APPROVED LAKE SUMMERSET ASSOCIATION
BOARD OF DIRECTOR MEETING MINUTES
SEPTEMBER 12, 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 pm. Directors present were: Leon Gorsch, Karen Franzen, Mark Metzler, Jane Brannon, John Cressman and General Manager Gary Wilke.

Members signed in: John Lund, John Adrowski, Denny & Sue Harker, Tom Leith, Don Kuhl, Philip Bonk, Jim DeFranco, Mark Savala, Dan Mikosz, Larry Stark, Alex Artisuk and Bruce Landsinger.

Member Comments on Agenda Items – President Miller went over agenda items for meeting discussion. There were no member comments.

CONSENT AGENDA APPROVED BY VOICE VOTE.

Bar Code Display at For Sale Properties/Alternative Advertising – Mark Savala. In an effort to better serve both buyers and sellers, Mr. Savala has developed a tool to help move properties. He suggested putting informational content regarding a listed home into a bar code for those interested in property at Lake Summerset. A device would be placed at the end of the selling property driveway and with cell phone capability the code can be scanned and all pertinent information on home will appear. The device will be standard driveway reflector height.

All realtors can use this tool. It is a downloaded free app, and goes straight through to Rockford Area Realtors, not just a specific realtor. Guidelines would need to be developed and all realtors would use the same format. There would be no advertising. Mr. Savala came up with this idea because we do not allow signs; it is discreet and is used in larger cities.

Director Brannon expressed that she has this device at her home in W. Dundee that is for sale and it is used quiet widely.

Director Miller expressed concerns on solicitation that is stated in the Bluebook pg. 10 item D (B) “No signs or advertisements shall be displayed or placed on any lot or structure without the prior written approval of the ECC”. Technically the board doesn’t have the authority to vote on this, but the board can agree for ECC to into.

Discussion continued on where would this lead. Would this device only be limited to realtors or would members use for their personal businesses.

Director Metzler stated that no one wants annoying signage on property, but felt that his was non- obtrusive and that it was a benefit for the community.

Director Metzler made a motion to refer this issue to ECC for consideration. Motion passed.

MANAGER’S REPORT
Bacterial Testing – Our seasonal lake bacterial testing program ended last week. Noted bacterial levels at beaches this year were extremely low.

Unless otherwise directed, Manager Wilke will reinstitute both the geese depredation and bacterial testing program next year, as positive steps for improving and monitoring water quality.

Fish Survey – The free fish electroshocking survey with IDNR fishery biologists were on-site Wednesday, September 7, to conduct the project. A number of LSA Fish Club members provided enthusiastic assistance to IDNR staff.

The following were recommendations from the IDNR staff:

1. Stock walleye at a rate of 10 to 20 per acre at least 6 to 8” long. This is a total number of 2800 to 5600 fish per year.
2. Stock up to 140 Muskie at least 12 to 14” long. This stocking can occur every other year, or when the price and fish of the right size are available. Discontinue the stocking of Northern Pike. The Muskie has proven to survive and produce a larger trophy fish in Illinois.
3. Stock up to 28—channel Catfish at least 8 to 10” long every third year.
4. Stock 12 to 18” protected slot limit for bass with an allowed harvest of 8 fish under 12” and 1 fish over 18”.

It was the consensus of the board that when the Fish Club re-stocks they need to report back to the Board on stocking amounts and cost.

Dam Inspection – Preparations are underway and weather permitting the inspection should take place in the latter part of September with Mead and Hunt.

West End Dredging – Impacted members have been making efforts to prepare their shorelines for the dredging project and Fischer Excavating advises that they are on target, weather permitting, to commence week of September 12. Work will commence near Davis Rd and progress eastward. For a visual impact regarding the amount of siltation, I recommend that directors view the accumulated sediment in the creek channel between the Texas Culvert and Davis Rd.

Meet the Candidates – As a reminder, a Meet the Candidates program is scheduled for Saturday, September 17th at the Lodge. The meeting will commence at 11 am., following the Board’s Budget Workshop that begins at 8:30 am at the LSA office.

2011 Road Work – As part of our capital expenditure road program for this year, it is proposed to perform asphalt skip patch leveling of sunken depression areas (caused by utility road cuts before a transition to road boring was done); repair of the Southgate Marina parking lot entrance and the installation of a parking lot expansion adjacent to the newly installed handicapped accessible fishing pier. The proposed area for skip patching is Breckenboro Rd.

Our capital budget allocates $15,000 for this work for 2011.

RFP’s were disseminated for the proposed work and three responses were returned:

Based upon contractor’s past performance for LSA and as low bidder, staff recommends acceptance of the G&S proposal with expansion of the tonnage application to the full $15,000 budgetary application.

Director Kisser made a motion that G&S be awarded the bid as specified and up to the full tonnage application of $15,000. Director Gorsch seconded. Motion passed with a roll-call vote.

Revised Surveillance Camera Proposals – At last month’s Board meeting, Manager Wilke was directed to seek revised proposals from Entré Computer Solutions and On-Line Security Systems regarding desired surveillance camera and recording replacements for the east and west gates, with monitoring capability at LSA’s Guardhouse.

Bidders agreed to sharing price related proposals with their competitors and that information was presented to each with direction to revise and critique in a succinct manner for board review.

Bidder price quotes and narratives are included for board review, with the On-Line proposal at $14,820 and Entre at $31,570.32 for the enumerated work. Simplistically, both proposals accomplish the same objectives, with one representing digital technology and the other, analog equipment. Both allow monitoring at the Guardhouse and at remote locations via internet connection.

The consideration at issue is the level of sophistication and technology desired and at what cost.

Treasurer Metzler can further clarify but $31,200 was allocated and unexpended in the 2010 budget for this project.

Staff makes no recommendation regarding either vendor’s proposal. However, the following is reiterated for consideration:

1. The current recording equipment at both gates is problematic and in light of the value that could have been obtained by viable recording in Thursday’s security incident at the West Gate, replacement should be a priority.
2. The OCLUD Board has given tentative approval for placement of a recorder and cameras at the utility plant which allow LSA to piggyback on their system with a low cost installation at boat storage, a site that has a history of reported vandalism.
3. Staff urges placement of cameras and recording equipment at the Main Gate to record exit traffic, including boats, trailers etc. Additionally a camera and sound recording is requested at the window/entry side to monitor customer service and encourage polite conduct by staff, guests and members. Other associations are well pleased with such installations.

Director Cressman questioned if we had quotes on these additional recommendations. They are not included in original specs.

President Miller asked Treasurer Metzler what the timeline was for replacing our Security Cameras. Treasurer replied that they were to be replaced last year. This last system lasted 8 years, but had been pieced together with repairs during that time.

Questions were asked on warranties, parts, labor, maintenance, upgrading of software and licenses and were all answered by the representative from Entre Computer Solutions.

Director Franzen moved to accept bid from Entre Solution for $31,570.32. Director Kisser seconded. Motion failed by roll-call vote.

Director Cressman moved to accept bid from On-line for $14,820. Director Gorsch seconded. Motion passed by roll-call vote.

COMMITTEE REPORTS
Environmental Control – Director Kisser reported that we have a number of properties that have dead trees that need to be cut down. He recommends that either LSA have trees removed and charges put against the property or LSA looks the other way.

Director Franzen believes it is not the responsibility of LSA to remove trees. Director Cressman agreed.

Director Metzler stated that for LSA to take down any trees would be a budget buster for Association. They should be left well enough alone.

Director Kisser stated that ECC is only talking about lots that are in foreclosure. LSA will not take down any trees but the property will still be fined.

Director Gorsch stated the policy of the Association is to not take down dead trees on any stressed property. Other Board members were in agreement.

Lake Planning – Nothing to report.

Long Range Facility Planning – Director Gorsch stated that Dan Erwin was at the September meeting and plans to be at the meeting in November and recap on parks.

Security & Special Services - Nothing to report.

Activities – Nothing to report.

Campgrounds – Director Brannon reported from their September 3 meeting that improvements have been done, and all very successful.

The Campground went ahead with their Annual Corn Roast on September 3, despite of the rain. It wasn’t well attended as usual, but those that attended had a great time.

After President Miller questioned opening day of the Campground in the Spring, it was decided that the opening day for the Campground would be the first Saturday of May, which in 2012 is May 5.

OLD BUSINESS
Marketing/Advocacy Ideas to Promote LS – Director Brannon stated that they are focusing on the website. Not re-doing the site, but finding what key words could be used in a word search to bring up the LSA site.

NEW BUSINESS
Proxy Appointments – President Miller asked for volunteers from the board for their name to appear on the proxies for the 2012 budget approval. With no other volunteers other than Director Brannon, President Miller assigned himself.

MEMBER COMMENTS ON GENERAL TOPICS

Lot owner of 1963 – Stated he agreed with the lady on the signs.
Lot owner of 1841 – Would have liked to been introduced to camera system representative.
Lot owner of 211 – Asked how the security personnel was doing from the Thursday night incident and it was reported that they were fine.

ADJOURNMENT – At 8:48 pm, a proper motion was made and second to move to executive session.

EXECUTIVE SESSION – As acting secretary, Manager Wilke advised that the Board met in executive session to discuss employee matters and a member rules violation.

The meeting returned to regular session at 10:30 pm. At this time, a motion was properly made and seconded to deny a request from Thomas Frenkel of Lot 58 for special hearing and to affirm the decision of the LSA Citation Review Panel to uphold the violation. The motion passed by unanimous vote.

Next, Director Cressman made a motion to adjourn. Properly seconded and voted, the meeting adjourned at 10:42 pm.

Respectfully submitted,

_____________________________
Marsha Shelly
Acting Recording Secretary