SUDDEN VALLEY COMMUNITY ASSOCIATIONBOARD OF DIRECTORS MEETINGTHURSDAY, September 22, 2016
Dance Barn7:00 P.M.
I. CALL TO ORDER
II. ROLL CALL
III. ADOPTION OF AGENDA
IV. CLOSED SESSION – PERSONNEL
V. VOTING AS NECESSARY
VI. ANNOUNCEMENTS
VII. PROPERTY OWNER COMMENTS
VIII. BOARD COMMENTS
IX. APPROVAL OF CONSENT AGENDA – Approval of Minutes
X. MD REPORT – September 2016 pp. 2-15
XI. TREASURER’S REPORT AND VOTING AS NECESSARY
a. Minutes
i. July 20, 2016 pp. 16-18
ii. August 17, 2016 pp. 19-22
b. August 2016 Financial Report pp. 23-26
c. Capital Requests
i. Change Order Main Pool Pump Room pp. 27-32
ii. Change Order Project Management Support pp. 33-48
iii. 2016/17 Project Management Support pp. 49-50
XII. COMMITTEE REPORTS AND VOTING AS NECESSARY
A. Architectural Control Committee
i. September 1, 2016 Minutes pp. 51-54
ii. September 15, 2016 Minutes pp. 55-57
B. Communication Committee
i. August 1, 2016 Minutes pp. 58-59
C. Document Review Committee
i. August 16, 2016 pg. 60
BOD Meeting 9/22/2016 Page 1
ii. August 19, 2016 pg. 61
iii. August 30, 2016 pg. 62
iv. September 7, 2016 pg. 63 D. Emergency Preparedness Committee
E. LRPC
F. Nominations & Elections Committee
i. September 6, 2016 Minutes pg. 64
XIII. CONTINUING BUSINESS AND VOTING AS NECESSARY
A. Final Approval of Solicitation Policy (Refer to Agenda Packet 9/8/2016)
B. Approve Rescinding Policies (Refer to Agenda Packet 9/8/2016)
C. Report Status of RFPs for Management Company
D. Report Status of GM Search
XIV. NEW BUSINESS AND VOTING AS NECESSARY
XV. PROPERTY OWNER COMMENTS
XVI. ADJOURNMENT
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MANAGING DIRECTOR’S SEPTEMBER REPORT Board of Directors Meeting
September 22, 2016 MANAGING DIRECTOR
• Demolition Bids for Barn 7 and Rotunda: 5 companies solicited, 2 returned, one fullyresponsive. WRS is the best and lowest bid at $144,283 (w/tax) with an approved amountof $221,395 plus $20,126 contingency. Contracts being reviewed by Counsel andInsurance. Landmark Construction was 26% higher than WRS and not fully responsive.County Permit process under way.
• Staff has purchased 8 new benches with proceeds of lumber provided by Water Districtgratis. Benches to be installed next month.
• Maple Leaf park is being scheduled to undergo rebuild of the playground surface;removal of all chips, underlay, installation of drainage, fabric, and build up withengineered chips.
• Issues updates:o 1) SV Rules and Regulations for carrying Firearms;o 2) 122 Polo Park Drive construction authorization - Construction Approval of 122
Polo Park; nominal finish date was originally 6/11/16, ACC approved an extension6/16/16 to 3/11/17, current Encroachment Permit and copies of their County Permitsin file, and
o 3) Collections history 2011 – 95%, 2012 – 93%, 2013 no data, 2014 – 85%, 2015 -91%, 2016 YTD – 92%. 1% = $15,000 in 2016 funds.
• Staff began Inclement Weather Planning, preparing for snow and ice; vehicles are beingseasonally prepped.
• September 5th Maintenance seasonal schedule change Up: Road Pothole patching M-Thursday; Tree trimming Gate 3/ 5 M-Thursday; facilities Friday.
ACCOUNTING
• We currently have 49 documented payment plans with $74,469 owed to SVCA. .o Of the 49 payment plans, 2 plans totaling $1,288 are currently past due.o Balance of the 47 plans being honored is $73,181.o All delinquent plan members will receive correspondence following a process.o Liens exist on all of the delinquent accounts.
• Collections has recovered approx. $431k year-to-date in outstanding dues in 2016. Ofthat, $171k is from debt prior to 2016, $165k from 2016 1st notices, and $46k from 2nd
notice collections, and $49k from other 2016 past due collections.• Year to date, we have had 245 new homeowners to Sudden Valley.• August’s financial statements are included in the board packet.
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• The 2017 Reserve Study is currently being prepared. • The 2015 Audited Financial Statements and Management Letter are available on the
SVCA website under resident resources. • The new transfer fee, which took effect on July 1, 2016, has collected a total of $17,416
year to date, which represents the portion of the ¼ of 1% transfer fee collected on all new home sales. There have been 80 new homeowners since 07/01/2016. As previously discussed, the total transfer fee is $125 plus ¼ of 1% of the gross sales price.
Jan Feb Mar Apr May Jun Jul Aug Sep(YTD)
Monthly Collections Rate % 81 92 92 92 94 96 95 97 92Number of Payment Plans 54 58 58 58 58 59 51 53 49Number of Members NOT Paying
As Agreed 5 3 0 2 2 9 1 1 2
0
20
40
60
80
100
120
DUES COLLECTIONS
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HR & ADMINISTRATION
4133
28 27 26 28 30 32 3238 41 42 39
Sep '15 Oct '15 Nov '15 Dec '15 Jan Feb Mar Apr May Jun Jul Aug Sep
Number of Employees by Month 2015-2016
$0 $20,000 $40,000 $60,000 $80,000 $100,000$120,000$140,000$160,000
Accounting
Administration
Facilities
Security & Compliance
Golf
Turf Care
Maintenance
Payroll Breakdown
Salary Bonus Overtime
3.87
4.46
0.41
1.4
5.55
7.06
5.54
0 1 2 3 4 5 6 7 8
Accounting
Administration
Facilities
Security & Compliance
Golf
Turf Care
Maintenance
FTE Headcount by Department
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Jan Feb Mar Apr May Jun Jul Aug SepNumber of Transactions 35.25 33 29.25 51 54 28 47 42.6 52Phone Calls 38.25 37.5 42.5 60 65 51 60 52.5 58Window Visits 13.25 18.8 28 26 26 26 27 24.6 25
35.25 33 29.25
51 54
28
4742.6
52
38.25 37.542.5
6065
5160
52.558
13.2518.8
28 26 26 26 27 24.6 25
MEMBER SERVICESDAILY AVERAGE STATISTICS
3.16 3.06 3.77 3.27 2.99 3.21 2.97 2.53 3.210
500
1000
1500
2000
2500
3000
3500
4000
4500
5000
Jan Feb Mar Apr May Jun Jul Aug Sep
Website Analytics
Website Visits
Unique Users
Page Views Per Session
BOD Meeting 9/22/2016 Page 6
MARINA
0
50
100
150
200
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Dry Slips Rented
Dry Slips - Available TOTAL Dry-Slips Rented
0
20
40
60
80
100
Apr May Jun Jul Aug Sep Oct Nov Dec
Wet Slips Rented
Wet Slips - Available TOTAL Wet-Slips Rented
0
20
40
60
80
100
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Canoe/Kayak Storage Rented
Canoe/Kayak Storage Available Canoe/Kayak Storage Rented
BOD Meeting 9/22/2016 Page 7
GOLF DEPARTMENT
• 2016 golf revenue through September 18 was $655,168 which remains 7% below the$706,317 we earned over the same period in 2015.
• The weather has been more along the lines of what we would consider average for thelast month.
• Revenue for September is tracking on pace with revenue from September, 2015.• We have recently joined the Bellingham Chamber of Commerce and had a very positive
initial experience. As the only golf course currently to hold membership, we are hopingto leverage this new relationship into new outing business.
.
$0
$50,000
$100,000
$150,000
$200,000
$250,000
$300,000
$350,000
$400,000
$450,000
2012 2013 2014 2015 2016 Jan-Jaug
Annual Golf Revenues
Annual Greens Fees Daily Greens FeesCart Rental Driving Range FeesClub Storage Fees Trail Fees
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Revenue Source 2012 2013 2014 2015 2016 Jan-Aug
YTD Budget - 2016
Annual Greens Fees $230,551 $236,034 $221,211 $216,953 $202,711 $209,100 Daily Greens Fees $369,173 $365,942 $317,262 $393,154 $277,235 $325,000
Cart Rental $104,589 $104,305 $97,201 $116,179 $87,739 $93,300 Driving Range Fees $19,124 $19,370 $18,172 $23,183 $17,354 $19,700 Club Storage Fees $1,580 $1,676 $1,668 $1,521 $1,473 $1,520
Trail Fees $12,031 $13,627 $13,049 $16,094 $14,859 $13,250 TOTAL INCOME $737,048 $740,954 $668,563 $767,084 $601,371
$661,870
Annual Greens Fees
Daily Greens Fees
Cart Rental
Driving Range Fees
Club Storage Fees
Trail FeesGolf Fees
Actual-2016 YTD
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$0
$100,000
$200,000
$300,000
$400,000
$500,000
$600,000
$700,000
$800,000
$900,000
2012 2013 2014 2015 2016 Jan-Aug
January - August Golf Revenue
Annual Greens Fees Daily Greens FeesCart Rental Driving Range FeesClub Storage Fees Trail Fees
$-
$5,000
$10,000
$15,000
$20,000
$25,000
$30,000
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Cart Revenue - 2016Planned Cart Revenue Actual Cart Revenue Lease Payment /40 Carts
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TURF CARE
Rainfall Total 2016: 40.13” Rainfall to Date September 2016: 3.66” Rainfall August 2016: 0.02”
Projects/Issues:
• OP-1: Replaced Door Pins, repaired passenger door panel• Current Irrigation leaks remaining: one mainline• Cat 906: repaired broken wiring harness on BA-18 brush• (10) Remaining golf course dead/danger trees on list to remove this fall• Toro Workman 3100: repaired emergency brake• Replaced failed lights on greens roller• Serviced/replaced cutting knives on brush chipper• Creosote Timber replacement on 7/17 tee
Updates:
• Sand/Seeded all tees• Replaced (3) failed irrigation heads• Volunteer work at Clubhouse: ¾ acre of ivy/salol removed, new entrance sign installed• Irrigation is being added to lower parking lot sign area• Aerified Putting Green and Chipping Green• Cleaned Turfcare Gutters/Roof in preparation for fall storms
0
2
4
6
8
10
12
2016: Inches of Rain/Month
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MAINTENANCE
• The 2016 Fire Wise program will kick off the first week of October. Residents can callinto the Sudden Valley office and request roadside pickup of branches and small trees (6inches or less). Actual pickup dates will be scheduled depending on the number ofrequests in a specific area.
• Clean Green: The last scheduled 2016 “Sudden Valley Clean Green” is scheduled forSaturday, September 24, 2016.
• Culvert & Ditch maintenance: Scheduled storm water system maintenance seasonallyends September 30th. Emergency response to residential storm water system floodingwill remain in effect.
o Cleared Sunflower Circle’s debris fill ditch and clogged culvert that was causingflooding of homes.
o Inlet Circle: Cleared several concrete filled ditches and clogged culverts.Vacuumed soils to find buried blockage inside main Inlet Circle storm waterculvert; found abandoned retaining wall and removed debris to enable water toflow.
o Gooseberry Circle: Working with resident to locate blocked/ possible failedculvert that has backed water up flooding into their garage.
o Sparrow Court: Cleared culverts, ditches and identified a crushed storm waterculvert under concrete driveway has been the cause of street flooding.
• Beaver Creek. Received approval from the Washington State Department of Fish & WildLife to armor the creek bank preventing further erosion of a resident’s home.
• Started initial street sweeping of small roads in Gates 3 and 5. Street sweeping of thesmaller less used roads will continue into October as staff time becomes available.
• Replacement picnic tables: A total of eight new rubberized metal picnic tables have beenordered with the funds obtained from free timber from Water District construction. Fivetables have been received and assembled. Once the three remaining tables have beenreceived and assembled, the tables will schedule for site setup and anchoring at theMarina and PM Beach parks.
• UHF Radio Repeater. The cost of alignment of the UHF radio system, an emergencybackup generator repair has been evaluated. A request for funding will be submitted forreview by the end of September.
• Crews switching over to fall seasonal work schedules performing road patching and treetrimming starting September 5th.
SECURITY & COMPLIANCE
CERT PROGRAM
• Sudden Valley has (7) CERT instructors that once they have meet the final approval fromWhatcom CERT program manager can start to develop CERT training classes
• The CERT trailer has arrived and is in process of being up-fitted• SV CERT have been observing the “October Shakedown” which is an annual earthquake
exercise.
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Emergency Management
Sudden Valley Emergency Preparedness Committee, Lake Whatcom Water & Sewer, South Whatcom Fire Authority and Sudden Valley staff are forming a “steering committee” to provide a common vision for emergency response in Lake Whatcom area. This process follows the success of Cascadia Rising which showed a uniform cohesive team approach best serves the community.
Metrics
0 5 10 15 20 25 30 35 40 45
Unsecured/GateLost Property
Follow upDisturbance/Vandalism
Disturbance/TheftDisturbance/Suspicious Activity
Disturbance/Pet ViolationsDisturbance/Parking
Disturbance/NoiseDisturbance/Misc.
Disturbance/ACC ViolationAssistance/Resident
Assistance/AdministrationAlarms/Other
Alarms/BurglaryAgency Assist/WCSO
Agency Assist/Fire-EMS
# Security Incidents by TYPE - Aug to Sept 2016
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Notice of Violations and Warnings # NOV # WARN
N ACC Violations 5 M Corrective Abatement 1
0 10 20 30 40 50 60 70 80
Sofield ParkRotunda
Marina (includes restrooms)Marina Beach Park
Golf CourseGate # 13
Gate # 9Gate # 5Gate # 3Gate # 2Gate # 1
Dance BarnCondominiums
Club HouseCampground
Area Z Storage FacilityAM/PM Restrooms
AM/PM BeachesAdult Center
# Security Incidents by LOCATION - Aug to Sept 2016
# NOV# NOV
# NOV
# NOV
# WARN
# WARN# WARN
# WARN
0 1 2 3 4 5 6 7 8 9 10
ACC Violations
Disorderly Home
Firearms Violations
Failure to provide flaggers
Special Corrective Notice
Traffic Violations
Trespassing
# Notice of Violations & Warnings - Jan to Sept 2016
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L Disorderly Home 2 K Failure/Refusal to Provide Info 0 J Firearms Violations 0 I Parking Violations 0 9 H Failure to provide flaggers 1 G Pet Violations 0 7 F Special Corrective Notice 0 2 E Speeding Violations 0 D Traffic Violations 1 C Tree Cutting Violations 0 B Trespassing 0 A Noise Violations 0 4
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MEETING MINUTES - DRAFT MEETING OF SVCA FINANCE COMMITTEE
WEDNESDAY, JULY 20, 2016 AT 6:30 PM MULTI-PURPOSE ROOM
I. CALL TO ORDERThe meeting was called to order at 6:30 p.m.
II. ROLL CALLFinance Committee: Carol Houlton, Treasurer; Mike Ashby, Board Member; Pug Edmonds,
Tony Louzao, Jack Levine, and James Rorabaugh. Rick Gray had an excused absence.Sudden Valley Staff: Mitch Waterman, Managing Director; Lisa Letchworth, Administrative
Services Manager; Joel Heverling, Interim Accounting Manager.Community Members: 10
III. ADOPTION OF AGENDAa. The agenda was adopted as submitted by acclamation.
IV. APPROVAL OF MINUTESa. July 6, 2016
MOTION: James Rorabaugh moved to accept the minutes as submitted, Tony Louzao seconded the motion. Unanimously accepted.
V. 2015 AUDIT PRESENTATIONa. Justin and Jason of Larson Gross presented the 2015 Audit findings and a draft financial statement
summary. The conclusion was that SVCA is being run in a controlled and appropriate manner, andnoted a drastic improvement from the previous year.
VI. CONTINUING BUSINESSDirector Houlton stated that discussion regarding Marina fee schedule will be tabled.
a. UDR Capital Report- Joel Heverling reviewed report and fielded questions. Joel was given an action
item to identify the compilation of the “C” column.b. Roads Capital Report
- Pug Edmonds reviewed the report and fielded questions. Director Houlton contributedclarifying comments.
c. CRRRF Capital Report- Tony Louzao reviewed the report and fielded questions. He stated that the Reserve
Report is still in draft form, and briefly discussed the Revitalization Plan. Tony alsoproposed an Advisory Vote at the AGM to fund a $140K CRRRF Analysis. He statedthat we don’t have a design, and hopefully this will fund that. Director Houlton clarifiedthat all this does is give us a plan, and that we can’t do any building this year. We don’thave the cash in hand to do so. Director Houlton suggested support of a solid plan insteadof spending towards a building that is clearly far more expensive to repair than is inReserves. Tony stated that a priority list will be created to identify priority repairs for the
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balance of the 2017 CRRRF funds. Director Houlton to discuss with Joel to recommended carry-over balance terminology.
d. 2017 Assumptions- Managing Director reviewed Assumptions and fielded questions.
e. 2017 Draft Budget- Director Houlton reviewed the proposed 2017 budget, touching specifically on notable
items and/or changes. Mike Ashby asked about the Hazard Tree budget, and asked wherethe money received from the sale of wood would be allocated. MD clarified that thefunds go back into the account used to take the trees down. It is not anticipated income,similar to fines. Director Houlton clarified that it would show as a credit to the expenseaccount, not income.
f. Dues Adjustment/Reallocation- Director Houlton recommended putting 6% of Capital funds back into Operations from
CRRRF (2%) and Roads (4%). She stated that the approved reallocation will put theAssociation into the black, with a little bit of cushion if a dues increase does not pass nextyear. There is no intention to request a dues increase this year, however, this change willenable the association to do many of the activities the community has been requestingwithout increasing dues. James had concerns about how the FC addresses Communityquestions and concerns. As an example, he feels roads are a higher priority than parks.James recommended that we keep roads funded. Director Houlton called for arecommendation to send to the Board.
MOTION: Jack Levine moved to increase operations by 6% by removing 2% from CRRRF and 4% from Roads. No second. Motion failed.
MOTION: Pug Edmonds Moved that the dues be reallocated to 62% to Operations, 23% to Roads and 15% to CRRRF, and that the Board be requested to reduce the amount of recommended year-end carryover balance in CRRRF from $750,000 to $600,000. Motion seconded by Jack Levine. The motion carried with 3 in favor (Pug, Jack and Tony) and two opposed (Mike and James). Director Houlton abstained.
VII. NEW BUSINESSa. June 2016 Financials
- Highlights 96% Collections rate for June.- Annual collections are running slightly better than Budget.
MOTION: Jack Levine moved to accept the 2017 Budget as presented, seconded by Tony Louzao. The motion carried with 3 in favor (Pug, Jack and Tony) and two opposed (Mike and James). Director Houlton abstained.
VIII. MEMBER QUESTIONS AND COMMENTSa. A member requested to revisit the loan discussion. Feels there is viability to the request and
it should be pursued.b. Another member also supported the loan pursuit, and challenged the Board to go out and
get the loan.c. A member asked if the dump truck in the CRRRF budget will be delayed. Also requested
clarification on the bus shelter. MD clarified.d. Director McRoberts noted wide discussion on re-allocation, and requested that discussion
included solutions and motions, not just statements of dissatisfaction.
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e. A member noted that his road was recently repaired but is already deteriorating. Pug askedfor clarification to bring to Wilson Engineering. The member also noted that a 2% increasefor staff was reasonable and strategically important. He then stated, regarding priorities,that they could stand to be revisited regarding leaf blowing and yard maintenance.
IX. CLOSEa. The meeting was adjourned at 9:21 p.m.
Action Item List
Task Assignee Date
Assigned Due Date
Completion Date Comments
Identify compilation of column “C” in URD
Capital Report
Joel Heverling
7/20/16 8/3/2016
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MEETING MINUTES MEETING OF SVCA FINANCE COMMITTEE
Wednesday, August 17th, 2016 at 6:30 p.m. MULTIPURPOSE ROOM
I. CALL TO ORDERThe meeting was called to order at 6:30 p.m.
II. ROLL CALLFinance Committee: Carol Houlton, Treasurer; Mike Ashby, Board Member; Pug Edmonds,
Tony Louzao, and James Rorabaugh were present. Rick Gray and Jack Levine had excused absences.
Sudden Valley Staff: Mitch Waterman, Managing Director; Joel Heverling, Interim Accounting Manager; Sarah Pratt, Administrative Specialist.
Community Members: 9 III. ADOPTION OF AGENDA
a. The agenda was adopted as submitted by acclamation.IV. APPROVAL OF MINUTES
a. July 20, 2016i. Change the allocation motion to reflect Tony Louzao as seconding the motion.
ii. Additional concern about other motions were discussed.iii. Correct the spelling of Pug Edmonds’ name throughout the document.
MOTION: Director Ashby moved to record future Finance Committee meeting discussions. James Rorabaugh seconded the motion. The motion was subsequently tabled after it was agreed that the topic would be placed on the next meeting’s agenda for discussion. MOTION: Pug Edmonds moved to accept the minutes as amended. Tony Louzao seconded the motion, but it failed with James Rorabaugh and Director Ashby in opposition. The minutes will be further discussed and brought back for a vote once the requested corrections are clarified.
V. CONTINUING BUSINESSa. 2015 Audit Presentation
i. One of our auditors from Larson Gross, Justin, recently gave a brief presentationto the Board regarding the 2015 audit.
ii. The management letter provided by Larson Gross is the most important. Itexplains the various issues that were found in the past and how well theAssociation has done to correct those issues. These include incorrectly appliedpayments within C3, over-limit accounts that fell outside of FDIC coverage, lackof a maintenance funding analysis, and errors in the recording of fixed assets andlots held for sale. The majority of these issues have been rectified, with theoutstanding items being the fixed asset list and the maintenance program. Whilenot complete, progress is well underway.
iii. Discussion followed regarding the Reserve account and a potential dues increasein the future for the Capital account. The audit report has consistently shown aneed for a Capital increase so it needs to be a consideration for the Board and theFinance Committee.
b. AGM Measures 1-3i. The Committee reviewed the proposed measures for the AGM. A few
typographical corrections were suggested, along with discussion on changing the
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format to make it easier to understand. All suggestions and changes will be reviewed by the attorney for his recommendation.
ii. Updated versions will be included in next week’s Board packet for finalapproval.
VI. NEW BUSINESSa. July 2016 Financials
i. Interim Accounting Manager Joel Heverling pointed out a few items of note in theJuly 2016 financial report. Plant mitigation funds and buildable lots werereviewed.
ii. SVCA’s Net Operating Assets account is currently in the positive $48,000. Thisis related to an extremely high collections rate – 96.4% in June and 95% in July.
iii. Overall net income for July YTD is $11,000 better than anticipated.iv. MD Waterman announced that the Association received a $10,000 rebate from the
State for a successful unemployment appeal that was filed.v. Wood collected from the water district will go towards engineered bark and
replacement park benches.vi. Golf marketing and income was discussed. Changes in marketing tactics were
mentioned, along with upcoming tournaments and the expected drop in Golfincome in the coming months.
vii. Discussion followed on various aspects of the Marina.b. UDR Capital Report
i. This was an action item from a prior meeting. Joel Heverling began to explain thereport, with Director Houlton expanding further. There was concern over theformulas, Joel explained and suggested a different format that would reduceconfusion. Discussion followed on obligated expenses, invoices, and availablecash.
c. Culvert Worki. MD Waterman stated that Iverson is proceeding on schedule for the 2016 culvert
work. They are approaching the time for road patching. Iverson uses a hot-patchmethod. The MD will be submitting a change order that includes a list ofpotholes and requesting they repair them as they proceed along the culvertschedule. The existing contingency for the project allows for this change order.
ii. He also mentioned a 150’ culvert along with four other large culverts that requirecleaning. These are beyond our scope and will require a contractor to perform thework. MD Waterman will be writing up a proposal to this effect.
iii. Finally, he stated that he is working to obtain an estimate for an 8’ wide parkingstrip for parents installed at the Harborview bus stop.
iv. It was confirmed that permitting is not required for any of these projects.v. The MD will bring back updates on these items when available. The Committee
asked a few clarifying questions.VII. MEMBER QUESTIONS AND COMMENTS
a. Linda Bradley expressed a concern over Measure 2 and the majority required for passing.It will go to the attorney for clarification. She also asked a question about the EmergencyOperating Reserve discussed earlier in the meeting. Director Houlton stated that shewould look into it.
BOD Meeting 9/22/2016 Page 20
b. A member felt that promoting the Marina over the golf course made more sense. Hevoiced support for bringing a manager in to handle the Marina. The Finance Committeeresponded to his remarks.
VIII. CLOSEa. Tony Louzao moved to adjourn the meeting. James Rorabaugh seconded the motion and
the meeting was adjourned at 8:07 p.m.
BOD Meeting 9/22/2016 Page 21
Action Item List
Task Assignee Date
Assigned Due Date
Completion Date Comments
Recording of meetings on the next
agenda
Check with Lisa on discussion re: motion
Carol
Ask Joel and attorney to review layout of
measure
Carol & Mitch
Reword Measure 3
MD & Carol
Breakdown of Golf promotions and costs for James from Brian
MD & Carol
Page 13 EOR account
difference Carol
BOD Meeting 9/22/2016 Page 22
Unaudited AuditedAug 31, 2016 Dec 31, 2015 Inc / (Dec)
Current AssetsOperating Cash 284,366$ 97,038$ 187,328$ Building Completion Deposit Fund 85,750 46,500 39,250 Member Receivables 16,174 92 16,082 Other Receivables (5,830) 3,043 (8,873) Prepaid Expenses 81,684 50,009 31,675 Inventory 3,095 7,748 (4,653)
Total Current Assets 465,239 204,430 260,809
Current LiabilitiesAccounts Payable (66,111) (83,221) 17,110Prepaid Assessments (204,365) (115,046) (89,319) Building Completion Deposits (85,750) (46,500) (39,250) Other Refundable Deposits (5,063) (5,663) 600 Prepaid Golf Memberships (994) (35,648) 34,654
Total Current Liabilities (362,283) (286,078) (76,205)
Net Operating Assets 102,956$ (81,648)$ 184,604$
Capital Reserve FundsCRRRF Reserve Fund 1,036,908 1,175,067 (138,159)Roads Reserve Fund 1,449,986 1,294,236 155,750 Density Reduction Fund 150,931 146,833 4,098 Mailbox Fund 4,768 4,422 346 Capital Reserve Holding Fund 12,130 - 12,130
Total Capital Reserve Funds 2,654,723 2,620,558 34,165
Operating Reserve FundsEmergency Operating Cash 351,111 350,952 159 Undesignated Reserves 160,425 60,565 99,860
Total Operating Reserves 511,536 411,517 100,019
Capital AssetsFixed Assets 8,738,901 8,454,573 284,328 Lots Held for Sale 248,634 248,635 (1)
Total Capital Assets 8,987,535 8,703,208 284,327
Long Term LiabilitiesCapital Lease (80,278) (98,941) 18,663 Roads Mitigation Assignment (38,273) - (38,273)
Total Long Term Liabilities (118,551) (98,941) (19,610)
NET ASSETS 12,138,199$ 11,554,694$ 583,505$
Member EquityCurrent Year Net Income: Operations $204,842 ($479,078) $683,920Current Year Net Income: Capital 416,936 503,836 (86,900) Retained Earnings 4,321,295 4,800,373 (479,078) Capital 7,195,126 6,729,563 465,563
TOTAL MEMBER EQUITY 12,138,199$ 11,554,694$ 583,505$
* The Association's policy is to write off any member receivables that are 30 days past due as bad debts for accounting and Federal non-profit reporting purposes. As per SVCA policy, Management continues to pursue collection of these receivables via all avenues allowed by Washington State laws. In addition, the Association recordsand bills finance charges on receivables that are thirty days past due at 1% per month. At August 31, 2016, and December 31, 2015, the balance of receivables written off under this policy were respectively, $1,092,564 and $1,091,498.
Member Equity
Sudden Valley Community AssociationBalance Sheet
August 31, 2016
Operations
BOD Meeting 9/22/2016 Page 23
UNAUDITED
Operations
OperationsBetter / (Worse)
Spending Plan Reserves Operations
OperationsBetter / (Worse)
Spending Plan ReservesREVENUE
Dues and Assessment Income 126,126$ 7,937$ 117,936$ 930,709$ 26,494$ 939,349$ Golf Income 106,932 (3,768) - 594,032 (67,838) - Marina Income 2,535 2,535 - 107,068 (7,898) - Legal & Collections Income - - 4,147 - - 90,586 Other Income 45,867 41,117 8,347 134,935 96,936 13,774 Rental Income - Other 4,214 1,873 - 31,469 12,741 - Rental Income- Area Z 1,696 430 - 13,883 3,750 - Investment Income 13 (47) 37 135 (345) 1,695
Total Revenue 287,383$ 50,077$ 130,467$ 1,812,231$ 63,840$ 1,045,404$
EXPENSESSalaries & Benefits 101,853$ 2,208$ -$ 786,637$ 27,295$ -$ Contracted & Professional Services 42,187 (30,405) 4,865 164,485 (53,749) 67,282 CC&Rs/ Mandates 21,156 4,480 2,001 183,412 10,513 12,545 Maintenance & Landscaping 23,342 384 - 180,440 (9,943) - Utilities 20,434 (8,455) - 82,696 11,699 - Administrative 8,023 (1,353) - 84,222 (15,547) - Regulatory Compliance 3,026 2,574 - 62,562 (5,041) 2,719 Insurance Premiums 7,899 6 - 62,366 872 - Other Expenses - - - 569 430 - Capital Lease Interest Expense - - 315 - - 2,777 Depreciation Expense - - 67,879 - - 543,145
Total Expenses 227,920$ (30,561)$ 75,060$ 1,607,389$ (33,471)$ 628,468$
Net Income (Loss) 59,463$ 19,516$ 55,407$ 204,842$ 30,369$ 416,936$
Year to Date - 8 Months Ending 08/31/2016Current Month - August 2016
Sudden Valley Community AssociationIncome Statement Summary
BOD Meeting 9/22/2016 Page 24
Sudd
en V
alle
y Co
mm
unity
Ass
ocia
tion
Rese
rve
Cash
Bal
ance
& A
ctiv
ity8
Mon
ths A
ctua
l, 4
Mon
ths P
roje
cted
UN
AUDI
TED
CRRR
FRo
ads
Den
sity
Re
duct
ion
Mai
lbox
Em
erge
ncy
Ops
U
DR C
apita
l Res
erve
Ho
ldin
g Fu
nd
Tot
als
Net
Ava
ilabl
e Ca
sh 1
2/31
/201
51,
175,
067
1,29
4,23
6
14
6,83
3
4,42
2
350,
952
60
,565
-
3,03
2,07
5
Dues
Rec
eive
d35
3,10
6
484,
982
13
345
-
166,
707
12
,129
1,
017,
282
In
vest
men
t Inc
ome
606
82
1
64 1
159
44
1
1,69
6
Sale
of A
sset
s-
5,79
1
5,79
1
Lega
l Set
tlem
ent I
ncom
e22
,945
-
22,9
45
2016
Exp
endi
ture
s(5
14,8
16)
(330
,053
)
(1
,770
)
(66,
891)
- (9
13,5
30)
Net
Ava
ilabl
e Ca
sh a
t 08/
31/2
016
1,03
6,90
8
1,
449,
986
150,
931
4,
768
35
1,11
1
160,
425
12
,130
3,
166,
259
4 M
onth
Out
look
Out
look
- 20
16 D
ues (
90%
col
lect
ions
)16
1,81
2
219,
644
38
1,45
6
Out
look
- Pr
ior Y
ear C
olle
ctio
ns12
5
122
3
74 10
,988
11
,312
O
utlo
ok -
Oth
er C
ash
- -
Obl
igat
ed E
xpen
ses
(318
,710
)
(3
56,4
98)
(24,
865)
(700
,073
)
Miti
gatio
n As
signm
ent
(38,
273)
Net
Usa
ble
Cash
Bal
ance
12/
31/2
016
880,
135
1,
274,
981
150,
934
4,
842
35
1,11
1
146,
548
12
,130
2,
820,
681
Boar
d Re
com
men
ded
Carr
yove
r Bal
ance
(75
0,00
0)(5
00,0
00)
(1
,100
,000
)
Net
Usa
ble
Cash
12/
31/2
016,
Aft
er M
otio
ns13
0,13
577
4,98
1
150,
934
4,
842
35
1,11
1
146,
548
12
,130
1,
720,
681
Net
Cur
rent
Yea
r Cas
h In
crea
se (D
ecre
ase)
(294
,932
)
(19,
255)
4,10
1
420
15
9
85,9
83
12,1
30
(211
,394
)
BOD Meeting 9/22/2016 Page 25
Sudd
en V
alle
y Co
mm
unity
Ass
ocia
tion
Ope
ratio
ns -
By D
epar
tmen
tW
hole
$Au
gust
1, 2
016
to A
ugus
t 31,
201
6
CURR
ENT
MO
NTH
Actu
al
UN
AUD
ITED
Reve
nue
Actu
alSa
lary
/ B
enef
itsAc
tual
Oth
er E
xpN
etN
etAc
tual
Bett
er /
(Wor
se)
Sala
ryBe
tter
/ (W
orse
)O
ther
Bett
er /
(Wor
se)
Inco
me
/Be
tter
/ (W
orse
)D
epar
tmen
tRe
venu
eTh
an S
pend
ing
Plan
Bene
fits
Than
Spe
ndin
g Pl
anEx
pens
e *
Than
Spe
ndin
g Pl
an *
(Los
s) *
Than
Spe
ndin
g Pl
an*
ACC
/ Sec
urity
26,1
41$
25
,566
$
3,84
3$
493
$
34,3
51$
(12,
998)
$
(12,
053)
$
13
,061
$
Acco
untin
g4,
620
2,
954
11
,750
5,44
2
11,0
66
(6,7
35)
(1
8,19
6)
1,66
1
Adm
inist
ratio
n(1
,374
)
(1,5
08)
22
,856
(1,6
08)
6,
442
3,
155
(3
0,67
2)
39 Co
mm
on C
osts
15,8
50
13,4
15
- -
17,4
19
114
(1
,569
)
13
,529
Fa
cilit
ies
5,38
5
1,77
8
3,29
2
931
15
,076
(3
,140
)
(12,
983)
(4
31)
M
aint
enan
ce-
- 13
,512
(3,4
79)
8,
147
(4
,394
)
(21,
659)
(7
,873
)
Subt
otal
50,6
22
42,2
05
55,2
53
1,
779
92
,501
(2
3,99
8)
(97,
132)
19
,986
G
olf
106,
932
(3
,768
)
46,6
00
42
9
26,1
09
(1,9
44)
34
,223
(5
,283
)
Mar
ina
3,42
7
3,42
7
- -
1,90
2
(1,2
72)
1,
525
2,
155
Po
ols
276
27
6
- -
5,55
5
(5,5
55)
(5
,279
)
(5
,279
)
Subt
otal
161,
257
42
,140
10
1,85
3
2,
208
12
6,06
7
(3
2,76
9)
(66,
663)
11
,579
Ops
Due
s Ear
ned
130,
276
13
0,27
6
Curr
Yr B
ad D
ebts
Act
ivity
(4,1
50)
(4
,150
)
N
et O
ps D
ues
126,
126
7,
937
12
6,12
6
7,93
7
Net
Ope
ratio
ns28
7,38
3$
50
,077
$
101,
853
$
2,
208
$
126,
067
$
(32,
769)
$
59,4
63$
19,5
16$
YEAR
TO
DAT
E
Actu
al
UN
AUD
ITED
Reve
nue
Actu
alSa
lary
/ B
enef
itsAc
tual
Oth
er E
xpN
etN
etAc
tual
Bett
er /
(Wor
se)
Sala
ryBe
tter
/ (W
orse
)O
ther
Bett
er /
(Wor
se)
Inco
me
/Be
tter
/ (W
orse
)D
epar
tmen
tRe
venu
eTh
an S
pend
ing
Plan
Bene
fits
Than
Spe
ndin
g Pl
anEx
pens
e *
Than
Spe
ndin
g Pl
an *
(Los
s) *
Than
Spe
ndin
g Pl
an*
ACC
/ Se
curit
y60
,547
$
55,9
47$
32
,677
$
3,05
4$
18
8,88
7$
(2
0,02
6)$
(1
61,0
17)
$
38,9
75$
Ac
coun
ting
27,5
77
14,2
45
121,
223
23,9
24
66,4
15
(31,
735)
(1
60,0
61)
6,43
4
Adm
inis
trat
ion
5,83
9
4,77
2
167,
710
(719
)
89,8
81
(13,
223)
(2
51,7
52)
(9,1
70)
Co
mm
on C
osts
35,2
81
15,8
01
- -
150,
960
6,
557
(1
15,6
79)
22,3
58
Faci
litie
s42
,727
13
,866
27
,176
8,41
3
78,9
30
23,0
92
(63,
379)
45
,371
M
aint
enan
ce1,
248
1,
248
11
5,97
9
(1
8,01
3)
36,5
24
(10,
932)
(1
51,2
55)
(27,
697)
Su
btot
al17
3,21
9
105,
879
46
4,76
5
16
,659
61
1,59
7
(4
6,26
7)
(903
,143
)
76
,271
G
olf
594,
032
(6
7,83
8)
321,
872
10,6
36
189,
944
(427
)
82,2
16
(57,
629)
M
arin
a11
1,72
5
(3,2
41)
-
- 8,
233
(3
,093
)
103,
492
(6
,334
)
Pool
s2,
546
2,
546
-
- 10
,979
(1
0,97
9)
(8,4
33)
(8,4
33)
Su
btot
al88
1,52
2
37,3
46
786,
637
27,2
95
820,
753
(60,
766)
(7
25,8
68)
3,87
5
Ops
Due
s Ea
rned
1,00
4,74
5
1,00
4,74
5
Curr
Yr B
ad D
ebts
Act
ivity
(74,
035)
(7
4,03
5)
Net
Ops
Due
s93
0,71
0
26,4
94
930,
710
26
,494
Net
Ope
ratio
ns1,
812,
232
$
63,8
40$
78
6,63
7$
27,2
95$
82
0,75
3$
(6
0,76
6)$
20
4,84
2$
30,3
69$
* Ex
clud
es D
epre
ciat
ion
BOD Meeting 9/22/2016 Page 26
SUDDEN VALLEY Capital Request Memo
TO: Finance Committee Board of Directors
FROM: Mitch Waterman
DATE: September 14, 2016
TOPIC: Main Pool Pump Room Refurbishment Change Order 3 – Close out
Purpose: Requesting $335.10 project funding for close out of the project.
Background: Capital funding for repair and revitalization of the main pool pump and filter system was approved on 1/28/2016 in the amount of $50,000. The original estimate was a Rough Order of Magnitude estimate. Competitive bids were solicited from six mechanical contractors with multiple contractors walking the project site to develop their bid proposals. During contractor tours the 10’ pit was closely inspected which exposed more damage than previously identified which resulted in the majority of contractors declining to submit bids. Only one contractor returned a complete bid proposal.
On March 16, 2016 Change Order 1 was submitted and approved for $13,600. As project completion neared Change Order 2 authorized $1,000 funding for additional scope to repair power panel and outlets in the pump room. Final invoices came in totaling $64,636 which is $335.10 above authorization.
Request: Request close out funding of $335.10 to close out the project.
CRRRF Manager Recommendation: The Finance Committee recommends Board of Directors' approval of $335.10 from the CRRRF Capital Fund to finalize and close Pump Room Project Task Order 9839.
Board of Directors Approval:
Approved: 4 Disapproved: 0 Finance Committee.
Approved: Disapproved: SVCA Board of Directors.
BOD Meeting 9/22/2016 Page 27
9839 Main Pool Pump Room CRRRF
Approval Date Approved Amount $64,300.901/28/2016
Spent $64,636.23
Available Amount ($335.33)
CESCO
Deposit 4/1/2016 $30,286.15Deposit
183756B 6/9/2016 $115.79Final Payment
183756 6/9/2016 $32,527.35Final Payment
Summary for CESCO (3 detail records) $62,929.29
Lightning Electric6958 6/16/2016 $1,623.78Pool House Panel
Summary for Lightning Electric (1 detail record) $1,623.78
Security Solutions202199 3/18/2016 $83.16Security Locks
Summary for Security Solutions (1 detail record) $83.16
$64,636.23Grand Total
BOD Meeting 9/22/2016 Page 28
BOD Meeting 9/22/2016 Page 29
9/22/2016BOD Meeting Page 30
BOD Meeting 9/22/2016 Page 31
BOD Meeting 9/22/2016 Page 32
SUDDEN VALLEY Capital Request Memo
TO: Finance Committee/Board of Directors
FROM: Pug Edmonds, Finance Committee
DATE: September 15th, 2016
TOPIC: Request Capital – Change Order – Close Out
Purpose: Provide close-out funding for 2015 SVCA Environmental Permitting and Project Management Project task order utilized for response and initiation of new Capital projects.
Background: Wilson was provided with an on-call Project Management and Environmental Permitting Task Order (GL 9970) originally funded at $17,500. The Task Order funded on-Call Engineering support to address emergent demanding issues of Roads Capital Projects which required rapid-response technical evaluations to determine necessity and the path-forward options.
Request: The Finance Committee's Roads Capital Manager requests $1,983 be provided from the Roads Capital account to complete and close out the 2015 Project Management account.
Roads Capital Manager Recommendation: The finance committee recommends Board of Directors' approval of $1,983--which brings the original project total to $19,483--from the Roads Capital account to fund closing of the GL-9970 Task Order account.
Board of Directors Approval:
Approved: 4 Disapproved: 0 Finance Committee.
Approved: Disapproved: SVCA Board of Directors.
BOD Meeting 9/22/2016 Page 33
9970 Project Mgt Support ROADS
Approval Date Approved Amount $17,500.001/27/2015
Spent $19,482.80
Available Amount ($1,982.80)
Wilson:2015011
Wilson Engineering12121 3/21/2016 $6,181.50March Project Management
11941 12/31/2015 $100.00
11882 12/2/2015 $50.00
11757 10/19/2015 $150.00
11681 9/21/2015 $700.00
11676 8/24/2015 $1,225.00
11585 7/18/2015 $2,975.00
11515 6/22/2015 $2,225.00
11463 5/21/2015 $1,025.00
11378 4/20/2015 $1,125.00
11335 3/23/2015 $1,000.00
11246 2/23/2015 $350.00
11197 1/24/2015 $2,376.30
Summary for Wilson Engineering (13 detail records) $19,482.80
$19,482.80Grand Total
BOD Meeting 9/22/2016 Page 34
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BOD Meeting 9/22/2016 Page 48
SUDDEN VALLEY Capital Request Memo
TO:
FROM:
DATE:
TOPIC:
Finance Committee/Board of Directors
Pug Edmonds, Finance Committee
September 15th, 2016
2016/17 Project Managment Support
Purpose: Provide funding for 2016-7 SVCA Environmental Permitting and Project Management Project task order utilized for response and initiation of new Capital projects.
Background: In the past year, Wilson was provided with an on-call Project Management and Environmental Permitting Task Order (GL 9970) originally funded at $17,500. The Task Order funded on-Call Engineering support to address emergent demanding issues of Roads Capital Projects which required rapid response technical evaluations to determine necessity and path forward options.
Request: Finance Capital Manager requests $15,000 be provided from the Roads Capital account to fund a similar 2016-7 Project Management account.
Roads Manager Recommendation: The Finance Committee recommends Board of Directors' approval of $15,000 from the Roads Capital Fund to fund an on-call Project Management and Environmental Permitting Task Order for 2016-7.
Board of Directors Approval:
Approved: 4 Disapproved: 0 Finance Committee.
Approved: Disapproved: SVCA Board of Directors.
9/22/2016 Page 49BOD Meeting
Billing rates for work performed January 1-December 31, 2016:
Principal Engineer ........................................ $157 per hour
Senior Project Engineer ............................... $138 per hour
Project Engineer ........................................... $125 per hour
Engineer II .................................................... $114 per hour
Engineer I (EIT) ............................................. $104 per hour
GIS Analyst ..................................................... $98 per hour
Environmental Specialist ............................... $82 per hour
Senior CAD Design Technician ....................... $88 per hour
CAD Design Technician .................................. $77 per hour
Inspector ........................................................ $82 per hour
Clerical ............................................................ $72 per hour
Senior Professional Land Surveyor .............. $132 per hour
Hydrographer ............................................... $135 per hour
Professional Land Surveyor ......................... $124 per hour
Senior Survey Technician ............................. $102 per hour
Survey Technician .......................................... $79 per hour
GIS Mapping Technician .............................. $112 per hour
1-Person Survey Crew .................................. $124 per hour
2-Person Survey Crew .................................. $178 per hour
3-Person Survey Crew .................................. $220 per hour
3-D Scanning Survey Crew ........................... $220 per hour
Hydrographic Survey Crew ......................... $245 per hour*
Sub-consultants – reimbursed at cost plus 5%
Reimbursable direct expenses – reimbursed at cost plus 5% - include (but are not limited to) the following:
Project application fees and project permit fees
Publication of notices
Reproduction of drawings and construction documents
Postage and shipping
Direct expenses for travel, meals and lodging outside of Whatcom and Skagit Counties
Mileage at project-current IRS mileage rate
*Specialized Equipment Rental, at rental rate
BOD Meeting 9/22/2016 Page 50
Sudden Valley Community Association
Architectural Control CommitteeSeptember 1, 2016
9:00 AM
Sunset Room
Type of meeting:
Facilitators:
Committee Attendees:
Excused Absence:
ACC Coordinator:
Request and Plan Review
Curt Casey, Vice Chair
Jim Biles, Anne Mosness, Carol Trower, Jo Jean Kos, Deborah Wood,
Karen Borchert
Rich Bailey
Jessica Bazett
Attendees: Dennis Moore, Richard Waltke, Eric Trower, Karen Williams, Marcy Peete
Observers: Leslie McRoberts, Carol Houlton, John Gordon
Agenda Topics
Item No. 1 Approval of September 1, 2016 ACC Meeting Agenda
Item No. 2 Approval of August 18, 2016 ACC Meeting Minutes
Item No. 3 Approval of August 22, 2016 ACC Special Meeting Minutes
Item No. 4 Tree Subcommittee Report
Item No. 5 4 Bigleaf Lane (24/24) Gate 5- Exterior Alteration
Item No. 6 7 Louise View Drive (25/151) Gate 5- Extension
Item No. 7 8 Sunnyside Lane (29/57) Gate 9- Play Structure
Item No. 8 54 Windward Drive (21/4) Gate 1- Tree Removal
Item No. 9 54 Windward Drive (21/4) Gate 1- Exterior Alteration/ Deck
Item No. 10 10 Longshore Lane (21/81) Gate 1- Driveway/ Culvert
Item No. 11 Continuing Business
Item No. 12 New Business
Item No. 13 36 Little Strawberry Lane (3/103) Gate 3- Extension
Item – 1 Approval of September 1, 2016 ACC Meeting Agenda
Comments: Requests in packet.
Discussion:
Add 36 Little Strawberry Lane to Agenda as Item No. 13.
Action: Approve Moved by Jo Jean Kos, seconded by Jim Biles, approved unanimously.
BOD Meeting 9/22/2016 Page 51
Item – 2 Approval of August 18, 2016 ACC Meeting Minutes
Comments: Minutes included in packet.
Discussion:
Action: Approve Moved by Jim Biles, seconded by Jo Jean Kos, approved unanimously.
Item – 3 Approval of August 22, 2016 ACC Special Meeting Minutes
Comments: Minutes included in packet.
Discussion:
Action: Approve Moved by Jim Biles, seconded by Jo Jean Kos, approved 6-1.
Item – 4
A
B
C
D
E
F
Tree Subcommittee Report September 1, 2016: Sub-Committee Attendees
August 26, 2016- Rich Bailey, Anne Mosness
The Tree Subcommittee recommends the following:
7 Tumbling Water Drive (24/177) Gate 5-Trimming Approved as submitted,
fir tree approved as submitted, Additional bifurcated tree next to fir
approved as discussed with owner. Dead hemlock at rear of property near
stream, owner has talked to tree faller who suggests falling the tree to span
the stream similar to several others that nature has done. Hemlock referred
to SV, committee agrees with owner’s plan.
8 Sunnyside Lane (29/57) Gate 13- Approve as submitted.
36 Little Strawberry Lane (3/103) Gate 3- Approve as submitted, leave stump
for soil stabilization and replace tree with native vegetation.
34 Windward Drive (32/108) Gate 1-Approve as submitted, owner to replant
native vegetation.
5 Clear Lake Court (12/132) Gate 1-Deferred, tree referred to SV for
disposition. Trees in ROW and at opening to culvert.
21 Sunflower Circle (17/62) Gate 2- Approve as submitted, leave stump for
soil stabilization.
Comments: Request included in packet.
Discussion:
Action: Approve Moved by Curt Casey, seconded by Jo Jean Kos, approved unanimously.
Item – 5 4 Bigleaf Lane (24/24) Gate 5- Exterior Alteration
Comments:
Discussion:
Action: Approve Moved by Jo Jean Kos, seconded by Jim Biles, approved unanimously.
BOD Meeting 9/22/2016 Page 52
Item – 6 7 Louise View Drive (25/151) Gate 5- Extension
Comments
Discussion:
Action: Approve Moved by Anne Mosness, seconded by Jim Biles, approved unanimously.
Item – 7 8 Sunnyside Lane (29/57) Gate 9- Play Structure
Comments:
Discussion:
A motion was made to deny request and did not pass by a vote of 3-4
Approval pending owner to provide screening.
Action: Approve Moved by Anne Mosness, seconded by Karen Borchert, approved 4-3.
Item – 8 54 Windward Drive (21/4) Gate 1- Tree Removal
Comments:
Discussion:
Owner to refer to SV Staff for disposition of cherry tree located in SV Green Belt.
Cost of removal is at applicant’s expense.
Action: Approve Moved by Anne Mosness, seconded by Jo Jean Kos, approved unanimously
Item – 9 54 Windward Drive (21/4) Gate 1- Exterior Alteration/ Deck
Comments:
Discussion:
Action: Approve Moved by Jo Jean Kos, seconded by Anne Mosness, approved unanimously.
Item – 10 10 Longshore Lane (21/81) Gate 1- Driveway/ Culvert
Comments:
Discussion:
A motion was made to approve as submitted 4-3 and was rescinded unanimously due location of
culvert in ROW.
Approval pending proper permits and coordination with SV Maintenance Manager.
Action: Approve Moved by Anne Mosness, seconded by
Item – 11 Continuing Business
7 Grand View Lane (7/99) Gate 2- Removal/ Limbing of trees.
Comments:
Discussion: Results to be submitted to John Gordon to be discussed at compliance review.
Action: Defer
pending site visit Moved by Deborah Wood, seconded by Jim Biles, approved unanimously.
Item – 12 New Business
Remove Tree/Vegetation from Exterior Alteration form.
Comments:
Discussion:
Action: Item Accomplished. BOD Meeting 9/22/2016 Page 53
Item – 13 36 Little Strawberry Lane (3/103) Gate 3- Extension
Comments:
Discussion:
Action: Deny Moved by Anne Mosness, seconded by Jo Jean Kos, approved unanimously.
Carol Trower moved to adjourn at 10:15 am, seconded by Deborah Wood,
approved unanimously.
BOD Meeting 9/22/2016 Page 54
Sudden Valley Community Association
Architectural Control CommitteeSeptember 15, 2016
9:00 AM
Sunset Room
Type of meeting:
Facilitators:
Committee Attendees:
ACC Coordinator:
Request and Plan Review
Rich Bailey, Chair; Curt Casey, Vice Chair
Jim Biles, Jo Jea Kos, Carol Trower, Deborah Wood, Anne Mosness, Karen
Borchert
Jessica Bazett
BOD’s Attendees
Attendees:
None
None
Observers: Eric Trower
Agenda Topics
Item No. 1 Approval of September 15, 2016 ACC Meeting Agenda
Item No. 2 Approval of September 1, 2016 ACC Meeting Minutes
Item No. 3 Tree Subcommittee Report
Item No. 4 3 Appaloosa Court (24/208) Gate 5- Retaining Wall
Item No. 5 1 Misty Ridge Court (11/97) Gate 9- Wood Shed
Item No. 6 1 Misty Ridge Court (11/97) Gate 9- Egress Doors
Item No. 7 15 Hawks Hill Place (2/106) Gate 3- Fence
Item No. 8 36 Windward Drive (32/109) Gate 1- Storage Shed
Item No. 9 5 North Point Drive (12/78) Gate 1- Decorative Shutters
Item No. 10 Continuing Business- Bruce Bishop
Item No. 11 New Business
Item – 1 Approval of September 15, 2016 ACC Meeting Agenda
Comments: Requests in packet.
Discussion:
Action: Approve Moved by Rich Bailey, seconded by Deborah Wood, approved unanimously.
Item – 2 Approval of September 1, 2016 ACC Meeting Minutes
Comments: Minutes included in packet.
Discussion: Remove verbiage “additional” from Item 7.
Action: Approve Moved by Deborah Wood, seconded by Anne Mosness, approved unanimously
BOD Meeting 9/22/2016 Page 55
Item – 3
A
B
C
D
E
F
Tree Subcommittee Report September 15, 2016: Sub-Committee Attendees
September 9, 2016- Curt Casey, Jim Biles, Jo Jean Kos, Anne Mosness,
Deborah Wood
The Tree Subcommittee recommends the following:
6 Summer Bell Lane (14/146) Gate 13- Approved as submitted, leave stump to
preserve health of conjoined hemlock.
92 Polo Park Drive (8/54) Gate 9- Approved as submitted, leave stump for soil
stabilization.
144B Harbor View Drive (22/241) Gate 3- Approved as submitted, suggest
removing bifurcated cedar by deck instead of limbing.
67 Valley Crest Way (2/73) Gate 3- Approved as submitted.
30 Grand View Lane (7/33) Gate 2- Approved as submitted
23 Par Lane (35/11) Gate 1- Approved as submitted trees #1, #4, #6. Denied
trees #2, #3, #5, #7.
Comments: Request included in packet.
Discussion: Change verbiage “recommend” to “suggest” on Item 3 C.
Action: Approve Moved by Jim Biles, seconded by Deborah Wood, approved 5-0 w/ 3 abstentions.
Item – 4 3 Appaloosa Court (24/208) Gate 5- Retaining Wall
Comments:
Discussion: Resident to provide more definitive property line adjacent to roadway and plans as to
control of run-off. Possible change to center tier of retaining wall out of ditch line.
Action: Defer Moved by Jim Biles, seconded by Carol Trower, approved 7-1.
Item – 5 1 Misty Ridge Court (11/97) Gate 9- Wood Shed
Comments
Discussion:
Action: Deny Resident not in good standing, resubmit after resolution of this issue.
Item – 6 1 Misty Ridge Court (11/97) Gate 9- Egress Doors
Comments:
Discussion:
Action: Deny Resident not in good standing, resubmit after resolution of this issue.
BOD Meeting 9/22/2016 Page 56
Item – 7 15 Hawks Hill Place (2/106) Gate 3- Fence
Comments:
Discussion:
Action: Approve Moved by Jim Biles, seconded by Curt Casey, approved unanimously.
Item – 8 36 Windward Drive (32/109) Gate 1- Storage Shed
Comments:
Discussion:
Action: Approve Moved by Jo Jean, seconded by Curt Casey, approved unanimously.
Item – 9 5 North Point Drive (12/78) Gate 1- Decorative Shutters
Comments:
Discussion:
Action: Approve Moved by Anne Mosness, seconded by Curt Casey, approved unanimously.
Item – 10 Continuing Business- Bruce Bishop
Comments:
Discussion:
Develop a protocol, utilizing the Encroachment form, for work being performed in SV ROW to
be put into the ACC guidelines. Main concerns being proper culvert and parking area
installations and drainage and water shed adherence.
Action: Approve Moved by Curt Casey, seconded by Jo Jean Kos, approved unanimously.
Item – 11 New Business
Comments:
Discussion: Discussion of verbiage in policies concerning screening, play equipment, and other issues as
to visibility from street and neighbors. All agreed that the policies should be reviewed again and
wording to be refined to eliminate confusion.
Action: Closed Committee to review and comment back for discussion.
Anne Mosness moved to adjourn at 9:59 am, seconded by Deborah Wood, approved unanimously.
BOD Meeting 9/22/2016 Page 57
Sudden Valley Community Association Regular Meeting of the Communication Committee
Monday, August 1, 2016 6:00 - 7:30 PM in the Coffee Barn
MINUTES-v2
A. Call to Order 6:03B. Roll Call:
Chair: David Narsico Directors: Leslie McRoberts Members: Marlene Harlan (Absent), Mark Kienzle (Absent), Judy White, Larry Brown, Cheryl Taylor, Sommer Cronck, Mike D’Angelo SV Staff Liaison: Andrea Harig YMCA Liaison: Tish O’Keefe HAM Liaison: Deb Strong (Will no longer attend; Ben DeBoer is now ACES Representative) LIBRARY Liaison: Brian Hulsey (Absent)
C. Approval of Agenda – Motion by Mike D’Angelo, 2nd by Sommer Cronck - Approved by acclamation
D. Approval of Minutes: July 11, 2016 – Motion by Mike D’Angelo, 2nd by Larry Brown- Approved by
acclamation
E. AGENDA ITEMS
1. Communication Tools
SV FB Status – Group, not page – Sommer Cronck
* FB Page - Info only – Group – Discussions
* FB Page – Is to answer legitimate questions
Starting Tue, Aug 2nd, Admin will begin monitoring SV Page
We will welcome posts that are Relevant, Respectful, and Responsible
Sommer will provide updated guidelines
* FB Group:
Andrea to approve participants – Members & Residents welcome
Moderators are Leslie and Judy
Function/Goals of SVCA Social Media Options (DRAFT)- Judy White
Discussion re: a person repeatedly violating the rules may be removed from the Group
*SVCA-Related Facebook Pages & Groups (DRAFT - not for distribution) – Sommer will make minor
changes to her draft and re-submit
* SVCA Online Media overview – Sommer Cronck will provide presentation to the Communications
Committee – to change descriptive info on Groups
Website FAQ (Under Community Resources) – Judy White* Rewritten rules for Groups – Judy will ask Samantha for what was written at its origins (done bySommer)Motion made by Larry Brown, 2nd by Mike D’Angelo; approved by consensusMotion made by Sommer Cronck that offenders will be “discussed” via e-mail by moderators, 2nd byLarry – ApprovedSend updated FAQs to LisaFor next Communications Committee meeting, have a list of FAQsCheryl, Judy, Sommer, and Leslie to meet Mon, Aug 8th for FAQs* Questions should be monitored by Admin staff and answered by Admin staff
BOD Meeting 9/22/2016 Page 58
Board Meeting Info – Minutes from the Board meetings taken by Brent Lindquist will be sent to
Leslie McRoberts, then will be posted on-line the next day
2. Views Articles – for September
Real Estate Update – Sommer Cronck will write article
YMCA – Tish will do article on Child Care
Library – Mike will talk to Brian Hulsey
HOA – next Chapter – Larry Brown (not for the Views)
Budget for 2017 – Board Treasurer – Will provide Larson-Gross Audit article and financial data
Safety Fair – Save the date – Sat, Oct 15th – Norm Smith & Mike D’Angelo
MD Update - will be provided by staff
Maintenance Update - will be provided by staff
3. E-Blast Topics for August 17th – Have inputs to Andrea by EOB Friday, 12th
Volunteer Coordinators – We have a volunteer group - Use Volunteer Facebook Page (Jean Ross)
Sommer will contact both Tammy Woodin & Yvonne Weir (both conduits)
SV Clean Green Dates – Andrea will include on E-Blast and Firewise
Safety Fair – Oct 15th – Norm Smith/Mike D’Angelo to provide
Survey – Next survey will be on Amenities Usage – by Cheryl
Hard copies will e available at Admin Office
4. 2016 Events – Status
Funding for Events is in the 2017 Budget
SVCA AGM (2) Town Halls and (2) Candidate Forums (SVCA, Communication Committee)
Candidate Forums (Days/Dates/Times/Locations):
Sat Sept 24 10:00 – Noon Firehouse
Tue Sept 27 7:30 – 9:30 PM MPR
Format, procedures, and questions to be asked of the candidates. Suggestions include:
1) Each candidate present his/her bio, 2) Each candidate will be asked general question/s such as
“What is your vision for SVCA?” - The committee will determine those questions.
AGM Town Halls (Days/Dates/Times/Locations):
Sat Oct 1 2:00 – 4:00 PM Dance Barn
Tue Oct 4 7:30 – 9:30 PM MPR
David will submit article for the September Views
Safety Fair (Oct. 15) - EPC, Norm and Mike D’ – Article for both September and Oct Views
Will have a helicopter in the Rec Corridor for the Safety Fair
Halloween (Oct. 31) - YMCA - Tish
Arts and Crafts Fair (Nov. 19, SVCA Staff) – Will address at later meeting
Breakfast with Santa - Nothing in budget for this event; we will need to ask for donations
5. Community Outreach
Report from Larry - has been submitted to Leslie
LRPC – Cheryl – Sub-committee is in process of wrapping up
6. New Business
Streaming of Board Meetings – Do FB live – TABLED
F. September VIEWS Deadline for all display & classified ads, all articles: Noon, Tue, Aug 23
G. Next Meeting: Mon, Sept 12th, 2016 at 6:00 – 7:30 PM Coffee Barn
H. Adjourn 7:33
BOD Meeting 9/22/2016 Page 59
DOCUMENT REVIEW COMMITTEE MINUTES
CREEKSIDE
AUGUST 16TH, 2016 5:30
Call to order: 5:35
Attending: Carol Bauman (Chair), Carol Houlton, Grace Shaffner, Mike D’Angelo,
James Rorabaugh
Excused: Larry Brown, Lish Jamtaas
Agenda: Voted unanimously to post by-laws. Putting both the originals with errors and
the corrected version. Showing where the corrections were and what they were. Will
have this as a measure on AGM, but with only a paragraph describing where to find the
changes along with the originals on the web site.
Continued with policy work.
Adjourned: 7:01
BOD Meeting 9/22/2016 Page 60
MINUTES FOR DOCUMENT REVIEW August 19, 2016 Conference Room 10:00 AM
ATTENDING: Carol Bauman (Chair), Carol Houlton, Grace Shaffner, and Larry Brown
EXCUSED: Mike D’Angelo, James Rorabaugh, and Lish Jamtaas
CALL TO ORDER: 10:00 AM
AGENDA: Reviewed Bylaws.
ADJOURNED: 10:30 AM
BOD Meeting 9/22/2016 Page 61
DOCUMENT REVIEW COMMITTEE MINUTES
CREEKSIDE, AUGUST 30, 2016, 6:00PM
CALL TO ORDER: 6:00PM
ATTENDING: Carol Bauman (Chair), Carol Houlton, Mike D’Angello, Lish Jamaas,
James Rorabaugh, Grace Shaffner (excused) Larry Brown
Home Owner: Cheryl Taylor
NEW BUSINESS: Discussion and vote on amended policy on (rules and regulation) on
Solicitation. Changed from a policy to a rule and regulation. Mike moved and Carol
Houlton seconded. The vote was 5 for and 1 abstention (Carol Bauman).
Grace Shaffner will write it up as the Lawyer recommended, and have it for the next
Board work session on Sept 8th.
Went through all the policies except for the Finance Policies James has. Jennifer will
take a look at them.
Next meeting will be at the Creekside at 6:PM on Wednesday September 7th.
MEETING ADJOURNED: 7:06PM
BOD Meeting 9/22/2016 Page 62
MINUTES FOR DOCUMENT REVIEW September 7, 2016 Adult Center 6:00 PM
ATTENDING: Carol Bauman (Chair), Carol Houlton, James Rorabaugh, Mike D’Angelo, Lish Jamtaas, and Grace Shaffner
EXCUSED: Larry Brown
CALL TO ORDER: 6:00 PM
AGENDA: Reviewed Policies
ADJOURNED: 7:30 PM
BOD Meeting 9/22/2016 Page 63
N&E 9_6_16 Minutes
NOMINATIONS & ELECTIONS COMMITTEE MEETINGTUESDAY, September 6, 2016SUNSET ROOM-EL AGAVE
4:30 P.M.
MINUTES
Meeting was called to order at 4:30PM.
N&E Members present: Staff: Lisa LetchworthLinda Bradley, ChairTammy WoodinJoline AnzaloneMarcy Rekunyk
The candidate applications for the open positions on the Board, ACC and the N&E were collected.
It was announced at the beginning of the meeting that Cheryl Taylor had submitted her resignation to theN&E Committee.
Envelopes were opened and the candidate names were announced. Each application was verified andvetted by Staff against SVCA member records. All candidates were approved. Seventeen (17)candidates applied for the open positions. Ten (10) for the Board and seven (7) for the ACC. There wereno candidates for the N&E openings.
Names were sorted into two groups and the lottery for the ballot positions selected. Community memberClive Allen assisted the committee by drawing the names from the box.
The order is as follows:Board of Directors Architectural Control Committee 1. Sarah Holmstrom 1. Grace Shaffner2. Cameron Stewart 2. Noelle Holland3. Richard Waltke 3. Scott Allen4. Carol Bauman 4. Richard Waltke5. Brian Hardy 5. Stan Godek6. Alma Alexander Deckert 6. James Biles7. Carol Houlton 7. Richard Hart8. Larry Brown9. Eric Trower10. Cheryl Taylor
The committee reviewed the draft measures to prepare the AGM booklet for printing. Our correctionsand edits will be given to Lisa tomorrow to edit the booklet.
Tentative scheduled next meeting: October 10, 2016 in the Loft 7:00PM.N&E Manual attorney edit review.Adjourned: 6:48 PM
Respectfully submitted,
Tammy Woodin, SecretaryNominations and Election Committee
BOD Meeting 9/22/2016 Page 64