UNAPPROVED LAKE SUMMERSET ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
AUGUST 8, 2011

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 pm. Directors present were: Leon Gorsch, Karen Franzen, Mark Metzler, Jane Brannon, John Cressman and General Manager Gary Wilke.

Members signed in: John Adrowski, Tom Leith, Bob Page, Denny & Sue Harker, Don Kuhl, Jim DeFranco, Ken Balla, Norm Becker, Alex Artisuk and Mark Savala

APPROVAL OF THE JULY 11, 2011 MEETING MINUTES – Director Brannon made a motion to approve the July 11, 2011 Board Meeting Minutes seconded by Director Gorsch. Motion passed with a voice vote.

APPROVAL OF THE JULY 19, 2011 SPECIAL MEETING MINUTES – Director Brannon made a motion to approve the July 19, 2011 Special Meeting Minutes seconded by Director Gorsch. Motion passed with a voice vote.

MEMBER COMMENTS ON AGENDA ITEMS – Two opportunities for public comment are listed on this evening’s agenda. Unlike previous board meetings when members were able to comment prior to the close of discussion, comments will be limited to the two comment sections. Comments will be limited to 2 minutes. The chair reserves the right to limit repetitive comments.

TREASURER’S REPORT – The report is not out yet.

MANAGERS REPORT

2011 Family Fest – Virtually all of the feedback Manager Wilke received from members regarding this year’s festival was positive. It was a fun, grassroots, family-oriented event. Ms Smally did a great job of organizing the various elements and staff led by Ms Shelly, Mr Harker and Ms Wise worked to support the event without friction or drama. LSA clubs and area non-profits participated to make the event a success and most groups benefited from their involvement.

An attachment prepared by Ms Shelly summarizes the event income/expense and reflects group responses received by Ms Smally.

It is the consensus of the Board for Mr Wilke to work with Ms Smally to come with a questionnaire to see what members want in the future.

Video Surveillance System Proposals for LSA Entrances and Added Facilities
The Board is provided with a copy of the latest RFP for Video Surveillance Systems and the returns from three contractor/respondents. The respondents, Entre Computer Solutions, Jansen Electronics and On Line Security Systems, LLC all have substantial, documented experience and references relating to video surveillance systems. Additionally, two of the respondents, On Line and Entre have LSA members with corporate involvement.

No respondent exactly met RFP specs, allowing consistent cost comparisons and none provided an estimate for a desired portable recording unit. However, Entre, while it left off the Lodge location, promises delivery of a design proposal of a portable unit in the future.

Based upon submitted returns staff makes no specific recommendation and Manager Wilke has included a third party critique requested anonymity for additional Board consideration of the proposals.

There was a discussion regarding the pros and cons of each bid. It was decided not to consider Jansen Electronics because they are the sole proprietor of the system they proposed in the bid.

Director Cressman made a motion to lay this over for one month and direct Manager Wilke to get answers from the other two vendors regarding costs for specific items. Director Brannon seconded the motion. Motion passed with a roll call vote.

Ban of Subjects Representing a Community Threat – Chief Wise and Manager Wilke recommend that the Board take action to ban Jessiah Lunde, Caspin Turpin and Richie A. Haviland as having been arrested and charged in relation to a burglary committed in Lake Summerset on July 29, 2011.

While these subjects are considered innocent until proven guilty, the law permits the Board to prohibit their access to LSA and requires notice to allow future minimal prosecution for trespass.

Past precedent supports Board action in this matter and Manager has attached a sample of letters previously drafted and sent to previous subjects.

Legal counsel has been consulted and approves this process.

Director Metzler made a motion to ban the enumerated persons for a period of 5 years with Board approval for reentry after 5 years. Director Cressman seconded the motion. Motion passed with a roll call vote.

Mechanical Dredging of Otter Creek/West End Inflow and Tamarak Bay Inflow – Based upon additional engineering review and Lake Planning Committee input, this project was finalized for proposals (RFP attached). Of the three original bidders, only Fischer Excavating has chosen to submit a proposal. Miller and Butler Excavating now cite lack of equipment availability for rental due to economic conditions, as prohibitive.

Fischer Excavating submits a proposal of $25,797 for the two sites, a reduction from $33,120 in the January estimate.

Note that the revised project calls for dewatering of excavated spoils proximate to the excavation site and secondary transport, grading and landscaping by others. LSA staff can perform this work and it is estimated to be approximately $5,000. Accordingly, total project cost is estimated at $31,000. A safe contingency should be no more than 10%.

Director Brannon made a motion to accept the Fischer Excavating Proposal at $25,797 for a total project cost of $31,000 with a 10% contingency for the locations listed on the map. Director Cressman seconded the motion. Motion passed with a roll call vote.

VIRIDIAN PROPOSAL PRESENTATION – A representative from Viridian gave a presentation on the benefits of using this company to save money on electric bills by using renewable energy.

COMMITTEE REPORTS

Environmental Control – Board Liaison Marty Kisser was not present to give the report but his written report was included in the Board packet.

Lake Planning – This was already covered with the dredging proposal.

Long Range and Facility Planning – There is a subcommittee being formed to research the issue of a Dog Park and a walking path.

Security and Special Services – Nothing for Board action. November 2, is the next meeting.

Activities – Nothing for Board action. No meeting until spring.

Campgrounds – Wayne Jacobson is the new Chairman and Mary Pass is the new Secretary. The corn roast will be Saturday, Labor Day weekend.

Community Relations – No Meeting.

OLD BUSINESS/CARRY-OVER

Standing Rules Revision Committee – No Business

Marketing/Advocacy – Nothing to report.

Citation Review Procedures – Director Brannon reviewed the Citation Review Procedures. The following four items reflect the language that will be incorporated in the new procedures.

• Upon completion of the review process, copies of the Citation Review Forms will be included in the next Board Meeting package sent to Directors as informational items.

• The decision options are “Upheld” or Dismissed”; the full amount of the published fine applies to “Upheld”

• If the Panel renders a decision of “Dismissal”, they will identify the compelling mitigating circumstances that justify the reversal of the citation, and will clearly document these circumstances on the citation review form.

• The panel will ensure that a different members cited for the same violation are treated the same, with like decisioning.

Director Cressman made a motion to accept the four items for the Citation Review Procedures with Citation Review Actions and dismissed citations to be reviewed by the Board of Directors. Any appeals would come before the Board of Directors. Director Franzen seconded the motion. Motion passed with a 4 to 2 roll call vote.

Club Usage at Lodge/Maintenance Impact/Guidelines – Director Cressman made a motion to accept the Clubs Usage Guidelines to become part of our standing rules. Director Metzler seconded. Motion passed with a voice vote.

NEW BUSINESS

Meet the Candidates – Since the future of CRC is in question, Director Cressman made a motion to direct Manager Wilke to organize a “meet the candidates” at the lodge. Director Metzler seconded the motion. Motion passed with a roll call vote. Director Gorsch abstained.

Morgan Realty Proposal – Bar Code Display at For Sale Properties – No motion was made. The Board will invite the Morgan Realtor back.

MEMBER COMMENTS – The member comments were: people letting friends through the east and west gates, the new rules regarding member comments at Board Meetings, the Fischer Excavating proposal, the Camera proposal and the Morgan Realty proposal.

ADJOURNMENT – At 10:48 pm, Director Metzler made a motion to move to executive session. Seconded by Director Cressman the motion passed.

EXECUTIVE SESSION – As acting secretary, Manager Wilke advised that the Board met in executive session to discuss personnel matters and member rules violation.

The meeting returned to regular session at 11:45 pm. At this time, Director Brannan made a motion, based upon an appeal of member Mark Mulvain, of Lot 184 to - As a matter of equity and consistency, due to similar citation issuance, to reduce the fine for a violation of automatic gate regulations of June 2, 2011 from $100 to $50. Seconded by Director Cressman, the motion passed.

Next, Director Cressman made a motion to adjourn. Properly seconded and voted, the meeting adjourned at 11:48 pm.

Respectfully submitted,

_____________________________
Gayle Gladkin
Recording Secretary