APPROVED LAKE SUMMERSET ASSOCIATION
BOARD OF FEBRUARY 14, 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 7:00pm. Directors present were: Leon Gorsch, Karen Franzen, Marty Kisser, Jane Brannon, John Cressman and General Manager Gary Wilke.
Members signed in: John Lund, Myrna Rowe, Denny & Sue Harker, Tom Leith, Howard Lass, Ken Balla, Dan Mikosz and Lynn Dulyea.
APPROVAL OF JANUARY 10, 2011 MEETING MINUTES. Director Kisser made a motion to approve the January 10, 2011 minutes. Director Gorsch seconded the motion. Motion passed with a voice vote.
TREASURER’S REPORT - Mark Metzler reported as of the end December 2010 Membership Dues and Fines Income 99.2%, Total Budgeted Revenues 87.7%, Total Revenues Collected 87.7%, Total Operating Expenses 97.2%, Total Administrative Expenses 92.3%, Total Operating & Administrative Expenses 94.8%, Dues & Interest Allocated to Capital Expenditures 94.4%, Total Expenditures 94.7%.
Mark Metzler reported as of the end of January 2011 Membership Dues and Fines Income 3.0%, Total Budgeted Revenues 2.9%, Total Revenues Collected 2.9%, Total Operating Expenses 6.2%, Total Administrative Expenses 7.5%, Total Operating and Administrative Expenses 6.8%, Dues & Interest Allocated to Capital Expenditures 2.9%, Total Expenditures 5.8%.
MANAGERS REPORT
Prior Action Follow-up - In execution of approved direction from the January meeting, a replacement of the main marina east dock set, including ADA accessibility has been ordered and is scheduled for installation for the start of the 2011 season. This year’s lottery will enumerate availability of the (2) ADA sites with priority given to those with provable disability.
Regarding the approved computer system replacement, hardware has been ordered from Aero, Inc. and the server replacement has been accomplished, eliminating the critical system glitches that we were experiencing. Workstations and other hardware will be replaced near future as office workload best accommodates.
Campground Host – We have advertised this position in the News and the national publication Workkamper News. At present we have 5 applicants and Manager Wilke will close the application process at the end of the month, hiring a candidate at that time. Director Brannon has been helpful in providing job responsibility suggestions and Manager Wilke encourages directors to refer any candidates that may come to their attention.
West End Dredging – Contingent upon input from LPC’s February 12, 2011 meeting, that Director Metzler and Manager Wilke will report on at Monday’s Board meeting, Manager Wilke is seeking direction from the Board and approval to proceed with a possible 2011 mechanical dredging project for the west end of Lake Summerset—the Texas culvert stream channel to the lake inflow, approximately to lot 212. This project would address the heaviest areas of siltation within the lake; create a sediment trap for future silt; develop a path that would allow future hydraulic dredge access into this area and represent a relatively easy permitting process, based upon engineering assessment and Manager Wilke’s prior success in permitting of this area.
Based upon contractor quotes, the excavation work in this area can be performed in the low to mid $20k range with work completed by an extended reach excavator and haul trucks moving the material to our leased area on the Hagemann property. Work would likely take place in the late summer or early fall and would take approximately one week. Manager Wilke had a conversation with the impacted members and they have expressed willingness to participate in the project, even removing trees for access.
Director Kisser made a motion to approve a $2,500 expenditure for permitting work by Fehr-Graham and Assoc. to move the West End Dredging project forward seconded by Director Cressman. Motion passed with a roll call vote.
ADA Fishing Pier Proposal – Also contingent upon input from LPC’s meeting, staff proposes the placement of an ADA accessible fishing pier at Southgate marina area, replacing the currently placed dock structure on the west edge of the property. The structure would consist of a 12’X24’ platform, attached to shore by a 20’ walkway and a 15’ ramp, all railed in compliance with accessibility standards. A short asphalt or cement walkway would connect this structure to handicapped parking in the current lot. Discussion by LPC and the Fish Club does not advocate motor vehicle access to turf areas at the Lodge, as previously discussed, and this alternative is deemed to be a desirable improvement for all members and a very attractive area for those with disability access issues. Staff estimates that all elements of this project can be completed for $8500.
Director Gorsch made a motion to allocate $12,000 for the purchase of a handicapped accessible fishing pier at the Southgate marina area seconded by Director Brannon. Motion passed with a roll call vote.
Swim Raft Replacement – At last month’s meeting, Manager Wilke related, in a capital schedule proposal, that Lodge docks are in generally good condition and that the scheduled replacement could be deferred. Our swim rafts, however, are in deteriorated condition and while not on our replacement schedule, should be replaced in the near future for safety and liability consideration. Director Brannon made a motion to approve $6,600 for replacement of the swim raft at Beach 2. This would include plastic decking. The motion was seconded by Director Kisser. After a discussion regarding the best type of swim raft, Director Brannon made a motion to refer this to the next meeting seconded by Director Gorsch. Motion passed with a voice vote.
Legislative Updates - On this topic, regulatory rules have nearly been finalized for required manager licensing for associations and will require an additional budgetary allocation of approximately $2300 for 2011, the fees assessed by the State to fund this Act. On the topic of the Common Interest Community Association Act, Manager Wilke has disseminated, for board review an attorney’s synopsis of the Act as an excerpt from CAI’s Common Interest magazine. Our IALC group has a lobbyist to work towards, modification or repeal of this Act that appears increasingly detrimental with each review. In the interim, Manager Wilke has recorded our documents and taken reasonable steps toward compliance, including increasing our bonding coverage to $1M.
Another piece of legislation recently passed is Public Act 096-1436, which is the Homeowner’s Solar Rights Act. This legislation requires association’ s to adopt a policy to allow placement of solar energy systems on residences within the community. Manager Wilke attached the Act for board review and suggest that it be provided to ECC for the creation of an acceptable policy for board adoption.
COMMITTEE REPORTS
ENVIRONMENTAL CONTROL – No Meeting
LAKE PLANNING – Nothing for Board Action
LONG RANGE AND FACILITY PLANNING – No Meeting
SECURITY AND SPECIAL SERVICES – No Meeting
ACTIVITIES – No Meeting
CAMPGROUNDS – No Meeting
COMMUNITY RELATIONS – Nothing for Board Action
MEMBERS MATTERS
Goomas, Lot 1557, Lodge Keys – Ms. Goomas is in charge of the morning exercise group at the lodge and would like to be approved for having a key to the lodge when the new locks are put in.
It is the consensus of the Board that keys to the lodge be available to the clubs as they request them. The club would have to sign for the keys so that staff can keep track of the keys that are given out.
Dulyea, Lot 1373, Dog Park – Ms. Dulyea suggested the Board consider a dog park as an added benefit to our members.
It is the consensus of the Board to refer this to Long Range Planning and have consultant Dan Erwin take a look at this.
ADJOURNMENT – Director Gorsch made a motion to adjourn and go into Executive Session seconded by Director Kisser. Motion passed with a voice vote. Meeting adjourned at 8:30pm.
EXECUTIVE SESSION – As acting secretary in Executive Session, Manager Wilke reported that the Board met with Legal Counsel to discuss current litigation regarding lot 1567 and to address an employee matter. No action was taken in the session. The meeting returned to regular session at 10 pm.
Director Brannon made a motion to reinstate fines for non-compliance going back to the date of suspension for lot 1567. Director Franzen seconded the motion. Motion passed with a roll call vote.
OLD BUSSINESS/CARRY OVER
Standing Rules Revision Committee – No meeting
Marketing/Advocacy Ideas to Promote LS – No meeting
Citation Review Procedures – Director Miller provided an overview of the Citation Review Committee. The Citation Review Committee has asked the Board to approve revision in their operating procedures. It is the consensus of the Board to defer this for one month and solicit advice from the Security and Special Services committee.
There being no further business, Director Gorsch made a motion to adjourn seconded by Director Cressman. The motion passed with adjournment at 10:30pm.
Respectfully submitted,
_____________________________
Gayle Gladkin
Recording Secretary