Call to Order: President Mause called the August 24, 2011 meeting of the board of directors to order at 7:14 PM.
| President: | Chris Mause | Present |
| Vice President: | Susan Harrison | Present |
| Treasurer: | Nate Policar | Present |
| Secretary: | Bill Winston | Present |
| Director: | Stella Calvert | Present |
| Director: | Maureen Harrison | Present |
| Director: | Bill Mercer | Absent |
| Director: | Ray Oliver | Absent |
| Director: | Chad Wagenhals | Present |
Motion #1: Approve the agenda. A point of discussion was made by Director M. Harrison as to whether the agenda should be amended or not because the request for action regarding fish stocking was different than what the Budget and Finance Committee recommended in their minutes. The board decided that the agenda should not be amended because the topic was the same. Original motion by Director Wagenhals; original seconded by Director Calvert. Motion passed.
Motion #2: Approve the minutes of the June 22, 2011 regular meeting of the board of Directors. Motion by Director S. Harrison; seconded by Director Wagenhals. Motion passed.
President's Comments by Chris Mause: Verbal Report. President Mause welcomed the board and the audience to the board meeting. President Mause said that the members comments after the reading of the Requests for Action should be more structured. The Request for Action will be read followed by members comments. Each resident wishing to comment will state their name and lot number and limit their comments to 3 minutes. Member's comments will then be closed and there will be board deliberation before the board vote.
Treasurer's Report by Nate Policar: Director Policar reported that the new Reserve Study is being completed and The Lakes is at 78% (70% is considered good).
Community Manager's Report by Christine Baldanza: Community Manager Baldanza reported that the incidents of vandalism and graffiti are down; however, there have been some pressure vacuum breakers stolen. The cost to replace was under $1,000 so no claim was submitted to the insurance company. Ms. Baldanza gave an update on the shopping center demolition on Baseline. Demolition and renovation will begin on the west side and continuing to the east side. Plans are for a hotel, condos, and restaurants. There are plans for a luxury apartment complex on the other side of Lowe's. The Risk Management Division of our insurance company walked throughout our building and all of the parks. Some of the areas for improvement were signage, more sand in volley ball courts, more security cameras, and training on the exercise equipment. Our pool received a 100% rating. The common areas all have signage and are up to code. We have hired an instructor to train on how to use our gym equipment beginning in September. The ADA pool lift is broken and there is a Request for Action for a new lift in the board book.
Committe Reports
Activity Committee by Danielle Ulm: Verbal Report. Committee chair Danielle Ulm reported that the Activity Committee to date is under budget. The summer Kids Kamp program was well received with approximately 15 to 20 kids every day. Upcoming events are the 40th Anniversary Parade, Concert in the Park, and the Parade of Lights. Committee member Maureen Harrison will be giving boat training on how to decorate your boat.
Architectural Committee by Stella Calvert: Written Report.
Budget and Finance Committee by Marcia Hill: Written Report. On behalf of Chairperson Dave Crowell, Marcia Hill reported that the committee has reviewed the financial statements and also reviewed items on the reserve budget and accounts receivable. The committee had a great visit with our auditor and the committee was very pleased with him.
Election Committee by Adrienne Linzer: No report. (dormant)
Fishing and Boating Committee by Nate Policar: Verbal Report. On behalf of Chairperson Jesse Callen, Nate Policar reported that the committee has submitted a Request for Action with a fish stocking schedule and that the Fishing Derby will be November 12. He also reported that the Lakes report from Dr. Amalfi indicated that the lake looks very good.
Infrastructure and Maintenance Committee by Chad Wagenhals: Chairperson Wagenhals reported that the committee has finished the design and specs for repairs of the apartment lake wall and that the committee recommends J. F. Ellis Corporation. The committee is also working on a project to replace four electrical panels.
Lakescape Committee by Jeanne Ojala: No Report.
Lakes Log Committee by Gloria Hollingsworth: On behalf of Chairperson Gloria Hollingsworth, Alecia Kindgren reported on the new calendar and that the Lakes Log will have a "Meet Your Neighbor" section again.
Lakes Women's Club by Alecia Kindgren: Alecia Kindgren said there will be a welcome breakfast for the women in the community on October 1. The directory is moving along.
Nominating Committee by Chris Mause: No report.
Swim Team Committee by Danielle Ulm: Verbal Report. On behalf of chairperson Lisa Nelson, Danielle Ulm reported that the swim team had a very successful session and had a great turnout of sponsors. She thanked Community Manager Christine Baldanza and the entire staff for their support and help.
Ad-Hoc Westshore Wall Committee by Ryan Powell: Verbal Report. The plan will be presented at the September board meeting.
Ad-Hoc Election Review Committee by Bill Haber: No Report.
Ad-Hoc Committee Review Committee by Ray Oliver: President Mause reported that the Committee will meet during the third week in September.
Members Comments: Members signed up to speak were: Nancy Saxton (B-008), Mary Michael (H-009), Danielle Ulm (xx-xx) and Kris Hoffman (xx-xx). Items discussed were: legal fees and legal costs, the Island replacement sign, the Westshore Wall plans and costs, the need for the board to be more available to talk to committee chairs, risk management issues, and a board tape recorder.
Board Open Discussion: Director S. Harrison commented on emails to committees. She also said that if committee board liaisons are not available to attend the committee meetings, there should be a back-up board person. She also suggested that there be Lakes Log email accounts for each board member. Director M. Harrison discussed the increase in property sales and foreclosures. She said that all residents should be neighborly and watch and support our neighborhood.
Old Business: None.
New Business:
Motion #3: Recommend that the board modify the new $100,000 reserve CD which is to be composed of the maturing Western State Bank reserve CD in the amount of $52,000 (plus interest) plus the additional amount from Bank of America reserve Savings (approximately $48,000) be placed into a new Western State Bank reserve CD for 15 months (instead of 12 months) for a higher interest rate of 1.15% APY. This Request for Action was voted on by email vote on 08/16/11. Motion by Director M. Harrison; seconded by Director Calvert. Motion passed.
Motion #4: Recommend that the board write off to bad debt (G&A line item #70900) the sum of $3,511.37, which represents the uncoverable debt accrued from 9 homeowner properties. Motion by Director M. Harrison; seconded by Director Wagenhals. Motion passed.
Motion #5: Recommend that the board accept the 2010 audit as presented. Motion by Director M. Harrison; seconded by Director S. Harrison. Motion passed.
Motion #6: Recommend that the board authorize the transfer of $15,000 reserve funds from Mutual of Omaha money market account #10255 to Bank of America reserve savings account #10910. Motion by Director Policar; seconded by Director Calvert. Motion passed.
Motion #7: Recommend the closure of Chase reserve savings account of #10189 and deposit the $410 into the other Chase reserve savings account of #10176. Motion by Director M. Harrison; seconded by Director Winston. Motion passed.
Motion #8: Recommend that the board deposit the third quarter assessment to reserves in the amount of $84,232.25 into the Chase reserve savings account of #10176 for 30 days. Motion by Director M. Harrison; seconded by Director Policar. Motion passed.
Motion #9: Recommend that the board authorize the transfer of third quarter assessments to capital in the amount of $5,000 from Mutual of Omaha checking account to Mutual of Omaha capital account. Motion by Director M. Harrison; seconded by Director Wagenhals. Motion passed.
Motion #10: Recommend that the board authorize the expenditure of not more than $6,400 to Desertech Pool for a new ADA lift pool chair. Motion by Director M. Harrison; seconded by Director Calvert. Motion passed.
Motion #11: Approve the revised 2011 Fish Stocking Schedule (Appendix A), as recommended by the Fishing and Boating Committee, and authorize the expenditure of $3,368 for 370 lbs of bluegill and $3,556 for 800 lbs of rainbow trout. Motion by Director Policar; seconded by Director S. Harrison Motion to Amend to Read: Recommend that the board authorize the expenditure of $3,368 for stocking 370 pounds of 5-inch bluegill as bid by Brown's. Funding for the bluegill would be obtained as $500 from Lakes Maintenance line item #60830 which is the remainder of "fish replacement" budget for 2011, and the remaining $2,868 from Lakes Maintenance line item #60770 "weed management chemicals". Purchase of trout to be discussed in September 2011. Request chairperson Jesse Callen to submit a report. Motion to amend by Director S. Harrison ; seconded by Director M. Harrison. Amended motion by Director S. Harrison ; seconded by Director M. Harrison. Motion passed as amended.
Motion #12: We recommend that the board authorize a reserve expenditure of $56,000 for repair of the lake wall at the apartment bank structure. This amount includes a contract to J. F. Ellis Corporation for $48,651.00 and a 15% contingency. Motion by Director S. Harrison; seconded by Director Wagenhals. Motion passed.
Motion #13: Move that the management be authorized to purchase a Philips LPH 955 Conference Recording System for $998.00 from Recorders.com. Internet offering includes shipping. Motion to postpone until September 2011 board of directors meeting. Motion to postpone by Director S. Harrison; seconded by Director Policar. Motion passed to postpone.
Motion #14: Motion was made to adjourn the meeting. Motion by Director S. Harrison; seconded by Director M. Harrison. Motion passed.
Board meeting was adjourned at 9:25 PM.
