|
This has been another busy year for the Shelter Bay staff. Early in the year, office staff assisted members in understanding the new assessments for Back Rent and Supplemental Rent. In addition, we began to feel the crunch of the deteriorating real estate market and economy, as demonstrated by several property foreclosures within Shelter Bay. Highlights are summarized as follows:
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, and Debbie Byrd, who assumed the full-time position as the Executive Secretary to the Board in October 2008.
- Financial Audit – Once again, we received a clean opinion from Williams & Nulle, PLLC, of our consolidated financial reports for the year ending June 30, 2008. All quarterly and yearly tax filings and payments were timely made.
- Held the second annual community shredding day in May 2008 in conjunction with the administrative staff’s records inventorying and document management activities in the records retention center.
- Developed a portion of the Annex to house the Executive and Committee secretaries; installed new carpeting, painted interior, improved the lighting, expanded the telephone system to add new lines, and outfitted the area with office furniture and needed equipment/supplies for their operation.
- The Manager is actively participating on the Swinomish Tribe’s Advisory Group on Climate Change. The group will identify possible local impacts, develop response strategies, and develop a community action plan that identifies mitigation and adaptation options for the community; also participated in the Tribe’s April 2009 public meeting.
- Supported the Board of Directors on final settlement terms for the Fee Simple lawsuit, and processing of refund checks to fee simple members, in accordance with settlement.
- Implemented the new water cessation policy as part of our account collections activities.
- Provided support to the Board with the April 2009 Town Meeting and May 2009 Annual Election.
- Began the process of data conversion and confirmation as the first steps in implementation of the new CBSW utility billing software – targeted to go live in June 2009.
Community Utilities, Facilities and Grounds
The Shelter Bay Maintenance Department includes 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, greenbelts, facilities, and other common areas. Highlights of the annual activity are summarized as follows:
Water Utility
- Completed all bi-monthly and quarterly sampling and monitoring requirements in accordance with Department of Health standards.
- Published the Consumer Confidence Report in July 2008.
- Review of the water system profit/loss reports indicated the need for a water billing rate increase to $0.02475 per cubic foot, which went into effect on June 30, 2008.
- Continued to review the financial performance of the water utility; found that a further increase in rates and restructure of the billing model is necessary due to increases from our supplier, the Town of La Conner, and other utility operating costs.
- Mark Eisen and Bob Connolly completed required training to maintain their Water Distribution and Operator certifications.
Sewer Utility
- Had a specialty contractor successfully complete an in-situ repair of a portion of underground sewer piping on Muckleshoot Circle.
- Robert Vandeventer and Herbert Emerson completed required training and obtained updated Waste Water System Operator certifications.
- An on-site NPDES Compliance Inspection by the U.S. Environmental Protection Agency was conducted on December 2, 2008; no violations were noted.
Ditches and Drainage
- Continued to work on installation of culvert piping and catch basins in various roadside ditches, and re-digging of open ditches for improvement of drainage throughout the community.
Roads
- Used the new line striper to paint centerlines and fog lines on roads throughout the community, as well as re-stripe the parking lots.
- Spent significant amount of time during the extended snow season to plow and sand the Shelter Bay roads to keep them functional, with mixed success. The major arterials were cleared of snow and ice, however, the side roads proved more difficult to plow due to ice hazard.
Miscellaneous Capital Projects
- Road Work – Completed a major road improvements contract in the summer of 2008; project involved resurfacing of several road areas, in addition to installation of oil-water separators along Shoshone near the Marina’s F – J Docks.
- Sports Court – Contractor completed the Sports Court in summer 2008; this has been a popular venue for groups.
- Clubhouse Restroom Remodel – Continued to work with local architect on final design of bathroom and handicap access design. Included additional funding in next year’s Capital Improvement Budget to be able to complete this project.
- Front Gate Enhancement – Installed the necessary drainage piping and engaged contractors to install walking paths and landscaping at the front entrance area. Community volunteers arranged and filled the planters with color on both sides of the guard house.
- Drainage Study – Included additional funds in next year’s Capital Improvements Budget to be able to implement the drainage recommendations of CHS Engineers for drainage near the clubhouse area and the drainage systems that discharge into the North Basin.
- Div. 2 Tract L Dredging – Received the Shorelines and Sensitive Areas (SSA) permit from the Swinomish Tribe, but have not yet submitted the permit application to the Army Corps of Engineers. Harbor Committee is doing more work on the determination of dredge volumes so permit applications can be completed and submitted. Reid Middleton will be asked to confirm their volume calculations. Also working on sampling and analysis requirements of the dredge materials to allow for upland disposal.
Marina Operations
Our marina operations are supported by Brad Exley – Harbormaster, and Britt Gjolmesli – Marina Administrator.
- Replaced 10 damaged pilings located at A – E Docks.
- Harbormaster continues to replace damaged wooden collars with metal collars at the end of dock fingers, as needed.
- Harbormaster continues to replace 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.
- Experienced two incidents in the marina this year. 1) A sunken boat during December; and 2) a fuel leak aboard a boat moored at the marina. In both cases, all appropriate calls were made; responses timely, and minimal fuel release to the marina in the case of the sunken boat; no fuel release in the latter case.
Lease Administration
- Continued to provide services to Shelter Bay Company for the administration of the master lease and subleases.
- Processed 29 Assignments of Sublease; coordinated with local title/escrow/loan companies for completion of property sales; and 16 refinances. The real estate market was significantly slower than last year. Also monitored 13 properties in various phases of foreclosure throughout the 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.
- Processed the initial and subsequent quarterly payments on the Back Rent to the Tribe/BIA. Paid to date: $5.254 million of the $6.234 million obligation.
- Billed community for Annual Sublease fees and processed payments and collections for same.
|
