Minutes for 2010 Board of Directors Meetings

January 26, 2010

February 23, 2010

March 26, 2010 (rescheduled from March 23rd)

April 27, 2010

May 25, 2010

June 25, 1010 (rescheduled from June 22, 2010)

July 22, 2010 (rescheduled from July 27, 2010)

August 27, 2010 (rescheduled from August 24, 2010)

September 14, 2010

October 19, 2010

October 23, 2010 Annual Meeting

November 19, 2010 (rescheduled from November 16, 2010)

December 14, 2010

December 14, 2010

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

CONFIRMATION OF QUORUM:  Seven of eight members were present, therefore a quorum was established.  Those present: Paul Atchison, Paul Barlock, Katie Boczek (arrived at 3:20 p.m.), Mike Lancaster, Derek Marshall, Len Saunders and Carol Selby.  Absent: David Steward. 

Also in attendance: Debbie Smith, Executive Director. 

GUESTS:  Pat Kingshott, Michael Coltart, Bryan Johnson and Ken Raithel.

APPROVAL OF NOVEMBER 19, 2010 BOARD MEETING MINUTES: The minutes were approved as distributed.

EXECUTIVE DIRECTORS’ REPORT: The financial statements for November (Balance Sheet, Profit & Loss Analysis of Budget vs. Actual and Accounts Receivable Aging Summary) were reviewed.  A motion was made and seconded to accept the financial statements.  Motion carried unanimously.

A motion was made and seconded to pay the property taxes at year-end per the lease agreement for 9550 Semiahmoo Parkway (that have been accrued for 2009 and 2010).  Motion carried.  Len will follow up with Chris Benner in regard to obtaining an invoice for the taxes.  The SRA is not subject to late fees or penalties on past due taxes on the above property.

As there has been no response from an owner in the St. Andrews Cottage neighborhood who is in arrears, a lien will be filed on the property.

In follow up to last months meeting, a request from a property owner to contact the Blaine Police Department and request additional patrols in the Carnoustie neighborhood on Friday and Saturday nights was accepted by the Blaine Police Department. 

a) Policies and Procedures Manual – Carol summarized the draft HR Policies and asked if there were any questions or changes to the draft.  A minor revision was made on page 5 to clarify vacation schedules based on seniority.  A motion was made and seconded to approve the draft as presented with the revision listed above.  Motion carried with one abstention.  Moving forward the Regular Part-time benefits will be reviewed and the board will be advised of any changes.

Carol asked Debbie to send the Policies and Procedures Table of Contents to all board members (including the newly elected ones).

b) Thirty-Fourth Amendment Update – To date, the percentage in favor of the amendment is sixty-two (62%) (to pass an amendment, sixty-seven (67%) percent approval is needed).  As this is an open item until year-end, Debbie will provide to the Board and Election Committee an updated list of names of those members who have not voted in their neighborhood, asking that they send in their ballot.  Debbie will contact a representative from Semiahmoo Resort.  The Board will determine if this issue will be carried over into 2011.

c) Gleneagle Villas I & II – “Your Speed Is” Radar Unit – In follow up to last months meeting, Debbie contacted the Blaine Police Department in regard to placement of the radar unit and was told that SRA is on the list (it can take up to a month) and that she will be contacted when the unit is available.  She will follow up to see where SRA is on the schedule.

d) Election Committee (EC) – Pat Kingshott, Chairperson

On behalf of the Election Committee, Pat recommended to the Board that Pat Corcoran be appointed as the third member of the EC.  A motion was made and seconded to appoint Pat Corcoran to the EC for a two-year term (01-01-11 to 12-31-12).  Motion carried.

1. City of Blaine Liaison – Len Saunders

Len said that during the December 13 City Council (CC) meeting the audience was provided a copy of the “City of Blaine Major Project Status Report – Mid Year 2010”.  A copy of the report was provided to the board. 

Another topic discussed during the CC meeting was the Interpretive Sign program for the Spit area.  A small number of signs will be placed (6 or 7) in the near future.  With future development, there may be a total of approximately 30 signs.

An article in December 13, 2010 edition of the Bellingham Herald – “Big project on Blaine waterfront takes small step forward” was presented by the mayor during the December 13 CC meeting and she expressed that this will be positive for Blaine.

In follow up to last months meeting regarding a request by a community member to install additional commemorative benches at Semiahmoo, Len and his children are currently mapping out all the existing bench locations, and will follow up with Ms. Harger at the City of Blaine.

2. Architectural Standards Committee (ASC) Liaison – Derek Marshall

Derek said the main topic is the Dawson issue that will be discussed under New Business.

3. Maintenance Committee – Paul Atchison

Resident Maintenance Issues – Paul and Mike Lancaster (due to Debbie’s vacation schedule) will schedule a tour and if necessary, property owners who have been on a “watch list” will be contacted.

If it should snow while Debbie is on vacation, Paul will work with the SRA maintenance staff to coordinate plowing/sanding needs.

4. Community Courier Newsletter Editor – Paul Atchison

The next edition is scheduled for Spring, and will have a new design.  

5.  Evaluation of changes in Semiahmoo Resort Master Plan (SRMP)/West Semiahmoo – Katie Boczek

Len said he attended the November 22 City Council (CC) meeting and provided a copy of the handout “Subject: UGA Appeal Settlement Agreement” and said that there was no agreement between Whatcom County (WC), Trillium Corporation (TC) and the city.

This topic was discussed during the WC meeting on December 7, but he was not able to attend the meeting. 

During the December 13 CC meeting, the settlement agreement was not discussed and seemed to be a non-issue.  Katie commented that she thought that the city would have gotten involved if TC didn’t get the result they were looking for in the settlement with WC.  After discussion, it was determined that Katie’s Task Force will review and look at the facts on this matter and report back to the board with their findings. 

6.  Future Facility – Mike Lancaster

This topic will be discussed further in January as objectives and “what if” scenarios need to be studied such as: a) buy or lease; b) quantitative and qualitative factors included; and c) comprehensive analysis.  The goal is to present these factors to the membership during the 2011 Annual Meeting.

7. Whatcom County Liaison – David Steward

No report due to David’s absence.

8.  Transition/Declarant Turn-Over – This topic will be changed to Covenants, Conditions and Restrictions (CC&Rs) Review and Len agreed to chair the committee.  The 2011 Board will determine if any other amendments are necessary to the CC&Rs.  This item is tabled until January.

a) Dawson – ASC Memo dated December 6, 2010 – The memo was reviewed in regard to removal of a tree on SRA property by the Dawson’s.  The Board accepted the recommendation of the ASC.  A motion was made and seconded to: a) Replace the tree with three (3) five (5) gallon Rugosa Rose shrubs; b) Impose a fine of $250 to replace/install the shrubs; c) In addition, require a check in the amount $250 payable to Whatcom Land Title to be held for 18 months to ensure that the shrubs are established after planting.  Motion carried.

b) Appoint New ASC Member – A motion was made and seconded to appoint Derek Marshall to a two-year term on the ASC (01-01-11 to 12-31-12), subject to him completing his term on the board and approval from the Declarant.  Motion carried with Derek abstaining.

c) Investments – Carol presented information on short term investment options in municipal bonds.  The yield would be approximately 5%, with minimal risk.  The investment would be “liquid” in the event SRA wanted to withdraw the funds. 

After a lengthy discussion, it was determined that further due diligence will take place in the first quarter of 2011.  The objective is to look for other avenues to increase the reserve/operating accounts earned interest with minimal risk to membership funds.

d) 2011 Board Meeting Calendar – The 2011calendar was approved.  January through July, the meetings will be held on the fourth Friday.  August through December, the meetings will be held on Tuesday.  The calendar will be revised and distributed to the board and posted on the SRA Web site.

e) Election of 2011 Officers – Incumbent and newly appointed board members voted on the slate of officers.  The election results were as follows: President, Carol Selby and Vice President, Mike Lancaster.  As there were no candidates for Secretary/Treasurer, members were asked to consider this office and to contact Carol via email if they are interested.  In regard to Ad Hoc Committee’s, members were asked to express their interest by sending Carol an email. These matters will be discussed in January.

f) Potentially Dangerous Tree - Drayton Cove, Lot 1 – Ken asked if the SRA could do anything about the tree’s on lot 1 as there is a possibility they could fall across the road (near the entrance to Drayton Cove).  Paul Atchison said he would address this as a maintenance issue.  Debbie commented that she thought the ASC had granted approval to the owners to remove the trees, thus the ASC file will be checked.

In closing, Paul Barlock expressed that he enjoyed his time on the board.  He encouraged participation and as the board moves forward that they try to have fun with the process.  He thanked Derek for his time on the board.  The board expressed their appreciation to Paul and Derek.

ADJOURN: The meeting adjourned at 4:44 p.m.  The next meeting will be held on Friday January 28, 2011 in the SRA Conference Room. 

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

CONFIRMATION OF QUORUM: Six of eight members were present, therefore a quorum was established. Those present: Paul Atchison, Katie Boczek, Mike Lancaster, Len Saunders, Carol Selby and David Steward. Absent: Paul Barlock and Derek Marshall.
Also in attendance: Debbie Smith, Executive Director.

GUESTS: Pat Kingshott, Michael Coltart, Bryan Johnson and Ken Raithel (3:18 p.m. to 4:47 p.m.).

Mike welcomed Michael Coltart, Bryan Johnson and Ken Raithel. They will officially join the Board on January 1, 2011. The newly elected members were in attendance as observers to familiarize themselves with the current topics and proceedings during a monthly board meeting.

APPROVAL OF OCTOBER 19, 2010 BOARD MEETING MINUTES: The minutes were approved as distributed.

EXECUTIVE SESSION: A motion was made and seconded to convene into executive session at 3:01 p.m. to discuss accounts receivable issues. Motion carried unanimously. A motion was made and seconded at 3:17 p.m. to reconvene the open meeting. Motion carried unanimously. The outcome of the executive session is as follows.
• Requests from property owners to waive late fees were denied. The Board has instructed Debbie to work with the owners to establish a payment plan for late fees and dues that are in arrears.
• Property owners who have not fulfilled their verbal obligations or responded to telephone messages to bring their account current will be sent a certified return receipt letter notifying them that a lien will be filed on their property if payment is not received or a payment plan is not established.

EXECUTIVE DIRECTORS’ REPORT: The financial statements for October (Balance Sheet, Profit & Loss Analysis of Budget vs. Actual and Accounts Receivable Aging Summary) were reviewed. In follow up to last months meeting, Debbie reviewed the Accounts Receivable balance for 9/30/09 and said the reason for such a large difference in receivables year to year was because Semiahmoo Resort was in arrears. Carol and Debbie will review “bad debt” line items and will make any necessary entries. Carol told the Board that she and Debbie would be meeting with a representative from Rice Insurance to review the current directors, liability and vehicle policies to ensure that the SRA is paying the best rates available. Len will check with the City of Blaine/Trillium Corporation regarding fees currently incurred to maintain the pet station on the Spit. A motion was made and seconded to accept the financial statements. Motion carried unanimously.

A request from a property owner to contact the Blaine Police Department and request additional patrols in the Carnoustie neighborhood on Friday and Saturday nights was accepted. Debbie will contact the BPD and make the request for additional patrols since it has been reported this neighborhood is used by teenagers as a “local drinking spot” on the weekend.

Trillium Corporation is in the process of deeding Snow Goose Lane to the SRA.

A copy of the Snow Removal and Sanding Guidelines (accepted by the Board of Directors on February 27, 2007) were given to all Board members in attendance.

The 2011-2012 Board Member List was reviewed for accuracy. Mike said that the 2011 meeting scheduled needs to be established and that holding the meeting at the end of the month is preferable so that accurate financial information will be available.

An SRA Email News will be sent asking residents to “look out for your neighbor”, especially the elderly during cold and snowy conditions. The Semiahmoo Ladies and Men’s Breakfast Club will also be notified to see if they are willing to add this topic to their agenda.

OLD BUSINESS:
a) Policies and Procedures Manual: In Paul Barlock’s absence, Carol introduced the Appointment of Officers procedures. Serving as Paul Barlock’s proxy, Debbie relayed pertinent information to the incumbent and new Board members. Per the procedures, members were asked to submit written comment to Mr. Barlock prior to next months meeting in regard to serving as an officer in 2011 or chairing an Ad Hoc Committee. Debbie will provide Mr. Barlock’s contact information to the newly elected members.

b) Annual Meeting Recap: Board members were asked to review and comment on the first draft of the Annual Meeting Minutes before Thanksgiving. The goal is to mail the minutes to the membership the first week of December. Below is a list of “action items” from the Annual Meeting (refer to the minutes for complete questions):
1. Martin Conyac – removal of SRA gravel paths. Debbie was directed to send a reply to Mr. Conyac that the Gravel Path Removal Information Sheet/Request to Remove Gravel Path form (accepted by the Board on September 14, 2010) will stay if effect. A copy of Derek Marshall’s email dated November 6, 2010 will be included with the letter to Mr. Conyac.
2. Fred Jansen - Drayton Cove pond algae problem during summer months. Katie volunteered to look at the “as builts” for the pond and work with Allan to remedy the algae problem.
3. Joan Mueller – Request that each edition of the Community Courier newsletter include mention of the 20 mile per hour speed limit at Semiahmoo. Paul Atchison and David Steward acknowledged this request.
4. Terry Johnston – Additional signage at crosswalks along Semiahmoo Parkway and Drayton Harbor Road. Paul Atchison volunteered to contact Blaine Public Works to discuss this request.
5. Hanna Mazurkewycz – Advanced notification when path around Drayton Cove pond to be sprayed. Debbie will relay this request to the maintenance staff.
6. Jane Thompson – Noise pollution – equipment such as leaf blowers. It was determined that there is no follow up needed on this matter.
7. Alan Black – Dog waste – additional waste stations? Paul Atchison will pursue this request (revenues for the waste stations still needs to be determined).
8. Terry Johnston – NW Parks & Recreation – SRA Liaison? David Steward said he is willing to make this part of his Whatcom County Liaison responsibilities.
9. Jane Thompson – Hold Annual Meeting earlier – September? This item was discussed during the annual meeting with emphasis on presenting meaningful information on the financials; therefore no further action was necessary.
10. The election process went well this year. The newly elected members were contacted on October 25, 2010.

c) Thirty-Fourth Amendment Update – On October 23, 2010, the percentage in favor of the proposed amendment (to lower the quorum requirement to thirty-four 34%) was forty-nine (49%). To date, the percentage in favor of the amendment is sixty-one (61%) (to pass an amendment, sixty-seven (67%) percent approval is needed). As this is an open item until year-end, Debbie will provide a list of names to the Board of those members who have not voted in their neighborhood, asking that they send in their ballot.

The 2011 Board will determine if any other amendments are necessary to the Covenants, Conditions and Restrictions (CC&Rs). This item is tabled until January.

d) Gleneagle Villas I & II – “Your Speed Is” Radar Unit – In follow up to last months meeting, Debbie contacted the Blaine Police Department in regard to placement of the radar unit and was told that SRA is on the list (it can take up to a month) and that she will be contacted when the unit is available.

e) Election Committee (EC) – Pat Kingshott, Chairperson
Pat reported that Dard Price completed his two-year term on October 25, 2010. Richard Arnold and Pat will complete their two-year term on December 31, 2010. Pat will work with Debbie in January to complete the procedures manual. The Election Committee will be recommending a third member in December.

AD HOC COMMITTEE REPORTS:
1. City of Blaine Liaison – Len Saunders
Len said there have been two recent City Council meetings (no business relating to Semiahmoo), of which he has attended one but was unable to attend the November 8th meeting.

Carol said she attended the November 8th meeting as a citizen, not as a board member. She was interested in learning more about the City’s 2011 budget, in particular to the proposed 14% increase in sewer fees, eliminating funding for the Boy’s and Girl’s Club and the Senior Center, and increasing city employee’s retirement funds. She encouraged board members, as Blaine citizens to participate in the budget process.

In follow up to last months meeting regarding a request by a community member to install additional commemorative benches at Semiahmoo, Len will make a presentation next month (his children are currently mapping out all the existing benches locations); and then follow up with Ms. Harger at the City of Blaine.

2. Architectural Standards Committee (ASC) Liaison – Derek Marshall (absent)
Directional Signage - Mike said in follow up to last month’s meeting, the topic of the poor condition of the directional signage located on Birch Bay Lynden Road (near the waterslides) and on Harborview Road (near the Valero gas station) is still an open topic. The board had directed Debbie to contact Trillium Corporation to ascertain who officially owns the signs; and if they are the owner ask if they would please repair the signs. Debbie said she had not had an opportunity to contact Trillium Corporation, but would do so next week. Paul Atchison had also volunteered to obtain an estimate to revitalize the signs so that this information would be readily available to the owner of the signs.

Maintenance of Vacant Lots – Tabled until Derek’s return.

3. Maintenance Committee – Paul Atchison
Resident Maintenance Issues – A tour will be scheduled in the near future (Debbie’s work load has not permitted a tour to date). If necessary, property owners who have been on a “watch list” will be contacted.

4. Community Courier Newsletter Editor – Paul Atchison
Paul Atchison said he and David received positive comments on the Fall edition of the newsletter! The next edition is scheduled for Spring, and will have a new design.

5. Evaluation of changes in Semiahmoo Resort Master Plan (SRMP)/West Semiahmoo – Katie Boczek
Katie provided the following report on Drayton Hillside III.

The State Environmental Policy Act (SEPA) Environmental Checklist has been completed and signed off by the City.

The Mitigated Determination of Nonsignificance (MDNS) has been completed and an Environment Impact Study (EIS) is not required for this development.

Katie went through the documents and everything is per the required standards. These documents are part of the development process and there will be more information to come.

The only concern she has is with the long trunk road between the units. There could be a potential access issue if there is an obstruction (i.e. fallen tree) on the road. A rule of thumb is to have two accesses. Her suggestion would be to widen the trail to the Lower Road making that a potential emergency access. She left a message with the City with her concerns and suggestions.

The following information can be found on the City’s website: http://www.ci.blaine.wa.us/index.aspx?nid=448

6. Future Facility – Mike Lancaster
No updates.

7. Whatcom County Liaison – David Steward
David reported that the Northwest Park District Levy Implementation measure on the November 2, 2010 ballot for Whatcom County was approved by 55% to 44.7% vote. This will provide a levy set at a rate of $.10 per $1,000 of assessed property value for a further four years in order to help pay for protecting wildlife and nature preserve areas in the district.

The minutes of the Whatcom County Committee of the Whole meeting of September 28, 2010 contain reports of discussion of a proposed ordinance amending zoning maps and the county comprehensive plan relating to rural land use (Semiahmoo is considered rural). There was no discussion relating specific regions but general statements were made; e.g. “Concentrate the majority of growth in urban areas…” and “Development in rural areas should not receive urban levels of service, except where it is necessary to protect public health and safety and the environment, but services should be coordinated”.

8. Transition/Declarant Turn-Over – This topic will be revisited by the 2011 Board to ensure any outstanding issues have been “cleaned-up”.

NEW BUSINESS:
a) Dawson – ASC Memo dated November 17, 2010 – This topic was tabled until the December 14 meeting.

b) Residential Security Alarms – Ken asked the Board’s opinion regarding alarms sounding in his neighborhood. As many residents are absentee owners, what happens when their alarm sounds; is there a real problem or a false alarm? He said an alarm recently sounded and the Blaine Police Department responded within 15 minutes. Paul Atchison volunteered to bring information on this matter to next months meeting.

ADJOURN: The meeting adjourned at 4:47 p.m. The next meeting will be held on Tuesday December 14, 2010 in the SRA Conference Room. A quorum was confirmed for this meeting. David Steward will be absent in December and January.

 

CALL TO ORDER:  The meeting was called to order at 2:58 p.m.

CONFIRMATION OF QUORUM:  All members were present, therefore a quorum was established.  Those present: Paul Atchison, Paul Barlock, Katie Boczek, Mike Lancaster, Derek Marshall, Len Saunders (arrived at 3:10 p.m.), Carol Selby and David Steward. 

Also in attendance: Debbie Smith, Executive Director. 

GUEST:  Pat Kingshott (3:10 p.m. to 4:40 p.m.)               

APPROVAL OF SEPTEMBER 14, 2010 BOARD MEETING MINUTES: The minutes were approved as distributed.

EXECUTIVE SESSION:  A motion was made and seconded to convene into executive session at 2:59 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 outcome of the executive session is as follows. 

EXECUTIVE DIRECTORS’ REPORT: The financial statements for September (Balance Sheet, Profit & Loss Analysis of Budget vs. Actual and Accounts Receivable Aging Summary) were reviewed.  Debbie was asked to review the Accounts Receivable balance for 9/30/09 to see why there is such a large difference in receivables year to year.  A motion was made and seconded to accept the financial statements.  Motion carried unanimously.

The email dated October 13, 2010 from SRA members MaryHelen and Steve Windell organizers of the Blaine Community Caroling program was reviewed (the event is sponsored by the Semiahmoo Resort Association (SRA) and Semiahmoo Resort and is a free program open to the public).  A motion was made and seconded to approve the request of $225 to pay the guest artists and to print additional copies of the caroling song books.  Motion carried unanimously.  The Board expressed their appreciation to the Windell’s for organizing and implementing this important community event!

In regard to the SRA recreational easement below the Drayton Cove neighborhood, Debbie was asked to have the maintenance staff replace the caution sign(s) that have been moved by unknown persons.  There was also a question about a large pile of stones that have been placed in this area.  Paul Atchison volunteered to contact the City of Blaine to see if they can provide information about the pile of stones.

a) Policies and Procedures Manual:  Carol presented Version No. 2 of the Appointment of Officers procedures which was reviewed and revised by the Election Committee on October 13, 2010.  After a brief discussion, a motion was made and seconded to approve the procedure which will be used in November.  Motion carried unanimously. 

Carol said that 80% of the Policies and Procedures have been drafted and the drafts will be available for review during a future meeting.

b) Annual Meeting Preparation:  Paul Barlock reviewed the first draft of the Power Point presentation that he, Carol and Debbie will present on October 23.  Members of the board provided input and the slides will be updated accordingly.  Ad Hoc Committee Chair’s were asked to be ready to answer questions that may come from the audience for their specific committee.  All board members will be present on October 23.

c) Election Committee (EC) – Pat Kingshott, Chairperson

Pat reported that ballots are being counted for this years’ election.  With the current committee’s term ending on December 31, (Pat Kingshott, Richard Arnold and Dard Price), the Election Committee recommended to the Board that Stan Monks be appointed to a two-year term on the Election Committee.  A motion was made and seconded to appoint Mr. Monks to a two-year term (January 1, 2011 to December 31, 2012).  Motion carried unanimously.  The Election Committee will be recommending a third member in December.

A motion was made and seconded to approve the July 14, July 26 and September 15, 2010 Election Committee reports.  Motion carried unanimously.

Candidate nominations from the floor during the Annual meeting must be received by 11:00 a.m. on Thursday October 21 (48 hours prior to the meeting) to be valid.

The Election Committee was thanked for their hard work and dedication to the election process!

There were approximately 40 attendees at the “Meet and Greet” the candidate’s social held on October 3.  Carol said she heard positive comments about the event.  The Board will determine at a later date if this event will be held next year.  Paul Barlock will mention the event during his presentation at the Annual meeting.

1. City of Blaine Liaison – Len Saunders

Len said he has attended the September 27 and October 18 City Council meetings. 

Len provided a copy of the Interpretive Signage Program – Task Force October 7, 2010 meeting agenda and Funding Sources for the board’s review.  The signage will be installed by the City of Blaine around Drayton Harbor (the necklace) beginning in approximately six (6) months.  In particular, on page 3 the Funding Sources for Phase I & II are the Port of Bellingham, Trillium – Seagrass and the City of Blaine (no funding will be made by the SRA).  Phase II also lists a funding source of “STP Grant” of $11,000.  The total for Phase I is $15,000 and Phase II is $24,000. 

In follow up to last months meeting regarding a request by a community member to install additional commemorative benches at Semiahmoo, Len has not yet had an opportunity to map out existing bench locations; and then follow up with Ms. Harger.

In regard to the email dated October 5, 2010 from the president of Beachwalker Villas Condo Association (BWVCA), Len spoke to Brenna Sartain, Lead Utility Billing for the City of Blaine regarding the question of higher sewer/services/usage at Beachwalker Villas.  Ms. Sartain said that Beachwalker Villas is not being charged higher rates than other neighborhoods at Semiahmoo.  Debbie was asked to have Ms. Sartain follow up directly with the president of BWVCA.

2. Architectural Standards Committee (ASC) Liaison – Derek Marshall

Derek reviewed the draft Tree Removal, Retention and Replacement Guidelines in regard to view issues, “crown reduction” and pruning of trees.  It was noted that the list of “suggested trees” is lengthy and may contain some species prone to causing allergies.  The ASC staff will be asked to check the Washington State website for the names of any species that are illegal to plant due to allergies, etc.  It was noted that the guideline includes the mature height of various species; this should be valuable in avoiding inappropriate plantings. A minor revision will be made to the first page of the Guidelines to emphasize that Semiahmoo is a treed community: “The purpose of these guidelines is to preserve the “natural setting and beauty of Semiahmoo” (10.01 of the CC&Rs)”.  A motion was made and seconded to approve the guidelines with the revision referenced above.  Motion carried unanimously.  Copies of the guidelines will be available at the Annual meeting.  The entire membership will receive a copy with the Annual meeting minutes.  Paul Barlock will also address the guidelines at the annual meeting.

The topic of the poor condition of the directional signage located on Birch Bay Lynden Road (near the waterslides) and on Harborview Road (near the Valero gas station) was discussed.  The board directed Debbie to contact Trillium Corporation to ascertain who officially owns the signs; and if they are the owner ask if they would please repair the signs.  Derek was of the view that the community would be better served if the Birch Bay Linden Road sign was removed rather than retained in its present state.  Paul Atchison volunteered to obtain an estimate to revitalize the signs so that this information would be readily available to the owner of the signs. 

In follow up to the 2008 Annual meeting, the maintenance of vacant lots has been an ongoing topic with the Board (determination of costs to maintain the lots, etc.). The CC&Rs are silent on maintenance of vacant lots.  One major issue is dumping of debris on the lots.  When performing inspections in the community, the ASC will be asked to look at vacant lots and to develop a possible guideline for future implementation.  In the meantime, the Maintenance Committee will review lots for dumping of debris and contact the owner if necessary. 

3. Maintenance Committee – Paul Atchison

Resident Maintenance Issues – No update at this time.

4. Community Courier Newsletter Editor – Paul Atchison

The Board complimented and thanked Paul and David for doing a fine job on the Fall edition of the newsletter!

5.  Evaluation of changes in Semiahmoo Resort Master Plan (SRMP)/West Semiahmoo – Katie Boczek

There have been no significant changes since the last meeting concerning the SRMP and West Blaine and Semiahmoo areas. 

6.  Future Facility – Mike Lancaster

No updates.

7.  Reserve Study Review – Carol Selby

This topic is now complete and will be removed from future agendas.

8.  Transition/Declarant Turn-Over – This topic will be revisited by the 2011 Board to ensure any outstanding issues have been “cleaned-up”.

9. Whatcom County Liaison – David Steward

David reported that there is nothing new relating to Semiahmoo on the Council’s agenda.  However, there is on the ballot for the November election a proposal for a Property Tax levy in for Northwest Parks and Recreation District 2; “to preserve natural areas, water quality, wildlife habitat, and to support parks, bike trails and recreational programs in Blaine and Birch Bay”.  This levy, if the proposition passes, would amount to $0.10 per $1,000 of assessed valuation and will be collected annually for four (4) years.

a) Gleneagle Villas I & II  Request for Speed bumps – Email dated 9/15/10):  Debbie was directed to contact the Blaine Police Department (BPD) and request that they place the “Your Speed Is” mobile unit on Gleneagle Drive to help educate the residents on the 20 miles per hour speed limit behind the gate.

 ADJOURN: The meeting adjourned at 4:40 p.m.  The next meeting will be held on Friday, November 19, 2010 (rescheduled from November 16) in the SRA Conference Room.  A quorum was confirmed for this meeting. 

CALL TO ORDER: The meeting was called to order at 2:57 p.m.

CONFIRMATION OF QUORUM: Seven of eight members were present, therefore a quorum was established. Those present: Paul Atchison, Paul Barlock (departed at 3:52 p.m.), Katie Boczek, Mike Lancaster (chaired the meeting from 3:52 p.m. until 4:40 p.m.), Derek Marshall, Len Saunders and David Steward.
Absent: Carol Selby.
Also in attendance: Debbie Smith, Executive Director.

GUESTS: Richard Arnold (3:16 p.m. to 3:52 p.m.)

APPROVAL OF AUGUST 27, 2010 BOARD MEETING MINUTES: The minutes were approved as distributed.

EXECUTIVE SESSION: A motion was made and seconded to convene into executive session at 2:58 p.m. to discuss legal issues. Motion carried unanimously. A motion was made and seconded at 3:15 p.m. to reconvene the open meeting. Motion carried unanimously. The outcome of the executive session is as follows.
• Legal issues were discussed.
• Correspondence regarding Marin was noted as being sold at a Trustee’s Sale on September 10, 2010. Debbie was directed to follow up with legal counsel regarding outstanding dues for this property.
• A home in the Stonehaven neighborhood was sold at a Trustee’s Sale on September 10, 2010. Another home in this neighborhood is scheduled for Trustee’s Sale on September 24, 2010 (a lien is currently in place for this property).

EXECUTIVE DIRECTORS’ REPORT: The financial statements for August (Balance Sheet, Profit & Loss Analysis of Budget vs. Actual and Accounts Receivable Aging Summary) were reviewed. A motion was made and seconded to accept the financial statements. Motion carried unanimously.

OLD BUSINESS:
a) Policies and Procedures Manual: No report due to Carol’s absence.

b) Whatcom County Liaison: David reported that there were no new items related to Semiahmoo.

Improvements to Lincoln Road between Harborview and Shintaffer Roads top the road construction lists for Whatcom County in 2011. Lincoln Road will be widened to provide two twelve foot lanes and two eight foot shoulders. There will be no foot or cycle paths.

There are plans for a cycle/footpath to be completed around Birch Bay Drive.

There are plans for improved lane markings and signaling at Lynden-Birch Bay Road at the Peace Portal Way junction.

A resolution adopting these 2011 construction plans is on the agenda as an introduction item for the Whatcom County Council meeting at 7:00 p.m. on September 14.

An ordinance relating to Harbor Shores development on Blaine Road has been removed from the council’s and the planning and development committee agenda for the September 14 meeting.

c) Amendment to the Covenants, Conditions and Restrictions (CC&Rs): In follow up to last months meeting, Len contacted Jack Grant in regard to Richard Arnold’s request that he review RCW 24.03 because it appears after reading this section that the Board of Directors is limited on making amendments. Mr. Grant was uncertain as to the specific RCW 24.03 Mr. Arnold was referring to.

Len also contacted Phil Serka, Adelstein, Sharpe & Serka to obtain a competitive price quotation for the same scope of services for amending the Covenants, Conditions and Restrictions (CC&Rs) and is awaiting his quote.

Moving forward once the board is a fully elected board they will consider redrafting the CC&Rs. Considerations in this process will be reviewing the current process for counting membership votes by assessable units and evaluate what content of the existing CC&Rs will remain as it relates to Declarant rights.

Mr. Arnold, as a property owner, made a request to the Board that the current quorum requirement of fifty percent (50%) be changed to thirty-four percent (34%) [Putting SRA in line with Revised Code of Washington (RCW) 64.38.040 for the State of Washington.]. The Board found this request acceptable. Len said that he will draft the proposed Thirty-Fourth Amendment to the CC&Rs (members in good standing can vote in the election and lowering the percentage by person or proxy requirements for holding a meeting or election), and send the draft to the Board by Friday September 17 for their review and email vote. Once the draft has been finalized, the proposed amendment will be included in the annual meeting mailing and added to the proxy form for voting purposes.

d) Final Draft 2011 Budget and Two-Year Plan: Carol Selby’s detailed 2011 Budget Highlights letter and second draft budget was reviewed by the Board. After review, a motion was made and seconded to approve the 2011 budget and 2012 & 2013 Plan and to send the budget and the 2011 budget highlight letter to the SRA membership as presented. Motion carried unanimously.

e) Skateboarding on SRA Private Roads: In follow up to last month’s meeting Debbie said she has not had an opportunity to contact the property owner whose child is using Gleneagle Drive for skateboarding to discuss safety issues, but will do so as soon as her work-load lightens in regard to preparing for the Annual Meeting.


AD HOC COMMITTEE REPORTS:
1. City of Blaine Liaison – Len Saunders
Len said he attended the September 13 City Council meeting from 7:00 to 9:00 p.m. He provided a copy of the City of Blaine Capital Improvement Plan Summary Of Costs and Funding Sources for the board’s review. In particular, on page 6 of the report there are two line-items; 1) Semiahmoo Parkway Trail Improvements –$10,000 in 2011; and 2) Semiahmoo Trail Spot Resurfacing – $15,000 in 2012. Len will contact Michael Jones, Community Development Director and inquire about these line items and present his findings in the future.

During the September 13 meeting, Mayor Onyon appeared positive in regard to a proposal for a new commuter train service from Blaine to Everett (and keeping the existing train station in place). The city will be making a proposal on this topic to Burlington Northern Railway in the near future.

Commemorative Benches (email dated August 30, 2010 from Stan Monks). Len circulated an email dated September 14 from Debbie Harger, Community & Tourism Development Coordinator for the City of Blaine for the Board’s review. The email states: “There are some issues the city needs to resolve in order to develop a memorial bench program for the spit which includes: determining a consistent bench style and potential bench locations with limited public right of way, as well as establishing who will be responsible for maintaining the benches.” Ms. Harger’s email included bench styles and costs. After a brief discussion, Len volunteered to map out existing bench locations; and then follow up with Ms. Harger.

2. Architectural Standards Committee (ASC) Liaison – Derek Marshall
The ASC continues to perform routine inspections.

The ASC is still working on revising the Tree Removal, Retention and Replacement Guidelines in regard to view issues, “crown reduction” and pruning of trees. Unfortunately, the revisions will not be ready for distribution in the annual meeting packet. Once the revisions are complete, the draft document will be forwarded to the Board for review and approval. Derek said that he will talk to the ASC to see if there is a possibility of having some type of a hand-out ready for distribution at the annual meeting. The goal is for the ASC to be proactive and to help owners “do the right thing” if they have a tree problem on their property!

3. Maintenance Committee – Paul Atchison
Resident Maintenance Issues – Paul A. and Debbie will schedule a tour of the community once the Annual Meeting packet has been sent to ensure that properties are being maintained.

Gravel Paths – In follow up to last month’s meeting, Len and ASC member Alan Black met with Michael Jones, Community Development Director for the City of Blaine and provided him with a copy of the Gravel Path Removal Information Sheet. Mr. Jones had no comment or recommendation on the information sheet and said his only issue in the past was safety.

In follow up to last years annual meeting, the Board responded by working with the Architectural Standards Committee (ASC) and created the Gravel Path Removal Information Sheet and Request to Remove Gravel Path Sheet. The sheets will be included in the annual meeting packet for informational purposes (not for a vote).

4. Community Courier Newsletter Editor – Paul Atchison
Paul and David are working together on the next edition of the newsletter that will be sent after the Annual Meeting packet. Ad Hoc Committee Chairs were asked to submit their articles by the end of the week. An article will also be included in regard to the proposed Thirty-Fourth Amendment. The goal is to have the newsletter to Debbie for publication the week of October 4.

5. Election Committee (EC) – Pat Kingshott, Chairperson, Absent. Present, Richard Arnold. Mr. Arnold said that the EC has not met since July 26, thus there was no update.

In follow up to last months meeting, the July 14, 2010 Election Committee report is being modified for clarity on number 4 (second paragraph) and will be reviewed by the EC on September 15, and then reviewed for approval during next months’ board meeting.

Katie distributed copies of draft invitations for the “Meet and Greet” the candidate’s social for the boards review and comment. The thought is hosting a “pot-luck” and that any beverages would be on a no-host basis. The goal is to have the invitation ready for inclusion in the annual meeting mailing packet. In regard to a venue it was noted that because of license restrictions, it would be difficult to have drinks in the SRA conference room area. After discussion, it was determined that Derek will contact Brett Eaton, Director of Golf – Semiahmoo Golf & Country Club to see if the Palmer Room is available on Saturday October 2 or Sunday October 3 from 3-5 p.m. or 5-7 p.m. for the event, although it is unlikely that self-catered food would then be acceptable. [Note: The event has been scheduled on Sunday October 3 from 3-5 p.m.]

6. Evaluation of changes in Semiahmoo Resort Master Plan (SRMP)/West Semiahmoo – Katie Boczek
There have been no significant changes since the last meeting concerning the SRMP and West Blaine and Semiahmoo areas.

7. Future Facility – No updates.

8. Reserve Study Review – There was no report due to Carol Selby’s absence.

9. Transition/Declarant Turn-Over – Chairperson to be determined.

NEW BUSINESS:
a) Annual Meeting Preparation (Saturday, October 23, 2010): Paul Barlock told the board that the outline for the 2010 annual meeting will be similar to last years meeting.

He asked the Ad Hoc Committee chair’s to be ready to answer questions that may arise during the meeting as it relates to their area of expertise. The cover letter announcing the meeting asks members to send any questions they may have after reviewing the packet to Debbie by October 15, so they can be reviewed during the October 19 board meeting. All board members will be in attendance on October 23.

ADJOURN: The meeting adjourned at 4:40 p.m. The next meeting will be held on Tuesday October 19, 2010 in the SRA Conference Room. A quorum was confirmed for this meeting.
 

August 27, 2010 (Rescheduled from August 24, 2010)

CALL TO ORDER: The meeting was called to order at 3:02 p.m.

CONFIRMATION OF QUORUM: Six of eight members were present, therefore a quorum was established. Those present: Paul Atchison, Katie Boczek, Derek Marshall, Len Saunders (arrived at 3:15 p.m.), Carol Selby and David Steward.
 

Absent: Paul Barlock and Mike Lancaster.
 

Also in attendance: Debbie Smith, Executive Director.

GUESTS: Richard Arnold (3:25 p.m. to 4:40 p.m.)
                   Alan Black (3:25 p.m. to 4:30 p.m.)
                   Bruce Hanson (3:25 p.m. to 4:30 p.m.)

APPROVAL OF JULY 22, 2010 BOARD MEETING MINUTES: The minutes were approved as distributed.

EXECUTIVE SESSION: A motion was made and seconded to convene into executive session at 3:04 p.m. to discuss legal issues. Motion carried unanimously. A motion was made and seconded at 3:25 p.m. to reconvene the open meeting. Motion carried unanimously. The outcome of the executive session is as follows.
• Legal issues were discussed.
• A motion was made and seconded to approve the Executive Session meeting minutes for August 2, 2010 and August 5, 2010. Motion carried.

EXECUTIVE DIRECTORS’ REPORT: The financial statements for July (Balance Sheet and Profit & Loss Analysis of Budget vs. Actual) were reviewed. The Accounts Receivable Aging Summary was not reviewed because the second half (07-01-10 to 12-31-10) assessment billing was sent in July. A motion was made and seconded to accept the financial statements. Motion carried unanimously.

OLD BUSINESS:
a) Policies and Procedures Manual: Carol reported that work continues on the manual. She then reviewed her draft procedure for Appointment of Officers. One revision was made on page 2 under 1.2; “silent” was changed to “secret” votes. With this revision, the draft will now be forwarded to the Election Committee for their review.

b) Whatcom County Liaison: David reported that a public hearing was held by Whatcom County Council (WCC) on July 13 to review plans for revisions to urban growth areas (UGA) in the County. Many people spoke at the hearing and the vast majority were against expanding UGA’s and against “sprawl”. The only exceptions appear to be those with a vested interest in a particular development. “Fill in the cities” was the more popular course to take.

Ordinance 2010-037 amends the previous 2009-071 regarding UGA’s but this does not affect Blaine. The Blaine UGA remains the area east of O’Dell, between H Street and Sweet Road. It is understood that Trillium Corporation is appealing to have the West Blaine development included in Blaine UGA but there is no new information on this.

The Mayor of Blaine wrote to WCC on July 27, 2010 to request considering an ordinance to adjust the Blaine UGA to include a new area (170 acres) which lies between Harborview, Shintaffer, Lincoln and Drayton Harbor Roads; to provide housing “more economical than Semiahmoo”.

c) Amendment to the Covenants, Conditions and Restrictions (CC&Rs): Len reviewed the August 26, 2010 Engagement for Legal Services from Jack Grant to draft an amendment (members in good standing can vote in the election and lowering the percentage by person or proxy requirements for holding a meeting or election) for membership vote in 2010. Richard Arnold requested that the attorney review RCW 24.03 because it appears after reading this section that the Board of Directors is limited on making amendments. Len said that he would ask Mr. Grant to review RCW 24.03.

Consistent with SRA practices on obtaining at least two quotes for services, Len will contact Phil Serka, Adelstein, Sharpe & Serka to obtain a competitive price quotation for the same scope of services. The Board understands that there is a short window of opportunity to prepare the draft for the Annual Meeting packet.

Moving forward once the board is a fully elected board they will consider redrafting the CC&Rs. Considerations in this process will be reviewing the current process for counting membership votes by assessable units and evaluate what content of the existing CC&Rs will remain as it relates to Declarant rights.

Mr. Arnold spoke on the importance of establishing a quorum for holding a meeting and election, and the difficulties that have occurred over the past several years in accomplishing this requirement. After discussion, a motion was made and seconded to authorize the Election Committee to market the quorum issue only (a mailing will take place after the Annual Meeting packet has been sent). Motion carried. Len will continue his work on the proposed amendment and Katie will incorporate the quorum issue during her “meet and greet” the candidate social.

AD HOC COMMITTEE REPORTS:
1. Architectural Standards Committee (ASC) Liaison – Derek Marshall
The ASC continues to work on revising the Tree Removal, Retention and Replacement Guidelines in regard to view issues, “crown reduction” and pruning of trees. Once the revisions are complete, the draft document will be forwarded to the Board for review and approval. Unfortunately, the document will not be ready by the Annual Meeting, but once the document is finalized, a copy will be sent to the overall membership.

For Sale marketing signs have been installed on The Spit advertising the sale of Sea Grass and Marina Phase II. The ASC is corresponding with Trillium Corporation and the realtor to have the signs consistent with other signs in the community.

Derek finished by saying the ASC is pleased that Chris Benner from Trillium Corporation is attending ASC meetings as he has good insight on issues.

2. City of Blaine Liaison – Len Saunders
Len said he has attended two City Council meetings and no Semiahmoo issues have been on the agendas. He will continue to attend future meetings and report his findings to the Board.

3. Community Courier Newsletter Editor – Paul Atchison
Paul and David will work together on the next edition of the newsletter that will be sent after the Annual Meeting packet. Topics to include, but are not limited to: promotion of the annual meeting, candidate “meet and greet” social, promotion of the proposed amendment (lowering quorum and members in good standing to vote), skateboarding and Ad Hoc Committee reports.

4. Election Committee (EC) – Pat Kingshott, Chairperson, Absent. Present, Richard Arnold
The July 14, 2010 Election Committee report will be modified for clarity on number 4 (second paragraph) and then reviewed during next months’ meeting.

5. Evaluation of changes in Semiahmoo Resort Master Plan (SRMP)/West Semiahmoo – Katie Boczek
There have been no significant changes since the last meeting concerning the SRMP and West Blaine and Semiahmoo areas.

6. Future Facility – There was no report due to Mike Lancaster’s absence.

7. Maintenance Committee – Paul Atchison
Resident Maintenance Issues – Routine monitoring continues throughout the community to ensure that properties are being maintained.

Gravel Paths – In follow up to last months meeting, Derek said that during their August 26 meeting, the ASC reviewed the draft Gravel Path Removal Information Sheet and Request to Remove Gravel Path sheet.

ASC member Alan Black joined the meeting to address his thoughts about the SRA dealing with the City of Blaine (COB) in an “open and transparent” manner as it relates to the SRA allowing residents to remove the gravel paths located near their property. As the paths are addressed in the Semiahmoo Master Plan, he doesn’t want the COB at a later date to say they were not advised as to what the SRA is doing. Bruce Hanson commented that there have been discussions with the COB, and they agree and support the SRA on the gravel path issue.

After discussion, a motion was made and seconded to approve the Gravel Path Removal Information Sheet and Request to Remove Gravel Path sheet and submit them to the membership for approval in the Annual Meeting packet. Motion carried. Len will present the document to Michael Jones, City of Blaine Community Development Director for informational purposes, but not for approval.

Pet Stations – No report.

8. Reserve Study Review – Carol Selby
After physical inspections by Carol, Katie, Paul Atchison, Allan Tozier and Debbie of long-term assets (roads, beach stairs, etc.) it appears that the SRA is better off than the reserve study indicates. Katie commented that she does not foresee the need to replace the beach stairway in the Boundary Ridge II neighborhood if the staff continues routine maintenance. Carol recommends to continue using the current reserve study as a guide as it provides a more conservative approach.

9. Transition/Declarant Turn-Over – Chairperson to be determined.

NEW BUSINESS:
a) Board Vacancy: A motion was made and seconded not to fill the vacancy since the term vacated expires on December 31, 2010. Motion carried.

b) Letter dated July 26, 2010 from John Grycel: After reviewing Mr. Grycel’s letter, the Board did not find his proposal to suspend payment of dues acceptable. Debbie will draft a reply letter to Mr. Grycel for Carol’s review prior to mailing.

c) ASC Memo dated August 23, 2010 – Skateboarding on SRA Private Roads: Debbie was asked and agreed to contact the property owner whose child is using Gleneagle Drive for skateboarding to discuss safety issues. An article will also be placed in the next edition of the newsletter regarding safety concerns related to skateboarding on SRA roads.

d) First Draft 2011 Budget: Carol presented the Draft 2011 Budget Overview. The 2011 Budget focuses on supporting the Mission of Semiahmoo Resort Association (SRA) by addressing the following key questions:

1. What expenses are required to maintain and preserve the beauty and value of our common areas within the scope of the SRA’s responsibilities?
2. Is the current level of membership dues sufficient to cover funding for the above needs?

The result of this strategic and disciplined approach yields the following results for the 2011 budget:
• No increase in the current level of association dues.
• Increase in total expenditures by approximately 3%, but still maintain a balanced budget. Better yet, slightly increase the Working Capital Reserves by approximately $8,000. Significant increases include:
• 10.3% for Common Area Repairs & Maintenance expenses
• 3% for Common Areas operating costs
• 2.75% for Maintenance and Service vehicles expenses
• 5% Personnel expenses. Salaries % Wages and other personnel benefits are to be maintained at 2010 levels, except for an allowance for staff performance bonus, and a projected 20% increase in health insurance premiums.
• All other operating expenses are either maintained flat year-over- year or decrease.
• Budget the annual contribution of $7,500 to the Future Facilities Fund; and
• Increase the Major Capital Expenditures fund by a net of $20,000.
• Contributions from association dues and interest earned on fund balances are expected to total approximately $43,200;
• Capital outlays are expected to total approximately $24,000 of which $20,000 is budgeted for replacement of the 2000 Chevy ½ ton Truck.

With the minor change of reclassifying curb repairs from the restricted reserve expenditures to the operating budget, the Board thanked Carol for presenting such a thorough and comprehensive first draft of the 2011 budget and accepted this first draft. During the September meeting, the Two-Year Plan will be added to the draft for Board review and approval. The 2011 budget and two-year plan will then be mailed to the membership for approval.

In follow up to last months meeting, Paul Atchison suggested contacting Jerry from JWR to see if he could supply electronic plans as he has designed several homes at Semiahmoo. The Board thought this would be worth pursuing.

ADJOURN: The meeting adjourned at 5:17 p.m. The next meeting will be held on Tuesday September 14, 2010 in the SRA Conference Room. A quorum was confirmed for this meeting.
 

August 5, 2010 (Executive Session)

CALL TO ORDER:  The meeting was called to order at 9:34 a.m. 

CONFIRMATION OF QUORUM:  Seven of eight members were present in person or via teleconference, therefore a quorum was established.  Those present: Paul Atchison, Mike Lancaster, Derek Marshall and Carol Selby. 

Paul Barlock, Katie Boczek and Len Saunders participated via teleconference. 

Absent:  David Steward.

Absent:  Debbie Smith, Executive Director. 

GUESTS:  Phil Serka, Adelstein, Sharpe & Serka (10:00 a.m. to 10:30 a.m.)

                    Tammy Russell, Liberty Northwest via teleconference (10:00 a.m. to 10:10 a.m.)

EXECUTIVE SESSION:  A motion was made and seconded to convene into executive session at 9:34 a.m. to discuss legal issues.  Motion carried unanimously.  A motion was made and seconded at 10:28 a.m. to reconvene the open meeting.  Motion carried unanimously.  The outcome of the executive session is as follows. 

ADJOURN: The meeting adjourned at 10:30 a.m.  The next regular meeting will be held on Friday August 27, 2010 (rescheduled from August 24) in the SRA Conference Room. 

August 2, 2010 (Executive Session)

CALL TO ORDER:  The meeting was called to order at 9:00 a.m. 

CONFIRMATION OF QUORUM:  Seven of eight members were present, therefore a quorum was established.  Those present: Paul Atchison, Paul Barlock, Katie Boczek, Mike Lancaster, Derek Marshall and Carol Selby. 

Len Saunders participated via teleconference. 

Absent:  David Steward.

Also in attendance: Debbie Smith, Executive Director. 

GUEST:  Phil Serka, Adelstein, Sharpe & Serka.

EXECUTIVE SESSION:  A motion was made and seconded to convene into executive session at 9:01 a.m. to discuss legal issues.  Motion carried unanimously.  A motion was made and seconded at 10:28 a.m. to reconvene the open meeting.  Motion carried unanimously.  The outcome of the executive session is as follows. 

ADJOURN: The meeting adjourned at 10:30 a.m.  The next regular meeting will be held on Friday August 27, 2010 (rescheduled from August 24) in the SRA Conference Room. 

Absent: David Steward.

Also in attendance: Debbie Smith, Executive Director.

GUESTS: None.

APPROVAL OF JUNE 25, 2010 BOARD MEETING MINUTES: The minutes were approved as distributed.

EXECUTIVE SESSION: A motion was made and seconded to convene into executive session at 3:02 p.m. to discuss legal issues. Motion carried unanimously. A motion was made and seconded at 3:10 p.m. to reconvene the open meeting. Motion carried unanimously. The outcome of the executive session is as follows.
• Correspondence regarding Marin was noted.
• A motion was made and seconded to deny a request from an owner in the Prestwick Village neighborhood to waive late fees and penalties (there is an existing lien on their property). Motion carried unanimously.
• In follow up to last months meeting, a lien was filed on a home in the Stonehaven neighborhood that is scheduled for Trustee’s Sale on September 24, 2010.
• An SRA Maintenance Assistant was dismissed on July 14, 2010.

EXECUTIVE DIRECTORS’ REPORT: The financial statements for June (Balance Sheet, Profit & Loss Analysis of Budget vs. Actual and Accounts Receivable Aging Summary) were reviewed. A motion was made and seconded to accept the financial statements. Motion carried unanimously.

There have been three different incidents of soliciting behind the gates at Semiahmoo over the past week. The No Soliciting policy will be reiterated in the next edition of the Community Courier newsletter (especially with the upcoming political season).

Recently, Allan Tozier, SRA Maintenance Supervisor accidently backed into a vehicle in the Semiahmoo Golf & Country Club parking lot while driving the 2004 Dodge truck. The SRA truck was not damaged, but the other vehicle sustained damage to the front end. This matter has been turned over to the SRA insurance company.

OLD BUSINESS:
a) Policies and Procedures Manual: Work continues on the manual.

b) Whatcom County Liaison: No report due to David’s absence.

AD HOC COMMITTEE REPORTS:
1. Architectural Standards Committee (ASC) Liaison – Derek Marshall
The ASC is working on revising the Tree Removal, Retention and Replacement Guidelines in regard to view issues, “crown reduction” and pruning of trees. Once the revisions are complete, the draft document will be forwarded to the Board for review and approval. Once the document is finalized, it will be sent to the overall membership.

For Sale marketing signs have been installed on The Spit advertising the sale of Sea Grass and Marina Phase II. There is a provision in Section 10.13 of the Covenants, Conditions and Restrictions (CC&Rs) that states that the restrictions in this section do not apply to the Declarant. The ASC will be talking to Trillium Corporation and the realtor to see if the signs can be more consistent with other signs in the community.

The three (3) “Sandwich Board” signs at the intersection of Semiahmoo Parkway and Drayton Harbor Road have been removed. Penny said she talked to Steve Banham, Public Works Director for the City of Blaine and he suggested that the ASC talk to Debbie Harger at the City of Blaine should they need any further assistance with signage on the public right-of-way.

2. City of Blaine Liaison – Penny Senov
Pets/Animal Control: After receiving Chief Haslip’s letter dated June 30, 2010, a meeting was held with Richard “Butch” Baggett, Supervisor of the Whatcom Humane Society (WHS), Penny, Paul Atchison and Debbie Smith. During the meeting Mr. Baggett was supplied with a community map along with animal concerns in the community for patrol purposes. The question still remains as to what level of enforcement is allowed by the WHS (such as “dogs at large”). The WHS is awaiting Chief Haslip’s return to the office to discuss what levels of services are allowed behind the gates. In Chief Haslip’s letter to Mr. Baggett he said: “schedule some amount of strictly non-enforcement, educational and animal care assistance patrol time to the gated neighborhood areas of the Semiahmoo Resort.” Penny will follow up with on this matter next month.

City of Blaine Update:
The City of Blaine recently striped the yellow and white lines on Semiahmoo Parkway and Drayton Harbor Road. The cross-walks are scheduled for striping in late summer or early fall. Debbie was asked to have Allan Tozier review the cross-walks along these two roads and to make his recommendation to the City as to which ones are in need of re-striping.

Urban Growth Areas Updates: Trillium Corporation is still in negotiations with Whatcom County.

Development Status report/Drayton Hillside III: No change.

The condition of the “old” Drayton Harbor road trail in regard to weeds and overgrowth was discussed. Debbie was asked to pull the file on this topic and coordinate review with Penny as it relates to the City of Blaine’s responsibility in maintaining the public trail. SRA does have maintenance responsibility along the section of the road below the Drayton Cove neighborhood. A future meeting may be scheduled with the City, Penny and Paul Barlock.

3. Community Courier Newsletter Editor – Paul Atchison
Paul and David will work together on the “late summer” edition of the newsletter.

4. Election Committee (EC) – Pat Kingshott, Chairperson and Richard Arnold
A motion was made and seconded to approve the June 29, 2010 Election Committee report. Motion carried.

In follow up to last months meeting, Len contacted Jack Grant, a local attorney to discuss options on amending or redrafting the Covenants, Conditions and Restrictions (CC&Rs) since they are now 26 years old. Current review issues include: Only members in good standing can vote in the election; lowering the percentage by person or proxy requirements for holding a meeting or election; and reviewing the current process for counting membership votes by assessable units.

After discussion, it was determined that Len will ask for a proposal from Mr. Grant to draft an amendment (members in good standing can vote in the election and lowering the percentage by person or proxy requirements for holding a meeting or election) for membership vote in 2010. Len will present his findings next month.

Moving forward the board will consider redrafting the CC&Rs once the board is a fully elected board. One consideration in this process is to evaluate what content of the existing CC&Rs will remain as it relates to Declarant rights.

5. Evaluation of changes in Semiahmoo Resort Master Plan (SRMP)/West Semiahmoo – Katie Boczek
There have been no significant changes since the last meeting concerning the SRMP and West Blaine and Semiahmoo areas.

6. Future Facility – Mike Lancaster
Len is awaiting a reply from Chris Benner at Trillium Corporation in regard to whether SRA should pay their prorated share of the 2009/2010 property taxes that have not been paid by the Lessor (to avoid any potential liability and penalties). Allowances for this expense have been added to the financial statements.

7. Maintenance Committee – Paul Atchison

Resident Maintenance Issues – Routine monitoring continues throughout the community to ensure that properties are being maintained.

Gravel Paths – In follow up to last months meeting, Derek said that members of the ASC and SRA staff will meet with the Gravel Path Committee on July 27 as they have questions in regard to requirements outlined in the CC&Rs and plat documents. Chris Benner from Trillium Corporation will also be invited to attend this meeting (Pam Andrews is no longer with Trillium Corporation, and Mr. Benner will be filling her position on the ASC). Further study is needed to see if an amendment is necessary to allow property owners to remove the gravel paths and landscape the easement area.

The maintenance staff is in the process of spraying the paths for weed control. No gravel replacement is scheduled in 2010.

The goal is to present gravel path information to the membership during the October 23, 2010 Annual Meeting.

Pet Stations – No report.

8. Reserve Study Review – Carol Selby
Katie met with Allan Tozier on June 27 to review the Boundary Ridge II stairway and found them to be in great shape. There are a few areas where the gravel needs to be re-graded and some minor wood replacement.

Asphalt Paving - Katie is reviewing price quotations that Allan obtained for repairs on the roads outlined in the synopsis dated May 11 (Aerie Lane, Chickadee Way and Bald Eagle Drive). The 2010 operating budget line item for Road Repairs is $4,000 and these funds will be used for the above mentioned repairs.

The quote from Reserve Consultants of $2,000 to update the reserve study (the cost for the updated report in 2007 was $1,700) was reviewed. After discussion, a motion was made and seconded to not perform the study since there are no legal requirements to spend the funds for this study. Motion carried. Carol will work with Debbie on updating the current spreadsheet.

9. Transition/Declarant Turn-Over – Chairperson to be determined.

NEW BUSINESS:
a) Future Meeting Dates: The August meeting was rescheduled from Tuesday August 24 to Friday August 27. Future meeting dates are Tuesday September 14; Tuesday October 19. November and December are to be determined.

b) CMIT Guardian Security (Offsite Back-up for SRA Computers): Paul Atchison presented a proposal for mirror image off-site encrypted data storage for SRA computers. The monthly rate for 36 gigabytes is $92. After discussion, it was determined that a second quotation will be obtained. Paul said he would supply specifications for comparison. It was mentioned that “critical” versus “non-critical” storage needs to be determined.

It was mentioned that the ASC may want to consider requesting an electronic copy of new house plans for archive purposes.

ADJOURN: The meeting adjourned at 4:25 p.m. The next meeting will be held on Friday August 27, 2010 (rescheduled from August 24) in the SRA Conference Room. A quorum was confirmed for this meeting.

 

CALL TORDER: 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 Atchison, Paul Barlock, Katie Boczek, Mike Lancaster, Derek Marshall, Len Saunders, Carol Selby and Penny Senov.
Absent: David Steward.
Also in attendance: Debbie Smith, Executive Director.

GUESTS: Richard Arnold and Pat Kingshott (3:00 p.m. to 4:15 p.m.)
Bruce Hanson (3:00 p.m. to 3:45 p.m.)

APPROVAL OF MAY 25, 2010 BOARD MEETING MINUTES: The minutes were approved as distributed.

EXECUTIVE SESSION: A motion was made and seconded to convene into executive session at 4:16 p.m. to discuss legal issues. Motion carried unanimously. A motion was made and seconded at 4:20 p.m. to reconvene the open meeting. Motion carried unanimously. The outcome of the executive session is as follows.
• Correspondence regarding Marin was noted.
• A motion was made and seconded to file a lien on a home in the Stonehaven neighborhood that is scheduled for Trustee’s Sale on September 24, 2010. Motion carried unanimously.

EXECUTIVE DIRECTORS’ REPORT: The financial statements for May (Balance Sheet, Profit & Loss Analysis of Budget vs. Actual and Accounts Receivable Aging Summary) were reviewed. A motion was made and seconded to accept the financial statements. Motion carried unanimously.

In follow up to last month’s meeting, Debbie was directed to contact Zone 26, LLC in regard to dues that are substantially in arrears and reported the following findings. After speaking with Chris Benner from Trillium Corporation, he said that until such time when property sells in the Carnoustie neighborhood, that Zone 26, LLC will be unable to pay dues owning on the property. He is hopeful that sales will occur as they are diligently working on marketing the lots.

With the upcoming Fourth of July holiday, an SRA Email News will be sent and signs will be placed at each gate to remind residents that fireworks and explosive devices are banned behind the gates of Semiahmoo.

OLD BUSINESS:
a) Policies and Procedures Manual: Work continues on the manual.

b) Whatcom County Liaison: During last months meeting, David said he would be absent and provided the following report via email on June 18:

“On July 13 evening a public hearing will be held on an ordinance to amend ordinance 2009-071 to implement changes related to the completion of the required 10 year review of urban growth areas (UGA), specifically the UGA’s of Birch Bay, Ferndale, Nooksack, and Sumas. No mention of Blaine.

An introduction item is on the agenda for the June 22 Whatcom County Council meeting for an ordinance amending zoning re Harbor Shores on Blaine Road.
(Council agenda and minutes)

Whatcom County is looking for volunteers for the following boards and committees: Board of Equalization, Address and Road name appeals committee, Solid Waste Advisory Committee, Flood Control District Advisory Committee. Applicants have to be registered voters and live in the appropriate district.

An illustration of Whatcom County’s six year transportation plan includes proposed modifications to Interstate 5 Exit 274 to include connectors to northbound lanes and from southbound lanes and a revised junction of Peace Portal and Bell Rd (548).
(Northern Light June 17-23)”

AD HOC COMMITTEE REPORTS:
1. Architectural Standards Committee (ASC) Liaison – Derek Marshall
The ASC is currently reviewing the Semiahmoo Resort Master Plan and consulting with the City of Blaine in regard to several A-frame signs located at the intersection of Semiahmoo Parkway and Drayton Harbor Road. The current thought is that there is a need for central signage for businesses located on The Spit (coffee shop, kayak rentals, etc.).

2. City of Blaine Liaison – Penny Senov
Pets/Animal Control: The Whatcom Humane Society (WHS) has requested a letter from Chief Haslip prior to beginning patrols behind the gates at Semiahmoo. This is a work in progress as it relates to defining and legalizing all aspects of full services inside the gates. Penny is awaiting a reply from Chief Haslip to start WHS patrols in stages in terms of services allowed as we work through this process together to completion.

City of Blaine Update:
Urban Growth Areas Updates: The City of Blaine is not actively pursuing any resolution with the County regarding the recent UGA amendments at this time. Trillium Corporation is currently in the process of working towards having the west Blaine UGA issues resolved (reinstated) at the County level.

Development Status report: The Semiahmoo Master Plan Environmental Impact Statement (EIS) is still officially “on hold”. Michael Jones at the City of Blaine (COB) said that he had “indications” from Chris Benner of Trillium that the EIS might “restart” sometime in August.

Drayton Hillside III: The COB has been working with the developer of this project obtaining more information and details. The project is still in process and is proceeding.

Grandis Pond Development: Refer to the COB website (www.cityofblaine.com) for the latest updates on this Planned Unit Development (PUD). Grandis Pond development will be 1,000 plus residential units in size.

Shoreline Master Program update: The Department of Ecology (DOE) had some concerns with the proposed changes submitted by the COB regarding Habitat Conservations areas as well as a few other items. The COB will make revisions based on these concerns and resubmit an updated version of the Shoreline Master Program to the DOE after the revisions have been completed.

Critical Ordinances (CO) Update: The COB met with DOE and Wendy Stephenson of ReSources to review the details of the latest version of the CO. updates submitted by COB in an effort to develop solutions to the areas of concern in the previously submitted document. A newly revised CO document (based on input from the above mentioned meeting) will be submitted to the DOE and then from that point be sent to the Growth Management Act (GMA) at state level in Olympia for review. An official hearing will likely take place with the GMA sometime in August of 2010.

3. Community Courier Newsletter Editor – Paul Atchison
The spring/summer edition was completed and mailed in early June. Paul and David will work together on the next edition of the newsletter.

4. Election Committee (EC) – Pat Kingshott, Chairperson and Richard Arnold
A motion was made and seconded to approve the June 2, 2010 Election Committee reports. Motion carried.

A motion was made and seconded to appoint Bob Franco to the EC for a two-year term. Motion carried unanimously. Bob has served on the Board of Directors and completed his two-year term on the ASC on June 24.

Pat and Richard thoroughly reviewed the June 2, 2010 “Recommendations Regarding Process for Election of Directors [1-7] report”. Key points included:
• Question 1 – The board accepted the recommendation to include the candidate information and voting materials with the Annual Meeting packet.

• Questions 2 and 3 – Katie volunteered to assist the EC in combining the questions of hosting an informal Meet the Candidate Night; and having the
candidate(s) respond to a specific set of questions regarding the candidate’s reasons for seeking election to the SRA Board.
• Question 5 – The process for filling vacancies on the Board is covered in the Bylaws. Penny will work with Pat and Richard on rewording this question, to make it as democratic as possible as it relates to polling recent candidates and the general membership when filling a vacancy on the board.
• Questions 4, 6 and 7 – Len agreed to review the Covenants, Conditions and Restrictions (CC&Rs), Bylaws and Washington State Chapter 64.38 RCW. Review issues include: Only members in good standing can vote in the election; lowering the percentage by person or proxy requirements for holding a meeting or election; and reviewing the current process for counting membership votes by assessable units. Len will present his findings as to what is required for a possible amendment in July.

Upon completion of the review, Pat and Richard were thanked for the fantastic job they [and Dard Price] are doing for the community! They then departed the meeting.

5. Evaluation of changes in Semiahmoo Resort Master Plan (SRMP)/West Semiahmoo – Katie Boczek
There have been no significant changes since the last meeting concerning the SRMP and West Blaine and Semiahmoo areas.

6. Future Facility – Mike Lancaster
Mike and Len reviewed the lease for 9550 Semiahmoo Parkway and provided their opinion to the board as to whether SRA should pay their prorated share of the 2009/2010 property taxes that have not been paid by the Lessor. Len will contact Chris Benner at Trillium Corporation on this matter; and then contact Debbie to let her know when the taxes should be paid to avoid any liability and penalties.

7. Maintenance Committee – Paul Atchison
Gravel Paths – In follow up to last months meeting, committee members Paul Atchison, Bruce Hanson and Doug Todoroff (Derek was traveling, but will attend any future meetings) met on June 23 to review the boards request to draft a motion on how to proceed for the board’s review. The committee presented the following motion:
“Semiahmoo property owners with gravel path easements adjacent to their property will have the option of converting the gravel path easement into their landscaping plan with the approval of the Semiahmoo Resort Association (SRA). The easement of the gravel path area will continue to be owned by the SRA. Refer to the Architectural Standards Committee (ASC) (with aide of the gravel path committee) to design a process which will be brought back to the board for approval.”

After discussion a motion was made and seconded to accept the motion as presented. Motion carried. Derek said that he gave the Architectural Standards Committee (ASC) a “heads-up” on this issue during their meeting on June 24; and he will continue to work with the ASC on the development of guidelines (process) and report back on their progress next month.

Currently the only paths being maintained by the SRA are around the gates.

Pet Stations – No report.

Resident Maintenance Issues – A recent tour took place and several properties were noted. Letters were sent to residents who need to address maintenance issues. The timeline stated in the Covenants, Conditions and Restrictions (CC&Rs) is 15 days to address issues and there are two property owners who were put on notice to comply or the SRA will take action and lien their property to collect funds associated with the clean-up. Action will be taken as necessary.

8. Reserve Study Review – Carol Selby
Katie will meet with Allan Tozier on June 27 to review the Boundary Ridge II stairway; a component of the reserve study for years’ 2009-2012.

Asphalt Paving - Some road repairs are needed in 2010, and most likely “seal coating” will address these issues. Katie is working with Allan to obtain price quotations for repairs on the roads outlined in the synopsis dated May 11 (Aerie Lane, Chickadee Way and Bald Eagle Drive). The 2010 operating budget line item for Road Repairs is $4,000 and these funds will be used for the above mentioned repairs.

Restricted Reserve expenditures are approved by the membership and budgetary numbers will need to be established for approval in October. As in 2009, if the Board sees a need and acts upon that need to invest the funds, this action will be reviewed for approval at the AGM in October.

Concrete Curbing – Allan Tozier made a few minor repairs in the St. Andrews Green neighborhood.

Reserve Consultants quoted $2,000 to update the reserve study (the cost for the updated report in 2007 was $1,700).

Carol will continue to work with Paul A. and Katie on these matters.

9. Transition/Declarant Turn-Over – Chairperson to be determined.

NEW BUSINESS:

a) Habitat for Humanity Promotion – Debbie Heard 6/11/10 Email: Ms. Heard’s email was reviewed and it was determined that since there is no soliciting allowed at Semiahmoo, her request to promote Habitat for Humanity at Semiahmoo was denied.

ADJOURN: The meeting adjourned at 4:55 p.m. The next meeting will be held on Thursday July 22, 2010 (rescheduled from July 27) in the SRA Conference Room. A quorum was confirmed for this meeting.

 

CALL TORDER: 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 Atchison, Paul Barlock, Katie Boczek, Mike Lancaster, Derek Marshall, Len Saunders, Penny Senov and David Steward.

Absent: Carol Selby.
Also in attendance: Debbie Smith, Executive Director.

GUESTS: Allan Tozier, SRA Maintenance Supervisor (3:00 p.m. to 3:03 p.m.)
Bruce Hanson and Doug Todoroff (3:05 p.m. to 3:25 p.m.)

Allan Tozier was recognized for 20 years of service as SRA Maintenance Supervisor and presented with a gift. The Board thanked him for his service and he then departed.

APPROVAL OF APRIL 30, 2010 (rescheduled from April 27, 2010) BOARD MEETING MINUTES: The minutes were approved as distributed.

EXECUTIVE SESSION: A motion was made and seconded to convene into executive session at 3:04 p.m. to discuss legal issues. Motion carried unanimously. A motion was made and seconded at 3:05 p.m. to reconvene the open meeting. Motion carried unanimously. The outcome of the executive session is as follows.
• Correspondence regarding Marin was noted.
• A home in the Stonehaven neighborhood is scheduled for Trustee’s Sale on August 13, 2010.
• Due to noncompliance, escrow funds for the unfinished units at Clubhouse Point have become the property of the SRA.

EXECUTIVE DIRECTORS’ REPORT: The financial statements for April (Balance Sheet, Profit & Loss Analysis of Budget vs. Actual and Accounts Receivable Aging Summary) were reviewed. A motion was made and seconded to accept the financial statements. Motion carried unanimously.

Debbie was directed to contact Zone 26, LLC in regard to dues that are substantially in arrears and to report back next month with her findings.

OLD BUSINESS:
a) Policies and Procedures Manual: Work continues on the manual.

b) Confirm Email Vote to Appoint New Architectural Standards Committee (ASC) Member: A motion was made and seconded to confirm the email vote to appoint Clark Cotner to a two-year term on the ASC (July 1, 2010 to June 30, 2012). Motion carried unanimously.

c) Whatcom County Liaison: David summarized his findings after researching the Whatcom County (WC) Web site, review of the council meeting minutes, and his conversation with Task Force member Brad O’Neill.

He went on to explain what the primary responsibilities of Whatcom County Council (WCC) members are. One major responsibility is managing the Growth Management Act (GMA), land use rules and conducting Public Hearings. In January, three new members joined the council. Ken Mann, one of the three new members recently dissented on the Lincoln Road improvement.

In the fall of 2009, WC via ordinance removed urban growth areas in the Blaine area which included West Blaine and Semiahmoo West. A meeting was held in April to discuss these areas and deliberations continue. A Public Hearing will be held on July 13, 2010 and testimony will be taken, but areas of discussion at this meeting do not include West Blaine. Paul Barlock thanked David for his report and asked him to continue to monitor WCC activities as it relates to the Semiahmoo area and to report back next month. David mentioned that Comcast Channel 10 carries a live broadcast of WCC meetings.

d) Annual Recognition Reception: Due to the favorable financial position at year-end 2009, the reception has been scheduled for Thursday July 22 to honor current and immediate past Board, ASC members and Garden Consultants. It was also determined that the July board meeting will be held in advance of the reception (rescheduled from July 23, 2010).

AD HOC COMMITTEE REPORTS:
1. Architectural Standards Committee (ASC) Liaison – Derek Marshall
The ASC continues to work on a couple of tree topping/removal issues that occurred in two Semiahmoo neighborhoods. The cost to remedy the tree that was cut down on SRA property may lead to a recommendation by the ASC to the Board for approval, as costs for the remedy can be substantial.

2. City of Blaine Liaison – Penny Senov
Pets/Animal Control: The Whatcom Humane Society (WHS) has requested a letter from Chief Haslip prior to beginning patrols behind the gates at Semiahmoo. This is a work in progress as it relates to defining and legalizing all aspects of full services inside the gates. Penny will follow up with Chief Haslip to start WHS patrols in stages in terms of services allowed as we work through this process together to completion.

City of Blaine Update: The Lighthouse Point Water Reclamation facility is close to coming “online” in July.

The water treatment facility on the spit at Semiahmoo will no longer be necessary in the near future.

A special committee called “Tsi’litch Transition” team at the City of Blaine is working with the Lummi Nation to come to an agreement that sets forth the allowed uses of this property at Semiahmoo. The land will ultimately become “trust land” where the title will be held by the United States Government in trust for the Lummi Nation. The Lummi Nation has consistently said that they intend to use the property as a cemetery/memorial with some sort of educational element that attempts to explain the importance of preserving and protecting cultural resource sites.

This land has always been intended to be returned to the Lummi Nation when no longer required for the water treatment facilities.

3. Community Courier Newsletter Editor – Paul Atchison
The draft newsletter will be reviewed one last time by board members and any changes are due in the SRA office on June 1. Paul and David will work together on the next edition of the newsletter.

4. Election Committee (EC) – Pat Kingshott
A motion was made and seconded to approve the April 28, 2010 and May 10, 2010 Election Committee reports. Motion carried.

5. Evaluation of changes in Semiahmoo Resort Master Plan (SRMP)/West Semiahmoo – Katie Boczek
There have been no significant changes since the last meeting concerning the SRMP and West Blaine and Semiahmoo areas. Trillium Corporation is currently taking action against the County regarding the UGA areas shown in the SRMP. The City of Blaine may work with Trillium or wait to see Trillium's outcome before beginning its own proceedings? All speculative at this point. We'll see how this unfolds.

6. Future Facility – Mike Lancaster
Mike and Len will review the lease for 9550 Semiahmoo Parkway and provide an opinion to the board during next months meeting as to whether SRA should pay their prorated share of the 2009 property taxes that have not been paid by the Lessor.

7. Maintenance Committee – Paul Atchison
Gravel Paths – Committee members Bruce Hanson and Doug Todoroff joined the meeting and Mr. Hanson reviewed his report dated May 17, 2010. Key components of the gravel path issue include: the paths are not being used and are costly to maintain; SRA roadway easements for the paths; potential insurance issues; guidelines to be established by the ASC if the paths are removed by a property owner; and the city. Paul Atchison, Mr. Hanson and Mr. Todoroff were asked to take leadership on this matter and to draft a motion on how to proceed for the board’s review next month.

Pet Stations – No report.

Resident Maintenance Issues – A recent tour took place and letters were sent to residents who need to address maintenance issues. The timeline stated in the Covenants, Conditions and Restrictions (CC&Rs) is 15 days to address issues and there are two property owners who were put on notice to comply or the SRA will take action and lien their property to collect funds associated with the clean-up.

8. Reserve Study Review – Carol Selby
In Carol’s absence, Paul Atchison reported that on May 11, he met with Katie, Debbie and Allan Tozier to review the components of the reserve study for years’ 2009-2012, along with a physical review of the assets. The two main components reviewed were:
1) Asphalt paving
2) Concrete curb repairs

1) Asphalt paving - Some road repairs are needed in 2010, and most likely “seal coating” will address these issues. Katie reviewed the City of Blaine’s road repair standards with Allan Tozier and will work with him to obtain price quotations for repairs on the roads outlined in the synopsis dated May 11 (Aerie Lane, Chickadee Way and Bald Eagle Drive). As a reminder, Restricted Reserve expenditures are approved by the membership. As in 2009, if the Board sees a need and acts upon that need to invest the funds, this action will be reviewed for approval at the AGM in October.

2) Concrete curbing – A few minor repairs are needed in the St. Andrews Green neighborhood. Allan will make these repairs.

In follow up to last months meeting, Debbie said she sent an email to Reserve Consultants for a price quotation to update the reserve study (the cost for the updated report in 2007 was $1,700) and is awaiting a reply.

9. Transition/Declarant Turn-Over – Chairperson to be determined.

NEW BUSINESS: There was no new business.

ADJOURN: The meeting adjourned at 4:40 p.m. The next meeting will be held on Friday June 25, 2010 in the SRA Conference Room. A quorum was confirmed for this meeting. David Steward will be absent.

 

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

CONFIRMATION OF QUORUM: All members were present, therefore a quorum was established. Those present: Paul Atchison, Paul Barlock, Katie Boczek, Mike Lancaster, Derek Marshall, Len Saunders, Carol Selby, Penny Senov and David Steward.
Also in attendance: Debbie Smith, Executive Director.

GUEST: Richard Arnold (3:00 p.m. to 4:40 p.m.)

APPROVAL OF MARCH 26, 2010 BOARD MEETING MINUTES: The minutes were approved as distributed.

EXECUTIVE DIRECTORS’ REPORT: The financial statements for March (Balance Sheet, Profit & Loss Analysis of Budget vs. Actual and Accounts Receivable Aging Summary) were reviewed. A motion was made and seconded to accept the financial statements. Motion carried unanimously.

A brief discussion took place about a recent “fender bender” that occurred at the intersection of Shearwater Road and Great Blue Heron Lane in the Boundary Ridge neighborhood and possibly adding signage at this intersection. Katie relayed engineering details about requirements for sign placement (sight distance, sign cost, etc.). With the low speed limit (20 mph) in Semiahmoo neighborhoods, motorists need to yield to the right at unmarked intersections. This incident will be reported in the newsletter with a reminder to motorists that they need to yield to the right at unmarked intersections.

OLD BUSINESS:
a) Policies and Procedures Manual (draft outline): Carol said that she and Debbie are underway on drafting the policies and procedures as outlined last month. The goal is to have the drafts ready for Paul Barlock’s review by the end of July and then to the entire Board for review and final approval in August.

AD HOC COMMITTEE REPORTS:
1. Architectural Standards Committee (ASC) Liaison – Derek Marshall
The ASC is dealing with a couple of tree topping/removal issues that occurred in two Semiahmoo neighborhoods. During their April 8 meeting, the ASC met with a certified arborist to become better educated on tree topping and tree crowning and other tree issues pertinent to Semiahmoo. The certified arborist and ASC staff is working on a manual for ASC member use and once the manual is finalized it will be reviewed by the Board during a future meeting. The manual will eventually be available for use by the membership. As trees mature and obscure views, the membership may be encouraged to have a certified arborist review trees on their property for advice and then contact the ASC to work on a remedy (no tree topping). Recently a tree was cut down on SRA property by a resident and the ASC is determining a remedy for replacement.

2. City of Blaine Liaison – Penny Senov
Pets/Animal Control: In follow up to last month’s meeting, Penny and Paul Atchison met with Paul Evans and Richard “Butch” Baggett, Field Services Managers for the Whatcom Humane Society (WHS) to relay some of the “problem locations” in the community. No enforcement will take place until the membership has received notice of this new program in the upcoming newsletter.

City of Blaine Update:
The Planning Commission held a special work session on Low Impact Development (LID). The presentation was by Chris Webb & Associates Inc PS and featured ways to create zero impact, restorative techniques and improved evapotraspirtation in new developments. Some of the techniques discussed were “skinny” streets, porous pavements, green roofs, rain gardens, rain water collection and reuse and disconnecting impervious streets with green spaces to minimize and diffuse storm water run off.

Blaine City Council held a public forum work session on Tsunami Readiness presented by Washington Sate Department of Natural Resources. In the next few weeks the City Council will be discussing whether or not they are going to participate in the state program of becoming a “Tsunami Ready Community”.

The Blaine Marina, Boundary Bay, Semiahmoo Spit and Drayton Hillside and some of Boundary Ridge were shown on the map (at this point in time) to be a “Tsunami Zone”
The state would like to work with the local City officials to determine if their maps and information are accurate.

The Board asked Penny to continue to monitor this topic and keep them apprised on the City’s position on becoming a Tsunami Ready Community.

Chris Benner from Trillium Corporation also attended the Tsunami Readiness forum and is interested in working in concert with the Semiahmoo Inn, Golf Club, SRA and the City of Blaine on this program.

Development updates:
There is no change in the “on hold” status of Drayton Hillside III or the Semiahmoo Master Plan update/ Environmental Impact Statement (EIS).

Len and Penny recently met with Chris Benner, Vice President - Real Estate Development, Trillium Corporation and reviewed the following topics.

West Blaine Urban Growth Area (UGA): Trillium Corporation is challenging the removal of this property from the City of Blaine UGA. The County Planning & Development Department is currently reviewing this particular case. The State of Washington has given the county a deadline of early June to form a resolution regarding this issue.

Semiahmoo Master Plan Update: Trillium Corporation intends to restart the Semiahmoo Master Plan 2009 EIS sometime this summer and to proceed with the proposed developments as submitted for Semiahmoo Resort Village, Marina Phase II, Burnside Village and the request to remove Zones 12 & 13 from Semiahmoo.

3. Community Courier Newsletter Editor – Paul Atchison
Paul distributed a draft outline of articles for the spring newsletter to the Board for their review and asked for comments (if any) by May 3. The goal is to send the newsletter to the membership next week.

4. Election Committee (EC) – Richard Arnold reported in Chairperson Pat Kingshott’s absence.
There has been no response to the letter from Paul Barlock dated April 20 seeking a new EC member. Mr. Arnold asked the Board for their support in seeking a new member.

The EC will also be seeking a new member. The goal is to fill the vacancy by June. EC member Dard Price will stay until the new member is appointed by the Board. An SRA Email News will be sent in follow up to the April 20 letter seeking candidates. This topic will also be added to the newsletter.

The EC is working on a procedures document and will provide a draft to the Board for their review in June.

On behalf of the EC, Mr. Arnold expressed an ongoing concern they have regarding the current quorum requirement of 50% to hold the annual general meeting (AGM). The quorum requirement also includes the voting process for new board members. If the quorum percentage were to be lower, it would require an amendment to the Covenants, Conditions and Restrictions (CC&Rs). Mr. Arnold was asked to have the EC provide a recommendation for a lower quorum percentage. If an amendment is to be proposed to the membership, it must be ready to send to SRA members prior to the October 23, 2010 AGM for a vote.

A motion was made and seconded to approve the April 14, 2010 Election Committee report. Motion carried.

5. Evaluation of changes in Semiahmoo Master Plan/West Semiahmoo – Katie Boczek
This past month the board and task force members were asked to review and comment on the SRMP Information Document. The Board was thanked for their comments. The comments are currently being incorporated into the document. This document will be provided to Paul Atchison for inclusion in the newsletter.

Task Force member Brad O’Neill was thanked for graciously taking on the task of contacting the County for more information. Things are slowly on the move. Newly appointed Whatcom County Liaison David Steward will contact Mr. O’Neill to coordinate information.

6. Future Facility – Mike Lancaster
In regard to the current lease term for office space at 9550 Semiahmoo Parkway, Mike and Debbie will work together on requesting an extension from the current six (6) month notice period to a nine (9) month notice period for either party to terminate the lease.

7. Maintenance Committee – Paul Atchison
Gravel Paths – Now that community volunteers have returned to Semiahmoo, Paul will contact the volunteers and schedule a meeting. More to follow next month.

Pet Stations – No report.

Resident Maintenance Issues – Some progress has been made on a house in the Boundary Ridge neighborhood. Continued review will take place on this property. There are two houses in the Drayton Cove neighborhood that are being monitored. A property on Sanderling Way is also being monitored. Paul will review CC&R Article V – Maintenance and prepare a matrix worksheet which will be included in the Policy and Procedures manual.

8. Reserve Study Review – Carol Selby
On April 21, Carol met with Debbie and Allan Tozier to review the components of the reserve study for years’ 2009-2012, along with a physical review of the assets. The goal is to have a “proactive” rather than a “reactive” approach.

The three main components are:
1) Exterior stairs in the Boundary Ridge II (BRII) neighborhood
2) Asphalt paving
3) Concrete curb repairs

1) Exterior stairs - The BRII stairway has been well maintained and seems sound. The SRA may need to hire an engineering consultant to evaluate the condition of the stairway to see when the stairway will need to be completely re-built. In 2010, the reserve study shows $84,000 (with constant dollars) and $97,000 (allowing for inflation) for replacement. It is unclear at this time if these figures will be adequate. It was determined that while Carol is away that Katie and Paul Atchison will review the report dated April 21 as it relates to possibly hiring an engineer to review the stairway.

2) Asphalt paving - Some road repairs are needed in 2010. Katie said she will provide City of Blaine road repair standards to Allan Tozier and he can then obtain price quotations for repairs on the roads outlined in his report (Aerie Lane, Chickadee Way and

Bald Eagle Drive). As a reminder, Restricted Reserve expenditures are approved by the membership. As in 2009, if the Board sees a need and acts upon that need to invest the funds, this action will be reviewed for approval at the AGM in October.

3) Concrete curbing – A minor repair is needed to a curb on Bald Eagle Drive. Allan said he can make this repair.

Debbie was asked to contact Reserve Consultants for a price quotation to update the reserve study (the cost for the updated report in 2007 was $1,700). It is unclear at this point if the study can be updated internally or if SRA needs to hire a professional firm.

9. Transition/Declarant Turn-Over – Chairperson to be determined.

NEW BUSINESS:
a) Architectural Standards Committee (ASC) Term Ending June 30: Bob Franco will complete his two-year term on June 30. The spring newsletter will include an article seeking volunteers.

b) DaVinci Shake – New Alternative Roofing Material – ASC Memo dated April 28, 2010: Derek reviewed the information and DaVinci samples provided by the ASC. After discussion, a motion was made and seconded to accept the ASC’s recommendation to approve DaVinci Shakes for use at Semiahmoo. Color approval will be reviewed by the ASC on a “case by case” basis (the current color ring will be eliminated of colors that are not deemed appropriate for use at Semiahmoo). Motion carried unanimously.

c) Whatcom County Liaison: David Steward volunteered to do research to see if a new Ad Hoc Committee is needed. He will begin by investigating the Whatcom County Web site, review council meeting minutes, contact Task Force member Brad O’Neill and report back to the Board next month with his findings.

d) Annual Recognition Reception: Due to the favorable financial position at year-end 2009, Debbie was asked to work with Paul Barlock on setting a date for the reception to honor current and immediate past Board, ASC members and Garden Consultants.

ADJOURN: The meeting adjourned at 4:55 p.m. The next meeting will be held on Tuesday May 25, 2010 in the SRA Conference Room. A quorum was confirmed for this meeting. Carol Selby will be absent.

 

CALL TORDER:  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 Atchison, Paul Barlock, Katie Boczek, Mike Lancaster, Len Saunders, Carol Selby, and Penny Senov. 

Absent:  Derek Marshall and David Steward.

Also in attendance: Debbie Smith, Executive Director.   

GUESTS:  Rich Olson, Archer Group PS (3:20 p.m. to 3:47 p.m.)

                    Pat Kingshott (3:20 p.m. to 4:55 p.m.) 

APPROVAL OF FEBRUARY 23, 2010 BOARD MEETING MINUTES: The minutes were approved as distributed. 

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 3:17 p.m. to reconvene the open meeting.  Motion carried unanimously.  The outcome of the executive session is as follows. 

EXECUTIVE DIRECTORS’ REPORT: The financial statements for January and February (Balance Sheet, Profit & Loss Analysis of Budget vs. Actual and February only Accounts Receivable Aging Summary) were provided to the Board.  Debbie reviewed the February financial statements in more detail.  A motion was made and seconded to accept the January and February financial statements.  Motion carried unanimously. 

a) Board of Directors Goals and Objectives:  Paul Barlock said his goals remain the same in 2010: maintain property values inside and outside the gates and to maintain the quality of life at Semiahmoo.  This topic will be removed from the agenda. 

b) Board Vacancies:  A motion was made and seconded to approve the email vote to appoint the two (2) new members to fill the Board vacancies:  Len Saunders and David Steward.  Motion carried with Len abstaining. 

c) Policies and Procedures Manual (draft outline):  Carol reviewed the draft outline and said her goal is to have the manual completed by year-end.  The proposed draft is a comprehensive list of P&P ranging from Board duties, to Financial, Accounting, Operational, etc.  After review it was determined that each AD HOC chairperson who currently chairs an ongoing committee (such as ASC Liaison) will provide wording for the manual.  Len was asked to consider which AD HOC committee he would like to chair or join and he agreed to do so.

1.  Architectural Standards Committee (ASC) Liaison – Derek Marshall (absent)

In Derek’s absence and in follow up to last months meeting Debbie said the owner met the deadline for completion of the exterior improvements of their home and landscaping.   

During their April 8 meeting, the ASC will meet with a certified arborist to become better educated on tree topping and tree crowning and other tree issues pertinent to Semiahmoo.  

2.  City of Blaine Liaison – Penny Senov

Pets/Animal Control: Chief Haslip presented the issue of Animal Control at Semiahmoo to the Blaine City Council on March 22 which allows the Whatcom Humane Society (WHS) to periodically patrol behind the gates.  Penny and Paul A. will schedule a tour with the WHS to show them some of the “problem locations” in the community. 

Debbie was asked to contact Chief Haslip to collaborate on wording for the newsletter that will serve as notice to SRA members making them aware that the WHS will begin periodic patrols behind the gates.  A start date has not yet been determined.  Once the date is determined, a notice will also be posted at each neighborhood gate.  Debbie was also asked to contact the WHS to see how many recent dog attacks have occurred in Blaine and Semiahmoo.

Current Proposed Development Status within Semiahmoo: Semiahmoo Resort Master Plan update, Resort Village, Marina Expansion, Burnside Village, removal of Zone 12 & 13.  The Environmental Impact Statement (EIS) report for these developments is still “frozen” until funds are forth coming from Trillium Corporation to restart the process.

Drayton Harbor III:  Status remains the same.

West Blaine Urban Growth Area (UGA): The County Council has asked the various groups throughout the county that have filed petitions against (or in disagreement with) the new UGA rezoning classifications to meet at a “round table” planning session. This meeting is expected to take place sometime in April.  At this point it is not clear if this session is open to the public.  The City of Blaine and Trillium Corporation will be included in this group as well as other cities and individuals. Groups such as Futurewise as well as others who have commented on these rulings may also be present.   

The Board requested Katie to ask a Task Force member to contact the County for more information.

A copy of a legal “Draft Settlement Agreement” by Trillium Corporation to the City of Blaine and Whatcom County regarding the “reinstatement of the West Blaine UGA” has been obtained and a copy is available to the board and will also be kept on file at the SRA office for reference. 

Shoreline Master Plan update: The public comment period has now closed for the Planning Commission (PC) on this topic.  The PC has set a schedule to work through and revise the plan as necessary taking into consideration the comments made by the public.  The PC has two work sessions scheduled per month until the end of May with the hope of completing the project with recommendations for the City Council at the end of May or early June. 

Fire District Impact Fees: This issue has not yet been resolved between the Fire District and the City of Blaine.  Over the next 45 days it is expected that this issue of “how” or “who” pays these increased fees (developers or existing home owner tax base) will once again come before City Council for a decision. 

City Council Elections:  Currently there are two residents of Semiahmoo serving on the City Council: Paul Greenough (term ends 2013) and Harry Robinson (term ends 2013). 

In the next election to be held in November 2011 a third seat will become available in the Semiahmoo district.  The third candidate will not be running against a current Councilman, therefore the Semiahmoo district could be represented by three (3) rather than the current two (2) City Council positions.  Any resident of Semiahmoo (who must be a registered voter) would have to file in June 2011 in order to run as a candidate in the November 2011 election.  Penny was asked to draft an article for the newsletter on this topic and agreed to do so.  More detailed information can be found on the City of Blaine web site (www.cityofblaine.com) as well as the Whatcom County Auditors web site (http://www.em.whatcomcounty.org/auditor).

Semiahmoo Marina Condominium Association (SMCA):  A follow up conversation with Mr. Johnson, SMCA President was held in regard to their thoughts/positions on the proposed development of the Marina and Spit.  Attorney information was also exchanged for future conversations. 

The State of Washington Department of Community Trade and Economic Development in association with the Planning Association of Washington State offers a “Short Course on Local Planning” to City and County groups. The City of Blaine has offered to “sponsor or support a request” if the SRA board and volunteer task force would like to attend this program to better understand the development process.  Penny will obtain more information and if appropriate the board may choose to also invite Semiahmoo

Community members in an effort to help educate membership on the development process.

 3.  Community Courier Newsletter Editor – Paul Atchison

Topics for the spring edition include: Presidents letter, Liaison reports; Task Force summary for Semiahmoo Resort Master Plan (SRMP) and West Semiahmoo, City Council opening in 2011, Opening(s) on the Future Facility committee, Excerpts from the March MAB letter regarding “Respect” for the Golf and Country Club, its facilities, the members and their guests, and Animal Control behind the gates. 

Paul A. asked that he receive articles from the committee chairs by April 4.  His goal is to email the draft newsletter to the Board for their review by April 15.   The long term goal is to publish the newsletter on a quarterly basis and to send as many copies via email as possible.

4.  Election Committee – Pat Kingshott 

The Election Committee will meet on April 14.  The committee will be seeking a new member and is currently drafting a letter for the Board’s review.  There will be four openings for the Board in 2011.  The Committee is currently thinking that it will be best to mail the ballots with the Annual Meeting packet this year.   

The Board asked the committee to review the governing documents as it relates to the length of time SRA members reside at Semiahmoo throughout the year in relation to seeking candidacy for the Board.

 5.  Evaluation of changes in Semiahmoo Master Plan/West Semiahmoo – Katie Boczek

The Task Force has taken a systematic and objective fact based review of the following:

-          The Master Plan and the associated documents against the proposed submittals 

-          Shoreline documents to ensure the City is proceeding through the correct processes

-          West Semiahmoo and Blaine areas

The objective was, and still is, to serve the larger interests of our community by creating an awareness of the current situation and proposed submittals.  The Task Force is committed to study, understand, and communicate existing and proposed conditions so that community members are informed and able to participate and influence how their community will grow and develop. 

To this point, the Task Force has created a fact-based report in understandable terms for our community’s use (the expectation is that when these submittals/proposals start to proceed again we will respectfully request the City to hold another informational open house for our community members to ask questions).

This preliminary report was created by the Task Force with additional input gathered by a few colleagues and the City of Blaine.  

The Board was given a copy of the Task Force report dated March 24, 2010 and asked to review the report and send any comments to Katie via email over the next three weeks.  Once the report is finalized, a copy will be posted to the SRA web site, along with pertinent links to the City of Blaine web site, etc.

6.  Future Facility – Mike Lancaster

Due to time constraints, Penny resigned from the committee.  Len volunteered to fill the vacancy.  A notice will be included in the newsletter seeking community members to join the committee.  “What ifs” and “pros and cons” scenarios will be developed in advance of the Annual Meeting.

7.  Maintenance Committee – Paul Atchison

Gravel Paths – Tabled until spring when the community volunteers return.

Pet Stations – Paul said he is awaiting a reply from the Drayton Harbor Shellfish group to see if they are still willing to donate funds for a pet station(s) as this is a proactive approach to eliminating animal waste near Drayton Harbor.  More to follow next month.

April Planning – includes an assessment with Debbie on residential “needs”; schedule a meeting with Allan Tozier, SRA Maintenance Supervisor and Debbie to discuss SRA common area issues; and review with Carol and Debbie the portion of the 2010 budget that relates to maintenance costs. 

City of Blaine Paths (along Drayton Harbor Road and Semiahmoo Parkway) – City personnel recently performed a thorough sweep of the paths.

8.  Reserve Study Review – Carol Selby

Prior to Carol’s departure for six weeks, a meeting will be scheduled with Debbie and Allan Tozier to review the components of the reserve study, along with physical review of the assets in advance of the budgeting process that will begin in August.  The goal is to have a “proactive” rather than a “reactive” approach. 

9.  Transition/Declarant Turn-Over – Chairperson to be determined.

a) Presentation of the 2009 Draft Audit Report: Prior to Mr. Olson addressing the Board, Secretary/Treasurer Selby provided a brief overview of the favorable 2009 financial results.  After her presentation and at her recommendation, a motion was made and seconded to transfer $7,500 to the Future Facility fund.  Motion carried unanimously. 

Rich Olson from Archer Group PS joined the meeting at 3:20 p.m.  He read the following statement from the Independent Auditor’s Report dated January 21, 2010:

“In our opinion, the financial statements referred to above present fairly in all material respects, the financial position of Semiahmoo Resort Association, Inc. as of December 31, 2009, and the results of its operation and its cash flows for the year then ended in conformity with generally accepted accounting principles.” 

Mr. Olson then reviewed the 2009 draft audit report in its entirety (14 pages).  Upon completion of this review he then reviewed the Key Financial Statistics (2000-2009).  Mr. Olson was thanked for his time and presentation and he then departed the meeting.

A motion was made and seconded to approve the 2009 audit report.  Motion carried unanimously.

b) Members’ Advisory Board (MAB) Letter – March 2010:  After reviewing the letter from the MAB dated March, 2010, it was determined that excerpts from the letter will be included in the newsletter in regard to “Respect” for the Golf and Country Club, its facilities, the members and their guests.

c) 2010 Employee Health Insurance Renewal:  Carol reported that renewal figures for 2010 were within budget.

Paul asked if there was any other new business.

Pat Kingshott said she was asked to relay an incident that occurred on March 20 or 21 whereas emergency vehicles were not able to access the St. Andrews Green neighborhood because the gate(s) were “locked shut”.  As the SRA office was not notified of this incident, Debbie was asked to contact the fire department for factual information and agreed to do so.

ADJOURN: The meeting adjourned at 4:55 p.m.  The next meeting will be held on Friday April 30, 2010 (rescheduled from April 27) in the SRA Conference Room. 

A quorum was confirmed for this meeting. 

For the next couple of months, Board meetings will be held on the fourth Friday.  If Friday proves to be a better day of the week for the Board members than Tuesday, the 2010 calendar will be revised.

CALL TORDER: In President Barlock’s absence, Vice President Lancaster called the meeting to order at 3:00 p.m.

CONFIRMATION OF QUORUM: Six members were present, therefore a quorum was established. Those present: Paul Atchison, Katie Boczek (arrived at 3:28 p.m.), Mike Lancaster, Derek Marshall, Carol Selby, and Penny Senov. Absent: Paul Barlock.
Also in attendance: Debbie Smith, Executive Director.

GUESTS: City of Blaine representatives; Mayor Bonnie Onyon, Councilman Paul Greenough, Public Works Director Steve Banham, (4:25 p.m. to 5:25 p.m.) and Community Development Director Michael Jones, (4:25 p.m. to 5:10 p.m.)
Ms. Wally Greenough (4:25 p.m. to 5:25 p.m.)

APPROVAL OF JANUARY 26, 2010 BOARD MEETING MINUTES: The minutes were approved as distributed.

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 3:09 p.m. to reconvene the open meeting. Motion carried unanimously. The outcome of the executive session is as follows.
• Correspondence from SRA’s attorney regarding Marin was noted.
• Payments continue to be received from an owner who lives in the Stonehaven neighborhood.

EXECUTIVE DIRECTORS’ REPORT: The draft audit report for year-end 2009 will be presented in March. Since the audit is underway Carol recommended that the financial statements for January (Balance Sheet, Profit & Loss Budget vs. Actual and the Accounts Receivable Aging Summary) be reviewed in March. The Board found this recommendation acceptable.

OLD BUSINESS:
a) Board of Directors Goals and Objectives (G&O): Tabled due to Paul Barlock’s absence.

AD HOC COMMITTEE REPORTS:
1. Architectural Standards Committee (ASC) Liaison – Derek Marshall
The ASC continues their routine business such as tree inspections, etc.

The Board was made aware that there was illicit topping of trees without approval and the committee is obtaining information from the City of Blaine [in relation to the Shoreline Management Act]. This issue may come before the Board in the future.

The ASC is working with an owner who was granted one final extension to complete the exterior improvements of their home and landscaping. If the deadline is not met, this will be an issue for the Board’s review in March.

The ASC was made aware that the topic of gravel paths is on hold until spring.

2. City of Blaine Liaison – Penny Senov
Pets/Animal Control – The draft letter with the noted amendments dated February 23 to Chief Haslip was reviewed. After discussion, a motion was made and seconded to approve the draft letter to Chief Haslip. Motion carried. In summary, the Board does want to allow the Whatcom Humane Society (WHS) to periodically patrol behind the gates. Once a start date has been determined, a notice will be sent to SRA members making them aware that WHS will begin periodic patrols behind the gates. The Board takes animal control seriously (especially in light of the incident of a resident being bitten by a dog that was on leash).

City of Blaine “upcoming Semiahmoo projects” – Steve Banham, Blaine Public Works Director provided the following information during his meeting on February 4 with SRA Board members Paul Atchison and Penny Senov.

Reclaimed Water Line: This project would include a small pump station on the north end of the existing treatment plant site and extending piping along Semiahmoo Parkway from Mallard Rd (Drayton Cove) to Lake 12 (Between Prestwick Village and St Andrews Green) on the golf course to keep that lake filled with Class A reclaimed water for summer irrigation. Construction anticipated for summer 2010.

Wastewater Conveyance from Old Plant to New Plant: This final phase will use culvert one of the below ground chambers at the old plant for use as a pump station and install a combination of above-ground piping and reuse of exiting pipes to route waste from the Semiahmoo uplands around the plant and down to the end of the Spit and under the Harbor to the new Lighthouse Point Water Reclamation Facility. Design is currently at 30% and construction is anticipated in 2011.

Electrical Voltage Regulators: The City is planning to install three electrical cabinets on the south side of Semiahmoo Parkway west of the entrance to the Horizon’s Development. The work is to be completed under contract by the end of April. These units will help ensure constant voltage and reliable electrical service to Semiahmoo with the addition of the new treatment plant at the far end of the line fed by the new PSE/Blaine Semiahmoo substation.

A folder of information was provided to the Board for review and future reference. The current projects in “approval process” at City of Blaine are:

1) 2009 Semiahmoo Master Plan Update submitted April 2009
 Environmental Impact Statement (EIS)
 Removal of Zones 12 & 13 (Non Project Action)
 Marina Phase II
 Semiahmoo Resort Village
 Burnside Village

2) Drayton Hillside III submitted February 2009

3) Shoreline Master Program Update (Legislative) started 2005 has been on “hold” now “restarted” and is required by Washington State

4) City of Blaine Appeal of County decision to remove West Blaine Urban Growth Area (UGA). The appeal is now at the County level.

The handouts with descriptions and drawings are open to the SRA membership for review at the SRA office.

The profile provided of current existing housing units at Semiahmoo and approved developments and proposed developments for approval were reviewed.

Semiahmoo Marina Condominium Association (SMCA): Penny corresponded with Jimmy Johnson, President of the SMCA and was told that the concerns of the SMCA are all based on maintaining their current amenities (bathhouse / maintenance areas / office space etc). Another concern is parking and how the overflow will be handled. If and when the expansion occurs the SMCA will need to address issues related to a larger condo association or a separate association, future maintenance issues on the breakwater, etc.

Beachwalker Villas Association: Penny also spoke to Tim Johnson, President of the Beachwalker Villas Association and was told that they have an attorney who provides guidance for the association, but that there is no type of research on the proposed development.

In closing, Penny reviewed an abbreviated version of the PowerPoint presentation of the Shoreline Master Plan given during the City of Blaine Planning Commission on February 11. The full presentation of the Shoreline Master Program update and full information in terms of Rules and Regulations and Policy changes are available at the City of Blaine Web site (www.cityofblaine.com).

3. Community Courier Newsletter Editor – Paul Atchison
The goal is to have the first draft of the newsletter ready as quickly as possible and to develop a more efficient way of electronic delivery to contain costs. Possible topics will include; meet your board; discuss liaisons; updates on the City of Blaine and West Semiahmoo; important dates in 2010; and Presidents letter.

4. Election Committee – Pat Kingshott (absent). A motion was made and seconded to approve the January 6, 2010 Election Committee report. Motion carried.

5. Evaluation of changes in Semiahmoo Master Plan/West Semiahmoo – Katie Boczek
There were nine (9) attendees at the first task force meeting that was held on February 18. The meeting went well. The agenda was reviewed which included the following components:
1. Overview
Scope:
• Systematic and objective review of Master Plan and proposed changes
• Fact-based research
• Community based participation
• The timelines need to be researched and better understood by the SRA and community
• Be clear on what actions need to be taken and by when.
Objective:
• Serve the larger interests of our community by crafting an awareness of the current situation and proposed changes for their review and comments (and vote on key issues)
• Committed to study, understand, and communicate so that the community can make an informed decision.
Approach:
• Create community based task force
• Undertake a systematic and objective review of the existing conditions in Master Plan and the proposed changes
• Create a fact-based report in understandable terms for the Semiahmoo community’s review and comment.

A Town Hall meeting may be held at some point. Using the Community Courier newsletter is also another vehicle for communication and to receive feedback.

6. Future Facility – Mike Lancaster
Mike has asked Penny to serve on the committee and future Board members may also be invited along with community members. “What ifs” and “pros and cons” scenarios will be developed in advance of the Annual Meeting.

7. Maintenance Committee – Paul Atchison
Gravel Paths – Tabled until spring when the community volunteers return.

Pet Stations – Costs and possible public locations are being discussed with the City of Blaine. The Drayton Harbor Shellfish group may be willing to donate funds for a pet station(s) as this is a proactive approach to eliminating animal waste near Drayton Harbor. Location(s) behind the gates is also being discussed. The approximate cost for each station is $260.

March Planning – includes an assessment with Debbie on residential “needs”; schedule a meeting with Allan Tozier, SRA Maintenance Supervisor and Debbie to discuss SRA common area issues; and review with Carol and Debbie the portion of the 2010 budget that relates to maintenance costs.

8. Reserve Study Review – Carol Selby
A meeting will be scheduled with Debbie and Allan Tozier to review the components of the reserve study, along with physical review of the assets in advance of the budgeting process that will begin in August. The goal is to have a “proactive” rather than a “reactive” approach.

9. Transition/Declarant Turn-Over – Chairperson to be determined.

NEW BUSINESS:
a) Volunteers to fill Board Vacancies: In follow up to the SRA Email News that was sent seeking volunteers, four (4) community members responded. Before meeting with the volunteers, the Board is seeking input from the Election Committee. Once input is received from the Election Committee, a course of action will be determined.

b) Remote Data Backup: Paul Atchison will correspond via email with his findings on costs, etc.

c) Conversation with City of Blaine Officials: At 4:25 p.m., Mike welcomed Mayor Bonnie Onyon, Councilman Paul Greenough, Public Works Director Steve Banham and Community Development Director Michael Jones.

A casual conversation took place as it relates to development of West Semiahmoo and the Blaine area. It was explained that West Semiahmoo is land that is outside of the City limits. Zones 12 & 13 are in the city limits and the Master Plan which have been proposed for removal. If the land was removed, a Planned Unit Development (PUD) is still required along with a new Master Plan, which would include a public process and development guidelines.

Once a PUD is platted, the developer has five (5) years to put in the infrastructure, and this right expires if it is not completed in this timeline. Infrastructure requirements must be met first and there is a large cash obligation for the developer. The platted PUD does not expire, but rules still apply for what was approved.

The question of infrastructure was posed as it relates to hospitals, schools, etc. The City’s reply was that these are private services and are not developed by a municipality. This is the same for Fire Districts. Due to the size of Blaine, it is unlikely to have a hospital.

From the city’s viewpoint West Semiahmoo seems like the logical place for growth, which needs to be planned properly. This growth will help support the downtown sector.

The city is also looking at industrial based growth which will provide a job base and attract families.

The city is “pro-growth”, in a careful and controlled allowance on where it will take place. The current growth rate for Blaine is 2.5% and city officials do not foresee an increase of more than 2.5% over the span of 20 years. The Comprehensive Plan is due for an update in 2011. City codes factor into the ground rules for development. If the law states that building can occur the city is bound by those laws. Blaine is subject to the Growth Management Act and is bound to comply. Control measures are to ensure that rules are followed and the land is developed properly. Due to free enterprise and property rights, the City cannot control the pace of development. The economic downturn has been unfortunate as it relates to unsold units, but the City cannot deny an owner the right to develop their property.

Community members are encouraged to attend public meetings and to express their concerns as they could possibly have an impact on conditions placed on the development of property. The city must make judgments without compromise. Council members can listen to residents, but not express an opinion. Public record is an important part of the review process. Again, community members were encouraged to get involved on both the City level and at the Whatcom County level.

In regard to the Spit development there are restricted environmental issues and costly studies that must be done and complied with such as in relation to birds, etc. The City relies on the experts and development will not happen if it is to cause harm.

Mike thanked the guests for attending the meeting and they then departed. As the meeting was running late, Debbie was asked to send an email to Mayor Onyon with a couple of questions that were not asked during the meeting.

ADJOURN: The meeting adjourned at 5:42 p.m. The next meeting will be held on Tuesday March 23, 2010 in the SRA Conference Room. A quorum was confirmed for this meeting.
 

January 26, 2010

CALL TORDER:  The meeting was called to order at 3:04 p.m. 

CONFIRMATION OF QUORUM:  Seven members were present, therefore a quorum was established.  Those present: Paul Atchison, Paul Barlock, Katie Boczek, Mike Lancaster, Derek Marshall, Carol Selby, and Penny Senov. 

Also in attendance: Debbie Smith, Executive Director.  There were no guests.                  

Paul welcomed newly elected Board members: Paul Atchison, Katie Boczek, Carol Selby and Penny Senov. 

BOARD MEMBER RESIGNATIONS:  Paul Barlock reported that due to personal circumstances, Michael Lulu and Carol Binns resigned from the Board.  Discussion ensued on how to fill the vacancies.  It was determined that an SRA Email News will be sent, the past candidates will be polled and Board members will speak with community members seeking volunteers.  Once volunteers have been identified, the officers will interview each volunteer and then make a recommendation to the overall Board to fill the two vacancies.  Carol and Debbie were asked to help draft the SRA Email News communication notice and agreed to do so. 

President:  A motion was made and seconded to appoint Paul Barlock as President.  Motion carried.

Vice President:  A motion was made and seconded to appoint Mike Lancaster as Vice President.  Motion carried.

Secretary/Treasurer:  A motion was made and seconded to appoint Carol Selby as Secretary/Treasurer.  Motion carried. 

APPROVAL OF DECEMBER 15, 2009 BOARD MEETING MINUTES: The minutes were approved as distributed. 

EXECUTIVE SESSION:  A motion was made and seconded to convene into executive session at 3:05 p.m. to discuss legal issues.  Motion carried unanimously.  A motion was made and seconded at 3:12 p.m. to reconvene the open meeting.  Motion carried unanimously.  The outcome of the executive session is as follows. 

EXECUTIVE DIRECTORS’ REPORT: Since the audit for year-end 2009 is underway Carol recommended that the financial statements (Balance Sheet, Profit & Loss Budget vs. Actual and the Accounts Receivable Aging Summary) be reviewed upon receipt of the auditors report.  The Board found this recommendation acceptable. 

Recently it was reported to the SRA office that two men were soliciting behind the gates.  As soliciting is not allowed behind the gates, residents will be encouraged to supply contact information so that the Executive Director can educate solicitors on SRA’s no soliciting policy. 

An SRA Email News announcing an upcoming Blaine Planning Commission Public Meeting on February 11 regarding the Shoreline Update will be sent in the next day or so.  It was also suggested that a follow up reminder be sent closer to the meeting date. 

a) Pets/Animal Control – Correspondence from Chief Haslip in reply to Paul Barlock’s letter of December 17, 2009 was noted.  Penny was asked to work with Chief Haslip and then make a recommendation to the Board on how to proceed at next months meeting.  She agreed to do so.  In summary, the Board does want to allow the Whatcom Humane Society (WHS) to periodically patrol behind the gates.  Once a start date has been determined, an SRA Email News notice will be sent to the SRA members making them aware that WHS will begin periodic patrols behind the gates.  The Board takes animal control seriously (especially in light of the incident of a resident being bitten by a dog that was on leash).   

b) Gravel Paths:  This topic has been moved to Maintenance Committee. 

c) Appoint New Architectural Standards Committee (ASC) Member:  Two candidates have been interviewed and their qualifications were reviewed.  A motion was made and seconded to appoint Alan Black to a two-year term (January 1, 2010 to December 31, 2011).  Motion carried contingent on approval by the Declarant.  The Covenants, Conditions and Restrictions (CC&Rs) state: Section 10.02 . . . “Not withstanding the foregoing to the contrary, any member appointed to the ASC by the Board shall be subject to the prior approval of Declarant until that date which is three (3) years from and after the date on which Declarant’s right to appoint and remove officers and directors of the Association is terminated.” . . .   

AD HOC COMMITTEE APPOINTMENTS:  After receiving input from Board members, Paul Barlock made the following appointments to chair the Ad Hoc committees listed below. 

Architectural Standards Committee Liaison – Derek Marshall 

City of Blaine Liaison – Penny Senov

Jerry Wilson, 2009 City of Blaine Liaison via email provided a detailed summary of information he compiled.  This information will be forwarded to Penny.   

Community Courier Newsletter Editor – Paul Atchison

It was suggested that Pet Stations be noted in an upcoming edition of the newsletter (see Maintenance Committee for more information). 

Election Committee – Pat Kingshott (absent).  A motion was made and seconded to approve the December 9, 2009 Election Committee report.  Motion carried. 

Evaluation of changes in Semiahmoo Master Plan/West Semiahmoo – Katie Boczek

Debbie will provide Katie with the list of community members who volunteers to serve on the committee to evaluate changes in the Semiahmoo Master Plan and West Semiahmoo.  The goal is for the SRA to “manage by fact” the level of support by the SRA for the proposed SRMP changes.  The consensus is that the Board needs to get “on board” as soon as possible on this matter.   

Future Facility – Mike Lancaster

Mike said he will be forming the committee and will be seeking assistance from another Board member. 

Maintenance Committee – Paul Atchison

The Maintenance Committee is an important committee that works to maintain the standards and property values at Semiahmoo.  There are outstanding issues, and the committee will continue to work with some owners regarding repainting of their home and maintenance issues. 

Gravel Paths – Paul Atchison and Debbie will meet to go over the current status of the makeup of the committee and its goals and objectives.  It was noted that the Architectural Standards Committee (ASC) will also be included in the future. 

Pet Stations – In follow up to the trial pet station that was installed in the Prestwick Village neighborhood (at the expense of a Prestwick Village resident), Paul Barlock asked Paul Atchison to review the cost and potential locations to add additional pet stations in the community.  Paul Atchison will report back next month with his recommendations.  Per the original agreement, if the Board decides to add additional stations, the Prestwick Village owner will be reimbursed for the cost of the station. 

Reserve Study Review – Carol Selby

The letter dated January 4, 2010 from Reserve Consultants, Ltd was noted.  The components of the reserve study, along with physical review of the assets will be reviewed in advance of the budgeting process that will begin in August. 

Transition/Declarant Turn-Over – Chairperson to be determined. 

a) Board of Directors Goals and Objectives (G&O):  Paul Barlock said his G&O remains the same as last year; maintain property values inside and outside the gates; and to maintain the quality of life at Semiahmoo.  He asked the Board members to bring their G&O to the February meeting.   

With a newly elected Board rather than an appointed Board, the philosophy is changing such as having a voice to the Blaine City Council.  Thought will be given as to how the SRA Board will represent the membership in public forums.  Discussion will continue as to how to seek input from the community.  A suggestion was made to possibly create an online survey and use of the Community Courier newsletter.  It was also mentioned that going “paperless” would be a cost saving factor for the SRA.  Community members will continue to be encouraged to provide their email addresses (or update old addresses) to receive SRA Email News notices. 

b) Secretary/Treasurer’s Goals and Objectives (G&O):  Carol reviewed the first draft of the Secretary/Treasurer 2010 Goals and Objectives.  The goal is to create a Standard Operating Procedures (SOP) manual to be used primarily by SRA staff to provide for continuity and training.  The SOP manual will be a resource to the SRA Board.  The Board found the first draft and timelines a good starting point to create an SOP.   

c) Architectural Standards Committee (ASC) Memo dated 1-21-10 - EcoStar Midnight Gray:  Derek reviewed the information provided in the ASC’s memo regarding Beachwalker Villas (BWV) Roof Request.  After reviewing the new color sample, a 10’ x 10’ roof mockup using the EcoStar color Midnight Gray, photographs of a community in Redmond that used the color Midnight Gray and a “mock-up” photograph of one of the BWV buildings, a motion was made and seconded to accept the ASC’s recommendation to allow BWV to use EcoStar Midnight Gray to re-roof three (3) buildings; as provided by the submitted sample and dye lot.  The motion carried.  It was also determined that approval to use EcoStar Midnight Gray will be reviewed by the ASC on a case-by-case basis. 

Penny outlined the information she has obtained prior to her appointment as City of Blaine Liaison. 

Environmental Impact Statement (EIS) relating to Trillium Corporation projects; Semiahmoo Master Plan update (Burnside Village, Marina Phase II, West Semiahmoo and development on the Spit) is currently “frozen” due to financial difficulties.  Once the EIS is “unfrozen” it will take approximately three (3) months for the first draft.  After the first draft is available there will be 30-45 days for public comment.  City staff will have one (1) month to review.   

Drayton Hillside III (DHIII) is not included in the EIS referenced above.  A traffic study will be required for this project.  There are 95 units proposed for DHIII. 

Fire District 13 – New fire impact fees are going to become an issue to be reviewed and debated before the City Council in upcoming meetings. It will involve who pays these requested increased fees, the Developer/builders or the current home owner tax base. The public will be invited to give input for the record on this issue. 

The City of Blaine is considering the development on the Spit as an “extension” of downtown Blaine by “ferrying” back and forth.  The City is not responsible for the SRA; therefore if the SRA has any concerns they will need to voice them on these types of developments. 

Several projects have been approved in West Blaine that could equate to several additional units.  How will this affect Semiahmoo property values, traffic, infrastructure, etc.? 

In closing, Penny summarized that the City of Blaine steps are an EIS, review by the Planning Commission and then the Blaine City Council. 

ADJOURN: The meeting adjourned at 5:15 p.m.  The next meeting will be held on Tuesday February 23, 2010 in the SRA Conference Room.

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