Board Meeting Agenda & Information Packet -December 21, 2023

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Cape George Colony Club

Regular Board of Trustees Meeting Agenda

3:00 p.m., Thursday, December 21, 2023

Via Zoom and In-Person at the Clubhouse

A. The Board President will call the meeting to order.

B. President’s Comments and Announcements – Betsy Coddington

The result of the 30-3 S. Rhododendron variance request hearing held on Dec. 18, 2023.
The result of the Special Meeting held on December 18, 2023is reported in the Information below in item “G”.
For the next six months, to the best of our ability, all meetings of the board, with the exception of executive sessions, will be held in person, and via Zoom Meeting.

C. Letters from Members – Marnie Levy. See one homeowner letter attached.

D. Action on Minutes – Pat Gulick. See attached.

Approve minutes of the regular Board of Trustees meeting held November 16, 2023.

Approve minutes of the December 12, 2023, Executive Session

E. Manager’s Report – Marnie Levy. See attached.

F. October & November Treasurer’s Reports – Nancy Charpentier. See attached.

G. New Members – Pat Gulick.

H. Information items or documents submitted to the Trustees at, or after the Study Session.

1. In a Special Meeting of the Board, held on December 18, 2023, the Board voted to approve a motion to open two new non-discretionary accounts with Edward Jones & Company L.P.. There will be one account for the Reserve Funds and one for the Operating Funds. President Betsy Coddington and Treasurer Nancy Charpentier will be signers on the accounts.

A second motion was approved in the Special Meeting on December 18, 2023, to move $530,000 in Reserve Funds currently held in a CDARS account at Kitsap Bank into an Edward Jones Account established for Reserve Fund investments, and the transfer of $100,000 in the Operations savings Account at Chase Bank into the Edward Jones Account established for Operating Funds.

The third motion made in the Special meeting on December 18, 2023, was to approve an updated Marina Committee Registration form which includes a new $25 annual fee to be included in the trailer boat parking area waitlist.

All three motions were approved unanimously by the Board. Minutes from the Special Meeting will be included in the January 2024 minutes. – Betsy Coddington. See attached.

2. In the January 2023 Board Meeting, the Water Advisory Committee announced their intention of purchasing and installing dedicated Water Sample Testing Stations in Cape

George. Due to changes in personnel and introducing Ken Loomis, our manager, to our water system, the proposal and part acquisition didn’t come together until now. The parts are available now and the quote is attached. In the January Board meeting we had information that each sample site would be $1,100, and that is the current quote. With taxes and shipping the total quote is $6,934.40.

Dedicated sample sites are the recommended method for taking monthly chloroform samples in a Type A water system, which ours is. They will be located throughout Cape George and instead of taking samples from home spigots or faucets, the sample is taken from an enclosed water tap that is only fed by water from the water system and only used for the monthly testing. This greatly reduces sample contamination. We had a sample that tested positive for chloroform in 2022. It would not be good to have a second bad sample.

-I am bringing this to the board because it is above my $5000 authorized approval amount.

-We are at some risk NOT having dedicated sample sites.

-Nancy Charpentier, treasurer, and I have discussed the cost. We believe we have money for this project in the 2023 water budget to cover the expenses.

-I would like for us to get started on installing the sample stations before we start the water meter replacement project and the mandated pipe inspection project that will take place in 2024. – Marnie Levy. See attached.

3. Emergency Preparedness Neighborhood Meetings: In the first quarter of 2024 there will be neighborhood-specific emergency preparedness meetings held at the Clubhouse. – Marnie Levy. See attached.

I. Member Participation:

NOTICE: The President will ask members that have called into the Zoom Meeting that are listening to the Board Meeting to come forward with any questions, comments, compliments, or concerns. We encourage and wish to promote member participation with the following stipulations: Each member may speak once on any given topic until every member that wishes to speak has done so. Each member may have one rebuttal with a 2-minute time limit on the same topic. If another topic is raised the same procedure will follow. Note: The Board of Trustees will not hear or discuss owner violations or owner account issues. They must be addressed in a separate hearing.

J. New Business Agenda Items (Consider approval of the following listed agenda items)

Motion 1. Motion to approve the United Business Machines of Washington, five-year contract for a Kyocera 4004i Multifunctional Monochrome printer for a monthly amount of $304.18, which includes 9,000 images per month, averaged quarterly, and service – Nancy Charpentier. See attached.

K. Open Board Discussion – Trustee Discussion Only

L. Committee Meeting Notes/Minutes:

Environmental Committee Meeting Minutes, Nov. 14, 2023
Finance Committee Meeting Minutes, Dec. 18, 2023
Strategic Planning Committee Meeting Minutes: Oct. 30, 2023, Nov. 6, 2023, and Nov. 27, 2023
Water Advisory Committee Meeting Minutes, Nov.14, 202

M. Announcements

Mon. Dec. 25, Christmas Day. The office will be closed.
Sun. Dec. 31, New Year’s Eve Party, Clubhouse, 7 p.m. – midnight.
Monday, Jan. 1, New Year’s Day. The office will be closed.
Monday, Jan. 22, 3 p.m., Study Session.
Thursday, Jan. 25, 3 p.m., Board Meeting.

N. Adjournment of the Board of Trustees Meeting.