LLPOA Board of Directors Meeting
Minutes for March 10, 2023
Board Members Present:
Steve Kastning Steve Savage via zoom Stan Wilson Arland Dillenburg Karen Dillenburg Shelley Williams Robert Cluka
Board Member Excused:
Tim Andersen, Dave Santkuyl
Visitors:
none
Visitor’s Comments:
none
Adoption of Agenda:
Deemed unnecessary- remove from Agenda going forward
Approval of Minutes of Board Meeting February 10, 2023:
Everyone was asked to review minutes.
Robert Cluka made a motion to approve the minutes as printed. Steve Savage seconded. Motion carried.
Approval of Disbursements:
Robert Cluka made a motion to approve the disbursements. Arland Dillenburg seconded.
Propane contract will be reviewed when it arrives for the following year.
Office Manager Report:
An Association member called and shared that her dues check was stolen from the mail and someone changed all the numbers. Her payment still needs to be sent with the late fee since it was February. Annual Meeting is coming up and the April meeting is when the Board needs to approve anything that goes into the mailing. Finance Committee will have the budget ready for review.
Action Items:
One concern brought forward from the Outside Property manager is our yearly cost for carpet cleaning. Dave is asking the Board for approval to purchase a carpet cleaner for $241.00, so the cleaning can be done on a room to room basis. We would have the option to shampoo carpet anytime of the year when needed. A motion is not needed, great idea. Discussion about obtaining a large dumper box/insert- $4,200 w/ $600 install. They are also looking at replacing the blue pick-up truck and replacing with a dump truck. Will have more information coming and maybe a grapple hook for the tractor? We can look at a delivery fee for delivering the mulch to our members. Keep it in mind for the future. Dave also asked about high risk trees that need to come down. Arland Dillenburg removed eight trees which were high risk. Arland just dropped the trees to the ground; he is doing it as a tree service and has insurance. Working relationships need to be respected.
Discussion occurred about the “Walk the Lake” event. At the February 10th meeting, Ms. Allen asked to use the Lodge building at no cost if the lake ice was unsafe to walk. A motion was made and passed to allow her to use it under those circumstances, but a security deposit would be required. At the time of the walk, the lake was deemed safe to walk and the walk was done. However, Ms. Allen changed the direction of the walk, starting at the dam and ending at the Lodge, where she held a party. Discussion continued about the clean-up, large amounts of garbage and the fact that it turned into a party for anyone to attend. No damage to the floor or building. Board of Directors decided to charge her $150 for the building use and return the balance. It is within our contract to withhold the funds for this rental.
Officers Reports:
President:
Nothing to report.
Vice President:
Nothing to report.
Secretary:
Nothing to report.
Treasurer:
Nothing to report
Committee Reports:
Architectural:
Architectural reported that building plans are coming in. Dave Santkuyl has been doing the plans. Steve K. discussed the request for a large overhang on the 10 x 12 sheds. We have no jurisdiction on allowing roof lines & overhangs. It may require a By-Law change. It becomes a problem when it gets abused. There is nothing in the County Regulations. The County is willing to sit down with us. This would include the whole County regarding building regulations for rooflines.
Beach Clubs:
A short note was added to the Smoke Signals regarding the listening session. They are waiting on the process for giving names out. The April meeting is at the Lodge and then going forward the meetings will be held at LLPRD’s garage on Long Lake Road. There was discussion about the outside property manager and attendance at the beach club meetings. Committee will talk to Dave.
Buildings and Grounds:
The bathroom floor coating has been completed and the shower doors have been ordered. Additional grab bars are already installed and once the shower doors are installed they will be re-evaluated.
By-Laws & Legal:
Nothing to report, Attorney will keep us updated.
Communication:
Discussion about Facebook revealed a very split opinion about it and our proposed usage. It would be used for communication to our members and it should be one way. Information should be in two places, our website & Facebook. Karen volunteered to assist with Facebook. Contributors can send the Communication Committee an email and tell them what you want on the page & website. There are multiple roles with the Facebook page. The administrators’ can grant log in permissions, and edit content. Editors can only work with content. It could be used like an electronic billboard.
The Committee will go forward with a Facebook page. It will function like a live “Smoke Signals”.
Camping:
No report
Finance:
Finance is working on the 2024 budget and will have it ready for review and approval at the next meeting.
Forestry and Outlots:
Ryan- Fish Biologist & Jeremy-County are looking to cut trees for dropping into the water for fish sticks. No more discussion.
Nominating:
The Annual mailing is going out and the bio’s need to get into the office. Office needs it by the end of April.
Personnel:
Nothing to discuss
Property Sales:
No properties.
Purchasing:
We need to go through the Five year plan & prioritize projects & purchases.
Roads and Security:
Nothing to discuss
Other Business:
Arland shared information about the boat launches and their updates. Chemical treatment has been approved; all the reports needed on Curly leaf.
Steve Kastning was issued a key & security code for all the LLPOA buildings.
Karen Dillenburg made a motion to go into closed session. Robert Cluka seconded. Motion carried.
Karen Dillenburg made a motion to come out of closed session, seconded by Robert Cluka. Motion carried.
Stan Wilson made a motion that any employee working the Compost site on Saturday will be paid $20 per hour, seconded by Robert Cluka. Motion carried.
Shelley Williams made a motion to adjourn the meeting, seconded by Karen Dillenburg. Motion carried.
Meeting adjourned.
Submitted by:
Shelley Williams, Secretary
Board of Director