Call to Order: President Mause called the October 5, 2011 meeting of the Board of Directors to order at 7:05 PM.
| President: | Chris Mause | Present |
| Vice President: | Susan Harrison | Present |
| Treasurer: | Nate Policar | Absent |
| Secretary: | Bill Winston | Present |
| Director: | Stella Calvert | Present |
| Director: | Maureen Harrison | Absent |
| Director: | Bill Mercer | Present |
| Director: | Ray Oliver | Present |
| Director: | Chad Wagenhals | Present |
Motion #1: Motion #1: Approve the agenda as amended. Original motion by Director S. Harrison; original seconded by Director Calvert. Agenda was amended to add two Requests for Action: (1) Fish Stocking; (2) RFP from Ad-Hoc Election Review Committee. Amended motion by Director S. Harrison; seconded by Director Wagenhals. Motion passed.
Motion #2: Approve the minutes of the August 24, 2011 regular meeting of the board of directors. Motion by Director S. Harrison; seconded by Director Calvert. Motion passed.
President's Comments by Chris Mause: Verbal report. President Mause welcomed the board and the audience to the board meeting. President Mause reported that a lawsuit is underway and that under the advice of our attorney, the board cannot comment. The LCA is actively defending the lawsuit.
Treasurer's Report by Christine Baldanza: On behalf of Treasurer Policar, Community Manager Christine Baldanza reported on assessments owed and said they are down from last month.
Community Manager's Report by Christine Baldanza: Community Manager Baldanza reported that the ADA pool lift was installed. The lift has been used several times, and we have received compliments on how smoothly it operates. Christine reported that there are a couple of Requests for Action in the board book for the board to consider. One is to paint the Westlake wall area and renovate the landscaping to move sprinklers away from the walls as was done in other areas, as well as a request for some new gym equipment (a new upright bike and a new recumbent bike). Christine also reported that our lake is being lowered to begin the lake wall repair. We are waiting for remaining items for the repair to arrive within about 10 days. Once the repair begins, the project should take between 3 to 4 weeks to complete. Over-seeding has started in the common areas and large park, and the large park is closed for the remainder of October.
Committe Reports
Activity Committee by Danielle Ulm: Verbal report. Committee chair Danielle Ulm reported that the 40th Anniversary Parade around the Island will be held on Saturday, 10/15/11, followed by a breakfast at the Clubhouse. The Fall Concert in the Park will be Sunday, 10/30/11, with a band and a costume contest. There will be a free lighting and decorating workshop for all boat owners at the Clubhouse on Saturday, 11/19/11 to help get ready for the Parade of Lights which will be held on Saturday, 12/17/11.
Architectural Committee by Stella Calvert: Written Report. Committee member Stella Calvert reported that there have been several applications submitted for fall projects such as landscaping and painting.
Budget and Finance Committee by Marcia Hill: Written Report. Interim chairperson Marcia Hill reported that financials have been approved. On behalf of the committee, Marcia thanked Community Manager Christine Baldanza for the summary and explanation of items that Christine provided. The committee noticed that the invested amount in Western State was over the $250,000 limit. The Committee will review this at the next meeting and move any money necessary in November. The Budget and Finance Committee has also reviewed the Reserve Study and has started working on the 2012 budget.
Election Committee by Adrienne Linzer: No report. (dormant)
Fishing and Boating Committee by Jesse Callen: Verbal Report. Chairperson Jesse Callen reported that the lake is very healthy and that the number of small fish is still down. Jesse thanked Community Manager Christine Baldanza for her due diligence on catching poachers.
Infrastructure and Maintenance Committee by Bill Mercer: Verbal Report. Chairperson Bill Mercer reported that there has been a 10 day delay for supplies for the lake wall repair. He said that the contractor is looking at the wall under the bridge as well and that there is a Request for Action in the board book for electrical boxes.
Lakescape Committee by Jeanne Ojala: Verbal report. Committee chairperson Ojala reported that the committee still prefers a green area instead of a concrete wall on Westshore and the Memorial Tree Project will continue. She said the committee will begin working on revising the Lakescape committee charter.
Lakes Log Committee by Gloria Hollingsworth: Verbal report. Chairperson Gloria Hollingsworth thanked everyone for submitting their Lakes Log articles on time.
Lakes Women's Club by Alecia Kindgren: Verbal report. On behalf of committee chairperson Nori Muster, Alecia Kindgren reported that there was a good turn-out at the welcome breakfast for the women in the community. The Lakes Annual LWC Garage Sale will be on Saturday, 11/05/11, and if anyone would like to help please contact the committee. The Helping Hands tree will be going up after Thanksgiving. The 2011 Chili and Salsa Cook-off will be Sunday, 11/20/11. Future activities are Christmas Island - December 4th, Out To Lunch Bunch on 10/12/11 at Mark's Cafe, and Thirsty Third Thursday - 10/20/11. She also reported that the Lakes Connection is moving along.
Nominating Committee by Chris Mause: No report. (Dormant)
Swim Team Committee by Lisa Nelson: No Report.
Ad-Hoc Westshore Wall Committee by Ryan Powell: Verbal report. Committee member Ryan Powell reported that the committee unanimously agreed that an 8' block wall on Westshore would be the best solution.
Ad-Hoc Election Review Committee by Bill Haber: Verbal report. Committee member Bill Haber reported that the committee recommends out-sourcing. He reported that there is a Request for Action in the Board Book to allow the committee to develop the Request for Proposal and secure proposals for an outside independent firm to manage the 1012 board of directors election. The committee will have a complete report at the next board meeting.
Ad-Hoc Committee Review Committee by Ray Oliver: Verbal report. Chairperson Ray Oliver reported that the committee has met several times with the committee chairs and will have a policy to bring to the board within approximately 4 to 6 weeks.
Members Comments: Members signed up to speak were: Dave Smith (Lot #A-102), Jana Smith (Lot #A-102), Leslie Policar (Lot #E-061), and Alecia Kindgren (Lot #F-078). Items discussed were: the lake wall - apartment bank structure, legal expenses, members' comments, and the Westshore Wall.
Board Open Discussion: Director Ray Oliver said that he will put together a Board Liaison policy outlining the duties and responsibilities of committee board liaisons. Director S. Harrison discussed the time line for the 40th anniversary celebration.
Old Business:
Motion #3: Move that management be authorized to purchase a Philips LPH 955 Conference Recording System for $998.00 from Recorders.com. Internet offering includes shipping. (Original motion (#11-063) was approved to Postpone until 09/28/11 board of directors meeting.) Motion by Director Oliver; seconded by Director Calvert. Motion passed.
New Business:
Motion #4: Recommend that the board authorize the reserve expenditure of not more than $4,700 to A & A Painting for exterior wall painting along the West Lake Wall (interior) and the West Lake wrought iron fence. Vendor to provide material and labor. Motion by Director Oliver; seconded by Director Wagenhals. Motion passed.
Motion #5: Recommend that the board authorize the reserve expenditure of not more than $11,371.78 to Redwood Landscaping to continue the border installation and landscaping project to West Lake area. Vendor to provide material and labor. Motion by Director S. Harrison; seconded by Director Mercer. Motion passed.
Motion #6: Recommend that the board authorize the reserve expenditure not to exceed $5,000 to Commercial Fitness to purchase gym strength equipment. Motion by Director Wagenhals; seconded by Director Calvert. Motion passed.
Motion #7: Recommend that the board authorize the reserve expenditure of not more than $6,412 to Gilbert Pump for the replacement of two electrical boxes on Baseline. Motion by Director Oliver; seconded by Director Mercer. Motion to table and refer to Infrastructure and Maintenance Committee. Motion to table and refer to Infrastructure and Maintenance Committee by Director Wagenhals; motion seconded to table and refer to Infrastructure and Maintenance Committee by Director Mercer; Motion to table and refer to Infrastructure and Maintenance Committee Passed.
Motion #8: The Westshore Wall Committee recommends that the board approve an 8 foot block wall to be built between Westshore and Rural. The committee recommends that the board allocate up to $120,000 total to the capital fund in next year's budget ($63,000 is currently present in the capital fund). This amount will cover all costs (plus possible overages) including materials, labor, and an architect to design the wall in order to maximize the aesthetic appeal of the wall. The project should be managed by the Infrastructure and Maintenance Committee. Motion by Director Wagenhals; seconded by Director S. Harrison. As Amended: Recommend that the board authorize the Infrastructure and Maintenance Committee to obtain quotes from an architect (Feasibility Study) and bring them to the next Board meeting. Motion to amend by Director Wagenhals; seconded by Director Oliver. Amended motion by Director Wagenhals; seconded by Director Oliver. Amended Motion Passed.
Motion #9: Recommend that the board authorize the expenditure of $3,556 for stocking 800 pounds of rainbow trout as bid by Brown's. Funding for the trout could be obtained from the Lakes Maintenance line item #60770 "weed management chemicals". Motion by Director Mercer; seconded by Director Calvert. As Amended to add: Spend additional $2,000 on bluegill. Motion to Amend by Director Wagenhals; seconded by Director S. Harrison. Amended Motion Amended to Add: as long as it leaves $3,000 in the budget. Amended motion amended by Director Wagenhals; seconded by Director S. Harrison. Motion Passed.
Motion #10: Recommend that the board approve that the Ad-Hoc Election Review Committee develop the Request for Proposal and secure proposals for an outside independent firm to manage the 2012 board of directors' election. The Ad-Hoc Election Review Committee will then evaluate the proposals and recommend contract acceptance to the Board no later than the November 16 board meeting. Motion by Director Oliver; seconded by Director Winston. Motion Passed.
Motion #11: Motion was made to adjourn the meeting. Motion by Director S. Harrison; seconded by Director Oliver. Motion passed.
Board meeting was adjourned at 10:00 PM.
