Lexington Heights Inc.
Board of Trustees Meeting
September 14, 2019

I. Call to Order
The meeting was called to order at 9:00 AM by Association President. (Glady)

II. Trustees Present
(Present) Renee Jobbitt, Diana Larsson, Liz Alimpich, Mike Lackomar, Steve Minnick,
Lynn Secord, Glady Stablein, Mary Wade
(Absent/Excused) Gery Victor.

III. Reading/Approval of August 17, 2019 Minutes – Steve read the minutes for 8/17/19.

Liz moved to approve the minutes - Mike seconded, all approved - motion carried (201923).

IV. Member Topics
Julie Hayden –  
•    Julie presented the idea of a Welcome Back Party in the Spring
o    She suggested having a Pot Luck/BYOB party with a DJ and dancing.
o    She recommended a $5.00 cover charge to cover costs.
o    This was well received. Diana, Liz, and Lynn volunteered to work on a plan to be discussed at our 1st Board meeting next year.
o    Other ideas under consideration is a Put-Put golf outing and a property Beautification Contest. These will require further development.

V. Reading of Treasurer's Report/Financials
•    Treasurer, Mary Wade, gave an oral and written report of recent expenditures.
o    Mary reported Total Assets of $66,106.26
o    Accounts receivable $13,172.27
The Treasurer’s Report was accepted as presented.

VI. Clubhouse Report
•    Clubhouse floodlight – Motion sensor floodlight was Installed and working as desired.
•    Need Volunteers – Glady is requesting volunteers to help build and install storage shelving in the garage.
 
 VII. Bluff/Parkway Maintenance
•    Committee Report – Committee Chair: Debbie Bonneau
•    Tree Purchase Request – 3 maple trees have been selected. They will be placed in areas selected and marked by the Bluff Committee on bare areas on the Juniper Street bluff. The cost is approximately $1000.
•    Additional Trees Needed - Lynn said we also will need some trees planted at the Rosewood Street bluff. This issue will reviewed in the 2020 season.

A motion to purchase 3 maple trees and have them professionally planted by Lexington Gardens Nursery was brought forward by Steve – Seconded by Liz. All in favor – Motion passed (201924)




VIII. Unfinished Business – quotes for completion of the engineering plan provided by G2….
•    Request for Quote – No quotes have been received yet from the contractors provided by St. Clair County.
o    Steve followed up with calls to Raymond Excavating and M.L. Chartier, Inc. on 8/26.
o    Raymond promised a quote by week of 9/2. – didn’t happen.
o    M.L. Chartier promised a call back 8/26. – didn’t happen.
o    Both companies said they were extremely busy and booked through the Fall. In either case, Steve did expect a response as promised.

Dead issue for now – due to doubtful effectiveness of G2 design as indicated by 2 of 3 contractors and also, our lack of funding.

•    Parker Assessment – Glady met with Ted Parker
o    Ted also had some serious doubts about the G2 Design.
o    Parker recommended that we leave the bluff alone for now.
o    He suggested we consider putting large boulders at the bottom of the bluff for added support structure.  
o    Ted also recommended that we install a concrete surface drain along the edge of the road, where it drops down to the boat ramp apron – hopefully we can get approval and funding early next year.
•    Culverts/Camera Tests - It looks like we are going to get some action to review & repair the non-functional drains soon.

IX. New Business –
•    Set Calendar for 2020 activities – The board went through the 2020 calendar to plan dates for all community events and required board and public meetings. We successfully set our 2020 plan.
•    Sewer Hook-up quotes for the Clubhouse – Steve will get at least 3 quotes from qualified contractors.
•    Approve Phase 3 of the Bluff Trimming Plan – This is the cutting/trimming plan by Billy’s Tree Service for Worth, Pine, and Rosewood.

A motion was put forward by Mike to go with the documented Phase 3 plan (per Billy’s Tree Service quote) for $5,275 for Worth, Pine & Rosewood bluff areas. – Motion (201925) passed by majority vote.

•    Establish a Petty Cash Procedure – Glady proposed that we create a petty cash procedure for quick response for small, but necessary expenditures. Group discussion followed.
o    Proposal for keeping $200.00 in safe.
o    Money to be used from funds collected at events for the general fund.
o    Cash going in and out of the safe will be counted by the President and the Treasurer (or their designee).
o    
Liz motioned to keep $200.00 petty cash on hand in the clubhouse safe. Steve seconded the motion.
Motion (201926) passed by majority vote.





X. President’s Comments/Concerns
•    Dues in Arrears – Glady proposed a committee to address the delinquent dues.
o    Personal calls will be made to those in arrears, starting with the most severe violators.
o    The committee will determine the action plan, which may include establishing a payment plan enabling past-due members to get up to date on their obligation to the community.
o    Diana, Liz, and Mary have volunteered be on the committee to develop and execute collection plans.
•    Check Endorsement procedures – Glady and Mary will meet to discuss our check signing procedures for Lexington Heights.


XI Members concerns from General Meeting of September 7th 2019
•    Rentals -  Breaking rules
•    Carts parking too Close to Bluff edge
•    Dogs not on Leash
•    Dogs on Beach during people time.
•    Dog Owners – not picking up after dogs.
•    Install Speed Limit Signs.
•    Cart Registration for golf carts.
•    Official Lex-Hi stickers for carts.

All items were discussed with the plan on re-visiting the list in the Spring.

XII. Community Events for 2020:
•    Summer Season Kick-off Event at Clubhouse – June 13th  at 6:00 PM
•    Annual Meeting – June 27th at 10:00 AM
•    Euchre Night - June 27th at 7:00 PM
•    Kiddies Parade – July 5th at 12:00 Noon at Boat Ramp
•    Put-Put Golf Outing – July 11th TBD
•    Board Trustee Election – July 25th From 12:00 PM - 3:00 PM
•    Beautification Tour – August 1st TBD
•    Euchre Night - August 8th at 7:00 PM
•    Corn Roast - August 29th From 1:00 PM - 4:00 PM
•    Mystery Night – September 4th at 6:00 PM
•    General Meeting – September 12th at 10:00 AM
•    Euchre Night – September 12th at 7:00 PM
•    Chili Fest - September 26th at 6:00 PM

XIII. Board Meetings for 2020 – (all at 9:00 AM)
•    May 16th, May 30th, June 13th, July 11th,July 25th,
•    August 8th, August 22th, September 19th

Diana moved to adjourn the meeting – seconded by Mike – Motion Passed (201927)