SRA Board of
Directors
July 22, 2010
(rescheduled from July 27, 2010)
CALL TO ORDER:
The meeting was called to order at 3:00 p.m.
CONFIRMATION OF QUORUM:
Eight of nine members were present, therefore a quorum was established. Those
present: Paul 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:
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.
