APPROVED LAKE SUMMERSET ASSOCIATION
BOARD OF DIRECTOR MEETING MINUTES
JANUARY 10, 2011

All open session Board meetings are audio recorded by the Recording Secretary for transcribing and clarification purposes. President Miller called the meeting to order at 7:00pm. Directors present were: Leon Gorsch, Marty Kisser, Mark Metzler, Jane Brannon, John Cressman and General Manager Gary Wilke.

Members Signed In: Denny & Sue Harker, Tom Leith, Arney & Lynne Mesnard, Ed Jurczak, Mike Gerharz, Bob Bertacchi, Alex & Ruth Artisuk, Howard Lass, Phil Brannon.

APPROVAL OF DECEMBER 12, 2010 ANNUAL MEETING MINUTES. DIRECTOR KISSER MADE A MOTION TO APPROVE THE MINUTES OF THE DECEMBER 12, 2010 ANNUAL MEETING MINUTES, SECONDED BY DIRECTOR CRESSMAN WITH THE CORRECTION OF 2,000 FT OF FENCE REPAIR IS DONE IN THE MANAGERS REPORT. MOTION PASSED WITH A VOICE VOTE.

APPROVAL OF DECEMBER 13, 2010 MEETING MINUTES. DIRECTOR METZLER MADE A MOTION TO APPROVE THE MINUTES OF THE DECEMBER 13, 2010 MEETING, AS PUT FORTH, SECONDED BY DIRECTOR BRANNON. DIRECTOR BRANNON MADE A MOTION TO APPOINT KAREN FRANZEN AS CORPORATE SECRETARY WITH MARSHA SHELLY AS DEPUTY CORPORATE SECRETARY SECONDED BY DIRECTOR METZLER. MOTION PASSED WITH A VOICE VOTE.

TREASURER’S REPORT
Nothing for Board Action

MANAGER’S REPORT
Holiday Pass Access Policy - As a trial, we initiated the proposed expedited holiday pass process over the Christmas holiday, treating holiday guest pass holders the same as a member vehicle displaying a decal.

Thirty-eight lots authorized 109 vehicle passes for the 4-day holiday period, for a total of 747 holiday, call-in and drop-off passes for this period. In comparison, the pass total for Thanksgiving was 970. Note that these totals to not include amenity or extended red card passes that are on member computer record authorizations.

In critiquing, staff concluded a need for more highly visible passes and required taping in windshield. We’ll continue to investigate alternatives for increased pass security and visibility.

1567 Update – Manager Wilke attached a copy of the Dec. 22nd order from Judge Prochaske relating to status. Defendant’s most recent prospective contractor has advised his intent to withdraw and LSA counsel has noticed defendant of our intent to re-institute per diem nonperformance fines.

Maintenance Projects – The recent respite from seasonal road maintenance has allowed staff to focus on other tasks including nailpop patching and painting in the office, tile installation in the kitchenette in the third meeting room and substantial dead tree removal from green areas.

Additionally, the holiday closure was utilized to provide access for contract cleaning of the carpet in the office and meeting areas.

2010 Dam Inspection Report – Manager Wilke received the written report of this year’s dam inspection and have made the required filing with IDNR’s Dam Safety Division. No material defects were noted in this year’s inspection, which also included a 5-year crest survey, intended to detect any settlement concerns.

An excerpt of the report including the Overview, Visual Inspection and Recommendations have been provided for Board review and a complete copy of the report is available at the office with all appendices.

2011 Capital Projects and Replacements – The following material capital items are anticipated for consideration in 2011, based upon budget, board, committee or staff input:

It is proposed that a Spring Board Tour be scheduled to review LSA facilities, as in the past, with an emphasis on these items. However, two items require immediate consideration. First, our computer system, while it has been a dependable workhorse allowing us to defer planned replacement since 2008, is now deteriorating and our service provider, Aero, fears near term failure of our server, substantiated by recent problems.

For perspective, a quote for required hardware replacement has been obtained from Aero and is provided for Board consideration. Treasurer Metzler, Manager Wilke and our bookkeeper IT staff member Ms Moll recommend current consideration of the Aero proposal as a unique or preferred vendor based upon pricing, competency and service experience, time proven.

DIRECTOR CRESSMAN MADE A MOTION TO APPROVE ALL OF THE AERO PROPOSAL FOR SYSTEM HARDWARE REPLACEMENT SECONDED BY DIRECTOR GORSCH. MOTION PASSED WITH A ROLL CALL VOTE.

A second priority item is replacement of the scheduled East Main Marina dock system. To insure adequate time for fabrication and delivery for the 2011 season, orders must be placed within the next two weeks.

Shoremaster is the primary provider of docks for the area lake associations and is current provider for all LSA assemblies. As in the past, replaced marina components would be moved to green areas as secondary usage, for example to be used for replacement of the badly deteriorated dock access at Juniper Park.

Shoremaster now agrees to allow LSA to purchase direct, saving sales commission costs and estimate for replacement of the existing structure, including increased walkway sizing and ADA access for two slips is estimated at $51,500, plus tax (2011 budget allocation $51,700).

DIRECTOR KISSER MADE A MOTION TO APPROVE PURCHASE OF THE PROPOSED MARINA INSTALLATION FROM SHOREMASTER FOR 2011 REPLACEMENTS SECONDED BY DIRECTOR METZLER. MOTION PASSED WITH A ROLL CALL VOTE.

Activities – After reviewing applicants for the Activities Coordinator position, Manager Wilke has hired member, Ms Susan Smalley. The Board is familiar with Ms Smalley and her proven performance in participation and coordination of LSA recreational events.

COMMITTEE REPORTS
ENVIRONMENTAL CONTROL – Nothing for Board action

LAKE PLANNING – The committee is continuing their study on future dredging. Some mechanical dredging could be done with a back hoe.

LONG RANGE AND FACILITY PLANNING – No meeting. The next meeting is March 5, at 8:00am.

SECURITY AND SPECIAL SERVICES – No meeting.

ACTIVITIES – No information available

CAMPGROUNDS – No meeting

COMMUNITY RELATIONS – There was a discussion regarding the procedures of the Citation Review Committee and the Citation Review Panel. Every citation review has a report that is kept at the LSA office. The Board of Directors would like to review past citation reports. Further discussion on this subject was tabled until the next meeting.

OLD BUSINESS/CARRY-OVER
STANDING RULES REVISION COMMITTEE - No meeting

MARKETING/ADVOCACY IDEAS TO PROMOTE LS - No information available

NEW BUSINESS – Mr Brannon of lot 45 would like to organize a club devoted to woodworking. IT IS THE CONSENSUS OF THE BOARD TO ALLOW MR BRANNON TO ORGANIZE A WOODWORKING CLUB.

ADJOURNMENT – DIRECTOR KISSER MADE A MOTION, SECONDED BY DIRECTOR GORSCH TO ADJOURN. MOTION PASSED UNANIMOUSLY. MEETING ADJOURNED AT 8:25.

Respectfully submitted,

_____________________________
Gayle Gladkin
Recording Secretary