July 10, 2009 - Meeting Minutes

BOARD OF DIRECTORS

LEGEND LAKE PROPERTY OWNERS ASSOCIATION

LEGEND LAKE LODGE

KESHENA, WI 54135

July 10, 2009

Steve Vanden Heuvel called the meeting to order.

Board members present:

Steve Vanden Heuvel

Dan Hedrich

Nancy Pagel

Renee Towne

John Toppins

Roy Stephens

Robert Kowalik by Phone for some of the meeting

Board member excused: Tim Guzek, and John Wenning.

Also present Dan Barton, Rod Glauser, Thomas Strebel and Rick Moses.

Visitor’s Comments:

Dan Barton presented to the Board his proposed repairs to the retaining wall on 11 & 12 Otter ponds. Part of the retaining wall extends onto the Beach Club. Nancy Pagel made a motion to approve the builder’s request. Dan Second. Motion carried. Rick Moses was asked to go out to mark the Beach Club property edge.

Rod Glauser was curious about the comment made about vandalism and the protest on the lake over the fourth of July. Steve Vanden Heuvel stated the drummers are on the lake every year.

Steve Vanden Heuvel told the Board about a call he received from a property owner. He told the person that they need to call the police and if she wishes, she can report it anonymously.

Outside Property Manager Report:

Rick Moses received a requesting a set of steps for North Star Beach Club. They discussed the reason for the request. The Board decided that since there is easy access to the lake, they will look at putting up a railing that goes into the lake. Steps get slippery. They discussed the request for sand on the Beach club. It was decided not to do anything about putting in sand. Roy Stephens is going to talk to the person on this.

Rick stated that they starting to pull the post from the Beach Clubs that are not in compliance.

Rick stated that he has been going to the Aquatic Invasive Collaborative meetings, and asked if he could get paid to attend if they ever form a Terrestrial Invasive Collaborative. Nancy suggested that they wait until it is formed and get more information on it.

Rick asked if he should monitor the Association Boat launches for people loaning out their keys to others. The Board decided the whole idea was to stop invasive species from entering the lake, and as long as people are abiding by the rules it does not matter. They suggested that he can talk to Wayne Towne about volunteering to monitor the launches for Clean Boats, Clean Water.

The Board discussed the security call list.

Rick suggested getting the Outlot 3 in Straight Arrow surveyed because the fence was knocked down by the snow plow and he can not find the pin for the edge of 32 Straight Arrow. Before they replace the fence, Rick would like to make sure where the property line is. The Board asked him to get bids.

Renee Towne asked Rick how far he is on the rail replacement on Blue Heron Beach Club. Rick said the boys will start next week or the week after on fencing.

Action Items:

Steve Vanden Heuvel opened the sealed bids. The bids were rejected because they did not meet minimum bids. (After the meeting it was determined that one of the bids did meet the minimum bid, the wrong line was read, and was accepted through an E-mail vote.)

The Board went over the audit results. The Board agreed to the request to get pre-numbered petty cash vouchers. The clothing can not be put in a secure area, but will be inventoried on a quarterly basis. The Board did not see a need to make an estimated write off for doubtful accounts. Nancy, John Toppins, or Steve Vanden Heuvel will come in to sign off on the time sheets. The Board discussed the Smoke Signals commissions. Thomas explained in the past the commissions were paid when the payments for the ads were received as the auditor is suggesting. A good number of the ads were prepaid and when the new coordinator took over, they did all the work and the prior coordinator had already collected the money on it. That is why Al Wallander at the time set it up that the commissions get paid with the ads that are printed in the Smoke Signals. The Board decided commissions should not be paid until the money for the ads is received.

Steve Vanden Heuvel asked for approval of Board minutes from June 19, 2009. Dan Hedrich made a motion to approve the minutes. John Toppins second, motion carried.

Steve asked for approval of Disbursements/Unpaid bills for July. Renee asked about the several payments to AFLAC. Nancy Pagel explained that it is monthly, but the company got backed up with its billing. Renee asked if Bugs Beware was a repeat. Thomas stated last month it was on the list to approve to be paid, and this month it is on the paid list. Steve verified the Thedacare bill was for the physical for the new employee. Renee Towne made a motion to approve the disbursements. Nancy Pagel made the second, motion carried.

Thomas Strebel showed the stack of statements that were sent out at the end of June and told the Board that they filed 127 liens and last year, 158 were filed by this time.

Thomas passed out the new board committee list and asked the Board to verify the information. Steve Vanden Heuvel asked that the Sheriff Department phone number be added to the list.

Steve Vanden Heuvel talked about the booklet he read about the Restoration of the Menominee Reservation and thought it would be good for the rest of the Board to read.

Thomas went over what the Board needed to do to updates signers on the various bank accounts.

Steve said that the conflict of interest forms are going to be updated by John Wenning.

Officers Reports:

Secretary:

Renee Towne stated that she sent a letter to Hauser of 44 Thunderbird and gave them 30 days to remove two of the sheds.

The Board discussed the issue of the lot with sheds in Medicine Hat. Rick is going to put together what is going on and bring it to the next meeting.

Renee has put information on the web site and to be printed in the next Smoke Signals about getting a group together to set up a hiking/biking trail. She got one response who was concerned about the potential cost.

Steve Vanden Heuvel reminded everyone that the need to write an article for the Smoke Signals. The articles are due July 16, 2009.

Committee Reports:

Architectural:

John Toppins presented and recommended to the Board a variance request for a garage on #67 Spirit Island. It is an irregular shaped property and the only way to get the garage on the property is requiring a variance of 2 feet 4 inches closer to the road. Dan Hedrich made a motion to approve the variance. Nancy Pagel second. Motion carried with 2 opposed.

John Toppins presented a request to have a porta potty on his lot for construction on his property. There was a discussion about it being standard by the construction company. Nancy Pagel made a motion to approve the request. Roy Stephens second. Motion carried.

John went over a request for a deck on a cottage to go 90 feet from the high water mark. It was decided to table it and let him find out from the County if they can do it first.

John explained the reason he had asked about the Dickson garage by e-mail was because it was received on 5-14-09 and he wanted to expedite it. He has told the owner to see if the County would approve it before the Association would look at it. Thomas stated that he had taken it and reduced the size so that it would meet the requirements. John Toppins said that he would review this.

Purchasing:

Dan Hedrich stated that he would like to purchase a good speaker phone so that a phone meeting could be held.

Dan mentioned a mower was brought to the lodge to be tried, but it was determined that it will not meet the needs of the Association.

Beach Club:

Roy Stephens reported that the police will not serve notice to a person until they get a list of the members that did not pay and are not a member in good standing. There was a discussion about some of the issues and the need to set up Beach Club rules. It was decided that John Wenning from legal needs to look into this.

There was a discussion about people that are not willing to call the police when they witness a crime.

New Business:

Steve Vanden Heuvel stated that he had received a request from the social committee to get a mailing list to remind people about their pig roast. They have been given this in the past.

Jeremy Johnson has asked for a letter of support for an invasive species grant.

Steve talked about the negative letter that was received.

Renee Towne made a motion to go into a closed session to discuss personnel issues. Nancy Pagel second. Motion carried.

The Board came out of closed session.

Steve read the e-mail from Tim Guzek.

Renee Towne questioned if the letter about boaters relieving themselves at Beach Clubs could be anonymously be placed in the Smoke Signals. Dan Hedrich will include this information in his articles.

Roy Stephens made a motion to adjourn. Nancy Pagel second. Motion carried.

The next regular meeting is August 14, 2009.

Meeting adjourned.

Submitted by:

Renee Towne, Secretary

Board of Directors