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This has again been a busy year for the Shelter Bay staff. The Master Lease arbitration decision has by far dominated the day-to-day operation, as it poses serious impacts on the community, with the monumental decision to “Pay” or “Not Pay” being decided in the May 3rd Special Election. That being said, other actions and accomplishments throughout the past year are highlighted below:
Office Administration/Accounting
The following individuals comprise the office staff, and have done an outstanding job in supporting the multitude of tasks in the community operation: Britt Gjolmesli – Office Secretary and Marina Administrator; Kendra Emerson – Billing Specialist; Pam Foss – Committee Secretary; Katy Brady-Good – Bookkeeper; and Gail Taylor – Executive Secretary to the Board.
- Financial Audit – Once again, we received a clean opinion from Williams & Nulle, PLLC, of our consolidated financial reports for the year ending June 30, 2007. Filed all quarterly and yearly tax returns and payments.
- Worked with the Tribe to obtain two separate Shorelines and Sensitive Areas (SSA) permits for various Lot and Greenbelt projects.
- Continued to perform records inventorying and management of the documents in the records retention center; brought in a contractor to shred confidential documents that were no longer needed; community members were also allowed to take advantage of the service.
- Participated in on-line group for Homeowners Association Committee to review and comment on proposed legislative changes to the RCW 64.38 regarding homeowners associations; made in-person testimony to Committee. Also provided written testimony to Legislative Officials in Olympia on same; proposed bill did not make it through the 2008 session.
- Filled a new position, the Committee Secretary, with Pam Foss.
- Manager presented on the topic of “Risk Management” at the annual Community Associations Institute conference in Bellevue.
- Partnered with the Swinomish Tribe on two grant opportunities: Stormwater Management; and Climate Control.
- Supported the Board of Directors on Lease arbitration issues and subsequent Town Meetings, board meetings, surveys, assessment computation scenarios, and answering questions of community members.
- Provided support to the Board with the February 2008 and May 2008 Special Elections, and the May 2008 Annual Election.
Community Facilities and Grounds
The Shelter Bay Maintenance Department is comprised of Bob Connolly – Supervisor, and staff: Mark Eisen, Robert Vandeventer; Herbert Emerson, Ryan Heckenlively, and Charlie Cummins. The crew worked throughout the year to maintain and improve the community water and sewer systems, ditches and greenbelts. Highlights of the annual activity is summarized below:
- Crew provided on-scene emergency assistance to a community member after an unfortunate car accident within the community.
- Contractor added more electrical service to stalls in RV Storage Lot.
- Water System
- Completed all bi-monthly and quarterly sampling and monitoring requirements in accordance with Dept. of Health standards; also completed community lead and copper sampling study, with help of community residents who provided water samples from their taps.
- Published the Consumer Confidence Report in July 2007.
- Review of the water system profit/loss reports indicated the need for water billing rate increase to $0.0225 per cubic foot, which went into effect in October 2007.
- Coordinated with Community Safety Committee in repairing and exercising control valves and flushing water system through standpipes and hydrants.
- Mark Eisen completed required training and obtained updated Water Operator certification.
- Sewer System
- Coordinated with ELPAC to complete the upgraded control systems for the sewer lift stations. Work is now complete.
- Coordinated with Pipeline Cleaning & Video for completing the hydro-flushing/ cleaning and video inspection of the community sewer lines.
- Changed the sewer biosolids removal operation from one of dewatering and hauling sludge cake to a distant land-application site to one of liquid haul-out to the Anacortes Treatment plant. Change was made as a result of land-application contractor losing permit and going out of business.
- Robert Vandeventer completed required training and obtained updated Waste Water System Operator certification; Herbert Emerson also completed training and obtained new certification. Ryan Heckenlively completed training for the Waste Water Examination Review in preparation of his certification as Waste Water Operator.
- Installed new aerator in oxidation ditch #1, which is currently being monitored for performance.
- Received on-site inspection of waste water testing laboratory from WA DOE; received “full accreditation” renewal.
- Ditches and Drainage
- Completed Hoh Place drainage project by re-digging ditch, installing 12” culvert, and catch basin assemblies.
- Installed culvert piping and catch basins in various roadside ditches for improvement of drainage.
- Parks
- Rainbow Park improvements were made, including new walkway, upgraded faucets, and new metal roof.
- Moved fire pits further back from shoreline and cleared area around each pit, as recommended by Firewise Committee.
- Golf Course
- Coordinated with American Landscapes to complete the final phase of installation of irrigation in the fairways. This project is now complete.
- Replaced golf course corner fencing with new materials for improved look.
- Power
- Puget Sound Energy has been making improvements to area power lines for improved reliability; there were no extended power outages this winter, which came as a relief to community residents.
- Roads
- Purchased a line-striper so crew can paint centerlines and fog lines on roads throughout the community.
Miscellaneous Capital Projects
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Road Work – CHS Engineers prepared bid specifications, issued requests for proposal, received bids, and selected contractor for road work to be completed in Spring 2008.
- Sports Court – Authorized work to a contractor for the completion of the youth sports court, located near the upper pool. Maintenance department completed site preparation work prior to contractor coming on site. Project slated for completion in Spring 2008.
- Clubhouse Restroom Remodel – Engaged a local architect, who developed conceptual design layouts and preliminary cost estimates for a phased restroom upgrade project. Goal for project construction is after the summer pool season is over.
- Front Gate Enhancement – Coordinated with Tribe regarding road right of way; conducted a contest for design submittals, and awarded two co-winners of the contest. Front Gate Enhancement team developed a scope for planters at the guard shack. The maintenance crew has removed most of the old wooden fence, and is in the process of installing culvert piping/catch basins for drainage ditches at road edge.
- Drainage Study – Authorized CHS Engineers to begin work on a drainage study that focuses on drainage near the clubhouse area, and the drainage systems that discharge into the North Basin.
Marina Operations
Our marina operations are supported by Brad Exley – Harbormaster, and Britt Gjolmesli – Marina Administrator.
- Obtained pricing for replacement of approx. 6 damaged pilings; proposals currently under review.
- Harbormaster replaced approx. 15 damaged wooden collars with metal collars at the end of dock fingers.
- Harbormaster has been replacing old nails with new screws to secure wood planks on fingers and piers.
- Processed quarterly Marina Rent due under Master Lease to the Tribe/BIA, in accordance with terms of the Master Lease.
Lease Administration
- Continued to provide services to Shelter Bay Company for the administration of the master lease and subleases.
- Processed 56 Assignments of Sublease; coordinated with local title/escrow/loan companies for completion of property sales; and 44 refinances. The real estate market slowed significantly this year.
- Processed annual Master Lease leasehold payment to the Tribe/BIA; and provided record of Assignments of Sublease to BIA, in accordance with terms of Master Lease.
- Billed community for Annual Sublease fees and processed payments and collections for same.
- Supported Board with computation of Back Rent owed to the Tribe, as a result of arbitration decision of January 23, 2008 on master rent adjustment for 2003-2013.
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