Lexington Heights Inc.

Board of Trustees Meeting

September 1, 2018

I. Call to Order

The meeting was called to order at 9:04 AM. by Association President. (Glady)

 

II. All Trustees Present

Mark Hayden

Renee Jobbitt

Diana Larsson

Liz Alimpich

Steve Minnick

Lynn Secord

Glady Stablein

Mary Wade

Mike Lackomar

 

III. Reading/Approval of August 11, 2018 Minutes (Steve Minnick)

The minutes were accepted by the Glady, as presented – seconded by Mark - all accepted. – motion passed (201825)

 

IV. Member Topics

No Members were present.

 

V. Reading of Treasurer's Report/Financials

·         Treasurer, Mary Wade, gave an oral and written report of recent expenditures.

·         Mary reported a balance of $88,167.87

·         Accounts receivable $13,777.78

·         Reports accepted as presented.

 

VI. Clubhouse Report

·         Double doors - Julie will demonstrate the new door opening procedure 9/1.

·         Garage Clean-up – Glady will continue to work (with help) to clean out garage area.

·         Glady hired Billy’s Tree service to cut and clean up a willow tree that fell on the playground during a storm. They also cleaned up some of the brush in the area (for safety reasons). We are awaiting the invoice for these emergency services.

·         We need an update from Jim Perna on the status of the boat ramp keys.

 

VII. Bluff/Parkway Maintenance

·         There was no committee report on the Bluff.

·         Debbie Bonneau will set next meeting ASAP.

o   Need to review list of team members – some on the present list have never participated.

·         Glady provided an engineering report for Board review.

·         There was discussion about the Bluff Restoration concept report vs. an executable engineering plan. – Glady will talk to George Patrash for clarification.

·         Glady will meet with Anne Vaara to get recommendations and insight on how to proceed with the engineering and execution of bluff restoration plans on 9/2. Will report at next meeting.

·         Mike will investigate the possibility of getting an engineering quote from U of M for the bluff restoration project.

·         Glady reported a drain coming under the fence from the drywall business, onto the playground. She will talk to the business owner to get an explanation.

·         The Board had discussion about the motion (201822) to approve Billy’s Tree Service to start work on the Walbridge/Tulip/Satinwood section of the quote. It was agreed that the original agreement was to review the whole bluff before deciding the section to be authorized.

o   Mike made the motion to start the project on the Laurel/Juniper/Ivy section (which requires the most work) for $6,150. Steve seconded the motion (201826) – Motion passed.

o   Steve will be present on September 17, to oversee the work. Glady will also try to be there.

·         Mark volunteered to get more topsoil from the sewer project to fill in more of the holes on the parkway. Target between Nymph & Maple.

 

VIII. Unfinished Business

·         Sewer project – discussion about progress being made and an update of the plans for an “under-drain” to guide excess water flow to Mill Creek.

·         Discussion about keeping an “emergency safety reserve” of funds to handle unexpected expenditures that could come up. Several amounts were proposed.

o   Diana made a motion to keep $30,000 in reserve.  Liz seconded. The motion carried (201827).

·         Proxy slips – There has been some confusion from members regarding the use & purpose of proxy slips. Glady proposed using absentee ballots for future elections and votes - all agreed.

·         Ramp rail – Glady proposed that we approve installation of the rail on the Worth ramp next spring for $2,530. Steve seconded the motion. Motion carried (201828).

·         Landscaping Project – Steve reported that he is still waiting for Timberland Tree Service to respond to his Request for Proposal.

 

IX. New Business

·         2019 Calendar - Glady led the discussion to decide key event dates for 2019.

 

The following is the 2019 Calendar of events:

 

Board Meetings: Meeting Time 9:00 AM

May 18, June 1, June 22, July 13, August 3, August 17, September14.

 

Annual Meeting: Meeting Time 10:00 AM - June 29

 

General Meeting: Meeting Time 10:00 AM – September 7

 

Board Election: Vote Time 12:00 – 3:00 PM – July 27

 

Community Events:

 

Euchre Night – Start Time 7:00 PM – June 22, July 27, August 17

Kiddie Parade – Start Time 12:00 Noon July 7

Corn Roast – From 1:00 – 4:00 PM – August 24

Mystery Night – Start Time 6:00 PM – August 30

Spaghetti Dinner – Start Time 6:00 - September 14 (Tentative)

Chili Fest - Start Time 6:00 – September 28

 

X. Garbage Contract  

·         The current contract expires 9-30-18 Glady is working with Emterra as prepare a new quote – hoping to renew at current pricing and with limited price increases for the next few years.

·         Glady will report progress and results at next Board Meeting.

 

Microphone/Speaker System

·         Mike researched pricing for a new weather resistant, wireless microphone & speaker system.

·         System includes 2 microphones, 1 receiver and 4 speakers.

·         Total cost is $350 – included all equipment listed, plus hardware and installation.

·         If approved - expect to be ready by 9/7.

Dianna put forward a motion to approve this expenditure. Liz seconded. Motion approved (201829).

 

IX. Trustee Input on Board Priorities

 

·         Cart Tour – The Board cart tour of Lex-Hi is On Hold.

·         Members in violation of rules/regulations – Discussion regarding consequence and enforcement. We need to remind violators, however we do not have good options for enforcement.

 

XI. Priorities List for Next Board Discussion

·         Bluff Restoration

·         Beach Access

·         Bathroom Update/Improvements

·         Sewer Hook-up

 

XII. Remaining 2018 Events                                                              

·         Chili Fest September 29

·         Board Meeting - September 15                                

·         General Meeting  - September 8th

·         Community get-together “Surviving the Sewer project” - October? TBD   

 

·         Liz made a motion to adjourn – Seconded by Mark – Motion Carried (201830)