Draft January Board meeting minutes

Draft

Lake Tyee Board Meeting Minutes

Saturday, January 23, 2010 at 10 a.m.

Lake Tyee Manager’s Office

Called to order at 10:35 a.m. by Peter Coates

Board Members Present: Peter Coates (PC), Janet Legg (JL), Janet Walsh JW), Michael Bansemer (MB) and Allen Ward (AW)

Board Members Absent:   Paula Ratcliff

Additional Attendees:   Marlene Lounsberry (ML) of CDC Management

Agenda:   Motion to approve January 23, 2010 Agenda (JW motioned, 2^nd JL) (MSC all).

PC announced that the Board will have an executive session today to discuss legal issue

Approval of Minutes:   Motion to approve December 19, 2009 Board Meeting Minutes as amended (JW motioned, 2^nd JL) (MSC all).  Motion to approve December 19, 2009 Executive Session Minutes (JW motioned, 2^nd AW) (MSC all) .   Motion to approve January 7, 2010 Special Board Meeting Minutes (AW  Motioned, 2^nd  JW) (MSC all).  

Manager’s Report: (CDC submitted a report of action items and a financial narrative (attached):

·       First manager/lot owner meeting was held January 10th. 

·       Audit Draft has been received for review.

·       Quit Claim Requests received from lot owners.  Information received from the attorney.  Ledgers are attached.

·       Summit Bank Change of address needs to be completed.   Need to resubmit signature cards for the Operating and Reserve accounts.   Recommends that bank statements should go directly to CDC.

·       Work Camper – summary provided.   Plan to submit blanket application by February 10^th for security, pool, administrative assistants.   Need to establish which lots to provide Work Campers which include all utilities (full hookups) using reciprocal lots or Tyee owned lots.

·       Electricity billing cycle needs to be decided - bi-monthly or continue being mailed monthly.

·       Playground equipment needs to be replaced due to unsafe conditions.   Does not meet playground regulations.

·       Special Assessment mailer was mailed.

·       Copying of Board packets discussed.   Treasurer to receive hard copies.

·       ML recommended writing off old bad debt on lots that may be deemed uncollectible.

Treasurer’s report for December, 2009 (JL):

·      General Operating Account balance:   $167,745.15

·      Accounts Payable:   $20,939.27

·      Prepaid Assessments:   $23,428.47

·      Bank Loan on Mobile:   $30,116.47

·      $295,439.10 is due to Reserves from Operating and $226,394.24    due to Operating from Reserves (these were balance forward entry corrections made when the three sets of 2008 books were reconciled into one).   The difference of $69,044.86 is what Operations owes Reserves except that as of 12/31/2008.

·      Replacement Reserves – Maintenance Reserve account balance:   $148,170.48

·      Assessments Receivable:   $243,782.61

·      Delinquent Accounts:   91 accounts at the attorney;  89 have liens filed

·      Major Expense Items of note for December:   Year-end labor was $15,364 less than budgeted.   Year end maintenance expenses were $15,158 more than budgeted.

·      PC asked the Treasurer and Budget Committee to review and make recommendations regarding possible write-offs of old bad debt on lots which could be deemed uncollectible.  

·      Accruals:   JL requested that CDC accrue all 2009 outstanding invoices to be paid out of 2009 funds. 

·      Recommended adding to Agenda a review of the draft 2008 Audit under New Business.

Committee Reports:

Electrical Upgrade Project Committee:   Meeting scheduled February 6, 2010 to vote on the Special Assessment for the electrical upgrade project.   AW reported that a meeting is scheduled Friday, January 29, 2010 in the Lake Tyee office to discuss the upgrade current plan and alternatives

Recreation & Social Committee:   Barb Thibert reported that a Bingo license will not be required because Tyee is a private club (no public attendees) and does not exceed $5,000 in proceeds during the year.    Annual Calendar of events will be posted on the website for the entire year. 

Grounds & Maintenance Committee:    PC will call for a meeting of the committee and JW or Bill Aldrich will notify members.     Work Campers and lots owned by Lake Tyee need update.   Proposed meeting for February 13^th.

Building and Covenant Committee:     New board liaison needs to be named.   Two board members required.   Paula will remain Board Liaison.    PC volunteered to be the other board liaison.   ML suggested that the committee create a building permit application form;  ML will provide a list of recommendations to the Board for form creation.  

Budget and Finance Committee:   Barb Thibert provided the following four schedules and comments on each (see attached):   2009 Operating Income and Expenses; Statement of Reserve and Liquidity analysis;  AR analysis;  and Invoices from Waste Management).    

·                  Committee recommends that the Board approve an allocation adjustment to move $4,535 from Unallocated to Electrical System Repairs

·                  2.7% overspent over 2009 budget

·                  Reported 99 lots have balances between $200-$400, indicating they have only paid part of the special assessment to date

·                  Waste Management monthly fee invoices have not been reduced to winter rates and needs review

·                  Accruals are needed for 2009  expenses

·                  Schedule needed for reserve study

·                  Recommend not to write-off bad debt (need to know all associated costs at time of foreclosure).

·                  $15,000 from 2008 needs to be removed from operating to reserve

·                  Bi-monthly billing needs more investigation prior to changing monthly billing

Unfinished Business:

Audit of 2008:   The draft 2008 Audit has been received.   Letter Of Representations needs signatures and mailing to CPA company of Cagianut & Company  in order to receive final 2008 audit.

Audit Engagement Letter for 2009:   Letter of engagement obtained;  needs signature by President to initiate 2009 audit.  Discussion to obtain 3 bids occurred with decision to continue with the same CPA company.      Motion made to engage the CPA company of Cagianut & Company  to conduct the 2009 Audit (motioned JL/ AW  2^nd )  (MSC) .   

Electrical Upgrade Special Assessment:   AW reports that there is a meeting scheduled Friday, January 29, 2010 to discuss current project plans and alternatives.    Will proceed with meeting and vote on February 6, 2010.

Interest Rate on Mobile:   JL reports that Summit Bank has agreed to reduce the manager’s trailer loan from 10.5% to 8% and has been sent accounting documents by CDC Management as requested.

Quit Claim in Lieu of Foreclosure:   Attorney opinion letter received in response to details requested on quit claim deeds.   JW will obtain quit claim forms and investigate further.

Web Page:    Colleen McKnight suggested a website sub-committee be formed including the Board and lot owners.    Website Policies  “For sale by lot owner” Policy #12 and Privacy Policy #13 were provided to the board for review and were tabled until February board meeting.  

Bi-monthly electrical Billing:   Motion made to rescind the bi-monthly billing and continue to bill lot owners monthly (Motioned JL/MB 2^nd)  (MSC all) .

Work Campers:   February 10^TH is deadline for providing advertisement.   Need to identify which lots (all with full utilities) will be needed and utilized.  2 reciprocal lots identified for Work Campers as well as lake tyee owned lots for sale. 

Covenants:   AW reports no meeting of this committee has occurred recently but will be scheduled soon.   AW spoke with Ed Forshee of Lands West who suggested a meeting with the attorney for Skagit county to discuss the 1996 covenants which were never adopted due to oversight, We need to explain to the attorney that for some time the 1996 covenants are what is being handed out by the title company to new land owners and get him to sign off on them.  Ed agreed that he would be willing to sign any necessary documents required by the attorney.

NEW BUSINESS:

Visa Rate:   Reduced user fees investigated by Jean Johnson, but no report received.  JL will further investigate. 

Petition to remove Board:   Original Petition For Removal and Replacement of the Board Of Directors was received by the board and recorded in minutes.   Meeting to vote scheduled for February 6, 2010.

Transfer of funds in Reserves:   Motion made to transfer $4,535 from the Unallocated Reserves into the Electrical System Repairs Reserves.     (Motioned JW/AW 2^nd)  (MSC all).

Establish Sub-Committee:   Motion made to establish a communications sub-committee that will make recommendations to the board for the webpage and communications to the membership.  (Motioned AW/JW 2^nd) (MSC all). 

Next Month’s meeting:   February 27, 2010

Meeting adjourned at :  1:22 p.m. for Executive Session

Meeting reconvened at:  2:55 p.m.

Motion made to fill the vacant Board Position (Motioned MB/AW 2^nd).    Unanimously failed.  

Motion made to accept four lots quit claim deeded back to Lake Tyee in lieu of outstanding balance amounts owed. (Motioned JW /2^nd  AW ) .   After discussion, the motion was amended to read:   Motion made to authorize Janet Walsh to investigate and to execute quit claim deeds for four lots in lieu of payment.   (JA/AW) (MSC) approved as amended.  

Don Miller, Lot  1-A-47 balance $462.58

Wayne Cattoni, 2-C-89, balance $689.52

Cameron Parkin, 1-A-46, balance $490.11

Huguette Cote, 2-A-72, balance $36.03

Marlene will contact the lot owners to tell them we accept their offer to quit claim the property to come to the office to complete the quit claim document.

Meeting Adjourned:   3:22 p.m.

Janet Legg

Acting Secretary to the Board of Directors

Official December Board meeting minutes

• Ballot Recount completed on 12/18/2009:  2010 Ballot Ratification 174 yes and 388 no – passed

Lake Tyee Board Meeting Minutes

Saturday, November 14, 2009 at 9 a.m.

Lake Tyee Manager’s Office 

Called to order at 9 a.m. by Janet Walsh 

Board Members Present:  Janet Walsh (JW), Janet Legg (JL), Paula Ratcliff (PR) and Allen Ward

                                            (AW)

Absent: Peter Coates and Jean Johnson

Additional Attendees:  Marlene Lounsberry (ML) of CDC 

Additions to Agenda:  Collen McKnight re: website 

JW announced that an executive session would commence after adjournment of today’s board meeting to discuss legal issues. 

Approval of Minutes:  October 24, 2009 (PR motioned, 2d JL) to approve minutes (MSC all); October 24, 2009 Executive Session (JW motioned, 2d PR) to approve minutes (MSC all). 

Manager’s Report: CDC submitted a report of action items and a financial narrative (attached). 

• Recent break-ins mainly to sheds.
• Board members who wish to review rental agreement of mobile home may do so in office.
• Free sandbags (2500) available for Meadow lot owners to place around their structures.  No sandbagging allowed along bank of creek.  Permit is required before culvert is installed. 
• Electrical upgrade completed in 2C area.  Letters were sent to lot owners who were not in compliance with the September 30^th cut-over date.  It was decided not to send a second letter.  

Pat stated the inspectors will inspect the secondary in two weeks. Anyone not in compliance will not be able to hook up to new system as their boxes will be locked.   PR suggested that those lots who have had locks put on their boxes be checked to be sure no one has hooked up to the new system illegally.  ML agreed to do so and Pat will supply her with a list.

• Site inspection was completed and 56 total violation letters will be sent out.  Out of those, nine had some form of a collapsed structure on them.  Pictures of the collapses available in the office.  One lot owner has a personal hardship and ML feels this would be a great opportunity for volunteers to go out and clean up the lot.  ML will contact Colleen to put this and other volunteer projects on the website.
• Quit Claim Process:  she is still waiting to hear back from the attorney.
• Power Grant:  available but we need to show that our project improves efficiency.  Pat contacted North Sky and they are drafting a letter for us.
• Emails and phone log available in the office showing feedback from lot owners.
• Would like a 6-month building moratorium until Covenant issues are resolved.  She believes we need an enforceable building process in place before anymore building is allowed.  Covenants are currently in the hands of the attorneys.  Goth & DeWalt recommends a Property Law or Development Attorney (possibly Vince Pillis) be contacted.  ML will contact him about his fees and email the board.
• Employee training completed last week and expectations given to conserve where they can.
• Looking at alternative energy-efficient lighting options as some of the light stands are ready to fall over.

Treasurer’s Report for October, 2009 (ML for JL):

• General Operating Account balance:  $36,267.47
• Accounts Payable:  $21,975.97
• $295,439.10 due to Reserve from Operating  and $226,394.24 due to Operating from Reserve

(these were balance forward entry corrections made when the three sets of 2008 books were reconciled into one).  The difference of $69,044.86 is what Operation owes Reserve except that as of 12/31/2008 there were still about $38,000 unpaid from the 2008 receivables.  Some may have been paid in 2009 but some may still be delinquent.  Barb reported that this was due to the 2008 electrical special assessment.  The monies were not deposited into the Reserve account but in the Operating account.  When the electrical was paid for, it was paid out of the Operating account but there was a surplus between the amount assessed and the final expense which is about $70,000.  That money needs to be moved from Operation to Reserve.  In 2009, we funded Reserves as if 100% of the people paid.  The reason is that we have a contractual obligation to pay the vendor.  So even though the total amount wasn’t collected in 2008, the total amount should be moved to fund the Reserve.  The Board cannot transfer the money into Reserve at this time because we don’t have it.  As the $400 assessments are paid, possibly by the end of December, we can transfer the money into Reserve. 

• an email from the attorney was received with an update of the delinquent accounts.  She will forward to the Board.
• ML asked the Board if CDC can give Barb a complete financial package electronically.

(JL motioned, AW 2d) allowing CDC to electronically send to Barb a complete financial package (MSC all).   

Committee Reports 

     Electrical Project Update (Pat Sweeney)

     Pat met with Potelco yesterday and there will be two transformers that need to be palletized and  

     stored somewhere out of the weather.

     Recreation and Social (Angel Hanson)

     Barb reported there were about 100 people at the Halloween party.  Planning is underway for the 

     New Year’s Eve party but consideration for our electrical situation will need to be taken into

     account.

     Grounds and Maintenance:  no report   

     Building & Covenant:  no report

     Budget & Finance (Barb Thibert)

• Annual Operating Assessment:  will contact CDC about the difference
• Late Charges:  $22,520 has been billed thus far this year, however, it is probably not all collectible due to delinquencies
• Total Salaries & Wages: we have spent 80% of this budget so far and will likely use the balance available by year’s end.
• Legal Collection Attorney Fees:  spent $23,382 in attorney fees so far due to collection process.  Of that, $9000 was spent just in the month of October.  These fees will get billed back to the lot owners.
• Road Repair & Maintenance:  $3,125 was for work done on Tillamook and gravel
• Equipment Repair & Maintenance:  $12,392 spent although $5,000 was budgeted
• Operating Net Loss:  Expecting to be over-budget $55,063 by end of year.
• Accounts Receivable:  improvement from September to October.  Eleven lots have paid something to remove them from the greater than 90 days balance. 
• Lots with a credit balance rose from $12,038 in September to $52,181 in October mainly due to lot owners paying $400 assessment in full.  This allowed us to pay our bills and not pay late fees or finance charges.
• Statement of Reserves:  Due to unforeseen electrical system repairs there will be a negative $20,123 in reserves.  JW made a motion to reallocate $25,000 from the Lake Reserve to Electrical Project Reserve (PR 2d, MSC all).
• PR made a motion to move $50,000 out of Unallocated Reserve to Electrical Project Reserve and as the money from 2010 is collected, would go back into Unallocated (JW 2d , MSC all).
• Operations Cash Flow Projection:  collected more money and paid out less primarily because of the nearly 100 lot owners paid the $400 assessment in full.

Meeting adjourned at 10 a.m. for Lot Owner meeting in clubhouse.  Board meeting reconvened at 1:30. 

Unfinished Business 

Website Design:  Colleen asked to post lots for sale on the website.  JW advised the following stipulations:  1)  at no time will the Lake Tyee Business Office facilitate the showing of the property or allow gate access to anyone looking at those lots  2) lot owners will be 100% responsible for showing their lots 3) site will show lot number with a short description, price and contact number only.  4) lot owners need to know that if they choose to post their property, the moment anyone contacts the Business Office regarding it, their post will be removed. 

Colleen will post a disclaimer stating:  1) the lot owner must meet their prospective buyer at the gate

2) only the lot owner can let them in the gate  3) lot owner is to stay with the prospective buyer the entire time and then escort them out through the gate.  She will get Board approval prior to posting the disclaimer.  Pictures of property will not be posted on the site.  It was decided that the issue needs to be discussed further and this will be put on next month’s agenda.  A policy statement is being worked on by Paula and Colleen.  It will be put on December’s agenda to be voted on.  

Lot owners want to know what the weather and temperature is at Lake Tyee, not just the temperature in Concrete.  Colleen will ask Wendy if she will submit this information on a volunteer basis. 

Colleen will email the cost (about $200) of the website for the next year to CDC and it needs to be paid by December 18. 

Colleen was advised not to edit approved board minutes; they need to be posted as they are.   

Grading and Fill Permits:  PR contacted Skagit County, grading and fill permits are required and are available online.  ML will include this information in building permit process.  JW made a motion to suspend approval of future building permits until April 1, 2010 with CDC’s guarantee that they will have a revised building permit application process approved by that time.  After discussion, the motion was amended and the date from April 1 to March 1, 2010. (JL 2d the amendment, MSC all) 

Comfort Stations:  PR was advised by Skagit County that unless the plat map specifies that we are required to keep 16 comfort stations, we are not obligated to do so (it is usually written around the edge of the map.  Plat maps that were looked at this morning showed no information regarding this.  ML will check with the Health Department to see if there is a requirement, based on population, of the number of comfort stations we need to have.  JW will go to the County Planning Department and look at the original plat map and review it with someone there to determine if there is a stipulation about the number of comfort stations we have to keep perpetually. 

Covenants:  ML volunteered to go to the County and get copies of all the documents.  Dan from Lands West advised us that two years ago Ed was told by the County that the documents were not just Covenants but Plat Restrictions.  To change them requires a 100% vote to do so because when someone buys into Lake Tyee, they are not just to abide by the Covenants but be protected by them as well.  Ed will be back this summer and will probably be willing to talk to the Board about it again.

ML advised the Board that you can take as long as you need to get the 100% by going door-to-door, lot-to-lot, etc. 

Mobile Interest Rate:  JL advised our loan interest rate is 10.5%.  The loan officer didn’t think rate could be lowered unless we refinanced but he is checking into it and is to contact JL next week with an answer. 

Vacant Board Positions:  ML will advise lot owners that the Board is still considering applicants and that is not too late to apply.  This will be posted on website, email, on gates and restrooms.  ML will send a thank you letter to the lot owner who applied but can’t make meetings.  ML will contact Ron Harczo to meet with the Board in Executive Session after next month’s Board meeting. 

CDC Contract Renegotiations:  Board will continue to email each another.  This will be discussed in December’s Executive Session.  AW will contact Ed Forshee for any recommendations he may have because he has written many of these types of contracts. 

Member In Good Standing:  ML contacted Goth & DeWalt and after reading our Bylaws a lot owner does not have to have a hearing if it is just a dues assessment or delinquency.  If anything on their account is delinquent, a hearing is not needed to have their member-in-good-standing status be rescinded.  If they are in violation of a rule or guideline, then they must have a hearing in order for their member-in-good-standing status to be revoked.  Marlene also stated the attorney advised that the general rule for delinquency is 30 days.  He is sending the above to Anita via email and then she will forward it to the Board.  Barb mentioned that the previous Board had agreed that even though a bill is due on the 15^th, it doesn’t become delinquent until the 30^th of the month.  We should know by December 1^st who is delinquent but because of CDC’s process of posting the accounts, it will probably be closer to the 12th.  ML will run an accurate delinquency report dated December 11 at 5 p.m. Every payment that has been posted will be on the report.  However, if a payment is in a lock box in Sacramento, we have no way of knowing that.  If a lot owner comes to the meeting with check in hand, we cannot accept it as it has to be turned over to the attorney.  A lot owner’s key is not turned off until their balance owing is $300.  BT advised the amount of $300 was chosen because it is just shy of two months dues.  If it was set any lower, it could cause problems because it may be a timing issue of CDC’s processing of the payment.  Barb asked if ML could ask the attorney if we could put a deadline date that is prior to the date of a future vote such as November 30^th or December 5^th. 

Reciprocal Lot:  JW wanted to clarify the proposal that Anita had made and whether or not it needs to be agreed upon formally.  ML will contact Anita because an employee is now living in the RV.

ML will include the findings in her Manager’s Report next month. 

Quit Claim:  ML is waiting for the attorney to get back to her.  JW would like to include in that process the fee for a title search.  Dan advised the cost is approximately $250.  JW suggested the Board needs to determine if Lake Tyee or the lot owner would pay for the title search.  Barb advised us that Ed had contacted her about lot owners who may want to Quit Claim their property to Lands West.  Barb is concerned because time is of the essence for a process to be in place.  If lot owners choose to do Quit Claim to Lands West then we will lose the assessment because a lien will not be put on those properties until the vote on December 12th.  Lands West does not pay assessments and if they hold title, we lose that money.  However, any money owed to Lake Tyee at the time of the Quit Claim will be paid to Lake Tyee.  Lands West currently does their own title searches by checking Skagit County records for registered liens and will check the home property as well.  If none are found, they are fairly confident there aren’t any.  They then check with Lake Tyee to see if anything is owed.  As JL pointed out, there may be liens on property that the lot owner isn’t even aware of.  JL contacted a title company and explained what was going on and they told her that we need to go through an attorney for advice.  JL believes we need to just pay the $250 per lot for a title search, otherwise, the lot owner will probably Quit Claim it elsewhere. 

JW advised ML that if she gets any serious Quit Claim offers between now and the vote, that she is to advise the Board immediately and it would probably be worth our while to pay the $250 for the title search and get the property back.  Barb suggested a document be available for the lot owner to sign that if they should change their mind about Quit Claiming property, that they will reimburse us the $250 title search fee. 

Budget & Finance continued

At the December 12^th Budget Ratification Meeting Barb will present to the lot owners:

• the 2010 Budget process by the committee
• present documentation of all the communication with the lot owners regarding the finances
• Pat Sweeney’s Electrical Project Presentation if he wants to do it again or we can email it to those who want it.  Barb will ask him about this.
• will go over the more expensive costs such as payroll, CDC management, office expenses
• Reserves and Reserve Study
• collection costs and credit card fees
• maintenance projects that ML wants to tackle in 2010 such as culverts, pit, trees, etc.
• Future needs that ML knows of beyond 2010 such as a building replacement, dustless, etc.
• Electricity Project and why it is not included in the 2010 Budget

Barb asks that we reevaluate whether or not we need to bill on a monthly basis for electricity.  JW suggested now that we’ve paid for common area electricity for a year, isn’t it possible to project what they will owe and bill quarterly to save in billing costs.  The largest electrical bill last year was $15,000 so even if we had to add an extra billing to cover a large cost like that, we would still be saving money.  JW suggested that meters could be read bi-monthly instead of monthly as well.

ML advised that the meters can be read in a day and a half…except if there is snow on the ground.

Barb will do some analysis on this and email it to the Board.  She also wants to look at a third-party electronic billing service in the future. 

New Business - none

Board Meetings:  December 12^th Budget Ratification Meeting and December 19^th Board Meeting

Meeting adjourned at 3:03 p.m. by AW to go into Executive Session. 
 

Paula Ratcliff

Board Secretary

Lake Tyee Board Meeting Minutes

Saturday, October 24, 2009 at 9 a.m.

Lake Tyee Manager’s Office 

Called to order at 9:10 a.m. by Peter Coates 

Board Members Present:  Peter Coates (PC), Janet Walsh (JW), Janet Legg (JL),

Paula Ratcliff (PR)

Absent:  Jean Johnson (JJ)  Jean joined meeting at 9:30.

Additional Attendees:  Marlene Lounsberry (ML) of CDC 

Additions to Agenda:  None, however, Peter requested Barb give the Budget & Finance Committee Report at this time.   

Budget & Finance Committee Report:  Barb handed out a new report that will be generated by CDC on a monthly basis showing the status of lots with balances owing over 90 days and the status of each (attached). AR Risk Report reviewed and attached.  Peter announced that the 2009 Electrical Project cost was lowered from $201,252 to $185,999.05. 

Approval of Minutes:  August 22, 2009 Executive Board Meeting Minutes (JW motioned, 2nd JJ) to approve minutes (MSC all); September 26, 2009 Board Meeting Minutes (JJ motioned, 2nd JW) to approve minutes (MSC all).

Manager’s Report: CDC submitted a report of action items and a financial narrative (attached). 

      Storm Damage:  power out in most of the park and a tree fell on trailer at 2C63 last night.

Removal of Danger Trees:  Randy from Safety Tree Service bid $1600/day and probably 2 ½ days to complete work.  Peter advised money to pay for removal of trees can come out of general reserves.  Paula asked Marlene to find out what it would cost to renew Randy’s arborist license.  Others want to bid for the work but they need to be bonded and a contract established with them that outlines their clean-up practices.

Hearing Meetings for Violations:  Paula asked Marlene if the violation letter CDC sends out to lot owners already has the information on them regarding the date of a hearing?  Marlene advised that to be correct.

Bank Signature Cards:  Signed by Peter Coates, Janet Walsh, Janet Legg and Paula Ratcliff

Fish Ladder:  permit to do so lapsed but will renew.

Permanent Structure:  Marlene is getting conflicting reports from L & I regarding what they deem to be permanent structures.  This is still being looked into.

Septic Tanks:  powdered detergent is being found in septic tanks.  Marlene requested maintenance to determine what lots use that particular septic tank and letters sent out to them.  Paula advised this info should be in Welcome Packet as well.  Evidently, Janet Legg is updating the packet for new lot owners.

Protocol for Emergencies (power, water, electric):  contact Tammy Smith > she contacts Marlene > she contacts Peter. 

Road to upper park:  will be closed at first snow.  Notification will be on website and in billing packet.  Peter also stated that lot owners be notified in the next billing that we will do our best to clear primary roads of snow.

Primary Focus for Fall and Winter:  ditches, drainage and roads.

Property Tours:  Peter advised that he, Doug and Marlene tour Lake Tyee each week and would like anyone from the Board or Grounds & Maintenance Committee to join them.

Upgrades on Electrical Project: turned on yesterday.  Some lot owners have not upgraded yet. 

Old Business

Website Design:  Colleen provided the Board with various ideas for our website.  She is going to try to get the Lake Tyee logo back on the homepage.  She would like electrical updates from Pat Sweeney and suggests the Board look at Black Mountain site.  It was agreed to allow lot owner notes be used to create a Question & Answer page.  Notes will not be posted but frequently asked questions along with answers from the Board will be.  Colleen will use her discretion on this and will run any questionable issue by the Board first.  Anita suggested that if she has not received a reply from the Board that it is okay to post after 24 hours.  Opportunities for volunteers will fall under the Grounds & Maintenance Committee.  They will put together project-specific volunteer opportunities with dates for Colleen.  Dan from LandsWest approved a laketyee.com.  Anita to provide links for RCW 64.38 and RCW 24.03 

Board Meeting adjourned at 9:55 a.m. for Lot Owner Meeting and subsequent Executive Session to discuss legal issues.  Board reconvened in regular session at 1:45 p.m. 

Committee Reports

Treasurer’s Report for September, 2009 (Janet Legg): 

      General Operating Account Balance:

           Accounts Receivable $44,758

           Accounts Payable $28,000 

      Replacement Reserves $336,894 ($29,000 not transferred to reserves in September)

      Assessment Receivables $165,000

      Delinquent Accounts  160 lots delinquent over 90 days for a total of $154,000.00 

(JL) advised Board there is enough money in reserves to cover electrical expenses to date.   

Peter spoke to Pat Sweeney who advised him significant Potelco bills will be due early November and early December for electrical.  Marlene advised the October Potelco bill for $185,999 will be paid in November.  Current electrical:  $280,000 for upper park, $100,000 west side of lake, $25,000 east side of lake.  Total $365,000  (money to pay for these is coming from $400 assessment).  Board can transfer from one reserve to another reserve.  Anita advised the park cannot be closed down because it belongs to the lot owners.  Attorney needs to be asked about the possibility on Monday. 

Old Business continued

Decisions made by Board regarding the 2010 Budget:

• Line item #82 needs to be addressed.  Janet Legg will send info to Board on Monday.
• Lot owners are requested to submit their questions to the office so the Board is prepared to answer them at the Budget Ratification meeting.  The meeting will be held on December 12th.  Sign-in begins at 9 a.m. and the meeting to start promptly at 10 a.m. in the clubhouse.

This is to be posted on website and put in correspondence to lot owners to be mailed out.

• The Board agreed there to be no other changes to proposed 2010 budget.  (PC) Motion to accept, (JW) 2nd,  MSC all.

Decisions made by Board regarding the 2010 Detailed Budget & Summary Reports:

•  
  • Operating Budget Income > Annual Operating Assessment > 2009 Annual Budget >

                  add total amount of assessment to $688,900

•  
  • Delete September 2009 YTD column
  • Move “Total 2010 Annual Dues” to bottom of page
  • The Operating and Reserve Budget Summary reports and ballot will be mailed out to lot owners this week.  If a lot owner desires a copy of the detail budget, it can be emailed, mailed
  • Janet Legg to advise Barb of changes to be made and to have Barb provide Marlene with amended reports.  Marlene will forward to Board.

Decisions made by Board regarding the Electrical Upgrade Project:

• A one-year plan
• The Electrical Project and 2010 Budget will be voted on separately by lot owners.
• The Electrical Project Overview and Budget reports, the revised Electrical Upgrade Project Informational sheet with ballot to be mailed out this week.
• A 25% delinquency contingency will be used and the Board will decide what will happen to any leftover money at the conclusion of the project.
• Board reviewed Lake Tyee Electrical Upgrade Project information sheet that will be sent to lot owners and it was agreed

•  
  1. Paragraph 3:  change amount to $152,920 and recalculate to $154 per lot
  1. Paragraph 4, the second sentence will read:  We must rely on our owners to individually fund/finance their portion of the project through whatever financial means are available to them. 
  2. Paragraph 5, last sentence: is to be eliminated entirely. 
  3. Rename to Electrical Upgrade Project Completion Report

• The dues discount will not be associated with electrical project.

• A motion made by PC:  On the February 1st, 2010, billing the Lake Tyee lot owners will be assessed $4,470 for each lot for cost of electrical upgrade project as proposed.  JJ 2nd, MSC all
• $4,470 electrical assessment is due February 15, 2010.
• The amended Lake Tyee Electrical Upgrade Completion Project report will be mailed out November 1 with 2010 Budget information and ballots.
• CDC will email Board with all info for review prior to mail out
• CDC to mail out next week.

Due Process:  Marlene will choose a hearing date for 3B118 along with any other violations and advise committee. 

Amended Meeting Minute Dates:  Today’s approval of minutes were for the August 29 Executive Session and September 26 Board Meeting. 

Grading and Fill Permits:  Jean is to call County Monday and email Board. 

Mobile Interest Rate:  JL will call bank to find out if we can get a lower interest rate on mobile 

Vacant Board Positions:  Motion made by PC to appoint Allen Ward to one of the vacated Board positions per Bylaw 5.4.  JL 2nd, (MSC) all.  No additional decisions made on other board applications. 

Lake Tyee Owned Lots:  the Board had previously authorized CDC to survey center pins and clean up lots in preparation to sell in the spring.  We are now revisiting this due to cost.  Dan from LandsWest advised he knows that one center pin is on a lot and possibly the other two as well.  Lot-to-Lot measurements may also be used to locate pins on other two. He has a metal detector that can be used.  If a survey is required the cost is $350 per lot.  Lot owners who desire to have their lot surveyed at the same time and same price can request to do so.  Information will be put on website. 

Work Camper:  PC made a motion that Board allow CDC to initiate the process and authorize them to incur cost of online subscription up to $150 for the purpose of acquiring work campers for 2010 season.  JJ 2nd, MSC all.  Marlene to recommend to Board how many lots she wants to use for work campers. 

New Business

Tool List:  to be posted to website and clubhouse.  ML will make sure Lake Tyee tools are marked appropriately. 

Neglected Lots:  The Board has asked Marlene to give us a list of lots that are in violation.  Board will notify lot owner by certified mail and allow them time to clean up property themselves.  Otherwise, our staff will clean up the lot and bill the lot owner. 

3A83:  Board will send letter to lot owner requesting deed in lieu of foreclosure (balance owing is $6561).  Marlene will ask Anita for a generic letter we can use for this purpose 

Live-Ins:  in violation of Skagit County Ordinance. 

Post Office Box:  Lake Tyee has a mail box here so P.O. Box 569 will be closed.  Paula is to forward minutes to Jean and she will take to Post Office to close box.   

Upcoming Board Meetings:  PC made a motion to change the November Board meeting to the 14th, the Budget Ratification meeting on December 12th and the December Board meeting on the 19th.  JJ 2d, MSC all.  These date changes to go on website. 

Conference Call October 26 at 1:30 p.m.:  to discuss lawsuit, initial negotiation of CDC contract and rental agreement. 

Lot Owner Meetings:  Marlene will take over lot owner meetings as of January 2010.  They will most likely take place two weeks prior to Board meeting with a Board member present.   

Gravel Pit:  Dan from LandsWest was asked if they restructured pit and he advised Board that they had.  JW made a motion to close pit to all contractors and heavy equipment for next 90 days.  (JJ 2nd), (MSC all).  Lot owners can get no more than one pickup truck load and do so at their own risk.  In the meantime, CDC will ask Dan to take Billy to view pit and determine if it is safe.  Areas of concern will be flagged. 

Manager’s Rental:  JW made the following motion:  to increase the rent to $720/month for the next 24 months and tenant would have to agree to a payroll deduction.  JJ 2nd, (MSC) all. 

Meeting adjourned 4:30 p.m. 
 
 

Paula Ratcliff

Board Secretary