LLPOA Board of Directors Meeting
Minutes for June 14, 2024
Board Members Present:
Steve Savage Randy Roesner Stan Wilson Karen Bowman-Dillenburg Shelley Williams Gregg Malmstrom Steve Kastning Jim Skulstad Arland Dillenburg
Visitors:
John Santo, Denise Gilane, Dave Walton, and Wes Fredericks
Visitors Comments:
Wes Fredericks question who owns the property between him and his neighbor, because people are starting to launch boats there. They are going to have Dave check it out and talk with the appropriate people.
Denise Gilane and Dave Walton are just observing.
John Santo said he put in a demand notice to see the Memorandum of Agreement. The legal committee investigated and reported they received the request. John Santo’s email and excerpts from the bylaws were read. The committee had conferred with Corporate Legal Counsel. The document is an agreement that provides both organizations with the opportunity to work together to establish policies and procedures that will promote and sustain Property ownership rights for taxpayers in Menominee County. There is a confidential information section in the Memorandum of Agreement about the responsibility and obligations of the parties that includes prospective of the strategies and approach they intend to initiate moving forward together. Based on the governance of our bylaws and Wisconsin statute 181.601 and 181.602 they are not required to show Mr. Santo the MOA between the LLPOA and the MCTA. There was a discussion about the agreement and its release. The Board is going to talk about this issue and will also talk with the MCTA.
John Santo asked what the increase in dues is going to establish? The President said John can contact him after the meeting to discuss that. He had ample time at the other meetings to go over this and the Board has an agenda to go over. John asked if there were going to be minutes for the special meetings. The Board said no because they were just informational dissemination meetings.
LLPRD:
The deputy who was recently hired as the boat patrol person has now been hired as a full-time deputy. They are still working to get deputies out on the lake for patrol. They no longer need to get approval from the Tribe for treatment, but now the DNR put a hold on the treatment saying they now do need approval. Until they get approval, they will not be performing treatments.
MCTA:
The MCTA had an all-member meeting on May 18th and the information that was shared there was the same that was shared at the LLPOA informational meetings. Per legal counsel, the MCTA does not disclose their members for their protection. It was brought up that any person who is an officer of the MCTA should not vote on issues of the MCTA. It was also pointed out that there are conflicts with all associations, and it depends on how it is interpreted and what legal precedents apply.
Outside Managers Report:
An email was received from a member of the Sundance Beach Club complimenting Dave and the crew on how nice the beach club looked.
The Firewise route was mowed very well.
The Board discussed Dave’s experience, training, and qualifications he had submitted concerning the safety protocols. The Personnel Committee is in the process of updating the employee safety protocols.
The 5-year plan for capital projects was discussed and has not yet been completed.
Dave Walton talked about the person who dumped several pails of fish guts at the compost site gate. Conservation was called and they told the person who was dumping to clean it up. The Board discussed the dumping of the fish guts.
An unknown person used some type of heavy equipment to move all the trees and stumps used to block the ATVs on Bent Tree Beach Club.
Approval of Minutes of Board Meeting May 10, 2024:
Gregg Malmstrom made a motion to approve the minutes for May 10, 2024. Stan Wilson seconded the motion. It was suggested adding an “action items” section at the end of the minutes. Motion for approval of minutes carried.
Approval of Disbursements:
Karen Bowmen-Dillenburg made a motion to approve the disbursements for May 2024 and June 2024. Shelley Williams seconded. It was questioned what the Plain Sense Billing was for, Thomas said it was for the printing of the Annual Meeting mailings. The Auto Zone credit card was questioned, Thomas Brought the billing in and it was for batteries and alternator. Motion carried.
Action Items:
The Board discussed the request for handicap access to the Beach Club. The request is missing a signed doctor’s note and pictures of the tires on the vehicle they wish to use.
Office Managers Report:
Thomas Strebel asked the Board how they wanted him to handle the submissions for purchasing paver bricks for the flag project. Thomas was told to deposit the checks and keep the brick requests in a file. They will follow up later with more details.
Thomas was asked to contact an individual for additional information relating to a handicap access request.
Committee Reports:
Architectural:
A member made a variance request for a foundation on his large shed. He is limited regarding the size of a garage and Dave verified he does not have room for a full-size garage. Architectural is recommending approving the variance. The Board discussed the variance request. Shelley Williams made a motion to grant this variance, seconded by Stan Wilson. Motion carried.
Beach Clubs:
The Beach Club Committee asked that the new Beach Club rules be placed on the website. It was pointed out that the dispute regarding riparian rights on the Fox Ridge Beach Club is still the same this year. The Board discussed the issue, and the Beach Club Committee Chair is going to investigate.
Buildings and Grounds:
Information about the Paver Flag project has been put into the Smoke Signals. Two Pines tree will need to come down. The shored up lower shed is being monitored and is still fine.
The Lake District is having their lake fair and at the fair they are having a demonstration on log rolling. They are going to see if people in the community would want to start a log rolling team. They are requesting use of the Board room for that day if they get some involvement.
The County is not spraying gypsy moths and Jeremy Johnson is putting out information to have homeowners place the worms in soapy water. The Association is not going to do anything at this point but may do something in the future
By-Laws & Legal:
Nothing to report.
Communication:
The revised website was launched on May 13th. It was reworked and modifications were made to correct issues that were causing it to be slow. All the databases have been cleaned up and some security services have been added. Several sections are being updated, including the Minutes, Smoke Signals, Calendar and other information on the website. There was a discussion about the website updates.
The Communication Committee has been getting submissions sent to them and they have been responding. Corporations generally do not respond to Facebook comments. There was a discussion about the website budget and what they could do.
Camping:
Nothing to report
Finance:
They are looking at insurance quotes. The wages budget was questioned. Finance is going to check on how it is tracking. There is going to be an analysis of the outstanding dues and a look at possible foreclosures. Lisa Wilson is going to put some extra hours in to do research on the outstanding dues properties.
Forestry and Outlots:
The contract was signed by the Forestry chair. The contract for the forester was discussed.
Nominating:
Nominating is going to be monitoring and observing the ballot counting process to make sure the operating procedures are followed.
Personnel:
They are continuing to move forward with the website and thanked Randy for all his hours put in to fix it. All the office staff will be trained in updating the new website. The additional hours will be covered by property sales.
Property Sales:
Only one lot left.
Purchasing:
Nothing to report.
Roads and Security:
Sonia Teran and Daniel Dedrick that head up the UTV and ATV group were invited to come to the Association’s meeting with any questions or information.
Other Business:
The Board went over the proposed power point presentation for the annual meeting. The members of the Board were asked to submit anything they wish to include in the power point presentation by Wednesday before the meeting.
The president’s picnic will be held after the annual meeting. They plan to have the same music as last year.
A concern was brought up about not sending the annual meeting packet to every member rather than to only members in good standing. The Chair of legal was going to get a legal opinion and report the findings to the Board on June 17th 2024.
Closed Session:
Arland Dillenburg made a motion to come out of Closed Session, seconded by Steve Savage. Motion Carried.
Motion to adjourn by Stan Wilson, seconded by Karen Bowman-Dillenburg, motion carried.
Meeting Adjourned.
Discussion over procedures were discussed through the president’s direction looking to resolve the concerns brought forward.
Next meeting is Friday, July 12, 2024, at 3:00 p.m.
Submitted by:
Shelley Williams, Secretary
Board of Director