SOUTH BAY
COMMUNITY ASSOCIATION
BOARD
OF DIRECTORS MEETING
Friday,
January 6, 2012
APPROVED
Board Members Present:
Tom Claudson, Richard Grieves, Sue Oemichen, Ken Thomas, Pat Traci, Sharon
Walker, Chris Whitehurst
SBCA Management/Staff Present:
Mike Morgan, Linda Colasurdo
Members Present:
22 members were present.
Please see the attached
Member Sign-In Sheet
Meeting called to order at
9:30
a.m.
Determination of
quorum:
Yes, 7/7.
President’s Comments:
Pat Traci reviewed the guidelines for this meeting:
·
Modified Robert’s Rules
·
The Board will discuss a
topic first, then community members may comment
Approval of Agenda:
Motion made, seconded,
and 7/7 voted to approve the agenda for this meeting with the addition of ARC
letter quotation approval to Old Business.
Meeting minutes:
Motion made, seconded,
and 6/7 voted to approve the December 2, 2011 Board meeting minutes with no
changes.
Richard Grieves abstained from the vote because he was not present at the last
meeting.
Operations report given by Mike Morgan:
Please see the attached SBCA Operations Report 1/6/12 for complete details.
Financial report given by Chris Whitehurst:
Please see the attached November 30, 2011 Income
Statement and Balance Sheet for complete details.
Motion made, seconded, and 7/7 voted to
approve the November 2011 financial report. Discussed process for contract
review. The committee responsible for the contract will review first, it will
then go to the Finance Committee for final review. Ken Thomas asked for
suggestions for cost savings from the Board and members. Please send ideas to
Ken at
taktho@msn.com
.
Correspondence:
The following letters were received:
·
Five thank you notes
from Bay Club staff for Holiday bonus.
·
Four response letters
sent on 12/8/11 to members regarding ARC appeal stating that we forwarded the
appeal letter to the SBCA ARC for consideration.
·
Letter sent dated
12/9/11 to counsel regarding ARC questions and requesting a quotation for costs.
·
Received letter dated
12/20/11 which was sent to TVHA and we were cc’d regarding topping trees. A
response is requested. Referred to SBCA ARC
·
Received letter dated
12/28/11 regarding a request for a status report on the audit to date. Response
required.
·
Letter sent to the
Jefferson County Department of Community Development regarding the Land Use
Application and Pending SEPA Determination for IMQ.
Committee Reports:
·
ARC
- Linda Colasurdo reported that two tree trimmings over Bayview, a propane tank,
and a generator were approved.
·
Compliance
– This is an ad hoc committee with no activities to report at this meeting. This
committee will meet and report if assigned specific projects from the Board.
·
Facilities
– Please see the attached SBCA Facilities Committee report presented by Richard
Grieves
·
Finance
– Sharon Walker reported
that the committee will meet on January 9th at 9:30 am. Members are
Sharon Walker, Ken Thomas, Chris Whitehurst, Mike Morgan, Linda Colasurdo, Kay
Cathcart, Harvey Portz, and Pat Traci. Clark Whitney has been invited to speak
about the audit process. The committee will also be working on ideas to generate
income and decrease costs. Please let a committee member know if you have ideas
or suggestions. They will then prioritize the list of ideas for implementation.
·
LRPC
–
Please see the attached Long Range Planning Committee
Summary for the Board presented by Sherry Robinson.
Motion made,
seconded, and 7/7 voted to approve the addition of the LRPC to the website and
the posting of their monthly minutes and process flowchart to facilitate
communication with SBCA members..
·
PLVC
– Pat Traci reported on
the December 20th meeting which presented information on the IMQ land
use application and pending SEPA determination. SBCA sent notices to our members
with sample letters for member use in responding to the open comment period
ending
December 28th. Pat recognized the SBCA SEPA Committee for their
excellent job.
Stacie Hoskins from Jefferson County talked about the process at the January 5th
meeting. An estimated 250 responses were received from the community. Richard
Grieves reported on Tom Stone’s presentation on improving the image of Port
Ludlow. If you have ideas, please contact Tom.
Old Business:
1.
Event Ticket Policy –
Pat Traci presented a draft revision of this policy for discussion.
Motion made, seconded, and 5/7 voted to
approve the Event Ticket Policy revision as presented.
2.
Village Presidents’
meeting review – Pat Traci reported on the Village Presidents’ and SBCA Board
meeting held on December 5th, 2011. Ten villages were represented.
Please see the attached minutes for complete details. The next meeting will be
March 16th at 10:30 am.
3.
ARC
Letter Quotation Approval – A quotation was received and the Board agreed to
proceed. Motion made, seconded, and 7/7 voted to
approve the not to exceed quotation amount for counsel regarding the ARC
questions presented for interpretation.
4.
Joint LMC/SBCA Board
meeting – Will be held January 19th, 10 am – 12 n at the Beach Club.
This meeting is open to the community. Please let Pat Traci know if you have any
ideas you would like discussed.
New Business:
1.
Board meeting dates
for February and March – The meeting dates were changed to Friday, February 10th
at 9:30 am and Friday, March 9th at 9:30 am.
Linda and Mike will work on the possibility of conferencing options
for Board members who will be out of
town.
2.
2011/2012 Goals
Review – Sue Oemichen presented a format for presenting progress on the goals to
the community. This update will be posted on the website when completed and
approved.
February VOICE “Message
from the SBCA Board” article:
Richard Grieves will
write the article for this month.
Member Questions/Comments:
A member asked if the Board would use one more microphone to improve sound
during meetings. Mike will look into this.
Members felt the emails which were sent regarding IMQ were good and encouraged
the continued use of this communication method.
Board began Executive session to discuss personnel and legal matters at 1219.
Executive Session adjourned at 1314 and regular meeting resumed.
·
Motion made,
seconded, and 5/6 voted to create a human resources standing committee with
details of the committee to be established.
Regular meeting adjourned at 1315.
Next regular Board meeting: February
10, 9:30 am Bay
Club
Respectfully
submitted:
Sue Oemichen
SBCA Board SecretaryAttachments:
1.
Member Sign In
Sheet
2.
SBCA Operations
Report 1/6/12
3.
Financials – November 2011
4.
SBCA
Facilities Committee Report
5.
SBCA Long Range Planning Committee Summary
to the Board
6. SBCA
Long Range Planning Process flowchart