newsletter - about shcc...jul 15, 2015 · arbonne is a company that focuses on a green commitment...

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Published by Scatchet Head Community Club,

Whidbey Island, Washington.

The Newsletter is published monthly.

Deadline for the newsletter is the 1st of the month.

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Inside This Issue Page

Community Information 1-7

Committees 8

Minutes 9-16

Calendar 17

Classifieds 18

Annual Meeting and Board Elections

Aug. 1st at 10 am - 12 pm (2 Hr. Max) at the Clubhouse.

The six candidates for the six open board seats are :

Todd Ackerman

Neal Clark

Eric Cooper

Mark Gmerek

Larry Lowary

Kevin Smith

All nominees are asked to attend the annual meeting and if elected to be

prepared to attend the Saturday, August 8th Board meeting at 10 am.

Ballots will be mailed for both the

Board of Trustee elections and the 2016 Budget approval later this month.

Please mail your vote so that the office receives the ballot no later than July 31, 2015.

or bring to office by 10am on August 1, 2015.

A Big Special Thank You to everyone who helped with the Sandy Hook and Scatchet Head

Community Firework Display Party: Donna Hooper, Lori Hooper, Willie Benshoof,

Melanie Evans and all the others who pitched in to help out!

Come join us next year for some fun!

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Scatchet Head Community Club

3742 Driftwood Drive

Clinton WA 98236

360-579-4934

Melanie Evans, Office Manager

Austin Drake, Assistant Mgr.

Sandy McCabe, Bookkeeper

Email: [email protected]

Office Hours:

Tuesday, Wednesday, Friday & Saturday 1:00-7:00 PM,

Thursday and 1st Saturday from 9:00 AM to 3:00 PM.

Bookkeeper on Mondays from 8:30 am to 11:30 am.

Services

Phone 360-579-4934

FAX 360-579-4934

Email [email protected]

Faxes $2 to send, $1 to receive*

Copies 10 cents *

*Note: For personal use only

Water District

(Water District is separate from Scatchet Head Community Club)

Mail Water Bills to:

Scatchet Head Water District

PO Box 915

Coupeville, WA 98239

579-2515 local or

Toll Free 888-241-2503

Water District Meeting

2nd Thursday at 7:00 pm

Island Co. Animal Control

360-679-7398

SHCC

Announcements

August Board Meetings

The Annul Board Meeting will be held on Saturday, August 1 2015

at 10:00 am to 12:00 pm (2 hour max.)

The next Board Meeting will be held on Saturday, August 8, 2015 at

10:00 am to 12:00 pm (2 hour max.) with newly elected

Board Members.

The Committee Meeting will be held on Saturday, August 15th at

10:00 am.

Volunteers Needed

Office is looking for some Volunteers to help

assembly Community mailers for the

2015 ballots.

I am looking for some help during the

middle of July.

Contact office 579-4934

Or Email: [email protected]

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3742 Driftwood Drive

Clinton WA 98236

360-579-4934

Melanie Evans, Office Manager

Austin Drake, Assistant Mgr.

Sandy McCabe, Bookkeeper

Email: [email protected]

Office Hours:

Tuesday, Wednesday, Friday & Saturday 1:00-7:00 PM,

Thursday and 1st Saturday from 9:00 AM to 3:00 PM.

Bookkeeper on Mondays from 8:30 am to 11:30 am.

Services

Phone 360-579-4934

FAX 360-579-4934

Email [email protected]

Faxes $2 to send, $1 to receive*

Copies 10 cents *

*Note: For personal use only

Water District

(Water District is separate from Scatchet Head Community Club)

Mail Water Bills to:

Scatchet Head Water District

PO Box 915

Coupeville, WA 98239

579-2515 local or

Toll Free 888-241-2503

Water District Meeting

2nd Thursday at 7:00 pm

Island Co. Animal Control

360-679-7398

SHCC

Friendly Reminders

The office continues to verify contact yellow 2015 Key Card Information Sheet

for all Community Members. Please let the office know if you have changes

and return the yellow sheet.

Clubhouse Reservations

Please remember, if you use the clubhouse or BBQ area, cleanup after your-

selves.

Also anytime you use the clubhouse and there are more then 5 people in your

group you will need to fill out a reservation form with a $ 200.00 deposit. Res-

ervation forms can be found in the information rack inside the clubhouse. Res-

ervations are confirmed ONLY upon SHCC receipt of deposit and signed con-

tract.

Reservation times are for a specific 4 hours with a 15 minute before and after for

set up and cleanup. When a party is not confined to these predesignated and

defined times, Scatchet Head can withhold any portion of the reservation depos-

it.

There is a vacuum cleaner in the closet for members to use. Leave the facilities

as you would like to find them. It costs the community $400 to clean the carpet-

ing in the clubhouse.

Every member will be given one access card. Upon request a second free card

will be assigned to you. Lost or replacement cards are $25.

Remember to have guest parking passes in car windows while at the facilities.

Leash Law

Please remember that all dogs must be on a leash in-

cluding the beach . And please do not forgot to clean

up after your dog !

Your cooperation is greatly appreciated.

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Announcements

The Pool is Open!

Pool is open everyday except Thursdays for cleaning.

AM Adult Lap Swimmers: M, T, W and F from 7 - 8:00 AM.

AM Water Aerobics: M, W, and F from 8 - 9:00 AM.

Family Swim : Every day except Thursday 1 - 7 PM

PM Adult Lap Swimmers: Every day except Thursday 7-8 PM

If there is no one in the pool at 7:30 PM, it will be closed.

Please enter through Pool Entrance door to have access to the

pool.

Pool Changes for 2015 Season

Please be advised that this year there will be No lifeguards on duty

at the SHCC Pool.

Pool Attendants will be hired, but they are NOT lifeguards and

will not assume or perform lifeguard duties. They will oversee

checking in members and their registered guests. It is the Mem-

bers responsibility to watch their children and must accompany

their registered guests. The Pool Attendant will assist in calling

911 in the event of an emergency, however they will not perform

or be required to perform water rescue.

All Community members who wish to have access to the pool will

be required to sign a “Release of Liability” form. The form will

be emailed out to community members (or mailed for those that do

not have email) and must be returned to the office.

All guests, up to 5 per member, must be registered and Release of

Liability be signed in the Office prior to entering the pool. Each

Guest will be given a pass to enter.

Pool Attendants will have a list of all people who have signed the

Release of Liability listing the member(s) and their children, it is

only then that their key card will be activated to gain access to the

pool.

If you have any questions, please contact the office.

Important

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Announcements

Event: Arbonne Healthy Living & Beyond

Time & Date: 6:30 pm Saturday, 1 August 2015

Location: Scatchet Head Community Center

Details: This is an informational demonstration only with no products to sell.

This event is for people who are interested in achieving and maintaining a healthier, happier and balanced lifestyle.

I will be hosting an informational and demonstrational event for Arbonne Healthy Living nutritional products as well

as information for Arbonne’s complete line of botanically based products. Arbonne’s Healthy Living products focus

on an organic and anti-inflammatory diet with the Arbonne protein mix being the cornerstone of achieving a healthi-

er, balanced diet. Beyond mere protein, this mix is packed with nutrients and vitamins including the heart healthy nu-

trient CoQ10 most people with low natural product of CoQ10 would take supplements for seen by many people with

cardiovascular issues and who are taking cholesterol reducing medications. Please join me for this demonstrational

event to see how easy it is to make these incredibly delicious and healthy protein shakes as well as experience the oth-

er products of the Healthy Living & Beyond set.

Arbonne is a company that focuses on a green commitment to offer products in nutrition and skin care that are pure,

safe, and beneficial as well as sourced from cruelty-free formulas. Product ingredients are botanically based and the

company continually seeks greener improvements for the sourcing of those ingredients.

More information can be found on the Arbonne website by visiting http://www.johannesmeyling.arbonne.com. There

will also be informational brochures at the Scatchet Head community center after July 20th prior to the event.

Thank you,

Johannes Meyling

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More Announcements

Please be courteous to

ALL our staff, including the

Pool Attendants

They are following both Washington State and Scatchet Head Rules.

designed to keep everyone safe.

For information on Crabbing in Puget Sound

check out the website at: www.wdfw.wa.gov

There are also brochures in the clubhouse

Volunteers Needed

To organize a Scatchet Head

Community Garage Sale.

SHCC Office will place an ad in the South

Whidbey Record Newspaper.

Contact office 579-4934

We can only have a Garage Sale if we have

people to set it up.

Hazardous Waste Procedure

If you see what could be a Hazardous Waste Spill

anywhere within the common

areas of Scatchet Head Community property

Contact the office: 360-579-4934 or

Roads & Bluffs: Eric Cooper 425-387-8668

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Vacation Safety Tips From Island County Sheriff

Keep exterior lights on at night, while you are away or at home.

Make sure there is a clear line of sight from the street to your front door

and windows. Cut back overgrown shrubs and trees.

Keep all of your doors and windows locked and consider placing dowels

in your windows.

Never post on social media that you will be going on vacation (Facebook

etc.)

Never tell the shuttle driver/taxi cab/airport parking garage how long you

will be out of town or when you are coming back.

Ask a trusted friend or neighbor to check on your house frequently in-

cluding going inside to check for water/gas leaks or any disturbance. Al-

so ask a neighbor to park their car in your driveway.

You can turn your house from a target into something a predator will not

want to even attempt breaking into. There is also good information about

how adding a burglar alarm or even simple home security devices can

give you extra security that deter a criminal from choosing you as their

next victim.

Important County Numbers

Call 911 for crimes in progress or any other emergency.

Suspicious activity can be reported anonymously by calling the Sheriffs

tip line at 360-679-7319 or email at [email protected]

Island County Animal Control at 360-679-7398. If no response from An-

imal Control, you can call the Sheriffs Department at 360-678-4422.

Announcements

CC&R Violations

To report CC&R violations please complete a “Covenant Viola-

tions” form and return to office. Forms are located in the rack in-

side the clubhouse.

Forms must be signed and include contact information in order for

the Arch and Plats committee to proceed with an investigation.

Your name is confidential and will not be shown to the Arch and

Plats Committee who investigates all CC&R violations.

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Arch & Plats Purpose: To discuss any new building construction applications in

Scatchet Head and any complaints received about violations of the

SHCC covenants.

Topics discussed at last meeting:

Discussed: Covenant Violations having better tracking system.

Next Meeting’s Agenda:

Collection Agency is the next step for bad debts.

Chair: J im Repass 360-579-1945

Facilities

Topics discussed at last meeting:

Update on Septic Repair and Sand Filter.

Update on Ken’s Pool for repairs

Update on Pool Fans. Looking into Electrician to properly install fans.


TBD

Chair: George Or ren 425-466-5600

Purpose: To help maintain and improve our facilities which keeps

our property values strong and our assessments at lower rates.

Roads & Bluffs Purpose: Maintaining the Roads & Bluffs

Topics Discussed at last meeting:

Karen, Neal and Eric walked Driftwood Drive on 6/20/2015 specifically looking at the

Culverts, standing water complaint, and drainage issue. Pictures were taken.

Culverts are overgrown with vegetation and appear to be clogged/slow to drain.

Standing water observed at one culvert area

Need to seek bids to check and clean culverts.


Game plan for Culverts

Chair: Eric Cooper 425-387-8668

Next Committee Meetings to be held on July 15 at 10:00 am in the Clubhouse.

(Please be considerate with use of

these phone numbers and emails. )

Kathy Sweeny-President

[email protected]

George Orren-Vice President,

Facilities Chair

[email protected]

425-466-5600

Eric Cooper—Secretary,

Roads & Bluffs Chair

[email protected]

425-387-8668

Karen Thorburn—Treasurer,

Arch & Plats Co-Chair

[email protected]

360-579-4752

Andres (Andy) Ortiz

Facilities Co-Chair

[email protected]

360-840-4531

James Repass

Arch & Plats Chair

[email protected]

360-579-1945

Neal Clark

Roads & Bluffs Co-Chair

[email protected]

360-579-1325

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June 6, 2015

Board Meeting Minutes


Call to Order:

The meeting was called to order at 10:03 am by Kathy Sweeny.

Attendance:

Present: Kathy Sweeny, George Orren, Neal Clark, Karen Thorburn, Eric Cooper,

Jim Repass and Melanie Evans (Office Manager). Andres (Andy) Ortiz arrived 10 minutes

after attendance was taken.

Approval of May 2, 2015 Minutes:

George moved to approve the minutes as amended.

2nd Eric. Motion passed for May 2, 2015 Minutes as amended.

President’s Words: (Kathy)

For the first order of business, I would like to state for the record:

Neal Clark is the Assistant Treasurer, and is working closely with Karen.

We have a Driftwood Drive (DWD) Resident policing our community and issuing tickets.

This behavior is not approved nor recognized by the Board. This person is misrepresent-

ing SHCC and is impersonating legal authorities. Should you encounter this man call 911.

Mike Freal, we have received your complaint and it has been forwarded to the appropriate

committees. Please attend Committee Meetings regarding this concern. Thank you for

the information.

A reminder for Community Members to please address your concerns to and attend Committee

Meetings. Please read your emails and reader boards for the time and date while we try to

determine the most suitable time slots to hold meetings.

Last month I asked Eric to draft a letter to Island County regarding the resurfacing of our roads.

Thanks to Eric, the County is using asphalt to resurface instead of Chip Rock. Thanks

Eric.

A special Thank You to Jim for staying on top of the project regarding Septic replacement and

upgrades.

And to Karen, a big Thank You as well for all your valuable dedication to working on the

budget, cleaning up the Chart of Accounts and all the hours you poured into this position.

Now that being said, as your President, it is my ongoing duty and responsibility to manage and

oversee all aspects of SHCC; compliance, personnel, Board Members, expenditures and

investments to name a few. It is also my responsibility to make sure unauthorized pur-

chases are not made, and we stay within the approved budget we as the Community voted

on.

Apparently we still have loop holes in our business practices and accountability procedures.

These are now being addressed. As standard business practices,

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organizations use ‘Purchase Orders’ to control spending and track all items purchased and accountability, along with a detailed

audit trail. Specifically, they are a controlled document and only Melanie will issue these. Board Members, like Jerry will

need to requisition their request(s) and submit it to the office. The purpose is (1) to verify approval, if needed (2) track expens-

es, (3) and provide a detailed audit trail regarding the use of our money.

I want to remind you now that Melanie is in place as our Office Manager. She is the ONLY authorized person to order and

purchase supplies and issue PO’s to take to our vendors for SHCC purchases. Her job is to protect our money and investments

in this community. She will advise you of the balance or remaining balance in your budget. (Sandy’s job is to reconcile and

balance our accounts so that everything matches: QB, Excel and Bank Statements).

Now with that being said, I need to know that those of you who are Board Members (BM) are going to (1) actively participate

and contribute to the Board and Community, and (2) be a TEAMPLAYER. This Board is carrying too much burden and needs

support as a whole and not as a one (1). The benefit of a United Board: secures confidence in the community, fellow BM’s and

safe guards our funds and investments including our property values and neighborhoods. Please make your decision and decide

what is best for all involved including your families.

Vice President’s Words: (George)

George stated that he had been on vacation and just got back and did not have any input at this time.

Community Input:

Community member stated that the pool is “just wonderful” and also stated that there was standing water across from her home

on Driftwood Drive and it would be a breeding ground for Mosquitos. Shall be addressed in Committee.

Another Community Member mentioned the upcoming 3rd of July fireworks party. She requested the Clubhouse door be left

open until 11 PM for cleanup etc. We will put a notice in the newsletter as well.

Another Community Member stated that they know the Board is spending a lot of time on the Budget etc., but that they would

like to see some attention be given to cleaning up the neighborhood especially in the upper part of SHCC.

Another Member requested the Tennis Court be resurfaced.

Another Member offered to help stuff the Ballots for the August Elections – Melanie will coordinate.

Secretary’s Report: (Eric Cooper)

No Report Given

Treasurer’s Report: (Karen Thorburn)

Neal and Karen have been working hard to clean up the general ledgers and the chart of accounts.

2015 comparison, May has not been updated yet because we extended the deadline for assessment dues to May 31st. so we will

have more income coming in.

We look to be on track for projected income coming in.

We had some huge expenses this year with the Pool resurface and Septic and are looking at around $60K planned, but the Sep-

tic has some complications that cost more than expected.

Balance Sheets were reviewed, but are a working sheet and more expenses would come from them.

Board approved repair funds were reviewed, but do not take into account the $22K we just wrote for Septic Repair.

The sheets will be updated for next month’s meeting.

Board Approved Repair Funds and Capital Reserve Fund excel sheets will be fine-tuned to make sure the transfers are put into

correct buckets.

We now have online banking so we have real-time data and do not need to wait for Bank Statements.

The audit will start June 15th. The selected accounting firm already has received the copy of our books. The audit should take

30 days to complete. We will receive recommendations based on their findings and put Best Practices in place going forward.

This is a legal opinion and that they will take responsibility.

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Office Manager Report: (Melanie Evans)

Key Cards – we are starting to get low and are down to 4 cards. Melanie contacted Whidbey Telecom to get 50 more. Total

amount for cards and a site visit is $255.

Scanning capabilities – Spending too much time and wasting paper copying items for Real Estate transactions etc. We can get

the existing copier set up to scan for $150. The Board agreed it would be a time/money saver and approved this request.

Melanie will contact our leasing company and request set up.

5 pool attendants have been hired. The 5th one was needed because one will leave in August for college and to help cover due

to sickness or time off requests.

Office Manager Assistant – Melanie suggested we hire one of the existing Pool Attendants who is 19 years old and is a return-

ing employee to be the office assistant/Pool Lead to cover for Sundays and Mondays. This employee would have minimal

use of the computer to send out emails to the community in the event of a pool closure, but would not have access to QB

etc. The Board agreed to this request.

Special thanks to Neal, Karen and Eric who helped in the office during Pool Opening Weekend.

Committee Reports:

Bluff & Roads (Eric Cooper and Neal Clark)

Nothing to report

Arch and Plats (George Orren and Karen Thorburn)

Two violation investigation request forms received in the office. One letter was sent out and the other has an incorrect address

on the form. Melanie will contact the requestor and get the right address.

One complaint for an address on George Drive, they are advertising rights to SHCC. George stated there are two lots for sale,

one is part of SHCC and the other is not and they are selling them together.

There has been a lot of talk about the upper part of Scatchet Head needing attention and the Board will look at that during com-

mittee. We need to enforce CC&R’s including rental properties.

Facilities (Jim Repass and Andres Ortiz)

Jim passed out a report on the Septic Tank. Among the unexpected issues that came up during the repair were: (1) an old under-

ground fuel storage tank that had to be removed, (2) a break in the copper line that feeds fuel from the above ground stor-

age tank to the boiler under the pool and (3) was material on top of the sand filter. For the sand filter to function properly,

there should be 8” of crushed rock, but we found 6” compacted dirt. This was apparently how the sand filter was originally

constructed, but it should be removed in the near future.

Further considerations – during construction certain existing conditions came to light which will be ongoing concerns: (1) soil

conditions are poor with a mixture of sand and mostly clay. It has a consistency of soupy muck. The problem with that soil

is its instability and tends to compress over time which will lead to ongoing problems. The most noticeable problem at this

time is the concrete pool deck which is subsiding along its entire perimeter. At some point it will have to be replaced. (2)

Pool drains are another problem throughout the building, by code floor drains cannot be connected to the Septic System

because chemicals used to disinfect the dressing rooms, bathrooms and pool decks are toxic to the bacteria in the Septic

Tank and without this bacteria the Septic tank is useless and the only remedy is to pump the tank and takes a lengthy time

for the bacteria to reestablish itself. Currently we are vulnerable to this problem because we are using Clorox to disinfect

the pool deck and bathrooms.

The Sand Filter is our biggest problem and the top layer needs to be removed and replaced with crushed rock because the sand

filter is just that a gravity operated filter. Fluid enters through the top and filters through layers of sand and gravel which

cleans it before it is pumped out and up to the drain field. A non-porous top layer inhibits the downward flow of rainwater

through the filter and the introduction of rainwater helps dilute the sewage. Stonebridge has some recommendations (1)

address the sand filter problem, (2) reorient the downspout on the NW corner of the pool roof to where it goes south and

west and attach hoses to all downspouts on the west side of the building to direct the runoff of the roof to the open area

which is an old unused drain filed reason being is to relieve the water infiltration under the pool deck, (3) Install 55 gallon

rain barrel with faucets at the downspout at the entrance to the pool to further eliminate water

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draining under the pool deck (4) Recommends due to the nature of the soil that we wait at least one year before we lay

any concrete or permanent surface over the project area. Stonebridge did an excellent job for us and is highly

recommended.

Jim showed the drawings and explained how the Septic System worked. The board went outside to view the project

area.

Questions arose about alternatives to using Clorox and maybe making sure the right ratio was being used.

20-25 years use life for new Septic System.

Pool Fan to cool pool area – will test this weekend opening all windows and turning on existing fan a few hours be-

fore the pool opens.

Unfinished Business:

Need to approve the additional cost of the Septic System. Total cost was $27,100. $20K plus tax has been paid, but we need to

approve the additional cost. Additional Cost is $4,929. Jim made a motion to approve, George 2nd, Vote 6 accept, 0 reject.

Motion Passed.

Install Pavers and pay vendor for roughly $. Eric made a motion to accept, George 2nd, Vote 6 accept, 0 reject. Motion passed.

Sand for filter – No invoice yet, tabled until invoice arrives.

2016 Proposed Budget – Draft 95% complete, Special Meeting to be held on June 15th at 5:30 PM to review the final draft.

Reserve Study – 4 candidates sent bids in. Eric recommended we eliminate one which had a bid of $8,500 and was more than

double the amount of the other bids. We will take time to review each proposal and vote on a candidate at the special

meeting on June 15th 2015.

Resolution 2015-12 – SHCC Employee Handbook - To approve the final draft of an Employee Handbook for distribution to

employees of Scatchet Head Community Club – Discussion included updating the Handbook at a later date to include

Board Member interactions etc. Jim made a motion to approve, George 2nd Vote 6 accept, 0 Reject.

Resolution 2015-13 - To approve the Key Authorization Policy with Lost/Unreturned Key Fee. Discussion included that this is

a normal business practice and the fees would be used to recover cost of having to rekey locks in the event of lost or unre-

turned keys. George moved to approve, Jim 2nd Vote 6 accept, 0 Reject.

Resolution 2015-14 - To approve an increase of SHCC’s Liability Insurance coverage by an additional $1 million. Discussion:

$1,177 increase annually in premiums. Neal moved to approve, Eric 2nd Vote 6 accept, 0 Reject

New Business:

Sandy Hook Firework Donation – Eric stated that we would again donate $400 to Sandy Hook for the fireworks show on July

3rd. This amount was already in the budget, but just wanted to make the board aware of this. No objections from the

Board.

July 4th Board Meeting Change – due to the Board Meeting falling on the 4th of July it was decided to hold the next Board

Meeting on July 1st at 5:30 PM.

Hire guards for Clam Beds and the 4th of July – Eric stated that we would again have guards on June 13th from 10-2 PM

checking for decals on George and Driftwood Drive. Also we would hire guards for July 4th for a 4 hour time frame as yet

TBD. Money had been budgeted for both of these events already.

Board Retreat – Karen suggested a potluck dinner for the Board to be held in June. Date and more details to be announced in

the coming weeks.

Complaint regarding parking on Driftwood Drive – discussed during Presidents words. Eric provided a little more detail on the

incident reported to SHCC Office. The incident involved a Community Member’s teenager, a minor, who drove their car

down to the SHCC owned beach lot without their SHCC Decal and received a ticket. The ticket stated the sheriff would be

called which scared this Members teenager and was in tears by the time the teenager got home. The parents were upset

and voiced their concerns to the office. Eric stated he was not witness to the incident and that we as a community need to

consider how we approach this going forward. The last thing we want as a Community is for our children to feel scared or

unsafe in our Community. Kathy reiterated that if you encounter this person to call 911. He is giving this Community a

bad reputation and is saying “you are not welcome here”.

George mentioned about the demand for payment letters sent to Members that were way past due on their accounts. Received

one unfriendly letter denying he owed any dues and that he currently lived in Florida and was threating to sue. George

stated he will send a letter back explaining that this is an HOA fee and when he bought the house in SHCC he agreed to

pay and to check with his realtor and attorney. We will move forward with action if we receive no payment.

A Special Board Meeting will be held on June 15th, 2015

Next Regular Board Meeting will be held on July 1, 2015.

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Meeting adjourned at 11:52 AM


July 4th Board Meeting Change – due to the Board Meeting falling on the 4th of July it was decided to hold the next Board Meet-

ing on July 1st at 5:30 PM.

Hire guards for Clam Beds and the 4th of July – Eric stated that we would again have guards on June 13th from 10-2 PM check-

ing for decals on George and Driftwood Drive. Also we would hire guards for July 4th for a 4 hour time frame as yet TBD.

Money had been budgeted for both of these events already.

Board Retreat – Karen suggested a potluck dinner for the Board to be held in June. Date and more details to be announced in the

coming weeks.

Complaint regarding parking on Driftwood Drive – discussed during Presidents words. Eric provided a little more detail on the

incident reported to SHCC Office. The incident involved a Community Member’s teenager, a minor, who drove their car down

to the SHCC owned beach lot without their SHCC Decal and received a ticket. The ticket stated the sheriff would be called which

scared this Members teenager and was in tears by the time the teenager got home. The parents were upset and voiced their con-

cerns to the office. Eric stated he was not witness to the incident and that we as a community need to consider how we approach

this going forward. The last thing we want as a Community is for our children to feel scared or unsafe in our Community. Kathy

reiterated that if you encounter this person to call 911. He is giving this Community a bad reputation and is saying “you are not

welcome here”.

George mentioned about the demand for payment letters sent to Members that were way past due on their accounts. Received one

unfriendly letter denying he owed any dues and that he currently lived in Florida and was threating to sue. George stated he will

send a letter back explaining that this is an HOA fee and when he bought the house in SHCC he agreed to pay and to check with

his realtor and attorney. We will move forward with action if we receive no payment.

Jim made a motion to adjourn meeting, Eric 2nd

Meeting adjourned at 11:52 AM


Next Regular Board Meeting will be held on July 1, 2015.

Minutes are approved as written ______________ as amended ____________________

________________________________________________________________________

Eric Cooper, Secretary

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Special Board Meeting Minutes


Call to Order:

The meeting was called to order at 5:42 am by Kathy Sweeny.

Attendance:

Present: Kathy Sweeny, Neal Clark, Karen Thorburn, Eric Cooper,

Jim Repass. Absent: George Orren – Excused, Andres (Andy) Ortiz – unexcused.

It is noted that due to 2 absent Board Members we do not have quorum and cannot vote.

President’s Words: (Kathy)

For the first order of business, I would like to state for the record:

Loretta Collar resigned from the Board in March 2015 (Her letter of resignation was dated 2/21/2015 and was completely off the

Board March 2015), therefore please stop including her in your Board emails.

Once again, a reminder to Community Members to address your concerns to the appropriate Committees and attend Committee meet-

ings. Please read your emails or reader boards for time and date while we try to determine the most suitable time slot to hold our meet-

ings.

Melanie is requesting that a Board Member be on standby on Saturdays to avoid closing the pool. She would assist in the pool area

until another Pool Attendant could arrive if available.

I would like to address Mike Freal’s email titled “Scatchet Head Community Vehicle Decal Notices”. First of all, thank you for your

admission to issuing citations to our community members and misrepresenting legal authorities and jurisdictions.

I am not aware of the incident you referred to in your email, however, my advice to you is you should have told your neighbor “I will

be happy to call 911 since you feel threatened by these 4 men”.

One of the many lessons I took away from my law enforcement training is you can’t assist someone if you are dead. Please stop put-

ting yourself in harm’s way. People under the influence are unpredictable and law enforcement is trained to handle extraction, as well

as issue appropriate citations for the violation of the law.

We do not issue tickets.

I am going to quote your email:

“Yesterday – I was told the email complaint was forwarded onto the Scatchet Head Board…and also, Kathy Sweeny – President went

to the persons house and apologized for the notice he received and that community members should not be involved with issuing these

notices”.

It is also apparent from your email you are misrepresenting my ‘PRESUMED’ involvement. Whoever is providing you this infor-

mation is misinforming you.

At this point I would like to quote your words again:

“Ms. Sweeny – Let me say this about that. Driftwood Drive is a private road and involves “We” property owners, of which you are not

one, to maintain proper decorum and policies. These policies are visual on several signs located coming down into and along Drift-

wood Drive.”

It is an attitude like this that creates not only distension, but perpetuates division in our community.

My suggestion to you and other Driftwood Drive (DWD) residents who are of the same opinion that maybe we should put it out to vote

to the community and sell you the SHCC beach lot, remove you from SHCC benefits and rights, let you throw up a gate and you take

care of your own Street because I am tired of the ‘inclusive and exclusive’ attitude and resentment towards all of us who do not reside

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The Board reviewed the 2016 proposed budget and the Board Treasurer explained that the “darkened areas” on the spreadsheet

indicated an increase/decrease from the 2015 Budget.

The Board Approved Repair Fund and Capital Reserve Fund sheet was being finalized and would be shown during the next

Board Meeting.

The Treasurer stated that the Audit of SHCC books had started on 6/15/15 with the last audit occurring 16 years ago. A commu-

nity member asked if the Board had sought several bids for the Audit. The Board stated that several bids were sought before the

final candidate was selected.

Closeout for 2014 is still in the works and will be reviewed at the next meeting.

Reserve Study:

The Board has 3 candidates to choose from. Discussion included what each candidate cost and had to offer. The majority of the

Board felt that one candidate (Jeff Samdal and Associates) stood out the most and would come out to a Board Meeting, present

the Study and answer questions from the Board and Community Members. They will also do a follow up study for the following

two years.

Several Community Members offered to help complete the required paperwork which includes stating the known age of commu-

nity property and roads etc. The Board welcomed the help and will keep them in the loop once we are ready to move forward.

The Reserve Study vote will take place at the next Board Meeting.

Unfinished Business:

Membership in Washington State Community Association Institute – Neal discussed signing up for a membership in this associa-

tion allowing 3 Members to attend costing $285 annually with the option to include a Community Manager for an additional cost

of $139 annually. He went on to state that the membership includes classes and trade shows. He found that the membership

Finally reminder to the Board, please summarize your statements and give a copy to Melanie and Eric so they can create the

meeting minutes. Thank you.

Community Input:

Community members voiced their opinions on the situation that occurred with the 4 men referenced in Mike’s email. A commu-

nity member produced a copy of a “vehicle notice” used in the past and stated the Office should have copies. This “notice”

records the license plate number, vehicle description and states that the car is parked on “Private Property” etc. The bottom

half tears away with the top being placed on the windshield of the vehicle and the bottom half being turned into SHCC of-

fice. Eric took the copy and will give to the Office Manager. Board Members stated that the ticket used by someone in the

community from a previous complaint was very different from this copy.

Eric stated that there seemed to be two separate incidents involving a “ticket/confrontation” on Driftwood Drive. During the last

Board Meeting the incident that was discussed involved a Community Member’s teenage minor who drove their car down

the beach lot without their SHCC Decal and received a ticket. The ticket stated the sheriff would be called which scared this

Members teenager and was in tears by the time the teenager got home. The parents were upset and voiced their concerns to

the office. Eric stated he was not witness to the incident and that we as a community need to consider how we approach this

going forward. The last thing we want as a Community is for our children to feel scared or unsafe in our Community and

something else to consider is Realtors showing property in SHCC may drive down to show perspective clients the amenities

of our community and being too aggressive may impact a potential sale.

Budget Review:

Eric stated that there was a request by SHCC Employees to sign up for direct deposit. Cost of this would be $25/month fee and a

$50 one time set up fee which may be waived due to our “non-profit” status. This item will be tabled until the next board

meeting.

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us to help educate and network with other HOA’s to see how they run their businesses. It also opens the door to be in contact

with vendors who can help us on future project. Neal attended a workshop for new board members on how boards work,

team building etc. and he felt it was good. The membership includes access to their website which has a lot of good infor-

mation. Members felt it would be a good resource and suggested we sign up for a one year membership and reevaluate after

one year and determine if it is worth continuing.

The President reminded the Board to please summarize your statements and give a copy to Melanie and Eric so they can create

the meeting minutes. Thank you.

Jim made a motion to adjourn meeting, Eric 2nd

Meeting adjourned at 7:22 PM

Next Board Meeting will be held on July 1, 2015.

Minutes are approved as written ______________ as amended ____________________

________________________________________________________________________

Eric Cooper, Secretary

Independence Day

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JULY 2015

Sun Mon Tue Wed Thu Fri Sat

1 Board

Meeting

5:30—7:30 PM

2 Roberts

Clubhouse

10:30—2 :30 PM

3 Sandy Hook

Firework Show

9:00—10:30 PM

4 Independence

Day

5

6 7

8 Conners

3:30—7:30 PM

BBQ

9

Water District

7:00 pm

10 11 Ortiz

3-7 PM

BBQ

12

Bright

10:00 - 2:00 pm

Clubhouse

13

14

15

Committee

Meeting

5:30 -7:30 PM

16

Gmerek

4:30 - 8:30 PM

BBQ

17 18

Bash-Wedding

9 - 9 PM

Clubhouse

19

20 21

22 23 24 25

Gmerek

4:30 - 8:30 PM

BBQ

26

31

27

28

29 30

Newsletter Ideas

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For Sale & Wanted *

If your ad is not in this edition of the newsletter—it is because it was not renewed. Your ad can easily be rein-

stated. We will need your name, address, phone number along with notice of which ad you want put back in the

paper. Ads run for 6 months and must be renewed thereafter by contacting the office. If you would like your

ad removed please contact the office via e-mail [email protected] or phone 579-4934.

Can’t get your car in the garage? Put that stuff in our garages. 5’ x 7’ to 12’ x 24’ garages available. 10%

off 1st months rent with this ad.

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Steven Kaiser Southside Plumbing LLC

Office 360 579 2526/ Cell 360 914 1332

Wanted Tennis Players!!

Singles or Doubles.

I am new to the Scatchet Head Community Area.

I would like to get a group going here in Scatchet Head to play some tennis games.

Come on out and have some fun. Give me a call.

Rochelle Whelan

(206) 802-8810

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