2009 Archived Meeting Minutes

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9-23 : 10-14 : 10-28 : 11-11 : 12-9

Date: January 14, 2009

Attendance

Board Members

            Present: Derrick Richardson, Don Austin, Scott Webber, David Decker and Jim McCann

            Excused: Roger Groth & Ray Garber,

            Quorum Present: Yes

Others Present

            Holishor Members Present 19

            Glenn Dalton and Kellie Bechtold from Holishor Office

Proceedings

Meeting called to order at 7:30 PM

Pledge of Allegiance Recited

Minutes of December 10, 2008

Action: Derrick motions to approve, David seconds

Motion carries

Bills & Salaries

Action: David motions to approve, Derrick seconds

Motion carries

Transfers of Property

Action: Derrick motions to approve, David seconds

Motion Carries

Managers Report

Given by Glenn Dalton

Security Report

Given by Glenn Dalton

Treasury Report

Given by David Decker

Action: Derrick motions to approve, Jim seconds

Motion Carries

Correspondence

Read by Don Austin

• Beacon Inn “Hall of Fame” Request
• Holiday Shores Ski Club Mouse Race
• Mike Utechtt Karate Continuance Request

Action: Discuss in New Business

Old Business

• Last & Final reading of the Replacement & Renovation account proposed rule change before final vote

Scott Webber reads the proposed addition - See 11/12/2008 meeting minutes for rule.

Action: David motions that we approve the rule as submitted, Derrick seconds

Motion Carries

Ski Club Jump and Mouse Race

• Mouse Race

Jason Hicks 1995 - Ski Club Treasurer for 2009 introduces himself

David: Is this request just to have the event?
Jason: Yes, it was my understanding that permission was needed from the Board of Directors .

Action: Jim motions to approve, Derrick seconds

Motion Carries

• Ski Jump

Henry Halverson 1829 introduces himself

Scott: What we are talking about is a regulation ski jump, 14ft wide by 24ft long being moored permanently at the north end of lake for the ski clubs practice and ski shows. .

Open Discussion for Members

Chris Martinussen 323: Nice to see you Jim McCann .  The request for the ski jump being permanently or semi permanently moored in our lake; my feeling is I like the ski club, it is a good activity for some kids however not all.  I think we need to take into consideration the amount of boat traffic, the size of our lake and the utility for everybody here.  I do not think it is in our best interest for it to be there permanently or semi permanently to service only a hand full of people. At what point do we start shutting down a portion of the lake every Saturday or every other Saturday for practices?  This is a multipurpose lake and we need to consider the other boat traffic and I don’t like it from a safety point of view.

Henry Halverson Thank you Chris for your comments, First of all I would like to address the picture that was put in the Holiday Times, and it looks like we are going to build a dam at the end of the lake. I was able to produce a picture using Google Earth and the tools available of what the jump would actually look like in the lake if anyone is interested in looking at it.   We do not want to impede the usage of the lake by the members, but I can see why people would see that. We are trying to add value to the lake. The lake at that portion where we are planning to put the jump is almost 400ft wide. Taking in to account the 75ft buoys on each side there is still over 100ft on either side of the jump. If we are able to utilize these tools for the 4^th of July show it would be astounding. We would like to at some point do smaller shows down at the north end of the lake for the summer. These are things that everyone in the community can watch and enjoy. Also when we go to competitions we represent Holiday Shores . I think someone else talked about us having a place to put a trophy, we don’t have one yet. We just want to progress but we don’t want to shut down any part of the lake. Anyone can boat through we just encourage people to use caution.

Ray Morgan 1420: We live at the north end of the lake and we have had the dredge pipes and dredge through our part of the lake for a couple of years and its ugly.  We are concerned about what that jump is going to look like from our back yard?  We can see the practice area now. We are concerned about access to the lake when there is a show or practicing. Last year they moved the no wake out due to the dredge. How often would they use the jump, how many competitions do we have for the ski club. I’m a father and a grandfather so I am not against the ski club I am concerned how restrictive is it going to be? What is the liability for the association for the ramp that’s just sitting out there, how would you keep people off of it if somebody wants to see if they can run up it even though they are not in the ski club?   We are also concerned about if there’s a gun club that wants to put duck blinds out, is this establishing precedence for the use of the lake different than what we are used to doing?

Scott: one topic that we brought up was dredging, and it was similar to last year, which means there could possibly be a pipe out there and the dredge this year also. We are talking about shutting down the north end this year for dredging Captains Cove, Concrete Cove and San Juan Cove which is a big concern for us also.

Glenn: We have got to finish up the dredging on the north end.

Troy Bozarth -1775: Thank you to the board for putting this notice in the times, this sparked my interest; I have 3 young children that are always on the boat or on skis.  My concerns are the size of the lake and the traffic pattern I have family that live down on the north end of the lake, it’s narrow area and I see a problem with having a structure basically in the middle. I don’t view this much differently than if I and my buddies were going to put a swim platform in the middle and only we could use it, the board would not look in favor upon that. I understand the purpose of what the ski club is trying to do, but from the standpoint of liability, people wanting to jump on it and the traffic, I pretty much stand by what everyone else has said. Given my particular background I see a lot of liability issues that would be a problem. Who owns this thing, who’s allowed on it and who’s not should be considered before this goes forward. That’s about it other than our lake is not that big and something like that being in the middle of it. Maybe if they could take it out when it’s not being used, make a plan B or C.

Scott:  Henry, what is the possibility of having it temporarily moored?

Henry: Having it temporarily moored that would be the Plan B. The other option would be to have two sets of anchors, one where we intend on using it and the other in the no wake area and put buoy markers where the moors are when it’s not in use and moving it back and forth. If you don’t mark your lines you spend almost an hour looking for them, there is still something in the lake but less of a risk.  At the last meeting we talked about making it horizontal during the day and the concerns about people climbing on it from their boats and making a day out of it. What most lakes do is leave the ramp up and put a locked gate at the top of it that is clearly visible so that nobody can go over the jump. We are prepared to do that and also have danger flags that can be put up so it’s clearly visible before and behind the jump. Its 14x26 so it’s not hard to miss, but flags would make it more visible. To put it in and out of the lake would bring the time up to a half hour in and half hour out of the lake. We are not going to put anything out there that’s not safe we would still like you to consider letting us put it out there. If it’s out there and you don’t think it’s safe we will take it down. When it gets out there people will see that we are not trying to take away any part of the lake.

Dave.  Glenn, According to you current dredge plan How long will you be out there.

Glenn:  We have estimated about 2-3 weeks in Captains cove and a month in Concrete Cove and then finish up the year in San Juan , Which should be about the end of July.

Scott:  Henry, I think from what I am hearing you need to make plans on being down near the Dam again this year

Monte Thus - 6: I know people have concerns not ever seeing a jump out here before. I have skied out on the Mississippi by Clifton Terrace in a busy part of the river. There were two ski jumps in the area and there was never a problem, we lit them up like a Christmas tree at night and we never had anyone there hit anything.

Dave: Monte, how wide was it there?

Monte:   The river head was about twice as wide as it is here.  If we anchor the jump it’s not much bigger than if someone stops and anchors a pontoon boat. It’s not going to cause anymore time for practice; it would be the same times. I am retired and I have seen the day traffic out here during the week, there is not much, I would try to get the kids out here during the day. We are going to be practicing when there is no traffic. We really do not want lots of traffic because it makes it hard to jump with heavy waves.  If people want to come through we would wait until they are done and out of the way. The jump has a pivot point; we can make it so no one could jump on it. It’s not like a train, it doesn’t move so someone would have to go out of their way to hit it. We have a swim platform out here that’s not lit up by the main beach; if someone was out with no moon they could hit that too, especially if they don’t know the lake. We will have the jump lit up; it will have yellow flashing lights and an anchor light on it.

Henry: Just to address your plans for making plans for the north end of the lake, I guess whatever decision you make on this issue we could make plans to do this at the other end of the lake as well. That will be based on your decision.

Jim: Are you talking about putting the jump down by the dam?
Henry: If that’s where we have to practice, it would have to be out away from the dam for room. If we are going to practice jumps we have to have it whether it’s moored or able to be moved.  

Joe Roth - 1030: I’m really opposed to this; I live at the North end at the narrowest part. Everyone loves to ski down there now, so I have an ocean in from of my place now and that’s ok, but I don’t want to see a permanent facility down there.  I don’t want to see red flashing lights down there at night. I love the ski show; I loved to ski when I was younger, I’m not opposed to that. I don’t’ want to see one club take over this place.  This lake is for everyone.  If we can’t put in a structure for fish, I don’t see why we put this in for skiing?

Scott:  Any other comments

Jim:  My opinion has not changed since last meeting I am for not putting this jump in.  I think it is a mistake, and I think ecstatically as well as the liability issues are too great for the association to take on regardless of which end of the lake you put it at whether you move it in or out or not you are putting structure on the lake.  We restrict the sizes of docks on the lake pretty harshly, and putting something in the size of a big pontoon boat I just do not see it.

Scott:  From what I recollect is that the small jump is the only one approved.  So following that don’t we first have to first approve putting the jump on the lake.

Jim:  I believe that is what they are asking,

Scott:  Henry, Is that what you are asking, mooring set aside whether it is temporary or not?

Henry:  When we initially considered putting jump in we did not consider any other option other than having it anchored in place.  Based on these meetings we do not want to consider it as the only option and as you mentioned it has not been approved.  Only the training jump has been approved.

Dave Head 465: I do oppose the ski ramp for all the same reasons. My main thing is, we are a private community, and we all pay dues, and I’m a member in good standing.  To me it’s the last year issue of allowing non members to be on the ski club. Where does it stop? If there’s a ski ramp there and I want to fish beyond that ski ramp and they come along and ask me to move, is that right? I pay my dues I don’t think that’s fair. Is it fair for me to pay for someone to come here and serve in a club that specific to this community?  The issue last year was a temporary thing to allow a non member to serve on the ski club. To me, where does it stop? We might as well open up the lake to the public if we are going to allow people outside the community to ski on our lake with the ski club then my friends should be allowed to bring their boats on the lake, there is no difference, in principle. Is this going to happen again this year about the non members being able to participate?

Scott: Ill have to look at my notes but, my thinking would be, is what we approved is if your son is on the ski club and goes off to college, we would allow your son to come back and ski under your membership.

Dave Head:  I understand that but, my nephew’s friend that lives in St. Peters skied out here on the ski club all last year. I think there is a big issue here; we are talking about non residents that are participating in a private community. I feel like I am being violated for my rights.

David Decker : Could you say that again?
Dave Head: I can get a name for you.

Scott: We should have the name.

Dave Head: The kid was taking lessons from the ski club. His parents were driving him out here to take the lessons; my question is where does this stop? If you keep allowing these little favors you will have to allow this for everyone.
David Decker : What you described was not what was approved.

Henry: If I could address the gentlemen’s concerns, we only had one non member last year and his name was Dave Balkenbush, I’m quite sure that he does not live in St. Peters MO, his daughter is on the ski club he was a holiday shores resident and his parents live out here.  To address it a little further I can have friends over that don’t live here and ski on the lake. I think what he is referring to is there are other people out here that do give lessons on the lake that are not affiliated with our ski club.

David: How many people would you anticipate going over the jump?
Henry: We don’t have an established jump team yet; we are hoping to get more interest to develop a jump team with the new jump out here, it depends on the interest level. Maybe 5 or 6. Everyone would get the opportunity to try out.  

Chris Martinussen 323: It’s not me against the ski club but I think we need to really consider the implications of what will happen with the permanent or semi permanent ski jump. The small one was for training was allowed; now we want a big one. I strongly believe that it is not a good Idea. I also don’t agree in having non members on the ski club. I have two kids that are on the ski club, but when they move out, if they don’t have property they can’t be on the ski club. Correct me if I’m wrong but there is a rule stating that there is a residency requirement. The only reason why we even had this discussion there was a bylaw change a few years ago was so we could easily change the rule without the annual meeting.  The board now has great latitude to change the rules, however it needs to be used with great caution and I don’t see that and it concerned me that it’s being abused.

Scott:  A couple of things have been brought up tonight. To my knowledge this is the first time anyone has mentioned anything about non members being used on the ski club and this happened a year ago.  In the boards defense no one came here and mentioned it before.  

It is good to hear peoples concerns about these issues.  To my knowledge this agreement was a one year trial and it has expired.

Conversation Ensues
Action: Tabled until Second January Meeting, to be decided upon at the First February Meeting.

Dave Head: I do apologize to the Ski club; this gentleman guy could be 100% right about someone else giving the lessons. I will find out for sure and let the board know.

 Truck Bids

Glenn: As a lot of you will remember I have been trying to buy 2 trucks. We deferred one truck last year and we will also do one next year. I have been trying to take advantage of the lower prices, and we ran across several deals that were extremely lucrative that we could take advantage of. We do want to express that we went out and got bids in November and they lucrative as we thought they would be and we got them again and the doors closed a little bit on us. We understand that when the automotive manufacturers are going to be bailed out I think that the door will close permanently and we will have to go back to the old way of buying trucks at the Manufacturers suggested retail price.  I would like permission to consider purchase after appropriate bid for a ¾ ton and 1 ton truck this year.
Scott:  we have to get through approving the funds first which will happen next meeting.

David: Glenn, these funds are set up as a replacement fund for trucks?

Glenn; Yes

David, are we planning to retire the others or are these additions?
Glenn: I am going to keep the one 1 ton and the ¾ ton will be a trade.

Action:  Deferred for next meeting

New Business

• Beacon Inn “Hall of Fame” Request

David: Who owns the display case?
Glenn: The Social Committee.
Don: I think we should see a plan as to what it is to look like before we approve this request.

David: Right now there is a case with pictures down there.

Jim:  I don’t think we have enough information off of a one paragraph note to make a decision.
Action: Get a little more detail, the board is open to the idea, but they just want to see a plan as to what it is going to look like.

• Mike Utechtt Karate Continuance Request

Scott:  Mr. Utrecht’s request for the ball room has been ongoing request that we have approved in the past and I have heard good things about it.

Glenn:  He is sponsored and we have renewed his request every three months and he has always moved his times to fit around other things being done in the Ballroom

Action: David motions to approve the request at the original guidelines, Don seconds.

Motion Carries

• Nominating committee

Scott:  Art and Lori Surgant have agreed to take the position of Nominating committee for next year board candidates and we need to approve them. 

Action: Derrick motions to appoint Art and Lori Surgant to the position, Don seconds

Scott:  Your will need to provide at least three candidates for election

Motion Carries

• DCEO Grant & Morning Glory Repair

Scott: The long awaited check has arrived and we have a bid approval tonight. The grant was $150,000 to repair the morning glory. Glenn, do we have the bid information?
Glenn: Yes

He hands the bids over to Scott.

Bidders and Prices

1. Diverse Construction Group $38,000.00
2. White Head Brothers $44,500.00

Conversation Ensues

Action: David motions that we accept the bid submitted by Diverse Construction Group as recommended by our engineering firm Hennigan and Associates in the amount of $38,000.00 for repair of the Morning Glory,   Jim seconds

Motion Carries

Scott:  I would like to mention that these bids came in much lower than originally anticipated and this will allow us enough funds to do additional work.  We have until February 15 to add additional items to our wish list to the DCEO grant process. The Lake Management Committee will be meeting to determine what additional work can be done such as Rip Rap, Dam inspection, etc.

Discussion about the Morning Glory Collar

Scott:  I would like to discuss the collar for the Morning Glory

Glenn:  We already have a bid to put the collar on:  Our engineers have already looked at the proposal and we are waiting on the IEPA to determine what our permit fee will be to put the collar on the Morning Glory.

Dave:  Are you going to have the Dam inspection before or after the Collar installation

Glenn:  Before, it has to be part of this process.  The IEPA requires us to do a Dam inspection as part of putting the collar on. This will allow us to charge this to the DCEO grant.  The IPEA wondered why we did not have a collar on it already.

Scott:  How long have we been discussing the Collar?

Glenn:  We have been talking about it for a year..

Dave:  It became real in November and we have already approved some money for it.

Scott: My point is that this Collar is a hot topic and it has been in the Holiday times and in the minutes and I want to be sure people understand that we are doing this and they know why.

Glenn:  That is why I have mentioned it, for some time, in my Managers Reports. Since it was in the last Holiday Times I have only had two calls and both people were satisfied with the explanation on the subject.

• 304 Foreclosure Write off

Action: Jim motions to approve the write off for $408.85, David Seconds

Motion Carries

Open Floor

Chris Martinussen - 323: The only concern I have is the Collar. You intend to extend the Morning Glory up two feet was that correctly understood?

Board: Yes
Chris: Was it correctly understood we only got one bid?
Board: Yes
Chris: Has the question been raised why that is? Is it because there is a liability issue or a bonding issue?  What would the impact be when it is raised; would there be a problem with the dam? Would that contractor doing that small amount of work have sufficient bonding to pay for repairs if there is damage to the Dam.  Who would suffer? Where does the liability fall, would it be with us? 

Glenn: All of our contractors have to have bonding and adequate insurance; we check all that before we submit the job.
Chris:  I am talking the amount of bonding.  What if the dam fails?
Glenn: In this particular case of putting a collar on the outflow pipe, I don’t see where the dam would fail.

Chris: I think what we are trying to accomplish, and the only information I have is from the Times, is we  have a siltation problem in front of the over flow pipes, created over the years, which is why the big overflow pipes are not functioning at the level they should be. The main drain is now used from our emergency outflow and the raising of the collar will facilitate the water to go through the outflow pipes instead.

Scott: No, we had it surveyed and the Morning Glory outfall pipe is actually 2 ½ inches lower than the spillway Pipes.

Chris:  The way I see it, when the lake was engineered and it was built the elevations were set at very specific reasons. Do we understand what those reasons were?

David: The Lake level was set to be at 505, which is what the Spillway pipes are set at.
Chris: So were adding more to the lake level?
Jim: No, those drainage pipes are going to get most of the water.
Chris: It’s the raising of the Morning Glory that is a change from the original design of the lake.

Gerry Theodore -1546:  No. If you go to the plans that designed the lake and the dam, the bottom of the overflow tubes, and the top of the morning glory were supposed to be at 505. The overflow pipes are at 505 and the morning glory has settled 2 ½ inches below the 505 level. Raising it 2 ½ inches brings it back to the original design.

Scott:  I can tell you that the safety of the Dam is foremost in our minds and as Glenn has said the IPEA has questioned why we did not have a collar on it in the first place.

Dave:  They questioned this because The Morning Glory was not designed to be an overflow pipe.

Monte Thus - 6: I am concerned, because I have one of the lowest lots on the lake and every time we have flooding my yard and my dock are underwater. I want to be assured that by raising the level 2 feet that I will not have water in my yard. 

Scott:  We are not raising the lake 2 feet we are only raising the lake 2 ½ inches, we are putting a 2 foot collar on. The lake level will only go up 2 ½ inches.

Monte My concern is, every time we have rain and flooding my yard and docks are underwater and my boats float off the dock and I have them as high as they will go.    

Scott: The only thing I can tell you is it will raise the lake to it original 505 level.  And if your property was constructed correctly it should be OK.

Conversation Ensues

Motions to adjourn

Derrick motions to adjourn to Executive session, Don Seconds, Motion carries - Meeting Adjourns to executive session at 9:30pm

Scott motions we return to Regular secession, Derrick seconds, Motion carries – Meeting adjourns to Regular session

Dave motions we adjourn from Regular session,   Derrick seconds, Motion carries 

Meeting Adjourns at 10:30pm

Minutes submitted by Don Austin Secretary and Kellie Bechtold

Back To top

Date: January 28, 2009

Attendance

Board Members

            Present: Roger Groth, Derrick Richardson, Don Austin,

            Scott Webber, David Decker.

            Excused: Ray Garber, Jim McCann

            Quorum Present: Yes

Others Present

            Holishor Members Present 8

            Glenn Dalton, Kellie Bechtold and Brittaney Wilson from Holishor Office

Proceedings

Meeting called to order at 7:30 PM

Pledge of Allegiance Recited

Roger: Board members, There will be a short executive session after the meeting.

Minutes of January 14, 2009

Action: David motions to approve, Scott seconds.

Motion Carries

Transfers of Property

Action: Derrick motions to approve, David seconds.

Motion Carries

Old Business

Ski Jump

Roger:  At the last meeting there was considerable discussion about the ski jump and the board has promised a decision by February. It looks to us like the dredging operation on the north end is going to curtail any possibility of putting in a larger ski jump in that area this year. With that in mind we are assuming that this will be a dead issue this year. Is there something we are missing with this?

Henry Halverson 1829: We also anticipate that it’s not going to be an issue for the north end this year. We would like the ability to put the jump in at the opposite end of the lake. We also realize that the community has some concerns with the permanent jump. We are willing to amend the request to, at least, put the permanent jump in. We have two members that live near the south end where we can anchor it near their property when it’s not in use. When it is in use we would run it parallel to the dam. That is our plan because it looks like we will be practicing on that end of the lake.

Roger: Glenn have you seen any proposals for the south end as to where it will be moored?
Glenn: No
Roger: Can you get us some drawings or ideas of where and how it’s going to be moored?
Henry: Yes we can
Roger: Get it to Glenn as soon as you can and Glenn get it to the Board of Directors as soon as possible. Henry while we have you here tonight can you help us understand how you are proposing that you can store the ski jump next to some member’s property?
Henry:  Correct. Without a drawing it’s hard to describe. We would not tie it to a dock but it would be out farther so it doesn’t hit the rocks, within 20-25 feet of the sea wall.  We would have some kind of tie off on land so it would keep it from moving.

Roger; How are you going to anchor it when you get ready to use it?
Henry: Where ever the location is where we plan to use it we will have anchors in there already with anchor lines attached.   We will put the anchor lines together and run the lines up to one buoy.  We have to be able to have anchors in place so that we are not fishing around for an hour.
Roger: When you give us the drawings try to be as specific as you can on where that buoy is going to be in relation to the things around it, Like the Dam or the Morning Glory Grate or the no wake area etc.
Scott:  Doesn’t the morning Glory pipe come out 100 feet or so?  You may want to talk to Glenn and have him show you where it is.

Henry: OK

Glenn: It is down 15 feet at full pool.
Conversation Ensues

Roger: One thing I’m not clear on because I wasn’t at the last meeting.  The board has the belief that we gave you one year approval for non members to take part in the ski club.

Henry: I wasn’t at that meeting, but if that is what you have…

Roger:  That is our belief. So if the club wants to use non members you will have to get our approval again.

Henry:  Ok, I will take that to the Ski Club board and we can decide what to do about it. 

Action: Henry is to get dimensional drawings of new proposal to Glenn, for the First February Meeting. Glenn is to get the drawings to the Board Members as soon as possible.

Hall of fame request, Beacon Inn

Roger: Let’s do the Hall of Fame request from last meeting next.  Tonight we were given the layout plan as to what The Beacon Inn is proposing to do.

Discussion ensues with multiple concerns from board members that the trophy case would make the hallway to narrow.

Action: David motions to approve the plan as submitted without the trophy case, Scott seconded

Motion Carries

Water Shed Group
Roger: Glenn has been working with a variety of people from the state of Illinois . Glenn would you please give us a brief account of what you have planned for a water shed group and how it involves our neighboring property owners?
Glenn: As everyone is aware we do have a problem with erosion in our lake. One of the things that other lake communities, like Lake Kincaid , have done to enhance the awareness and interest with their neighboring farmers, is to participate in a watershed program.  They have developed an independent watershed group that is comprised of all of the people in the area.  They are   participating in a program which is open to all of the funding institutions that provide funding for that type of thing.  One of the things that we are planning is to plant some ideas for keeping the top soil and silt on their property. One of the other things we are concerned about is managing the silt prior to getting into our lake.  We are planning on having a meeting on the Feb. 3^rd.  At this meeting we are going to exchange information.  Some people from the state are going to be there also. We are going to share ideas and see if we can come to an agreement about what can be done about the erosion.  Does anyone have any questions?

Roger: What time is the meeting?
Glenn: 7:00 PM , Feb. 3rd

David: Are you having it here?
Glenn: Yes

Reserve Fund Expenditures

Roger: Scott, at the last meeting you approved the rule change wording on the reserve accounts, so we approved that if it is under $15,000 the board has the ability to expend that without prior publishing?
Scott:  Yes

Roger: Is tonight the night we are to decide on the 2009 Reserve Fund Expenditures?

Scott: Yes

Roger: And the truck bid is part of the solution?

Scott: I think it is after that issue, we have to approve expenditures before we can talk about the truck.

Morning Glory Repair

Roger: At the last meeting you discussed putting a collar on the morning glory grate, you wanted to hold off seeking any input from the community.

Scott: Yes, we wanted to make sure it got out there so people had a chance to talk about it.  When is it supposed to be out?

Roger: It is in this issue of the Holiday Times which is to come out shortly

Scott: So it will be out by the first meeting in February, so members will be able to talk about it.

Roger: Yes. Is there anyone here in attendance tonight that would like to address this issue?

Glenn: Probably not.

Roger: Okay, Glenn if we just hold that off until the first meeting in February so we can still get the contracting done so we can get the collar installed either permanently or temporarily whatever we decide, but that has to be decided in advance of our morning glory repairs.  Just refresh my memory where are we with a permitting process on the collar, are we underway with that?

Glenn: No we are not; we are on hold right now based upon the cost of what the permitting is going to be. 

Roger: Are we waiting to hear back from the engineers on that?

Don: It is in tonight’s packet.

Scott: I think I read it as $4000.

David: It is on the last page.

Don; It is $4000 to apply for the IDNR permit to raise the Morning Glory.

Glenn: One of the things we indicated to IDNR was our intent to only raise it two and a half inches to bring it back to full pool at 505 and ask if this permitting process was still required.  The IDNR responded to us that yes it was. It seems a little bit ludicrous however that is where we really stand on it. 

Roger: What kind of time frame are we looking at if we say at our first meeting in February that we are going to pursue putting the collar on?  What kind of time line are we looking at to get it permitted, do you know? 

Glenn: About a month. We will have to do a dam inspection with that as well.

Roger:  Before or after?

Glenn:  Before. 

Roger:  Will they do the calculations on the spillway volumes along with that.

Glenn:  Yes

Dave:  Does IDNR do those calculations or our engineering company?

Glenn:  Our engineering firm does the calculations and the IDNR has to approve them.  One of things we did ask was, Is the Morning Glory part of the Spillway curve and they said it was, but they would research it to confirm.

Roger: Let’s say it will be the first of April to get a permit, we have a contract ready to go to do it, so weather permitting that would get us into May, and we get the collar done.  We have already decided who will be doing the Morning Glory repair so all we need to do is give them a start date and then we can plan on getting this accomplished in the June/July time frame.  Does that time line sound correct?

Glenn: Yes.

Scott: Based on earlier discussions, the collar is the alternative to lowering the lake two to three feet, is that correct?

Don: Yes, for the Morning Glory repair

Scott:  So we do not have to lower the lake to no wake in the summer time for the Morning Glory repair.

Roger: Yes or we post pone the morning Glory repair, but that take us past the life of the DCEO Grant.

Conversation Ensues.

Glenn:  The repair can be done in two weeks. If we elect to not to the collar and we do the repair in March we are still in the low water period toward the last of the month, yes, we may be in jeopardy of the lake coming back up. But if we accomplish this in March we won’t.

Roger: It’s hard to know if we can accomplish this in the heavy rain period. This is the only problem, if we drop it two feet and get a few days of rain you’re right back up and you have to reopen it and it’s all wet again, it’s kind of a vicious cycle to do. I think putting the collar on is a much more manageable approach right now. We will bring it back up for discussion in the next meeting.

Conversation Ensues.    

David: Roger, just one more thing, you had mentioned a temporary collar? Have we looked in to that as to whether is feasible or can we do it?
Roger: We have got a contract proposal to put one up, and to my way of thinking if we if we can put it up then we can take it down. We could just cut it off.

Don: Refresh my memory, why are we concerned about raising it and putting a collar on?
Glenn: To keep it dry while they are doing the Morning Glory repair.
Don: Originally we were doing it to just bring it back to the 505, then someone stated that it was not designed to be a drain and the life of it is being deteriorated because it is being used as a drain.
David: If you put the collar on and raise it about the 505 level it would keep it dry and that would extend the life because you are not running water through it all the time.
Don: And there would be a grate on it to keep debris out of it?
Glenn: Yes. Rebar

Roger: Yes and it also eliminates it from being a hazard.

Conversation Ensues.

New Business

Write Off 1284 Key West

Action: Scott motions to approve, Derrick seconds

Motion Carries

Golf Tournament funds

Roger: The next item is the proceeds from last fall’s Golf tournament. The social committee was inquiring if we were transferring the proceeds to them.  What was the amount Glenn?

Glenn: It was $430.

David: At the end of the year we were told it was $50.

Conversation ensues

Dave: Let’s make a decision if it is $430 what we are going to do with it. So we do not have go do this again.

Scott: I motion that if it is $430 we transfer it to the Social Committee, David Seconds

Roger: Any discussion

David: Last year when had this discussion we said we were not going to have anymore carry over’s from one year to the next said in regards to proceeds from the Golf tournament. We should make sure that it doesn’t happen again this year.
Motion carries
Action - Glenn to provide the Board with the amount from the Quick Books

Roger: I would like to make the announcement that Senator Haines, tentatively, is planning to come to our first board meeting in April, and it will be our opportunity to express our appreciation to him for his support in helping us get this $150,000 DCEO Grant.

Reserve Fund Expenditures

Roger The next item of discussion is the Reserve fund expenditures.  Would someone like to take the lead on this?

David: We had a one truck in 2008 which was the one ton we did not purchase and a ¾ ton scheduled for this year as well as the Morning Glory.  There was 2 trucks wasn’t there?
Glenn: Yes, we have two trucks for this year, the one that was deferred and the one for his year.   Also we have an SUV in 2010. We also have a spreader but it is already in the operations budget. Conversation Ensues.

Action:  Scott motions that we approve the ability to expend the reserves for the two trucks and the Morning Glory in 2008 and 2009, Derrick Seconds

Motion Carries

Truck Bids

Glenn: We have four bids and they are good until the 2^nd of February. We got bids from Ford and Chevy.

The first is the Ford F250 4x4. It’s a standard F-series ¾ ton truck with a 5.4 V8 Engine, 5 speed auto transmission. The MSRP on the Vehicle is $31,595.00, and we have a bid at $29,064.78 which includes tax and title. We can get an additional snow plow at an additional cost but our current plows will fit OK.

The Chevy ¾ ton is the same basic truck as the Ford and we can get it for $28,679.64 with tax and title.

The next truck is a F350 / 1 ton which is a 2008 vehicle that was left. It’s a 6.4 diesel dump truck for with dump bed, title and taxes for $35,244.99

The Chevy 1 ton is a 2009 for $32,144.35 with the dump bed, title and taxes.

In both cases the Chevy is less than the Ford.

Roger: What are we doing with the existing vehicles?
Glenn: I want to keep the 1 ton we have and that would give us two of them. The ¾ ton we would trade or sell.
Roger: You don’t have a bid with the trade in?
Glenn: No, not yet. We were going to sell it out right because we only have a requirement for two ¾ tons. 

Scott:  I have a procedural question on reserves. If this is to replace a vehicle, do we have to get rid of one to add one?
Roger: I don’t know the answer to that, Dave do you have an opinion?
David: The reserves were set up to replace them. So you run into the situation that if you add one of these to the fleet then you have an old unit that was scheduled to be replaced which you have no reserves set up to replace in the future.  As far as legally if we can do it, I would have to validate that with the accountant.

Roger: Glenn, what’s the rational for keeping the 1 ton?
Glenn: To haul trash and dirt. Our total fleet would be two 1 tons, a 3 ton and two ¾ tons and the SUV.

Dave:  How many drivers do we have?

Glenn: In the summer time we have five

Scott:  Do we have snow removal equipment for these trucks?

Glenn:  Not for all of them.

Roger:  What do you estimate the resale value of this ¾ ton to be?

Glenn: I will have to check.  It’s is a 2000 and it does have over 100,000 miles on it.

Roger:  Glenn, your recommendation is to do what?

Glenn:   I would like to buy the 1 ton and ¾ ton Chevys

Some of our past history in looking for trucks we have been looking at used trucks and because of the economy the way it is right now you cannot find a good used truck because people are not trading in the old ones and because of the way the Auto industry is in now you can get a new truck with a warranty for almost the same price as a used one

Conversation Ensues.

Monte Thus 6: You can go to Kelly blue book and get a price and then put it on line on Craig’s List and get a hit really quick. My son sold a truck with a snow plow on it in 2 days. The dealers are not going to give you anything and you can double what they would give you easily. I would just recommend doing that because dealers aren’t going to give you much because of the high mileage.

Scott:  The 2008 Diesel is that the 1 ton?

Glenn:  If it’s 2009 it’s a ¾ ton, if it’s a 2008 it’s a diesel. 

Scott: The diesel with bed is $32,144 and we have $28,000 reserved.  That means $4000 out of operations. And then for the ¾ ton $28,679 we have $26,666 reserved, so that is another $2000 out of operations expenses. Do we have it?

Roger: We are not prepared to take money out of operation funds to buy these vehicles, Glenn you are going to have to figure out what you are going to get on that ¾ ton and come back to us about it. Hoping that amount will make the ¾ a wash.  Then on the 1 ton since there is no trade in  you are going to have to figure out where the other funds are coming from before we approve that expenditure.

Glenn: I would be happy to get back to you.
Roger: I have no problem on getting the new one but I have a problem with hanging on to the old one.

Don: What’s the Warranty on the new trucks?
Glenn: It’s 5 years or so or 50,000 miles, I will have to come back to you on that.  
Action: Come back to us the next meeting and tell them what you are going to recover on the ¾ ton and how you will cover the difference on the 1 ton. Also find out the warranty information.

Annual Meeting Agenda

Roger: We board members need to be thinking what items we want on the agenda for the Annual Board meeting for discussion. As it stands we will have the 2010 Budget to discuss and a discussion relative to the 319 Grant as well as a bylaw change to recover attorney’s fees.  What else would you like to see?

Scott: Details on the 10 year road plan, culvert replacement and what that entire plan entails. Were working with the Lake Management committee on a three year plan to dredge the lake, we could talk about that.

Don: I think we should consider discussing our safety rules on boats, I realize it’s a hot topic and difficult to approach but we had law enforcement out here twice last year and they found many problems with our boats. I think we need to suggest that we have some sort of a program that before a person can get his boat registered on the lake it has to pass the basic requirements of IDNR, like fire extinguishers, life preservers for each passenger, lights that work , etc. I go out in the evenings a lot and there are boats out there with no lights on. When I read the report about the 10 boats that were stopped and only one passed, that’s a problem.

Roger: What I suggest Don, is you sketch out your thoughts on that and give it to the board. We will discuss the topics in February.

Scott:  Along with Don, I thought we talked about expanding the role of security if that is something you would like to put before the membership. 

Finance committee meeting

Roger: The last item I have is we should plan on getting together in late February, and begin taking a look at the issues with the DCEO funds and its impact on currently reserved funds for 2009 and 2010 budgets. Dave, can I look to you to get that group together?  Scott you’re going to have your lake management committee in around that time.
David: We can do that.

Open Floor

Martnuessen 323: Question for clarification regarding the Morning Glory, you were talking about putting a temporary collar on there to bypass the IDNR permit, is that correct?
Roger: No, I was not suggesting a temporary collar to bypass the permit from IDNR.

Martnuessen:  Another comment like I had last meeting about the ski jump.  I am for the Ski Club as a whole and my kids have belonged to it, but I believe the ski jump of that size belongs nowhere on our lake. I find it unnecessary.  

Also, I want to present to you a proposed bylaw change I would like to see on the Annual Meeting. I’m going to hand you a copy and have you look it over.  I would like to see it in the annual meeting for open discussion.  I believe it is in the best interest of our community that we go back to only allow rule changes to take place at the annual meeting as it was customary for over 30 years. That is the proposed bylaw change I am proposing, and it is written out to the best of my knowledge below.

(Mr. Martnuessen passes out his Rule change document at the meeting)

Allan Campbell 325:  My comments are on the use of the lake, particularly the ski jump. I totally agree with the Boards Decision, it was not on the agenda for this year with the dredging in the North end of the lake, but when the gentleman proposed to move it to the South End of the lake it is back on the docket again so I want to voice my comments on it. The change to put it on the South end of the lake would restrict the use of the North end and the South end when they are using the ski jump. We let them use the South end of the lake last year and many times when you went into the area, they were taking off and running through it was somewhat risky for boats to go into the area, they were doing a good job but it created a situation that really didn’t need to be there. The other concern that I read was insurance, there would be additional cost, possibly, whether it be permanent or temporary. I have not heard if it would be an additional cost to the association. The dates when the jump would be used, are those dates from May to September or would it be a certain specific times?  My last questions is how many members of the association are going to use this jump and practice on it? I understand that it is for a high level competition for certain individuals but it would not be for that many members. To restrict the use of the North and South end of the lake and the Morning Glory Repair etc we have limited the use of the lake and I would like the board to take that into consideration.

Scott: On the topic of the insurance we did not discuss that at the last meeting; do we have some preliminary numbers on that?

Roger: Yes at the meeting before last we looked into what the insurance thought about this and they said it would go up a couple thousand dollars unless there was specific language in the ski club’s policy saying they were held responsible and us harmless then our rates would not go up.  These are just my words that’s not what Glenn reported to us.  I think we have that addressed at this point; we have the information in pocket at least. 

Jim Perotti 1407: Jut a little clarification on the trucks.  We bought the 3 ton, and we always try to save the association money. With the 3 ton every 25 tons of rock we buy we save $2500 because we do it ourselves.  With the 1 ton right now what happens is if we are out there doing pot holes I can’t go out and replace culverts because I don’t have the one ton to do the work. If I want to do ditches culverts and potholes I’m out of luck. On the 1 tons I can go and get mix and one person can actually shovel out of the back of the 1 ton. But we are still using the 1 ton to replace the culverts and ditch work.  Normally we have 5-8 people working during the summer, the need for the trucks is there, and it’s up to the board though. We would get less done without them than we could with them. 

Laura Scatturo 1716: How many positions will be open for the board positions in May?
Roger:  Last meeting we said Three but there were only two. Derrick was elected last year for a one year position and Jim McCann was appointed to take Paul Mormino’s vacated position. They will both be up for three year terms at this annual meeting.

Laura: When do people have to have their nomination forms in?
Roger: It’s in April sometime.
Glenn: I can get it to you tomorrow, I have the dates downstairs.

Scott Motions to adjourn to executive session, Derrick seconds

Meeting Adjourns to executive session downstairs at 8:50pm

Don motions to return to regular session,   Scott seconds

Scott motions to adjourn Board meeting, Dave seconds 

Meeting adjourned at 9:50 PM

Submitted by Don Austin Secretary and Kellie Bechtold & Brittaney Wilson

Action Items

Glenn:  Provide the Board with the Quick Books amount of overage from the 2008 Golf outing

Glenn:  Provide Board with trade in value for the ¾ ton pickup to be sold or traded and a plan for buying the one ton.

Glenn:  Provide the Board with the warranties on the new trucks

Glenn:  Provide Laura Scatturo and Board with the dead line date for the nominees for this years board positions

Back To top

Back To top

Date: 2/25/2009

Attendance

Board Members

Present: Roger Groth, Derrick Richardson, Scott Webber, and David Decker

Excused: Ray Garber, Don Austin, Jim McCann

            Quorum Present: Yes

Others Present

            Holishor Members Present: 6

            Glenn Dalton, Brittaney Wilson, and Kellie Bechtold from Holishor Office

Proceedings

Meeting called to order at 7:30 PM

Pledge of Allegiance Recited

Minutes of February 11, 2009

Action: Derrick motions to approve, David Seconds

Motion carries

Old Business

¾ Ton Pickup

All trucks are 4x4 and include snow plow. All bids include tax, title, and license. 

Bid 1:              GMC Sierra From Laura Buick GMC

Bid 2:              Ford 2008 F 250 From Koetting Ford

Bid 3:  Chevrolet 2009 Silverado From Jack Schmidt Chevy

Bid 4:  Chevrolet 2009 Silverado From Bruckert’s Chevy

Action:  Scott motions to approve the purchase of the 2008 Ford F250 bid price of $26,172.49 coming out of the reserve account for vehicle replacement, Derrick Seconds

Discussion

Motion Carries

Morning Glory Repair

Roger: I want to decide tonight whether or not we are going to install the collar on the Morning Glory. If we are going to do this, we are going to have to move on this now because it is going to have to be permitted by the state.  If we do it we are going to want it done probably by June and to continue to drag out this discussion any longer is probably going negatively impact our ability to get it permitted and get it installed in advance of the actual Morning Glory repair.  You’ve got an email in your packet that summarizes the engineer firms discussion with the contractor that is actually going to make this repair. 

David: How many days is this repair going to take?

Glenn: Two weeks without interruption.

Roger:  Just to recap a little on the whole discussion of the collar going on the Morning Glory, there are 3 reasons that are pertinent to the discussion.  First, the Morning Glory over time has settled 2 1/2 inches so the actual full pool of the lake is being drawn down below the 505 it was constructed at.  Also, putting a collar on it and a brush guard over the top of the to minimize the risk of accidental injury, and lastly it gives good protection for getting the actual Morning Glory tube repaired if we were to have significant rain in and around the work schedule it will keep up from lowering the lake in any way. What I want to do tonight is to approve the Morning Glory Extension. 

Discussion

Jim Perotti 1407:  We have been looking at the situation, what we can on a temporary basis is weld some steel around the bottom and seal it as a temporary basis to keep the water out.  Then when it is all done we can pop it loose and take it out.  That is to keep it out of the actual morning glory pipe while they are working.  After that we will have to discuss the issue of whether to raise it or not. 

Roger:  It is my understanding that whether it is temporary or permanent it has got to be permitted.  That has not changed.  The bulk of this expense is in the permitting process. 

Scott:  One of our concerns all along, with it is how many members will this affect. 

Roger:  We as board members have received one letter of concern from a member. 

Gerry Theodore 1346:  Has this been discussed at all with our Engineering firm? Because I would hate to go to the expense that we are going to do to realign that tube down there, and if it is detrimental to have water running through there more than just when we lower the lake then my question is have the engineers made a recommendation one way or another? 

Roger:  Glenn have they said that it will extend the life by keeping it dry except for lake lowering events?

Glenn:  No they have not.

Conversation Ensues

Action:  David motions to install the collar pursuing the permitting process is the next step in that, Derrick Seconds

Motion Carries

Bylaw Change—Legal Fees

Scott Reads Bylaw Change

Holiday Shores Association shall be entitled to recover its reasonable legal fees from any member(s), including those Members in Good Standing as well as those that are not, in the event it becomes necessary for Holiday Shores Association to bring or defend itself in any legal proceedings if the Association prevails in any such litigation. 

Discussion

Action:  Derrick motions to approve the original wording that has been approved by the legal council, David Seconds

Aye: David and Derrick

Nay: Scott

Motion Carries

Lake Management Committee Geo Bag Update

Scott: We met again today. I think we were looking at the next steps from the meeting last time.  What we are going to do is basically work with the manufacturer, Gerry is going to call them and kind of pre-screen questions, and we are going to invite him to the next board meeting.  That does not necessarily mean we are going to be bound to that manufacturer but they have been very flexible and very willing to help us.  It looks like in 2003 we failed the water test for the geo bags originally.  For whatever reason we had too many suspended particles in our water.  So with the use of the polymers we believe the EPA wanted 10 parts per million and we believe we can just get it down to 5 right away.  This should help us with the test and this will help us choose the right back and the right manufacturer because not all bags are the same.  We are recommending we use our own engineer; we are going to ask the manufacturer if they would recommend an engineer that has past experience with the geo bags. 

Conversation Ensues

Scott:  What  we are also suggesting is to set up a reserve account and start saving up for geo bags somewhere in the future, for the next go around when we need them 10-20 years from now or whenever it is we need them.  Also fully fund the dredge trailer.

Conversation Ensues

New Business

Dues/Assessment Drawing Contest

Jeanie Votruba draws name:  Ron Head 1825

Public Hearing—Sanitary District

Roger reads Revised Requested Zoning Action

Silt Pit Bid Discussion

Bid 1:              David Digirolamo for $27,224

Bid 2: A & L Construction $31,584.

Bid 3: A to Zinc, Inc. $15,200

Glenn: Our recommendation would be to take the low bid.  He is currently working with the city of Edwardsville and we have not checked out any references yet, but from our perspective if he is contracted by the city of Edwardsville then he is probably a reliable contractor. 

David:  Were the bids we sent out pretty specific?  Did we send them a list of what we wanted them to do?

Jim Perotti 1407:  I met everyone out there.  They came to the site looked at it, measured it and they know what they need to do. 

Roger:  What do we expect the time frame will be for this?

Jim Perotti:  5 Days

Conversation Ensues

Roger:  I want to turn our attention to the funding of this now. Glenn has included in the packet his recommendations on how we come up with this money.  To refresh your memory on this, this was an item that was in the 2008 budget that didn’t happen so we carried it over to 2009; it basically was unfunded in the 2009 budget. When you look at what we refer to as Glenn’s Revised Budget, what Glenn did in this revised 2009 budget that is considerably less income than what was originally approved for 2009, he paired a number of budget items down to get total expenses to a level where he is more comfortable.  Some of this comes out of roads, etc.  But Glenn’s proposal is there is $15,000 under the dredge operation, this bid is so close to that and he talks about other ways to recover funds from the operating budget, the dam inspection is one, the rip rap, etc.  So that restores money, so Glenn’s position is that we will be able to cover this.  This bid is surprisingly low. 

Conversation Ensues

Action:  Scott motions to approve the low bid of $15,200 to get the silt pit cleaned out, Derrick Seconds. 

Motion Carries

Self Leveling Conveyor

Roger: Glenn is prepared to discuss why we want this; basically it is a device that will greatly assist us in rebuilding shoulders of our streets and roads.  What has happened is with the amount of rainfall last year and the winter that we’ve had this year, we are really loosing the shoulders of our roads.  One of the things this devise will allow us to do is to shoot the gravel out the side of the truck and will greatly expedite the process of repairing the shoulders.  Glenn is proposing that with the carried over amount of $8,400 from the 08 operating budget to 09, let us assume that figure is in the ballpark, historically when we’ve had an excess of virtually any amount coming out of one operating fiscal year to another, we have applied that to roads. This proposal would be continuing that process, only this time we would be buying a piece of equipment.  To buy one of these new is about $7,800 to buy one used is about $6,000.  If Glenn’s projections are in the ballpark of $8,000 transferring we would have the purchase of new or used covered.  I would like to give conditional approval to this and conditions on validation on that actual operating expense amount that could transfer from 08 to 09. 

Glenn:  The used one looks good to us; it only has 24 hours on it. 

David:  In addition to that we are looking to buy a spinner on this.

Jim Perotti:  The spinner is included in this with that price.  It will spread rock, salt, whatever we need to spread.

Conversation Ensues

Action: Scott motions to approve the purchase of the used tailgate conveyer priced at $6,079.40, Derrick Seconds

Motion Carries

Finance Committee Meeting Preparation

Roger:  We are having a finance committee meeting Monday night, for the other board members, what we are driving there are finance committee recommendations having to do with the DCEO grant, accounting the funds, reporting the use of the funds, impact on operating budgets, we have the lake managements committees recommendations there on the difference from the original bids on the Morning Glory repair to what it is actually turning out to be. We are also going to take a last look at the 2010 proposed budget and bring that, hopefully, to the first board meeting in March so the board can approve that for going into the annual meeting packet.  We are going to refresh ourselves on the 319 grant and the financial implications of that, we are also going to talk about brainstorming issues on the redistribution of the existing Morning Glory reserve funds.  I think those are the big items we have to discuss. 

David:  We will probably do a quick run over for the reserves study for 2009, as far as the allocations and talk a little bit about 2010 for the budget discussion.

Scott:  On the Morning Glory redistribution, how is that going to work?

Roger:  What I thought we would do first is figure out what the questions are regarding the redistribution options.  I don’t think any of us are knowledgeable enough on reserves to know what we can really do with these funds, we need to figure out what are the issues associated connected with them, what are the range of options, and then we are going to, probably I’m guessing is feed that to the accountants. This is not something we are going to jump on in the next couple meetings. We are going to get a finance committee that will structure this issue for us so that we will come to the board and be able to discuss doable ideas as opposed to “what if” the process, I want to get the’ what if’ out of the way now.  I don’t feel that there is any sense of urgency on that because nothing is going to happen until we close the door on the 319 grant process.   

David:  I had a conversation with our auditor and we had already reserved money for the Morning Glory, I asked if that money have to stay allocated to the Morning Glory, he said basically in accounting terms we have what is considered an extraordinary event which allows us quite a bit of freedom in regards to what we do with these monies.  I would say we almost have complete latitude as far as whether we go ahead and redistribute as far as within the reserves or we take and apply them to some other purpose. Once we figure out what we want to do we will have to run that back by him. 

Roger:  There is going to be a point in the not so distant future that we are going to make a decision on what we do. I think continuing to come up with ideas is not a bad move at all.  I want to get a set of parameters out there and then let the board work on it in a completely factual way as best we can.   

Easter egg Hunt Coordinator Needed for Saturday April 4

Roger:  The annual Easter egg hunt sponsored by the Social Committee is in need of a coordinator for this years hunt, the even has been going on for a number of years and from my observations it is a very popular event. It is tentatively calendared for April 4^th.  Is it too late to try to resurrect this thing or do we just let it pass?  What are our feelings on this?

David:  We’re very quickly approaching the point where it is going to be too late to try to pull it together.  My wife has volunteered to do some of the work but she is not prepared to host it because there is a lot of work that goes along with it. I think we can still pull it off if we can find someone to step in to this.  Basically, the big portions of it, are we need a Easter bunny which we already have a volunteer for that, you have to get all the eggs and candy together, we have a volunteer to stuff the eggs already, they also put together baskets for drawings and gifts, also lining up someone to take pictures, print, and take money for pictures, and then actually come up and run the event.  It is not a very complicated event; it just takes a lot of time to get it all together. 

Roger:  Who has the camera, the printing?

Scott:  The social committee has the printers.

David:  I have been up here for probably the last three and I’ve been lucky enough to start the kids on their run.  Then we go and search for the golden egg.  There are quite a few kids that come up to that and seem to really enjoy it.  It is one of the few things that is done for that age group. 

Roger:  What age group is it?

David:  I think 12 is the cut off age. 

Conversation Ensues

David: The membership in the social committee has dwindled to a point where the establishment of that committee is in danger.  They don’t have people showing up, and if no one is showing up then you don’t have people stepping up.

No Action Needed

Reserve Study Approval

David summarizes Reserve Study Worksheet

Roger:  My take on that, given the DCEO grant that will simply make the number a little higher that we have to redistribute prior to the Morning Glory repair I think the interest was distributed evenly based on the version you have given us.  I don’t see any reason not to distribute it evenly. 

David:  All I wanted to do was give an option

Roger:  I had one question; this has to do with a previous expenditure on the Massy Ferguson repair?  What is our issue with that?

David:  Yes, during the year at the same time we were discussing in one of the finance committees the movement of the $1,005 from the Fergusson repair out of the reserves to pay for a repair that we had done.  At that time we were discussing the air conditioning repair as both the auditors found and I found going back through our notes, the board itself had never approved the movement of that fund, at least it isn’t in the minutes anywhere that we had.  We probably could have done this distribution and given it to the auditors without any issues, but since we have that expenditure we need to see that the board specifically approves this and identify that as part of the approval of this reserve study. 

Roger:  So if we give our approval tonight to accept this reserve study, it includes the distribution under the 2008 expenditures of the $1, 005.  So that would be sufficient for your interests?

David:  Yes. We just need to make sure the statement you made is specifically part of the minutes.

Roger:  Interest from the reserve accounts has to stay in the reserve accounts?

David: According to accounting principles if we reserve the interest that we make on the reserves money must stay in the reserve accounts.

Conversation Ensues

David:  Earlier tonight you had discussed fully funding the reserve for the dredge trailer.  It is currently targeted to be fully funded as of next year. So you are wanting to fully fund it this year, in 2009?

Scott: The value is $11,000, and after 2 years we have $3,800. 

Glenn:  This one ends in 2008. 

David:  There was a struggle to get this, next year won’t be near as hard to get this.  My plan is to have a proposal for the 2009 study to try to approve it ahead of time to start working on revisions.  One of things I want to discuss is the interest and how we allocate it. 

Action:  Scott motions to approve the 2008 study reserve document and it would include the identification of the $1,005 expenditure previously made of the Massy repairs, Derrick seconds

Motion Carries

Open Floor

Jeanie Votruba 493: I have one question; you said that Senator Haines is coming to see us in April?  Why is he waiting until the day after the election?  

Roger:  The only reason, that I know why he is waiting until April 8^th is because it was the first available date he had on his calendar.  Why is he coming?  Well for a long time we have recognized his efforts as being paramount for us getting the DCEO grant and we thought it would be a courtesy to ask him to come and give us an opportunity to thank him. 

Jeanie:  Since I brought up the election, the election is April 7^th and there is early voting available.  Kellie said it would be put in the Holiday Times.  It will have a list of places where early voting it taking place. For the record for Casino Night, things are moving along with it but as far as ticket sales, people are asking about it but not buying.  I’ve made personal phone calls and talked to people and I’ve only sold 16 tickets so far.  I’m hoping after this weekend we will have a rush of people saying “can I still get tickets,” that is what I’m hoping for!

Gerry Theodore 1346: I heard that the reason people aren’t buying tickets for the Casino night is because of the pictures on the monetary units!  

David motions to adjourn, Derrick Seconds

Meeting Adjourns at

Back To top

Date: March 11, 2009

Attendance

Board Members

            Present: Roger Groth, Derrick Richardson, Don Austin,

            Scott Webber, and David Decker

            Excused: Ray Garber, Jim McCann

            Quorum Present: Yes

Others Present

            Holishor Members Present: 9

            Glenn Dalton and Brittaney Wilson from Holishor Office

Proceedings

Meeting called to order at 7:30 PM

Pledge of Allegiance Recited

Minutes of February 25, 2009

Action: Scott motions to approve, Derrick Seconds

Motion carries

Bills & Salaries

Action: Derrick motions to approve, David Seconds

Motion Carries

Transfers of Property

Action: Scott motions to approve, Derrick seconds. 

Motion Carries

Manager’s Report

Given by Glenn Dalton

Roger: Do you have approval by the IDNR on the plan to have the fish transferred out of the North pond to the main lake?

Glenn: Yes they are sending me a letter on that.

Security Report

Given by Rob Simmons

Treasury Report

To be given at next meeting

Correspondence

Read by Don Austin

Holiday Shores Block Party thrown by Newsong Fellowship

Chris White 1390 & Greg Horta 1253:  We are looking for ways to give back to the community, invest in the community, and just show the community we care as much about them as they do about us in our church community as well. 

Roger:  First of all, any of us as members can host any group of people out here we want to.  If we do it on association grounds other than our private lots, then we are just going to fall subject to getting guest passes for any number greater than 30.  Any member can do that.  Now to request to set up items in the public areas that are going to take away from the normal use of those areas, then that is another matter. 

Glenn: The one thing about the inflatables, Chris, I’ve seen a lot of inflatable’s where you have to drive stakes into the asphalt? We can’t have those.

Chris:  That will not happen, we will use sandbags.

Scott:  Are there any events going on that day?

Glenn: Not that I’m aware of.

Greg:  When we first talked about this we thought about using the club house so at that time we checked on the availability two weeks ago for that date and it was still available.  Then we decided to use the inflatables so we decided we needed to secure the outside.  So as of two weeks ago there were not any events going on. 

David:  Greg, you have been an active member of the social committee, one thing that would make this go very smoothly would be to make it a social committee event then a lot of the questions and issues that may come up I think pretty much go away.  I don’t know how the other board members feel about that but the Social committee has a lot of free reign through out the community and they help set up a lot of our events so if it is coordinated through them it works very easily if you an active member with them.  Then I think that would go a long way. 

Don:  So you are saying he should communicate first with the social committee?

David: My point is, like reserving the pavilion we as the community don’t do that for events. However if it is the Social Committee event they have the right to do that. We pretty much give them the capability to do that, but for us to say “Yes we are going to reserve it for you that day”, is something we have no historically done.  I as a member can’t reserve that pavilion, the only thing I can do is try to be the first one there in the morning and try to keep everyone else away.

Greg:  We were told the same thing about the pavilion so we are going to be prepared to have someone here early enough. And again all we are doing is to secure the location for food and to set up music.  I think when this was brought up; we were feeling strongly about approaching the board about the inflatables and securing the area in the parking lot usually used for the Beacon.  And because this is a church in Edwardsville we did not want to go through the Social Committee because it was not a Social Committee event but a church sponsored event. 

Scott: One question we always ask is how many people in Holiday Shores will be impacted by this? 30? 50?

Chris:  Yes.

Roger:  How are you advertising this event?

Greg:  We had a budget and one of the things we are planning on doing is advertising in the Holiday Times. 

Roger:  Is it open to the general public?

Chris: Yes, the general public being the Holiday Shores community. We are having the party here primarily for the people of Holiday Shores . We are not advertising anywhere outside the Holiday Shores Times for people to come here.  That is why we are having other block parties around the region.  This party is for Holiday Shores people.   

Roger:  How many people do you expect to participate?

Chris:  I would guess around 100, but it is hard to tell because we have only done one block party so far in our existence as a church and we had around 120 people there for that one. 

Roger:  Is the ballroom rented that day?

Glenn: I checked and there is nothing in the book right now.

David:  The reason he is asking that is because we are concerned about anyone who is paying for the rental of the ballroom then we have the issue of interference. 

Chris:  I understand that, and we would not want to interfere in any way.

David: And the question is, if there is not, and we make the decision to approve it then we need to make sure then if anyone is coming in and asking about that day then they are aware that this is going on that day. 

Scott:  Let me get this right, he is only asking for approval for the inflatables? He’s a member so he can get the pavilion and he can invite all of his friends and family so the only thing they really need is the approval of the inflatables. 

Roger:  I’m still dealing with the Holiday Shores residents participating and what I want to make sure you realize is that if there is some damage or an incident that occurs in essence everyone who is here is either a member or a guest of a member.  And if a guest of a member screws something up then the members are responsible, just so you understand that is what you are doing.

Greg:  Yes and one thing I was thinking was to hire a public safety officer to be there just in case something was to happen. 

Roger:  I think that is a great idea.  I’m glad you made that decision.  You said there were 2 inflatables, correct?

Chris: Yes.

Roger: Where are you asking to put the inflatables and you said you are using sandbags to hold them down?

Chris:  We would like to put them on the parking lot because they have to be on a flat surface.  There will be no stakes we will use sandbags to secure them. 

Action: Derrick motions to approve the request of the use of the inflatables, Scott seconds. 

Motion Carries

Old Business

2010 Budget

Action:  Scott motions to approve the 2010 budget that was provided, Derrick seconds.

Motion Carries

Annual Meeting

Roger:  The agenda so far consists of the budget; the by-law change on legal fees, there will be an update on the 319 grant, probably an update on the DCEO grant, and probably an update on the North property in general. Is there anything else that we want to go on the agenda?

Scott:  We had talked about Grenada Park .  So we have been discussing, between the Lake Management Committee and the Real Estate Committee, the use of the geo bags and the dredging of the Fishing Cove and as the only place we can really put silt is the ball diamond.  So going through the association map, the area of Grenada park which is on the corner of Holiday Drive and Shore drive, it is a green area most people know as the whiffle ball stadium there.  Glenn went out and measured today and it will fit very close to a regulation softball park in that spot.  So what I am proposing to put before the membership at the annual meeting is to vote on whether to move the softball diamond to Grenada Park . 

Conversation Ensues

Action:  Scott motions to put forth to the membership2009 Annual Meeting to move the softball diamond to Grenada Park , both for silt avoidance measures from the Fishing Cove and for the overall use of the field, Don seconds. 

Motion Carries

Roger:  Keeping with annual meeting agenda, we also talked about a 10 year road plan in dealing with culverts.  Do you still think you are going to be in a position to reach such an item Glenn?

Glenn:  Yes

Roger:  Once we publish that agenda I think we are locked into it, so we will need to say something along those lines, so that will be your territory to present that.  One item we kicked around at a previous meeting was do we want to do anything with boating safety and/or bladder boats on the agenda?

David:  Just as a discussion item?

Roger:  Whichever, I’m just trying to bring it up so we can figure out what to do. 

Don:  I would like to see something on the agenda because of the DNR having been out here and stopped 10 boats, most of them were defective, to the point that they found babies without life jackets and boats running around at night with no lights on.  Somehow we need to press upon everyone that things need to be in working order.  Whatever it takes, but something needs to be mentioned.

Conversation Ensues

Action:  David motions to put the bladder boat issue up for a straw ballot on the annual meeting agenda, Derrick seconds.

Motion Carries

New Business

Roger:  Our nominating committee has one board vacancy nominee and that is it so that is falling short of the needed number as I understand. Casino Night is not sold out and is in danger of not breaking even. 

Scott:  Just real brief we are working with Ski Club and the Social Committee to possibly take over the Golf Tournament so hopefully around the time of the Annual Meeting we will know more. 

Roger: And your goal on that would be to have them do it this fall?

Scott: We are working on a financial plan where they would run it and remain a line item in our budget this year, possibly go to half the year after, then completely out by year three.  But we are not there yet. 

Open Floor

Scott motions to adjourn, Derrick seconds.

Meeting Adjourns at 8:30

Back To top

Date: March 25, 2009

Attendance

Board Members

            Present: Derrick Richardson, Scott Webber, David Decker and Jim McCann

Excused:  Roger Groth, Ray Garber, Don Austin

            Quorum Present: Yes

Others Present

            Holishor Members Present 6

            Glenn Dalton and Brittaney Wilson from Holishor Office

Proceedings

Meeting called to order at 7:30 PM

Pledge of Allegiance Recited

Minutes of March 11, 2009

Action: Jim motions to approve, Derrick seconds.

Motion carries

Transfers of Property

Action:  David motions to approve, Jim seconds.

Motion carries

Treasury Report

Action:  Jim motions to approve, Derrick seconds.

Motion carries

Correspondence

Read by Scott Webber

Mike Utechtt Karate

Jim: They don’t pay rental on the club house other than the 20% correct?

Glenn: Correct.

Jim:  So they don’t pay a cleaning fee either?  So in essence aren’t we losing money?

Scott:  We have a deposit.

Glenn:  We have a damage deposit but as far as cleaning they’re not dirtying anything. 

David: We don’t pay to have anyone come in and clean after them and if someone wants to rent the ballroom on those nights he will move his class. 

Jim: How much income do we get from this? A guesstimate?

Glenn: I don’t have my profit and loss with me.

Scott: This has been going on for about a year now.

Jim: I understand that.

David: This is the second re-up I think.  So we had it for three months he renewed for three months. 

Glenn: This is the third re-up.

Jim: The reason I ask this is I read the by-law and the way I read the by-law concerning renting the clubhouse is the only way this is approved is if the board approves it. Otherwise he should have to have a rental agreement just like everyone else does.  This isn’t just solely for the benefit of members of Holiday Shores .  He brings in people from the outside.  I don’t understand why he is exempt from the current ballroom agreement and from the rental that we pay, the cleaning fees, regardless of whether we clean up after him or not and then we should collect the 20% on top of all of that.  Now if it was the Social Committee, Ski club, or restricted to only Holiday Shores members I got it.  But this isn’t, this is a money making event for him and basically he is using our clubhouse rent free.  The 20% is basically a franchise fee and that probably isn’t as much as it would cost him to rent the clubhouse if what I’ve read is accurate.  Considering he is doing this twice a week, so in essence that is $320 a week that he would be paying had he been renting the clubhouse which is the way the by-law was written.  He should be paying $160 each time he rents it and then paying the 20% on top of that not instead of that.  I know it was approved the other way before and the only way it can go through is if the board approves it.  I got that but I wanted to bring it up because I don’t completely understand why we make an exception for someone to use our facility for revenue. 

David:  When he came in for the first time, we had some very long discussions about it and we read the by-law differently, that it wasn’t on top of the rental fee and we had done this for the one lady that did the painting class.  Now this individual for the karate we had talked to him about how many people would be from Holiday Shores and there was definitely a preponderance of members attending his class.  He is not a member, but he does have a contract and he is sponsored by a member so there is a contract signed for this. 

Jim: But no monies are being collected for this other than the 20%.

David: Correct

Jim:  Which doesn’t equal what we are losing, so let him keep his 20% and let him pay the rental of the clubhouse that makes more sense to me.  We are losing money and I know we aren’t losing money because if someone else wants to rent he will move his class for them, I got that.  Where do you draw the line, where do you say to a member, “yes, we allowed this guy to do this as a board of directors we vote on it, we approve it, he pays 20% but if you wanted to come in to do that then this is what it is going to cost you, and it is considerably more than this man is paying and this man does this for a living.”  Am I the only one that has a problem with this?

Scott:  From my standpoint I think I agreed with it is because it is benefiting members of Holiday Shores . 

Jim:  He is not a member and he is bringing in people who are not members as well. 

Scott: Do we know that to be fact?

David:  I think you can pretty well guarantee there are folks that are in his class that are not members.  But when we discussed it there was definitely a preponderance of members in his class.  And when we looked at it we saw it as a way to make some additional money because he wouldn’t rent it from us and pay the $160.  So we had the opportunity to make the 20% on those two nights as well as benefit the membership. 

Jim:  Ok, I just had to get my say in. 

Conversation Ensues

Action:  Derrick motions to approve, David Seconds.

Aye: David and Derrick

Nay: Jim

Motion Carries

Armand Michaud 1585: Property Clean Up

Deanna Michaud 1585:  I am here to say I appreciate your time you put into our association, however I do have some gripes I need to share with you. First of all, we enjoy the ski club when they are practicing, I take my kids down there and we watch, however we had a really nice little dock there at one time and it has now been torn down and thrown into a big pile of wood and a big hole there where they didn’t fill it in.  Since then they have moved in with all kinds of junk and left it there.  If you look at the pictures that it what our neighbors and myself and my husband had to look at.  My husband and I would like to sell and move somewhere else because we are getting older and need something smaller.  And with the economy the way it is our property value has dropped $60,000 in 1 year, we just had our house reappraised.  Which makes us very unhappy, and to have to look at that mess down the road.  When people are coming out here and looking at property to buy, they drive by and they see that mess.  Plus I also have a neighbor that has left his garbage cans out there and all kinds of mess out there. Most of the neighbors around Holiday Shores I think they really take pleasure in their homes, they pay the money for it and they are trying to keep them kept up.  When I look at this mess down there, maybe you can answer me, did the ski club buy this property, but if they did we would get a note on our door saying you can not keep a mess like that and we would have to do something about it.  I’m thinking “Okay, if you want a ski club, if you don’t own that property then take it down to the marina and rent some property and put it down there.  That is what we would have to do; we would have to get it off of our lots so it would look presentable.” The other thing I would like to discuss is, we are going to burn leaves again and I don’t know how we go about getting something signed to find out how many people in Holiday Shores really dislike the trash being burned.  Pretty soon we are going to be opening up our windows to enjoy the fresh air and half the time all we smell is something burning and a lot of us have got problems and we can’t really take that burning all of the time.  That is all I have to say. 

Scott:  We have had other calls about the ski beach.  The wood pile that is there, an agreement was made either last year they were going to build a new beach down there, and put a pavilion down there for the community.  That hasn’t happened yet; do we have a status on that?

Glenn:  Like I indicated to you earlier, Mike was supposed to be in this week and we were going to coordinate all that, we talked about it two weeks ago when we were talking about the status of having the equipment down there.  He hasn’t been in yet but we are looking to go down.  The dock is going to be rebuilt and the pad for the pavilion is to be built this spring for that.  That is where a preponderance of the lumber is to be, in the dock the seawall, and the framing of the pavilion.   

Scott:  We just need to make sure they are on track.  I think that was supposed to be done a lot sooner than what we had thought.  On the storing stuff, they used to store it at the Maintenance building before right?

Glenn:  Yes

Scott: We should probably contact them and have them do that again.  I think one of the things that past boards have done is allow them to park the white trailer down there because that is where they store there equipment during season. 

Deanna:  That is not a problem, I don’t think anyone has a problem with that. 

Scott:  So Glenn is reaching out to them to take care of that. 

Deanna:  Because we live there on the hill on Su twan and the levee comes right there by our house.  No one comes up there but maybe once a year and does any weed whacking.  Those weeds there grow up really high and they look terrible.  Looking at property values and I know if you drive down Sutwan and you drive down the corner where that machinery drops all of that mud into the drainage area there.  I feel sorry for the people that are trying to sell that house. They are never going to sell that house because the front of their house looks right out on that mess.  If I’m coming out here to look at property I’m thinking “my gosh, look at that mess and that mess and they don’t do any weed whacking or that sort of thing to make it look like people live here and care.”  

Conversation Ensues

Old Business

Geo Bags

Scott: Just as a reminder on April 8^th at the pre-meeting at 6:00 the manufacturer from the geo bag company will be here. 

Senator Haine’s Visit

Scott: At that time as well, Senator Haine will be here at 7:30 for the ribbon cutting for the Morning Glory.  He was instrumental in us getting that DCEO grant and we want to thank him and have as many members as possible come out for that. 

Audit Meeting

Scott:  On April 22^nd meeting, we have to call a pre-meeting for 6:30 .  The auditor will be out here to go over the Audit Report. 

New Business

Annual Meeting Agenda

Scott:  The agenda as it has been presented, if you give a half hour per topic, it looks like it will be a 5 hour Annual meeting.  So I am here to volunteer to not present the 3 year silt plan in effort to save you a half hour.  And I think Don is willing to take away boater safety and limit it to two minutes as well.  So we have the Board of Directors vote, the Budget vote, we will have at least four ballots.  Do we really need to do a DCEO update because you are doing a Manager’s Report correct?

Glenn:  Yes

Scott:  A brief paragraph on here is the schedule of events for the Morning Glory repair, we can limit it that way.  And I would also include if we get to that point, maybe a few sentences as well maybe on the geo bags investigation and not do a long drawn out presentation.

David:  There is no way we will be here for 5 hours.

Jim:  If the group drops below quorum is the meeting over?  Because I know people at some point leave the annual meeting.  So if the group drops below quorum do we have a right to continue the meeting?  I have a hard time believing we will keep members here for 5 hours.   

David:  We have to work real hard to keep the agenda tight and keep the time we are here brief.

Scott:  The way I would read it Jim is “The quorum shall consist of a majority of board and 50 members entitled to vote.” I read that as you need to have 50 at least for the vote.  That would give us Board of Directors vote, Budget, the by-laws we are voting on tonight, and the Lake Manager ’s report. 

Ballot Approval Legal Fees

Read by Scott Webber

Action:  Jim motions to change ballot #1 as amended in this discussion, Derrick seconds.

Motion Carries

Ballot #2 Approval of Ball Field

Read by Scott Webber

Action: David motions to accept the ballot as written, Jim seconds. 

Jerry Theodore 1346: Anytime you go for a by-law vote to the people on something the board can do, you just tied your hands.  On the other side of this issue you’ve been talking about the spoil site, which I agree with Jim completely, you’re probably leaving yourself open if you lose that to not be able to use that as a spoil site.  And the other thing if they approve it and someday down the road you want to move it you’re going to have to go back to the people to move the ball field from that place.  Once you make a by-law that’s it, and the only change is at an annual meeting or a special meeting.  These by-laws need to be watched very closely.  Don’t take the latitude away from the board. 

Motion Denied

Michaud 1585:  Does that mean we are going to have another of those ugly pits over there by the ballpark?

Scott:  I can respond to that.  The current lake management committee as the chair and Jerry is here as well, that is not our intention; there are other things we are currently researching.  We mentioned the manufacturer of the geo bags will be here at the next meeting to do things a little bit differently than the silt pit. 

Deanna:  Okay, I was just visualizing those poor people with a pit around their house.

Scott:  It could very well be a silt pit, we don’t want to do that, but we do have to do something about the silt in there.  Just so you understand the state of Illinois and the IEPA and the other government entities will not allow us to transfer silt on county roads.  So the only way we can move silt is on Holiday Shores roads. That is not St. James and that is not Prairietown.  So we are bound within our own little area here.  Plus we are talking about all of the permitting that is required.  It is not something where we just go and build a big donut in the softball field and suddenly you have a silt pit, there are a ton of processes that have to take place first.  And I can tell you, we are trying to do everything possible to not do that.

Deanna:  That would be wonderful.  Those people are going to be around that area where the pit would be, are they going to be notified first?  If they don’t get to vote on it, they still need to know about it so they can sell and get out of there. 

Jim:  When we put the silt pit in at the other location it was discussed for six months, there was a lot of discussion on it and one of the people that lives down there and one of the people that lives down there was actually on the board at the time.  Yes, they do get their day in court just like you are doing now and there is a reason why we do it that way.  As I said before sometimes the board has to make some unpopular decisions that benefit the association as a whole.  If you think your property values have gone down now, you let this lake silt in, then you might as well board your home up and move.  The biggest asset this association has is that body of water out there, one of the primary things this board has to do is protect that. And that is one of those unpopular decisions that we have to make and it has to go somewhere, we are limited as to where those things can go.

Conversation Ensues

Ballot Approval of 319 Grant

Read by Scott Webber

Action:  Derrick motions to approve ballot #3 as written, David seconds. 

Aye: none

Nay:  David, Derrick, Jim

Motion Denied

Relocation of funds from DCEO

Scott:  Every quarter Glenn has to supply a report to the state basically detailing what we are being reimbursed for technically, what we are drawing out of that $150,000 grant.  Currently we have claimed $18,447.65.

Jim: Is this number anywhere on the treasury report?

Scott: Not yet, so I’m assuming it will go on there right away, it is being moved into the operating budget.  Probably not something to do tonight, but I would start thinking though about where we want to put that $18,000. 

Jim:  I think it should go into our operating funds.

Glenn:  That is where it is currently at but it is not earmarked for anything.

Jim:  That is where it should stay because in that fund we can do anything we need to do with it, once we earmark it we earmark it. 

Scott: Have we gotten the bids to dig out the silt basin?

Glenn:  No I’m waiting for one more.

Scott: For instance we can earmark the money based on the bids that come in for the silt basin. 

Conversation Ensues

Guard Rail

Jim: For two years, I have been driving across the dam looking at a guard rail that protects the opening of our spill way that was damaged by a hit and run driver and has remained un-repaired for quite some time.  I understand we are in a dispute with the county as to whose responsibility it is to repair this.  Now recently we had a member who was sledding and went down into the overflow who was injured and we put up a fence.  We have a situation now where a car can go off the other side because that is what the guard rail was there for in the first place and not only do damage to a member but also do some pretty destructive damage to that overflow.  I understand the dispute is there but I would like to know what it would cost us to repair that ourselves, not only is it an eye sore but it is also very hazardous and once we get it repaired then we fight to get the money back.  But I don’t see any reason to have that guard rail down like it has been for the past 2 years.

Scott:  How much does that guard rail cost?

Glenn:  I’ve got the cost downstairs.  We have priced the bolts and the lumber we are going to use.  Jim has the cost downstairs and I told him that we are going to go ahead and repair it.

David:  So the plan is to go ahead and have it repaired. 

Scott:  When?

Glenn:  As soon as I can get a workforce here to work on it.  I don’t come back on full staff until the first week of April.

Conversation Ensues

Information Only

Property Rules

Violations, Fines, Suspensions

Open Floor

Chris England 611:  I never had this problem, I had read in the Holiday Times a while back that you were talking about putting in new culverts over the roads.  I have photographs, what I think has happened is before maybe the last two years they did some construction work on Clover.   When they did the construction I’ve got water coming toward Westview.  I’ve got pictures here of Jim Perotti’s truck driving over the water where the water has flooded the road.  I have a creek, I could put some fish in and sit in my back yard and go fishing.  I just want to know if something can be done about this.  Last year I had a truck load of dirt, it has taken that away, it has taken my back yard, you can go by and see it.  The county is saying it is not all their fault they are saying it is some of the community.  I know you guys were grandfathered in I guess, but then we had all of these new homes built and there was no where for the water to go.  It is coming all my direction.  There is a lot 612, I believe, the man uses it just to be able to use the lake out here.  I don’t use the lake but I have a backyard that floods out.  The county keeps saying I should come to the meeting to talk to you about it.  The other day I saw a truck and they went everywhere filling in the potholes and it took everything for me to not run out there and flag him down because I am the last street over on Westview, I’ve had a pothole, I wrote a note when I first moved out here and someone came out and threw some rock, there are potholes all over.  It is like they forget the last street.  I really would like to get this water taken care of because it is going to….

Conversation Ensues

Jeanie Votruba 493:  I know it is early as far as the year goes, has anything been done to get fireworks ordered yet?

Glenn:  Yes

David:  We actually did a multi-year contract.

Jeanie:  Good, the fireworks have been fantastic that past few years, my only suggestion is it doesn’t get cleaned up it is really bad, I took pictures of the day after and it was a real mess.  We really need to do something about getting it cleaned up P & Q.

Glenn:  They try to do it that night, but we end up doing it and it takes a few days for us to get it cleaned up.

Jeanie:  I just wanted to check on it.

Scott:  Glenn has assured us we will have full staff this year so it will be cleaned up!

Executive Session

Meyer

Jim motions to adjourn, David seconds.

Meeting Adjourns at 9:00

Back To top

Date: April 8, 2009

Attendance

Board Members

            Present: Roger Groth, Derrick Richardson, Ray Garber, Don Austin,

            David Decker and Jim McCann

Excused: Scott Weber

            Quorum Present: Yes

Others Present

            Holishor Members Present 14

            Glenn Dalton and Brittaney Wilson from Holishor Office

Proceedings

Meeting called to order at 7:45 PM

Pledge of Allegiance Recited

Bills & Salaries

Action: Ray motions to approve, Derrick seconds. 

Motion Carries

Transfers of Property

Action: Derrick motions to approve, Ron seconds. 

Motion Carries

Treasury Report

Given by David Decker

            Profit & Loss Statement

Action: Jim motions to approve, Derrick seconds. 

Motion Carries

Manager’s Report

Given by Glenn Dalton

Security Report

Given by Rob Simmons

Correspondence

From Larry & Yvonne Montgomery Lot 1661

Read by Don Austin

Roger:  I think we should ask Glenn to respond either for my signature or his in writing.  I think we need to reiterate a few things in a response to them.  One is our building committee process relies on Madison County building committee process to address the elevations and drainage issues.  Taking on that burden ourselves is something we are not equipped to handle.  We rely on the county to do it.  And reiterate this is a civil matter between the parties involved.  I think to even say or imply that we are going to become more expert in building committee approval process would be beginning to lead in that direction this might take on. 

Ray:  The only thing I can recall is suggesting that perhaps, in the building permit process require something from the builder stating that they had the issue looked at.  Not something we have to do but something they have to provide for us.  

Jim:  The problem with that is once we make that part of our building rules we now take on a certain about of liability to not only enforce it but liability in that if it is not done we now have a certain about of responsibility in the civil proceedings for any lawsuit that may come about.  

Ray:  That could have been where that went; I wasn’t sure what the outcome of that suggestion was.  Evidently that is where it went.

Roger:  To my recollection we have had discussion about amending our notes that goes into the building permit.  Didn’t we do something in response to the one set of complaints we got from over by Dave’s house. Did we not make changes to our file process?

Gerry Theodore 1346: I don’t know how long ago it was but we gave the board about 5 building changes.  One of those was a drainage recommendation that stated such things as they couldn’t run water in any way other than to the front ditch or to the lake at the back of the house and it must be buried under ground. And that was not addressed by the board. That was the only thing that I can recall that we had done.

Roger:  Okay, if everyone agrees I will have Glenn write up a response and I will go ahead to sign it. 

Old Business

Annual Financial Audit Discussion Planning

Roger:  In our packets for sometime we received the Annual Financial Audit Report and a transmittal letter with that from Scheffel & Co.  We are going to have their representative at our pre-meeting at the next meeting.  Any questions or issues you have with that we will deal with it at that time. 

Senator Haine’s Visit

Roger: I just wanted to mention briefly about the Senator Haine visit, I spoke with him briefly before the meeting and he expresses an interest in our lake management activities so I spent a little time explaining to him about the 319 Grant,  I explained to him a little about what we are doing with the DCEO grant, and how we are looking for other funding sources for our portion of the 319 grant and we got into the discussion of Geo Bags and all of that and I just want everyone to know that he is a willing listener and supporter of those activities and I think we should take advantage of that.   

319 Grant Next Steps

Roger:  We got a contact the day before yesterday from a State employee who will be the grant manager of that grant.  They would like us to meet with them to create a document that would be the frame work for an agreement between the state and us for approval of that grant.  They are not saying we have got the grant and we are not saying publicly we got the grant; it looks as if we got the grant.  The next step seems to be that we should meet with them to see what flexibilities we have in altering the scope of work and/or costs of the proposal.  I know last meeting you decided you didn’t want to put the 319 grant on the annual meeting agenda, with approval eminent and we’re going to need to sit down face to face with them in the next couple of weeks and try to hammer out an acceptable deal, are we sure we don’t want to put this before the membership? The range of my questions for us is the engineering proposal in the 319 grant is a state of the art proposal.  I don’t think you could propose more state of the art to manage the watershed coming into this lake along with the 37 acres we bought.  The price tag on it is extremely high; it is $145,000 from the grant proposal that would be our cost, that would be our 40%.  What level of money would we be comfortable with?  What scope of work would we be comfortable with? What do we want to do when we meet with the state, what do we want to do with the membership?  Let’s just say we got a comfort level for $100,000 for the board. Are we comfortable to redeploy reserve funds and operating funds over a two year period?  Are we comfortable with making a decision as a board without membership approval? I feel like Glenn and I need to know the limits that you would like to put on this so we can sit down with the state and see where we can go with this.  I’m not willing to say it is an all or nothing proposal because I don’t want it to be a nothing proposal, I want to take advantage of this grant at some level Where can we go with this?

David:  From the beginning of this effort, in regards to silt avoidance at the North property, I have asked what our plans were. We did not get any proposal presented to the board until the night we had to vote on whether to submit for the 319 grant. And what we proposed to the membership when we were talking about purchasing the property was spending somewhere between $8 and $20,000 to do silt avoidance. At the later annual meeting we were still talking about the $20,000 range.  And the idea of us using $150,000 to do that work up there is to me a complete reversal of what we had discussed. The second part of the plan, I have a problem with, as proposed we are turning the North property approximately 90% of the lower area into a wetland and basically making it unusable for anything we would like to do with it other than silt avoidance.  Not that silt avoidance is a bad thing, but I think we can accomplish a high percentage of our silt infiltration into the lake without limiting our use of that property and without spending that kind of money.  With this grant it is completely different from the DCEO because with the DCEO we get the money up front and then we spend it.  With the grant we have to expend the money and get reimbursed for it.

Roger:  What we have been advised on is that the engineering firms and contractors are familiar with these grants and they don’t expect payment until it comes in from the state.  It is not as if we will have to make payments to the vendors until it arrives.  They are used to this. 

David:  So we would enter into the agreement with the engineering firms for X number of dollars, let’s say $30,000 worth of work and they would do the work and we wouldn’t have to pay them until we got the check from the state. 

Roger: We wouldn’t have to pay them the 60% until we received the money from the state is my understanding.  That is just the way the businesses do it.

Ray:  I have the same issues, I want to take and reduce as much silt as would be reasonable utilizing the least amount of our property to accomplish that purpose.  I’m not as concerned with whether it is $140,000 or $100,000 or $50,000, because when I look at it in the long run, as long as it accomplishes what the goal is to reduce the silt by 50% of the silt then if we are spending $40-50,000 a year to dredge out that silt, if we could reduce that in half over a period of time then I think a certain level of cost would be justifiable.  But then again, going back to what Dave was saying, if you could reduce it by 40% and use half the property, I would be happier with that.  I’m not dealing with the cost of it right now; the cost is whatever the cost is.  As far as covering that, currently we have monies available that we are deciding what to do with.  The other thought I had was the fact that we didn’t spend money on that study for the engineering report and maybe there is a way to utilize less land. 

Conversation Ensues

Annual Meeting

Wake Boat Restriction Straw Vote

Roger: The language for the Wake Boat restriction straw vote, this is Glenn’s work. We need to know if this is ok. 

David:  The vote yes is a little investigated.  It doesn’t say we are going to pass it, it just says we’re going to investigate it. 

Jim:  I think under the vote no, it should say “no action will be taken at this time.”

Roger:  I thought about that but what I was thinking was that I didn’t want to tie the board down to not doing anything.  There is no obligation to do it but it does not preclude you from doing it.  What if there is an incident that occurs and we need to do something?  I’m just saying the board will not be obligated to do it, does not preclude you from doing it if you have to.  Are we okay with this?

Board: Yes

Legal Fee By-Law Change Ballot Language

Roger:  The only question was, Jim, did this match whatever change you had motioned last meeting? 

David:  I think it is fine.

Awards to be Given

Roger: It is traditional for the parting board members to receive a certificate; I know some of us have different thoughts on that.  So I left it to Derrick and Jim, you are going to be departing the board do you want to be recognized?

Jim: No

Derrick: No

Roger: Glenn had suggested that we recognize the three entities that were involved of the rescue of the young teenage that was affected by carbon monoxide poisoning on the back of the boat platform last summer.  The first would be, Ru Ritter, who called in the incident to security, Brian Buhs, who was the first responder and the Holiday Shores Fire Department.  Next, is there any interest in recognizing the Casino Night organizers? 

Board: Yes

Roger:  Also, is there anyone, those of you who have been on the board for a while, think it is time to recognize? One of my favorites is the Garden Club.  We do recognize them every now and again. 

David:  I wouldn’t have any issue with that as long as we didn’t do it last year.

Roger:  Glenn, look that up and see when we last recognized them. Does anyone else have anyone they would like to recognize? 

Geo Bags

Roger:  Members of the Lake Management Committee and board members met with a representative on the use of Geo-Textile Tubes, which we have been calling Geo Bags.  We are continuing to pursue that as quickly as possible.  We are going to be looking at silt analysis in the fishing cove that will lead to computations to the number of tubes to be used, that will give us a better idea of the cost of it.  At the same time we will be pursing the permitting process that the state is going to require so we can fast track that as best we can. 

New Business

Meet the Candidates Night

Roger: We have had three members who have come forward to run for the board vacancies.  We have traditionally had a Meet the Candidates night.  It was tentatively written on the calendar for this Friday, but it will not be this Friday due to Good Friday.  The next Friday would be April 24^th.  Do we want to have it? Is April 24^th acceptable and is there a volunteer board member to emcee the event?

David:  I think the last time we had it we only had enough members to fill the slots and there were a few members that had requested that we continue with that. 

Roger: I know in the past years I have attended, it depends on if there are more candidates than there are vacancies that normally brings them out.  As well as whom the candidates are.

David:  Who area the candidates?

Roger:  The other thing we need to do is draw their names for the order on the ballot.  I just drew them out.

Draw Names for Ballot Order

            Gary Kluckman 1679

            Carla Nickels 322

            Mark Ogle 57

Roger:  It sounds as if we would like to go ahead with the Meet the Candidates night on April 24^th, we will figure out who will emcee it. 

Lawn Mowing

Roger:  Glenn got a contact from the gentleman who does the lawn mowing for us; he wants to open a dialogue with Glenn to increase rates from $15 to $20 a lot.  Glenn is just looking for a little feedback from the board before he handles this.  There are two aspects of it, first is what we agree to pay for the actual mowing and what do we charge the delinquent home owners that we mandatorily mow their grass because we have handling fees on those.  My reaction when I saw it was, it cites high fuel costs, etc. If we did it at $15 last year when gasoline was at X and in 2009 gasoline is at X, why does it need to go up 33.3%.  What happened to $16 or whatever? That was my reaction I don’t know how anyone else feels.  Like I said this is something that Glenn will handle.  

Don:  Are we talking the lots between homes?

Roger:  Out lots, our lots and delinquent lots.

Conversation ensues

Barge use to install a dock

Roger:  I want to give the board members a head’s up, there is probably going to be a request that will be making its way to us here soon, having to do with use of a barge to install a dock.  We have a rule against it but it is very old; there are such things these days as eco-friendly hydraulic fluids, whether or not hydraulics will be used remains unknown. I just want to get the board members to think about this a little but.  We have some seawalls that need to be fixed and the only solution is a pile driven seawall and they are probably almost cost prohibitive if they are done from land for homeowners. So I just want you to start thinking about this, this one is supposed to be a dock and it is probably going to be making its way to us.

David: You said the only option is on the seawalls.

Roger:  Home owners are finding that it is cost prohibited from land.  There have been a couple of instances that is not, because of the slope, it is not going to be done.  I just want us to be open-minded and think about it in 2009 as opposed to when that rule was created because I think there are lake friendly options, I don’t know that I’m just hoping there are. 

Jim:  There were lake friendly options when we looked at it in 2004.

Roger:  Okay, I just wanted to give you a heads up before it gets to us. 

Open Floor

Jeanie Votruba 493: In the past years we have had the nominating committee hosting the meet the candidate’s night.  Just for your information Fort Russell Township has an annual meeting coming up April 14^th at 7:30 .  If any of you are in the Fort Russell township and are interested in going to the annual meeting it is open to the Fort Russell public.  When Rob was talking about the boat safety thing that is also the annual meeting date. 

Glenn: We are going to change the date.

Joe Roth 1030:  About the grass cutting thing, how do they do it? Is there a schedule or do you tell them when to cut it.  How often is it done is what I want to know?  

Glenn:  It is done 4 times a year for our lots.  If we get abnormal amounts and they are really growing of rain we will contact them and let them know we want it again.  As far as nuisance lots we contact them and tell them when we want them to mow those lots as well. 

Joe:  So it is your decision then?

Glenn: Yes.

Don Motions to adjourn, Derrick seconds. 

Meeting Adjourns at 9:30

Back To top

Date: April 22, 2009

Attendance

Board Members

            Present: Roger Groth , Derrick Richardson, Scott Webber , David Decker  ( Jim McCann present by 7:50 pm )

Excused: Ray Garber , Don Austin , Jim McCann

            Quorum Present: Yes

Others Present

            Holishor Members Present: 8

Glenn Dalton and Monica O’Brien from Holishor Office

Proceedings

Meeting called to order at 7:40 PM

Pledge of Allegiance Recited

Minutes of March 25

Action:  David Decker motions to approve. Scott Webber seconds.  Motion Carries.

Minutes of April 8

Board reads minutes silently.  A few typographical changes made. 

Action:  Scott Webber motions to approve.  Derrick Richardson seconds.  Motion Carries.

Transfers of Property

No transfers of property occurred

Correspondence

From Thomas & Dana Greco Lot 2035

Read by Scott Webber Greco’s unable to attend this meeting. Letter describes a recent water trampoline incident that occurred during a long-standing neighbor dispute in a small cove. 

From Alan Fremont Lot 1719

Read by Scott Webber  Letter asks for Holishor to pay alleged damages to decal on ski boat that was boarded by State Police last summer. $1975 estimate was included. Member withholding dues until issue resolved. 

Old Business

Board of Directors Ballot- Three members expressed interest in running for Board of Directors.  One of those members did not submit the paperwork and his name was dropped from final ballot.

Meet the Candidates night- Jerry Theodore volunteered to host.  (Nominating Committee came in later during the meeting and assumed the responsibility)

Drainage and Construction-

Glenn Dalton:  Wants association to understand any drainage issues over new construction are a civil matter.  We previously assumed Madison County looked at elevation in the permitting process, however they do not. We spoke with both Madison County Building & Zoning and Stormwater Management.  We just have a verbal but we are trying to get it in writing.

Jim McCann : Thought county had jurisdiction after all the years I was on the building committee. Asks Glenn to check county ordinances to see if there is already something in writing.

Conversation ensues.

Audit--

Roger: We met with audit firm’s representative tonight to discuss Holishor financial reports.  We received another clean report in regards to financial practices and finances of the Association.

319 Grant

Roger:  Next Step : We met with IEPA grant project manager.  There seems to be a lot of flexibility with how the association proceeds with that whole endeavor.

Step 2: We will proceed with the development of an agreement between the association and IEPA. In the meantime Henegan & Associates will be staking out where the silt basins will be and where the wetland area will be.  We had clarification that the state is considering it 4.75 acres of wetlands, of which 2 acres will be a silt retention basin.  We do not have a deadline for his draft but I think his goal is in July with an open start date.  Don’t want to rush it; more important to get the contract with terms we can live with.

Scott: With all the projects with the morning glory and general maintenance we would be hard pressed to start anything this summer.

Dave: Are we going to have more discussions about what we think the proposal will be?  I listened to the minutes from the meeting with the IEPA project manager, very flexible but still questions up in the air about what is allowed and not-allowed.  It looks like portions of this are considerably high in costs, are we going to look at getting more accurate numbers before we accept it.

Roger: We have Ron Paul from Henegan & Associates looking into the proposal to determine current costs.

Dave: Do we have a work order, right now or are under a time and material cost basis?

Glenn: It is under our start-up work order we started two years ago.

Roger: We need to sit down over the next few weeks to carve out the project.

Dave: Just do not want us to be pressured at the last minute.

Conversation Ensues

New Business

Greco letter—

Roger: We are going to table this till next meeting when Greco’s can be present.

Fremont letter-

Roger: Last summer we listened & asked Mr. Fremont to put in a request in writing, they are just now getting it to us.  We never assumed responsibility.

Jim: We have insurance for a reason, Shouldn’t we just turn it over to our liability insurance.

Roger: Problem is that we don’t believe we damaged the boat.

Conversation ensues, Roger tabled further discussion for executive session.

Work Orders for Henegen & Associates-

Roger: We have two work orders that need to be approved and signed.

First work order is a $3000 fixed fee for 2009 dam inspection.  Reoccurring inspection occurs every 2-3 years.

Scott: The fixed fee is covered under DCEO.

Action: Dave Decker motions to approve the first contract. Jim McCann seconds.  Motion Carries and Roger signs the first contract.

Second contract

Roger:  The second contract is for the permitting The Riser engineering services.  The service is for the morning glory. Required to make the improvements to the morning glory to put the extension on it and they are going to provide a preliminary flow capacity.  It is fixed at a $5,000. fee. 

Jim McCann :  You mean we have to pay $5000 for a permit for a project that only cost $2,000?

Roger/Glenn: Yes, we have to have the flow data for the certificate.  We don’t have a study for that.      

Further discussion of fees and the flow data study.

Action: Dave Decker motions to approve the second contract. Jim McCann seconds. Motion carries. Roger signs the second contract.

Fireworks Display-

Roger: We previously signed a three-year contract with our fireworks company and they included extra fireworks in at no cost.  Now they are offering to add 8% more fireworks to the show if we pre-pay.  We usually pay the night of the show.

Jim: I thought I remembered us paying in 2 installments.  One before the show and one after the show.

Action: Scott Webber motions to approve pre-payment. Dave Decker seconds for the sake of discussion.

Discussion Ensues

Roger: We pay $16,000 for a $21,000 show, that would bring it up.

Jim McCann :  It bothers me to pay up front in today’s economic situation with so many companies folding.  I don’t know if it is worth the gamble for an 8% increase.  Members might not notice the 8% increase but they would certainly notice if they don’t show up at all.

Vote on motion for prepayment:  No one for.  Nay: Jim, Dave, Scott, & Derrick.  Motion Fails.

2 Variance Requests:

Randy Meredith (1401) –

Scott reads landscape variance request.  Would like to request not to install 2 hardwood trees because the lot shape & a dimensions of the circular driveway will not leave enough room. 

Roger: Building committee recommends approval.

Action:  Jim McCann motions to approve tree variance. Derrick Richardson seconds.  Motion carries.

Scott reads second variance request for same property.  Requests a culvert variance.  No ditches in cul-de-sac, culvert would create problem. 

Roger:  Building committee recommends approval.

A short discussion on the flow of water in the area ensues.

Action:  Jim McCann motions to approve culvert variance.  Derrick Richardson seconds.  Motion carries.

Open Floor

Monte Thus (6): Received annual meeting packet & noticed the straw vote for wake boats with ballasts.  Why are we just isolating those boats, many other boats make big wakes. 

Roger: We have concerns from members & staff concerning wakes damaging seawalls.  Board wants to survey opinions from membership to determine whether it is a problem or not.

Glenn Dalton: These are the only boats that mechanically alter the wake.  This type of wake is noticeably different than other wakes.

Further discussion ensues.

Roger:   If we have a yes vote at the annual meeting, it will indicate we need to investigate it further, but it will not necessarily mean a rule change.

  8:40pm Scott motions to adjourn to executive session, Derrick seconds. 

Executive session adjourns at 9:05pm .

Board minutes submitted by Monica O’Brien

Back To top

Date: May 13, 2009

Attendance

Board Members

            Present: Roger Groth, Don Austin, Scott Webber, David Decker and Jim McCann

            Excused: Derrick Richardson and Ray Garber

            Quorum Present: Yes

Others Present

            Holishor Members Present:  11

            Glenn Dalton and Brittaney Wilson from Holishor Office

Proceedings

Meeting called to order at 7:30 PM

Pledge of Allegiance Recited

Minutes of April 22, 2009

Action: Scott motions, David seconds.

Motion carries

Bills & Salaries

Action: David motions, Scott seconds.

Motion Carries

Profit Loss Budget

No Action

Transfers of Property

Action: Scott motions, David seconds.

Motion Carries

Manager’s Report

Given by Glenn Dalton

Security Report

Given by Rob Simmons

Treasurers Report

Given by David Decker

Action: Scott motions to accept the Treasurers report, Don seconds.

Motion Carries

Correspondence

Read by Don Austin

Action: Discuss in New Business

·         Brian Sciranko- for sale sign on boat

·         The Beacon Inn Fish Boil Dinner Show

·         Kinder 340 Wanda Letter on unkempt property

Roger:  This is a property that the board is well aware of. Glenn has taken the time to discuss the rules and bylaws with the homeowners as it relates to unkempt properties and things.  So I think they are satisfied that Glenn is doing what he can.  We should also mention that Madison County is involved in some violations of the property as well. So that is where that stands at the moment.   

Old Business

319 Grant

Roger:  Nothing new has transpired with the 319 Grant there has been no communication back from Jan Carpenter at the state.  Glenn is still trying to get bids to clean out the silt basin.  He has one submitted bid at the moment and we are having trouble getting contractors to bid so nothing new to really report there. A couple meetings ago we opened the bids for the silt pit clean out; the contractor that we gave the bid has failed to show up to do the work.  What I am asking for the board to do tonight is give Glenn the authority to contact that contractor and tell him he is no longer the recipient of the bid.  Glenn has another bid from Valley Construction for $19,250.  I would like to give Glenn the authority to execute that bid and get the dredgesilt pit cleaned at the earliest opportunity. 

Action:  David motions to approve the bid of $19,250 to clean out the silt basin, Scott seconds. 

Motion carries

Annual Meeting Preparation

Roger:  Glenn do you have enough ballot counters?

Glenn:  I have three right now.

Don:  I have one I can volunteer for you.

Glenn:  That would be great.

Roger: We have 3 ballots to vote on and one of them is a straw vote.  We’ve got them each color coded.  Jeanie, will you be available to do the invocation?  

Jeanie Votruba: Yes

Roger:  Don, you will have to make sure you have the minutes from the previous membership meeting. 

Don: You have those Glenn?

Glenn: Yes.

Don:  I have talked it over with Kellie that we probably need to review those again.  And I haven’t seen them yet but I will review them. 

Roger: 

·         David you will do the treasurers report don’t forget to make a statement about the annual audit as well.  You will also handle the presentation to vote on the budget. 

·         Glenn you will be doing your Managers report, I would like to see a copy of it as soon as you finish it. 

·         Scott you will be doing the Morning Glory Report and mention something about the DCEO grant. Also, the North property updates will you do that along with Glenn? 

·         Roger will discuss the proposed By-Law Change and Recovery of Legal Fees. 

·         Don will do the recognition of awards, make sure the staff is given the certificates and you have those in hand and make sure the recipients are available. 

Greco Letter

Tom Greco 2035 Treasure Drive:  This is in reference to a situation in our cove pertaining to our neighbors dock. I was just curious what the rules were for the construction of a dock and how much space it can take up back there? 

Roger:  First of all, when it comes to docks at the ends of coves, creeks, etc, the association, through the Building Committee, has gone to great lengths to allow as many people as possible access to the lake. In our rules where you read about the percentage of coverage in a cove and things like that obviously if that rule was carried out in your cove and many others in the lake, the association would say there can be no dock. So to avoid that, the building committee has worked with home owners to try and make those people in the ends of coves have access. That is our position on it. Your neighbor’s dock that was built had been approved by the association and what is there is there from our perspective. Yours is allowed to be there and your neighbors is allowed to be there. 

Tom:  I can’t use 40% of my dock, the neighbor puts his pontoon on the outside and I don’t have access to 40% of my dock. 

Roger:  We can’t solve this issue; it is between the two of you.  You have more toys than there is room for, and you are going to have to work this out together.  We don’t have rules to solve this kind of issue.

Conversation Ensues

David:  What is it you would like us to do?

Tom:  I would like the pontoon boat to be moved because there is no room back there. 

New Business

Beacon Inn request for the Fish Boil

Roger:  The issue we have with this is having a fire on the grassy area. I think Glenn has figured out that he would rather be the one to make the fire pit by excavating the sod and soil and putting it back when it is done.  Board members what are your questions for Michelle?

David:  It says here it is for a limit of 40-45 people.

Michelle:  It is reservation only.  That is how many servings you can boil this fish, which is halibut.  It is going to be 40-45 people by reservation only and it will be held out on the patio.  The pit for the boil has to be about 25 feet out.  It is going to be a boil dinner show and we are contracting someone who has done this for 10 years and he has all of the equipment. 

David:  I don’t have a problem with any of that, the only concern I have is we are not going to encumber on the beach or any of the other areas because this is Memorial weekend. 

Michelle:  It was going to be at 7:00 and eating around 8:00 .

Don:  Do you feel this is going to interfere with the other business from the restaurant?

Michelle:  Well basically the people that we contracted this out, they do everything. They cook it up and serve it.  And the inside is going to be the regular menu and the cooks will be cooking that.  It is buffet style and it will only be done on the one patio. 

Don:  How much will tickets be?

Michelle:  $17.50 per person.  That includes a couple portions of halibut, which they say tastes like lobster, new potatoes, sweet onions, carrots and then we are going to do a cobbler for desert. 

David:  Glenn, do you know about where you are going to put the pit out here?

Glenn:  I will get with Michelle and the gentleman doing the boil.  If it is going to be 25 feet off then we will probably put it down by the pine tree. 

Conversation Ensues

Action:  Don motions to approve the Fish boil with the proviso that the staff is going to take care of the fire pit, Scott seconds.

Brian Sciranko request for a sign

Roger:  In contrast to what the letter states we do not see the Marina as a commercial property. The marina has to abide by that deed.  So what this boils down to is a request to put a for sale sign on the boat at the marina.  Glenn did talk to the Marina about the sign.  That is consistent with how we have handled signs in the past.  We go to the property owner, not the person who is selling. 

Brian Sciranko 356 Wanda:  I was under the understanding that the Marina properties in order to obtain a liquor license in the county of Madison in the state of Illinois you have to be deemed commercial property.  If it is not a commercial property I don’t know what you would qualify it as. 

Roger:  It has a very peculiar and specific deed.  We have had a long history of the board giving approval or disapproval for requests from the Marina so they are accustomed to asking for various building requests and all of those things that all of the other commercial properties out here do not have to do.  

Brian Sciranko:  Maybe they are unique in the eyes of the association, but are they unique in the eyes of the county and the state?  That is all between you and the Marina and the State and the County. 

Conversation Ensues

Lack of a motion to approve For Sale sign

Variance Request Robert Adams 1260

Action:  David motions to approve the variance request, Don seconds.

Skid Steer Repair

Roger:  We had a Skid Steer that lost a hydraulic pump a week and a half ago.  The repair on that was $3,500.00. We can’t leave the Skid Steer out of operation so I polled the board members to authorize a $3,500.00 repair.  The repair has been completed.  We need to, on record, identify how it is going to be paid for.  I think David your idea is to take it out of the existing reserve account for that equipment, which has roughly $8,000.00 in it.  We are going to have to redo the reserve study in 2009 and will have to account for this change at that point. 

David:  If we are going to use the money out of the reserves to fund that repair we have to adjust the lifespan of the piece of equipment for that utilization.  We are scheduled to do a revision of the reserve study this year so that should occur.  So I would propose that we pull that out of the reserves to do that repair. 

Action:  David motions to approve the repair of the skid steer with funds being taken out of reserve funds, Scott seconds.

Conversation Ensues

Motion Carries

Bankruptcy Write-off

Roger:  These are members who have gone through bankruptcy and were able to keep their property, we have a discharge of debt that relieves them of delinquent dues and assessments and Monica has asked if we would write off the amount that represents the years of 2006, 2007, and 2008.  That amount would be $2,310.07

Action:  Don motions to write off the debt of $2,310.07, Scott seconds.

Motion Carries

Accounts Receivable Discussion

Roger:  For a couple years now, our audit firm has suggested to us that we pay attention to accounts receivable and I asked Monica to print out a list of the people who owe more than $2,000.  I looked at these files for a while and I just wanted us to have a discussion to see if we are doing all we can do to collect this money.  One option is to send it to a collections agency and we end up getting $0.50 to every dollar. We’ve got leans filed on all of these properties.  We have published their names in the Holiday Times, we do not put their property numbers with them and I know that some members tell me that they don’t recognize any of the names on that list and they don’t know where the properties are located either. There are some times when I wish we could shun people who owe this much money, we are a community organization. It drives me nuts to see some of these people living the way they live and not paying their bills. I just wanted to begin initiating discussion about this.

David:  One of the things you suggested Roger was would we be willing to put the lot numbers with the names in the Holiday Times?  I personally don’t have any issues with posting the lots. 

Don:  And the amount?

David: I’m a little iffy about the amount.

Don:  If I’m going to go that far I would do the amount too.

Jim:  Don, the only thing about that is I would be willing to bet that a majority of some of these members is fines, late fees, and charges as opposed to dues and assessments. 

Roger:  Most of the ones we are looking at, Jim, in the 2-3,000 range generally speaking are nonpayment and penalties and interest connected to that. There aren’t many fines in those.  What I did find interesting in these files is quite a few of them are lots where people don’t live here, they are just lots.  There are a number of them there was a triggering event took place, like they were told to do something like cut the grass and you could see that was the beginning of the end. 

Conversation Ensues

Brian Sciranko 356 Wanda:  I would ask the board to be very careful creating a slippery slope there. Any one who has a personal computer at home can pull any name from this list we are talking about in Madison County ’s website and in a matter of minutes find out where that lot is and who the home owners are.  I would be very careful; one thing that we don’t want to happen out here is a sense of, “we are going to take matters into our own hands.” We could be living next to someone who is in violation and we don’t want a bunch of vigilantes, per say, for lack of a better word, running around trying to take care of business themselves because we have broadcast it to everyone.  That information is there and it is not hard to find it so I would be very careful before you start a situation where you have neighbors jumping down each others throats because of information we have broadcast as a community. 

Conversation Ensues

Open Floor

Jeanie Votruba 493:  I have a question about the 2 board members that will be voted on at the Annual Meeting, I was under the impression that one is a 3 year term and one is a 1 year term but the paper said they were both 3 year terms?

David: They are both 3 year terms.

Lori Surgant 1812:  I noticed you said in your Managers Report that you are going around checking sea walls. Would Brigantine Bay out lot be on your list?

Glenn:  Yes, I ended up with 13 that we are going to be recommending action on. 

Joe Roth 1019:  I won’t be able to be here Saturday but you had the advisory about the wake boats, I live on the main channel and I used to be at the Lake of the Ozarks and the wakes coming off of these Wake boats are made to make wakes that a 30-40 foot boat will give off. I don’t have a problem with my sea walls, but I have notice that people around here are going to have problems with their sea walls and docks because of the waves coming up over the top of their sea walls.  I don’t think that is what your 22 foot boat limit was in your by-laws. 

Roger:  That is exactly why we have this on the agenda in the manner we have, it is to get the community to talk about it so the board can get a clear sense of where to go with this issue. I think there are many of us that are concerned about this.

Joe:  If there are enough people to not pursue this anymore you are going to just let it go?

Roger:  That will be for the next board to make that decision.  As the ballot says, it is an informational item for the board.

Joe:  So there is nothing binding to it then?

Roger:  Not as a result of that annual meeting, unless the board decided to do something quickly. 

Henry Halverson 1829:  We had a Ski Club meeting a couple nights ago and we may need to get permission on a few things.  The Ski Show on July 4^th, I apologize I haven’t been to a board meeting lately so I don’t know where that stands, or if it has even been discussed yet.   Mike Bell stated that he sent in a letter requesting permission for the ski show on July 4^th. 

Glenn:  I haven’t seen this letter otherwise I would have addressed it. 

Henry:  So for my purposes I should write up a letter to address this at the next board meeting?

Scott:  No I will go ahead and make a motion for this.

Action:  Scott motions to approve the use of the lake for the Ski Club on the 4^th of July, Jim seconds.

Motion Carries

Motions to adjourn Scott motions, Don seconds.

Meeting Adjourns at 9:00 PM

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Date: May, 27, 2009

Attendance

Board Members

Present: Scott Webber, Carla Nickels, Don Austin, David Decker, Jim McCann, Ray Garber, and Gary Kluckman

            Quorum Present: Yes

Others Present

            Holishor Members Present: 9

            Glenn Dalton and Brittaney Wilson from Holishor Office

Proceedings

Meeting called to order at 7:30 PM

Pledge of Allegiance Recited

Scott:  Board members there will be an executive meeting down stairs after this meeting.

I would like to welcome Carla Nickels and Gary Kluckman to the board as new board members 

For the records I need to mention that Scott Webber is the President, Carla Nickels is the Vice president, Don Austin in is the Secretary and Dave Decker is the Treasurer and Roger Groth is no longer authorized for card carrying member to sign checks.  Don would you read Roger’s letter to make it official.

Roger Groth’s Letter of Resignation from Board of Directors - Read by Don Austin

Scott:  We would like to thank him for all of his hard work and his accomplishments during his tenure.   

Action:  David motions to appoint Jim McCann to the Board of Directors to replace Roger, Ray seconds.

Motion Carries

Minutes of May 13, 2009

Deferred to next meeting

Transfers of Property

Action: Ray Motions to accept Transfers of Property, David Seconds.

Motion Carries

Old Business

Annual Meeting Review

Scott:  61 members attended the annual meeting. 

• Budget passed 60-1
• Legal Fee By Law passed 53-6
• Wake Boats Straw Vote- passed 38-21

David:  Last year we typed up the annual meeting minutes to pass them out.  So we had an opportunity to review them while they were still fresh.  Can we do that again?

Scott: We do have those. 

New Business

IDNR Boat Inspection Results

Scott:  The IDNR came to our lake and did offer complimentary boat inspections in which no fines would be written and out of 23 boats only 2 passed inspection.