2008 Archived Meeting Minutes |
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Click on the appropriate date to view the minutes 1-9 : 1-23 : 2-13 : 2-27 : 3-12 : 3-26 : 4-9 : 4-23 : 5-14 : 5-28 : 6-11 : 6-25 : 7-9 : 7-23 : 8-13 : 8-27 : 9-10 9-24 : 10-8 : 10-22 : 11-12 : 12-10
Minutes of
Action: Scott motions to approve, Paul seconds.
Scott: Page 2, I voted
no, Jim voted Yes.
Motion Carries
Bills & Salaries
Action: Paul motions to approve, David seconds.
Motion Carries
Transfers of Property
Action: Jim motions to approve, David seconds.
Motion Carries
Managers Report
Security Report Paul: Want to mention
something about the daytime break-in in
Website Committee Report Treasurers Report Motion Carries
Correspondence
Jim Bartlett 984: Request
to use the ballroom for free dance lessons on Thursdays for 5 weeks.
Action:
Motion
Carries
Old Business
Swimming Pool Rule
Roger: The rule is now
up to par with
SWIMMING POOLS:
Any
pool must be on the same lot as the principle residence and its construction
shall not precede the construction of such residence.
Setbacks: No pool may
extend closer to the fronting street than the rear of the residence or an
appurtenance, five feet from the primary building, or not closer to the side
street property line than twenty-five (25) feet. On “A” and “B” lots the pool must be a
minimum of ten (10) feet from the rear or side property line. On “C” lots a minimum of twenty-five (25)
feet must be maintained from the water’s edge at no lower elevation than 505.0
feet MSL.
BELOW GRADE POOLS: Must
be a minimum of ten (10’) feet from any grinder pump system.
A fence at least forty-eight (48’’) inches
must surround the pool area. The fence must comply with Holishor
Association requirements. All the access
gates must be equipped with security lock system.
All
setback requirements for a below grade pool are the same as for an above ground
pool.
ABOVE OR PARTIALLY ABOVE GRADE POOLS: Must be a minimum of ten (10’) feet from any grinder pump
system.
Any
portion of the pool or its structure, deck, or platform must be a minimum of
ten (10’) feet from side or rear lot line, and a minimum of thirty (30’) feet
from street side property line.
There
shall be an approved locking safety device on the one (1) and only access to
the pool platform. Swimming pool
building permits shall be coordinated with Holiday Shores Sanitary District
prior to obtaining a
Action:
Scott motions to approve, Paul seconds.
Morning Glory
Paul:
Roger: What’s the ball
park cost on that? David: Is the recommendation
is based upon the Lake Management Committee’s conversation with Hennigan and
Associates? Scott: What do we currently have in reserve?
Paul: We are not to
far off from achieving that goal. Roger: Have we
discussed whether this will be done during the height of the boating season? Conversation Ensues
Action: Paul motions to do the repair of the outfall pipe with the concrete patch
and chemical waterproofing that H&A recommends to
Motion Carries
Hennigan & Associates Bill
New Business
Write Off Ray & Edna Byrd
Action: Paul motions to approve write off,
Motion Carries
Roger: The Board has
until the end of January to find a new Board Member to fill the vacancy Ray’s
resignation left. We have the Nominating Committee of Larry &
Clubhouse Deck Fundraiser
Roger: There has been
an idea of a fundraiser to be used towards building a deck on the side of the
Clubhouse. Roger: What does this
do for the Beacon Inn? Conversation Ensues
Most of the Board believes a deck would be a good idea;
they would like more information, a cost estimate and more information on the
fundraiser.
Tabled till the next meeting
Open Floor
Michelle Gagnon; Beacon Inn reads letter to the Board
requesting they remain closed until March 1st instead of February.
Roger: I want
Action: Scott motions to adjourn, David seconds.
Meeting adjourns to Executive Session
8:28 pm Adjourned at – 9:16pm
Submitted by
Minutes
Attendance: Board Members present,
Minutes of
Action: Paul Moves, Jim Seconds
David: I don’t think that was the motion
that Paul made, please check it, he thinks it should be the method of repair.
Phraseology on the manager’s report, our lake is not only 16 inches deep. Under
Morning Glory insert 2008 instead of Year, and it’s to talk about the next
inspection
Motion Carries to approve amended minutes.
Transfers of Property
Action: Paul
motions to approve, Jim seconds.
Motion Carries
Correspondence
All the letters are read by Jim May, to be discussed later.
Old Business
Clubhouse Deck Fundraiser
David: I
would like the rest of the board members present, full cost including price of
maintenance to build it and a copy of the new smoking rule for food services
outside.
Paul: I
would like an estimate from a contractor to build it.
Action: Tabled until the next meeting
Correspondence Continued
Beacon Inn Letter, they would like to close
down till February 29.
David: discussed
meeting with Beacon and Board, asked members and did a telephone vote providing
permission for this year only.
Ski Club: want to allow outside people into the club
to increase competitiveness.
David: I’m
apprehensive about this.
Jim: Personally
I would like to table this until the next meeting.
Action: Tabled until the next meeting.
Midway PTO Trivia Night: Waiver of Ballroom Fees.
Action: Paul Motion to accept waiver of fee,
Don seconds
New Business
Rate Increases for Clubhouse Ballroom Rentals
Items to be changed
• Price of cleaning fee from $50 to $75.
• 75 people party cost from $75 to $85 • 151-300 people party cost from $360 to $400
• A Security Guard fee installed of $60 for all parties
with Alcohol
Discussion on Weddings on the
Beach, it is public you cannot rent it, if people show up to have one there are
guidelines printed in the Ballroom Rental Contract.
David: Concerned with
the wording of the Cancellation paragraph, would like that to be defined, there
was a problem with the wording of it at a past meeting.
Paul: Concerned that
if he has a 25 person card party with beer that there would be a security guard
present at such a small party. Doesn’t think it is necessary.
Conversation Ensues
Jim May Motions that on all contracts signed after today
the cleaning fee shall be raised from $50 (fifty dollars) to $75 (seventy five
dollars).
All in favor, Motion Carries
Don Motions that we accept or change the contract for the
ballroom rental fees to the new proposed amounts to $85 for 75 people or less,
$170 for 76-150 people and $400 for 151-300 people.
No Second To be discussed at the next meeting
Tailgate Conveyor spreader for Salt or Rock.
Will help during Ice storms and
the spreading of rock and asphalt on our roads.
Reserves were redistributed and is
no longer available for such a purchase
Tabled
Polar Bear Jump: Planned by the Social Committee &
Larry and
David: Board doesn’t
get into the matters of the Social Committee. I think I would like to recommend
that the Social committee or the individuals planning the event submit their ideas
to the board.
David: There is an
executive session after the meeting for Personnel and legal issues.
Jim Motions to adjourn to Executive session, Don seconds
Motion Carries
Meeting Adjourns
Submitted by
Note: The minutes are
a summary of the meetings; the only items that are verbatim are the motions. If
you wish to hear the meeting in full you may come to the office and listen to
the meeting via digital recording.
Minutes
Scott Webber Vice President, calls meeting to order. Pledge
of allegiance recited.
Attendance: Board Members present, Scott Webber, David
Decker,
Scott: Glad to see such a big crowd for our first meeting.
Roger Groth and Tracy Ferguson has and excused absence
tonight. So I do commit this will be the fastest board meeting.
Minutes of
Action: Paul motions to approve, David seconds
Motion carries.
Transfers of Property
Action: David motions to approve, Jim seconds
Motion carries
David: Glenn and I has a
conversation regarding the numbers that are on the bottom of this report. I
think wa re going to talk about maybe a different way
to come up with the numbers in regard to how many new members and what the fees
are, because even after he explained it to me twice, I still don’t understand.
Conversation Ensues
Scott: Profit and loss budget. Is that just for our viewing
pleasure?
David: Informational.
Scott: The question I did have is
on 2008 dues and assessments, does that say we have collected 51 percent?
Glenn: Yes it does
Conversation Ensues
Manager’s Report
Given by Glenn Dalton
Security Report
Given by Glenn Dalton
Website Committee Report
Given by Art Surgant 1812
Treasures Report
David: Is nonexistent.
We are looking at revising the data and how we are pulling that together. In
previous times we were pulling the numbers from the bank accounts, which had a
tendency to overstate our operating fund because we had funds that were
committed but didn’t show decreased out of that account. So what we are looking
at doing is revising that and pulling out Quick Book balances from our checking
accounts and our bank balances from our reserve accounts and that will give us
a truer picture, in my opinion, of the financial status of the association. And
I am currently working with the office to put that procedure in place.
Scott: Thank you,
David. We didn’t have any correspondence. So we will move on to old business. I
wasn’t here last week so you guys are going to have to help me out. First thing
is the deck fund raiser. And it’s my understanding we need a motion to
establish the committee to begin putting fund raisers together.
Old Business
Deck Fundraiser
David: What we had
approved, I guess two meetings ago, was the general concept of creating
committees and/or setting up processes to do fund raisers for specific assets
within the association. What we didn’t do was approve specifically the idea of
creating a deck over here. So you are absolutely right.
David motions that we authorize and create a committee with
a charter to raise funds to create a deck at the clubhouse, a one time thing.
David: I just want to
say I like the idea of building the deck. I like the idea of creating a
committee to coordinate and organize it. I just think it will be a good
addition and I like the procedure.
Don seconds, motion carries
Ski Club: Change in Ski Club Bylaw
Recap of what happened last meeting.
David: Michael had
requested that we do a change to the bylaws which allows non members of the
association to be members of the ski club. I think he’s got better wording than
what I just said. But they had to be previous members of the ski club, as you
can see from the copy of this letter. We did read the letter into the minutes.
And at that time we had tabled it, wanting to get a larger group of the board here
for that conversation. I would say it’s not the large representation we had
hoped for, but I am more than willing to go ahead and move forward with it. I
don’t know about the rest of the board
Conversation Ensues
Scott: For now it
doesn’t go forward without a motion.
Conversation ensues
Tabled until next meeting
Polar Bear Plunge Conversation Ensues
Ballroom Rental contract
Scott: Moving on,
ballroom rental rate change and cancellation verification. It’s my
understanding you guys approved the cleaning fees, but we had questions about
the contract changes and the new costs. So David, Paul, do you guys want to take this one up?
David: At the last
meeting we walked through quite a bit of the contract in great painful detail
for all those involved. We had a motion to approve the rate increase. It died
for lack of a second. There was a lot of confusion and conversation regarding
the cancellation fees and what the amounts would be. I think
David motions that we accept or change the contract for the
ballroom rental fees to the new proposed amounts to $85 for 75 people or less,
$170 for 76-150 people and $400 for 151-300 people.
Don seconds motion carries
Scott: So that is the
only motion we are accepting is the new fee structure.
Conversation Ensues
Scott: So Dave, we are
done. Is there a way to maybe send a statement to Kellie on your proposed
refund deal, so that we can have the existing one and then what is being
proposed?
Conversation Ensues
Tabled until next meeting
New Business
Scott: New business. You should
have gotten the latest copy of the open letter going in the Holiday Times
concerning sale of association owned lots. Seven lots have been identified, and
prices have been established. And so this is going into the March Holiday
Times.
Letter to membership on North Property Purchase and sell of
Association Lots
Ok to print in Holiday Times
1050
Scott: My
understanding is we don’t have a choice with foreclosure. So I will entertain a
motion to approve the write-off.
Paul motions to approve, Don seconds
Discussion
Motion retracted
Association Insurance Bill through Grant Bullis
It is a yearly fee
David motions to approve, Don seconds
Morning Glory Reserve Expense
Paul motions that the twelve thousand dollars comes out of
the morning glory reserve fund, David Seconds
Motion Carries
Beach Emergency Phones
Scott:
Conversation Ensues
Paul motions to approve the purchase of the beach emergency
phones, Don seconds
Motion Carries
David Motions to adjourn to executive session, Paul seconds
Motion carries
Meeting Adjourns
Scott Webber Meeting Reconvenes at
Paul motions to approve $5812.44 to Byron, Gerber, Petrie
and Caleb PTL, David seconds
Motion carries
David Motions to adjourn, Paul seconds
Motion Carries
Meeting Adjourns at
Submitted by
Board of Directors Meeting
Minutes
Roger Groth President
calls the meeting to order. Pledge of Allegiance recited.
Roger: I have things to add and subtract, I want to add a Treasurer’s report and we will talk about the Ballroom Rental contract, we will also be talking about the 2009 budget.
Attendance: Board members present, Roger Groth, David Decker, Tracy Ferguson, Jim May, Paul Mormino and Don Austin. Excused Absence Scott Webber, approximately 6 Holishor members were present.
Minutes of
Action: Jim motions to approve, David seconds. David: A couple
of discussions were left out sometimes we get detail minutes and sometimes we
get condensed minutes. I want the board members to have specific details that
they have in the minutes, like with the ballroom contract. I want the members
to know that I was against the way the cancellation fees are currently written
in the contract and we are penalizing certain types of rentals based on our methodology. David: Yes. Conversation
Ensues
Motion fails due to lack of votes. Glenn and Jim will revise minuets.
Transfers of
Property
Action: David motions to approve, Jim seconds. Motion Carries
Treasures Report
Given by David Decker
Roger: We sold a lot in 07 and one in 08 the question we had for ourselves is should we be making a principal payment or an annual payment for the North Property. We have asked Joyce Kirby to take a look at that. Our annual audit is underway and part of that process is that the audit firm interviews one of the officers. I thought that last year the audit firm told us that the board should be paying more attention to the accounts receivable. I ask them this time what they meant by that. He said that we approve the bills and salaries every month and we should be looking at the accounts receivable too. David and I will be working with Angie and Joyce to get something up for us to look at. Action: Paul motions to approve,
Motion Carries
Correspondence
Thank you letter from Midway PTO:
Old Business
Ski Club Members
David: The Ski
Club is requesting a change in the rule to allow non-members of
Mike Bell 1685: We are asking an amendment to that rule to allow past members of the Ski Club that still have ties to the community be allowed to compete with us in competition. Roger: Why was it
tabled? Glenn: We could not identify anyone that had any knowledge of that. David: We also wanted good representation of the board and we wanted the history. Mike: We have not been able to track down a rhyme or reason as to why it was put down in the first place. In no way are we trying to bring in people from the outside and giving those people rights and privileges to the lake. We are trying to establish a competition club. We are not asking this to be an open door policy; we want to invite 5-6 past members back to compete. Roger: What does membership in the Ski Club really mean? Mike: Members pay a fee and they join the insurance. Roger: Would they operate boats or bringing additional watercrafts? Mike: No.
Mike: I don’t know but the Ski Club is the only one that has this rule spelled out.
Mike: When we get
to these competition levels in state most of them are not restricted to a
community. We are looking as if we go up there to represent
Jeanie Votruba:
In order for people to compete in the competitions they have to be on the
roster or they cannot compete. That’s what they are asking.
Conversation Ensues
Roger: Would it meet your needs for us to sign off on a one year waiver stating that non members with ties to the community, that would not be allowed to drive a boat, to compete in the ski club? Mike: Yes. Conversation Ensues
Roger: You are going to have to submit in writing what the schedule would be to include non-competition members, and all the specifications for the proposed outside members. Tabled until next
meeting
1050 Bermuda Write
off
Action: Paul motions to approve, Jim seconds. Motion Carries
David: I did find a note here at the last meeting there was some discussion about the Polar Bear Plunge. There is a rule that states that all fundraiser events that take place must be submitted to the Board for approval. The general consensus is that we probably want to reserve the right to identify a fundraiser that the association doesn’t want to be associated with. Roger: How do we know when something is a fundraiser? The New Years Dance, if they make more money than they spent is that a fundraiser? We approve the Walk Run, and the Fishing Tournament. David reads Scott’s Fundraiser information into the minutes. Conversation Ensues
Roger: Where are
we with Casino Night? Jeanie Votruba 493: I would like to ask the board of directors to approve us having the Casino Night on March 29 to raise money for the deck that will be a benefit to the community. Action: Jim motions to approve Casino Night, Paul
seconds.
Tracy, Paul, Jim, Don
vote Yes, David votes No.
Motion Carries
Jeanie Votruba draws the winners name for the Dues and Assessments refund. Winners are David K.
and Sheryl Hartnett
Roger: I handed out the schedules for the 2009 Annual Meeting.
2009 Budget
Discussions over the Budget areas of Morning Glory Reserves, Roads and Security were the main topics. Concerns about no monies being assigned to the North Property was also noted. Roger asked that Board Members get back to him with their ideas on how to allocate the Morning Glory Reserves.
Paul motions to adjourn Don seconds. Meeting adjourns at 10:00 p.m.
Submitted by Tracy Ferguson and Kellie Bechtold
Minutes
Attendance: Board Members,
Approximately 5
Holishor Members present.
Minutes of
Action: David motions to approve, Jim seconds.
David: Likes having more detail in the minutes.
Motion Carries
Minutes of
Action: David motions to approve, Don seconds.
Roger: Wants sentence added to final discussion of the 2009
budget to read the purpose of this discussion is to lead the Board to approval
of the budget to be submitted to the membership for approval at the Annual
Meeting.
Motion Carries
Bills & Salaries
Action: Paul motions to approve,
Roger: The Board will be looking at and approving accounts
receivable in the future.
Motion Carries
Treasurers Report
David: Balances as of Feb. 29th. To get a better
picture of what our availability is we changed the checking portions to be
coming from Quick Books as opposed to the bank balances.
Action: Paul motions to approve, Jim seconds.
Motion Carries
Profit Loss Budget
David: They are in a different order than the proposed budget we
are presenting. A line seems to be missing in regards to the reserve interest
expense. We will have Angie look into it.
Transfers of Property
Action: Jim motions to approve, David seconds.
Motion Carries
Paul: What are the initiation fees compared to last year?
Manager’s Report
Given by
Security Report
Given By
Jeannie Votruba 493:concern over sledding by the dam. Thought
there was not to be any activity like that near the dam .
Jim Perroti 1406: May have to relight any pilot light
after the installation.
Correspondence
Gene Kelting Lot 491: Letter questioning
port-a-potties taken from beaches for winter
Old Business
Ski Club Membership
Mike Bell 1685 & Chris Getsfred 687
are recognized by the Board.
Roger: This has been discussed for the past 3 meetings, the
letter answers any questions we had and I’m willing to entertain a motion.
Action: Jim motions that the Holiday Shores Ski Club be granted a
one year trial period during which time they will provide the names of those
they invite back as well as monthly reports as to any issues comments or
concerns that may arise. Paul seconds.
Roger: No, not at this time.
Jim, Don and Paul vote yes. David and
Tracy vote no.
Motion Carries
2009 Proposed Budget
Roger: Recommends we provide the 2005, 2006, 2007, 2008 accrual,
2008 revised as well as the 2009 to the membership for reference. To present
prior year’s history to the membership through sub-categories, not line item
details.
Discuss changes
of the proposed 2009 budget including the Income Category with interest and non
reserve accounts increased. The franchise fee was increased. In the Expense
Category, the two postage entries adjusted down. The Utilities Category was
increased. This budget proposes moving the initiation fee proposed for 2009 in
its entirety to the road surfacing aspect of the budget. Some funds allocated
in the Dredging Category shifted over to Security. Monies for the North
Property principal and interest payments and revenue source for the sale of
lots to offset cost of the North Property have also been allocated. Proposal of
a one time $25.00 Special Assessment... All of the special Assessment fees
would be allocated to the North Property for “seed money” toward the 319 Grant.
Conversation Ensues
Action: David motions that the proposed budget
presented to the Board is what will be presented to the members at the Annual
Meeting 2008. Jim seconds.
Roger: Budget will be presented by condensing
detailed line items into categories. The Public Safety and Security programs to
be reviewed 6 to 8 months from now.
Motion Carries
Options for
income of the sale of two lots as it relates to payment of principal and or
interest on the North Property loan.
David: Options for utilizing the lot sales. Income for lot sales
is $24,000.00. Options for using these funds are (A) to put it into a CD or
leave it in a money market to gain interest on it then make the payment when it
is due at the end of the year. Or (B) We can take the money and pay against the
principal, which would mean coming up with the interest payment at the end of
the year. The interest due at the end of this year will be an estimate of
$26,000.00. If we choose to pay on the principal now and we do not sell enough
lots to cover the interest, we would have to borrow against the 2009 budget.
Conversation Ensues
Roger: Another option would be to use some of the money to pay
towards the principal, leaving the rest to invest for the interest portion of
the loan at the end of the year.
Tracy: I think option (A) would be better with the real estate
market. as it stands today.
Don: Likes option (B)
Questions how much money would we save buy paying on the principal.
Roger: About $700.00.
Paul: The interest from the reserve accounts stay in the reserve
accounts? It can never be moved to pay for this?
David: Past policy has been; interest in the reserves stays in the
reserves and is allocated among the items in the reserves. That is our
inflation facture.
Action: David motions that we hold the net proceeds of lot sales
and invest to use as the interest payment and any future sales this year are
immediately applied toward the principle of the loan. Paul seconds.
Motion Carries
Foreclosure Write-Off: Randall Klaus
Action: David motions to approve the write off for $2,147.82, Tracy
seconds.
Motions Carries
Lawn Tractor Bid
Paul: How much was in the reserve? Don: Is there a snow blade?
Jim Peroti 1406: Snow Blade comes with it. It is about a
$12,000 tractor.
Don: I have this tractor, it’s great.
Tracy: Is there warrantee information on the used tractor?
Jim Perroti 1406: No.
David: Are the other two new units?
Jim: Yes
David: It doesn’t look like they have the additional equipment as
the used one does
Jim Peroti 1406: The other ones are lawn tractors that are
just a step above residential.
Roger: How much do we have in reserve for a single item?
David: We have $8,400.00 for (2) units.
Conversation Ensues
Action: David motions that we authorize the purchase of one riding
mower from reserves, Paul seconds. Action: David motions that we purchase the Simplicity Legacy Mower
as recommended by the office staff for $6390.67, Don seconds.
Motion Carries
Conversation covering possible purchase of
a new truck this year.
Operation Clean Sweep
Tracy Reads, no action required
Farming – North Property
Roger: I don’t think there are any erosion problems to consider up
in that area.
Meet the Candidates night
April 11, 2008 is
the scheduled date; Scott will be there in place of Roger.
3% cost of living By-Law
Roger: This is to see if we want to consider a 3% cost of living
change to the bylaw. This has been floating on and off through the years with
the board. I’m not sure what my personal belief is on this, the proposal is
that we put a bylaw to the membership that would increase the assessments every
year by 3% and this is based on the SSI amount.
Don: Do we want to limit this to 3%; or just put it down at
Cola?
Roger: If you’re looking at just the Social Security Index, using
the average because the index is published in October you are building a budget
for the following year about then... Then you are putting the budget before the
members that following May, it gets a little awkward having a different figure.
That’s why Ray came up with an average.
Paul: Does this affect the initiation fees? Paul: But the initiation fees are the current assessments
amount.
Roger: In effect yes it does that, but this is just worded for
the assessments.
Conversation Ensues
Roger: We could put this before the membership as a “Straw Vote”
just to see what they think of it, because we are going to have a budget
problem in 2010.
David: I think that is a good Idea.
Conversation Ensues
David: I’m suggesting that we put this on the Annual Meeting
agenda as a discussion Item. Votes are non
binding, no motion needed.
Open Floor
Action: Don motions to adjourn to executive session, David seconds.
Motion carries
Meeting Adjourns at
Executive Meeting adjourns at
Submitted by
Attendance:
Minutes of
Action: David motions to approve, Scott seconds. Motion Carries
Transfers of
Property
Action: David motions to approve, Paul seconds. Jim: Did one of our lots sell? Roger: We have a contract. Motion Carries
Treasurers Report
Given by
Action: Jim
motions to approve,
Motion Carries
Correspondence
No action needed
Old Business
Ballroom Contract
change
David: I’m focusing strictly on the rental rates and refund rates. The current contract you have a three hundred twenty five dollar deposit which includes a two hundred fifty dollar security deposit damage deposit and a seventy-five dollar cleaning fee. The refund is based upon the percentage of that original deposit. Depending on how many people you have at your event is what your rental cost would be. So, an individual who was originally going to have to pay eighty-five dollars to rent the room would be penalized the same amount of money of someone that was going to have to pay four hundred dollars to rent the room. They would actually have to end up paying more if they canceled the rental then if they actually booked the room. As I have said in previous meetings I have a real issue with that. After several different ideas, I have a proposal that Scott gave to me. He identified some amounts and gave those to me. I took those amounts and tweaked them to a more even distribution. David: So the proposal is that the refund rates would be a percentage of your actual rental rate. Using the same sliding scale that we had before as far as the number of days of notification then rounded the numbers to even numbers. If I have the small group under 75 my actual rental cost is Eighty -five dollars, if I cancel prior to ninety days I loose $25.00, 89-60 I loose $35.00, 59-30 days I loose $55.00 and less than 30 days its $85.00. So I’m not actually loosing any more money then it would have taken to rent the ballroom. What I’m not keeping is any portion of what I would call pass through costs. I’m not keeping a portion of the cleaning fees, not keeping any portion of the security fees and definitely not keeping any portion of the damage deposits. All I did was build that as a sliding scale. I’m not penalizing anybody more then what they would have paid. If somebody wants to cancel it that’s fine we have the opportunity to rent it to somebody else. As a side note to this there is a discussion as to what the deposit should be, which is what I think should be a separate discussion. Roger: Let’s
stick with the issue of the refunds right now. Roger: Ok, just for the record I want to compare, and we will use Dave’s proposal to the current. Dave you’re proposing that if there is any canceling there is a cost to the member? David: Yes Roger: Let me go on to another major difference. At the present time regardless of the size of your gathering if you give us a short term cancellation, under 30 days, you pay $325? David: That’s correct Roger: Under your model it would be dependent on the number of people. The downside to this is that if were to adopt this and we see that we begin to have an increase in the small number of gatherings that are canceled then we are going to have a revenue drain. So that’s the only downside that I can see to this thing, that’s what the higher fee structure seem to be doing as best I can determine, why would it have been set the way it was, it seems to me that a board said that the value of this facility is X to this association. So there seems to be a logic there that you’re altering with your proposal. David: The one
contradiction that I would give to that is that an individual with a smaller
gathering would actually have to pay more to cancel the event then they would
if they actually utilized it. David: In the new contract if they want to reserve the ballroom the day before for decorations, they can do so by renting it for $85. At no additional fees, cleaning fees or security fees associated with that. When we get to that discussion I think there is also you need to consider the penalties as part of that $85 also. Roger; You’re saying it would be treated as two separate rentals? And it would be treated as two separate cancellations. David: Yes, for
example, if I rent it on Saturday and I reserve it on Friday my total rental
cost is going to be $485. $400 for the 300 people and $85 for the reserve of
the room, if I cancel that prior to having the actual gathering I would pay
based on this sliding scale on both of those rentals. Paul: I can go in
there and say I want it for Friday and Saturday? Paul: Isn’t that
stupid on our part giving up one night for $85 and one for full price? Roger; You’re right but you have that same issue for any small function regardless of what it’s for. Paul: I don’t
like that $85.00 charge. Roger: Are you
ready to make a motion on the cancellation policy? Action: David
would propose that we adopt per documented here under Dave’s Proposal the new
cancellation policy per this document, Don seconds. David: We haven’t discussed deposits yet. Kellie: Ok I was
just wondering if that was in that one or not. Kellie: Ok Dave’s Proposal
Roger:
Scott: I’m strongly in favor of this change by the way, but if you ever go to change the contract again you’re going to have to change everything because this is all reflective upon the $85, $170 and $400. Don: Do you want to leave the percentages in? Paul: If we change the price of the rental cost it will change everything? Scott: No, if you go with a fixed fee, $25, $35 $55 we based that off the $85 charge. So 4 years from now if the board comes back to this and pushes this to $100, your still looking at the previous 4 years, they are going to have to come in and either adopt the percentage or change the fixed fee. David: I don’t think you want to do percentages, and then you are going to end up refunding Dollars and Cents. You’re absolutely right. If the Board changes the rental, they are going to have to change this portion of the contract.
David: I think we’ve been through that in enough meetings where if you don’t understand it now there are plenty of minutes you can go back to. Motion Carries
David: The Deposit: There are two thoughts in regards to the deposit; I don’t know which is my proposal at this point. The simple way to do this is you don’t charge anymore of a deposit than what your rental fee is. So if I’m going to rent the ballroom and my potential penalty is $85.00 then I require an $85.00 deposit. That also makes the accounting and book keeping simpler. I think it’s a lot easier, potentially easier to explain. I will say though, it means that we don’t have that money in the bank drawing interest during that period of time. Currently I require $325 .00, I throw that in the bank if somebody’s booking that a year ahead then I’ve got that $325.00 sitting in that bank for a year, so there is a down side to only requiring the rental fee as the deposit. That’s one proposal, whatever the rental cost is, that’s the deposit. Roger: With that proposal, when do you envision that security cleaning things would be paid? David: I believe that currently in our contract we require any outstanding monies to be paid two weeks before the actual event. Roger: And if its not? David: If its not, they don’t get the rental. Roger: If its not it’s a cancellation. That’s the point I’m getting to. David: I’d assume that’s what we do now. So I would say yes. Roger: The way were doing it now is the cancellation is all those monies that we had. David: The difference is, if they cancel I will still have all the money that I would have made from that. What I don’t have is my damage deposit. We could move that ahead. We could say it has to be here a month. We could say that the damage deposit needs to be made when they make the original. I’m really open on this. Roger: Here’s my
concern with it. There’s a side of me that looks at this ballroom and says, we
all own it we all want good access to use it. If we make it to easy to reserve
it $85.00 twelve months in advance, the way I operate I wouldn’t remember in 3
months that I paid that $8500, let alone 12 months. It just seems to me that
perhaps we are making it to easy to hold that Ballroom at the expense of any
other member who wanted to use it. I think you’ve put in some nice equity with
that motion we just passed as to how much we actually keep. But to me, this
facility can be used for those large events and I think we ought to make people
be firm enough in their intention to use it. Don’t make it to easy not to use
it so that if it blocks the rest of us from taking advantage of it. If were
holding someone’s money in earnest of the deal I don’t think to bad about that. Roger: Yes. David: I would say if you want to make it clean and across the board, you make the deposit $400.00. Roger: That’s more consistent where I’m thinking on it. Scott: My thought was collect the whole amount so instead of the $325.00 its collect the $725.00 in advance so were in a position where if they cancel in 30 days they still owe us $75.00 based on the way we are going at it now, the way I understand it. I would prefer to get everything upfront and then give them the money back when the event concludes or whenever the cancellation fee and take it out of that. I do believe it needs to be at least the $400.00 amount because that’s the highest count. David: The advantage of requiring the money all up front is the office would be dealing with it basically twice. Once when they sign the contract and once when they either cancel it or after the event is over. Roger: You would
handle it three times if you were to do it the other way, Don and that’s if
your going to get the deposit and then two weeks prior to the event your going
to get the remainders of the money the security and that and then to close it
out after the event that’s three transactions for the office as opposed to two,
if we take the whole thing up front, instead of a second billing. I can see
problems with that ie;”oh
David: What do we do now, do we send out notifications? Kellie; Whenever I book the ballroom I automatically print an invoice that I put with their contract and about a month prior to the event I send them an invoice. Two weeks prior to the event if I don’t have it I call them and if I don’t hear anything back we put a security guard upstairs and they are not allowed to enter. Paul: How many
times has that happened?
David: The $400 is a Deposit. Roger: It’s a reservation Fee. It’s best to be named a reservation fee for purposes of this discussion.
David: No, the cancellation amounts are fixed. Just as they are shown in that chart, What My cancellation fee and has nothing to do with how much I’m putting down as my reservation fee. Roger: So Dave, began this whole discussion with your not sure which one to propose? David: Yes, I’ve heard 3 proposals thrown out here. One is the reservation fee is the rental fee. That would be depending on how many people 85, 170 or 400. A second proposal that I’ve heard is a flat $400.00, regardless of how many people. And the third proposal that I’ve heard is your full reservation fee is your full rental and additional costs and safety deposit. Which if I had my old chart I could tell you what that would be. Scott: $410. $495, $725 David: It would be more if I have security. You have to add all those fees in Roger: There are
two security things you are speaking of, one is a security deposit or a damage
deposit and the second is to pay the security guard. So you figured those into
your numbers? David: A different way to say it is it would be the rest of the money you would have owed the two weeks beforehand. Scott: Correct. David: When you
sign the contract you have to pay the cleaning fee, the security deposit, if
you sign for a security guard for a total amount. Scott: What’s the security charge? Roger; $60.00 Kellie: You know that the security guard fee is included in the $400.00 for the 300 people, or the 151-300 people right? Paul: It’s automatic. Kellie: The 151-300 that $400.00 includes the security guard fee. So you don’t have to add an additional $60 into that. Paul: Only on the other two? David: Are you sure? Kellie: Yeah I’m sure, that’s how it has always been. Roger: You don’t
have the security guard on the lowest one. Kellie: Yes it is. David: I’m sorry, but I don’t believe that was part of the conversation that I had when we originally did these amounts. It is required that you have a security guard but now your telling me that the $60.00 for the security guard is also included in the $400.00? So my actual rental fee is $340.00? Kellie: I guess so. It was included in the original one so when I redid the prices I included it since it was required for the rental amount, it’s in there. David: So we are using the wrong numbers. Scott: $325.00
includes the deposit and the cleaning, plus $85.00 is $410.00 plus the security
is $470.00. Roger: So at the present time all I pay up front as a reservation fee is $325.00 regardless. So if this were to be the proposal is that were significantly increasing the reservation fee or deposit or whatever we want to call it. Scott: Yes. Action: Scott
motions to move the reservation fees to $325.00 plus the rental cost of the
ballroom. Paul: I myself initially like the $400.00 proposal.
Don: But if we have alcohol involved at all they are still required? Kellie: No, you
guys never voted on that. Roger: But the board has not yet approved that. Kellie: The Board
has not approved that. David: I’m still
looking at the contract. It reads that an additional fee of $60.00 is assessed
for any function of 150 or more guests. I don’t see anywhere in this contract
that states it’s included in this rental. If that’s the procedure that you guys
have been doing it doesn’t match our contract. Roger: Ok let me call for a vote on the motion that’s before us and that’s for the deposit reservation fee $325.00 plus the cost of rental. That would equate to $410.00, $495.00 and $725.00. Any further discussion before I call for a vote on the motion? David: I would like to see it as a flat fee, just simple administration capabilities. Roger: All in
favor of the motion say Aye. Roger: Ok that motion fails, would someone like to give us a flat fee proposal? Action: Paul motions that the reservation fee for any ballroom event be a flat $400.00 payable at the time of reservation, Jim seconds. David: Roger
earlier you were saying that you wanted to make sure that it was a quality
amount, I’ll use that term. Your opinion, $400.00 is it high enough? Scott: That was
the whole point. It doesn’t matter to me; it has to be at least $400.00 because
I don’t think we need to be a collection agency anymore. If somebody owes us
money it’s much easier that way. My only concern is it adds another step. The
previous one took away a step. I like fewer steps, but I’m comfortable with the
$400.00. Jim, David, Scott,
Paul, Tracy, and Don: Aye Paul: Do we need
to change the Ballroom contract rules wording on that, instead of having a
damage deposit have just straight reservation fee?
Paul: We had some discussion on that. Roger: I know we had some discussion on that. David: There were several other wording changes that were proposed from the office on the contract. I think it would be good to have a bullet point list of the changes between what the current contract is and what the proposal is so that we don’t have to go through and try to read it and try to find each of those changes. Roger: Is that
different from what I said I wanted them to give Scott a draft of the contract
and ask that he look at it? Paul: They just need to be bumped together is all that Dave’s saying. Roger: You mean
there are more proposals coming from the office then just the security guard
for alcohol consumption? Roger: I wasn’t
aware of that. Whatever they are they will be presented that way well do it
whenever we get it into the agenda.
Roger: I don’t consider them all to require Board actions. David: I think if we are changing the contract the board should approve it. Roger: Scott are
you aware of what these are? Roger: I want to see a contract that reflects what we’ve approved thus far. Kellie: When do
these new fees and prices go into effect? Do they go into effect right now? Kellie: Ok. Roger: Once you get Scott a contract that has that
in it and he gives you a thumbs up that yes that is good then you will begin
using that. David: So we’ve got a two step process here. Get those changes that we have incorporated into the current contract. Then there are those additional changes that you proposed back in January. We need to take those and bullet point what those changes are so that when we have the conversation next time, we can walk right though what those changes are as opposed as to just rewriting the contract and having us go through. Paul: I know that the office staff probably knows this but the cancellation fee is only in effect on any contracts signed after it is in effect. Correct? The existing contracts we can’t go back and change that? Roger: That is correct. We are not modifying existing contracts. New Business Dan Kayich 1655: Requesting a variance for my driveway of a culvert because it is not needed. David: Are you
building a house on a lot that doesn’t have one? Gerry Theodor 1346:
The building committee recommends approval for this variance. Action: David motion to approve, Scott seconds. Motion Carries
David Motions to
adjourn
Paul seconds
Meeting adjourns at
Executive Session
adjourns at
Submitted by
Kellie Bechtold
Minutes
Attendance:
Minutes of
Action: David motions
to approve, Don seconds.
David: Last page of minutes,
the
Bills & Salaries
Action: David motions
to approve, Paul seconds. Motion carries.
Treasurer’s Report
Scott: The funds that
are coming in for the deck; do they have their own account?
Scott: Asks where we
are on the deck funds.
Roger: We did close on
lot 1055, our third lot sold.
Paul: One thing I
didn’t do from last year’s Golf Tournament, I need to make a motion to move
$1,000.00 out of Golf Tournament profit to the Social Committee account. I
haven’t done that as of yet.
Roger: Do you mean for
2007? It has to be done within the same budget year.
David: The profit from
last year’s Golf Tournament has already been distributed.
Conversation Ensues
Action: Jim motions to
approve, Paul seconds. Motion carries.
Transfers of Property
Action: David motions
to approve,
Manager’s Report
Read by
Security Report
Scott: Look at the
incidents involving people with alcohol in the ballroom. We need to discuss
that $60 security fee again for any function in the ballroom that involves
alcohol.
Website Committee Report
Art Surgant 1812: Not
much to report, the office is taking it over, though I did get an email that
the domain name is about to come up.
Kellie Bechtold Office Coordinator: We already renewed it.
Old Business
Annual Meeting Preparation
Names for the
Roger: In the event of
a tie the names will be put into a hat at the Annual Meeting and drawn to see
who gets the longer term.
Action: Paul motions
to approve the
Motion carries.
New Business
Foreclosure/Bankruptcy Write-Off:
Action: David motions
to approve the write off for $1,804.55, Scott
Seconds.
Motion Carries
Roger: Reminding
everyone that Meet the Candidates Night is
Jeannie Votruba 493: Would
like to come to the meeting to meet the Candidates and hear what they have to
say.
Action: Paul motions to
adjourn, Scott Seconds.
Meeting adjourns at 8.03
Submitted by Tracy Ferguson, Kellie Bechtold
Minutes
Attendance:
Roger: I apologize for
running late, we had a pre-meeting with the auditor and we have a clean audit
report.
Minutes of
Action: Scott motions
to approve, David seconds
Paul: What happened
during the last Treasures Report? I wanted to ask about 2007’s golf revenue.
Are we transferring that or is it lost?
Roger: We queued that
up to look at it.
David: Last year we
transferred the funds from the previous year’s golf outing and split it up
among various committees and some to buy the projector. As far as last years
proceeds we did not distribute any funds into any other account. I looked at
that earlier this year.
Roger: Ok, first let’s
look at the minutes we have a motion and a second. In the minutes under
Treasurers Report there is where you raise the question Paul. David’s statement
says that the profit from last years Golf Tournament has already been
distributed. If David is speaking about 2006, this is correct. If he is speaking
about 2007, it is not correct. How do we want to get this changed in the
minutes?
David: I believe I
stated that last year in the year 2007 we distributed some proceeds from the
2006 Golf Tournament. Proceeds from the 2007 Golf Tournament had not been distributed.
Roger: We have already
amended the 2008 Operating Budget. If we are going to take monies from the 2008
budget it is an adjustment that is going to have to be thought through.
Scott: Is there a way
we can make a double contribution out of the 08 golf funds?
Paul: I just want to
know what happened to the money from the 07 Golf Tournament if asked.
Roger: It’s not lost
in paperwork. It’s applied in the 08 Operating Budget.
Conversation Ensues
Roger: The minutes
need to be clarified with Dave’s statement. If its 07 funds it has to be moved
in 07, not in 08.
David: My statement
needs to be corrected, by putting years into it. The profits from 2006 Golf
Tournament were distributed in 2007; the profits from the 2007 Golf tournament
were not distributed, yet.
Conversation Ensues
Roger:
Motion Carries
Transfers of Property
Action: Jim motions to
approve, Don seconds
Scott: I’m looking at
the $10,000.00 number; does that mean the Morning Glory is fully funded?
Roger: The Morning
Glory repairs we are envisioning in the reserve account are fully funded, yes. Motion Carries
Correspondence
Mike Utechtt: Twin Rivers Karate Self-Defense Class in
Ballroom
To be discussed in New Business
5 Letters from members supporting Mike Utechtt, not read into minutes.
Old Business
Ballroom Contract
Scott: I compared the
existing contract to the first rewrite by the office, there have not been any
changes, I went down and compared line item by line
item each difference.
Don: The statement in
alcoholic beverages, does that make sense the way it is written? Item 10, maybe
I’m not reading it right.
Paul: Should be
contract
Don: Should be
alcohol, maybe containing?
Scott: How do you want
it worded Don? David: All events
where alcohol is present.
Roger: Why don’t we
change it to all events serving alcohol must contract a Security Guard through
Lessor. That whole paragraph 10 in the contract specifies how you go about
doing that.
Scott Reads Changes
Discussion
Roger: I’m going to go
through these one by one and if it appears that we have a majority on the major
points of consequence we will note that, and I’m going to give this back to you
Scott to work with the staff to give us a contract proposal that matches
everything that was voted upon the last meeting and we will vote on it in its
entirety next meeting without rehashing the finer points. Some of this is too
small business for me.
Changes:
Discussion Jim: I agree
completely
Discussion
Roger: This seems
reasonable to me.
David: The biggest
concern is if you have 2 people renting, I don’t know as far as the cleaning
people what time they are going to be able to get in here.
Paul: Are you asking
will they be done in time?
David: Yes Conversation Ensues
Scott: The Breakfast
with Santa and the Easter Egg Hunt they have to get cleaned up after the events
and have to be out of there by
David: You’re thinking
more of the Social Committee events.
Kellie: I always call
the Social Committee to make sure it is ok if we rent the room that night and
the person renting is informed that they will not be able to get in until a
later time. It’s at their own risk.
David: Is the contract
amended to show that? Roger: Ok let’s do
this, put in some verbiage that the normal rent time commences at
Conversation Ensues
Scott: We should have
it in reverse order, have the time start at
i. Changed from $325 refund $250
Discussion
Roger: We will get
back to this point lets move on to Rentals on the Beach.
i.
i. If Lessor is notified of cancellation in
writing ninety (90) days prior to the scheduled event, the reservation
fee/damage deposit will be refunded in full, For notification 60 to 89 days in
advance, the Member will receive a 50% refund of the reservation fee/damage
deposit, 30 to 59 days in advance only 25% refund of the reservation fee/damage
deposit and cleaning fee, and any cancellation under 30 days in advance results
in a full loss of reservation fee/damage deposit.
i. Weddings are permitted outdoors
with the following conditions.
ii. Wedding are to last for no more than 2 ½ hours. Including set-up,
rehearsal, photos, breakdown, and etc.
iii. Flowers or any other
vegetation may not be moved, cut or removed.
iv. Littering is not
permitted. You may toss flower petals or
use bubbles, but not confetti, birdseed or rice. It is detrimental to the health of our water
fowl and birds.
v. Tents or canopies
are not allowed. You should plan an
alternate location in case of inclement weather. We do not provide an alternative venue for
your event unless you have also rented the ballroom.
vi. Staking or pounding
of decorations or items into the ground is not permitted due to potential
damage to underground security, electric and irrigation systems.
vii. Driving on grounds is prohibited.
viii. The grounds will
accommodate approximately 150 people.
ix. Chair rental is the
responsibility of the member. Holishor
does not supply or rent chairs.
x. Holishor is not responsible for
stolen or lost items left on premises.
xi. Do not rope off
designated areas. The clubhouse and
beach area is a public facility for our members. People will be able to walk through the area,
even during your event. Visitors have
always shown respect for weddings held on the grounds.
xii. You are financially
responsible for any damage to the grounds, buildings and plantings that occur
as a result of your ceremony. Please
help maintain the beauty of the landscape.
xiii. Guests are required
to provide constant supervision of all children attending or participating in
the event. This is a
xiv. Wedding rehearsals
must be scheduled two (2) months in advance.
xv. Any special
arrangements must be made in writing and require written approval prior to the
event.
Discussion Roger:
What do we do about that? Nothing
Conversation Ensues
Roger:
This came up because Michelle and Danielle field these kinds of questions and
we need some answers to it.
David: My
point is that just because it’s in the contract doesn’t mean it’s completely
enforceable.
10. Alcoholic
Beverages
a. Added “All events containing alcohol must
contact a security guard through Lessor with a charge of $60.00 per five (5)
hour block”.
11. Rules and
Restrictions
a. Added “No equipment may be set-up on the dance
floor”.
b. Proposed:
The ballroom is a no-smoking area. Trash cans and ashtrays
are provided on the outside deck for your convenience. Please dispose of your cigarette ashes and
trash in a responsible manner, there is a restaurant below.
c. Should read: The ballroom is a no-smoking
area. All smoking must take place at least 15 feet away from any door or window
in accordance with the Illinois No Smoking Law. There is an ashtray located at
the end of the walkway outside the front of the clubhouse. Please dispose of
your cigarette butts in a designated ash tray.
Discussion
David: Does the band
constitute equipment? That’s where they always set up.
Roger: Maybe they
shouldn’t be on the dance floor, because that’s how it got damaged in the first
place.
Conversation Ensues
Roger: If that’s where
they have to be then it can’t be done. Let’s take that out.
Roger: Back to the
Fees and Cancellations.
Scott: I have one
question we skipped over 10 after Don corrected my writing, are we going to
come back to that?
Roger: No we took care
of that under two.
David: Just for
clarification, the $60 is for a five hour block, if you have more than 5 hours
do we have another charge with that?
Scott: You have to buy
two blocks.
Paul: You start using
the club house at
Roger: If I’m starting
to serve alcohol and I hire a bartender at
Conversation Ensues
Roger: Fees and
Cancellation, we have already approved the rental fee schedule correct? And in
so doing did we not approve the refund policy? David: We did the
rental fee policy. I thought that 2 meetings ago we approved the refund rates
and the deposit to hold the facility. The way I envisioned it was the deposit
was $400 and you would have to pay up to the rest of your rental.
Roger: Scott what I’m
going to ask you to do is go back to the minutes and get the exact verbiage and
put it in a contract. Let David look at it and get it back to us.
Conversation Ensues
12. Lessor’s Remedies
a. Change to “Paragraph 11”
Roger: Get the
language the way you want it in the contract and we will vote on the whole
contract next meeting.
New Business
Mike Utechtt: Twin Rivers Karate Self-Defense Class in
Ballroom
Roger: The letter
Tracy read is from a non- member and attached to that was a contract signed by
Mike Lattimore 1777 who wishes to sponsor Mike Utechtt to run classes twice a
week for 1 year. He is willing to give the association 20% that he takes in. Do
we have anyone here on this issue?
Mike Utechtt: I am. Mike: No. I’m not. David: First question
is Lattimore in good standing? David: Locking up the
Clubhouse for two nights a week for a whole year seems pretty extreme. I know
you have letters but I don’t know how many people are in your classes from
Roger: You would be
opening the classes to members and non members?
Mike: Yes.
David: What percentage
roughly are Holishor members? Roger: Minimum Size
class?
Roger: How many per
class
Mike: 15 to 20 at the
most.
Mike: Sure, or on a
month to month basis. I just want to provide something to the members of
Conversation Ensues
Roger: The issue of
non members, is that an issue? Roger: Downside we
have a sponsor that is responsible for the Ballroom and all the equipment. We
have no security deposit.
David: I think that we
should still have a security deposit. Don: What’s our
liability if someone was injured?
Roger: We would
probably get sued. If I throw a wedding out here or I sponsor my children who
throw a wedding out here everyone who comes is a guest of a member. When you
come out here and eat in the Beacon Inn you are a guest of a member. And what
we are doing with this is we are opening to the public and he is the agent. It
takes the relationship farther then where we normally go.
Conversation Ensues
Roger: It would be a
lot cleaner in my mind if it were open to
Roger: On the Ski
Club.
David: Not only that
but the oil painting class also allowed non-members.
Don: How is your
record in the past have you had any injuries?
Mike: No, not in 32
years, its more discipline than kicking and the parents are there.
Jim: There might be a
possibility of adding us as a named insured on his policy which means if we got
sued then they would only be talking to one insurance company.
Roger:
David: The one thing
Mr. Lattimore needs to understand is that he is responsible for these
facilities.
Paul: I would like to
see the sponsor here as well.
Write off
Action: David motions
to approve the $1,357.60 write off, Paul seconds.
Motion Carries
Open Floor
Mike Bell 1685 for Ski Club: Permission to put in boat docks and jumps to start Ski
Club practices as early as next week Mike: Yes the same we
have had for the past 2 years. When we are done we tie it up at
Mike: It would be less
congestion and headaches skiing up there rather then taking off here at the
docks in the heart of the lake. This way we are at the end of the lake.
Conversation Ensues
Roger: I want to go
down and look before you put in the Docks and Jump.
David: How long until
your dredging impact the Ski Club?
Roger: I feel that we
need to go up and visualize
Paul: Does this
qualify as a Board action? Conversation Ensues
Roger: Everyone weigh
in with my Friday night and let me know we can decide then.
David Motions to adjourn to Executive Session, Jim seconds.
Motion Carries
Ajourn at
Executive Session
Action: David motions to adjourn, Paul seconds.
Motion carries.
Adjourn at
Board of Directors Meeting
Roger Groth: President Calls the meeting to order,
7:40 p.m. Pledge of Allegiance is Recited
Attendance: Roger
Groth, Tracy Ferguson, David Decker, Paul Mormino, Don Austin, Jim May. Scott
Webber will be late.
Minutes of April 23, 2008
Action: David
Motions to approve,
Motion Carries
Bills & Salaries
Action: David Motions to approve, Paul Seconds
David: The
radios? We didn’t have that much budgeted for them from what I saw. David: was
there a recovery cost of the old?
Glenn: They
will use the old. Paul: The
lake patrol probably needs a radio, is that what we use these for? Motion Carries
Profit Loss Budget
Accepted as written
Transfers of Property
Action:
Jim: The
sales price of a house was $62,000?
Glenn: Yes
Motion Carries
Manager’s Report
Given By Glenn Dalton
Security Report
Accepted as written
Treasurers Report
David: One
special note, there was a payment made on the property. It’s not in the
balances on the report it’s just as a foot note. The reserve for the Morning
Glory is right at $70,000 at this point.
Action: Paul
motions to approve Don Seconds
Motion Carries
Correspondence
Social Committee Polynesian Night Read
by
Judy McFerran 382 Highpoint: Piano
Recital fee waiver Member in good Standing, Ballroom available Read by Tracy
Dan Turk 1810 Sextant: Fundraiser in
Ballroom, Daughter had breast Cancer, to help with bills, Request to waive fees
Member in Good standing, Date Available Read by Tracy
To be discussed in New business
Old Business
$1000, to Social Committee
Roger: A
meeting or two ago and asked Glenn to look at the current budget to see if we
had the $1000 to move to the Social Committee.
Glenn: What
we have found that we have port-a-potties on all the beaches and we budgeted
for one at the marina, which is not needed so we have the money
Paul motions to approve the moving of $1000 to the
social committee account, David seconds.
Motion Carries
Self Defense Class
use of Ballroom
Roger: Kicked it back to Glenn and asked
him to make it clear with the sponsor and do some things with the insurance,
Glenn? Jim motions to approve the Self
Defense classes based upon the letter as written, Tracy Seconds
Roger: The first sentence says for 3
month increments, how are we going to handle this?
Glenn: They will have to come back
prior to the succession and get another approval for the next class. Motion Carries
Roger: Scott Webber has joined us.
Annual Meeting
Agenda
Roger: Glenn, Do you feel that we are
ready for the annual meeting? Enough Tellers and vote counters? Roger: In the packet we have the $25
special assessments on the Budget, I am going to split that off and if it is
approved we will vote on the budget with that in it. On a couple of
administrative things, people could go on the deck and smoke, now with the new
law there is no smoking out there. I talked to Rob and he is going to rope off
an area outside and station a guard out there so that we don’t have to check
them back in. I handed out the minutes from a last years meeting, that’s just
for information’s sake. If there is anything of significant consequence in
there let me know. Is there anything else? Next Steps for
Morning Glory Repair
Roger: We talked to the engineer about
what time of the year this could be done and if January would be good. She said
yes because it was so far underground. I would like to direct Glenn to get the
solicitations out on the street and have the bids come in. And when the bids
come back in we have her look at them so we don’t shoot ourselves in the foot.
Would an October time frame give us enough time to have someone in here in
January or February?
Paul: Those do not seem to be a
problem, but the only thing that bothers me is that we have a
Roger: Well you’re not going to like
this but you are the chair of that committee and you don’t call meetings you
don’t give reports, so I don’t want to hear it.
Conversation Ensues
Roger: Glenn, go ahead and proceed with
that.
New
Business
Judy McFerran 382 Highpoint: Piano
Recital fee waiver Member in good Standing, Ballroom available
David: I
don’t really have a, disagreement with wanting to use the clubhouse for this,
the Social committee does movie nights and such, and I would recommend that
Judy work with the Social Committee with that instead of asking for a variance
on the fees. This is becoming a concern, if it’s for the kids the social
committee has a lot to do with that.
Scott: She
wants the ballroom for a piano recital? David: We
also got a notice on the Polynesian night letter. Roger: Do we
suggest to the Social Committee and do it through them? Conversation Ensues
Roger: Glenn
asks her to come in and address the board at the next meeting.
Dan Turk 1810 Sextant: Fundraiser in
Ballroom, Daughter had breast Cancer, to help with bills, Request to waive fees
Member in Good standing, Date Available
Paul Motions to approve the waiver of the fees for the
fundraiser, Scott Seconds
David: This
is a benefit for an individual who is a member of out community, it is talking
about the balance between doing what’s right for individuals and fellow
neighbors and using our facilities the best way we can. Because this person is
a member it is benefiting a members Family, it’s a lot differently than some of
the stuff we do, and I would recommend that we approve this.
Don: We
always have to decide weather we approve or not approve; I say we need to have
a policy for things like this. I agree with approving this one. Jim: Alcohol? David: The
Security Deposit, we talked about it having to be put down even if the fees are
waived. I think we need to do that with these one and all from now on.
Motion Carries
Youth Committee Preliminary Discussion
Fire Works contract including a
multi-year deal
Glenn: The
fireworks business is slow; we are still using the same guys to do our
fireworks. We have not increased our funds or next years. What we are looking
at here is that they are saying that we could make a payment by May 1st and we missed that so they extended it to the 1st of June. If we do
this we get 7% more ammunition, pyrotechnical shoot at the show.
Roger: Is
that a multi year agreement? Roger: We
only prepay that year?
Glenn: Yes Roger: Rain
date of the 5th of July is ok? Paul: Are we
shopping around for this? What’s the shoot fee?
Glenn:
That’s the cost of the pyro technician we always have the same guy and its
included in the price.
Conversation Ensues
Don Motions to approve the rain date of July 5th,
Scott seconds
Motion Carries
David Motions to approve the full amount for 2008 Jim,
seconds
Roger: The
multi year agreement is to be sent back to have the language match the single
year agreement.
Adult Fishing Tournament
David: Is
this asking for our approval or just a notification? Roger: last
year was the first year it was done under this format. It was a fundraiser, and
because that component is added to it I feel the board has to approve this.
David: I
agree, I just want to say that it’s already published and its going, so we may
want to approve that prior to that being done from now on. It is a great event
for the community
Conversation Ensues
Jim Moves to approve the fishing tournament on a
continuing basis, David seconds.
Paul: I know
that they give a lot of the fish back and buy more for the lake, I don’t see
that in there. David: Who
puts this on? David: There
is no point stipulating that they have to give back to the community.
Motion Carries Restaurant Air Return System
Glenn: There
is a problem; it is not doing the function it was meaning to do down there. The
Smoke and the Heat buildup is not being exhausted out of the building unless we
take out the filters and because of Fire codes us have to have them in there.
We went out and contacted a person that was in this business and Danielle and
Michelle got a contractor to see what was wrong with it and give us a bid. We
contacted someone in out business to tell us what he thinks and a bid. He did
not give it to us for this meeting. The problem is the Horse power with the fan
and the small hole. That will cause the AC to go out the Exhaust, we are trying
to get an Idea of what the system needs to do down there to make it not do
that. I will bring it back to the next board meeting to have you approve it.
Roger: If I
recall the budget there is not much in there. Held to the next meeting for
the second bid
Senator Haine Support for Emergency
Planning and Preparedness Project
Roger: Glenn
is trying to get us some money for the Morning Glory, the Senator put it on the floor for us.
Glenn: We
will Know about the time Elections come around.
Open Floor
Jeanie Votruba 493: Because it will effect our voting in that end of the lake, was there
anything decided with the Ski Club on the lake?
Art Surgant 1812: Thank you for allowing the Dance lessons that commenced here, It was
fun!
David Motions to Adjourn to
executive session, Scott
Motion Carries
Adjourn at 8:45 p.m.
Board of Directors Meeting
Minutes
Attendance: Board members:
Present: Ray Garber, Don Austin, Scott Webber, David Decker, Paul Mormino. Excused: Derrick Richardson and Roger Groth Quorum Present - Yes
Others present: Approximately
6 Holishor members
Glen Dalton and Kellie Bechtold from
Proceedings:
Meeting called to order at
Pledge of allegiance recited Scott Welcomes Ray Garber, David Decker and Don Austin back to the board.
Minutes of
Motion Carries
Transfers of
Property
Action: Paul motions to approve, David seconds Motion Carries
Correspondence
Kent Robinette 2078 Jolly Roger: Flooding,
pictures enclosed Issue was deferred to new business
Old Business
None
Scott: Thanks to all those who attended the Annual Meeting. The vote on the COLA tied during the meeting.
New Business
Kent Robinette 2078 Jolly Roger: Flooding, pictures enclosed
Kent Robinette 2078: It affects mine, the neighbor and Nathan’s as well, which is 2077. Scott: I drove by it the other day and it was a
safety hazard. Glenn would you like to discuss the issue?
Glenn: If you took that pipe out it would follow the path of least resistance and since it goes from a 12inch pipe to an 8 inch pipe that’s going to cause it to back up. Conversation Ensues
Nathan Bowser 2077: I can point out on the 8 inch pipe where it is
blocked. It’s a little bit past
Ray: At a point you have to know that an 8 inch pipe can’t drain as fast as the 12 inch pipe. Conversation Ensues
David: Have you ever had the pipe cleared? Conversation Ensues
Paul: I have 5 points I have written down here. One thing in my mind you have a 12 inch to an 8 inch pipe, that will slow the drain of water down. The second thing I want to ask is what are you looking for as resolutions from us?
Paul: I went by your houses three times, your houses are really close together there and to get rid of this you’re going to have a swale there with rip rap that is going to cause a type of log-floom. David: During a rain I get 3-4 foot of water in a ditch. If I lived there I would try to clear the pipe. The home owner built it so it’s the home owner’s responsibility. If that doesn’t work then we need to come up with another solution. Conversation Ensues
Paul: Another
point is that it’s clogged but again it’s your personal property. Then there is
the safety issue, I don’t want us to turn our backs on this, I have a big
problem with kids playing and falling into it. The Fifth thing is that you
can’t redirect the natural flow of water anywhere, like at your neighbor’s
house.
Scott: It is the homeowner’s property so I would
suggest that you first clean out the 8in pipe, if that does not work then they
need to contact Glenn.
Allied Waste Rate increase of 3% letter
Read by Don Austin Glenn: They are set up to come out at our next meeting and answer any questions. Don: Does this
need to be approved by the Board? Missy Bowser 2077: Are they going to put a 3% on a trash
pickup or are they going to do that with the yard waste too? Allied Waste
representative will be at the next meeting. Issue tabled until the next meeting.
Chamber of Commerce Edwardsville/Glen Carbon Renew
Scott: What are we getting for it in the first place? Glenn: I tried to find that response and I can find no valid reason. Scott: Anything
we can gain from it, Sponsor ships, golf tournament, and holiday times? Action: David motions
not to renew, Paul seconds
Motion Carries
DCEO Grant Submission
Scott: Roger went
over this at the annual meeting. Real quick we have $150,000 grant that we
still have to turn in the forms for, to receive it, it’s not guaranteed. The
money is just allocated. There are a
number of items we want to accomplish but the main purpose is for the Morning
Glory Repair. After the Morning Glory it would be things like Rip Rap and the principal
on the North Property. It has been written,
so if you have any changes submit them to Glenn.
Open Floor
Discussion
Laura Scaturo 1716: On the subject of waste pickup fees; “If it’s a 3% increase across the board why are we paying an additional 3% for trash bins? I can see the fuel, but not the bins. Please look into that for our best interest” Paul: That is a good question and we will look into that.
David motions for
executive session, Don seconds
Motion Carries
Reconvene from
executive session David Motions Paul Seconds
Joyce Kirby and
David Motions to
Adjourn, Don Seconds
Meeting adjourned at
Minutes submitted by Don
Austin Secretary and Kellie Bechtold
Board of Directors Meeting
Minutes
Attendance: Board members:
Present: Scott Webber, Derrick Richardson, Ray Garber, Don Austin, David Decker and Paul Mormino. Excused: Roger Groth Quorum Present: - Yes
Others Present: 16 Holishor Members Present Glenn
Dalton and Kellie Bechtold from
Proceedings:
Meeting called to order at 7:35 PM by Chair, Scott Webber Pledge of Allegiance Recited
Scott would like to Welcome Derrick Richardson to the Board of Directors
Minutes of
Action: Dave motions to approve, Paul seconds Motion Carries
Bills and Salaries
Action: Ray Motions to approve, Derrick Seconds Motion Carries
Transfers of
property
Action: Paul Motions to approve Derrick seconds Motion Carries
Managers Report
Given by Glenn Dalton
Paul: Are we
patching any potholes in the streets?
Glenn: Now that
it’s not wet we will
Becky Burlingame
1398: If the dredging goes well when
are you looking to do Captains Cove and Concrete cove?
Scott: Will the boat lifts be in the way?
Glenn: We will not get that close to them Jim Perotti: We will not get any closer than 8 feet.
Security Report
Given by Glenn Dalton
Treasurers Report
Given by David Decker
Correspondence
Read by Don Austin
Kathryn Hymel ADK Educational Sorority (Christmas Party): They want the
fees waived.
To be discussed in
New Business
Variance Request: Fence, Building Committee agrees to approve
To be discussed in
New Business
Bid from Thyssen Krupp Elevator bid
To be discussed in
New Business
Old Business
Allied Waste
management increase in fees.
Scott: They will
be here next meeting to discuss.
New Business
Scott: Survey results are in from the Volunteer survey at Annual meeting and the Board and Office need to look these over to see there are any constructive ideas we can use.
Variance Request: Fence,
Rebecca Burlingame 1398: Basically were just trying to put a nice fence at the level of the concrete wall to prevent any kind of an accident and the 25 foot setback cuts the yard in half and creates a safety hazard. Ray: My first
reaction is to approve it, my only question is that if we approve this 4 feet,
there are probably other situations like this around Holiday Shore where people
will want three feet or some other dimension once they see we are allowing this. If we approve this we may have to approve
more.
Action: Paul motions to approve, Don seconds Motion Carries
Bid from Thyssen Krupp Elevator
Paul: Do we need
to vote on this? No action needed
Kathryn Hymel ADK Educational Sorority (Christmas Party): They want the
fees waived.
David: We have had requests from this group in prior years and I do not believe it was a Christmas function I thought they were fund raisers. I believe the first one was not approved and the second one was. I don’t have my records here Glenn: I do not remember, but I will go down and get the records. David: Now that I have the records, it was on the
same day and this one is for Thursday night just like last years. Are there any
Conflicts with the Karate Class? Don: What makes this request any different than anyone else who wants to have a party? We can’t just give variances to anyone who wants to have a party. Dave: The one last year says dinner and silent auction, the one this year says Xmas party. Ray: Last year we approved it because they were raising money for a charitable cause. David: They are a ”Not-for-Profit organization and do a lot of fundraising for charitable groups, and last years was a fund raiser, but this year’s description is not showing that. Lori Surgant 1812: Are
they sponsored? Paul: Can we call
and ask them.
Don: Is there anyone here from the Sorority?
Scott: No they are not here. Scott: We have a request on the table, do we have a motion to approve. Action: Dies for lack of motion.
Scott: We have a proposal for out-sourcing the Holiday Times. It is informational only at this time and I have asked Derrick and Ray to head this up and see what is there.
David: We took a
poll to sell the old truck; we need to get that in the minutes
Open Floor
Lisa Purdy 1302: I
have three (3) things. There is a
culvert down from our house that during the rain it holds water. It’s a mosquito
breeding ground, if someone could check that out, it’s been a concern of mine
for 4 years. The second issue is the dredge; it is blocking our pontoon and us
getting to and from home. The pipe is
not marked and is submerged and there is nothing to show that it is submerged
except for one buoy. We are not going to be able to get home, I’m curious as to
why it’s like that?
Scott: Last year
weren’t there lights on it? Lisa: My third issue is I have a list of License
plates, if someone is doing 50 or 60 down
Conversation Ensues
Ray: That doesn’t
sound safe, can we have security go out there to maybe move it back in the
middle to prevent something from happening tonight?
Rebecca Burlingame 1398: I know we spent some time on this already, but Concrete cove is a small cove, I know last year near the end of September the water was down, and that was the reason they could not do Concrete cove I’m wondering how long will it take concrete cove will be done.
Rebecca Burlingame
1398: Is that a consideration to just knock that out of the way before Captains
Cove? Rebecca: How long do you feel it will take to do
Captains Cove?
Glenn: It is going to take the whole summer to do Captains Cove. Conversation Ensues
Dave Berkenbile 1190: I emailed photos to you about my basement and the standing water. Jim is going to go and put a culvert to stop the water in the basement but we have a big problem with standing water, with mosquitoes.
Gary Sicorum 1189: I’m Dave’s neighbor and I’m here to answer any technical questions. Scott: What’s the street again? David:
David: Your are right! Conversation Ensues
Jim: another problem that we are going to have is the Budget, to go from one road to the next increasing the size all the way. David: Don’t you need to do that the other way around, cause that’s just moving the problem.
Jim: But you have to know the volume of water that you have coming to determine the size of the pipe, if we start from the lake we won’t know. Paul: What can we
do to try to remedy this situation? Conversation Ensues
Scott: Glenn, figure out what the cost and what size pipes you are going to need and the schedule to get this complete.
Conversation Ensues
David Berkenbile 1190: I think we also have an issue up by
Scott: Gentlemen, Glenn is going to put something for us. The big issue here is the budget. We have to determine where to get the money. It is recognized it is a problem Diana Sikora: When it rains the water sits and doesn’t drain and there is mosquitoes and leaches and our kids play out there. David: You
understand that it was that way when you bought it?
David Berkenbile: No it has happened before; this year just pushed it over the edge. It needs to
be graded. Cathy Berkenbile: Do
you know how long it is going to take?
Scott: Do you have a timetable?
Glenn: I’ve got to look and see exactly what I have before I can get in and see exactly what needs to be done. We have to make the fix from the lake to the water shed. I could tell you I will be out there next week and that would be a lie. I have many priorities for the community and you are one of the highest. I will get with Scott and figure out what needs to be done but right now I can’t give it to you.
Diana Sikora: Ok Dave you’re saying that our Builder knew what he was doing, should we go back and fight him? David: I have
been fighting the same thing for the past 4 years. Diana: So from
your area it’s flowing to what area? Conversation Ensues
Cathy Berkenbile: I’m
wondering how we can keep the kids safe, the water was rushing through that
area.
David: We don’t
own those lots
Conversation Ensues
Diana: Can we
contact the person who owns the property and tell him of the situation?
Conversation Ensues
Marie Kelting 491: Are
you going to fix the beach? It has shrunk again, the ropes and buoys have
moved.
Ray motions to
adjourn to Executive session, Don seconds.
Motion Carries
Reconvene from executive
session David Motions Paul Seconds
David Motions to
Adjourn, Don Seconds
Meeting adjourned at 9:45 PM
Minutes submitted by Don Austin Secretary and Kellie Bechtold
Attendance:
Board Members
Present: Roger Groth, Scott Webber, David Decker, Don Austin, Ray
Garber and Paul Mormino
Excused: Derrick Richardson
Quorum Present – Yes
Others Present:
6 Holishor members present
Glenn Dalton and Kellie Bechtold from
Proceedings
Meeting called to order at
Pledge of Allegiance Recited
Minutes of
Action: David motions to approve Scott seconds
Motion Carries
Correspondence Synopsis: The party was constantly being disturbed by constant
ringing of a fire alarm.
Action: The
alarm company was contacted and they determined the problem was a faulty sensor
and they repaired the faulty sensor. Glenn
is to follow up with the members to convey our apologies for their
inconvenience and to inform them that the problem has been identified and
repaired.
Transfers of Property
Action: Ray
motions to approve David seconds
Motion Carries
Old Business
Update on
Ray: So the Attorney General gave us a tax exempt status? Roger: When are you expecting a decision?
Drainage Rules
Roger: In our packet Glenn has provided us with some verbiage of a discussion
on drainage in November. Scott: Memory serves we asked Glenn to find out what Illinois State Law
states.
Ray: Yes it was tabled because of legal review. Paul: Between two homes?
Roger: No what I am
referring to is a vacant lot. If you
attach a smaller pipe to the culvert and you restrict the drainage and divert
it on to some other property and I was trying to find out what the rules on
this issue might be.
Paul: Another issue is that the
elevation some houses are being constructed also cause drainage issues.
Roger: Yes that is one of the problems
but what I am trying to say is that I did not want our attempt to control or
restrict drainage be tied to new home permits.
Dave: This is a proposed change to our
current building permit. Your point is
that there should also be a separate rule to control drainage.
Roger: Yes, because we have no control
mechanism because there is no permitting process. We have to have a prohibition on doing things
with our drainage devices in our association.
Conversation Ensues
Roger: At the next building committee meeting will you and your committee
review our drainage rules and bring it back at the next meeting.
Glenn
I also want you to contact some other associations and also think about a rule
that would prohibit people attaching to our culverts. Let’s try to keep this
moving and hopefully have it back by the first
meeting in August.
Waste
management Contract
Tabled
until the next meeting because Waste Management Rep. could not be at this
meeting
Ballroom Contract:
Tabled
until next meeting because some additional wording need to be added to the
contract
New Business
Paul: That’s a contradiction, double production and lower cost? He
also said that he would consider helping us out with what we currently have here,
teaching us to be better sales people, etcetera. Scott: I feel should at least get our
Roger: This is a pretty hefty dollar
proposal, do you feel we are ready to go this far with this proposal.
Scott: Perhaps we should consider an
Ala-carte version. Print advertising is
way down and that reflects the lose, and Web Ads are way up. Does he have any way expertise to get to get
more advertising on the Web?
Paul: He says he wants to make the
times more attractive for the member. The members are getting it already, it’s not like we are selling
it. It sounds like he is trying to sell
the paper and get more publications. At
present our only revenue is from Ads, is that correct?
Roger: Yes that is correct
Paul: Ray said the revenue has gone
down yearly, what is causing this decline in revenue from those Ads in the last
six years.
Glenn: They money is still there it is
just a matter of us collecting the money. Also the problem is the economy, and
we have a lot of small business advertising base and they are getting hit the
hardest and revenues are down.
Don: Is it down because people are
not advertising or are they not paying for their advertising.
Glenn: We have people who are not
paying and also the advertising is down.
Roger:
Roger: Here is what I would like to do with this issue, first I would like
the finance committee to take a look at a past and current financial operations
of the Holiday Times, is it a loss in revenue or is it something else.
Community Use of the Chipper
Shredder
Roger: When we first started pursuing the idea of getting the chipper
shredder, some of our conversation was whether or not we would want to be able
to use the chipper shredder and rent it out to members as a service. It was never brought to a conclusion for doing
that to members. We thought about
setting it up twice a year for a spring and fall cleanup and on special
occasions after a bad storm. It was a
discussion item that just fell off of the table.
Dave: I think the answer to all those
questions is yes.
Clark Boat and Motor use of the
Roger: I was here and observed it, it was not creating a wake, it was not
louder then what we have and it did not exceed our speed limit out here. Next
time just give us a simple heads up on this, none of us would have quarreled
with you on this. It’s just so unique that we would like to know what’s going
on so we can answer all the phone calls we get.
Rules for the North Property Pond
Roger: Glenn arranged with the fishing club to get the kids up there to have
a Bass Tournament to extract the small and large mouth bass out of there, treat
them and get them into the lake. Paul: Could we get them too?
Conversation Ensues
Scott: Do we need
a formal rule to be entered in the minutes?
As
a board we need rules we have to
Roger As a board we have to provide a set of rules for this pond like the
ones for this lake and the Su Twan.
Dave: We
have fishing rules for this lake and also Su-Twan so if we want to enforce we
need a set of rules
Roger : My recommendation would be to
set a temporary restriction, on the catch and release, for the board to adopt
for the next year.
Scott: I would like Action: Get a recommendation from the
Fishing Committee by July 15th
Ski Club Tournament
No Action Required
Roger: I noticed that the Ski club docks are anchored at Tamarach beach? Are
there any issues from the clubs perspective or the Offices Perspective?
Open Floor
Chris Martinussen 323:
Allen Campbell 325: I wasn’t here to see the boat, I have Clark Boat and
motor do all the work on our boat, they have great skill. I was surprised that
we had this type of craft on the lake at all, but none the less my concerned to
the board is two fold. It appeared that
the board was not fully aware that this was taking place. Suppose that I was coming out of my cove on my
Sea-doo or boat, was there any safety put in place to ensure that we would not
get into the boats way? What if there
was a mishap on the lake? Do we have a legal responsibility to something like
this if something does go wrong? I
think the membership should consider the liability.
Roger: Is there anything else. I will accept a motion to adjourn to
executive session.
Don
Motions to adjourn to executive session, Paul Seconds 8:50 PM
Reconvene from
executive session Paul Motions David Seconds
David Motions to
Adjourn, Don Seconds
Meeting adjourned at 9:20 PM
Minutes submitted by Don Austin Secretary and Kellie
Bechtold
Attendance: Present:
Richardson
and
Excused: Ray
Garber
Quorum Present – Yes
Others Present:
Proceedings Pledge of Allegiance Recited
Minutes of
Action: Scott motions to approve, Derrick seconds
Scott: On
page 5, in the middle where it says, Scott: “I would be let to fishing
committee” it should be “I would like the fishing committee” instead of let. Roger: Let’s
just leave it the way it is. I believe he was just trying to restate what he
had been talking about before hand.
Motion Carries to approve amended minutes.
Bills & Salaries
Action: Paul motions to approve, Derrick Seconds
Motion Carries
Profit Loss Budget
Action: None
needed informational only
Transfers of Property
Action: Derrick motions to approve, Scott Seconds
Roger: Initiation fees still continue to be running strong.
Motion Carries
Treasurers Report
Given by David Decker
David: We closed
out one repurchase agreement and made another one and extended out to three years
trying to make as much money as possible off the reserves.
Action: Scott motions to approve, David Seconds
Motion Carries
Mangers Report
Given by
Security Report
Given by
Correspondence
Kathryn Hymel AKD Educational Sorority
(Christmas Party) and Silent Don reads the second request letter
Don: This is the Second request to waive the fees because
they did not mention that this was silent auction for charity
Roger: Scott, Do you recall what this was about in
the previous meeting ?
David: It
was identified as a Christmas party last time, not a fundraiser.
Action: David
Motions to approve the waiver of the fees for this fundraiser, Scott seconds
David: Last
time we waived a fee we wanted to make sure that we had a damage deposit.
Roger: Do we
know how many people are actual members of
Paul: I’m
looking at the list and I’m on the fence here, how many members of
Derrick: The
Motion Carries; 4 For, 1 Against
Old Business
DCEO Grant Agreement
Roger: We
have talked the past number of months about applying for a State of Illinois
Department of Commerce and Economic Opportunity (DCEO) grant. This is a grant request we submitted for $150,000
for repairs to the Morning Glory and some other
Paul: I know
we got the grant at the last minute and I had asked if it says on the letter
that we would only pay for costs of
Roger: Yes
they did. In our submission we have
requested that expenses be covered that are well prior to April 1st. We checked with them and they said, verbally,
that it should not be a problem. It is very clearly documented in our
submission so we all believe it will not be a problem. We do believe that the
Conversation Ensues
Roger: I did
want to mention that these funds need to be tracked 100% of the way. I want the finance committee to sit down with
the staff and figure out the best way to apply these funds money and also get
our auditors approval.
Scott: I
want to thank Glenn and the office and the association members that helped us
out in getting this grant.
Roger: We
owe Glenn a great deal of thanks for following up with this through Senator
Haines office which allowed us to get this grant.
Chipper Shredder
for community use
Roger: This subject goes back awhile. When we first acquired the chipper shredder
through a county grant we said we were going to try to put it to better use for
the community. We asked Glenn to put
together a proposal on how he felt we might best use this chipper shredder for
the good of the community.
When I mention this to people
I get two schools of thought. One is why do we have to pay anything for this? The other is can you really deliver on this
without negatively impacting other things? Glenn: You have got all the combinations in the
proposal, it’s up to you guys if we charge or not.
Scott: I’m
for having the two, one week periods and it be free.
Roger: When you say two, one week, periods and you
are for this at no charge. Do you mean that the member brings the debris to the
street? Conversation Ensues.
Roger: I
thought that the curbside would be better for those who cannot carry it to the
North property.
Don: I like your two weeks or at least a given
time frame. I also feel it should not be
free. I feel that there should be at
least a minimal charge, for the men’s time and the cost of fuel. I also feel it should be regular scheduled
times not necessarily for a week at a time but maybe three times at two days
each as required.
Dave: I feel it should be a fully loaded rate. We
may have to replace this chipper shredder someday and there is no money in the
budget for it. I feel this is a service
for individuals, and you either charge the people that are using it or you
charge everybody. By everybody I mean it
comes out of the dues and assessments.
Roger: I agree with you. If you look at this year’s budget and next
year’s budget there is no money in there for new services. We need to make this self sustaining.
Scott: Glen,
Do we see a lot of members contracting chipper shredders? Glenn what wasn’t clear to me
is what is a fully recoverable rate for us? Paul: This
sheet says $187.00 per hour. Is that what you are looking for?
Glenn: No that is what it cost for an outside crew
to come in
Roger: I’m
not asking for a vote on this; let’s wait until next month when
Action Item for old business: For the July 23rd meeting Glenn is to
provide a fully recoverable rate pricing for use of Chipper Shredder including
trucks, fuel, employees and maintenance (preventive, operational, replacement)
factors.
Scott: Just a quick note “Due to some scheduling
issue The Ski club tournament will move to Sunday August 17 instead of the 16th
New Business
Variance Request
for 1843 Sextant Culvert (OK with building committee)
Chris Pollock 145: I am currently building a new house there. Motion Carries
Allied Waste Contract
Roger: Our
Allied wasted contract that we signed, in October 2007, had a clause in it for
fuel escalation if fuel goes over $3.00 per gallon. The contract went into effect in October of 2007. We have received a notice from Allied
waste to reopen that contract. We will be working on that in the next few
months. There is a downside to this that if Diesel went down below $2 we could
reopen, but it went up so they are reopening to negotiate prices again.
Rainfall
and Flooding
Roger: The last thing I want to mention is, with the
heaviest rainfall in the history of weather records, in the first six months
this year, we have experienced the highest degree of flooding and drainage problems
we have ever seen and with the more homes that have been built the problems have
gotten worse. The homes built in low
lying lots, where there had been natural drainage, have altered the drainage
and is contributing more problems. Virtually
all of our culverts were installed in the mid to late 1960’s and they are
beyond their life expectancy and they are failing. We replaced a culvert at the corner of
Christmas Tree point and
Glenn: They
had the gas line above it and the water line below it. When they put the gas
line in they cut the top out of the culvert pipe.
Roger: We
have asked the staff to take a look at a long range Culvert repair plan, Glenn
is going to look at it with the road plan and depending on how our roads are
looking we are going to possibly have to look at a 3 year replacement plan.
After the severe rain this
weekend I went out and drove the community and literally five roads were under
water because drains were backed up. This is not a new issue but its getting worse.
This time when I drove the development after the rain there were a lot of areas
that are much worse off than was thought. I just wanted to mention this for the board
members knowledge, so they know that’s where we are headed.
Open Floor
Mike Butler 1313
David Berkenbile 1190: I have also
been flooded; I have currently been begging for this for several weeks. I came to a board meeting, I have 104
pictures dating back to 2004 and this problem is escalating. What else do I
need to do? Cathy Berkenbile 1190: Did the builder know that when he built the house? David Berkenbile: The culvert that was built above us did the board approve it?
Roger: The
board does not sit here and say, this street gets a culvert and that one
doesn’t. If it goes over budget then they come to us but not any other time. I
don’t know when that particular culvert was done.
Conversation Ensues
Jeannie Votruba 493: I just want to let you know those board members that
were not aware that after the ski show they had the Wii drawing after the Ski
Show. It was Josh Crider of Godfrey. I also wanted to say that Kellie was not
there and it was her boyfriend.
I had a lot of people tell us
that the fireworks were beautiful this year.
I did have one person
complain that it was rude of our members to shoot off their own fireworks
during the show. Roger: It
was a pretty doggone good fire works display. Action: Paul motions,
Scott seconds.
Motion carries @
Adjourn to Regular meeting
Action: Paul
motions, Dave seconds
Motion carries @
Reconvene Regular meeting
Action: Paul
motions, Dave seconds
Motion carries @
Minutes submitted by Don Austin Secretary and Kellie
Bechtold
Attendance
Board Members
Present:
Others Present
Holishor members present 12
Glenn Dalton and Kellie Bechtold from Holishor Office
Proceedings
Meeting called to order at
Pledge of Allegiance Recited
Minutes of
Action: David motions to approve, Ray seconds
Motion Carries
Correspondence
Don Austin reads letter
Referred
to New business
Old Business
Allied Waste
Contract
Roger: Last
month we had the fuel increase in the contract cost. David and Paul have been
working on that with Allied waste, we will discuss this at the next meeting
No Action needed, hold till next meeting.
Brood Pond North
Property
Roger: We
decided to wait for the fishing committee to recommend if we should make this a
catch and release pond only. The
Gentlemen from DNR are telling us that we should not look at it as a potential
brood pond. We will have him Shock it in 2010 and continue to extract the
smaller bass out like we did this spring with the kids fishing tournament. The
fishing committee recommendation is to keep the same regulations on the pond as
have on main lake and SuTwan. We would
like to keep the big bass in the North Pond.
David: Do we
need to propose a rule change? Ray: My only
question is there another rule that deals with the crappie situation? Conversation Ensues
Roger: One
other significant change and that’s in Scotts proposal is that no BB guns or
pellet guns shall be discharged in
David: One
other change in the rule is that
Roger: I
don’t get the pellet guns or BB guns. Roger: What does
it mean if we are a Bird and Wildlife sanctuary? Roger: Are
you trying to deal with the issue where someone killed or shot geese with
pellet and BB gun’s? Roger: I want everybody to look this rule change over
and let’s have Scott change it to include creel limits and I expect a new
version in next meeting packets. Let’s
get back to this at the next meeting after everyone looks it over.
319 Grant Paul: I
thought the DCEO Grant we had to have line itemized with every (i) dotted and
(t) crossed?
Roger: It’s
not any more specific than this proposal; maybe it’s more specific than this
one page we are looking at tonight. Roger: You have two years from the date you sign the
contractual document.
Ray: I agree
with Paul, I think 2A is best, I think the engineer was stating that there is
an additional 10% retention of silt with 2A and that contributes to them accepting
our application. One question that I have is the $20,000 for engineering that
may come out of it and we should challenge her to take another look at the
number to give us a range or to see if it is even less. Then the second question is the financing issue,
which is $25,000 to $30,000 more to go to 2A. I believe we have enough time to
look it over before we sign the contract and to look at our funds and say never
mind if we can’t afford it.
In the long range the more
silt we can keep out will improve the quality of the water by removing the
manganese and phosphorous as well as lower the cost of our future dredging
costs.
Roger: I would like to clarify the differences between
Options 2 and 2A. Option 2A gives us a
56% reduction in tonnage of silt that comes in, and that includes our existing
silt pond. The option 2 gives about 45%
including our existing silt pond. Option
2 cost $120,000 and 2A costs $150,000 out of pocket
Conversation Ensues
Don: I
pretty much agree with Paul, except I’m leaning toward option 2. However I am
new to this project and need to study this some more. I’m going to walk the property with Glenn
tomorrow so I can get a better idea of the magnitude of is project.
Glenn: One of
the things you all should consider is when dealing with the EPA, specifically
EPA streams, once we go for Option 2 and receive the grant for that and later
decide to do 2A you will have to go for another permit to do that because are
going to alter that stream.
Dave: Aren’t we required to get a permit for the work we are
doing now?
Glen: Yes we
are and we are doing that now as part of this request.
Dave: Based on what was described to me downstairs tonight, I am rather cautious about the whole
thing. I am 100% behind the idea of pursuing the 319
Grant, but where I struggle is the $120,000 to $150,000 that we are going to
have to identify a source for, in a budget where we are already tight. Another issue is the terms of wetland and
wild life sanctuary. All along we have
been talking about building silt ponds and retention basins and now this
proposal calls it wetlands and wildlife bird sanctuary. Those terms concern me very much. When you
call something a wetlands & bird sanctuary you set yourself up for another
set of rules and regulations. These wetlands are going to consume enough property
to not allow us not to use it for what we wanted to do with it. I liked the idea of setting up a watershed and
working with the local farmers. It seems
to me that we are in an awful rush. The North
property ideas have been around for a year and then this proposal was given to
us 7 days before it is due and the cost has more than doubled.
Roger: What would you propose we do?
Dave: My proposal is to continue to look at what we
want to do and identify what is a wetland. The stream management person that was downstairs tonight said we have a
lot better chance of getting this grant if we have a watershed program in place
and I think we should get the association members buy in on spending $120K to
$150K.
Roger: I had always intended taking this to the membership
and I believe that can happen if we get grant approval in 2009.
Dave: So what you are proposing is that we pursue the Grant and
we do not sign the contract unless membership approves at the annual meeting.
Roger: If we want to make that our position then I
will go for that. That sounds fair
Conversation Ensues
Roger: Let
me see thumbs up on how many of you would go with option 2A
3 for 2A
Roger: Would
it satisfy your concerns if we ask the membership before we sign the contract. We would submit the contract in August but it
would state that we could not enter into a contract until the membership has
voted on it.
Glenn: Let
me research this but I don’t think that they will accept our application if we
don’t have the authorization. I will get back to you on that.
Roger: If it
turns out that way there is no way that we can do it this year. Roger: What
kind of level of detail would we have to put before the membership before we
submit it?
Conversation Ensues
Roger: Glen
we need you to do some further research on this question. Let me know tomorrow
and I will consult the board members in a special meeting.
Ballroom Contract
Roger: Are
we able to look at the contract tonight? Glenn said that Scott went over it
with Angie, are we able to look at this tonight.
David: The
copy Scott sent to me is not current
Don: I had some questions.
Chipper Shredder
Roger: The last time we discussed making the chipper
shredder available for membership use at a fee to them we had asked Glenn to
look at fully loaded rates. The sheet you have in front of you shows $63.38/
hour with two staff personnel operating it. Glenn will have to publicize this service, at this price, for certain
times of the year and during significant storm damage because he will not be
staffed to do this unless it is scheduled. We need to decide if we going to offer this as
a fee service to the membership. Ray: The
time period would be like, November and March? Roger: Do we want to do this
Don: I’m for
it.
Dave: We
need a motion.
Don: I motion we approve the $63.38 presented by Glenn
for use of Chipper Shredder and to authorize Glen to advertise rates and times
in the paper for Spring and Fall clean
up dates. Also include in the motion
that the fee be for authorized Storm damage clean up.
Paul: I
stated last meeting that we talked about a drop off point for this at the North
Property and I’m not in favor of this being charged.
Paul: If you’re
going to charge people to do this then I believe people will burn the stuff.
Don: This is
not in concrete; if it doesn’t work then we can re-discuss this at another time.
Roger: I’m
just advocating trying it to see if people go for it.
Motion Carries
3 Yes 1 No.
New Business
Noise Abatement
Roger: We
have gotten what I will call renewed complaints about bands that were here on
the 4th of July. We are getting noise complaints about the bands at
the
The way this has been working here is that if
our public safety officer gets a call about noise disturbances, he will go to
the location and decide if it is at a nuisance level. Is that correct Glenn?
Glenn: On
the land yes, on the water we have a way to measure it. Scott: What
is our ability to act as an agent; I have heard people talk about that. Can our
officer’s act as an agent for
Conversation Ensues
Roger: Back
to the Bands at the
Roger: Have
you had any complaints about anything but the 4th of July. Scott: Are
they late at night? Roger: So if
we get noise from a boat we get the decibel meter and if it’s over 76 we tell
them to turn it down, if its not then we don’t respond?
Glen: Yes
Roger: Glen do you feel we really need a specific standard
for noise complaints that are land based. Roger: Is
there a standard that exists someplace? Roger: At
this time are there any members in attendance who would like to take the stand
and comment on a noise problem please do so.
Denise Georgeff
I do apologize it was not the
Roger: As far
as the marina being a bar and it was not at one point, We want to make sure you understand it is
private property and a private business and the only restrictions that exist
are the restrictions in the original deed to that property and it does not give
us a great deal of control over them. It
states if they were to use it for anything other than a marina and to use the
example of selling food which happened some time ago. The liquor license was not through us it was
through
Denise: How did that come about?
Roger: Keep in mind it is a private business and
the liquor license was through
Denise: I can understand that, people that don’t live
on a cove will not care about the noise. He advertises in the Holiday Times, that he is part of the Holiday Shore
Association, but a separate business, so I guess I’m unclear as to why we do
not have any control over what he does.
Roger: Glen, What exactly control do we have over
the
Glenn: I’ve got the deed downstairs and it does limit our
power and it’s mostly to what they can sell. They are in compliance. Ray: There is something in regards to food. For
them to honor their deed restrictions they have to give us a written request to
serve food. We gave them permission for one year if I recollect. I don’t know
if any letters have come through in 2007. Denise: I do
hope we can take into consideration what we can do to keep the noise level down.
Paul: Was it
after 9 or 10 pm?? Glen: That is why I want our officers not to have
to make a subjective call on these noise issues. I want a level such as is on the water. Then we call
Roger: I think
before we can say yes to the decibel meter we need to know what that level
might be. See if you can find some organization using this method.
Conversation ensues
Roger: Glen,
for the next meeting.
New Business
Fireworks Roger: Glen:
It is my understanding that you and the staff are working that area, does this
need any action.
Conversation ensues
Glenn: We
are looking at all of the community; it is not just in one place it is all over
the place. I would like to go to the Holiday Shore Fire department and try to
find out their view point on the extra fireworks and get a determination on
what we need to do.
Gary P. Grubb 254 Shore Drive Drainage
problem
Roger: Glen, it is my understanding you and staff are looking
this problem
Glen: Yes we are working on this problem as well many
others within the community. This
drainage issue not just in one place it is all over the community.
Open Floor
Cheryl Laton 1148: I have some concerns about the water drainage at my driveway and the
lot next to my house and across the street. I contacted
Roger: Our
place is to have the association look at it and see if we can do something
about it. We got your letter but it was not submitted in time for tonight’s
agenda so we have no answers right now. There is not a standard answer for this
problem because all issues are different. You have to realize that this year for the first six months was the
heaviest rainfall in the history of keeping records and we have had multiple
amounts of flooding. We will have Glen
and staff work on the issue and give you some response at some point in the not
too distant future. That is all I can
really offer to you at this point.
Jeannie Votruba 493: I have lived out here since 1979. When I move here there were 450
homes. I live at the South end of the
community and we were able to hear bands playing at the clubhouse. The noise
carries over water very well.
With the fireworks, my
concern is not that the private people doing their own fireworks had a permit
and a licensed technician, but I would ask that they wait to have their shows
after our main show is done. It was said that our main show was hard to enjoy
because they were firing theirs off at the same time.
Allan Fremont 1917: This past Saturday my kids were
enjoying the lake in the evening, they had 3 Holishor boats approach them.
There were 2 pontoon boats on either side with the john boat circling with 5 state
police officers and search lights in the intent of a safety check. They had to take a breathalyzer test even
though there was not alcohol or drugs on the boat. My kids called me and told me after it
happened. I called the Security guy and
he said that he knew, I said if there was any damage to my boat I would contact
them. The next day I found a 1.5 - 2 ft scratch on the boat. The police officer I talked to that night
said they would take care of it. When I
talked to the State Police the next day they said it was the person driving the
boat who was responsible. I talked with
Glen and then left two messages with your safety patrol and they have not
responded.
Roger: If you’re
talking to
Paul: Is the boat your biggest complaint? Kim Fremont 1719: When we called to inquire at the association office about the process
of trying to find out what to do about this. We did not get a lot of help. If we had been told to write a letter to the
board we would have done it. I think the
response from the folks in the office should be to find out what happened, get
our name and number instead of just take it up with the State Police.
Roger: I
think that if I had gone through this I would be as frustrated as you are. We
will see what can be done.
Scott Motions to go to executive session, Paul
Seconds.
Reconvene from Executive session to regular meeting
Scott Motions, Paul
Seconds. Scott Motions to adjourn from regular session, Paul Seconds.
Meeting adjourned at 9:50
Action Items for next meeting
Glen,
Scott,
Minutes submitted by Don
Austin Secretary and Kellie Bechtold
Attendance
Board Members
Present: Roger
Groth, Derrick Richardson, Ray Garber, Don Austin,
Scott Webber, David Decker and Paul Mormino
Quorum Present: Yes
Others Present
Holishor Members Present 7
Glenn Dalton and Kellie Bechtold from Holishor Office
Proceedings
Meeting called to order at
Pledge of Allegiance Recited
Minutes of
Action: Derrick motions to approve, Ray seconds
Discussion ensues for some
amendments
Motion carries to approve Amended minutes
Bills & Salaries
Action: Scott moves to accept & Derrick seconds
Ray: Bill
for $28,710 for asphalting 3 cul-de-sacs at some point we should try to bid
those out again right?
Glenn: Yes
Motion carries
Transfers of Property
Action: Ray moves to accept
& Derrick Seconds
Motion Carries
Managers Report
Given by Glenn Dalton
Roger: Are
we soliciting bids for the morning Glory?
Security Report
Given by Rob Simmons
Correspondence
Cheryl
Layton Drainage problem
Read by Don Austin
Action: Discuss in New Business
Denny
Frank - Request for sign variance
Read by Don Austin
Action: Discuss in New Business
Runoff
water – Tracy Ferguson
Read by Don Austin
Action: Discuss in New Business
Read by Don Austin
Action: Discuss
in New Business
Treasury Report
Given by David Decker
David: The
most significant change is the decrease in our operating funds. We had a significant hit as result of the
road efforts. We still have the money
reserved for the interest payment on the loan and the morning Glory reserves
are $77,031.
Roger: Where
are we with the Budget Scrub? Action: Paul
Moves Ray seconds to approve the treasury report
Motion Carries
Old Business
Allied
Waste
Paul: On July 9th per Allied Wastes
request, they came to us requesting a 3 percent increase in there trash and
recycling rate. On there letter it was stated that the cost of diesel has risen
over 66% in the last 12 months. I have talked to them and they have agreed to
lock us in for a 3% increase effective
This increase is only on
trash and recycling pickup, this does not affect any of the other charges i.e.
Yard waste and 90 gallon Container charges. The annual Charges for the first
year would be only 10 months times $.45 which is $4.50. The annual charge for
the last year of this contract would be 12 months times $.46 with is $5.64. My
personal opinion is that we take this; I think the price of fuel will not be
going down like we all want it to. If you were to look at our original contract
it had a water mark of $3.00 per gallon if it went higher then that they would
like to come to us a review this with us. When I spoke with her (Robin Karlas)
she said the last time they purchased fuel it was at $4.78 a gallon. To me $.45
a month is not that much of an increase neither is $.47 a month for the second
year is not either. Today I visited the website and the average price of diesel
in the
Conversation Ensues.
Action:
Derrick Motions to approve this revision Paul seconds
Motion Carries
For 5 Against 1
Fishing
Rules
Scott reads hunting and fishing Suggested Revision
Roger: If we
the Association are going to have a size or creel limit different from
Ray: Is
there a state regulation for here? Glenn: I
will check the rules and regulations from the IDNR for the next board meeting and
the fishing committee so we can incorporate into the rules.
Roger: The last 2 sentences on the proposed wording about
No fishing from private properties or others docks without permission, and that
no warnings will be issued for violations etc. All creels will be seized and
released are new.
Glenn: yes Glenn: No
Roger: If we are going to make these rules we need to get the
linkage to these fines set up to enforce these rules.
Glenn: I will write the linkage and have it ready for next
meeting.
Action: Deferred to the next meeting.
Ballroom Contract
Scott: There
are two issues outstanding on this; one is the required non refundable security
fee for any party with alcohol regardless of party size. Number 2 is an
accounting issue, we voted to raise the deposit limit to $400.00 and this is causing
problems with our accounting and it has been recommended that we lower it back
down to $325.00. I recommend doing that
as a simple fix till we figure out how to make it work.
Conversation Ensues
Action: Paul motions to approve this contract with Reservation
fee of $325.00 and a Security Guard fee for all parties with Alcohol, Derrick seconds
Motion Carries
Cheryl
Layton Drainage problem
Action: Glenn to contact Cheryl Layton and ask her to attend the
next meeting to pursue her request.
Noise
level
Glenn is still pursuing. It is still a work in process. .
New Business
Ski Club Fall Show
Roger: The
Docks are still at
Henry Halverson 1829: Are they permanently removing the Dredge for the
year? Roger: I’m a little worried about the ballroom
function starting at that time and the sound functions interfering with the
other. Would you consider starting early, like at 3 instead and going till 5?
Henry: Yes Motion Carries
Denny
Frank - Request for sign variance
Glenn: Denny
lives out by
David: So
the front of his house faces Tamarack and the back is to
Conversation Ensues
Motion fails. For
0 Against 6
Request
fro H.S.V.F.D waiver of Ballroom fees
Much conversation ensues
No Vote at this time, Deferred to next meeting
Write-Off
– 949 Catalina – Foreclosure
Ray: I see
where they filed a Chapter 13 and some creditors are being paid off. How do we
respond to those or did we get a letter from them? Scott: I
have received calls from this person in the past, I have seen them at meetings
and just a reminder that only members in good standing are allowed here.
Conversation Ensues
Action: Paul
Motion to write off $1476.31, Derrick seconds.
Motion Carries
Write-Off –
Action: Scott Motion to write off $1742. 29, Derrick seconds
Motion Carries
Write-Off – 1208
Action: Hold
until Next meeting
IDNR
Boating Safety
Glenn: The big
thing that our community should be aware of is that the IDNR is coming out to
our lake with the primary focus of boater’s safety. We are having some safety issues on the boats. There is a good reason that there is safety equipment
required on boats. IF one get into an emergency
situation and don’t have that equipment it can be devastating. It’s not like having an accident on the
ground, your boat is on fire or sinking and if people are unconscious and don’t
have a life preserver on and that can be catastrophic. I believe the association should be the first
ones that step forward and assure that our boaters have this equipment. Paul: Didn’t
you say you were going to get a list together of everything we need to be safe. Conversation Ensues
Roger: We
need to review our current boating rules and see if we have the IDNR safety
requirements for our boats. We need to
start publicizing this problem and think about boating safety classes and
safety checks required for permitting boats on the lake. Let’s get this
information together and be ready to discuss our approach in the next meeting.
Action: Put
on the Agenda for Old business for the next meeting.
Open Floor
Mark McCormick 483: This is a letter I wrote about 2 weeks ago when I saw a
We need to get rid of the
picnic tables because that’s they first place they go. If they start hanging on
the playground equipment then get rid of that too. Don’t let them get comfortable. Trim the tree
limbs. Have frequent security checks,
where they actually get out of their car and ask for identification. If it’s a rowdy crowd and there is a resident
there ask for guest passes. Arrest the trespassers. I’m tired of picking up trash, beer cans and
baggies. We can make this a nice beach like the main beach or just shut it down
and sell it. Scott: With
the ski club up there I have noticed that you brought up was low hanging
branches, we should really clean that up. Glenn: Yes
Mark: These
people are trashing it at night, and during the day Trash just hangs out there. Roger: Glenn
you and Rob evaluate the situation there and come back to us with a plan. If it becomes board action we will take care
of it. Find out what Madison County
Sheriff can do for us and we will entertain it. Another thing you said that has been bothering
us is that we don’t have membership cards to even help the security guys. Perhaps we should look at, and maybe get them
with Photos on the card for the minors even. We used to have Ids on cars
Action: Glenn
to bring back all the information to next meeting.
Scott Motions to adjourn to executive session, Ray
Seconds
Meeting Adjourns at
Reconvene from Executive Session to Regular Session
Don moves Dave Seconds
Adjourn from Regular Session 10:25 PM
Don moves Paul seconds
Minutes submitted by Don
Austin Secretary and Kellie Bechtold
Attendance
Board Members
Present:
Excused
Absences: Derrick Richardson,
Quorum Present: Yes
Others Present
Holishor Members Present 5
Glenn Dalton and Angie Basham from Holishor Office
Proceedings
Meeting called to order at
Pledge of Allegiance Recited
Minutes of
Action: Ray motions
to approve, Dave seconds
Discussion ensues for some
amendments
Motion carries to approve Amended minutes
Transfers of Property
Action: Dave
moves to accept as submitted, Paul Seconds
Motion Carries
Correspondence - None
Old Business
DCEO Grant Update
Scott: Contractor bids have not been received and we are
still waiting on IDNR to respond. Glenn
calls about twice per week, and as soon as IDNR approves, the check will be
cut.
Fireman Ballroom Rental
Scott: They are asking us to waive all fees.
Don: This was deferred for the last meeting because of a
couple of unclear issues and Glenn was to check into and report back to
us. It is my understanding that during
the time
Glenn: The
security officer that will be required for the event, Holishor Officer has
volunteered to work event at no charge.
Paul: What about the cleaning fee.
Glenn: That is the only thing that is still pending.
Dave: I personally would be willing to have Holishor
Association pay that fee to show support to the Fire Department. It is an all
volunteer association and they do a lot for the community.
Scott: What about the damage deposit?
Dave: We should require the damage deposit just incase some
thing happens, because it is fully refundable.
Paul: I also would like the damage deposit upfront,
but totally refundable.
Dave: I move to waive
the rental fees and the cleaning fees and allow the Holiday Shores Fire
Department to host the Madison County Firemen Association meeting on
Motion: Motion carries
Fishing Rules
Scott: The Board has the new version of the fishing
rules. Based on the last meeting we had
asked Glenn to get the daily limits and size limits from the State of
Dave: Is our large mouth bass the same as the
State?
Glenn: No! It all depends on the body of water.
Dave: Is that what our previous rule was?
Glenn: Yes! IDNR
lets us work in conjunction with them to mandate what our size and limits.
Scott: The only rule
I changed was Crappie, there was actually no size or creel limit, because the
board put a temporary suspension to the rule on the
Don: Why did we suspend the limits?
Glenn: There was an over population.
Don: Is it still that way
Scott: The recommendation from the fishing committee this
year was to continue with the no limit on the crappie.
Ray I make a
motion to accept the new rules and then we make another motion to continue the
temporary suspension on Crappie. If we are going to set this as a rule we need
to include the Fine limits.
NO SECOND.
Dave: Has the Fines structure been link to this yet?
I Struggle with approving when the fine structure has not linked.
Glenn: I will add the fine structure to the rule.
Don: Let’s postpone this till the Fines structure is
in place.
Conversation Ensues.
ACTION: Fishing rules deferred until next meeting and Glenn is
to prepare a link for the fines to the fishing and no hunting rules.
Cheryl
Layton Drainage problem
Cheryl: I submitted
a letter back in July regarding flooding July 3rd which was the
second time that home had flooded because of water backing up from the drainage
culvert. I understand that we have had
a lot of rainfall this year. I Spent $700 on new carpet, and I spent $800 on
new drainage pipe trying to keep water from coming into my house. Biggest concern is that if we have this kind
of rainfall again, and the water doesn’t drain properly, am I going to be out
another $700 dollars in carpet. I contacted the Madison County Storm Water
Directors Office in Edwardsville and was told that the culverts out there are
not up to code where they should be. I
am concerned about the future, what I am supposed to do?
Scott: As we all know we
have had a record rainfall, in the 150 history, was measured 47 inches. We have come up with a road plan and this one
is on the list.
Cheryl: What about drain pipes from neighbors down spouts off
of house draining into my yard?
Scott: I believe there is Madison County Law that
says you may not redirect water onto a neighbor’s property
Dave: What is it specifically you are asking the board to
do?
Cheryl: I originally wanted to be reimbursed for the
carpeting, but I don’t mind eating that expense. I want to know what can be done in the future
by
Scott: As I stated before that culvert or pipe is on
the road plan to be replaced and enlarged.
Conversation ensues
Jim Perotti to check on neighbors culverts and
downspout drainage and advise.
Action: None taken at this time.
New Business
Variance
Request – 1050
Scott: Looks like you had a fence installed, on a lake front
property. Building rules state that it
needs to be 50% open.
Jerry Theodore (building committee) She has a 5 ½ inch board with only a 2 ½ inch space in
between.
Diane Lee (1050)
I gave the contractors all the rules, and I had highlighted the rules and they installed
fence incorrectly. They said they did work out here all the time and they knew
what to do. I was not living in the house yet because I
was remodeling and the fence was built during the time of construction and when
I returned to the house the fence had been installed incorrectly. I have been in contact with the contractor
company and they said at this time they could do nothing for me. I got estimates and it will cost me approximately
$1200 to correct.
Paul: At the last building committee meeting, I asked
if you were able to find a signed contract.
Diane Lee (1050) A signed contract was never located and I am not sure that one was ever
signed.
Dave: I have to say that the building committee did not
recommend the variance and generally we try to go along with what the building
committee recommends because this is what they deal with on a regular
basis. I will say this is raw deal for
you, it really is, but if it is a matter of someone coming in after they build
something wrong I have a hard time waiving that.
Conversation ensues.
Dave: What we will do is Glen will write you a letter
explaining the rule violation for the fence construction that you can take to
your contractor.
Action: Variance
not approved
Asphalt Patch Bids
Scott: I now have in my hands two sealed bids for asphalt
patch I am going to open.
Don reads bids:
The First bid is from Maxx Paving &
Sealing. Part 1 is $38,720 and Part 2 is
$23,400.
The Second
bid is from Ricky Brothers. Part 1 is $31,830
and Part 2 is $19,475.
Glenn: The reason for Part 1 & 2 is that we
asked for two different amounts, Part one is for doing the asphalt work and
part two is for saw cutting, digging out those patches, and putting base back
in. We thought we may be able to do the
part 2 ourselves, so we wanted to see what the breakout costs would be to do the
42 patches. I feel that we need to do an
Asphalt patch rather than chip and sealing these patches.
Conversation ensues.
Ray: We have $28,000
in the budget. Culvert project
$13,000. I have been doing research on
the budget, we may have an excess in income of $15,000 and $9000 less in
expenses. I prefer to leave a cushion
rather than spend.
Paul: Are we are going to focus on the worst road
patches first without cutting into all our funds at this time. .
Glen: That is our plan.
More conversant ensues
Action: Dave
makes a motion that we go with asphalt instead of chip and seal, Paul Seconds
Motion carried.
Action: Don makes a motion that we allow Glenn and Jim to
negotiate with Ricky Brothers as our preferred contractor to do the required
asphalt and to see how far we can go with our budget by doing part of the work
ourselves. Dave seconds.
Motion carries
More conversation ensues about road repair connected
with culvert repair.
Dave: one
item we have discussed and said we were going to do, but never put a date on is
when we are going to repair the culverts. Do you want to do the culverts this
year?
Don: By culverts are you talking about the drains
to control rain water?
Dave; I am
talking about the three we discussed in the last meeting,
Don: I feel
they need to be done this year.
Action: Paul makes a motion that we replace the
culverts on
Motion carries Dave abstains from voting
because of conflicting interests.
Ballroom Air conditioning repairs
Scott: I have a request for approval of expenditure of $4500
for air conditioning compressor repairs.
Paul: Have we gotten any further bids on this or go
with the vendor we normally use
Glenn: The problem with getting further bids is the
time frame. We have it book this weekend
for 100 person plus party, which we should be able to get by on 2 stages. But next weekend we have 200 plus person
party and we can’t have Jim out there with a box of fuses and hose on the
coils.
Paul: We have been using this vender for several
years and I would like to see other bids.
Jim Perotti: He has been the only who was able to find
the problem.
Don: was the diagnosis
a compressor problem.
Jim Perotti: Yes, in stage three one of the compressors is
burned up. To make the repair he has to replace both compressors and the
contactor.
Paul: I am not arguing with the diagnosis I feel
the price of $4,500 is too high. How
much does that leave in the Ball Room air-conditioning fund?
Dave: Was your plan was to pull the money out of
the reserves
Glenn. Yes, we have $7,200 in the Ball room reserve
fund plus this year’s amount of $800 which makes it about $8,000.00.
Scott: We have a ninety day rule about spending pending
reserve funds.
Ray; This is
a classic example of why that is not a good rule
Action: Dave makes a motion to approve the expenditure of $4,700.00
to repair the air conditioner.
Ray: Seconds
Dave: In addition to that, but not change that
motion, we need to discuss what budget that money comes out of.
Ray: We can
pay out of operation budget and 90 days from now we take the money out of the
reserves to replace the money out of operation budget and today is the first
day toward the ninety days. At some
later date we need to discuss the modification of that 90 day rule.
Motion carries
Scott. Also tonight we need to approve taking the money out
of the reserve account and refund the money to the operating budget and it
needs to be posted in the Holiday Times so we can vote on it in the November
meeting.
Ray: I make the
motion to spend the money out of the Reserve to repair the ball room
compressor. Don: seconds.
Motion carries
Write-Off – 1208
Scott: This is from the last meeting, it is a short sale, and
we need to vote on writing off $2390.50
Angie (Holishor Office) - We were never notified of the foreclosure. It was not served or summoned. It went
straight from owners to judicial deed, then short sale to new owners. New member has paid her initiation fee and
dues & assessments and is a member in good standing.
Action: Dave makes a motion to approve write off as submitted. Don seconds
Motion carries
Noise
Abatement
Glenn: We are trying to come up with a system where it is not
a subjective call by our officers as to what is too high of a noise level. The only city that we could find was the City
of
Dave. If the person who is complaining is three
blocks away what property line do you use?
Glenn: We will take the initial measurement on the complainer’s
property and then go down to the offender’s property and take an additional
measurement.
Scott: what
happens when someone calls in and they don’t like the type of music their
neighbor is playing? Do you go down
there and it measures 60. Is it over
with?
Glenn: First we have to determine if there is a
problem. If we go three blocks away
there might not be a problem, but when we go to the property line there he could
be.
Demo given out on the beach with music – meeting goes
outside
Conversation ensues:
Scott: What is it that you are proposing?
Glenn: My proposal is let us test 76 decibels for
the lake and also land based noise level complaints and let us see if 76 is an
acceptable level as a trial to see if this works.
Paul: What does
Glenn:
Conversation ensues
Action: no
action necessary.
Motion, none
Golf
Tournament
Paul: Just for the record September 20th. Economy down, but would like to see some more
sponsors out here. The proceeds may go
to upgrade the marquis throughout the community and possibly paying toward the
utilities as well.
Continuing issues that require finalization
Ray: Have we resolved the
Glenn: We still need to discuss that in the next meeting
Don: From last meeting, Tamarack beach issue.
Glenn: We have investigated, and will talk in the next
session
Open Floor - none
Paul Motions to adjourn to executive session, Don
Seconds
Meeting Adjourns at
Reconvene from Executive Session to Regular Session
Don moves Dave Seconds
Adjourn from Regular Session
Don moves Paul seconds
Minutes submitted by Don Austin Secretary and Angie
Basham.
Attendance
Board Members
Present:
Roger
Groth, Derrick Richardson, Don Austin, Scott Webber, David Decker
and
Paul Mormino
Excused: Ray
Garber
Quorum Present: Yes
Others Present
15 Holishor Members Present
Glenn Dalton and Kellie Bechtold from Holishor Office
Proceedings
Meeting called to order at
Pledge of Allegiance Recited
Minutes of
Action: Scott
Motions to approve, Derrick Seconds
Motion carries
Bills & Salaries
Action: Derrick
Motions to approve, Paul Seconds
Motion carries
Transfers of Property
Action: David
motions to approve, Derrick seconds
Motion Carries
Managers Report
Given by Glenn Dalton
Treasury Report
Given by David Decker
Action: Scott
motions to approve, Paul Seconds
Motion Carries
Correspondence
·
Gregory Horta: Social Committee Bingo Fundraiser: Email to Board
·
Linda Beasley: Ballroom Rental Fee Waiver: Edwardsville
Wrestling Club (EWC)
·
Susan Vogel: Ballroom Rental: Dissatisfied, wants money back.
·
David Berkenbile: Drainage
issues
All Read by Don Austin
Action: Discuss in New Business
Old Business
Fishing
Rules Read by Don Austin
Property owners are governed by the State Conservation
Laws on fishing. Fish may be taken from
No fishing is ever allowed in designated swimming
areas.
Hunting is prohibited within the boundaries of
The Illinois Department of Natural Resources may make
recommendations and changes to creel limits which will be posted. The
Association may amend limits in order to protect or manage any fish
species.
Species Daily Limit Size Limits
Largemouth Bass 3 14” minimum
lengths
Smallmouth Bass 1 18" minimum
length
Hybrid Striped Bass 3 14" minimum
length
Catfish (All Species) 3 14" minimum
length
Crappie (All Species) 20 8” minimum length
There shall temporarily be no limit on
crappie taken from the main lake until the fishing committee recommends to the
No fishing is permitted from the shores of private
property or docks of private property except with owner’s permission.
Action: Scott motions to approve the amended fishing rules, Derrick seconds
Motions Carries
North Pond Rule Only fishing from the bank is allowed. Boating or
swimming is not allowed.
Action: Scott
motions to add the following to the existing boating rules, Don seconds.
Hold till next meeting for second reading.
For record purposes
Expenditure of money from the reserve account for ballroom
air conditioner repair in the amount of $4700.00. New Business
Linda Beasley: Ballroom Rental Fee Waiver: Edwardsville Wrestling
Club (EWC)
Linda Beasley 1849 Conversation Ensues
Mark Mestemacher (Head Coach EWC): Our club is made up of kids from 4-14 years old. We have
middle school and High school members who belong to our club. We have about 200 members of the club that
participate every year. We have used the Edwardsville Gun club, American Legion,
and Moose lodge. We have also been at St Cecelia church in Glen Carbon. We
rotate every year. Even though we are not part of the Edwardsville School
district we are aligned very closely with the Edwardsville school district Action: Paul
motions to approve the waiver of the rental fee with the exception of the
security fee, damage deposit and cleaning fee and the sponsor signs the
agreement. Scott seconds.
Motion Carries
Gregory
Horta 1253: Social Committee Bingo Fundraiser: Email to Board
Roger: What’s
the difference in the Bingo fundraiser and our Casino Night?
Conversation Ensues
Action: David
motions to approve the fundraising endeavor of Bingo Night as long as its
legal, Scott Seconds.
Motion Carries
Susan
Vogel: Ballroom Rental: Dissatisfied, wants money back
Action:
Golf
Tournament
Paul: The
economy is down and in 2006 we had a lot of sponsors and prizes. This year the belts are tighter and we are
not getting the sponsors we had in 2006 and 2007. I have gone out and knocked
on doors and begged for sponsors but don’t expect a lot of income from this year’s
tournament.
David: How
are we doing on teams? Open Floor
Action: No open floor
Scott Motions to adjourn Paul Seconds.
Meeting Adjourns at
Minutes Submitted by Don Austin, Secretary and Kellie Bechtold.
Attendance
Board Members
Present: Roger
Groth, Derrick Richardson, Ray Garber, Don Austin,
Scott Webber, David Decker and Paul Mormino
Quorum Present: Yes
Others Present
10 Holishor Members Present
Glenn Dalton and Kellie Bechtold from Holishor Office
Proceedings
Meeting called to order at
Pledge of Allegiance Recited
Minutes of
Action: Paul
motions to approve Scott seconds
Scott: Page
Two, North Pond Rule Change, it should be North Pond Rule.
Motion carries: as
amended
Minutes of Special Meeting DCEO Grant
Action: Ray
motions to approve, David Seconds
Scott: Change Jerry Truedeau to Jerry Theodor
Dave: We need to add a note to the Engineering fees
that we are going to use the $12,500 to clean silt ponds behind gabion baskets
Motion carries to accept amended minutes
Minutes of Special Meeting DCEO Grant
Action: Scott
motions to approve amended minutes, Derrick seconds
Paul: At the top it says Special Board of Directors
meeting at Roger Groth’s home. Then it says
voting members. I was not at Roger
Groth’s home. I would like to strike Roger Groth’s home from the record,
because it would lead you to believe we were all at Roger’s house and we were
not.
Dave I was not there either
Don: Actually you all did vote by phone and the meeting was at Roger’s house but I
will take that out.
Motion carries as amended.
Minutes of Special Meeting 319 Grant
Action: Paul
motions to approve, Ray seconds
Motion carries
Minutes of Special Meeting 319 Grant
Action: Derrick
motions to approve, Scott seconds
Dave: On page 4 of the votes remove Motion carries as amended
Correspondence
Sue
Moore 333 Overlook: Ballroom Rental Fee Refund for
Roger: If you will remember in the last meeting we
asked Glenn to contact the sponsoring member to see if they wanted to pursue
the refund and he did that. I would entertain
a motion that we refund the ballroom fees that is consistent with our policies.
Action: Derrick
Motions to approve refund minus the security fee and the cleaning fee, David
seconds
Paul I would like to go the record that since we
have had an issue like this before that in the interest of not playing favorites
we may have to pay some another people who have had this same problem.
Dave Just for clarity, we are only talking about
the ballroom rental fee and not all the cleaning and security fees.
Motion Carries
Brian
Sciranko 356 Wanda: Culvert Variance request
Read by Don Austin
Action: Deal
with in new business
Old Business
DCEO
Contractor Bids
Roger: Glenn
is going to meet with the engineering firm for the bid specifications for the
Morning Glory repair. Glenn, would you
update us on the grant money. Roger: So,,,
as far as we are concerned, just for the record, we think we have the other
consulting agencies cleared and It’s just a matter of DCEO actually issuing us
the check for the money and in the mean
time we are proceeding to get contractor bids to for fixing the Morning Glory.
Glenn: Yes
Bingo
Requirements for fundraiser
Roger: If
you will remember we approved the fund raiser last meeting pending on research
as to whether it is legal of not. We
asked Glenn to do some research to see if it was legal for us to hold a fund
raiser like this. We have found there is
a multi-page law on Bingo in
Fishing
Rule Fines
Roger: We have had many discussions in the last few months about
updating our rules to include the North pond which lead to rules about creel
limits and so we asked Glen to provide us with some fishing violation fines.
Scott Reads proposed new rule
“The Creel limits established
for our lakes are done in conjunction with IDNR and are developed to sustain
our fishery as one of the best in the
Roger: We
are proposing this as a rule addition to be linked to the fishing rules we have
worked on in the last two meetings. Do
we need to enter this in the form a motion so it can run its time frame?
Dave: Yes, if you are going to make it a rule.
Scott: Yes
it needs a motion and a second.
Action: Don
motions to approve new rule, Ray seconds.
Scott: How
does this measure up with the IL state law fines? Scott: How will we enforce this?
Ray: There are some other things besides fishing such as
spears and gigs etc. How will they be fined?
Conversation Ensues
Roger: Lets
do this. Glenn bring IDNRs infractions
list to the next meeting and also I
believe since we have had this amount of discussion and it has been going on
for such a long time that we need to have all the rules and regulations including
boating safety compliance put into our board packets for discussion in the next
couple of meetings. What I would like to
see for next meeting is a presentation on current and proposed rules and how it
fits in to the framework of the rules structure and how we enforce them.
Action: Motion was not voted on and conversation was
tabled until next meeting.
Proposed
North Pond Rule
Update on the Golf Tournament
Paul:, I
believe everyone had a good time, Angie is still getting the final tallies and
I am happy to pass the torch on to
New Business
Brian Sciranko 356 Wanda: Culvert
Variance request
Action: Paul
motions to approve, Scott seconds
Paul: We are
hoping that Jim Perotti and Brian will work with the staff to make sure the
water will flow properly and that it doesn’t come out too far so that when we
come through with the snow plows won’t hit it.
Motion Carries
Ray: I have
one piece of new business
I sent a Email regarding a
new purchase agreement that’s maturing on the 23rd of September and
we have 10 days to figure out what to do with that.
Open Floor
1302 Lisa Purdy:
Is
Lisa: there
is a trench now in front of my house, but I don’t mind, it keeps people from
speeding.
Paul Motions to adjourn, Scott Seconds
Meeting Adjourns at
Attendance
Board Members
Present: Derrick Richardson, Ray Garber, Don Austin,
Scott Webber, David Decker and Paul Mormino
Excused: Roger
Groth
Quorum Present: Yes
Others Present
Five Holishor Members Present
Glenn Dalton and Kellie Bechtold from Holishor Office
Proceedings
Meeting called to order at
Pledge of Allegiance Recited
Minutes of
Action: Paul
motions to approve, Ray seconds
Paul: On Page
3, Golf tournament it was the guys Nephew that had the brain tumor not his son.
On Page 4 the asphalt patching should
be Fountain Bleu.
Dave: On Page
1 under the title Minutes of Special Meeting 319 Grant
Motion carries
Bills & Salaries
Action: Derrick
motions to approve, David seconds
Motion carries
Transfers of Property
Action: Paul
motions to approve, Derrick seconds
Motion Carries
Managers Report
Given by Glenn Dalton
Treasury Report
Given by David Decker Action: Ray
motions to approve, Derrick seconds
Motion Carries
Correspondence
Twin Rivers Karate Continuance Request
Read by Don Austin
Action: Discuss in New Business
Old Business
North
Pond Rule Third and Final
“Only fishing from the bank
is allowed. Boating or swimming is not allowed”.
Action: Derrick
motions to approve, David seconds
Motion Carries
IDNR
Rules and Fines
The Board had been provided the with the rules that
are established for the creel limit from IDNR
Scott: Is
there a current fine for fishing? Ray: Is our rule charging more than the state of
Glenn: Not
really. If the IDNR officer feels it is
a minor offence he can charge you $75.00 for the offence and $4.00 for each
illegal fish. If he feels is a larger offence he can charge you $75.00 per fish
and confiscate all your equipment, boat and vehicle. If you do not go to court he can sell it all
at public auction.
Ray: What is
our fine structure and how would we treat repeat offenders?
Don: The
proposed new rule was read into the minutes in the last meeting and because
this conversation has been going on for so long Roger asked Glenn to put the
IDNR rules including boating into our board packets for the next meeting to see
how we measure up to the IDNR rules and fines. The question then was “Do we have to make it a rule” and the answer was “yes”.
Conversation Ensues
Scott: This
is the first time we have seen the IDNR rules perhaps we need to table until
the next meeting to give us time to further research.
Scott: One additional thing to consider is that the
Ray: Is that right Glenn?
Glenn: Yes that is correct
Don: Glenn said last meeting they do not have to
board your boat. All they have to do is
ask to see the safety devices and if refused then we issue a fine and they are
off the lake.
Paul: What is the reason we want to put all these
rules into place? Are we seeing lots of
violations and we need our own rules? I
do not see why we don’t use the IDNR rules.
Scott: The intent is, we are a self sufficient lake
that uses association funds to stock the lake and we need the rules to protect
our fishery
Dave: The
idea is, if we have our own rules, we then have the ability to enforce our own
fines, but the question becomes how we propose to enforce them.
Conversation Ensues
Tabled Until Further Notice
Action: Glenn
is to draft a rule to be reviewed by the board to provide the Public Safety the
authority to enforce creel limits and boating safety. To be written and presented
at the Annual Meeting in May.
New Business
Morning
Glory Repair Scott: In meeting
with the engineering firm we decided that there is a pretty aggressive time
table. They wanted to start at the end
of this month. Monday morning we will have the pre-bid meeting at
Conversation Ensues
Scott: The
whole reason to draw down the lake or put a collar on it is so that no water
will go through it while they are repairing it.
Conversation Ensues
Scott: The
next item on the agenda is the engineering fees work order we need to approve for services already completed.
The engineering fees are not to exceed $4500.00 for the 319 grant and are
covered under DCEO.
Action: Derrick motions to sign the work order, Ray seconds
Motion Carries
Scott: The
next item is the $20,500 part of the DCEO preliminary design work order, we are
agreeing to this price whether we get the DCEO or not. If we get the grant then
its included, if not then we pay it anyway. It is for services already
performed.
Action: David motions to accept the work order, Ray seconds
David: Shouldn’t
we be getting these work orders before they do the work and approving before
they do the work? Paul: Is
there a sense of urgency to sign this? What if we do not sign this happens?
Scott: They
are out of $20,500.00 they did the work on good faith.
Conversation Ensues
Consensus: This document is
not clear and we need a better breakdown of exactly what this $20,500 gets us.
The Vote - for 0, against 5, Ray Garber, Derrick
Richardson, Don Austin, David Decker and Paul Mormino vote No.
Action: Glenn to get
a complete breakdown of what this $20,500 gets us. Also need the dates to
match.
Karate
in the Ballroom Action: David motions to approve for another 3 months, Derrick seconds
Motion Carries
Open Floor
Jeannie Votruba 493: You said bids are going to be open this Monday and is it open to the
public? Jeannie: Can
I watch it being done? Jeannie: When
this work is being done, I’m assuming that Holiday Dam road will not have to be
closed?
Action: Paul
Motions to go to executive session, Don Seconds
Motion Carries
Action: Paul
motions, Ray seconds to return to regular session at
Motion carries
Action: Don
motions and Ray seconds to adjourn at
Motion carries
Attendance
Board Members
Present: Roger
Groth, Derrick Richardson, Ray Garber, Don Austin,
Scott Webber, David Decker.
Absent: Paul
Mormino
Quorum Present: Yes
Others Present
Holishor Members Present 8
Glenn Dalton and Kellie Bechtold from Holishor Office
Proceedings
Meeting called to order at
Pledge of Allegiance Recited
Minutes of
Action: Scott
Motions to approve the minutes, Derrick seconds
Motion carries
Transfers of Property
Action: Ray
motions to approve, Derrick seconds
Motion Carries
Correspondence
Read by Don Austin
Don and Mary Baugh: Variance Request for log front House
Roger: They
are rebuilding a burned home that had T11 4x11 siding. The building committee
approved 3:1.
Gerry Theodore: The building committee views logs as more worthy than siding.
Ray: We have
standards and we have to be careful of our acceptance, being that it was burned
it is a special circumstance.
Derrick: What’s the address?
Don Baugh 1813: 1813 Sextant and we appreciate all that came and helped us.
Don A.: I
may be the only person that feels this way, but we established this rule requiring
masonry fronts for new builds whether it be a rebuild or not. I don’t know why
we make these rules if we constantly approve variances. So I am against it. Art Surgant 1812: I am looking forward to seeing the new home and I am a neighbor.
Derrick: Doesn’t
the building committee ask the neighbors as a routine? Conversation Ensues
Action: David
motions to approve the variance, Ray Seconds
Roger: as a
board we are reluctant to approve variances for no compelling reason, at this
point we are saying these members had a home that met the standards of the time
and it burned so it is a replacement home and not a new construction.
David: We
rely on the building committee to make the best choice and I tend to lean with them
for the best choice. I would have preferred you to come in with a stone front
but based upon some of the things Roger just summarized I am for it.
For Ray
Garber Derrick Richardson, Scott Webber, David Decker. Against Don Austin
Motion Carries
Old Business
Hennigan and Associates
Roger: I am
going to quickly summarize for the board’s members what we need to discuss
tonight.
We have Ron Paul here tonight
from Hennigan and Associates to talk about the bids for the morning Glory. The bid opening was today and we want to give
our board members time to discuss and clarify the bids we got today. The
Purpose of this discussion is to allow us the opportunity to discuss issues and
ask clarifying questions about the bids, the process and engineering fees with
Ron and to get his recommendations. We
do not need to make any decisions tonight on bids or contracts. It’s for
information and discussion. We will make
these decisions in the near future. I really don’t want us to talk about the
amounts in these bids on the record.
Also in our meeting packets
we have to discuss the new language on fishing rules carried over from last meeting. We need to hear from on Glenn on the 2008
Loss Control report; we need to give an update on the DCEO Grant, also the leaf
burning restrictions as well as the Marina Deed. We also need a Finance
Committee report and there will be an executive session afterwards to discuss real
estate.
Ron Paul of Hennigan and Associates introduces himself
as Directing project manager on the Morning Glory repair
Scott: We have a carry over from the last meeting
which is a bill we got that needs a break out of actual costs of the $19,000
proposal. It was tabled from last
meeting so can we discuss that first to get it out of the way first?
Roger: Why don’t’ you take the lead on this. Just so you all will know I did not attend
the last meeting and the board ask Glenn to get a break down of the costs which
Glenn provided us in our meeting packet.
Scott: Out
of our pre meeting there were two requests; one was for the engineering fees
that were part of the DCEO grant. The
$20,500.00 you did in advance in good faith. One of the issues we had was that
the date was wrong on the invoice it was supposed to be 30 days but it said
that we only had 15.
Ron: Just to
clear that up there is no invoice, we call it a Work Order, it’s a contract not
a bill. It authorizes us to do the work and bill you at some point. We have
done the work but we have not billed you for it.
Scott: That
was work that you have already done? Ron: The
September 30 is the date I wrote that Work Order. The September 12 is the date that Glenn and I
talked about putting it together.
Ray: The
$19,000 for observation services has not been done yet, correct? Scott: The $14,000.00 preliminary and final design
engineering services has been performed. The documents for bidding award assistance services are $6,500.00 which
has been performed and totals $20,500.00.
Ron: Yes
Scott: That was our contracting question. They have already done that work and we have
not signed the contract for them to do the work. What was being requested was we were to sign
the contract so that at some point in time they can bill us when we get the
DCEO grant.
Ron: Yes
Roger: That same Work Order has $19,000.00 fixed fee for construction,
admin and contract observation services all embedded in that contract. I believe it was also in that amount that you
had some push back on, Correct?
Ron: Yes
Conversation Ensues
Ray: I am
looking at the DCEO grant survey in which we itemized what we would be spending
in the different categories to get to the $150.000.00. It was my understanding
that those fees, including your engineering fees were estimates. Usually estimates never come out the same as
the actual costs. Now when you add up
the engineering cost I’m looking at
your charging $14,000 for preliminary and final design. I know we did $12,000 work
on that already. When you add up the engineering cost its going to cost more
for all the preliminary stuff than the project will actually be. I’m just
surprised.
Ron: On a
day to day basis we deal with DCEO grants and you have to understand that sometimes
these estimates are made three years in advance of the projects and we have to
stick by these estimates. On a scope of
a project there are Items that have to be completed whether it’s a $1 or a
$1,000,000 project. The bulk of those fees will stay the same regardless of the
size of the project. Typically the areas we do not normally deal with a fixed
price are a part of the $19,000.00. Construction observation is line item in
our fees that are almost always time and material.
Ray: That
$41,000 does not include the $19,000; I’m looking at the DCEO grant guidelines
and its 15-20% of total grant money for architectural engineering. In this case
its 25-28% which is almost double. I’m looking at it and I thought it was going
to be less and I’m struggling with it.
Conversation Ensues (People are talking &
shuffling paper and it’s hard to understand)
Ron: What I
want you to understand is that traditionally $2,000 is wrapped into two
services. There will be two maybe three requests. Those are construction
administration work. Its all under that line of it costs the same no matter
what the project is.
Scott: Another thing Roger is we have two copies of
the same Work Order in our packet and they are not the latest work order.
Roger: Ron
we have a very significant difference of opinion on that line item and the
$19,000. It was my opinion that this line item was where we recoup our overhead
costs from that grant. It was my understanding from the day we started this; we
knew we could recover our own costs and administer it. When I first saw this
and I saw that you were claiming the $19,000, my thought was, where are our own
overhead costs, accounting and legal fees, etc? They do not seem to be anywhere.
There is something very remiss in the building of this Grant request and
covering our needs. I know that you have had conversations with Glenn this
afternoon and you are proposing that instead of the $19,000 as a fixed price we
work it out on a time and materials basis. If you come in for 6 hours to review
the work being done at $135.00/hour and Glenn approves it then we will have
entered into a different work order with you for this engineering service. I’m assuming that this is your solution to
this disagreement we have with this. Ron: I
wasn’t at all the meetings and the part of this that I had during the grant application
assembly was to take the cost that we had and change it to a bid project and
put it on paper. The $41,000 is not clear, it includes recoup from previous
work and it also includes the design services and includes something else that
I do not have in from of me right now. There is another $7,500 in other fees for
something. It’s your other two work orders with us which is $1000 DCEO grant
writing assistance. What I’m hearing is there was a definite misunderstanding.
You believe the $19,000 was including your time, I made assumptions when I put
that together, one was 15 days of someone like me working on this contract.
That was about $12,000 then $7,000 in Admin and Safety fees. This is our spec
book, unfortunately this is all the contract paperwork that is used and
stipulates how it all goes through for you guys, this is the technical portion
of it, all the construction Administration deals with contractor questions,
shop drawings, field issues, pay requests, presenting information to your
board, that’s the way we define construction administration.
Roger: We
are going to have to resolve this line Item, because we are not in agreement
that the $19,000 is going to Hennigan and Associates.
Ray: The way I understand this is we have two
possibilities and one is we get this grant, the other is that we don’t get the
Grant. In the later case because of
prevailing wages and other regulations that would change that number to a
lesser number. Conversation Ensues
Ron: When
you sign engineering contract there are two methods of payment. One is a fixed fee were going to take a look
at the project as a whole and build a little buffer and , no matter what
happens we live by that number. Two, If it’s a Time and Material you take on
the risk and it could be less it could be more, that’s the way we establish our
price. Conversation Ensues
Ron: I just
want to let the board know that if we do it by time and material it may not be
less than what we already proposed and I just want to make that clear.
Roger: I
believe we are clear on this and we do understand the risks with that.
Conversation Ensues
Bid Proposals
Roger: are
you still firm with going with the crystalline coating system? Ron: I did
this in your office downstairs this afternoon; Total Painting Solutions bids other works projects under Divers Construction Groups
Ray: Have
you dealt with both of these companies?
Ron: I have dealt
with one of them but not Divers construction Groups. What we did was we
solicited bids and we got names from other people that do this type of work,
everyone on this list had manufactures recommendations, I will call and check
on references but I’m confidant that they will come back good. The last
sentence on the recommendation letter, we recommend awarding the contract to diverse
construction group based on funds. I have never called on a reference and got a
bad review.
Roger: Are
your sources provided by the bidder themselves? Conversation Ensues
Fishing rules
Roger: What are
these three separate rules?
Scott; This
all started with the fishing rules and creel limits and there is no way
currently to enforce fining people. We
asked Glenn to put something together to help enforce the rules.
Glenn: The
first one is the key one; it gives us the enforcement capability in the common
areas of
Ray: Are we trying to tie this not only to creel limits but
to safety issues also.
Glenn: This will help us to enforce our rules in the
common areas of Holiday Shores We are
just trying to tie all the rules together so they all work in the common areas.
Roger: With regard to #2, we have been discussing
this issue for quite some time. Are we
in general agreement that we have a need for such a by-law change?
Scott: It would be a bylaw addition.
Roger: Yes
Ray: I believe it is needed. There will be a day when we wish we had it.
Don: I also believe it is needed.
Roger: Let’s
look at #3
Ray: Don’t we already have the rights to fine people
David: The fact that we have a rule gives us the right to fine. By definition if you have a rule to fine that
is your authority to do so.
Roger: The line of authority does not flow well. If you are talking about rules for safe
boating I feel you need a specific rule for everything you are going to fine
people for.
Let me ask, without getting
into the technical issues where are we as a board with the idea of having our
safety officers doing safety checks.
I am concerned about unsafe
boats and boaters and the IDNR has told us that we have unsafe boats and boating
practices.
Conversation Ensues
Action: Tabled
#2 until January so Glenn can take it to the Attorney,
Don will work on rewriting #3
with Glenn’s help and Roger wants to talk with Glenn about #1.
Finance Committee Meeting
David: One
of the primary points with 2008 is based on a review of the current financial situation
by Glenn, Angie and Ray. There were
estimates of possible shortages of $9,000 to $20,000 identified. These are
conservative numbers. The best idea of how to handle this shortage is to move
the estimated $15,000 for cleaning the silt pond into next year. Two items up there for tonight is the AC repair. We are scheduled after next meeting to move
it to operational funds. Also we did a transmission overhaul that was about
$1000 that needs to be decided tonight to take it from the reserve for the Massey
replacement and refund the operational budget. It’s in the emergency funds and does not have
to be read 3 times and published.
Scott: Where
did you get that rule?
Roger: what we need to look at is Replacement and
renovation rule on page 41. It is one of those things we need to look and
revise the rule.
Conversation Ensues
Action: Scott is to bring the language for a new rule to the next meeting about
emergency expenditures.
New Business Glenn: The Cincinnati
Insurance people did an inspection. Some
of the faults they noted are: The Fire
extinguisher in the Kitchen was not mounted and it needs to be about 4-5 feet
above the floor and Identified. We did that. The Restaurant exhaust be cleaned
by a Professional to prevent the buildup of grease and it needs to be posted.
The beacon is getting a formal contract and will have it done once each
quarter. There is a storage area above the maintenance office that needed a
guard rail and we did that. We have a bench grinder that is WWII Vintage and it
did not have a safety shield so we fixed that.
We were happy they came in
and we are always looking at OSHA standards. It was surprising for an inspector
to only find this little. I was ecstatic.
DCEO Grant Extension Request
Roger: There is a draft in our packet; basically they are going to
give us till September to do that, if we get the money the details will be
different.
Leaf Burning Restrictions
Paul Mormino Resignation
Read by Don Austin
Roger: We
have 30 days to make a new appointment. One name I have is Jim McCann, I have
talked to him and he would accept this appointment.
Scott motions to adjourn to
executive session Derrick Seconds
Minutes submitted by Don
Austin Secretary and Kellie Bechtold
Attendance Others Present Proceedings Roger: We would like to appoint a new director in light of Paul Mormino’s resignation. Minutes of October 22, 2008 Roger: At this time I need to mention that there will be an executive committee meeting, downstairs, right after this meeting to discuss real-estate, legal and personnel. Bills & Salaries Transfers of Property Managers Report Security report Treasury Report
Roger: We also need to have a finance committee meeting the first week in December in order to keep the budgets on track for the remainder of this year, The DCEO money, the 2009 budget and the proposed budget for 2010. We need to have the 2010 budget ready for the Board in January so we can discuss and have it ready to present at the annual Board meeting. Glenn, have you set a date for that meeting? Correspondence Old Business Roger: While we are on subject of replacement renovations accounts we have this Rule Regarding the process that we follow to use money from the replacement renovation accounts that we need to discuss. Approval Process: All proposed expenditures from the replacement and renovation account shall be approved by the Board. After initial Board approval, notification of intent to expend funds from the account will be published in the next edition of The Holiday Times, together with the items(s) to be purchased and the reasons for their purchase. After publication of the proposed expenditures in the Holiday Times members shall have the opportunity to express their opinion on the expenditures at the next two regularly scheduled Board meetings.
Procurement: At the end of the second Board meeting, following publication, and after due consideration of members’ comments, the Board shall make its final decision. PROPOSED: Roger: Now what about the language of the rule. Rule Changes from Last meeting Heneghan & Associates work orders Foreclosures 1090 Barbados $663.02 Roger: I want to point out the amounts shown and note it is a real credit to the staff in accounts receivables. It’s really good for the state of the economy and I would like to commend the staff. Morning Glory Repair Open Floor David motions to adjourn to executive session, Jim seconds Meeting adjourns to Executive Session at 9:15 pm Scott moves to return to Regular Session. Ray seconds Don moves we adjourn the meeting. Dave seconds Meeting adjourns at 9:55 PM.
Minutes submitted by Don Austin Secretary and Kellie Bechtold
Action Items
Attendance Others Present Proceedings Roger: There will be an executive session after the meeting. Minutes of November 12, 2008 Bills & Salaries Transfers of Property Managers Report Security Report Treasury Report Correspondence
Read by Don Austin
Read by Don Austin Old Business Allied Waste Fuel Escalation New Business Casino Night Roger: For the records, the finance committee met last Monday night to look at the 2009 budget. Glenn, staff and the Board will be working with a revised budget for 2009. Since the revenue projections the original 2009 budget were not realistic, we will be operating on a revised reduced budget. Dave would you characterize the finance committees plan for the 2010 budget Lake Management Committee Chair Open Floor Don Motions to adjourn to Executive Session, Scott Seconds. Dave Motions to move from Executive Session to Regular Session, Scott seconds. Scott moves to adjourn to Regular Session, Dave seconds
Minutes respectfully submitted by Don Austin Secretary and Kellie Bechtold.
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