UNAPPROVED LAKE SUMMERSET ASSOCIATION
BOARD OF DIRECTOR MEETING MINUTES
MAY 10, 2010
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 7:05pm. Directors present were: Leon Gorsch, Karen Franzen, Marty Kisser, John Cressman, Jane Brannon, Mark Metzler, General Manager Gary Wilke and Corporate Secretary Marsha Shelly were also present.
Members signed in: Jack Walsh, John Lund, Denny & Sue Harker, Pat Ferguson, Howard Lass, Dan Mikosz, Lynn Billings, Ken Balla, Don Kuhl, Clarence & Janet Metzler and Wes Haas.
Approval of April 12, 2010 Board Minutes. Director Kisser made a Motion seconded by Director Cressman to approve the minutes of the April 12, 2010 Board Meeting. Motion passed.
TREASURER’S REPORT. The Financial Statement was not out yet.
MANAGER’S REPORT
Roof Re-bid – In accord with Board direction, the Lodge roof project was revised to address structural engineering concerns to retain a 1.5 design safety factor in the project and was re-bid.
A summary of returns was:
1.) H.C. Anderson Roofing company (Rockton)
Base Bid #1 – Removal of existing shingle roof down to existing nailable panels and installation of 40-year warranty asphalt shingles over new vented nailable insulation panels. $86,430.00
Base Bid #2 – Removal of existing shingle roof down to existing nailable panels and installation of 50-year limited warranty steel roof panels. $99,900.00
Alt. Bid #1 – For Base Bid #2 system, add additional layer of non-vented base insulation. $38,995.00 (Base Bid #2 and Alt. Bid #1) $138,895.00
2.) Wesley Haas, DBA/Haas Roofing Company (Rockford/Lake Summerset)
Base Bid#1: $90,000.00
Base Bid #2: $73,445.00
Base Bid #3: $33,355.00
(Base Bid #2 and Alt. Bid #1): $106,800.00
3.) Kilker Construction (Lake Summerset)
Did not comply with solicitation (responded with an asphalt shingle only bid at $30,800.00)
Notes:
- Existing roof – R14
- Base Bid #1 (new insulated vent system) – adds R6-R11
- Alternate Bid #1 (insulation to Base Bid #2) – adds R23
- $52,000 was budgeted for 2010 roof expense, with $40,611
added in reallocation to Roof Replacement line item ($93,111)
Director Cressman made a motion seconded by Director Gorsch to approve the replacement bid from Wesley Haas, DBA/Haas Roofing Company of Base Bid #2 of $73,445.00 and Alt Bid #1 of $33,355.00 for a total of $106,800.00 for the Lodge Roof.
Bocce Ball Proposal – In Board inspection tours, possible expansion of the bocce ball courts has been highlighted. The president of the club, Mr Ray Piccioli, approached Manager Wilke requesting assistance in adding an additional court to accommodate the growing usage, now up to approximately 150 players. Manager Wilke proposed this possibility last year and the group now believes this expansion is appropriate.
As with the last court addition, the Club is willing to perform most
of the actual court construction with limited staff assistance. Funds
requested would not exceed $800.
Manager Wilke and Maintenance Supervisor Harker both support the project.
It is the consensus of the Board to approve the construction of an additional bocce ball court, at $800.
Horseshoe Pit Installation – Manager Wilke had a request from a group of 10 members, requesting placement of horseshoe pits in Quarry Park. Mr. Harker and Manager Wilke both believe that such facilities could be constructed at nominal cost and with backstops to minimize personal injury concerns.
It is the consensus of the Board to approve the installation of Horseshoe Pits at Quarry Park.
1567 Litigation Update – Subsequent to the last meeting the defendant filed a federal counter complaint alleging ADA violation, with the Association purportedly not providing reasonable accommodation. This action would have placed the trial in federal court. We were successful in our motions and the trial will be remanded to District Court in Rockford.
Most recently, a pre-trial settlement meeting was held with the judge strongly advising the defendant to pursue immediate construction contract completion or sale of the property, seemingly favoring the Association’s position.
Security Camera Network Proposal – Manager Wilke was asked to pursue the feasibility of installing a real-time camera monitoring system to track activity at our entrances and selected Association facilities.
Manager Wilke has consulted with several vendors and several of our members, including Mr. “Rocky” Hukle to determine the best direction to accommodate our needs. With a system requirement of real-time monitoring, at lowest long-term expense, dedicated line installation or leased phone lines were eliminated due to expense and radio telemetry was eliminated due to reliability and poor transmission quality issues. While Internet transmission remained viable, real-time monitoring and bandwidth demands make it impractical.
The believed best system is a separate wireless Internet, that would utilize the OCLUD water tower as a transmission/receiver point. OCLUD has approved access to the tower for such a system and funding for a camera installation that would serve the OCLUD treatment plant and LSA’s boat storage area.
Only one vendor is presented in the proposal, although he has been vetted for comparison pricing and service with a number of competitors, due to the unique network proposed. This vendor is Stateline ISP, Inc., which holds an exclusive license for this type service and tower access from OCLUD. His experience and currently installed equipment provide assurance of a successful installation without interference with existing wireless Internet service to members or with OCLUD’s expensive SCADA monitoring system.
The proposed system includes camera installation and real-time monitoring/recording of all three entrances with fixed cameras and rotational PTZ cameras at the Lodge/Beach 1 and OCLUD/LSA Boat Storage Area. Software licensing will allow addition of two more fixed location cameras and is expandable. Existing replaced cameras and DVA equipment can be packaged to provide movable bundles for spot monitoring of trouble areas, either for recording or remote monitoring.
The current proposal for all labor and materials is $36,745 compared to our 2010 budget projection of $31,200. However, the higher amount adds two additional locations with rotational cameras. With the removal for the Lodge/Beach installation the cost would drop by $3,500 to $33,240; and OCLUD has agreed to subsidize the project by $3,000 for the OCLUD/Boat storage installation, bringing the project to $30,245, under budget projection.
It is the consensus of the Board to table the camera network installation until the next Board Meeting.
COMMITTEE REPORTS
BUILDINGS, ROADS & GROUNDS – Nothing for Board action
ENVIRONMENTAL CONTROL – Lot maintenance and tree inspection will start at the end of May.
LAKE PLANNING – Nothing for Board action
LONG RANGE PLANNING – Nothing for Board action
ACTIVITIES – The Activity Committee is getting ready for FamilyFest July 17, 2010.
CAMPGROUNDS – The first meeting will be May 29, 2010 at 10 am.
COMMUNITY RELATIONS – Nothing for Board action
SECURITY COMMITTEE – The June meeting will be cancelled so that committee members can attend a NEAT meeting in Winnebago County.
MEMBERS MATTERS
Set up Concession trailer at the Lodge – The member was not present.
OLD BUSINESS/CARRY OVER
Approval of Revised By-Laws (June) – There were a few changes the committee agreed on that the Board will need to approve. The Board will have the entire package for the June Board meeting.
Pontoons Pulling Tubers – (May Resolution Signatures) – There was no further action or comments so the resolution that was approved at the March 2010 Board meeting stands.
NEW BUSINESS
Durand American Legion Poppy Sales – It is the consensus of the Board to approve the request to sell Poppies on Friday May 21 from 3 pm to 7 pm, and on Saturday May 22 from 8 am to 12 pm.
ADJOURNMENT – Director Kisser made a motion seconded by Director Metzler to adjourn. Motion passed unanimously. Meeting adjourned at 8:45.
Respectfully submitted,
_____________________________
Gayle Gladkin
Recording Secretary