)

            Ward 1, position 2 – Bonnie Onyon vs. David White

            Ward 2, position 4 – Charlie Hawkins (220 primary election votes) vs. John George (76 primary election votes)

            Ward 3, position 6 – Paul Greenough – Unopposed

            At-large, position 7 – Harry Robinson – Unopposed.

Architectural Standards Committee (ASC) Liaison – Tabled due to Derek’s absence. 

Maintenance Committee:  George said that he and Debbie have not yet had an opportunity to tour the golf course to review the properties that may be in need of maintenance, but hope to do so soon.  The committee continues to work with some owners regarding repainting of their home and maintenance issues. 

Election Committee: A motion was made and seconded to confirm the email vote to accept the committee report dated July 22 for posting to the SRA Web site.  Motion carried unanimously.  Doug said the Election Committee is doing a great job and was glad that Committee Member Pat Kingshott was present to hear this!  There are ten (10) candidates.  Ballots and candidate information will be mailed to the membership on September 15. 

a) First Draft – 2010 Budget: Carol presented the summary “Draft 2010 Budget Assumptions” which provide for a balanced budget.  Summary highlights are as follows:

·         No increase in dues

·         With some exceptions, no increase in operating expenses 

·         Replace the 1986 dodge truck with a new/relatively new truck.  Recommended capital expenditure up to $30,000

                  The draft and recommendations were acceptable to the Board.  To ensure certain expenditures are in line, Debbie was asked to check the rate for Internet service and to obtain a second bid for street sweeping.  Carol and Debbie will now add the 2011 and 2012 Plan to the budget and present the final draft next month.  

b) Semiahmoo Resort Association (SRA) Information Meeting: Ms. Senov addressed the Board as it relates to “myths of the SRA” and what does the SRA “do and not do”.  She wondered if some type of a “Town Hall” meeting could be held prior to the ballots being sent to the members as this is the first SRA election of Board members.  Due to the tight timeline for the upcoming election, Paul suggested that a list of ten (10) questions of what the SRA does and does not do be a part of his Presidents Message in the next edition of the Community Courier newsletter.  Ms. Senov was asked to help determine the top ten (10) questions and she agreed to do so.  Doug also volunteered to help Paul with the questions.  Use of the SRA Web site (www.semiahmooresortassociation.com) will also be incorporated into the article to help community members better understand the SRA.  Another thought was an informal session could be held before (or after) the Annual Meeting to answer “Frequently Asked Questions”.  Ms. Senov was thanked for attending the meeting and then departed.

c) Marin – Noncompliance – Completion deadline for Buildings A and B – ASC Memo dated 8/18/09:  This issue will be forwarded to the SRA attorney.

ADJOURN: The meeting adjourned at 5:56 p.m.  The next meeting will be held on Tuesday September 15, 2009 in the Palmer Room at the Semiahmoo Golf & Country Club.  Paul said he will be absent and Doug agreed to chair the meeting.

CALL TO ORDER:  In the absence of the President and Vice President, Secretary/Treasurer Carol Selby called the meeting to order at 3:00 p.m.  Carol then asked for a motion to approve the agenda as presented; and the motion was made and seconded.  Motion carried unanimously. 

CONFIRMATION OF QUORUM:  Five of nine members were present, therefore a quorum was established.  Those present: George Culbertson, Brett Eaton, Mike Lancaster, Derek Marshall and Carol Selby.  Debbie Smith, Executive Director.  Unable to attend: Paul Barlock, Jon Syre, Doug Todoroff and Jerry Wilson.

GUEST:  Election Committee Member Pat Kingshott. 

APPROVAL OF JUNE 23, 2009 BOARD MEETING MINUTES: Confirmation of the email vote was approved. 

EXECUTIVE DIRECTORS’ REPORT: The financial statements for May were provided and the June financial statements were reviewed; Balance Sheet, Profit & Loss Budget vs. Actual and the Accounts Receivable Aging Summary.  Net Accounts Receivable as of 6/30/09 is approximately $32,500.   The Balance Sheet under the line item of Retained Earnings shows a negative balance of $2,602.44, which will be reviewed.  A motion was made and seconded to approve the May and June financial statements as presented.  Motion carried unanimously.  Paul and Debbie are scheduled to meet with a Semiahmoo Resort representative on July 31 to discuss receivables (it was mentioned that it is importance to be consistent on filing liens on properties that are in arrears).

a) 2008 Financial Review – Final Report/Approval:  Due to concerns expressed by Derek in regard to the Supplementary Information outlined on pages 12-14 of the report, he would like to have more time to review the 2007 Reserve Study spreadsheet as it relates to projected expenditures in years’ 2026 and 2027.  After discussion, it was determined that the approval of the report will be deferred until next month.   

b) Bad Debt Reserve Account: Carol explained that new accounts have been established on the Balance Sheet (1202) and Profit & Loss report (4001.1 and 7801) for Bad Debt for accounts that will not be; or most likely will not be collectible.  There are two amounts from 2008 and one thus far in 2009.  Bad debt to date totals $11,607.56.

c) Update on Semiahmoo Golf & Country Club (SG&CC): Brett explained that semi-private golf clubs are not experiencing financial difficulties to the extent that private golf communities because they are not tied to the sale of property.  Areas such as Bend, Oregon, Las Vegas, Nevada and Florida have been “hit hard” by the economic down-turn.  He said that Food & Beverage is down at the SG&CC due to less public play.  New border crossing requirements have also had an impact on golf rounds.  The good news is that Golf Digest has designated SG&CC as one of the top 75 resorts in the country!  The SG&CC received good public relations after recently hosting the 9 & Wine tournament.

In an effort to help support and publicize events at the SG&CC, a motion was made and seconded that on an ongoing basis SRA Email News notices will be sent to announce events, specials, hours of operation and membership information (golf, social and tennis).  Motion carried unanimously.  Brett will send future requests to Debbie.

d) Pets:  Tabled due to Jerry’s absence.

e) Appoint New Architectural Standards Committee (ASC) Member: Paul and Debbie met with two community volunteers and the results were shared with the Board via email on July 2.  An email vote then took place.  A motion was made and seconded to confirm the email vote to appoint Ms. Wally Greenough to a two-year term on the ASC (July 1, 2009 to June 30, 2011).  Motion carried unanimously.

f) Aerie Grounds Maintenance – Outside of Gate:  The following topics were tabled until August.

1. Drainage problem inside the Aerie gate (which occurred after the City of Blaine completed the stormwater improvements along Semiahmoo Parkway). 
2. Pond outside the Aerie gate.  Allan Tozier was asked to contact the City of Blaine to see if the pond (now dry after City of Blaine completed the stormwater improvements along Semiahmoo Parkway) needs to be maintained or can it be covered and landscaped with bark mulch.
3. Maintenance of bark mulch along Semiahmoo Parkway near the Aerie entrance (added by the City of Blaine after completion of the stormwater improvements).  The SRA will ask the City of Blaine who owns this property, and then a determination will be made as to who is responsible for maintaining this area.

Transition/Declarant Turn-over/Election Process – Tabled due to Doug’s absence.

City of Blaine Liaison – Tabled due to Jerry’s absence. 

1.            Neighborhood Signage – Since last months meeting, a new painting program is underway by Greenleaf Restoration which includes the following.  Furnish the materials and labor to complete specified work: scrap, sand and re-prime.  One coat of finish coat.  Colors remain the same.  Finish coat (paint) to be provided by SRA. Primer is part of the estimate.  Painting to include 13 gate entrances (signs, posts, telephone pedestals, metal gates and fences.  The Fire Station sign is also included.  Labor, prep, re-prime and paint: $7,375.00 plus tax (8.5%).  The terms specify that the timeline for completion is on or before September 30, 2009 (weather permitting).  Allan Tozier, SRA Maintenance Supervisor is coordinating this project and will decide which metal gates need painted as some are powder coated).         Limited warranty is related to paint problems only and are to be fixed at no extra cost within guaranteed period of three (3) years (per the above description).

Derek said signage is less of an issue for future budgeting estimates now that the entrances are being repainted.

It was noted that cars are being driven off the asphalt in the Seagrass area.  Pam Andrews at Trillium Corporation will be contacted to see if signage can be added to prevent this from occurring in the future.  The issue of increased garbage in these areas is of concern.

2.            Clubhouse Point – The ASC does not think that the wood foundation has deteriorated to the point that it needs to be removed.  They do think that painting the wood is a good idea; and the color of the completed units has been given to the bank for their consideration.

3.            Marin – The ASC will be sending letters of noncompliance for Building “A”, “B” and “C” as it relates to deadlines for completion.

Maintenance Committee:  George said that he and Debbie will tour the golf course in the near future to review the properties that may be in need of maintenance.  The committee continues to work with some owners regarding repainting of their home and maintenance issues.

Election Committee: A motion was made and seconded to confirm the email vote to accept the committee reports dated May 28, June 29 and July 6 for posting to the SRA Web site.  Motion carried unanimously.  Committee Member Pat Kingshott reported that since the second letter dated July 6 seeking candidates to serve on the Board was sent, 10 more applications have been received.  The committee continues to prepare for the upcoming election as it relates to ballots, envelopes, etc.

a) Marin – Notice of Trustee’s Sale: Paperwork from Adelstein, Sharpe & Serka (AS&S) was noted as it relates to the upcoming Trustee Sale scheduled for October 16, 2009 at 1:00 p.m. 

b) Maintenance of Vacant Lots (and wild animals): Emails from Royal Troon Residents:  Upon review of the Covenants, Conditions and Restrictions (CC&Rs); Article V – Maintenance primarily addresses maintenance of homes more than maintenance of vacant lots.  The Board was asked to give the maintenance of vacant lots some thought and be prepared to discuss this issue at next months meeting.  It was mentioned that some people like the lots to look “natural” and some like them to look “maintained”.  The thought is to establish vacant lot maintenance “guidelines” (as not to have to amend the CC&Rs).

In follow up to last years Annual meeting as it relates to maintenance costs for vacant lots, Allan was asked to keep track of the amount of time that the maintenance staff spends cutting back the grass from the streets during the summer months.  His report will be presented next month. 

In regard to the concerns expressed by Royal Troon residents as it relates to  the possibility of a bobcat (or some type of wild animal) wandering in the neighborhood, an SRA Email News will be sent so that the community is aware of this possibility.  Debbie will contact Fish & Wildlife on behalf of the Royal Troon residents to see if someone can assist them in identifying what species of animal is in the neighborhood and what precautions should be taken.

ADJOURN: The meeting adjourned at 4:50 p.m.  The next meeting will be held on Tuesday August 25, 2009 in the Palmer Room at the Semiahmoo Golf & Country Club.  

June 23, 2009

CALL TO ORDER:   The meeting was called to order at 3:14 p.m. 

CONFIRMATION OF QUORUM:  Five of nine members were present, therefore a quorum was established.  Those present: Paul Barlock, Brett Eaton, George Culbertson, Derek Marshall and Doug Todoroff.  Debbie Smith, Executive Director.  Unable to attend: Mike Lancaster, Carol Selby, Jon Syre and Jerry Wilson.

GUESTS:  Jimmy Johnson and Georgine Hoffman (3:05 p.m. to 3:24 p.m.) – Aerie Association Board Members and Allan Tozier, SRA Maintenance Supervisor (3:00 p.m. to 4:45 p.m.).

 GUEST PRESENTATION:  Aerie Board members Jimmy Johnson and Georgine Hoffman addressed the Board regarding the following topics:

1. Drainage problem inside the Aerie gate (which occurred after the City of Blaine completed the stormwater improvements along Semiahmoo Parkway).  It was determined that the Aerie Association will contact the City of Blaine to see if they can help define where the water is coming from.  The Board asked that Jerry Wilson, SRA City of Blaine Liaison be kept apprised on this topic. 
2. Pond outside the Aerie gate.  Allan Tozier was asked to contact the City of Blaine to see if the pond (now dry after City of Blaine completed the stormwater improvements along Semiahmoo Parkway) needs to be maintained or can it be covered and landscaped with bark mulch.
3. Maintenance of bark mulch along Semiahmoo Parkway near the Aerie entrance (added by the City of Blaine after completion of the stormwater improvements).  The SRA will ask the City of Blaine who owns this property, and then a determination will be made as to who is responsible for maintaining this area.

Mr. Johnson and Ms. Hoffman were thanked for their time and they departed the meeting at 3:24 p.m.

APPROVAL OF MAY 26, 2009 BOARD MEETING MINUTES: Confirmation of the email vote was approved. 

EXECUTIVE DIRECTORS’ REPORT: The draft financial statements for May were reviewed; Balance Sheet, Profit & Loss Budget vs. Actual and the Accounts Receivable Aging Summary.  Accounts Receivable as of 6/23 is approximately $44,000.  Debbie will meet with Carol Selby, Secretary/Treasurer to review the financial statements in advance of next month’s meeting as it relates to Late Fees and “Bad Debt”.  A motion to approve the financial statements was deferred until next month.  Paul and Debbie will meet with Semiahmoo Resort representatives to discuss receivables in the near future. 

In follow up to last years Annual meeting as it relates to maintenance costs for vacant lots, Allan was asked to keep track of the amount of time that the maintenance staff spends cutting back the grass from the streets during the summer months.  He agreed to do so. 

An SRA Email News will be sent reminding residents that fireworks and explosive devices are banned behind the gates of Semiahmoo.  Signs will also be placed at each neighborhood entrance gate.

A motion was made and seconded to approve the purchase of a Dell laptop computer for the ASC office.  The price is approximately $1,100.  Motion carried unanimously.

Allowable work hours for construction and general maintenance activities were review as outlined in the Community Rules.  It was determined that no changes will be made.

Debbie will be out of the office from July 13 to July 19.

OLD BUSINESS: 

a) Pets:  In Jerry’s absence, Debbie relayed that Jerry said he will be sending an email to the Board regarding his review of the city ordinance versus the Covenants Conditions and Restrictions (CC&Rs) defining the differences as it relates to pets.

An SRA Email News to the membership asking owners to “do the right thing” and keep their pets on a leash and to pick up after them will be sent in the near future.  Derek proposed that the Board should deal with individual dog compliance issues by a personal approach by two members of the Board rather than a global change to the CC&Rs.  This approach has proved effective in dealing with specific issues in the past.  Derek, who owns two large dogs himself,  expressed his willingness to lead this issue.

b) G.E.M Inc. Euroshake Alternate Roofing Product:  Members reviewed an application of the product in the Seattle area and found it visually acceptable.  Debbie provided several color samples for the Board’s review.  A motion was made and seconded to approve the G.E.M. Euroshake product for use in the Semiahmoo community.  Any color is subject to Architectural Standards Committee review and approval on a case by case basis.  Motion carried unanimously.  The topic of fading was discussed and the manufactures information was reviewed.

c) EcoStar Roofing – Midnight Gray color – memo dated June 3, 2009 from the ASC:  After further consideration and input from the community, a motion was made and seconded to remove the color Midnight Gray from the approved list of alternative roofing materials for use in the Semiahmoo community.  Motion carried unanimously.

d) Election Committee – Confirm Email Vote to Appoint Members: A motion was made and seconded to confirm the email vote to appoint Richard Arnold, Pat Kingshott and Dard Price.  Motion carried unanimously.  The committee will keep the Board apprised by supplying monthly reports.  A suggestion will be made to the Election Committee to send a follow up letter (to their letter of June 12) to the membership that more clearly clarifies the election process as outlined in the Bylaws.

 AD HOC COMMITTEE REPORTS:

Transition/Declarant Turn-over/Election Process - Doug

The committee is awaiting a reply from Trillium Corporation as it relates to the proposed amendment to Section 12.01 of the CC&Rs: “Directors in office on the day of the expiration of the period of Declarant’s rights to appoint and remove directors and officers of the Association shall serve the remainder of the term of office they were appointed to and shall continue to undertake the responsibilities of the Board of Directors.”.  Doug will follow up on this issue; along with property ownership issues.  Doug will follow up on these issues next month.

City of Blaine Liaison - Jerry 

In Jerry’s absence, Paul noted the SRA Email News that was sent on June 17 announcing the City of Blaine Notice of Application for Semiahmoo Resort Village, Semiahmoo Marina Phase 2, Burnside Village, and Albert Ave Mixed Use Development.  Copies of emails from Semiahmoo residents that were sent to Michael Jones, Department of Community Development, City of Blaine were noted.

Architectural Standards Committee (ASC) Liaison - Derek 

1.      Neighborhood Signage – The original question asked of the ASC was should a new signage design be proposed for the neighborhood entrance signs, or stay with the existing design?  The ASC determined that the existing signs are aesthetically pleasing for the community.  A study was performed to determine the degree to which the signs needed to be refurbished and estimates were obtained.  The ASC recommends that the signs at Drayton Cove and Boundary Ridge which are good examples of signs in need of refurbishment be re-furbished as an example of what the Membership can expect from the overall program.  After some discussion it was agreed that Allan Tozier should proceed with the Drayton Cove and Boundary ridge sign refurbishment. Funding for these projects will come from the Restricted Reserve Expenditures “Entry Sign Improvements”.  (Allan will determine if an outside contractor, such as Signs Plus, will be hired to do the “heavy lifting” for cedar post replacement.)

Allan will work with Debbie to determine future signage maintenance costs for this line item in the in the 2010 and beyond budgets to cover the whole neighborhood.

In addition to the neighborhood signs, the Golf Club signs also need re-painting, and the location of the Blue Heron signs and Resort signs needs to be reviewed.  Allan will provide color scheme information to Brett for  repainting of the Semiahmoo Golf & Country Club signs.

2.      Clubhouse Point – A representative from The Bank of the Pacific is currently working with the ASC on landscape screening of the foundation (Units 5 and 6) from the golf course and Canvasback Road.  Landscaping is underway and has been very beneficial in screening the foundation from view.  Some Board members felt that all of the exposed wood should be removed from the foundation. Derek will attend the June 25 ASC meeting and ask the committee to review the aesthetics of the exposed wood in regard to possible removal or painting.

3.      Marin – The developer, Andy Shaw, again declined the invitation to meet with the ASC on June 11, 2009 to discuss his intentions on meeting the milestone requirements on all three buildings.  Thus, the ASC will be reviewing draft separate letters of noncompliance for Building “A”, “B” and “C” .  A future topic in regard to Marin is a clarification of “fractional ownership” and obligations to the SRA.

Maintenance Committee:  George reported that he and Debbie recently toured the community and found that overall the properties looked good.  There are a few properties that need attention; such as weeding and repainting of the house.  Letters will be sent to the owners outlining the maintenance issues.  In follow up to last month’s meeting, the owner who resides in the St. Andrews Green neighborhood has agreed to obtain a proposal for repainting the house.  It was mentioned that some yards along the golf course are in need of maintenance.  George and Debbie will tour the course in the near future.

NEW BUSINESS:

a) Prestwick Village Homeowners Association – Letter dated June 4, 2009 from Bill Bradfield, Secretary/Treasurer: Allan was directed to contact Mr. Bradfield (or a representative from the Prestwick Village Board) to seek their input on the timeline for the removal of the heather at the entrance to the Prestwick Village neighborhood.  He will also seek their opinion on a new landscape plan for this area (once the heather has been removed).

b) Appoint New Architectural Standards Committee (ASC) Member: An SRA Email News (sent on June 16, 2009) seeking volunteers to serve on the ASC resulted in three community volunteers contacting the SRA office.  Paul and Debbie will meet with two of the volunteers within the next week.  Once the interviews are complete, an email will be sent to the Board with the results; along with a recommendation for appointment.  An email vote to appoint a new member will take place and will be confirmed at next month’s meeting.

ADJOURN: The meeting adjourned at 5:00 p.m.  The next meeting will be held on Tuesday July 28, 2009 in the Palmer Room at the Semiahmoo Golf & Country Club.  

CALL TO ORDER:   The meeting was called 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, Brett Eaton, George Culbertson, Mike Lancaster, Derek Marshall, Jon Syre, Doug Todoroff, and Jerry Wilson.  Debbie Smith, Executive Director.  Unable to attend: Carol Selby.

APPROVAL OF APRIL 28, 2009 BOARD MEETING MINUTES: A motion was made and seconded to approve the minutes as distributed.  Motion carried. 

EXECUTIVE DIRECTORS’ REPORT: The financial statements for April were reviewed; Balance Sheet, Profit & Loss Budget vs. Actual and the Accounts Receivable Aging Summary.  Accounts Receivable as of 5/26 is approximately $43,000.  A motion was made and seconded to approve the financial statements as presented.  Motion carried unanimously. 

The lien that was filed on May 4, 2009 for building “A” at Marin was noted.

In follow up to last months meeting in regard to gate access, Debbie talked with the North Whatcom Division Chief/Fire Marshal to see if using gate transmitters would help when entering the Semiahmoo community via fire truck and or aid car.  The Chief/Fire Marshal appreciated the offer but declined use of a gate transmitter(s); and will continue to use their code and Knox Box key to entry Semiahmoo neighborhoods.

An SRA Email News will be sent in the near future seeking volunteers to serve on the Architectural Standards Committee (ASC).

a) EcoStar Roofing – Midnight Gray color – memo dated May 21, 2009 for the ASC:  After reviewing the ASC memo, Derek and Debbie were asked to address this issue with the ASC members at their next meeting on May 28 to obtain further background on the rationale/thoughts on allowing use of the midnight gray color at Semiahmoo.

b) Pets:  A discussion took place in follow up to last months meeting regarding dog owners not complying with the requirements of the CC&Rs to leash their animal; and picking up feces. There was a general discussion on enforcement of the CC&R rules.   The Blaine Municipal Code (BMC) applies to Semiahmoo as it is within the city limits.  If the SRA grants approval to access through the gates, animal control services can patrol the community and enforce the BMC.  The CC&Rs state that a fine is up to $50 per offense.  The BMC's first offense fine is up to $150 and that a second offense may warrant a Class C misdemeanor and a fine up to $500. 

Jerry was asked to review the city ordinance versus the CC&Rs and to define the differences and he agreed to do so and report back next month.

As a Public Relations campaign, Debbie was asked to draft an SRA Email News to the membership asking owners to “do the right thing” and keep their pets on a leash and to pick up after them.  The draft will be sent to the Board via email for review and comment prior to sending.   

As Doug was recently out of town, he will present the list of candidates to the Board to serve on the Election Committee at next months meeting.  

1.         Jerry said that the city of Blaine will hold a public hearing on June 8, 2009 in regard to the Critical Areas Regulations – CAO [wetlands] (the first reading was on May 11, 2009 during the Blaine City Council meeting).  The SRA has sent out two (2) SRA Email News notices on this topic.  A third email news will be sent with current CAO attachments via the city of Blaine Web site.  Owners will be encouraged to review this information and to attend the public hearing.  It was mentioned that SRA will do it’s best to notify owners when information is received from the city; but it is not the SRA’s responsibility to do so.

2.         Paul mentioned that there will be openings on the City Council (two openings for the Semiahmoo area); along with the Mayor’s position and said that if anyone is interested, application needs to be made by the end of June.

 Architectural Standards Committee (ASC) Liaison - Derek 

1.      Neighborhood Signage – On behalf of the ASC, Bob Franco will be presenting additional information to the ASC members on May 28.  The ASC is leaning towards renovation of the existing signs; which would include a phased approach.  As a reminder, the cost for post replacement per sign is $2,210; if a concrete foundation is added it would be an additional $540 per sign.  Sign painting would cost $855 per sign.  All above costs do not include sales tax.  It was mentioned that the 2009 Restricted Reserve budget allows for $11,000 in expenditures and once the ASC completes their review and makes recommendations to the Board these funds will be allocated to specific sign(s) for repair this year.

               Derek will provide information to Brett on signage repairs as it relates to the Semiahmoo Golf & Country Club signage.

2.      Clubhouse Point – A representative from The Bank of the Pacific is currently working with the ASC on screening the foundation (Units 5 and 6) from the golf course and Canvasback Road.  Tree planting has begun.  The Board asked if the ASC has any leverage against the bank to do something with the foundation if construction does not go forward.  The thought is that the foundation will have to be removed, which will be difficult due to the complexity.  Derek was asked to talk to the ASC members at their next meeting on May 28 as to what can be done beyond planting trees to screen the foundation.  What is the integrity of the wood, can it be removed and possibly paint the foundation to help blend with the surroundings?

3.      Marin – The ASC hopes to meet with the developer, Andy Shaw at their meeting on June 11, 2009.

4.      Drayton Hillside III – No new information. 

Maintenance Committee:  George sought input from the Board as it relates to a property in the St. Andrews Green neighborhood.  The issue is the need to repaint the house and shrubs that suffered extensive winter damage and now appear as “stubs”.  The members agreed to drive by and review the property in question.  George and Debbie were asked to schedule a time to talk to the owner and agreed to do so.

a) G.E.M Inc. Euroshake Alternate Roofing Product – Memo from the ASC dated May 21, 2009:  The memo from the ASC was reviewed, along with samples of the product.  A motion was made and seconded to continue the review process and to have at least three (3) members review the product on a home(s) in the Seattle area.  Paul and Derek volunteered as they will soon be traveling south.  Motion carried.  In the meantime, Debbie will check with the manufacturer to see if there have been any problems with the product fading.  She will also email the board a list of homes that can be reviewed with accompanying maps. 

b) Aerie Grounds Maintenance (outside of gate):  This topic was tabled until June as the president of the Aerie Association was unable to attend today’s meeting.  The Board was asked to review the landscaping outside of the gate in advance of the June meeting.

 ADJOURN: The meeting adjourned at 4:20 p.m.  The next meeting will be held on Tuesday June 23, 2009 in the Palmer Room at the Semiahmoo Golf & Country Club.  

CALL TO ORDER: President Barlock 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, Brett Eaton, Mike Lancaster, Derek Marshall, Doug Todoroff, and Jerry Wilson. Debbie Smith, Executive Director. Unable to attend: George Culbertson, Carol Selby and Jon Syre.

GUEST: Pat Kingshott.

APPROVAL OF MARCH 24, 2009 BOARD MEETING MINUTES: Confirmation of the email vote was approved.

EXECUTIVE DIRECTORS’ REPORT: The financial statements for March were reviewed; Balance Sheet, Profit & Loss Budget vs. Actual and the Accounts Receivable Aging Summary. Accounts Receivable as of 4/28 is approximately $43,000. Debbie will work with Paul on one of the accounts with a large balance. A motion was made and seconded to approve the financial statements as presented. Motion carried unanimously. Debbie will talk with Carol and ask for her recommendation on creating a “bad debt” reserve account; and will follow up next month.

In regard to gate access, Debbie will talk with the North Whatcom Division Chief/Fire Marshal and see if using gate transmitters would help when entering the Semiahmoo community via fire truck and or aid car.

The request dated February 23 from the ’65 Sisterhood Helping Hands to hold the second annual garden tour in Semiahmoo on Saturday May 30 from 10 a.m. to 4 p.m. has been withdrawn due to winter damage to gardens. They may try to hold the event next year.

On Carol’s behalf, Debbie distributed an article from Golf Digest – “When golf communities run into hard times”. Brett agreed to present a brief summary in June on how the Semiahmoo Golf & Country Club is doing (he will be absent in May).

In closing, Debbie relayed that she will be on vacation from May 11, returning to the office on May 18.

OLD BUSINESS:
 

a) Spit Pet Station/Garbage Clean-up: Paul said now that the letter of March 20 has been signed by Gary Tomsic, Blaine City Manager, Jon Syre, CEO Trillium Corporation and himself in regard to the request from Trillium Corporation to maintain the garbage can and pet waste station for an annual fee of $650 (a one year agreement only), this topic will be removed from the agenda until such time that the agreement may need to be re-reviewed.

b) Funding request from City of Blaine – Letter dated April 6, 2009: A copy of Mr. Tomsic’s letter was acknowledged that the contribution of approximately $70,000 for stormwater improvements is no longer needed. This topic will be removed from future agendas.

c) Additional Insurance: In follow up to last months meeting, and in Carol’s absence, Debbie told the Board that Carol had reviewed the email dated March 25 from Karen Crane, Snapper Shuler Kenner and in her opinion there is not a need for additional insurance coverage. The Board concurred with this opinion.

AD HOC COMMITTEE REPORTS:

Transition/Declarant Turn-over/Election Process - Doug

Doug reported that in follow up to the March 27, 2009 letter sent to the membership seeking candidates to serve on the Election Committee; there have been three names submitted for candidacy. After discussion, a motion was made and seconded to have the Transition Committee present the list of candidates to the Board at next months meeting. Motion carried. It was mentioned that in the future procedures for recommending candidates is needed.

City of Blaine Liaison - Jerry
 

1. March 23, 2009 Report: This report was noted (topics were discussed last month).
2. Jerry and Debbie will attend Semiahmoo Environmental Impact Statement (EIS) interviews (as observers) at Blaine Public Works on April 29 to select a consultant to prepare the EIS for Trillium’s master plan update and Public Utility Development (PUD) developments (Burnside Village; Marina Phase 2; and Semiahmoo Resort Village).
3. Trillium Corporation will be hosting an informational meeting with members of the Board and ASC on May 1 to review the PUD’s listed above.
4. In regard to the update to the Shorelines Management Act, the City of Blaine will be undertaking an administrative task under the Blaine Municipal Code with the State of Washington.
5. Jerry met with Jon Syre and Chris Benner - Trillium Corporation on April 24 to better understand the Spit development and the projects listed above. Semiahmoo Company how has a web site that lists all of the projects in detail (www.semiahmoocompany.com). Jerry thought that the meeting was very informative and helpful. Jerry will prepare a brief article for the upcoming newsletter providing links to the City of Blaine web site and the Semiahmoo Company web site.

Another topic during the meeting was West Semiahmoo. This parcel is approximately 350 acres and abuts the Horizon development to the south. There is an additional 850 acres (not included in the Semiahmoo Master Plan) for a total of 1,200 acres. Greenbelts along Semiahmoo Parkway are important to the City of Blaine. Future developments would be screened from the Parkway, similar to Semiahmoo (no driveway access from the Parkway).

The current tally of single and multi family homes and future units as of 11/1/08 is 1,027. Future Spit development is 325; Burnside Village is 92; and Drayton Hillside III is 95 for a total of 1,539. The question was posed; will SRA be content with this number of dwellings without West Semiahmoo (which could be 300-400 additional units). Can SRA block Semiahmoo Company from removing West Semiahmoo from the Master Plan? How does the Board stay on top of the issues? It was mentioned that attending Planning Commission meetings is important to keep appraised on these matters. It is also important to keep the membership appraised on these matters.
6. Email dated April 20, 2009 from Penny Senov was noted as it relates to what West Semiahmoo will look like if it is removed from the Master Plan; will it be consistent with Semiahmoo? It was mentioned that during a prior meeting Jon said that it doesn’t always work blending an older and new community together.

Architectural Standards Committee (ASC) Liaison - Derek
 

1. Neighborhood Signage – On behalf of the ASC, Bob Franco obtained quotations from a local sign company. The cost for post replacement per sign is $2,210; if a concrete foundation is added it would be an additional $540 per sign. Sign painting would cost $855 per sign. All above costs do not include sales tax.

The Board is awaiting a recommendation from the ASC, but it appears that the ASC is leaning towards renovation of the existing signs; which would include a phased approach. The goal is to have figures for budgeting of capital expenditures ready to present to the membership this fall at the annual meeting. Derek said he would provide information to Brett on signage repairs as it relates to the Semiahmoo Golf & Country Club signage.
2. Clubhouse Point – A representative from The Bank of the Pacific is currently working with the ASC on screening the foundation (Units 5 and 6) from the golf course and Canvasback Road. If construction does not go forward, the thought is that the foundation will have to be removed, which will be difficult due to the complexity. The hope is that one of the completed units that is listed for sale will sell; and these funds can then be used to complete units 5 and 6.
3. Drayton Hillside III – The developer; Tin Rock Development met with the ASC on April 9 to review their conceptual plans for this new neighborhood. Below is an excerpt from the meeting: A committee member asked what Tin Rock would be doing to make sure the project would be completed and the SRA would not be left with a problem; did Tin Rock feel this could be accomplished by phasing and adequate Performance Bonds. The presenters did not have a definitive answer to that question but thought a Performance Bond might be an adequate approach. Phasing of the development was in any case going to be needed. Information is available on the City of Blaine’s web site for this development.

Derek concluded his presentation by saying that the developer for Marin has been invited to the next ASC meeting to provide an update on the status of this development; and the fractional ownership offering.

Maintenance Committee: In George’s absence, Debbie reported that a tour took place and that letters have and will be sent to owners in the community who need to address maintenance issues on their property.

NEW BUSINESS:
a) Monier Roofing Materials – Memo dated April 24, 2009 from the ASC: The approved Monier Cedarlite product has been discontinued in the Pacific northwest. Monier has a new product called Madera 700 that is used in the Pacific northwest. Three color samples were reviewed (which closely match the approved colors on file). After review, a motion was made and seconded to approve Monier Madera 700; colors: Autumwood – 3002; Mountainwood – 5001; and Vintagewood – 5011. Motion carried.

The Board asked Debbie to write to the Architectural Standards Committee and ask that they re-review the approved EcoStar roofing color of Midnight Gray as it may not be an appropriate roofing color for the Semiahmoo community.

b) Employee Health Insurance Renewal: In Carol’s absence, Debbie relayed that the renewal date for Regence is May 1 and that she reviewed the policy with Carol and Paul. The current coverage was continued for 2009-2010 (2009 budget overage of $1,350). It was mentioned that for the 2010 budget it would be helpful to have this information in a timelier manner.

c) Community Courier Newsletter: Paul’s article and a list of topics were reviewed. Additions include Jerry’s information on links to the Semiahmoo Company and City of Blaine web sites as it relates to development; and cleaning up after dogs and the leash law within the City of Blaine. The draft newsletter will be sent to the Board prior to publication (which is anticipated by the end of next week).

As the Board was discussing what to include in the newsletter the subject of pet (dog) owners not complying with the requirements of the CC&R came up. A member cited that there is a location near his home that is regularly abused by dog owners that don't pick up the feces they leave behind, and mentioned that he and others do the dirty work. Our guest reiterated a concern of unleashed dogs using her yard. A comment was made that it could possibly be coyotes. Jerry Wilson stated that as long as there is no enforcement this issue will always plague us. He stated that our CC&R was written before Semiahmoo was annexed into the City of Blaine, and now that we are annexed the Blaine Municipal Code (BMC) should have precedence over our more lenient CC&R penalties. He also restated, from a prior meeting, that the city will have the animal control services patrol our community and enforce the BMC if given access through the gates. Paul asked if there was a difference between the CC&R and the BMC. Jerry explained that the BMC states the same requirements as our CC&R of having a dog on a leash when outside of the owners private property, stay off of others' private property unless permission is granted, to carry a bag for waste disposal and to pick up feces and dispose of it properly. He compared the CC&R fine of up to $50 per offense to the BMC's first offense fine that is up to $150 and that a second offense may warrant a Class C misdemeanor and a fine up to $500.

d) Letter dated April 21, 2009 from Alex Mazurkewycz, Drayton Cove, Lot 6 – Storm water drain connection: The Board had no objection to Mr. Mazurkewycz’s request to connect his storm water drain to Drayton Cove pond; with the understanding that the road and path will be restored to a condition no worse than exists today.

ADJOURN: The meeting adjourned at 4:41 p.m. The next meeting will be held on Tuesday May 19, 2009 in the Palmer Room at the Semiahmoo Golf & Country Club. Brett, Derek and Doug will be absent.

 

CALL TO ORDER:  In the absence of the President and Vice President, Secretary/Treasurer Carol Selby called the meeting to order at 2:57 p.m.  Carol then asked for a motion to approve the agenda as presented; and the motion was made and seconded.  Motion carried unanimously.  Richard Arnold was welcomed to the meeting.

CONFIRMATION OF QUORUM:  Five of nine members were present, therefore a quorum was established.  Those present: Mike Lancaster, Derek Marshall, Carol Selby, Jon Syre, and Jerry Wilson.  Debbie Smith, Executive Director.  Unable to attend: Paul Barlock, Brett Eaton, George Culbertson and Doug Todoroff.

Richard Arnold – 3:00 p.m. to 3:50 p.m. (See Transition Committee report)

Karen Crane – 3:50 p.m. to 4:12 p.m. (See Guest Presentation)

APPROVAL OF FEBRUARY 24, 2009 BOARD MEETING MINUTES: Confirmation of the email vote was approved. 

GUEST PRESENTATION:  Carol welcomed Karen Crane from Snapper Shuler Kenner (SSK) LLC.  Karen said that she has been with SSK for 25 years and has worked with the SRA for over 20 years.  SSK is an independent agent and represents a number of companies.  Each year, Karen “shops” the market to get the best coverage and price for the SRA.   Karen reviewed the Semiahmoo Resort Association Insurance Summary/Premium History that was received on 3/19/09.  The review included the Business Package (with American States/Safeco) which is comprised of five sections:   

1.    Office Contents

2.    Liability: gates, 2 playgrounds, 3 retention ponds

3.    Commercial Auto: 3 trucks, 1 utility trailer

4.    Employee Dishonesty

5.    Maintenance & Computer Equipment

Next the Director’s & Officers Liability policy was reviewed.  Karen said that this coverage is for claims against present and past Board members, ASC members and staff for financial damages.  The Board inquired of Karen what would be the cost if the limit were increased from $1 million to $2 million.  Karen will check and follow up with Debbie.

In addition, an inquiry was made in regard to an Umbrella policy for $1 million if the Board undertook such a policy, what would be the cost of the premium?  Karen said she would check and follow up with Debbie.

Carol thanked Karen for her time and presentation and she departed the meeting.

In follow up to last month’s meeting, with the insurance review complete, Secretary/Treasurer Selby signed the January 20, 2009 management letter to Archer Group PS.

EXECUTIVE DIRECTORS’ REPORT: The financial statements for February were reviewed; Balance Sheet, Profit & Loss Budget vs. Actual and the Accounts Receivable Aging Summary.  Accounts Receivable as of 3/24 is approximately $64,000.  A motion was made and seconded to approve the financial statements as presented.  Motion carried unanimously. 

In follow up to last month’s meeting and email vote; Carol and Debbie reported that the Certificate of Deposit (CD) with Bank of America that matured on February 20 was renewed for nine months.  The two CD’s with Wells Fargo have also been renewed for nine months.  Carol said that all CD’s will expire by year-end and the interest rates can be re-negotiated at that time.  In regard to the current FDIC insurance of $250,000 until the end of December; it is unclear at this time if this amount will revert back to $100,000.  The SRA continues to be conservative with investments, to minimize members’ risk.

A copy of Brett Eaton’s email dated 3/23 was provided to the Board for their review in regard a request to place topics in the next edition of the SRA newsletter.  Topics include: Please don’t feed the ducks and widgeons on the golf course; if owners wish to receive emails from the Semiahmoo Golf & Country Club to contact the office; notice of upcoming sales; and food discounts at the club.  A motion was made and seconded to continue to support the Club and allow these topics to be included in the newsletter.  Motion carried unanimously.

A suggestion will also be passed along to Brett that the Club may want to create a dynamic Web site specific to their operation which could provide this type of information to members and non-members (rather than just having a link from Semiahmoo Resort’s Web site).

a) Spit Pet Station/Garbage Clean-up:  In Paul’s absence, Debbie reported that the March 20 letter to the City was given to Gary Tomsic, Blaine City Manager during the March 23 meeting (see City of Blaine Liaison report below).  This letter is in regard to the request from Trillium Corporation to maintain the garbage can and pet waste station for an annual fee of $650.  SRA is willing to accept Trillium’s token amount for trash pick-up with the understanding that the SRA is not accepting responsibility for long-term (in perpetuity) maintenance of the pet station/garbage can area.  Once the letter is signed by Mr. Tomsic, it will be forwarded to Jon Syre for his signature.

b)  Vacant Lot versus Lot with Home Assessment Level:  Carol said that there is no new information; and she suggested that this topic be removed from the agenda until such time that the data has been compiled.  The Board was in agreement with this suggestion.  Carol assured the Board that information will be ready by the Annual meeting in October.

Committee Member Richard Arnold presented the report in Doug’s absence.

1.      March 3, 2009 Report – This report was noted.

2.      March 10, 2009 letter to neighborhood association presidents – One call has been received since the letter was sent.

3.      March 13, 2009 memo from the Transition Committee regarding the Election Committee – This memo was noted.

4.      March 5, 2009 Election Process – Election Committee work sheet – After review a motion was made and seconded to adopt the recommendation to exclude a Board member from serving on the Election Committee.  Motion carried.  A second motion was made to include a Board member on the Election Committee but failed to obtain a second.  Motion did not carry.

5.      March 27, 2009 draft letter to membership; Accepting candidates for the Election Committee – After review, a motion was made and seconded to approve the draft letter with the opportunity for the committee to make revisions if necessary.  Motion carried unanimously.  The goal is to send the letter by March 27.  Richard mentioned that if the Board found it acceptable, he would like to volunteer for the one year position on the Election Committee.  The Board will review candidates next month and make appointments thereafter.

Richard said that Jon and Pam Andrews have replied to the letters that were sent in February; and those issues are in motion (amending Section 12.01 of the CC&Rs and working on property issues).  Richard was thanked for his time and presentation and then departed the meeting.

City of Blaine Liaison - Jerry 

Jerry said that a meeting was held on March 23 with Gary Tomsic, Blaine City Manager, Steve Banham, Public Works Director, Terry Galvin, Community Development Director, Paul and Debbie; at which time he was introduced as the SRA City of Blaine Liaison.  He said the meeting was a good kick-off in starting a dialog between the SRA and the city.  He summarized the meeting which included the following topics:

1.      A copy of Mr. Tomsic’s July 10, 2006 letter to the SRA was given to Mr. Banham in regard to the city’s $70,000 funding request for stormwater improvements.  Since the improvements are now complete, Mr. Banham agreed to send a letter to the SRA saying that funding from the SRA for this project is no longer needed (since there were no changes to the Drayton Cove pond).

2.      As referenced above under Old Business, Paul’s letter dated March 20, 2009 was given to Mr. Tomsic.

3.      Public Trails – The SRA and the city will work together to map out duties and responsibilities.  The Seagrass trails were mentioned and Jon reminded the Board that the trails in question are only along the perimeter of the Seagrass property. 

In regard to the new Drayton Hillside III project, as it relates to future trails, there is concern that this area has potential for landslides.

 4.      Updates to the Semiahmoo Master Plan – Confirmation from the city was received that the only area that Trillium Corporation is proposing to remove from the   Master Plan is West Semiahmoo (this does not include Burnside Village referred to as Zone 3).  Mr. Galvin explained that there is a process that will begin with the Blaine Planning Commission to review Trillium’s request and that Public Hearings will take place in the future.  Mr. Galvin suggested that he follow this process prior to the Commission making a recommendation to the Blaine City Council.  Jerry said he asked if SRA could suggest/recommend conditions if West Semiahmoo was removed from the Master Plan and Mr. Galvin replied “yes”; starting with the Planning Commission (prior to Council review).  If West Semiahmoo is removed from the Master Plan, the question of lost revenue is still a question as to whether this will affect SRA in the future.

Jerry and Jon will meet so that Jerry has a better understanding of the property that is under review to be removed from the Master Plan. Jerry said he will keep the Board apprised on this topic.

5.      Notice from the city of Public Hearings that relate to Semiahmoo issues – Mr. Galvin assured the group that he will work with the SRA to provide timely notices of hearings. 

6.      City of Blaine Web site – The city’s Web site has extensive information.  Jerry provided the Board with a list that he is compiling as a reference guide.

In follow up to last months meeting, Jerry said he met with Mike Haslip, Director of Public Safety (Police Chief) on February 26.  Discussion included the speed/traffic counter that was placed on Wood Duck Way (requested by a resident that lives on Wood Duck Way).  Chief Haslip said that is was an oversight that SRA was not contacted and assured him that SRA would be contacted in the future.  Officers that have been assigned to patrol for traffic control have found traffic to be low at Semiahmoo.

In regard to the snow “speed bump” that was placed on Wood Duck Way by a resident during the December snow storm; if something like this happens again, it will be pursued since it could impede first responders in the event on an emergency.  Jerry will update the Board with any new information that may become available.

Since Semiahmoo is within the city limits of Blaine, should SRA wish to have Animal Control patrol behind the gates for compliance to the leash law, this option is available.

In regard to Ms. Senov’s email dated March 4 asking that the SRA provide information on upcoming public hearing for the Shoreline Management Act, Debbie was asked to reply that SRA will notify her once they hear from the city.  Jerry suggested that Debbie provide the city of Blaine Web site information to Ms. Senov and she agreed to do so. 

Jerry said he will also plan to attend the public hearing.

 Architectural Standards Committee (ASC) Liaison - Derek 

1.      Neighborhood Signage – The review process by the Architectural Standards Committee (ASC) has been delayed because the ASC meeting scheduled for February 26 was cancelled due to snow; and Pam Andrews was on vacation during the March 12 meeting.  Pam sent an email to Debbie saying she will have information to provide to the ASC on March 26.  The email also stated that Semiahmoo Company supports the SRA’s effort s to update the Resort signage, but will not be contributing any further time or resources to this effort at this time.  Semiahmoo Company will be considering signage for the proposed project build-out on the spit, taking into account compatibility with existing signage both on the spit and uplands and will present draft concepts to the ASC before they are developed.  As a reminder the ASC was asked to make a recommendation to the Board for their review on April 28.  There is a fairly tight timeline as it relates to this project because the budgeting process will begin in August.

2.      Clubhouse Point – A representative from The Bank of the Pacific met with the ASC at their March 12 meeting.  The representative was directed to submit a plan to screen the foundation (Units 5 and 6) for review at the April 9 meeting.  If the foundation is not completed within a year, the thought is that it will have to be removed, which will be difficult due to the complexity of the foundation.  The hope is that one of the completed units that is listed for sale will sell; and these funds can then be used to compete units 5 and 6.

3.      Drayton Hillside III – The ASC sent a letter to the developer; Tin Rock Development inviting them to a future ASC meeting to review their conceptual plans for this new neighborhood.  The ASC also sent a letter to the city of Blaine (prior to the city’s deadline of March 16) stating that they look forward to working with the city and Tin Rock Development on this new neighborhood.  Mr. Abercrombie’s email dated 3/12/09 was noted.

It was mentioned that the ASC and the SRA need to be thinking about future multi-family projects to ensure that the association has adequate protection for completion.  One thought is to phase the project (to avoid situations like Clubhouse Point’s unfinished foundation and Marin’s third building foundation).  Derek will mention this at a future ASC meeting.  

Maintenance Committee:  Debbie said upon George’s return, a tour of the neighborhoods will take place.

a) Turnberry Wood Homeowners Association – Email dated 3/9/09 – Tree Project:  Mike told the Board that the Turnberry Association plans to reconnect broken irrigation pipes behind the gate that can be used to water the gardens outside the gate and the proposed new trees.  Since SRA is the owner of the greenbelt, the Board is agreeable to having the Turnberry Association enhance and maintain the proposed new trees in the greenbelt, but the request must first be reviewed and approved by the Architectural Standards Committee.  This matter will be reviewed during the March 26 ASC meeting.

b) Newsletter Topics:  Debbie asked the Board to review the list of possible topics and to her email her within 48 hours with their three top choices.  Once a complete list has been complied, Debbie will send a second email to all members for their review and final comment. 

ADJOURN: The meeting adjourned at 5:12 p.m.  The next meeting will be held on Tuesday April 28, 2009 in the Palmer Room at the Semiahmoo Golf & Country Club.

CALL TO ORDER:  President Paul Barlock called the meeting to order at 3:00 p.m. 

CONFIRMATION OF QUORUM:  All nine members were present, therefore a quorum was established.  Those present: Paul Barlock, Brett Eaton, George Culbertson, Mike Lancaster, Derek Marshall, Carol Selby, Jon Syre, Doug Todoroff and Jerry Wilson.  Debbie Smith, Executive Director. 

 GUEST:  Rich Olson, Archer Group PS.  3:13 p.m. to 3:50 p.m.

 APPROVAL OF JANUARY 27, 2009 BOARD MEETING MINUTES: Confirmation of the email vote was approved. 

Prior to Mr. Olson’s presentation, Carol reviewed the draft management letter dated January 20, 2009. 

Rich Olson – Archer Group PS presented the 2008 Year-end Financial Review (in draft form).  Mr. Olson began by reading the following: “Based on our reviews, 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.” 

Mr. Olson then reviewed the 14 page draft financial report.  The following modification will be made to the draft:

Page 9 – Note 5. Delete “Therefore, amounts designated for future repairs and replacements may not be adequate to meet future needs.”

Mr. Olson finished his presentation by reviewing 11 pages of graphs outlining Key Financial Statistics (1999-2008).  Mr. Olson was thanked for his time and presentation and then departed the meeting.

EXECUTIVE DIRECTORS’ REPORT: The financial statements for January were reviewed; Balance Sheet and Profit & Loss Budget vs. Actual.  Since the first half billing took place in January, the Accounts Receivable Aging Summary was not included.  A motion was made and seconded to approve the financial statements as presented.  Motion carried unanimously.

President Barlock signed the 2008 tax return. 

The request dated February 23 from the ’65 Sisterhood Helping Hands to hold the second annual garden tour in Semiahmoo on Saturday May 30 from 10 a.m. to 4 p.m. was reviewed.  The Sisterhood will obtain event insurance through Snapper Shuler Kenner and will provide a copy to the SRA office.  Attendees will be shuttled via bus to review the gardens.  A motion was made and seconded to approve the request.  Motion carried unanimously.

Mr. Hoskin’s email dated February 9 regarding support of the Semiahmoo Golf & Country Club was noted in follow up to an SRA Email News that was sent on February 6; Subject: Information from Semiahmoo Golf & Country Club.

In follow up to the recent SRA Email News regarding “Co-existing With Coyote’s”, if coyote behavior becomes a problem in the neighborhoods, Fish & Wildlife will be contacted in the event of a rabid coyote, etc.

a) Spit Pet Station/Garbage Clean-up:  The letter drafted by the SRA attorney dated February 20 was noted in regard to the request from Trillium Corporation to maintain the garbage can and pet waste station for an annual fee of $650.  When Paul, Jerry and Debbie meet with City officials, the letter will be presented and reviewed.  SRA is willing to accept Trillium’s token amount for trash pick-up with the understanding that the SRA is not accepting responsibility for long-term (in perpetuity) maintenance of the pet station/garbage can area.  Also, during the meeting, the importance of SRA receiving timely notification of public hearings pertaining to Semiahmoo related issues will be mentioned.

b)  Vacant Lot versus Lot with Home Assessment Level:  Carol’s reply dated February 12 to Mr. Pedersen in response to his 12/09/08 email claiming vacant lots should have lower assessments than a Lot with Home was noted. 

c)  Drainage – Issues with the City of Blaine Resolved?  Paul was asked to call Steve Banham, Blaine Public Works Director regarding the completion of the drainage repairs on Semiahmoo Parkway; and ask if the city will send the SRA a letter (or SRA will write to the city) as it relates to closure of the $65K funding request. 

Transition - Declarant Turn-over: 

1.      The February 3, 2009 Report was noted.

2.      The February 5, 2009 letter to Declarant - Revised Wording for Section 12.01 Amendment was noted.  Doug is awaiting a reply.

3.      The February 5, 2009 letter to Pam Andrews – Property Report and Amendments The Committee is awaiting a reply.

4.      February 20, 2009 memo – Possible CC&R Amendments was noted.  The Board asked that the committee continue to review possible amendments and forward their recommendation to the Board once the review is complete.

City of Blaine Liaison:  Jerry said he will meet with Mike Haslip, Director of Public Safety (Police Chief) on February 26.

Trail Issues:  Jerry asked Debbie to provide a summary of information regarding the trail issues that have arisen in the past years.  He will also contact Bob Williams, past SRA president who worked on the trail issues with the city, etc.

Master Plan Update:  An email dated February 24 from Penny Senov was noted in follow up to last month’s meeting regarding the proposed update to the Semiahmoo Master Plan proposed by Trillium Corporation.  The Council passed a motion for Trillium Corporation to work with the Blaine Planning Commission in 2009 to review their request to have the West Semiahmoo District and the remainder of Zone 12; and the remainder of the undeveloped land on the Spit removed from the Semiahmoo Master Plan.  Ms. Senov is asking that the SRA keep the membership appraised via SRA Email News of any new developments, public hearings, etc. as it relates to city issues on this project; and for the SRA to possibly hold a Town Hall meeting prior to the Planning Commission vote to make their recommendations to the City Council. 

Jon said that the West Semiahmoo plan dates back to the early 1990’s, but nothing has been done since that time.  Since the project is nearly 20 years old, this area needs to be re-master planned.  The question of whether SRA would benefit on long term dues income was asked and Jon replied there would also be more to maintain.  He went on to say that it can be a challenge to blend “old and new” neighborhoods.  Jon said that commercial activity at the tip of the Spit (similar to LaConner) is being discussed and that he encourages participation at council meetings and public hearings.  He is uncertain if this activity will have any type of impact to the SRA.

Jerry and Jon will meet so that Jerry has a better understanding of the properties that are under review to be removed from the Master Plan.  Jerry finished by saying that he will keep the Board apprised on this topic.

Maintenance Committee:  George and Debbie will schedule a tour of the neighborhoods in the near future.

 Architectural Standards Committee (ASC) Liaison:  Derek attended the February 12 ASC meeting and presented photographs of each neighborhood sign to the committee.  

Below is an excerpt from the February 12 ASC meeting minutes:

Derek presented an in-depth slide presentation regarding signs in the community. The city is working on signage (including directional) changes for Blaine. The Semiahmoo Resort Association (SRA) would like to move forward with updating the neighborhood signs. The SRA requests the ASC have a recommendation of possible updated signage

information to the SRA for their April 28^th meeting. Both the neighborhood and directional signs are looking rather tired. It is anticipated to cost approximately $4000 for each neighborhood sign and adjacent landscaping.  There are approximately 25-30 signs needing updating. The information and costs will be included in the agenda for the upcoming annual meeting in October. (The project may want to be phased over a multi-year period, completing the signs most in need of repair first.)  Should a change in materials and/or design be used? Metal posts? The gates and signs should compliment one another.  Some signs might be able to be pulled (i.e. Royal Troon). Pam Andrews will bring signage information Trillium has received to the meeting on February 26^th.

a) Bank Balances Discussion:  Carol relayed to the Board that the Certificate of Deposit (CD) with Bank of America matured on February 20 (there is a 10 day grace for renewal).  She said that she is checking with other financial institutions to obtain the best interest rate.  Once she obtains the rate information, an email will be sent to the Board members for an email vote on where to reinvest the funds.

b) Golf Club Meeting:  Derek attended the MAB meeting held on February 15 and reviewed his notes.  Brett mentioned that the March edition of the Club newsletter would feature an article summarizing the meeting as follows:

Bill O’Drowsky, MAB President

On Sunday, February 15, the members of Semiahmoo had the opportunity to meet with representatives of Semiahmoo Resort Company, LLC, whose sole managing partner is the Upper Skagit Indian Tribe d/b/a Skagit Valley Casino Resort. This was an impromptu

meeting and communicated to the membership through email. There were two primary concerns from the membership that were addressed. The first concern was why senior managers were laid off.  The owners stated that the layoffs were a business decision consistent with what many local, regional and national companies have experienced during this unprecedented economic downturn and were influenced by salary levels and other factors.  The second concern was course maintenance. Unfortunately the owners are not able to share detailed financial data but did assure the membership that they intend to maintain the courses in a fashion that will keep them rated as the best in the Pacific Northwest. The owners are proud of the courses and plan to keep them maintained so that the resort and courses will be considered a top destination for golf in the Northwest.  In upcoming months, the Members Association Board will look to meet with representatives from Semiahmoo Resort Company, LLC in order to keep the communication lines open.

ADJOURN: The meeting adjourned at 4:57 p.m.  The next meeting will be held on Tuesday March 24, 2009 in the Palmer Room at the Semiahmoo Golf & Country Club.

January 27, 2009

CALL TO ORDER:  President Paul Barlock 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, Brett Eaton, Mike Lancaster, Derek Marshall, Carol Selby, Jon Syre, Doug Todoroff and Jerry Wilson.  Debbie Smith, Executive Director.  Unable to attend: George Culbertson.

GUESTS:  None. 

APPROVAL OF DECEMBER 11, 2008 BOARD MEETING MINUTES: Confirmation of the email vote was approved. 

EXECUTIVE DIRECTORS’ REPORT: The draft financial statements for December were provided for informational purposes only; Balance Sheet, Profit & Loss Budget vs. Actual and the Accounts Receivable Aging Summary.  Rich Olson from Archer Group PS will present the year-end review (in draft form) at next months meeting.

Debbie read the following:

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, 2008 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 January 27, 2009.

                                                By: _____________________________________

                                                      President

                                       Attested: _____________________________________

                                                      Vice President

 A motion was made and seconded to accept the resolution as read.  President Barlock and Vice President Todoroff then signed the resolution.

The Seagrass Covenants, Conditions and Restrictions (CC&Rs) were thoroughly reviewed by Paul and Debbie prior to Paul signing the document on behalf of the Semiahmoo Resort Association (SRA).  The Seagrass CC&Rs will now be recorded by Trillium Corporation; once recorded a copy will be given to the SRA for their records.

The 2009 meeting calendar was accepted.  The annual meeting date is scheduled for October 24, 2009.  The date for the annual Recognition Reception is Tuesday April 21.

For informational purposes: During the January 26, 2009 Blaine City Council meeting, the Council passed a motion for Trillium Corporation to work with the Blaine Planning Commission in 2009 to review their request to have the West Semiahmoo District and the remainder of Zone 12; and the remainder of the undeveloped land on the Spit removed from the Semiahmoo Master Plan.  Jon said that removal of West Semiahmoo from the Semiahmoo Resort Association (SRA) is not a new topic; and is something that Trillium Corporation has been talking about for some time (and was mentioned during the last SRA Annual meeting).  Paul wanted the Board to be aware that this is a topic for the SRA to be aware of and to follow in 2009.  It was determined that City of Blaine Liaison Jerry Wilson will keep the Board apprised on this topic.  Jon finished by saying that if anyone had any questions, to feel free to contact him.

Debbie finished by saying that Boundary Ridge II, Lot 17 is now owned by US Bank, and the house is listed for sale.  The yard has been cleaned up.

a) Election of Officers:  A motion was made and seconded to accept the following slate of officers for 2009:  President: Paul Barlock; Vice President: Doug Todoroff; and Secretary/Treasurer: Carol Selby.  The motion carried.

b) Neighborhood Signage:  In follow up to last months meeting, Jon reviewed drawings from a local sign company to “refresh” the existing signs.  There are approximately 26 neighborhood signs that will be included in the refreshing program (Boundary Ridge, Drayton Cove, etc.)  After discussion a motion was made and seconded to present the Architectural Standards Committee (ASC) with the task of reviewing the existing signs; to set a priority for phasing the upgrading of the signs; upgrades to include the installation of the sign and landscaping with a budget of approximately $4,000 per sign. 

The Board will ask that an ASC member present their findings during the April board meeting.  Motion carried.  Derek Marshall will present this information to the ASC during their next meeting.  The objective is to have a signage proposal on the ballot in either 2009 or 2010.    

c)  Directional Signage:  Debbie reviewed the meeting that took place in early January with Brett and Debbie Harger, Community Development Coordinator for the City of Blaine.  In follow up to that meeting Ms. Harger contacted Debbie to tell her that representatives from the City plan to discuss directional signage as a whole for the city.  She said that there is potential for Blaine to establish a signage program with representatives from Whatcom County.  After discussion, a motion was made and seconded to ask the Architectural Standards Committee (ASC) to add the directional signage task to the overall signage review as a separate phase.  They will also be asked to establish a budget for directional signage.  The thought is to have the ASC/SRA perform the background work; and have the funding a group effort with the City of Blaine, Semiahmoo Resort and Trillium Corporation.  Motion carried.  Derek will present this information to the ASC at their next meeting.

d)  Marin Condominium – Multiple Ownership:  The issue of “quarter share form of ownership” was reviewed by the SRA attorney (letter dated 12/16/08) to advise the board if this type of ownership complies with the SRA Covenants, Conditions and Restrictions (CC&Rs).  The letter confirms that the SRA CC&Rs do not prohibit multiple ownership of a unit (or allow for the Board to increase assessments simply because of multiple ownership).  Section 3.03 (b) does include some restriction.  In the event of a multiple ownership of a site, only one owner is entitled to use the recreational facilities as an owner.  Furthermore, the covenants regulate voting of ownership when a unit is owned by multiple owners (Section 4.02).  The Board understands “multiple ownership” is not “timeshare”, which is prohibited by the documents.

e)  Spit Pet Station/Garbage Clean-up:  In follow up to last months meeting, the request from Trillium Corporation to maintain the garbage can and pet waste station for an annual fee of $650 was referred to the SRA attorney who is currently drafting a letter.  The letter will be sent to the city of Blaine, with a copy to Trillium Corporation and the Blaine Parks Commission that the SRA is willing to accept Trillium’s token amount for trash pick-up with the understanding that the SRA is not accepting responsibility for long-term (in perpetuity) maintenance of the pet station/garbage can area.  A courtesy preemptive call will be placed to the city of Blaine letting them know the letter is forthcoming and that this is not intended to be a “legal to legal” issue.

f)  Trail Issues:  Jerry Wilson agreed to accept the trail issues as part of his City of Liaison position.

g)  Vacant Lot versus Lot with Home Assessment Level:  As part of the Board’s response to the AGM question on allocation of assessments Carol Selby is working with the SRA staff to evaluate actual time spent on maintenance issues relating to vacant lots.  Since the last meeting, the SRA maintenance staff has spent a total of five (5) man hours clearing a large tree from Canvasback Loop.  Carol agreed to send a follow up letter to Mr. Pedersen in response to his 12/09/08 email claiming vacant lots should have lower assessments than a Lot with Home.

h)  Drainage – Issues with the City of Blaine Resolved?  In follow up to last months meeting, a “thank you” note will be sent to Steve Banham, Blaine Public Works Director after completion of the drainage repairs on Semiahmoo Parkway (as it relates to closure of the $65K funding request).

i)  Doggie Stations and Bike Racks:  Paul said that in the future should the SRA wish to install additional doggie stations that this would be acceptable to do so.  The owners who requested the installation of bike rack(s) has not replied to the email that was sent to them on 12/9/08.  It was determined that this topic will be removed from future agendas.

j)  Guidelines for RV Parking:  The Board considered it undesirable to introduce specific limits within the CC&Rs, however to enable RV owners to perform essential short-term maintenance and load/unload operation it was decided that the Executive Director together with an available Board member will provide approval on a “case by case” basis regarding the timeline; not to exceed three (3) or four (4) days (although there is “zero tolerance” in the CC&Rs) for RV parking in the Semiahmoo community.

Transition - Declarant Turn-over:  Doug said that the Transition Committee will meet on Tuesday February 3 and that he would report back next month with the results of this meeting.  Mike Lancaster was thanked for volunteering to join the committee.

City of Blaine Liaison:  Jerry Wilson was thanked for volunteering to serve as liaison.

Maintenance Committee:  George Culbertson was appointed to serve on this committee (and will be thanked next month!).

Architectural Standards Committee (ASC) Liaison:  Derek Marshall was thanked for volunteering to serve as liaison.

Paul said that the Future Facility Committee was dis-banded in 2008; and at this time it does not appear there is a need to form a committee in 2009.  Jon said that last year Trillium Corporation received a list of needs for the SRA office/maintenance facility and these have been added to the Zone 3 file (Burnside Village). 

a) Snow Issues:  Members of the SRA staff met with the snow plow contractor to discuss “what went right and what went wrong” during the December 2008 storms.  The goal is to do a better job the next time it snows!  The current Snow Removal and Sanding Guidelines will remain the same.  After discussion, it was determined that SRA is responsible to keep the streets clear, which does not include clearing the entrance to private driveways.  Contact information will be provided to the Board and the snow plow contractor so they can communicate on a timely basis when snow begins to accumulate and plowing/sanding is needed. It was recognized that some members had difficulties clearing their drives and entrances and it was considered that the SRA could best help by gathering information on potential contractors or private individuals who would be willing to undertake such work on an individual basis.

The board registered disappointment and concern that an owner placed a “snow speed bump” (which could have caused harm to person and vehicle) on Wood Duck Way and the subsequent verbal altercation that occurred with a resident and this individual, the Blaine Police Department will be asked why they were not able to respond to the complaint. The board were of the opinion that a public safety issue within Semiahmoo is also within the City of Blaine. 

b) Coyote Information:  The information provided by a resident in regard to “Co-Existing With Coyotes” will be referenced in the next edition of the newsletter.

c)  City of Blaine Public Works Department – Speed Count on Wood Duck Way:  The report dated 1/16/09 to 1/23/09 was reviewed.  It appears that speeding frequently occurs between 11:00 a.m. and noon on Wood Duck Way.  As the SRA was not aware that the counter was going to be placed, Jerry will contact the Blaine Police Department and ask that in the future if the counter is to be placed on SRA streets that a courtesy call be made to the SRA office. 

ADJOURN: The meeting adjourned at 4:50 p.m.  The next meeting will be held on Tuesday February 24, 2009 in the Palmer Room at the Semiahmoo Golf & Country Club.

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