APPROVED LAKE SUMMERSET ASSOCIATION
BOARD OF DIRECTOR MEETING MINUTES
JUNE 8, 2009

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 7:00 p.m. Directors present were Joan Pepich, Carol Raduns, Marty Kisser, Leon Gorsch, and Karen Franzen. General Manager, Gary Wilke, and Corporate Secretary, Marsha Shelly, were also present.

Members signed in: Tom Leith, Roger Hardt, John Lund, John Adrowski, Donna Miller, Denny & Sue Harker, Rich Doose, Don Kuhl, Pat Ferguson, Joe Froehlich, John & Kate Cressman, Jeff Folkerts, Tom Tindell, Mark Metzler, Howard Lass, Jane Brannon, Lynn Billings, Janet Metzler.

President Miller called the meeting to order.

APPROVAL OF MAY 11, 2009 BOARD MINUTES. Director Raduns made a Motion, seconded by Director Kisser to approve the Minutes of the May 11, 2009 Board Meeting. Motion carried.

TREASURER’S REPORT. Mark Metzler reported, as of the end of May, Membership Dues and Fines Income 96.2%, Total Budgeted Revenues 80.7%, Total Revenues Collected 80.7%, Total Operating Expenses 30.4%, Total Administrative Expenses 32.5%; Total Operating and Administrative Expenses 31.4%, Dues and Interest Allocated to Capital Expenditures 90.7%, and Total Expenditures of 46.7%. He also indicated the finance committee schedule has been published. President Miller asked if there were any concerns. Mr. Metzler stated income was similar to last year, with revenues a little behind and Manager Wilke was behind in expenditures.

MANAGER’S REPORT.

Road Project Status. Manager Wilke reported all of the approved preparatory work for the 2009 chipseal project has been completed, including hot mix leveling, grading, pothole patching and shoulder work. Fahrner company reports weather related schedule delays, but the current projection for commencement of on-site chipseal work is later this week. All work will be accomplished with only brief street closures of a few minutes. However, the chalkboards and email blast system will be utilized to notify members of anticipated work dates.

Fish Survey. Based upon Board discussions, Manager Wilke investigated possible alternatives for updating the 2006 electrofishing survey by the IDNR. Private consultants have submitted proposals from $1,500.00 to $3,500.00 for sampling and a written report and the area fisheries biologist with IDNR has agreed to tentatively place LSA on his list for a free survey in September of this year, funding and time allowable. A criticism of the last study was lack of data obtained in the last survey and this issue was discussed with Fish Club president, Jeff Folkerts, suggesting perhaps a club creel survey or input to the best sites for sampling based upon the clubs knowledge of the lake.

Manager Wilke asked if the Board wished to attempt to take advantage of IDNR’s free survey or use a private consultant or not have a survey. Discussion ensued about the best time of year to have a survey performed, with Manager Wilke indicated spring is the best time, with fall being the second best. Manager Wilke stated there is a consultant in the Galena area now, which made President Miller wonder if the price would be the same in late fall, per Jeff Folkerts' suggested timeframe. Mr. Wilke believed the price would increase with added travel costs. Discussion continued about the information that will be gathered and the best time to do it. President Miller stated the consensus of the Board to be first choice is the free survey from IDNR, but if that is not possible, back up with the consultant to have results by November for the Fish Club restocking. Manager Wilke indicated he should know by August if the State could do it.

Memorial Garden Projects. Maintenance staff has installed the discussed parking area at this site. Additionally, considerable work has taken place at the spring pond at the Garden. The Garden Club’s contractor has completed the stonework at the site and the Club, with staff assistance, has been laboring to install plantings and spruce up the area. This finished project, under the supervision of Club present, Donna Basick, will be an attractive addition to the community.

On a related topic, copies of etc… magazine were provided to the Board that references Lake Summerset’s prairie project, starting on page 19. The prairie suffered for a number of years, when original participants left the area. Now, Garden Club Master Gardener, Lu Clifton and several other volunteers have put in hours of hard labor to bring the area back on track. Many think that developing a prairie plot is easy—just let things go wild. In actuality, the project takes a lot of hard work and attention; and, this hardworking group is working on what is a multi-year project to develop an attractive site for the community. Director Franzen asked Manager Wilke to get permission to copy the article in the newspaper.

Recording Secretary Resignation. This is the current recording secretary’s last meeting. Mrs. Gunderson cites ever-increasing time demands in her life and a need to rein in commitments. Direction is needed in pursuing a replacement and in identifying job description criteria.

President Miller indicated the duty is to bring to the Board Minutes that reflect what happened at the prior meeting. Discussion ensued about how much detail was required; suggestion was made to use the Motion notes prepared for the packets and allowing the audio recording to be available to members. President Miller stated a consensus to be as Directors Gorsch and Raduns suggested, Minutes with the Motion, the explanation of the Motion from the meeting notes and generalized discussion, with the audio recording or webcast available to the members. Discussion continued with some Directors indicating more detail was necessary. Tom Tindell, Lot 718, indicated he reads the Minutes in the paper when he cannot attend the meetings, and he feels the detail is important. Manager Wilke indicated he would post the opening.

COMMITTEE REPORTS.

BUILDINGS, ROADS AND GROUNDS. Director Gorsch moved to include two coats of chip & seal in the maintenance area (estimated to cost $10,000.00), at the end of this year's road resurfacing project. This would only be done if the total expenditure would not exceed the already approved total that includes the contingency, seconded by Director Pepich. Director Gorsch indicated the reason that this is being discussed is that the maintenance working area is mostly gravel. This makes it difficult to maintain the area adequately, and the vehicles carry a lot of mud and gravel into the garage areas in wet weather. The approved expenditure was for $467,655.00 plus 10% contingency ($514,420.00 total). If the contractor is on track with the project without using up all of the contingency, then BRG would like to ask the Board to approve proceeding to spend the additional $10,000.00 (but not to exceed the total $514,420.00) to cover the area to the west of the main garage and the south and west driveways with two coats of chip and seal. The area has recently been leveled and is adequately prepared to offer a good base for this coating. Director Franzen asked where this has been budgeted and why it was not considered before. Director Gorsch indicated it has been discussed several times, but was never in the budget, so BRG hoped to sneak it in under the approved amount if possible. The $10,000.00 would be part of the contingency funds, so it wouldn't change anything. Mark Metzler stated that the contingency has been budgeted for and it is not a problem as long as it stays within the contingency amount. He envisioned pressure to increase the line item for the next resurfacing cycle. President Miller reiterated the allowance in the Motion to not surface the area if the cost went over budget. Discussion continued about the necessity of paving the area. All voted in favor; Motion approved.

Director Gorsch reported that the committee discussed having Fehr Graham return and they felt the resurfacing may mask some of the issues being looked for, so they were considering holding off. There was still interest in having road shoulders and grades for water run off inspected. Director Gorsch asked Manager Wilke if he could see if the Fehr Graham bid could be piece mealed. Director Raduns noted the committee had made a Motion, but apparently wanted to wait and Director Gorsch confirmed the committee made the motion to ensure the topic would proceed. President Miller obtained consensus of the Board to allow this matter to continue. Director Gorsch noted other items in the Minutes were for the budget process.

ENVIRONMENTAL CONTROL. Director Kisser indicated four homes are posted so far this year. He reported a dead tree survey is being done, with the south side completed and the north side being completed on Thursday and Friday. A list will be presented to the Board at next month's meeting of members who will receive letters requesting removal of dead trees.

LAKE PLANNING. In Director Keener's absence there was no report. Director Gorsch indicated he had attended the meeting and encouraged members to attend as a lot can be learned. Jeff Folkerts concurred there is a wide array of topics.

LONG RANGE GOALS. Director Raduns reported there was no meeting and nothing for Board action.

ACTIVITIES. Director Franzen provided a map of the 40th Anniversary celebration to make the Board aware of the set up. She indicated members are encouraged to invite their guests, please make out passes for them. The food booths, the games, the silent auction, the raffles are all community fundraisers. Also, there will not be a beer tent offered, however coolers will be allowed. There was a dress rehearsal at the meeting last Saturday. She reminded members to purchase their t-shirts or sweatshirts and to pre-order food tickets.

CAMPGROUNDS. Director Franzen indicated the campgrounds committee had their first meeting and are on track. There was nothing for Board action.

COMMUNITY RELATIONS. President Miller indicated this committee will meet on Saturday.

SECURITY. Director Pepich reported the committee met, but had nothing for Board action. She further stated the next neighborhood watch meeting will be on Saturday, June 20. The water rescue fund is up to $3,745.00 as of May 18; $450.00 was raised at the garage sale. Security report indicates 10 ambulance calls and 2 vandalisms at Harting Park with no thefts or burglaries.

MEMBERS MATTERS. None.

OLD BUSINESS/CARRY-OVER.

Report on Development of By-Law Committee. Mark Metzler reported they have not met since the last Board meeting, but are scheduled to meeting on Saturday, June 13 at 10:00 a.m.

NEW BUSINESS.

Lodge Request—Dakota School. Director Raduns made a motion to allow Dakota High School to use the Lodge for the 2010 Junior/Senior Prom on May 8, 2010 from 7:00 p.m. until 11:30 p.m. for free and to decorate on May 7 from 4:30 p.m. until completed, seconded by Director Gorsch. Director Franzen asked if the dates were clear and Corporate Secretary Shelly indicated they were. Motion carried.

LSA Fish Club Carp Bow Fishing Proposal. Tom Tindell, Lot 718, presented the proposal for carp bow fishing. His cousin, Gary Triplett, has a boat equipped for bow fishing and has acquired a valid LSA permit. They would like to do this project out of courtesy to the Lake. A daytime run would be made to get familiar with the lake and then a nighttime run for actual bow fishing. It is possible to get 150-200 fish per night. Reduction of carp in a lake is a good thing, and the Fish Club voted unanimously in favor of the project. They indicated a desire to show respect for proximity to docks and shorelines. They would like to do this during spawning, within the next week to ten days. Director Kisser indicated he has a dock and he would like them to get close. Mr. Tindell indicated they would get close. Director Kisser asked if people would be allowed to walk the shorelines. Mr. Tindell said there was interest for people to come along, besides the four shooters. Director Gorsch understood from reading the proposal that if only the larger carp were removed the smaller ones would replenish and asked what the long-term goal was. Mr. Tindell stated knocking out a few, was better than none and it had not been done for a long time. Director Gorsch clarified that this implied an ongoing project. Acknowledging that one shot would not cure the problem, he asked if it would make a dent. Mr. Tindell said they would like to do this on a more regular basis, and were just advising the membership as a courtesy to them that they would be in the area. Jeff Folkerts indicated that the Fish Club has tried to hire someone in the past, but could not get anyone to come out, so he was pleased to have someone willing to do it. Mr. Tindell indicated that while he and his cousin could be out all night, they would not be out later than 11:30 or 12:00. President Miller wondered how far the generator would be heard, and Mr. Tindell indicated it was relatively quiet. Denny Harker asked where the fish would be disposed of and Mr. Tindell indicated they would utilize two 55-gallon drums and take them off grounds for disposal. Director Raduns made a motion to approve the proposal as presented, seconded by Director Pepich. Director Kisser thought it was a wonderful idea. Director Franzen wondered if this was a sport that others will want to do. Mr. Folkerts stated it was in the Redbook and legal to do. Manager Wilke indicated the office tries to restrict guests and younger children from participating and there is concern about doing it at night. Mr. Tindell indicated that money was not an issue and that while there is a bounty on tails, his goal is to reduce carp in the lake and any money he gets beyond expenses will go back to the Fish Club for restocking. Motion approved. Director Raduns asked if members could be notified through an e-mail blast and the blackboards. President Miller asked Mr. Tindell to work with Manager Wilke to effect that notice.

ADJOURNMENT. Director Raduns moved, seconded by Director Franzen to adjourn the meeting. Motion passed unanimously.

Respectfully submitted,

_____________________________
Marlisa R. Gunderson
Recording Secretary