MINUTES OF THE MAY 24, 2017 MONTHLY MEETING OF THE BAYLES LAKE HOMEOWNERS ASSOCIATION

Transcription

1 MINUTES OF THE MAY 24, 2017 MONTHLY MEETING OF THE BAYLES LAKE HOMEOWNERS ASSOCIATION The regular meeting of the Bayles Lake Homeowners Association Board of Directors was held at Lakeview Country Club, Loda, Illinois, on Wednesday, May 24, 2017 at 7:01 P.M. Directors Present: President Jim Bash, Vice President Allan Lee, and board members Jerry Bauman, Tom Parker, Lisa Jendruczek, Jim Keenan, Nick Schuit and Dale Foster. Absent: Paul Zajec Employee s Present: Building Inspector Ray Soltysiak, Maintenance Officer Bob Siddall and Administrative Assistant Rod Cardinal. Absent: Treasurer Pam Zajec, Bayles Lake Security President Jim Bash welcomed everyone after roll call. President Bash reviewed the committee assignments and the General Committee and Staff Responsibilities. He asked for comments regarding the Annual Meeting. Dale Foster stated that the information regarding sump pumps being hooked up into our sewer system was not detailed enough. Jim Bash asked Dale to provide additional information for the July 1 newsletter. Dale also related that at the Annual Meeting, the board overlooked the opportunity to publically thank Nick Schuit for serving as our president for the past four years. Nick s legacy will be his determination to end our working relationship with our engineering firm when he felt that BLHOA was not being treated right. The board thanked Nick for his service. The board also asked that this presidential recognition become an agenda item at the Annual Meeting whether the president will seek another term or not. Approval of Minutes: The minutes from the April 26, 2017 board meeting were reviewed and corrections made. Tom Parker motioned to approve the minutes as corrected, seconded by Lisa Jendruczek and the minutes were approved. Approval of Minutes: The minutes from the April 26, 2017 executive session were reviewed and corrections made. Jerry Bauman motioned to approve the minutes as corrected, seconded by Dale Foster and the minutes were approved. Approval of Minutes: The minutes from the May 2, 2017 Annual Meeting were reviewed and corrections made. Tom Parker motioned to approve the minutes as amended and corrected, seconded by Allan Lee and the minutes were tentatively approved pending final approval at the May 8, 2018, Annual Meeting. Approval of Minutes: The minutes from the May 2, 2017 post meeting, regarding the selection of the board officers, were reviewed and corrections made. Tom Parker 1

2 motioned to approve the minutes as corrected, seconded by Lisa Jendruczek and the minutes were approved. Treasurer s Report: Pam Zajec was absent. Jerry Bauman presented the April Treasurer s Report of Receipts and Disbursements, which were discussed. Allan Lee motioned to approve the report, seconded by Dale Foster and the report was approved. The April board bills were presented totaling $66, which were discussed. Tom Parker motioned to approve the bills, seconded by Jim Keenan and the bills were approved. The May board bills, to date, were presented totaling $28, which were discussed. Per board policy, bills over $1, were reviewed: (since April 27, 2017) (10). #6522 Busey Bank Money Market $23, (deposit off LSD money) #6534 Municipal Consulting $2, (Jim Clarage) #6535 Vance Grading and Landscaping $3, (shoreline erosion project-advance) #6536 May s Electric $2, (pump for east lift station) #6537 EIEC $1, (utilities) $6538 May s Electric $1, (generator repairs) #6539 May s Electric $3, (advance for grounding east lift station) #6543 Biggs Lawn Care $1, (mowing) #6544 PDC Laboratory $1, (renew drinking water testing contract) #6548 May s Electric $5, (repairs to east lift station) Dale Foster motioned to approve the May bills to date, seconded by Allan Lee and the bills were approved. Dale Foster began a discussion regarding the amount of money that we have paid to May s Electric this year. Rod Cardinal pointed out that since November 2016 we have paid over $38, to May s and over $7, to one of his subcontractors. This encompasses parts, materials and labor for repair work on the east and west lift stations and east and west well house generators. This seems high. Dale stated that his invoices do not show enough details, we need a better explanation and more clarity. All invoices should be itemized. Dale has asked May s for the serial number and model number of the recent pump they installed at the east lift station and has not received any information back. Dale feels that May s does good work but we should monitor his work better in light of the high cost of all this repair work and our limited funds. Jim Bash will talk with Jim Keenan and Pam Zajec and then contact May s Electric and make a request for more detailed information on his invoices in the future. Pam forwarded a note to the board regarding a request from Federated Bank, that in order to add Vice President Allan Lee to the check signing list, she would need to provide the bank with a copy of the Annual Meeting post meeting where it shows that Allan was elected as vice 2

3 president and also a copy of the May Board Meeting Minutes indicating that Allan Lee was serving as our vice president. Board members had no objection to this request. Jerry indicated that Pam has received three sewer inspection forms from our seven residents that are required to do this twice per year as they drip treated effluent into the lake. Rod Cardinal would send a reminder note. The accounts receivable list was presented and discussed. It was noted that 364 Kaufmann is still behind but has been making monthly payments. Visitors: Jim Clarage and Ed Killen Security Report: No Bayles Lake Security Report. Jim Bash did update the board regarding the ongoing search for a security officer. We have two applicants who are interested in doing it part-time as they both have full-time jobs. The committee still needs to interview the applicants. They are working on being creative with the duties and responsibilities and maybe dividing up the position to two or more people. Coverage during weekends and holidays are more important than the weekdays. It was suggested that maybe we need to send a letter to Derek Hagan, Iroquois County Sheriff and let him know we are trying to fill our security position and until we do, we would appreciate an increase presence at Bayles Lake. Nick Schuit said that if we do go to the security team approach that BLHOA purchase a cell phone the security guys can hand off to each other while they are on duty. The cell phone number is the only number that would be provided to our residents. As a side note: Ray Soltysiak stated that he will not be leading the Fourth of July boat flotilla parade this year. Maintenance: Bob Siddall presented this report: I have been trimming the dead branches from the large evergreens. I have mowed Memorial Park, the curve, the dam and both sides of the County Roads along with a few entrances. I have been keeping burn pile active with accommodating winds. I have helped with sewer problems at the Beards, 236 Ocala and Friddle, 304 Weaver Court. I needed to block the roadway while tree was being removed at 320 Sunrise Drive. I delivered and returned 8 tables for residents to use for garage sale. I picked up the Garage Day Signs and returned to shop for another year. I have been moving boats and trailers at the shop so the grass could be mowed. I have flushed hydrants, water from East well is very clear. 3

4 With Rod s help removed a large tree limb that had fallen in the back yard of a Lake Iroquois resident that was from a tree on Bayles Lake property. Bob also reminded the board that they should try and budget money in 2018 for a west well house water pump inspection. Reiner s Well Drilling mentioned this while working on the east well house pump in December. As we usually do, we alternate water pumps monthly and each month that we use the west well house pump we get lots of complaints of air in the water. Nick Schuit suggested that we check with Mark LeClair, Water Supply Operator, but we should just use the east well house pump during June, July and August, our highest usage period and then return to our usual rotation policy in September. Jim Keenan would talk with Mark LeClair. Finance: Jerry Bauman presented his report and stated that Pam Zajec had given our books and financial papers to Stan Feller. Feller is an accountant who performs our yearly financial review. Jerry asked Jim Bash if he knew approximately how much funding we might expect from our latest request to the Loda Sanitary District. Jim stated that LSD had a meeting on May 23 and it appears that we could get about $3, Jim stated that Ed Killen would provide additional information during a LSD meeting report later. Jerry stated that he had a conversation with Pam Zajec regarding funding the 16 point repair project that will be done this summer. We will need $18, for this job. They agreed to recommend that we pay for this project by using the remaining $12, from the televising / cleaning project from last December. We would use $7, from our checking account. And if we need any additional contingency money, hopefully not to exceed an additional $7,000.00, we would use funds from our Busey Bank Money Market Account. Jerry stated that when we get money from LSD that it would be deposited into our money market account. Jim Bash asked for a motion to approve this funding package. Jerry Bauman motioned to approve, seconded by Tom Parker and the funding package was approved. Water & Sewer: Jim Keenan presented the following report. 304 Weaver Court had sewer water back up problem and had the sewer line jetted and found it blocked and cleared the obstruction from the line. 531 Karr Lane has had sewer water back up problems but is going to replace the septic tank. (Will they have to drip into the lake or will the county allow the homeowners to hook back up to our system?) 557 Sunrise Drive needs his front yard restored ASAP as it is for sale. Jim Balk needs to finish this job. Jim Bash asked that Jim Keenan and Bob Siddall stay in communication with Jim Balk and the homeowner. 236 Ocala Drive, the homeowner continues to wait on Jim Balk to finish this work. The homeowner is losing her patience. Balk has ordered and is waiting on a double clean out item and has the 40 feet of PVC replacement pipe to finish the job. He has spoken to the neighbor as he will need to access a portion of the dig site via the neighbor s property. Once Balk gets the clean out piece and if it stops raining, he will be back to finish this 4

5 job. This information has been given to the homeowner and Jim Bash asked that Jim Keenan and Bob Siddall stay in communication with Jim Balk and the homeowner. Rod Cardinal indicated that the IEPA Notification of Ownership and Responsible Operational Personnel form had been updated to show Jim Bash as our current president and submitted to IEPA. Rod Cardinal indicated that the contract with PDC Laboratories, Peoria, for testing of our drinking water had been submitted to Pam for renewal and payment. It was pointed out that Jim Clarage, Rod Cardinal and Bob Siddall had developed a checklist that will be used by Bob as he visits each repair site. There was a brief discussion regarding the contract for Chandler Excavation. Jim Bash asked for a motion to approve the contract with Chandler Excavation to begin work on our 16 point repair project. Jerry Bauman motioned to approve, seconded by Allan Lee. A Roll Call vote was requested, results were 8-0 in favor with one absentee and the contract was approved. Jim Clarage took the contract and will attach all the other required documentation, he will contact Chandler and work to establish a starting date. Sewer Advisory Committee: Nick Schuit did not have a report. Jim Clarage stated that he had provided our law suit attorney, Dan Beiderman, with some additional information regarding updated cost for the sewer system suggested by BCA: REPORT TO THE BLHOA BOARD OF DIRECTORS & THE SAC Wednesday, May 24, :58 PM Contacts were recently made with the original manufacturer and supplier of the equipment that they pre-engineered and was specified by the consultant. This also included a recent meeting with Flo Systems who represent the Orenco Systems, Inc. for our area. The following is provided for your review: OUTLINE OF DOCUMENTS 1. May 15, 2017 Up-dated preliminary evaluation of an Orenco Effluent Sewer System as provided to our consultant in Cover Sheet Summary of installed cost estimates for 261 units & 23,199 L.F. pipe. Original Recirculating Sand Filter RSF to receive all 261 connections. Alternate AdvanTex Treatment in place of the RSF; less maintenance. 2. A time-line review of consultants Project Costs from 2006 thru 2014;.. and up-dated May 15, 2017 by Orenco Systems, Inc. 3. Supporting document Exhibits from 2006 to

6 Looking at the Exhibit documents summary as they relate to Project Costs.. In 2006 $4,838,000. & $2,676,000. In 2008 no cost given & $5,304,750. In $4,700, In 2012 $5,050,000. & $4,822,500. In 2014 Orenco prepared up-dated costs to consultant [ see 5/15/17 ] In 2014 Dec. 16 th BCA letter to President Nick RE: 10.5% Fees/Updated: $278, paid to date & $346,850. to be paid to finish project. then, Eng. $625, May 15, 2017 Orenco clarified 2014 costs provided to consultant. see attached: $2,077, $729,521. Ave. = $2,807,351. The question has to be asked; was it understood by the BLHOA that they would be asked to pay the consultant a 22%+ fee? Also, the new 261 individual septic units for each house is an off-the-shelf item that could be bought directly by the homeowner or the BLHOA; if this would be done, the project cost for final construction would then be $1,336,094. And then the consulting fees requested would then be 46%+ for the Project. Lakes & Parks: Tom Parker stated that he had collected the lake water samples and would be transporting them to PDC Labs, Peoria. This testing is done to assure our residents that the lake is safe for recreational purposes. Mosquito spraying will be done May 25 for the Memorial Day weekend. Tom requested that Rules and Regulations Committee consider establishing some kind of daily fish limits. Some residents have been seen with multiple fish in their possession and he feels there should be limits on some species. Lisa Jendruczek asked Tom to write down his thoughts for her and she would discuss them with her Rules and Regulations Committee. Roads & Drainage: Paul Zajec was absent. It was noted that Bob Siddall had received a small load of cold patch as he was filling in some pot holes. Rules & Regulations: Lisa Jendruczek confirmed that sometime this summer she will be leaving the board as she will be moving out of the community. Jim Bash asked Nick Schuit to work with Lisa and transition into the Chairperson position of this committee. Lisa had indicated that she had received a question from someone regarding trampolines in resident s yards. The name of the person making this request was not a familiar name to her or Pam Zajec. When this person was asked if they live at Bayles Lake, there was no additional response. 6

7 Building Permits: Dale Foster and Ray Soltysiak presented information regarding permits. William Toomey Kaufmann - Dumpster Permit Robert Apperson Sunrise - Dumpster Permit Hugh Pierburg Kaufmann - Will build a 27' 4" x 25' porch. Present 12' x 13' porch must be demolished as it is unsafe, charged for 27' x 13', 351 square feet. paid $87.75 in check Mike Hartman - will attach a 20' x 15' new pergola on the east side of house Marilyn Ford Country Club Lane - will build a 16' x 18' dock in the middle of her shore line Old Business: Update of the BCA Lawsuit would be discussed in executive session after the board meeting Resident wishing to donate property, 4 lots on Country Club Lane - tabled until the June meeting Residents thanked the board for the street light at Golf Drive North / County Road 200 North Reminder of the Fireworks Show, Saturday, July 1, 9:00 p.m. and all other events during that time. Please see the Bayles Lake community calendar for more information. New Business: Review of Loda Sanitary District Meeting, May 23. Ed Killen provided a report. He had information regarding the LSD tentative budget for and reaffirmed that about $3, would be available for BLHOA, but some of this money might be also be used by LSD as it proceeds with its dissolution process. Both BLHOA and Village of Loda will have to pay for some of this process. This process may take a year to complete so don t anticipate any funding for right now. Ed provided the board with a copy of the BLHOA-LSD Dissolution Agreement. Jim Bash asked that a copy be forwarded to our attorney, Ellen Lee, for review. Ed stated that the Village of Loda has a similar agreement. BLHOA and the Village of Loda must agree with this agreement for the process to continue. Agreements must be returned to LSD by July 13, A copy of this proposed agreement will be made part of the minutes. The next LSD meeting will be July 13, 2017 at 5:15 p.m. at the Loda Fire Protection District Firehouse, Loda Jim Bash is working on appointing the Dispute Resolution Committee. Review / Approve Building Inspector Position - tabled until the June meeting. Reminder of summer newsletter articles due about June 20. Diane O. will be contacting you. Jim presented a list of Auxiliary event dates. 7

8 Ray Soltysiak stated that the new homeowner at 208 Ocala is going to add some new hardscape design to the lake side of his home. He would be using boulders and rocks to create a dry stream bed and install a recirculating water pump to pump lake water to the top of the stream and allow the water to flow down to the lake. The board commented that there were a couple of similar designs at the lake and had no problem with this request. Jerry Bauman asked who was going to lead the auxiliary boat flotilla parade this year. Jim Bash asked for suggestions. Paul and Pam Zajec was a popular suggestion. Jim Bash asked for a motion to approve Paul and Pam Zajec as the 2017 Boat Flotilla Leaders. Jerry Bauman motioned to approve, seconded by Tom Parker and this was approved. Jim Bash asked for any additional business for the board, hearing none, Jim asked for a motion to adjourn to executive session to discuss a litigation issue. Meeting was adjourned on motion by Lisa Jendruczek, seconded by Dale Foster, meeting adjourned at 9:45 P.M. The Board of Directors returned to public session at 10:20 P.M. Jim Bash asked for any additional business for the board and Dale Foster asked the board to appoint Ed Killen as an observer for any of the depositions that Dan Beiderman or Brian Sanchez would be conducting on behalf of our BCA lawsuit. Ed would be reimbursed $25.00 per day plus mileage, if we win the case. He would receive nothing if we lose. Jim Bash asked for a motion. Allan Lee motioned to approve, seconded by Dale Foster and the motion was approved. Jim Bash asked for any additional business for the board, hearing none, Jim asked for a motion to adjourn. Meeting was adjourned on motion by Tom Parker, seconded by Allan Lee, meeting adjourned 10:27 P.M. Submitted by Rod Cardinal Administrative Assistant 8