Attendance
Board Members
Present: Scott Webber, Don Austin, David Decker, Ray Garber, Gary Kluckman
Ty Van Ryswyk
Excused: Jim McCann
Quorum Present: Yes
Others Present
Holishor Members Present 4
Glenn Dalton and Kellie Crider from Holishor Office
Proceedings
Meeting called to order at 7:30 PM
Pledge of Allegiance Recited
Minutes of January 27, 2010
Action: David Decker motions to approve the minutes, Ray Garber seconds
Motion Carries
Bills & Salaries
Action: David Decker motions to approve the Bills & Salaries, Don Austin seconds
Motion Carries
Transfers of Property
Action: David Decker motions to approve the Transfers of Property, Don Austin seconds
Motion Carries
Managers Report
Given by Glenn Dalton
Security Report
Given by Rob Simmons
Treasury Report
Given by David Decker
Action: Don Austin motions to approve the Treasury Report, Ray Garber Seconds
Motion Carries
Old Business
319 Updates
Scott Webber: We expect to have everything specified and drawn up by April and we will submit it to IDNR, EPA and the Corp of Engineers. We have the amended work order from Heneghan and Associates and it addresses most of our concerns. They have provided us with fixed dates for themselves but not on the project. They would not provide fixed fees because we do not know what the State of Illinois will come back with. They are projecting that we should be able to start on Phase 3 by June or July depending on the state. .
Discussion Ensues
Action: David Decker motions to accept the work order from Heneghan and associates dated January 10, 2010 with the amended work order dated February 1, 2010, Ray Garber seconds.
Motion Carries
Heneghan and Associates Miscellaneous Work Order
This is the 3rd year we have signed this. This miscellaneous work order provides us with standard rates for each type of service and it allows us to work into getting a formal agreement or contract.
Conversation Ensues
Action: David Decker motions to approve the miscellaneous work order from Heneghan and Associates, Ray Garber seconds.
Conversation Ensues
Motion Carries
DCEO Update
Scott Webber: We have had the gate inspected and we are back on track, the leaking has been stopped and they have deemed it safe to work in, the contractors are going to come back out to finish the job. We are going to get one more quarterly extension. We ought to be able to get it done. They came out and they are supposed to submit us a plan on what to do to make a back up drain.
New Business
Lake Management Committee updates
Gerry Theodore 1346: My understanding is that this group that we have really looks good. They are going to look at the bladder placement and the redundant gate on the back side of the dam which will be fairly inexpensive.
Conversation Ensues
Property write offs
Action: David Decker motions to approve the write off for $1488.67, Ty Van Ryswyk seconds.
Motion Carries
Action: Don Austin motions to approve the write off for $1457. 43, Ray Garber seconds.
Motion Carries
Major kudos given to the office staff, particularly Monica O’Brien for her success in collecting most of the back owed dues and assessments on foreclosures properties.
Audit Contract
Scott Webber: The audit is scheduled to begin on February 15th, 2010. Last year we said we were going to go out for bid and we did not do that. Scheffel has been our auditor for a number of years and knows us very well. We were borderline on having to fill out the Long form last year; we normally do the short form. Once we cleared that up we were fine.
David Decker: Next year I believe we should have them quote doing the long form and well as the short form.
Don Austin: You also might mention that Turbo-tax is only $75.00.
Action: David Decker motions that we accept the proposal from Scheffel and Company PC as submitted, Ty Van Ryswyk seconds.
Motion Carries
Proposed Addition to the Bylaws
Read by Don Austin.
Article V – Directors
As part of their service to the community, beginning May 2012, those serving on the Holishor Board of Directors shall have their assessments only reimbursed to them based on their time of service. They must pay their assessments at the beginning of the year as required as a member of Holishor and then be reimbursed based on the number of months they serve in that year on Dec 31st. Dues and/or special assessments are not eligible for reimbursement.
Scott Webber: This is my last year on the board. A number of organizations compensate their Board of Directors to show their appreciation. The year 2012 was stated because currently it does not benefit any current Board Member.
Conversation Ensues
This will need to be read into the minutes and voted on at the 3rd meeting, which is March 24, 2010 to be put on the Agenda for the Holishor Annual Meeting on May 15th, 2010.
Truck Bids
Scott Webber. We have three bids for replacing the Escape (security vehicle), the 350 dump truck and the ¾ ton pick up truck; we have already approved the expenditure of the funds out of reserves. We have bids for each one of them.
We also have a bid to replace the Escape with a Ranger Pick up truck.
Glenn Dalton: The staff feels replacing the Escape with the Ranger is a better fit for us. This ranger has a super cab which will allow us to carry the emergency equipment and it will allow us to throw the debris we find on the roads in the bed of the truck rather then in the back of the SUV. The ¾ ton bids include snow blades. The one ton dump trucks do not have snow plows. At present with the addition of the new ¾ ton we will have three vehicles with snow blades.
Conversation Ensues
Action: David Decker motions that we purchase as a replacement based upon the reserve schedule using reserve funds a 2010 Ranger, a 2009 F350 Dump truck, a 2010 3/4 pick up with plow for a total cost of $84,884.34, Don Austin seconds
Motion Carries
Action: David Decker motions that we sell the ¾ ton dump truck, Gary Kluckman seconds.
Motion Carries
Open Floor
None
Action: Don Austin motions to adjourn to executive session, David Decker seconds.
Motion Carries
Meeting Adjourns to executive session at 8:41 PM
Minutes submitted by Don Austin, Secretary, and Kellie Crider |