Board of Directors Meeting
Thursday, June 12, 2008
Members in Attendance: Charlie Aiels, Audrey Brickman, Larry Ehrig, Dale Howe, Amy Morrow, and Duane Selken were present. Jim Clayton, Jr. was absent
Vice President Audrey Brickman called the meeting to order at 6:33 P.M.
Dale Howe read the Secretary's report from May 8, 2008.
Larry Ehrig read the Treasurer's report as of May 31, 2008.
Larry Ehrig read the current bills.
Everyone was reminded to sign in on the attendance sheet.
Additions to the Agenda: Under Old Business add P, Fleur Drive; under Communication Received add B, Matt Ogan - Judgments; Don VanVoorhis - Disaster Plan, Dam evaluation; Jim Mellecker - Junk cars, park maintenance, shoreline.
Agenda: Amy Morrow made a motion to accept the agenda with additions, Duane Selken seconded, motion carried by unanimous vote.
Hearings: Gaynelle Conner did not attend. Sandra Heck had placed new golf cart stickers on the sides with the old ones still on the front and back. Amy Morrow made a motion to remove corporate assessment from Sandra Heck's account, Charlie Aiels seconded, motion carried by unanimous vote.
Secretary Report Under Committee Reports: Rural Improvement Zone, change date from Thursday to Tuesday and add at the Holiday Lake maintenance office. Communication received, B. change Jim Clayton Jr. name to Carroll Smith had the water tested (due to the discussion in Old Business ,P in this meeting).
Treasurer's Report Dale Howe made a motion to accept the report as read, Duane Selken seconded, motion carried by unanimous vote.
Bills presented for payment: Charlie Aiels made a motion to pay the bills, Amy Morrow seconded, motion carried by unanimous vote.
Maintenance Report: Duane Selken read Darrin Ehret's report. Darrin has opened up the bathrooms and fixed broken pipes at Ryan Park. Buoys were put in and swimming areas roped off. He has started digging out frost boils and filling them in with rock, grading the roads and hauling rock. He's been trying to keep up with the mowing and noted that the Dixon mower has needed repairs and is unsafe on hillsides.
Bathhouse/Shower Report: Kathy Bennett reported that everything is fine. She will be gone Wednesday June 18, 2008 - Sunday June 22, 2008. Board members will fill in to open and close.
Community Building Report: Kim Pendarvis reported that the women's bathroom is done except for putting up the partitions; kitchen base cabinets are ordered so that the sinks can be installed. John Kupka is in charge of seeding the outside. A large event with a band was held there last week and the acoustics were great. The only problem was with the group trying to plug too many roasters into the same outlets.
Fish Report: Wendy Schwab reported that on April 12, 2008, Darren Abben gave $725.00 from the 2007 Poker run for the purchase of Black Crappies. On May 22, 2008 1,500 Black Crappies were put in the lake at a cost of $750.00, also 1,666 Red Ear Sunfish were put into the lake at a cost of $500.00, with a $100.00 delivery charge for a total of $1,350.00. Ernie Tomlinson reported that 200 Black Crappies each were put in Andy's and Bozo Ponds. 100 Red Ear Sunfish each were put into Andy's and Bozo Ponds.
Silt/Dredge Report: Duane Selken reported that we have a call into Sun Source about the copper in the oil samples and they have not returned the phone calls. The Buyer has made a bid of $52,500. (we had been asking $65,000).
Rural Improvement Zone Report: JC Miller reported that the legislators were sent a letter to come to Holiday Lake on Tuesday, June 17, 2008, at 7:00 p.m. at the Holiday Lake maintenance office for a tour of the lake and also what needs to be done. Jim Hamilton worked up some figures that since 1996 Holiday Lake has spent $629,000 on ponds and silt basins and $543,000 on dredge and labor, so about 1.2 million dollars has been spent by the association.
Water Quality: JC Miller reported that Bill Vileta has called the DNR at least two times and they will not be out until July. Six E-coli tests were received today and given to Bill Vileta. The committee members will be trained to test for E-coli so that we can find faulty septic systems.
Nominating Committee: Kim Pendarvis reported the following persons for the nominating committee: Unit One-Elizabeth Allison, Unit Two-Hazel Griffiths, Unit Three-Cindy Sills, Unit Four-Larry Pendarvis, Unit Five-open at this point, Unit Six-Steve Alig. Candidates: for Unit Two, Larry Ehrig; Unit Five, Duane Selken and Dennis Jones. This will be put into the newsletter, which needs to be mailed out by July 11 to meet the requirement that there is a notice of the annual meeting. Meet the Candidates will be held on Saturday, July 19, 2008, at the Community Center from 9 a.m. to 10 a.m.
A: Covenants - Lake Attorney is working on these, and we are waiting for his answer
B: Dan Fix - driveway - The Lake Attorney is working on the issue.
C: Maintenance Assistance - Marvin Herman - culvert - Marvin Herman will fix this at his expense with no assistance from Holiday Lake Maintenance Company.
D: Poweshiek County Sanitarian - Gaddis septic deadline is June 15, 2008. The Sanitarian has been notified, as has been Gaddis.
E: Nuisance Complaints - All paper work was been handed over to Poweshiek County in September; we are waiting for them to act. Duane Selken spoke with Poweshiek County Attorney Mike Mahaffey, who promised to take the papers over to Carroll Smith, the Sanitarian, again the next day.
F: Dredge - This was presented in the Committee reports. In the discussion of selling the dredge, Jim Mellecker requested that Andy's Lake be dredged again since it is silting in again. He pointed out that the Association has not been maintaining its lots on that Lake. There was further discussion of water running off into the Lake. Duane Selken said that Maintenance would check into the lots not being mowed and not rip rapped, as well as a neglected lot 306. It is not feasible to keep the dredge at this point. It was pointed out that the consultants in Wisconsin thought we could get $35,000 for that dredge. Dale Howe made a motion to accept the bid of $52,500 and sell the dredge, Larry Ehrig seconded, motion carried by unanimous vote.
G: Doug Sanden - Unit 5. Lot 182 - The Board sent a letter requesting him to submit his certified lot lines on March 13, 2008. There has been no response. We are waiting for his reply.
H: Shorelines - Deadline for getting them up to code is June 15, 2008. The Board will check the offending shorelines after the level of the Lake has returned to normal.
I: Injunction - Richard Samuelson Charges have been filed. If he is seen on Holiday Lake property other than his own, the Poweshiek County Sheriff should be called.
J: Injunction - John Haynes - He is not allowed on any Holiday Lake property. If he is seen on Holiday Lake property, the Poweshiek County Sheriff should be called.
K: Dick Osborne - Silt basin This project has been completed. If anyone wants to see it, it is located between the buildings of Lon Fisher's Sign business. This dam (80-ft deep) lets 8 inches out at a time and so controls the entire road up there, controlling 50%-60% of the water that has been coming down on Larry's Drive. NRCS will take care of 75% of the cost of the project. Thanks to the good neighbors (Dick Osborne and John Banzhaf previously) that allowed this project to be completed on their properties. The clearing of the land came in under the estimate. The payback will be realized in 2-3 years.
L: Signs - "No motorized vehicles" - for dams - The Board is getting a bid for signs prohibiting riders on the dams. Larry Pendarvis reported that besides the signs, he thinks there needs to be a fence or barrier to keep the vehicles off the dams. At a previous meeting it had been passed that any vehicles accessing the ice or water needed to go to the boat dock. He's concerned about the seepage at the base of the dam at Bozo's Lake. The Board agreed to look into some kind of fencing.
M: Brian Erickson - correction letter - ATV violations - A letter of apology is being sent, as the stickers that were missing had come off when he washed the vehicle. Anyone else with such a problem of the stickers coming off after washing should come and get replacements.
N: Maintenance Assistance - Duane Holst, Steve Wirth Maintenance will take care of digging the ditch deeper at the Holst property. The road that Wirth is concerned about is a private frontage road, as was in the minutes of the last meeting. A letter will be sent to him.
O: Age Violation Enforcement - Audrey Brickman read a letter from Jeff Filloon concerning the rules stating no one under the age of 14 can drive the four wheel vehicles. He is enforcing the rule for his daughter, but they can see many violators driving by. We have instructed Per Mar Security to stop anyone recklessly driving, including under 14-year-olds. The message is that those under-age who are not driving recklessly would not be stopped. Audrey Brickman spoke of the need for anyone seeing people violating the rules to report the violation, making note of the time and date. She and Charlie Aiels have been using a magnetic "Security" sign on their vehicles, hoping to curtail the violations. Just the Per Mar sign is helpful. Duane Popenhagen pointed out that it might be dangerous for the lot owners to try to stop a moving vehicle, but two people could get together and stop one. One of the purposes of Per Mar security is to find those who do not have stickers.
P: Fleur Drive - At the previous meeting it was incorrectly reported that E. coli tests were taken by Jim Clayton Jr. Those were taken by Carroll Smith the Sanitarian and the tests showed positive for E. Coli. The Lake should have been shut down at the time, but there was too long a delay in reporting the results. This was Dostal's property; there was not communication of those tests. Larry Ehrig made the motion to formally make that correction, Amy Morrow seconded, motion carried by unanimous vote.
A: Vacation request - Office Wendy Schwab The following days are requested off: 6/20, 6/21, 6/23, 6/24, 6/25, 6/26, 6/27. Charlie Aiels made the motion to approve those days of vacation, Duane Selken seconded, motion carried by unanimous vote.
B: Manatt's bid - roads Duane Selken reported that the only way to fix the road is to grind and repair the bad spots at $12,000 mile. That has already been approved by the Board. The roads going both ways from the dam need to be fixed, as well as several other spots. Manatt's bid is $15,700 to fix those needing the single seal coat. Some lot owners will get some refund, as some of the spots needing the grinding will put one seal on; the lot owner then pays for the second seal. Those who sent checks in to Manatt's were paying for two seals. Larry Ehrig made the motion to accept Manatt's Bid to maintain the roads in bad repair with the chip and seal, Charlie Aiels seconded, motion carried by unanimous vote.
C: Richard Nusbaum - Mediation is July 21, 2008; the attorney will represent the Lake Association.
D: Mary Kaufman - Mediation is August 4, 2008; the attorney will represent the Lake Association.
E: Powell Shelter Reservation/Rental - Review It was decided to include the condition for an insurance coverage for renter liability, just as we have the in the rental agreement for the Community Center. Kim Pendarvis pointed out that this has become quite common for rented facilities to require this.
F: Tax Sale - Monday, June 16 Deadline for sign-up is noon, June 13. Duane Selken explained the purpose of the sale and how it is operated. It costs $20.00 to sign up; Wendy Schwab has the forms. Each individual goes on his/her own, but you can sign the deed over to Holiday Lake Association to be reimbursed. This is a way for Association to get lots that have been abandoned and then clean them up. The gain is 24% for the holder of the deed. Larry Ehrig estimated that there were 60-some pieces of property to go at the sale.
G: Newsletter for July. June 29, 2008, is the deadline for items to be included. It must be in the mail by July 11.
H: Sign for the office - Audrey Brinkman read the new sign that is posted on the east wall behind the desk: "Notice - Verbal Abuse of anyone of Holiday Lake will not be tolerated. Violators of this policy will be asked to immediately stop the abuse and leave the office. Law officers will be summoned as necessary to deal with violators of this policy who refuse to stop such abuse or who repeatedly engage in it. If necessary, an injunction will be obtained banning serious violators from the office premises, and/or formal criminal charges will be filed." The attorney sent notification of the zero tolerance. The event that prompted the action is a lot owner having come into the office with quite abusive language toward Wendy Schwab. A letter of warning from the attorney has been sent to the offender. Audrey Brickman read that letter. It was requested that we make the name public, but it was decided not to do that since no charges have been filed. Larry Ehrig pointed out that when situations occur, a person can call and report it as domestic abuse.
I: Lights for Community Center - A security pole will be put in the parking lot; Wendy Schwab has estimates from the REC. It was suggested to Kim Pendarvis that she go back to the Committee and address the need to define areas for parking lot and gravel, the sidewalk, and security lights. Kim said that back of the building has been wired for that. At present there are lights at the beach.
J: Dixon mower - The mower needs to be replaced so it is recommended that next year's Board put it in the budget. A commercial mower runs $10,000 - $12,000.
K: Donation for paddle boat races - Last year the Board gave $25 for those prizes. Gaylene Sherwood volunteered to get the prizes. Amy Morrow made the motion to provide $25 for the prizes, Charlie Aiels seconded, motion carried by unanimous vote.
I: Donation for Carnival Games . Duane Selken made the motion to give $25 for the Carnival Games the weekend of July 4th, Amy Morrow seconded, motion carried by unanimous vote.
J: Small claims - Because of unpaid maintenance fees, 21 claims were made last year; this year Wendy Schwab had to file 41 claims. This puts a burden on all of the lot owners because of the time it takes to process these and the court fees involved. Dick Hendrickson asked if the names of those with unpaid balances could be published. The answer is that the Board was warned that that may open us up to being sued. The Board agreed to check into that with the lawyers again.
K: Ronald and Stephanie Puls - foreclosure The maintenance fees cannot be collected from them.
L: Unit 5 Lot 208 - lot purchase Duane Selken suggested that the Association make an offer to buy the empty lot, as there is water drain-off there for which the Association is liable. This would be proactive. Norm Watson would continue to mow it. Charlie Aiels made the motion to offer $2500 for Lot 208, Unit 5, Larry Ehrig seconded, motion carried by unanimous vote. Wendy Schwab will contact the realtor, Jerry Westra.
Communication received by the Board:
A: Joe Hanzelka - Landscaping, road front, ditch, tree removal Joe wants permission to remove three trees from his lot, as they are large and the root system is under the house. He is also requesting a culvert for water drainage He was told to come to the office and fill out the forms for each request.
B: Matt Ogan - Judgments Matt got Unit 3 Lot 49 through a tax sale a couple of years ago. He is requesting that the judgments that Holiday Lake Association has against it be dropped. He thought it was about $1200.
C: Don VanVoorhis - Disaster plan, Dam evaluation - Don was wondering if there was such a plan for the Holiday Lake area. Larry Ehrig said that the sirens were in place several years ago and that was it. Don's concerns were those in mobile homes and those without lower levels. Kim Pendarvis said that that was part of the discussion in planning the new Community Center, but decided it was cost-prohibitive. The sirens have been going off satisfactorily. There were emergency evacuation sites after the last disaster. Don also asked about the dams being evaluated. Duane Selken said that it is done by the DNR every 5 years and the last one was 2 years ago and was very favorable. The report is on file. Vivian Link then asked about muskrat control, as some have been seen in front of their shoreline. There have been 10 of them caught recently.
D: Jim Mellecker - Junk cars, park maintenance, shoreline. Jim asked about the presence of the junk cars on Lake lots. The answer is that the Board has no authority, except to complain the sanitarian, which has been done. It was suggested that other lake owners also call the county supervisor, especially those who are residents of this county as they are voters, and complain. He complained about a trailer has been left on one of the lots at Andy's Lake. The answer was that the owner of that camper has a permanent residence at the Lake. Jim also complained that some of the Association lots are not being mowed. There are 3 parks around Andy's Lake and are not being maintained. Duane Selken said that Maintenance would look into that.
Our next board meeting will be July 10, 2008, at 6:30 P.M.
Motion to adjourn was made by Duane Selken, seconded by Amy Morrow, motion carried by unanimous vote.
Meeting adjourned at 8:42 P.M.
Minutes taken and typed by Dale Howe, Board Secretary.
Dale Howe - Holiday Lake Board Secretary
Attest to: Audrey Brickman - Holiday Lake Board Vice President
The meeting was called to order by board member Charlie Aiels at 9:20 pm.
Larry Ehrig made the motion to hire Sharon Herman on a temporary basis as needed at $7.50/hr, Dale Howe seconded, motion carried by unanimous vote.
Larry Ehrig made the motion to survey Marie's Park on Andy's Lake, Duane Selken seconded, motion carried by unanimous vote.
Amy Morrow made the motion to forgive the judgment against Unit 3 Lot 49, Larry Ehrig seconded, motion carried by unanimous vote.
Motion to adjourn was made by Duane Selken, seconded by Amy Morrow, motion carried by unanimous vote.
Meeting adjourned at 9:25 pm.