April 14, 2010

Attendance
Board Members
Present: Scott Webber, Ray Garber, Ty Van Ryswyk, Gary Kluckman, Don Austin
David Decker and Jim McCann 
Quorum Present: Yes

Others Present
Holishor Members Present:  3
Glenn Dalton and Monica O’Brien from Holishor Office

Proceedings
Meeting called to order at 7:30 PM Pledge of Allegiance Recited

Minutes of March 24, 2010
Action: Jim McCann motions to approve the minutes, Ray seconds. Don makes a few changes.
Motion carries

Bills & Salaries
Action: Gary motions to approve, Dave seconds. 
Dave Decker questions DCEO expense.  Ray Garber questions reserve item. Both items discussed and resolved
Motion carries.

Profit & Loss
Discussion of Profit & Loss and where we are for the year compared to last year. 
Ray Garber would like to start looking at the budget line by line to see where we are.
Discussion ensures  
Finance committee meeting will be rescheduled for May 10 to give Ray Garber & the office staff adequate time to provide report. 

Transfers of Property
Action: Don Austin motions to approve as reported. Jim McCann seconds.
Motion Carries

Manager’s Report
Glenn Dalton reports on the following:

  • Seawalls & seawall repair during drawdown. 
  • Reports on potholes and pothole repair. So far 20 tons of asphalt has been applied and we are about 1/3 complete. 
  • Community Emergency Response Team (CERT) training has begun.
  • Electro-shocking of lake for fish counting will be in May on all three lakes: Su-Twin, Brood Pond, & Holiday Lake.

Security Report
16 incidents, 3 citations written. 

 

Dog Reports-

  • Dog barking investigated on lake property, dogs barking at a fisherman across the lake, owner brings dogs in when they bark, property owner frustrated as dogs are not out very often.
  • One incident of dogs running loose, citation was issued.

Vehicle reports-

  • Four reports of Mini-bikes, dirt bikes, and four wheelers reported on roadway, Madison County was informed and warnings were issued to three individuals and one was issued a citation.

Property incidents:

  • Toilet papering of property, mailboxes being destroyed by baseball bats. Public Safety & Madison County are watching for future incidents.
  • Report of explosions near dam. Public Safety found nothing that night and Sheriff’s department was informed.  Sheriff Department investigated & contacted property owner about Bon fires, on a follow up, underage drinkers where caught & cited.
  • CERT team training has begun. 
  • A bicycle was found in a ditch, it’s at maintenance, please give description if you are missing a bike.

Nixle-
We would like to begin using a Community Information System called Nixle. Nixle is a community wide messaging system. For those who sign up they will be able to receive direct communication via electronic message, text, or SMS to their cell phones. It would be used for public safety messages, such as crime and storm alert advisories, road closings, amber alerts, and tornado warnings, missing child. www.nixle.com
Information will be published in the Holiday times for people interested in signing up
Board discusses Nixle. 
Action: Ty Van Ryswyk motions to allow the use of Nixle.  Gary Kluckman seconds.
Motion Carries.

Treasury Report
Dave Decker presents Treasury Report. 
We are working on getting accounts set up with our new bank.
The signature cards have been completed and will be delivered to the bank.
Ray Garber asks question about Electronic Transfers.  Discussion of Electronic Transfers ensues.
Action: Jim McCann motions to approve treasury report.  Don Austin seconds.
Motion carries.

Correspondence
None

Old Business

Finance Committee Report  -Presented by Dave Decker
Reserve Study - Ray Garber has worked diligently with office to finalize the reserve study. We came out with a recommendation from finance committee.  Two discrepancies on the study corrected and also corrected on budget presented.
Action: Dave Webber motions to accept 2011 revised reserve study. Jim McCann seconds.
Motion carries.

2011 Budget –  Scott Webber questions income item on budget. Glenn Dalton answers budget adjustments made on historical data.  Further budget discussion ensues.
Action: Jim McCann motions to approve proposed 2011 budget.  Ray Garber seconds.
Motion Carries.
Dave Decker: I do want to thank Ray Garber for all the effort he has put into the Reserve & 2011 Budget.

Draw Names for Board of Directors Ballot
Names were drawn to show order they will appear on ballot.   

  1. Jim McCann
  2. Joe Nicoloff
  3. Scott Webber

Scott Webber: We need to establish number of votes and ranking. We have two 3 year terms and one 2-year term. In the past those with the most votes get 3 year terms.
1st Action:  Dave Decker motions that those with the most votes get three year terms. Jim McCann seconds.
Motion carries.
2nd Action: Dave Decker motions that if there is a tie for term length, the names will be put in a hat.  The name drawn will get the longer term. Ray Garber seconds. 
Motion carries.

Scott Webber- Thank you to Joe Roth for serving on the nominating committee & the Meet the Candidates Night

New Business
Electronic Funds transfer   
Dave Decker- Consensus and recommendation from the Finance Committee is that we should go forward to make electronic transfers from Holishor accounts to Holishor accounts by the authorized individuals who make transfers.  Left undecided was whether or not to allow office staff to do those transfers. 
Scott Webber: I have concerns with personal home computer security.  I would like the electronic transfers be done from the Holishore office, because we know that we have the security is on those computers.
Ray Garber: I am concerned with segregation of duties.  I would like the person authorized to sign checks do the transfers from the office computer so that there are witnesses.
Jim McCann: Transfers generated from the office and approved by signers allows for segregation of duties and we can have all the transfers set up to be sent to all the officers’ emails.  within 24 hours.
Much discussion ensues. 
Action:  Dave Decker motions to authorize the utilization of internet transfers to be coordinated & processed by the lake manager on association equipment and the transfers will be limited to Holishor accounts to Holishor accounts at authorized banks.  Jim McCann seconds.
Motion carries.

Road Plan
Scott Webber: - We have two spread sheets comparing our plan vs Moro plan costs.  Will Moro do Fort Russell Roads?  If not, will they get us the materials at Moro costs or will there be political fallout for Moro for doing so?
Glenn Dalton - We believe since we are subcontracting them out, they can do those roads, but we will find out.
Scott Webber - Seems that there is a about a $7,000 savings in material. Even at half that doesn’t include the other things our maintenance staff could be doing, does it seem worthy of pursuing a contract with Moro?
Dave Decker - From my perspective, this looks like material cost, is there a significant amount of our labor involved.
Glenn Dalton:- There will be some, because we do load some of the trucks, not with the prime trucks, sometimes we use a roller if need.
Dave Decker -From my perspective there is not just the cost savings of the material, but additionally it will free up our staff for other projects.  In addition, if we are going forward with Moro this is a great first step.  It gives us a contract with them and gets us through some of the small bumps with that process and gets us more comfortable with working with each other.
Ty Van Ryswyk-  Are there hidden labor costs in these estimates.  What about Moro’s cost for labor?
Further discussion ensues.

SB 3064 Update-
Jim McCann:   I checked the website today and nothing has been done and the dead line to vote is tomorrow.  I will keep you all posted.

New Business
Backhoe Repairs
Glenn Dalton- Our Backhoe is broken down. The transmission and rear differential needs repaired and the estimated repair is $6,500.  Also, we still need to repair the arms and the estimate for that is $5,000.  The alternative to repair is to replace the backhoe.  Right now surrounding Cities are beginning to trade in and update their used ones.  There is a good one coming up in a few weeks for $40-45,000 which is a upgrade from the one we presently have and I would like to pursue it.  Our old one is a two wheel drive and the new one is a turbo with four wheel drive
Scott Webber - In the meantime, Edwardsville said we could borrow their equipment whenever needed; we should borrow theirs while we are down.
Discussion of cost and upcoming work ensues. Need a better estimate of what we can get for trade on our old backhoe and hard numbers before board can make a decision.
Glenn Dalton and Jim Perrotti will negotiate and get figures together and submit to the board for an emergency purchase.

Holishor Ongoing Projects
Scott Webber- Glenn included for information only a list of ongoing projects and scheduled completion dates from other committees and I would like these to be published in the Holiday Times as well as minutes from standing committees so the membership can see what is going on. 

Open Floor
None

Don Austin motions to adjourn to executive session Dave Decker seconds.
Meeting adjourns at 9:22 pm. 
Minutes submitted by Monica O’Brien and Don Austin, Secretary