OF THE BOARD OF COMMISSIONERS

 AGENDA

 September 8, 2010

 6:30 p.m. – Regular Session

 CALL TO ORDER

1. PUBLIC COMMENT OPPORTUNITY

At this time, members of the public may address the Commission.  Please state your name prior to making comments.

 ADDITIONS, DELETIONS, OR CHANGES TO THE AGENDA

 SPECIFIC ITEMS OF BUSINESS:

 Executive Session – Per RCW 42.30.110(1)(c) “To review negotiations on the performance of publicly bid contracts…”, & RCW 42.30.110(1)(i) “to discuss with legal counsel…potential litigation…” (Approximately 30 minutes)

1. Resolution 762 – Approve Lake Whatcom Management Plan
2. Resolution 763 – Greenhouse Gas Emission Reduction Policy
3. Operations Building
4. Staff Report: Summary of Existing District Projects
5. Personnel Policies – Discussion of Union vs. Non-union Employees
6. Water Comprehensive Plan

 OTHER BUSINESS

1. MANAGER’S REPORT
2. PUBLIC COMMENT OPPORTUNITY
3. CONSENT AGENDA

Commissioners have previously reviewed items presented for approval under this section.

1. ADJOURNMENT

FROM: Dave Wareing, General Manager

DATE: August 29, 2010

TOPIC:          Highlights for the Week of August 23rd – 27th, 2010

The purpose of this memorandum is to provide a quick overview report to the Board of the significant issues that were addressed by the Administration during the past week.

Legal Review – Discussed one of the AGM motions with the President and Controller and referred the issue on to one of the Association’s attorneys for review, revision and approval.

Coffee Shop Legal – Received the final disposition of the District Court regarding a determination of ownership of several items related to the Coffee Barn and a final settlement. While the Court has provided the methodology, its implementation remains to be finalized. More on this matter later when it is appropriate to provide it.

Deer Feeding – Following substantial member comment regarding the appropriateness and impacts of deer feeding during the regular monthly meeting of the Board of Directors, Anthony Cavender and I went to the site of the deer feeding on North Point. At the site, we examined the apparent and disturbing impacts of the continual feeding of wild animals and birds on surrounding property owners and Association’s green space. Returned early the following morning to photograph animals during feeding. We spoke with neighbors and documented our observations for later Board review. The negative impacts are clearly major and unacceptable.

Final Budget Review – Engaged in the final review of the 2011 draft proposed budget with the Finance Committee, members of the Board and the Department Managers, in preparation for submission to the membership for ratification at the AGM later this fall.

Marina Restroom Roof – Discussed a request from the Maintenance Manager to delay the planned roof replacement of the Marina Restroom until early summer next year, due to a very heavy workload and arrival of the fall rains. While the roof replacement this year is highly desirable, the delay was approved on the Maintenance Manager’s strong recommendation.

Restricted Use – Received a request from the owner of Sunmark Realty to have Association members cease using Sunmark property for access to Lake Louise and the Whatcom Falls Blvd underpass. Also requested the Association remove the canoe rack from the property. Discussed the request with the maker and contacted the Association’s attorney to determine what easements and use rights the Association has that relates to this property. Association easements were confirmed, but may need to survey to determine ownership and use rights of certain property.

Member Issues – As always, received a number of major and minor complaints from members regarding concerns or issues important to them. Some of the issues were resolved, while others will take more time and work to resolve.

Please sign into the Members Only site to view the petition.

The next Town Hall is September 26th at the Dance Barn from 2 to 4 pm.

• Ben Brigham
• Preston Burris
• Curt Casey
• Fred Haslam
• Paul Hope
• Jason Prinster
• Joel Rodriguez
• Grace Shaffner

Susie Harber has applied for a seat on the N&E Committee.

We are pleased with the diverse group that has stepped up this year.  You will have an opportunity to hear more about them at the Candidate Forum and in the Views. Please make yourselves familiar with them so you can make an informed choice when you fill in your ballots.

Naomi Bunis

Chair, N&E

The Post Office has asked that if you currently use the Rotunda for mail and have not received your keys, please contact the Mt. Baker Station on Orleans Street. You will be asked to complete a contact information form. Post office staff will contact you when your new keys are available. In some cases the keys will be available immediately. The direct number to the Mt. Baker Station is 360-752-9825.

Please make sure you are contacting your correspondents with your physical address. If any of these cannot accept both addresses, give them the physical address.

Continue to check both the Rotunda and the Cluster Boxes until you notice that no mail is being delivered to the Rotunda box. The transition should be complete by September 7^th.

If you don’t receive your mail (bills, statements, etc.) from a particular correspondent that you are expecting mail from, please contact them directly to ensure that they are using your physical address.

Thank you for your patience with this transition. The pain of making these changes will benefit you in several ways:

• Accurate and efficient mail/package deliveries from USPS, FED EX and the like
• Emergency Services such fire, EMT and police will have a clear understanding of where you are located
• GPS/mapping and electronic mailer services have been updated
• Visitors and businesses will have a clear understanding of your mailing address

If you have any questions please contact the Mt. Baker Station directly at 360-752-9825

Thank you again,

Sudden Valley Administration Staff

• The following are the results of that discussion:
• Dave Wareing- Analysis of SV Security versus outside  security firms:  Completion by next Town Hall: 9-26-10
• Ed Cobb – Overview of Vehicle Costs/Comparisons of current vehicles: Completion by 9-10-10
• Barbara Parker- Analysis of SVCA employees benefits versus Bellingham work force benefits. Completion: 9-26-10
• Naomi Bunis-  Two Maintenance Departments: rationale , responsibilities and synergies. Completion: 9-26-10

• Form a Task Force  to develop plans for implementation of the Reserve Study ;  evaluate using the Density Reduction Funds to partially fund a capital reserve fund.  Develop an integrated  budget to include capital  reserves, MR&R,roads and operations. A motion will come before the board of directors on Monday August 30 to accept this recommendation. The Task Force, once approved, will submit the plan to BOD and membership for approval in early 2011.
• Value-based dues/Assessments: Future BOD review – Common grounds, facilities and amenities available to all who live in SV.
• Due increases based in Consumer Price Index (CPI):  future BOD review.
• Multi-year Budgeting:  future Bod review.
• Bob”s Burget & Brew income: shown in budget:  Income is shown in Common Costs schedule.

2011 Comprehensive Budget Packet

Capital Reserve Study – Final

Roads Reserve Study – Final

Sustainable Landscaping is a win-win for the environment and the gardener!

Create a beautiful landscape that supports wildlife and gives you the peace of mind knowing it is safe for your family and pets.

GARDENING GREEN provides practical information and simple yet powerful actions to protect our drinking water source.  Easy garden renovations focus on building a foundation of healthy soil & managing stormwater.  You will learn how to select the right plants for your garden conditions and strategies to reduce on-going maintenance so that your landscape will be easier to care for with each passing year.

Workshops:  Held on Saturdays from 10:00-2:00
August 28 – Bloedel Donovan
September 11 – WSU Extension
September 25 – Sudden Valley

Comprehensive Class
Tuesdays & Thursdays 8:30-1:30     September 7 – 23

Preregistration required:  gardeninggreen2@gmail.com or 671-3891

The Task Force met with the Post Office on the 18th of August and agreed that delivery will start to the new cluster boxes on Monday August 30, 2010. All members who have their mail delivered to the Rotunda will receive an envelope in their boxes containing the keys for their new cluster boxes. Information will also be provided about which site, which cluster box number and which slot number will be theirs. Each cluster box slot is labeled with a physical address. Check that the slot you are given matches your physical address and that the key fits.

Installation at all sites in Gates 3, 9, and 13 has been completed. We are just waiting on 5 additional cluster boxes to complete the site at the Rotunda. All of the remaining boxes have been labeled and keyed by the Post Office, and the regular package boxes and super-sized boxes have been put in place at all sites. Asphalting has been completed at all of the sites.

By now, you should have started to contact all of those who use your address on a regular basis. The Post Office will be putting another letter in your Rotunda box with more detailed information on the transition. Your ZIP code will remain the same, but the +4 digits at the end will change. On or before September 1, you can go to USPS.COM and input your physical address to find out what your new +4 number will be by clicking on “Find a ZIP Code”.

Sudden Valley has fulfilled their responsibility to purchase and install cluster boxes for all members in Gates 1, 3, 9, and 13. Keys for these boxes were given to the Post Office for distribution. If you have not received a key from them for your Cluster box slot, please contact the Post Office at their Mt Baker station on Orleans St. for further information about obtaining these keys.

Rotunda boxes will remain in place until about the 24^th of September for people to pick up mail. At that time, the Post Office will collect all of the remaining mail and take it to the Mt. Baker Station. They will hold it there for another 10 days and, if it isn’t picked up, will return it to sender.

This is really the last stretch of this project which was voted on and funded 5 years ago by the members. Thanks to all of you who had faith in this Task Force and have supported us throughout.

Laura Weide

Penny Carter

Leslie McRoberts