Sudden Valley Community Association

Sudden Valley  property owners will find the ability to log into the Members Only sub-site after registration has been completed.

Start by clicking on the Members Only option on the navigation bar to begin the process. You will then see an option to click on Register Here (this link will also take you to the registration page) to be directed to a registration page. [Read more →]

Purpose – Provide an overview of the security plan for the Marina and a process for ensuring it most advantageous use without sacrificing use by Association members.

Strategies - The following strategies will be employed under this new security plan.

Notice and Warning Signs – Signs providing notice of Marina rules and required conduct, and warnings of “Trespass” and “Authorized Use Only” will be posted at the Marina entrance, in the launch ramp area and at other appropriate locations.

Upgrade Main Launch Gate - The main launch gate will be upgraded to ensure proper function and to deter unauthorized access and use.

Security Camera System – The Marina will be monitored with security cameras to help detect and identify rule violations, unauthorized use and trespassing, which will be subject to prompt follow up action by the Chief of Security.

Access Gate Installation – A proposal will be developed and provided to the Board to fund the installation of ingress and egress gates at the entrance of the Marina to provide for a higher degree of access control for the facility. Such gates would be controlled by the security system and require an access card key.

1. Implementation of SVCA Window Stickers - Window stickers will be developed and issued to Valley residents. Stickers will be designed to differentiate between members and non members.
2. Regular Security Patrols of Marina – The Security Group will be assigned the duty to regularly patrol the Marina grounds and docks to ensure proper function of all security systems, rule compliance and to note and report any problems, malfunctions, or issues requiring a maintenance or administrative response. Security personnel will be directed to monitor Marina activity and watercraft launches during peak periods to confirm proper authorization of those using the facility. Unauthorized persons will be identified and escorted from the facility, with trespass warnings being issued to deter repeat violations.
3. Violation of Association Rules – The Chief of Security will initiate prompt follow up with direct contacts, warning letters and criminal complaints filed with the Sheriff’s Office. Those violating Marina rules or restrictions will be subject to penalties, fee forfeiture, expulsion from the facility, and being barred from future use for rule violations.

Non Member Use Requirements - The Association reserves the right, at its sole discretion, to provide or restrict non member access to its facilities on a privilege basis and retains the right to revoke such access at any time. Such discretion shall be exercised through the General Manager, Chief of Security, Recreation Director or the Board of Directors. Non members may be allowed, at the discretion of the Association, to rent dry spaces in the Marina and launch watercraft stored in such space under the following conditions:

a.    The non member agrees to abide by all Association rules and regulations regarding the use of the Marina and to accept the directions, judgments and decisions of duly authorized representatives of the Association;

b.    The non member provides all documents and information required by the Association that is related to the rental or use of the Marina facility;

c.     The non member provides a security deposit, which is subject to forfeiture for violations of Marina rules, and pays rental fees for the season in advance of use. Rental fees shall also be subject to forfeiture for repeated violations of Marina rules or misconduct;

d.    The non member agrees to place any and all stickers on vehicles, watercraft and trailers, as may be required by the Association and to carry and provide a driver’s license when asked to do so by a representative of the Association;

e.    The non member accepts that violations of Marina rules may result in the forfeiture of the security deposit, after an initial warning is issued. Further, repeated or additional violations, misconduct, or misuse of the Marina facility may result in the forfeiture of all fees paid and expulsion from the Marina;

f.      The non member agrees that any disputes arising from their use of the Marina shall be addressed first to the General Manager and then, if unresolved, to the Board’s Appeal Committee for final resolution. The decision of the Appeals Committee shall be final.

Additional requirements, restrictions or modifications may be implemented at the discretion of the Association, through the General Manager or the Board of Directors.

Please click on link to view the  2009-pool-expense report.

25 Year Capital Plan - A primary focus of this week was the updating of the 25 Year Capital Plan database. Several days were spent working with  individual managers to ensure that the information included in the new version of the Plan was accurate and up-to-date; we are continuing to review, update and revise it.

Community Library – The GM met with Tom Hadd, Valley member, who is the local coordinator for the Friends of the Whatcom County Library. Tom proposes the Association provide approximately 5,000 square feet in one of its facilities to develop a library for Sudden Valley. The space under consideration is in the Middle Barn, which could potentially be connected to the Community Center. Further discussion is scheduled for 21January at the Community Center.

Barn Theater - Discussions with the Barn Theater for 2010 activities are underway. The Theater’s budget is limited and is unable to pay more than $4,500 for the rental of the facility for productions, and storage of equipment. A number of changes are scheduled; SVCA continues to support the Theater.

Building Use -SVCA staff is engaged in providing more intensive and efficient use of the Community Center. Andrea has been moving all clubs, programs and activities into the Community Center, with good cooperation from those groups and members. Staff is developing proposals that will enable more efficient use of the Adult Center for events and activities that warrant such use

Southern Court Project – We are in the process of closing out the Southern Court Road Repair project. The related environmental work that was required by permitting agencies has been substantial and will continue for several years to achieve full compliance.

Survey of SVCA Lots – A survey of nearly 100 lots owned by the Association is underway. ACD staff will share the duty of locating and surveying all lots that the Association owns and on the tax rolls. This survey will enable the Association to determine which lots are appropriate to transition into green space, removing them from the tax rolls; and those suitable for possible development requiring a policy change by the membership in the future.

Marina Security – SVCA staff have been working to ensure that the security gates at the Marina are kept in proper operational condition. We have been working with Security Solutions to make sure the locks are functioning as they are intended. We are beginning preparations to support the replacement of the primary launch gate this year. Gate repair and modifications are planned making it more difficult to gain inappropriate access to the docks.

As we begin the work of reconciling the spending plan to the financial realities of 2010, it is helpful to understand the magnitude of the funding shortfall. For the 2010 budget year, the Association has a funding shortfall of $256,356. The approved 2010 budget was designed to maintain operations and amenities at their status quo level of operation. This shortfall is based on projections of various revenue sources:

• Dues revenues that are down by $138,410,
• New construction fees and fines that are down by $80,000
• Annual golf memberships that are down by $30,000
• A similar reduction in Health Club revenues that are down by $7,946 [Read more →]

As noted in last month’s column, I mentioned the need for an improved and effective approach to governance in Sudden Valley; to build a solid foundation based on processes and policies from which this BOD, and future BODs, can achieve effective and efficient governance.

 At our December Work Session the Board of Directors (BOD) discussed such an undertaking based on the seminal work of John Carver and his approach to leadership in nonprofit and public corporations. The BOD is currently engaged in the reading of one of his texts and the preliminary consensus is one of approval in moving to the type of association governance advocated by Carver.

As described by Carver, the BOD is empowered to fulfill their obligations to the stakeholders of the organization. This, dear readers, means you. As your elected representatives our obligation is to conduct the affairs of the Association for the benefit its constituents and be accountable to you for its undertakings, regardless of the BOD’s personal views on the subject matter.

To undertake this endeavor effectively requires modern management tools and a systematic approach to governance with clearly defined roles for the BOD and staff. Put into practice this means the BOD is to provide the vision for the SVCA and policies to achieve them; to employ a competent Chief Executive – General Manager in this case – with a clear delineation of his authority to execute the BOD’s vision and policies.

Thus, one can see that the roles become clearly defined: the BOD undertakes the leadership role with a proactive and engaged focus on the “Big Picture”, thinking strategically, and leaving the execution and day-to-day administration to the GM and staff. The staff is free to execute an appropriate course of action consistent with its authority and without involving the BOD, except of course, in areas dictated by our bylaws. This efficiency diminishes disruptive practices that attempt to solve problems on an exigent basis rather than developing a strategic focus on desired outcomes, determining the root cause of underlying problems, and resolving them once and for all.

At the December meeting the BOD approved the concept of this new method of governance; I shall keep you informed as the process evolves. The initial effort will include a list of the BOD’s “Ends Statements”. Effectively, these are the desired outcomes to be undertaken for the benefit of Valley residents. Future activities, practices and methodologies shall be communicated to you as they are evaluated.

A quick glance and walk through the current maintenance facility will quickly convince anyone of the need to replace this building…or what’s left of it.  Deteriorating roof insulation, lack of wall insulation leave the building matching ambient temperatures in both summer and winter.  Based on a recent visit the only protection being provided is allowing our maintenance workers to stay dry by working indoors.  The building lacks adequate heating and ventilation; this is provided by leaving the doors open.  Not a pleasant place to work, rest assured. There is infestation by rodents and other creatures finding their way inside, which is not difficult given all the gaps and holes for all to enter.  (See accompanying photos)

To undertake this project maintenance manager, Bruce Bishop, developed a project plan that encompasses building plans, estimated costs based on vendor estimates, and a complete project schedule that can   be completed over several phases.  To keep costs under control and within reason, the new structure will be comprised of steel with the design and fabrication built to SVA specifications with the necessary prefabricated components delivered to the site for construction.  The addition of insulation, heating, interior walls plumbing and other steps have been factored into the plans costs.  Future growth should requirements dictate can easily be accommodate by the modular design of the building and its components.

The planned building, 65 x 85 x 16 feet is a two-story structure. The upper floor will house a bath/change room; a room for meetings/command-post operations in emergencies.  The space will also function as a lunchroom for employees.

The main floor will be able to accommodate 6 vehicles; contain a wood and paint shop that will allow spray-painting; and a metal and machine shop.  These capabilities will allow the maintenance personnel to accomplish nearly every possible repair that will confront SVCA maintenance and to accomplish these repairs in an employee-friendly environment, rather than having to perform them outside in the elements, as is current practice.  Additionally, the ability to store vehicles within the structure will aid in a more rapid response to snow and road clearing operations since the vehicles will be loaded and ready.  This ability alone will save over 90 minutes in response time, which is critical in getting a jump on snow accumulation, particularly in the higher elevations of the community.

The new building will be built approximately 200 feet from the present structure.  Since utilities are already available and will only have to be moved to the new adjacent site, this results in significant cost savings when viewed against moving to a different area in Sudden Valley.  The intention to use the old building as a storage facility for mowers, sanders and grounds equipment lends additional benefit to this site.  According to Bishop, much of our equipment is exposed to the elements by being stored outside, causing premature repair and replacement costs.  Having available inside storage in the current building, however, will significantly reduce these costs.  An example: our sanders last 5-7 years under current practice; equipment life would increase to 15-20 years due primarily to proper storage.

The project plan is very thorough including storage tanks for fuel, and an emergency generator.  Cost estimates based on vendor quotes are being compiled and undergoing review by the GM and the Board.  Currently, a budget of approximately $460.000 is forecasted for construction.  Pending approval, site preparation and construction could start in May, 2010.

The complete project plan with cost estimates is available for review at suddenvalley.com.

A Perspective In Transparent Communication

When viewing a recent issue of The Views I came across an advertisement criticizing the Sudden Valley Board of Directors (BOD).  While it is recognized, and important to remind oneself, that freedom to dissent is a tradition embedded in our democracy, it is, however, troubling to see that dissent masked in anonymity, as was this ad.

Anonymous dissent underlies the credibility of those disagreeing or criticizing, whether it is about people or subject matter.  They do a disservice to their cause and to those with whom they are attempting to communicate by hiding in the shadows of anonymity, attempting to impugn or disparage others, lacking the honesty to confront those with whom they disagree.

Face-to-face confrontation can be difficult and can pose problems for some people.  It is a different matter when the criticism or disagreement is undertaken in writing.  In the matter of Op-Ed pieces or letters to the editor, newspapers require identification of the writer and sufficient information to contact them prior to printing.  Although it is unclear with respect to advertisement placement, The Views is a community newspaper with the BOD, through the Communications Committee chair, functioning as its publisher.  It is the opinion of this body that full attribution be given to all placements of articles and advertising in this periodical in order to achieve open and transparent debate on the issues, and that these positions are made known and available to all community members.

Disagreement and debate is healthy in a viable community only as long as civility and respect for opposing views is present.  Casting aspersions on a group with whom one disagrees under a cryptic alias does not meet this test and is not worthy of consideration by the residents of this community.

Curt Casey

Communications Chair

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