DUGUALLA COMMUNITY, INC. BOARD MEETING MINUTES 12/15/21
Attending: Clint Christensen, Steve Hucke, Danny Kaiser, Nadia Kent, Myron Parry, Chris Johnson, Shawn Albert, Graig Haberman Absent: Mike Legere, Larry Caton
Guests: Mickie Hucke, Steve Johnson
1.The meeting at the clubhouse was called to order at 6 PM by President Steve Hucke.
2.Minutes from 11/17/2021 Board Meeting were approved. Passed unanimously.
3.Treasurer's Report: Clint Christiansen - See attached report.
a.Bank balance as of December 15, 2021 is $462,661.26, savings account, $390,398.29 money market account, $72,262.97 checking account. See attached report.
b.Jones submitted a $4000 year-to-date catch-up bill. This invoice is in addition to the bookkeeping invoices DCI has already paid this year. The Board consensus was that the charge was not warranted. Steve Hucke and Clint to meet with Jones Accounting on Monday December 20th.
c.Late payment issues: Clint reported that overall, collections are improving as there are only have five accounts that are seriously late.
4.OLD BUSINESS
a.At the 11/17 meeting, the Board discussed the water system improvement and pipe replacement project, noting that August 2023 is the earliest we could receive funding from the Drinking Water State Revolving Fund (DWSRF). Construction would likely start in good weather the following year. Larry Caton to meet with Coffman Engineering to more specifically determine next steps as well as begin to define the duration, order and estimated costs for each step to complete the project. The Board recognized that Larry Caton has an excellent background to manage this type of project and that the Board should consider reimbursing Larry for his costs as he continues this project. Danny Kaiser and Larry Caton to follow up with proposal from Coffman engineers. As of the 12/15 meeting, Larry and Danny have not yet talked. More to follow.
b.Graig Haberman presented a rough draft (see attached) of a budget that would separate community maintenance/operation from water system income and expenses.
Separating the financial transactions for these two activities would help determine the amount DCI could plan for community maintenance/operation as well as what can be funded for community and water system capital improvements. Starting with the most recent Treasurer's Report, Graig to continue on the draft for the next meeting.
c.Addresses in the community that are connected to the water system but do not have a meter: Steve Hucke spoke with Joe Ducken. It is likely that homes on Kellogg Lane are not separately metered. Joe does not know where the water line to his property connects to the system. Joe also pointed out that there is a paved over valve on Dugualla Road that needs to be found.
d.Clint and Danny reported that there are eight lots outside the community that are connected to the water system. Clint reported that seven of these lots have been invoiced for water from the time of their connection. The eighth lot was not invoiced from the time of connection but was recently invoiced the amount due since connection. The owner is contesting the invoice. Clint to forward to Jake Cohen (DCI attorney) to recommend next steps.
e.The lagoon inlet/outlet pipe was last cleaned out on July 7, 2021 by Herron Valley, Inc. Pipe leakage was observed during this cleanout. The next clean out should be done approximately six months from that date. Chris Johnson scheduled for Wednesday February 2nd. Danny and Steve Hucke to work with Chris during the cleanout. Chris also talked to neighbors of the lagoon and told them we scheduled a date to clean the pipe. Steve Hucke reported that he talked to Joe Ducken who installed the pipe. The leak in the pipe is likely due to using two different pipe diameters. Joe also recommended putting zinc anodes in the pipe to discourage mussel growth.
f.Salmon habitat improvements at the lagoon: Nadia reported that she contacted Whidbey Camano Land Trust regarding the Wetland Habitat Restoration Project they proposed in 2015. This project replaces the culvert_between the lagoon and the Skagit Bay waterfront. It would also enhance natural habitat conditions and involve retaining walls, possible loss of beach logs protecting the beach from erosion, additional gates, fencing and expense to the community. Nadia and Chris also talked to the neighbors of the culvert lot to learn about the history of the area and the project. Nadia and Chris have a meeting with the Trust in January to learn more.
5.NEW BUSINESS
a.Clubhouse
Entry exit sheet posted on wall of club house.
ii.Shawn Albert installed a fireplace screen.
iii.Shawn reported on a second estimate on clubhouse and storage building roof repair. Total cost is $5156 and the repair can be during winter weather. Steve Hucke pointed out that the roof is getting worse by the day. Shawn moved to accept the bid. Danny seconded. Passed unanimously.
iv.The Clubhouse door touchpad lock has failed repeatedly and was removed. The old lock was reinstalled for now. Looking into a new more reliable combination lock.
v.Nadia, Steve Hucke and Mike Legere to pursue bid to install switches near the electrical panel to avoid using breakers to turn certain devices on and off.
vi.Mike Legere booked a band to rehearse on Thursdays.
b.Architectural — Plans were submitted for a home at 590 Dugualla Road. The owner requested a height variance due to the slope of the lot and provided signed letters from nearby lot owners supporting the variance. Shawn moved to provide the variance. Danny seconded. One opposed. Motion passed.
c.Duguallbay.org website
i.Steve Johnson attended the Meeting and the Board thanked him for his work on the website.
ii.Steve stated there are approximately ninety individuals representing approximately eighty homes on the DCI email list. Steve also pointed out the benefits of being able to email members.
iii.Steve Hucke reminded everyone that content appearing on the Duguallabay.org website must be approved by the Board. He also directed Board Members to forward requests for website changes to the Board Secretary, who would work with Steve Johnson to implement them.
iv.Myron Parry and Steve Johnson will work together to document the registration for the Duguallabay.org domain name, website hosting and other aspects of the DCI website operation.
v.Myron to forward the Water Rate Information that will be sent to Members with their November and December 2021 water billing to Steve Johnson so he can post it on the website.
6.Visitor comment
7.Next Meeting: Wednesday, January 19, 2022 at 6 PM.
8.Adjournment: 7:18 PM
Respectfully submitted, Myron Parry, Board Secretary
DUGUALLA COMMUNITY, INC
MONTHLY BOARD MEETINGS
Date:
Board Member Attendees:
15 December 2021
Checking/ savingsasof May31,2006 - $129, 910 . 90
Checking/ savingsasof May31,2007 - $141, 120 . 02
Checking/ savingsasofMay31,2008 -$166, 085 . 32
Checking/ savingsasofMay31 ,2009 $164 , 202 . 84
Checking/ savings asofMay31,2010 -$192, 147 . 27
Checking/ savingsasofMay31 ,2011 -$216, 607 . 36
Checking/ savingsasofMay31,2012 $206, 672 . 36
Checking/ savingsasofMay 2013 -$213, 712 . 51
Checking/ savingsasofMay31 ,2014 $229, 623 . 93
Checking/ savingsasofMay31,2015 $248, 167 . 35
Checking/ savingsasofMay31,2016 -$251, 532 . 74
Checking/ savingsasofMay31,2017 -$282, 157 . 99
Checking/ savingsasofMay31,2018 $331, 976 . 84
Checking/ savingsasofMay31,2019 -$387,
Checking/ savingsasofMay31,2020 $433, 631 . 21
Checking/ savingsasofMay31,2021 755 . 01
Checking/ savings Sep12 ,2021 -$438, 163 . 31
Checking/ savingsasofOct18,2021 -$453, 356 . 52
Checking/ savingsasofNov17,2021 340 . 20
Checking/ savingsasofDec11 ,2021 —$462, 661 . 26
Money Market #3772:$390, 398 . 29
Checking #1422$ 72 , 262 . 97
Deposits :
Community Water bill payments
Jan08 - 780 . 00
Jan12 -$4, 565 . 00
Jan21 $6, 835 . 00
Jan26 -$1, 300 . 00
Feb09 -$3, 940 . 00
Mar03 $1, 225 . 00
Mar31 -$2, 995 . 00
Apr06 -$8, 045 . 00
22 -$7, 380 . 00
Jun02 -$16, 930 . 00
Jun29 -$4, 840 . 00
Aug 06 - $20, 615 . 55
Aug 17 - $1, 420 . 00
Aug25 -$1, 330 . 00
Aug31 -$ 700 . 00
sep14 ¯$10, 660 . 00
Sep16 -$1 , 780 . 00
Sep20 -$1, 450 . 00
Sep21 -$1 , 530 . 00
Sep $600 . 00
Sep27 -$100 . 00
Sep28 -$1, 660 . 00
30 $900 . 00
Oct01 -$300 . 00
Oct04 $2 , 670 . 00
Oct05 -$525 . 00
Oct15 $1, 050 . 00
Oct22 $845 . 00
Oct29 -$50 . 00
Nov05 -$530 . 00
Nov12 -$2, 910 . 00
Nov17 $6, 950 . 00
Nov19 -$2, 740 . 00
NC v24 $2, 995 . 00
Dec03 $3, 350 . 00
Dec $1, 010 . 00
Yearly total: $127,505.55
Cl ubhouse :
Jun 04 #5237 - $1, 200 . 00Clubhcuse painting supplies Aaron Henry
Jul 09 #5246 - $3, 551 . 74 - Clubhcuse painting Aaron Henry
Jul 12 - #5244 - $21 . 14 - Clubhouse building supplies — Steve Hucke sep 02 - #5263 - $31 . 78 - Clubhouse supplies
Sep 15 - #5268$790 . 00 - Final cl ubhcuse painting bill Aaron Henry
Tctal expenses: $5, 594 . 66
Charges :
PSE
Jan $365 . 59 Feb — $578 . 08
Mar — $424 . 13
Apr — $1, 514 . 08
May - $816 . 57 Jun - $734 . 77
Jul - $1, 056 . 81
Aug — $1 , 015 . 15 Sep — $862 . 72
Oct - $572 . 56
Nov — $336 . 52
Yearly total: $8,276. 98
October electric charges
6C0 Birch St # Pump 3$186 . 42 pump house
589 Verdi View Dr$150 . 09 well house
591 Beacon View Dr$ 00 . 00— Clubhouse and street light
WA. Dept Revenue Tax
Jan 26 - $419 . 50
Feb 26$422 . 44 Mar 26 - $422 . 44 27$422 . 44 May 27 - $405 . 34
Jun 29 - $473 . 22
Jul 27 $420 . 42
Sep 09 $1 , 071 . 18
Oct 26 $1, 066 . 15
Nov 30 - $324 . 25
Dec- $1 . 035 . 97
Yearly total': $6, 483.352 0f5 $674.96 credit —overpay
Island County TreasurerProperty tax
Apr 28 — #5226 — $3, 952.26 (first hälf payment for P IDs 652350, 247343, 99805, & 249127)
Oct 29 — #5280 - $3, 951. 98 (second half payment for P IDS 65235% 247343, 99805, & 249127)
1 . PID: 652350 parcel: (boat ramp) value as of Jun 14 per Island County tax for 2022 — $41, 980 2 . PID: 247343 - parcel: (clubhouse and shoreline) value as of Jun 24 per Island County GIS website $686, 791 3. PID: 99805 — parcel: (1/2 of lagoon) value as of Jun 14 per T sland County tax for 2022 — $13, 650 4. PID: 249127 — parcel: (lagoon next to ocean) value as of Jun 14 per Island County tax for 2022 - $11, 999 5. PID: 248798 - parcel: (water tower on Emory Trail) value as of Jun 24 per island County GIS website — $69, 470 6. PID: 248075 — parcel: (pump house on Emory Trail) value as of Jun 24 per Island County GIS website — $48, coo 7. PID: 247879 - parcel: (well house on Dugualla rd) value as of Jun 24 per island County GIS website $450
Parcels listed in 5, are not taxed since they are tax free parcels. Total property value: • $872,410
Pest Control Surety
Mar 22 — #5215 -$44 . 57
May 11#5218 -$133.71 (DEC/JAN/ FEB) billing cycle $44 .57 each
Jul 23 - #5238 Absolute$86.96 (repairs and maintenance)
Oct 18 — #5277 -$130 . 68
Nov 22 - #5279 - $42 . 39
Yearly total: $438 .31
Jones Accounting
Jan26 - #5204 $800.00 December book keeping
Mar29 - #5213 -$0 55.00 Postage for water billing
22 - #5227 -$2, 400.00 (JAN/FEB/MAR) bookkeeping
May21 - #5232 -$110.00 Postage for water billing
May27 - #5233 -$800.00 April bookkeeping
Jul21 - #5243 -$165.00 Postage for water billing
Jul30 - #5248 -$800.00 May bookkeeping
Aug19 - #5252 -$800 .00 bookkeeping
Sep #5266 -$1, 157.26 bookkeeping and office supplies
Sep30 - #5276 -$37.36 bank stamp for deposits
Nov04 - #5284 -$800.00 bookkeeping
Nov05 - #5286 -$116. 60 Postage for bimonthly statements
Dec 10 - #5291 - $2, 055 . 00taxes for 2020
Yearly total: $8, 124 . 62
3 of 5
Landscape and Maintenance Evergreen
Jan 06#5196 $1, 057 . 65
Jan 25 #5203 Simply Yards$1, 057 . 65
Feb 11 — #5206 -$638 . . — mon charge
Mar 16 — #5212 -$977 .21 Labor to excavate and repair drain pipe by
clubhouse parking area
Apr 27 #5217 - $1, 217 . 44 (FEB/MAR billings) Jun 01 - #5228 - $608 . 72 — month]. y charge
Jul 06#5239 - $2, 734 . 35 - Drainage ditch by wellhouse
Jul 06 - #5240 - $608 . 72 mort h Iy charge
Aug 04 — 52 ¯ $669 . 59— monthly charge
Aug 26 - #5253 - $608 . 72 monthly charge
Sep 07 #5262 $669 . 59- monthly charge
Oct 07 #5275 $669 . 59— monthly charge
Nov 12 #5283 $669 . 5 9— monthly charge
Xxx #5298 - $669. 59
Yearly total: $12, 827.13
King Water Supply— monthly charge
Water Management Services —Jan 05 — #5199909 . 07
Water Management Services —Jan 29 - #5205 - $1, 037 . 61
Water Management Services —Feb 22 - #5210809 . 02
Water Management Services — Apr 27 - $1, 873 . 22
Install new chlorine pump and seame trics cable
Water Management Services — May 25 — #5231 - $1, 066 . 70
Flush Shorecrest to get chlorine i rto lower part of system
Water Management Services and install sample station — Jun 15 #5235 - $4, 282 . 10
Water Management Services (972.44) and Full system flush (1584 .46)
Jul 02#5241 - $2, 556 . 90
Water Management Services — Aug 04 — #5250 - $1, 845 . 88
Water Management Services and replace compressor — Aug 31#5261 $2, 606 . 28
Water Management Services
Water Management Services
Water Management Services Yearly total: $21, 482.14
Skagit Farmer Supply
Apr 27 - #5222 $1, 937 . 85 Yearly total: $1, 937.85
Water Line Repair Project
Coffman Engineers
May 26 —#5229 -$2, 400
Jun 16 —#5234 -$1, 125
sep 28#5269 -$2, 325
Total: $5, 850 . 00
29 #5270 - $1, 527 . 64 — Oct 28 - #5282 - $1, 381 . 36 xxx #5288 - $1, 586 . 36
(Fuel fcr generator on Birch street)
4 of 5
Misc
Jan ()5 — Steve Hucke #5202 — $334 .93 Clubhouse security
Jan 07 - Clint Christiansen #5200 $10 .00 Annual non—profit status Jan 28 Online banking fee — $5 . 00
Feb 09 - #5207 - $224.00 National Domains — Annual fee for website. ¯ Check written for $228.00 #5208 to Domain Listing in error. This was an advertisement vice an actual bill. Contacted People' s Bank to stop payment. A second invoice was received in July requesting payment of $228.00 check #5249. Check was not approved or signed.
Feb
Mar
Mar Apr May
Two Apr Apr
Ap r
Jul23 - Stop payment charge$33 . 00
01 - Pye Barker Fire & Safety #5209 $108.80
Clint Christiansen — #5211 $1, 193.52 Laptop for treasurer 09 - Susan Schopf - #5214$98 .00 flowers for Patsy Del Sonno 03 - Double D Electric#5225 - $1 , 643 . 87, #5216 - $18, 895. co checks to cover remaining balance for generator installation.
29 — U.S. Postal Service — #5224$188.00 — Annual PO Box service
27 — American Hallmark Insurance Company — #5223 - $6, 354. co
30, 2021 — April 30, 2022 coverage
06 $5.00 fee charged for returned check of $100. Resident did
a stop payment. Resident' s account is paid up to date.
Aug 06 — #5247 - $553. 24 — Washington Generator Services
Aug 26 #5254$1, 426 . 59 - Herron Valley, Inc — clean lagoon pipe
Aug 27 - #5255$57 . 75 Clint Christiansen — dump run
Aug 27 #5264$67 . 50 - Clint Christiansen — dump run
Aug 31 #5256 - $30. cc - Todd Brindle — account adjustment after resident moved out.
Oct 15 - #5257 $400 . 00 Russel Kostka — a.ccount adjustment after resident moved out
Department of Health — Jun 17 — #5236$478 . 00 - 2020 Operating
Permit Fee Certification
Jul 26 #5242 $179.40 ISOMEDIA Master Domain: duguallahay. org Ongoing fee from May 10, 2021 May 09, 2022 sep 17 - #5265 $18 . 00 ISOMEDIA — GN Domain Registration July 2021 - July 2022
Jul 12 - #5245 $39 . 75 Payment for mailing Nate letters. This amount was charged to the affected residents.
Sep 03 — #5259 - $400.00 — Mike Henderson — annual meeting band This amount was credited back to DC I.
Sep 20 — sep 30 Oct 01 sep 28 Oct 06 — Oct 27 —#5267 — $25.00 — Washi_ngton Generator Services (final)
#5272 - $98 . 01 - Steve Hucke — Annual community meeting
#5271 - $75 . 60 — Susan Schopf — Annual community meeting
#5273 - $1, 005.22 — Nadia Kent —Annual community meeting—food
#5274 - $100. 00 - Jena lee Taylorovercharged billing
#5278$813. 00 — Great American Insurance Group for period
20210CT16 - 20220CT26
Nov 09 — #5285 - $11.10 — Myron Perry — Board Secretarycopies
The next water bill will be for NOV/DEC and sent out in the first week of January 2022 by Jones Accounting.