APPROVED LAKE SUMMERSET ASSOCIATION
BOARD OF DIRECTOR MEETING MINUTES
APRIL 12, 2010
All open session board meetings are audio recorded by the Recording Secretary for transcribing and clarification purposes. Board President Frank Miller, called the meeting to order at 7:00p.m. Directors present were: Leon Gorsch, Marty Kisser, Mark Metzler, Jane Brannon, John Cressman , General Manager Gary Wilke and Corporate Secretary Marsha Shelly were also present.
Members signed in: John Lund, John Adrowski, Pat Ferguson, Jack Walsh, John Urban, Rich Doose, Joe Froehlich, Denny & Sue Harker, Mike Sons, Howard Lass, Jeff Folkerts, Tom Tindell, Gary Triplett, Jerry Osowski, Bruce Sheid.
APPROVAL OF MARCH 8, 2010 BOARD MINUTES: Director Kisser made a Motion seconded by Director Gorsch to approve the minutes of the March 8, 2010 Board Meeting. Motion passed with a voice vote.
TREASURER’S REPORT: Director Metzler reported as of March 31,2010, Membership Dues and Fines Income 92.4%, Total Budgeted Revenues 72.8%,Total Revenues Collected 72.8%, Total Operating Expenses 18.5%, Total Administrative Expenses 19.7%, Total Operating & Administrative Expenses 19.1%, Dues & Interest Allocated to Capital Expenditures 76.1%, Total Expenditures 34.5%.
Director Metzler reported that there is $50,611.75 to reallocate which consists of interest earned on Capital Replacement Funds during 2009. Director Metzler recommends funds reallocations to various Capital Accounts as follows: Add $10,000 to the Vehicles Account. This will bring this account back to a positive balance. Add $40,611.75 to the Roof Account. These added funds will help maintain a positive balance for future expenditures.
Director Brannon made a motion to approve the reallocation of $10,000 to the Vehicles Account and $40,611.75 to the Roof Account seconded by Director Cressman. Motion passed with a voice vote.
MANAGER’S REPORT
Road Maintenance Direction – As recommended by BRG and approved by the Board, Fehr-Graham personnel are working on our road study update, with an expected completed report within the next 30 days.
Last year, because of scheduling and material availability issues chipsealing of the entire Lodge parking lot and a small area at maintenance was not completed. Manager Wilke has been in contact with Fahrner Asphalt, our contractor for the work, and they have placed us on this year’s schedule, agreeing to honor last year’s pricing.
A combination of last year’s chipseal application and the necessity of having to apply a large amount of chips this past winter as abrasives in ice treatment has yielded a substantial amount of road surface chips in gutters, at intersections and at curves. For safety and aesthetics we have made excess chip removal a function of road maintenance this year. To this end, we were able to locally procure a vacuum sweeper to expedite the removal. The work was accomplished last week by our staff.
Proposed Disposal of Security Squad – Our 1995 Chevy Caprice squad car, with over 170,000 has deteriorated to the point that estimated repair costs of $2,000 exceed the value of the vehicle. Accordingly, in consultation with the Vehicle Committee, it is recommended that the unit be deleted from our fleet.
The usual process for disposal has been advertised sale in the News for sealed bids, with sale to the highest bidder.
It is the consensus of the Board to approve the sale of the 1995 Chevy Caprice squad car.
Non-conforming Property Use – Director Franzen brought to Manager Wilke’s attention an effort by an individual to create a multiple person elderly care facility at Lake Summerset, converting a residential home to such usage. A copy of e-mail correspondence and the content of News advertisements were included for director review.
Manager Wilke’s interpretation of the proposed use would be that it is in conflict with our restrictive covenants and the residential character of the development that state: “Every lot, unless otherwise designated by LSA, is a residential lot and shall be used exclusively for single family residential purposes.” As additional affirmation, Manager Wilke had a conversation with Terry Groves, Stephenson County Zoning Administrator, who opines that the usage would be in conflict with applicable county zoning, although the specific issue has not been tested.
Director Franzen advocates timely, aggressive action by Association legal counsel to stop furtherance of the endeavor.
It is the consensus of the Board for Manager Wilke to move forward with counsel in this matter.
Pool Furniture Replacement – Our 2010 Capital expenditures budget allocates $7,400 for replacement of pool furniture. This furniture was viewed in the recent Board/Staff property tour.
It is proposed that current furnishings be replaced with new furniture as the same type as exists, proving itself to be durable and easily maintained.
Replacements would consist of 44 chaise lounges and 20 chairs at a total cost of $7,234.56. Based upon this volume, the seller, Texacraft, is waiving the $868.00 shipping charge,
Shade has been a discussion
issue for the pool area, so that we will again be installing the 2 shade
canopies on the beams between buildings and will additionally acquire
umbrellas for placement on the picnic tables on the upper deck.
Replaced furniture will be offered for sale at LSA Garage Sale.
Director Metzler made a motion seconded by Director Gorsch for the purchase of the proposed furniture at $7,234.56. Motion passed with a voice vote.
Roof Project Update – Subsequent to last month’s board meeting, the results of the structural engineering review were submitted to our architect for a project specification revision to allow re-bidding of the project.
In consultation with the structural engineers, the architect has revised specs to include two base bid options and one alternative to meet the 1.5 safety factor criteria desired by the Board.
- Base Bid #1 – The installation of asphalt shingles, insulation board and vent panels (specified in lighter weight products to meet required load criteria).
- Base Bid #2 – The installation of a metal shingle roof with no added insulation to base bid #2, metal shingles.
- Alternate Bid – The addition of non-vented nail base insulation.
All options would require tear-off of only the existing asphalt shingles, leaving the 1995 insulation additions in place.
Note: R.Value of our current roof is approximately R-14. Current commercial code minimum is R-23, but not required in our circumstances.
Base bid #1 adds up to an additional R-11, R-25 total. Base bid #2 does not increase the R-value. Alternate bid #1 adds up to R-23,R-37 total.
It is the consensus of the Board for Manager Wilke to solicit re-bids for the lodge roof.
IDNR Electrofishing Survey Reports – Copies were provided to Directors of last fall’s tree IDNR fish shocking survey report. There is money allocated every year from the budget. Now there is enough money coming in every year from fishing permit sales to fund the shocking. It is recommended to spot treat aquatic vegetation as needed for recreational access.
COMMITTEE REPORTS
BUILDINGS, ROADS & GROUNDS – The lodge roof project was discussed earlier in meeting.
ENVIRONMENTAL CONTROL – There are three new houses approved so far this year. There is a dead tree problem on Lot #2019. It is a safety issue for the owners of Lot #2020. There was a discussion regarding the pros and cons of cutting down dead trees when lot owners don’t take action.
Director Gorsch made a motion to continue with the existing practice of fining lot owners who don’t cut dead trees down and not to do anything further in this instance. The motion was properly seconded and passed with a voice vote.
LAKE PLANNING – The committee would like to add park docks as rental spaces, including Duck Park and Juniper Park for now on a trial basis.
Director Metzler made a motion to add park docks as rental spaces, including Duck Park and Juniper Park on a trial basis. This was seconded by Director Gorsch. Motion passed with a voice vote.
LONG RANGE PLANNING – There was no meeting. The next meeting is to be determined.
ACTIVITIES – The Activities Update with the schedule of 2010 activities was handed out. The activities committee would like to have a raffle for Family Fest. The grand prize would be 2011 member dues paid. There would also be door prizes. The money generated from this raffle will be income for the activities account. This will cover some of the expenses for Family Fest.
DIRECTOR BRANNON MADE A MOTION TO AUTHORIZE THE RAFFLE OF THE 2011 MEMBER DUES PAID AND THE $10.00 FILLING FEE. SECONDED BY DIRECTOR METZLER. MOTION PASSED WITH A VOICE VOTE.
IS WAS THE CONSENSUS OF THE BOARD TO ALLOW THE STREET DANCE TO END AT 11:30.
CAMPGROUNDS – No meeting.
COMMUNITY RELATIONS – Nothing for Board action.
OLD BUSINESS/CARRY OVER
Report on Development of By-Law Committee – The committee plans to meet the second week in May.
Pontoons Pulling Tubers – The resolution was approved at the March 2010 Board meeting. There is still an opportunity for comments. Resolution will be signed at the May meeting.
Review Rental Policy regarding Durand Lions Club Request – Director Gorsch made a motion seconded by Director Brannon to allow members to reserve the lodge on behalf of service/public groups, non-profit, and non-sectarian groups within the Dakota or Durand School districts, with the exception of security deposit or fees necessary for additional security, other rental fees will be waived. This will be limited to no more than two events per calendar year, per groups. The motion passed with a voice vote.
Lodge Usage Request – Camelot World Travel – It was decided that organizations should approach Lake Summerset clubs and do their presentations that way.
Set-Up Concession trailer at Lodge – The member was not present .
Major Carp Removal Effort – Director Metzler made a motion, seconded by Director Cressman to allow the LSA Fish Club to hold a Carp Bowfishing Invitational Tournament. Motion passed with a voice vote.
Purchase Large Blocks of Advertising in LS News – Director Brannon made a motion to reject this request seconded by Director Cressman. Motion passed with a voice vote.
ADJOURNMENT – Director Metzler made a motion to adjourn and go into Executive Session seconded by Director Miller. Motion passed unanimously. Meeting adjourned at 9:30pm.
EXECUTIVE SESSION – As acting secretary in executive session, Manager Wilke reported that the Board met to discuss litigation status regarding home construction on Lot 1567. No further action was taken.
RECONVENE - The Board returned to regular session at 10:15 pm. At that time, Director Metzler made a motion to adjourn. Properly seconded, the motion passed and the meeting adjourned.
Respectfully submitted,
_____________________________
Gayle Gladkin
Recording Secretary