Community Manager’s Year In Review
May 2009 through April 2010

Shelter Bay has matured into a complex community, with a population nearing 1,800 residents living in 837 homes. Eleven full-time and two part-time employees provide services to support the daily operations of our community. Additionally, four seasonal pool guards monitor the lower pool activities during the summer months. This report highlights activities and projects undertaken throughout this past year.

OFFICE ADMINISTRATION/ACCOUNTING

Administrative staff have done an outstanding job in supporting the multitude of tasks in the community operation. Staff include: Britt Gjolmesli, Office Secretary and Marina Administrator; Kendra Emerson, Billing Specialist; Pat O’Mara, Bookkeeper; Pam Foss, Committee Secretary; and Debbie Byrd, Executive Secretary to the Board. Highlights of the year are summarized:

• Manager and Bookkeeper completed year-end reconciliations and provided support during the financial audit done by Williams & Nulle, PLLC; once again resulted in a clean opinion of our financial reports and processes.
• Kendra Emerson coordinated the third annual Shredding Day, held on May 9th, 2009, with a large volume of paper being shredded and recycled. Staff and community volunteers are working on the upcoming Shredding Day and Eco-Fair on May 22, 2010.
• Kendra Emerson produced monthly billings to all members, and worked on delinquent account collections, including the use of water disconnect notifications.
• The new Billing Software was implemented in February 2010, with the online bill pay feature to be implemented in May 2010.
• The Manager and Executive Secretary completed an informal Volunteer Time Study, in which it was determined that volunteers spent over 4,100 hours on community business and projects over the last year.
• The Manager hosted Larry Campbell, known as "Wanaseah" of the Swinomish Tribe, for a presentation on Sept. 9, 2009 of the Swinomish Tribal cultural and historical values.
• Britt Gjolmesli Secretary provided supervision for the lower pool operations, as well as supervision to the summer pool guard supervisor and pool guards.
• Britt Gjolmesli performed an audit of the Lot Files and records for accuracy and completeness.
• Debbie Byrd provided continuous support to the Board, producing meeting agendas, minutes, resolutions, research of numerous topics, and records management. She also updated the Board Manual, assisted with the production of the re-write of the Building Construction Guidelines, and provided valued support at the Annual Election.
• Pam Foss provided secretarial support for six standing committees and one ad-hoc committee, preparing meeting agendas, supporting documents, minutes, and follow-up phone calls and letters to members.

COMMUNITY UTILITIES, FACILITIES AND GROUNDS

The Maintenance Department includes Bob Connolly, Supervisor, and staff: Mark Eisen, Robert Vandeventer; Herbert Emerson, Ryan Heckenlively, and Charlie Cummins. The crew works through the year to maintain and improve the Community water and sewer systems, ditches, greenbelts, recreational facilities, and other common areas and buildings. Highlights of the annual activity are summarized:

Water Utility

• Completed water system repairs, installed a new pressure reducing valve and spool in the pump house, and replaced water meter assemblies as warranted; also conducted water quality monitoring and published the 2008 Consumer Confidence Report in accordance with Washington State Department of Health requirements.
• Implemented the revised water billing base and use rates, which have proven to be effective in covering the fixed and variable cost components of our water utility.
• Mark Eisen and Bob Connolly completed required training to maintain their Water Distribution and Operator Certifications
• Coordinated with CHS Engineers in support of the water system replacement study; in the next fiscal year the Finance Committee and Manager will work on developing system replacement funding and installation strategies.

Sewer Utility

• Provided daily monitoring of the Waste Water Treatment Plant (WWTP) operation, sewer lift stations, and coordinated biosolids haulouts for final treatment at the Anacortes Treatment Plant.
• Robert Vandeventer, Mark Eisen, Herbert Emerson and Bob Connolly completed required training to maintain their WWTP Operator Certifications
• Submitted the annual Biosolids Report to the Washington Department of Ecology, and began the early steps of obtaining the renewal permit for the National Pollutant Discharge and Elimination System (NPDES) from the U.S. Environmental Protection Agency.

Ditches and Drainage

• Completed the installation of the Oil Water Separator system near the RV storage lot.
• Completed various open ditch improvements, installation of culverts and catch basins throughout the community.

Roads

• Installed the road base treatment, finish grading and surface conditioning for the emergency access/egress adjacent to the Muckleshoot Circle water tower.
• Continue to work with engineer on the development of bid specifications for road projects to be undertaken in Summer 2010.

Other Miscellaneous

• Installed new Tee Box Mats on the Golf Course.
• Manufactured and installed new grill plates and charcoal grids for the Clubhouse BBQs.
• Purchased and outfitted a 2005 Ford F-350, one-ton utility truck.
• Installed new gravel on the walking path along Shelter Bay Drive.
• Installed drain covers and vacuum/entrapment safety relief valves at upper and lower pools, per federal regulations.

MARINA OPERATIONS

• Issued contract to Reid Middleton to provide main marina dredging permit coordination services.
• Processed all quarterly marina rent due to the Tribe/BIA, in accordance with the terms of the Master Lease.
• Harbormaster Brad Exley continues to provide daily monitoring and routine maintenance to the docks, as needed.
• Marina Administrator produced monthly billings to all members, and worked on delinquent account collections

LEASE ADMINISTRATION

• Continued to provide services to Shelter Bay Company for the administration of the Master Lease and subleases.
• Processed 19 Assignments of Sublease; coordinated with local title/escrow/loan companies for completion of property sales; and processed 27 requests dealing with refinances. Eight of the property sales transactions involved foreclosed properties.
• Processed annual Master Lease payment to the Tribe/BIA; and provided record of Assignments of Sublease to the BIA, in accordance with the terms of the Master Lease.
• Processed Back Rent payments, and ultimately the final Back Rent pay off on November 30, 2009.
• Billed the community for Annual Sublease fees and processed payments and collections for same.
• Coordination with title/escrow companies on real estate sales

CAPITAL PROJECTS SUMMARY

• Water System Replacement Study – Received final draft of the Water Capital Improvement Project report from CHS Engineers. Distributed the report to Board members and placed a copy in the lobby for member review. Will schedule future work sessions on this project, as it has significant future cost impacts on the Community.
• Additional Electrical Service Connections in RV Storage Lot - Awarded contract for this work to American Electric. The Lot Committee is coordinating with the contractor on the specifics of this project.
• Boat Launch Dock Replacement – Community volunteers have essentially completed this project; remaining actions include plantings on the embankment and installation of a PFD loaner station, which are being coordinated through the Harbor Committee.
• Surveillance Cameras at Front Entrance – The cameras and server are installed, essentially completing the first phase of this work. Installed a third camera on the outbound lane and connected it to the surveillance system. This camera is being evaluated to determine if it will be suitable for permanent installation.
• Misc. Sewer Improvements & Repairs - Repairs to Damaged Sewer Piping – Awarded the contract to Insta-Pipe to do this work; project has been completed; and the contractor delivered the video of the repaired sections of sewer piping for our records.
• Road Work – Authorized the design work to CHS Engineers and the geotechnical services to GeoEngineers. The geotechnical work/core samples on Klamath Drive (near Martha’s Beach entrance) were obtained, and results are being reviewed by the engineer. CHS is continuing to work on the design scope and contractor bid package for this work. The goal is to get bid requests out soon, so bids can be received, evaluated, and a contract awarded for the work to be done later this summer.
• Division 2 Tract L North Basin Dredging – Have received the Shorelines and Sensitive Areas (SSA) permit from the Swinomish Tribe, submitted completed JARPA application, including the Biological Evaluation prepared by Grette Associates, to the Army Corps of Engineers (ACOE); currently being reviewed by the National Marine Fisheries Service and the U.S. Fish and Wildlife Service. The Tribe has obtained the sediment samples, and has contracted with the DOE Manchester analytical lab for the analysis of sediments, which needs to be done for upland disposal of the dredge spoils. All sediment analyses have been completed, and the results identified elevated levels of PAHs and some benzoic acid. As a result, the Tribe decided they did not want the spoils disposed of on Reservation uplands. The Manager is evaluating other options and costs for the disposal of the anticipated 900 cu.yd. of spoils. Once the disposal plan is finalized, the ACOE can complete its permit review and issuance. Manager will be working with the Harbor Committee to develop a bid scope for issue to contractors who would like to do the dredging work. The allowed work window is from July 15th through next February 15th.
• Refinish Clubhouse Dance Floor – This work has been completed.
• Clubhouse Restroom Remodel – The work on the ADA ramps and bathroom remodel is underway. Community volunteers have done the demolition work in the bathroom and storage areas. A significant amount of wood rot and mold was uncovered as a result of the demolition, replacement of which was not factored into the overall project. A design modification was developed and submitted to the Tribe, receiving their approval to modify the building permit. The project cost should be kept to the original budget, as a result of volunteers doing much of the demolition work, under the leadership of volunteer Tom Rosadiuk as Project Manager.