Holiday Lake Owners Association Inc. Annual Meeting Minutes Saturday, August 13, 2016 Holiday Lake Community Center

Transcription

1 Holiday Lake Owners Association Inc. Annual Meeting Minutes Saturday, August 13, 2016 Holiday Lake Community Center Bille Jean Snyder, President called the meeting to order at 9:00 a.m. Bille Jean Snyder announced; Meeting recorded for sake of documentation Please turn off all electronic devices Lot owners that have submitted request in writing prior to the beginning of this meeting; wishing to address membership, please stand, state name and address for the record. (Request forms made available at the door.) Welcome membership question(s) for clarification purposes. If asking appropriate question(s) related to Annual Meeting agenda item, please stand, stat your name/holiday Lake address. Bille Jean Snyder introduced Holiday Lake Owners Association, Inc. Board of Directors Representing Unit 1 Stan Zeutenhorst, Vice President Representing Unit 2 Bille Jean Snyder, President Representing Unit 3 Lu Wieland, Secretary Representing Unit 4 William Nagel Representing Unit 5 Carla Bunger Representing Unit 6 Phil Reeves At Large Representative Jim Hamilton, Treasurer Bille Jean Snyder Recognize Holiday Lake Staff Rick Kriegel, Full-time Maintenance Manager Wendy Schwab, Full-time Office Manager Amy Baetsle, On-call Part-time Office Assistant Bradley Maus, Part-time Seasonal Maintenance Help Steven Bradley, Compost Pile Monitor April to November Lynn Baustian, Seasonal Contract Bathhouse-Campgrounds/Park Manger Bruce Rhoads, Contracted Security Service Bille Jean Snyder Acknowledgement to Community Center Committee Larry Pendarvis Kim Pendarvis Katie Tomlinson Cindy Shelledy Linda Vodraska Recognize Kim Pendarvis to summarize Community Center activities: To date have had 10 rentals with 6 more scheduled in the future Hosted many Celebration of Life Lake wide events: Naming a few - kids Club, 4 th of July kids activities, ice cream social, News Year Dance, Halloween Dance, bean bag league, badminton league planned winter Fund raising support sustaining Community Center continues every year with annual bake sale / pancake breakfast and Holiday Lake Apparel N More includes clothing, engraved items and license plates. Thank you for the donations. Fish Committee Ron Angel Lynn Baustian Mike Ehrig Dennis Jones Rick Kalina Bille Jean Snyder reported they have been very active raising money to stock fish. Water Quality Committtee Dan Hanover Phil Cline Connie Sjerven Bille Jean Snyder reported water is tested every month for bacteria. Water is healthy and safe. Holiday Lake Web Page Web Master Ken Schwartz 1

2 Secretary Reports by Lu Wieland Approve 2015 Annual Meeting Minutes Motion to approve 2015 Annual Meeting Minutes made by Steve Edwards, 2nd by Katie Tomlinson. Motion carried by membership voice vote. Approve Board of Directors Organizational Meeting Minutes Motion to approve 2015 Board of Directors Organizational Meeting Minutes made by Steve Edwards, 2 nd by Jim Starkweather. Motion carried by membership voice vote. Treasury Report by Jim Hamilton, Treasurer Summary Holiday Lake Owners Association, Inc. of Year to Date Operations Katie Tomlinson asked about money not spent last year for the roads. Jim Hamilton explained this was spent this year. Stan Zeutenhorst reported this year a lot of money was spent to build up the base on the roads and on the dura patcher. Motion to approve Summary made by Steve Edwards, 2nd by Rick Kriegel. Motion carried by membership voice vote. Fiscal Year 2017 Budget Proposed Jim Hamilton read each line item on the budget. He reported the budget is consistent with the last 5 years. No change in the supplemental fee. If the supplemental fee does not pass $96,000 will have to be taken off the budget. Motion to approve Summary made by Steve Edwards, 2nd by Bobby Schmitz. Motion carried by membership voice vote. President Report for by Bille Jean (BJ) Snyder, President Holiday Lake Owners Association, Inc. has 809 lot owners to date Currently 792 have 0 balance accounts meaning all fees (maintenance fee of $ per lot + supplemental fee of $ per lot owner + any miscellaneous fee) are paid in full. Leaving 17 lot owners with outstanding account balance unpaid In 2015 sold 1755 total recreational stickers Broken down as 727 land craft (golf carts, ATVs, Gators, etc.) and 1028 water craft (boats, pontoons, jet skis, paddle boats, canoes, etc.) And in 2016 sold 1868 total recreational stickers Broken down as 784 land craft (golf carts, ATVs, Gators, etc.) and 1084 water craft (boats, pontoons, jet skis, paddle boats, canoes, etc.) Closing tenth year for Holiday Lake Owners Association, Inc. to be Debt Free with no outstanding loans. Holiday Lake Board of Directors have Ongoing efforts to shore up the governing rules and regulations to be aligned with Holiday Lake Owners Association, Inc. By Laws and Convents for clearer understanding to everyone in the Association. All lot owners of record received by mail the approved language changes in the form of 2016 Rules and Regulations Statement of Changes and Select Forms. To coordinate with Poweshiek County building permit regulations, revisions approved to Holiday Lake building permit application now include the same time line to complete a project of 18 months. Been mindful to make decisions support by and according to Holiday Lake Owners Association, Inc. Rules and Regulation, By Laws, and Convents. Clarified what is considered a shed s usage. Contracted Bruce Rhoads for Security on a year-around basis making this the fifth year for this type of security coverage. Good partnership/working relationship with RIZ -(Rural Improvement Zone) trustee for the betterment of our Lake with erosion control, brainstorming on water flow situation/solutions, and water quality. Continues the availability to recycle. Recycle Bins for newspaper, broken down cardboard, magazines, clean #1 and #2 plastics with lids removed, clean tin with labels removed, clear glass And the payoff for the cans/bottles donations, $3, for the Iowa Refundable 2

3 President report continued Received a satisfactory rating, best rating given, from the DNR dam inspection which is completed every 5 years on the Main Holiday Lake dam as well as the road dam between Bozo Lake/Main Lake and Andy Fishing Lake/Main Lake. With Fish Committee input, approved new fish signs designed in a manner size and limits can be changed as needed. Made some improvements for the office work place with additional lighting, installed new energy efficient entrance door, upgraded copy machine and replaced paper shredder. Purchased new chipper/shredder with more safety features to protect employees during operation. Replaced septic system at West Ryan Campgrounds meeting regulations and with enough capacity for any possible future development of the grounds. Explored best practices for repairing our roads. After having on site demonstration, a dura patchier machine, used a dura patchier system rather than cold patch on lake roads. Running a test site along Waukonda Drive using pee gravel vs crush rock when chip n sealing. Road work is continuous endeavor. With the help of fundraising Halloween and New Year s Eve dance organizers, Shannon Hershey and Dennis Jones, purchased two new floating swim up platforms in for beach swimming area. Sometimes fondly referred to as the Bobbers. And with Rick Kriegel and Tom Dvorsky donations from Ice Cream socials in 2015 and 2016, a Powell Park playground equipment fund is now established. Partnered with RIZ to share the cost to chemically treat Main Holiday Lake on April 29 for overgrowth of water plants. And again June 30 to chemically treated Main Holiday Lake as well as Andy Fishing Lake and Bozo Lake. Sponsored the Sixth Annual Holiday Lake Clean Up Days with having dumpsters available on two Saturdays in June for lot owners to dispose of unwanted items at little or no cost. Worked jointly with security and so many volunteers to have a successful Independent Day Celebration with fun times for all ages movie in the park, paddle boat races, boat parade, carnival games, golf cart curse, ice cream social, Fish Committee food to purchase and of course FIREWORKS. Much time was spent in pre-planning from mass announcements, visually mark fireworks fall out zone area, parking or sitting in fall out zone signs, traffic pattern adjustments at the close of events to having porta potties and dumpsters located around the Lake. On July 2 nd, the big day of the Fireworks display, many factors contributed to the success from green safety vests worn by volunteers collecting money at the entrances help identified them as official, orange safety vests worn by Board of Directors to identify authority to monitor activities, increase security personnel to the presents of Directors throughout the day/night. And finishing up the eventful holiday, the faithful established volunteers met on the beach and in the park at 7:00 AM on Sunday, July 3, 2016 to clean up. Within 90 minutes this crew had the place spic n span, was hard pressed to find a scrap of candy wrapper still on the ground. A side note: $5, was collected at the entrance throughout the day plus $ came in from miscellaneous donations making $5, to help offset the cost of the Fireworks display totally $12, Plans are will be soon underway for 2017 Independence Day Celebrations to be held Saturday, July 1, Will be inviting volunteers to assist with pro-active ideas. Recognize board members serving August 2015 to current not seeking reelection to Board of Directors Jim Hamilton has provided leadership to the Board of Directors for many years. His knowledge and understanding of the financial operation of Holiday Lake Owners Association, Inc. has been invaluable. Because of his guidance, sound judgement and hours spend on developing the budget, the Association is financially stable. His insights will be greatly missed. Bill Nagel also has been instrumental in keeping the Association in good standing. He was willing to available for members needing assistance when the office was closed. His resources were helpful when looking at needs for the Lake. And in closing, thanks to the entire Holiday Lake community for volunteering talents, skills, time, and a willingness attitude to do all the things noticeable and unnoticed to have this is a wonderful place to live and play. 3

4 Bille Jean Snyder Nomination process in electing representative for new terms Every member of Holiday Lake Owners Association, Inc received by US mail written notice of...annual Meeting with date, location, and time... Annual Meeting time block schedule....no nominations from the floor....dates and times for absentee voting....voting time frame to vote at Annual Meeting....candidate names and information for each as submitted for election by the Nominating Committee as of July On July 14, 2016 at the Holiday Lake Owners Association, Inc. Regular Board Meeting, Nominating Committee Chairperson, Kim Pendarvis reported the following candidates: Unit One (1) for a three-year term: Stan Zeutenhorst Unit Four (4) for a three-year term Jay Hoskey Sherrie Witte Unit Five (5) for a one-year term Carla Bunger Bert Evans At-Large for a three-year term Wayne Worthington Saturday, July 16, :00-10:00 am nominating committee hosted Meet the Candidates in the Community Center Building, for Holiday Lake Owners Association, Inc. members to have an opportunity to meet each running candidate. ONLY CURRENT PAID-UP LOT OWNERS HAVE THE PRIVILEGE TO VOTE. Meeting was turned over to Kim Pendarvis, Nominating Committee Chairperson Introduction of Nominating Committee- Unit 1 Sue Aves Unit 2 Sue Gannaway Unit 3 Katie Tomlinson Unit 4 Linda Vodraska and Bobby Schmitz Unit 5 Tina Sorsensen Unit 6 David and Sherri McLaren Request 2 hour recess for the nominating committee to tabulate all ballots cast at the annual meeting and absentee Recess Annual Meeting President Bille Jean Snyder asked for a motion from membership for a 2 hour recess annual meeting for nominating committee to count/tally absentee and Annual Meeting ballots with everyone leaving the Community Center except the nominating committee. Motion made by Steve Edwards at 9:30 a.m. to recess the Annual meeting and have everyone leave the Community Center except the nominating committee until 11:30 a.m., 2 nd by Bobby Schmitz. Motion carried by membership voice vote. Reconvene Annual Meeting President Bille Jean Snyder entertained a motion from membership to reconvene annual meeting Motion made by Katie Tomlinson to reconvene annual meeting, 2 nd by Steve Edwards. Motion carried by membership voice vote. 4

5 : Nominating Committee Election Report President Bille Jean Snyder recognized Nominating Chairperson, Kim Pendarvis, to announce election results Unit One, the candidate name appearing on the ballot was Stan Zeutenhorst. Actual votes cast were Stan Zeutenhorst 265; Heath Hershey 6; Dorothy Frederick 3; Bruce Bauer 2; Dan Busch 1. Stan Zeutenhorst was elected to the Unit One board of director s position for a three-year term. Unit Four, the candidate names appearing on the ballot were Jay Hoskey and Sherrie Witte. Actual votes cast were Jay Hoskey 213; Sherrie Witte 67; Bill Nagel 6. Jay Hoskey was elected to the Unit Four board of director s position for a three-year term. Unit Five, the candidate names appearing on the ballot were Carla Bunger and Bert Evans. Actual votes cast were Carla Bunger 151; Bert Evans 122; Shannon Hershey 7; Chip Kalina 3. Carla Bunger was elected to the Unit Five board of director s position for a one-year term. At-Large, the candidate name appearing on the ballot was Wayne Worthington. Actual votes cast were Wayne Worthington 233; Katie Tomlinson 2; Burt Evans 1; Norm DeGeeter 2; Del Sherwood 1; Jack Hoffman 1; Bill Nagel 6; Jamie Hoffert 3; Shannon Hershey 2. Wayne Worthington was elected to the At-Large board of director s position for a three-year term. The Proposed Annual Supplemental Fee voting results were as follows: Yes votes were 201; No votes were 97. By majority vote, the Supplemental Fee in the amount of $ per lot owner will continue for a period of 5 years. Please extend your gratitude to the following persons who served on the 2016 Nominating Committee: Sue Aves (Unit 1); Sue Gannaway (Unit 2); Katie Tomlinson (Unit 3); Linda Vodraska (Unit 4); Bobby Schmitz (Unit 4); Tina Sorensen (Unit 5); and Sherie and Dave McLaren (Unit 6). In 2017, lot owners will be voting for Directors in Unit Two and Unit Five. The Nominating Committee consists of one person from each unit to serve annually. If anyone is interested in serving on the 2017 committee, please contact Kim Final results will be posted on Holiday Lake web page as well as sent in mass notice. Bille Jean Snyder Closing announcements Help picking up chars after meeting adjourned is appreciated Remove all road signs related to election/voting by 1:00 pm today, Saturday, August 13, 2016 Thanks all members for attending the 2016 Annual Meeting Adjournment Motion to adjourn made by Linda Vodraska, 2 nd by Bobby Schmitz, motion carried by membership voice vote. Meeting adjourned at 11:35 a.m. Minutes taken and typed by Wendy Schwab, Holiday Lake Office Manager Attest to by Carla Bunger, Holiday Lake Board of Director 5