July 2011 Board of Directors Meeting Minutes

APPROVED LAKE SUMMERSET ASSOCIATION
BOARD OF DIRECTOR MEETING MINUTES
JULY 11, 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, Mark Metzler, Jane Brannon and Administrative Services Manager Marsha Shelly.

Members signed in: John Adrowski, Tom Leith, Bob Page, Dan Mikosz, Bruce Landsinger, Norm Becker, Ken Balla, Bob Pertacchi, Ed Jurczak, Jim Ostapa, Denny & Sue Harker, Jim DeFranco, Jake Heil, Rich Doose.

APPROVAL OF JUNE 13, 2011 MEETING MINUTES – Director Kisser made a motion to approve the June 13, 2011 minutes seconded by Director Franzen. Motion passed with a voice vote.

TREASURER’S REPORT – Membership Dues and Fines Income 96.8%, Total Budgeted Revenues 82.6%, Total Revenues Collected 82.6%, Total Operating Expenses 44.6%, Total Administrative Expenses 52.3%, Total Operating & Administrative Expenses 48.4%, Dues & Interest Allocated to Capital Expenditures 92.5%, Total Expenditures 59.7%.

MANAGERS REPORT
Proposed Truck Disposal – With the acquisition of this year’s maintenance pickup, in accord with our capital replacement schedule, we now have two excess units in our secondary vehicle fleet. The LSA Vehicles Committee recommends disposal of the 1997 Ford Ranger and the 1995 Ford, full-size pickup.

Mr Harker affirms that there are sufficient trucks to meet operational needs with deletion of the two units and he and I support the Committee’s recommendation.

After a discussion regarding the best way to proceed – Director Cressman made a motion to contact our Lake member who owns a car lot to sell the trucks. If the trucks are not sold in 90 days it comes back to us. Director Brannon seconded the motion. Motion passed with a 6 yes, 1 no roll call vote.

Camera System Status - Based upon the Board’s direction from the June meeting, Manager Wilke has re-drafted a bid spec that eliminates the controversial “bridge” communication system and will utilize internet access. The spec breaks out individual sites and emphasizes replacement of the current cameras and recorders at the unmanned gates, prioritizing camera improvements for better identification of license plates.

Only vendors with 3 or more years of camera experience are being invited to bid and Manager Wilke is personally meeting with each vendor to answer any questions.

Bids are due back by August 2nd and will be presented at the August Board meeting.

Mediacom Status – Based upon last month’s direction, Manager Wilke has sent certified notice to Mediacom of our intent to move forward with their proposed “informal negotiation process” in accord with the provisions of the Federal Communications Act. As a first step, Manager Wilke has asked for a summary of customer complaints, as required by the current agreement. Manager Wilke has been advised that the manager involved in this process is on maternity leave and Manager Wilke will await further response.

Association Insurance Renewal – Since the last meeting, Manager Wilke met with our insurance agent from Williams-Manny to review and update coverage’s. In the second year of our 3-year contract, there are no premium increases in our commercial liability. Surprisingly, no increase has been reflected in our D&O coverage, despite the litigation relevant to Lot 1567.

To recapitulate our coverage, our general liability limit is $500K, with a $6M umbrella and the D&O coverage is $5M, as increased by the Board last year.

The current hot area of insurance concern is earthquake coverage. (quote and relevant article attached)

After a discussion regarding our need for earthquake coverage – Director Cressman made a motion to add $1,000,000 earthquake coverage at $1,051 per year to our policy. Director Metzler seconded the motion. Motion passed with a 5 yes, 2 no roll call vote.

Pool Concerns

A. Recent Pool Closures – Contrary to rumor, closures were initiated by LSA staff, not health department mandate and were in response to clarity issues to allow good visualization of the deep end bottom by lifeguards.

Water chemistry is monitored several times daily and chemical levels of chlorine and PH are maintained at required levels.

Regarding the clarity issue, we hypothesize that the filter medium was losing its effectiveness in removing, tanning oils and other substances that cause turbidity.

Last week, we were able to isolate individual filters and change out the sand medium and conditions appear to be improving. We hope to see further improvement as we fine tune pool alkalinity.

B. Proposed Fall Pool Project – The age and condition of our pool interior surface may be a contributor to recent clarity issues. At the last meeting, Manager Wilke advised that interior refinishing was deferred from last year and is scheduled, appropriately for this fall. We also discussed new ADA requirements, a believed need for improved access steps for our aging membership and concerns with VGBA compliance.

Manager Wilke was directed to pursue these issues further.

Interior Refinish: (plaster repairs, paint, stripes and logo) LSA Budget - $20,000

  • Clearview Pools - $10,890
  • Stateline Excavating - $2,500
  • Vonderheide Service & Supply $12,980

Director Metzler made a motion to accept the Clearview Pools Bid of $10,890 to refinish the interior pool surface. Director Gorsch seconded the motion. Motion passed with a roll call vote.

ADA Access – Practical compliance with the 2010 standard requires either a long ramp and pool modifications or a lift chair. While we have determined that ADA is not applicable to LS and IDPH will not enforce this standard, IDPH encourages consideration; FHA and HUD provisions are less clear and a number of associations are complying.

Ramp installation is clearly prohibitive because of cost and size impact. Consequently, a lift is the recommended direction and could consist of a demountable unit set in a socket or a wheeled portable unit. Both units present logistics concerns in movement and storage. Pricing ranges from $4-6K (examples included)

Concrete Step Installation For Improved Member Assess – At the June meeting “wedding cake” concrete steps with a single center handrail were proposed. Board discussion yielded preference for a parallel double handrail.

Manager Wilke discussed the concerns with a pool consultant and an IDPH engineer. Both discouraged the concept as impractical, relating that wedding cakes are installed with a center, side or two side rails. Instead, they proposed corner, conventional, rectangular steps installed to our riser specifications with parallel rails.

Proposed for above:

  • Clearview - $5,200
  • Vonderheide Service and Supply - $6,400
  • Stateline Excavating - $5,995

Director Metzler made a motion to accept the Clearview bid of $5,200 for the corner, conventional rectangular steps installed to our riser specifications with parallel rails. This is contingent on clarification that the steps will be ADA approved. Director Kisser seconded the motion. Motion passed with a roll call vote. Director Brannon abstained.

VGBA Compliance – There was a recall of our grates earlier this year and Manager Wilke negotiated with the manufacturer to provide us with replacements at no charge and they are providing the units to Clearview as a factory approved installer.

Discussing the issue with IDPH, they now want a construction permit to perfect our installation. Clearview will provide their design engineer (required for permitting), drain assembly modifications and permitting for the above discussed status for the sum of $4,500. This work is required by October 15, 2011.

It is further recommended that the ADA lift be considered in the 2012 budget process for consideration (no IDPH permit required).

COMMITTEE REPORTS
Environmental Control – Director Kisser made a motion to recind his motion from the June 13th meeting to increase dock length into water from shore from 15’ to 16’ because of Blue Book concerns. Director Gorsch seconded the motion. This was referred to Lake Planning committee. They will consult with Environmental Control committee. Motion passed with a roll call vote.

Lake Planning – Nothing for Board action.

Long Range and Facility Planning – The committee drafted a Long Range and Facilities Planning Committee Project Description Form. Director Cressman made a motion to approve the Project Description Form seconded by Director Gorsch. Motion passed with a roll call vote.

Security & Special Services – No Meeting

Activities – No Meeting

Campgrounds – The Chicken Plop has enough volunteers so this event can be held at Family Fest.

Community Relations - Former Chairman of the CRC committee, Mike Gerharz, has agreed to act as custodian for the CRC records, properties, and kitty for 6 months or until a new chair is elected. Director Franzen made a motion to give any money still being held after 6 months to the Outreach Program. Director Cressman seconded the motion. Motion passed with a voice vote.

Members Matters
Mr Jake Heil, lot 1397 addressed the Board regarding the horsepower increase for boats at Lake Summerset. He is concerned about the speed of the boats. He is asking the Board to reject the 90HP, but if the HP is increased to 90HP, why not increase it for pontoon boats too.

This is the second reading of the Redbook Changes of Boat/Motor Sizing. Final approval will be at the August Board Meeting & resolution signatures in September.

OLD BUSINESS/CARRY-OVER
Standing Rules Revision Committee – Nothing to report.

Marketing/Advocacy Ideas to Promote LS – Director Brannon made a motion to cancel the mass open house that was in the process of being planned because there are too many variables to resolve. Director Franzen seconded the motion. Motion passed with a voice vote.

Director Brannon suggested putting a sign at Rt 20 and Pecatonica Rd to direct traffic to Lake Summerset. Director is also talking to our webmaster to make our web site more accessible so more people are directed to it.

Citation Review Procedures – Layed over until August meeting.

Redbook Changes of Boat/Motor Sizing – Already discussed when Mr Heil addressed the Board.

Club Usage at Lodge Maintenance Impact – Director Franzen gave a report on the Lake Summerset Clubs and Committee Guidelines. Following a discussion on the Guidelines, it is the consensus of the Board that the hosting member needs to be a Lake Summerset member in good standing.

Request to Suspend the Rules – Director Cressman would like to see more of the Lake handicap accessible. Lake Planning will look into this.

NEW BUSINESS
Communication Blackboards – Director Franzen would like to see a Blackboard positioned so that cars coming into the Lake can see any announcements. She would also like to see a blackboard installed at the campgrounds. Mr Harker and Manager Wilke will look into this.

Director Queries – It was brought to our attention that some of the Board meetings are not audible on the internet.

ADJOURNMENT – Director Metzler made a motion to adjourn, seconded by Director Cressman. Motion passed with a voice vote. Meeting adjourned at 10:10pm.

 

Respectfully submitted,

_____________________________
Gayle Gladkin
Recording Secretary