IV. CLOSED SESSION PERSONNEL VOTING AS...

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


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.


• 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


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


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


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


Canoe/Kayak Storage Rented

Canoe/Kayak Storage Available Canoe/Kayak Storage Rented


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


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


$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


Cart Revenue - 2016Planned Cart Revenue Actual Cart Revenue Lease Payment /40 Carts


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


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.


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


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


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


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


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.


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


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


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.


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.


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


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


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


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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.


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



9/22/2016BOD Meeting Page 30




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.





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

















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.




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



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


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.


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


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.


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.


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


Discussion: Remove verbiage “additional” from Item 7.

Action: Approve Moved by Deborah Wood, seconded by Anne Mosness, approved unanimously


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.


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.


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


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


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


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


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


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


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


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