MINUTES OF AUGUST 24, 2016 MONTHLY MEETING OF THE BAYLES LAKE HOMEOWNERS ASSOCIATION

Transcription

1 MINUTES OF AUGUST 24, 2016 MONTHLY MEETING OF THE BAYLES LAKE HOMEOWNERS ASSOCIATION The regular meeting of the Bayles Lake Homeowners Association was held at Lakeview Country Club, Loda, Illinois, on Wednesday, August 24, 2016 at 7:00 o clock P.M. Directors Present: President Nick Schuit, and board members Jerry Bauman, Tom Parker, Lisa Jendruczek, Jim Keenan, Jim Bash, Dale Foster and Paul Zajec. Absent: Allan Lee Employee s Present: Security Officer Ray Soltysiak, Treasurer Pam Zajec and Administrative Assistant Rod Cardinal. Absent: Maintenance Officer Bob Siddall President Nick Schuit welcomed everyone after roll call was had. Approval of Minutes: The minutes from the July 27, 2016 meeting were reviewed and there were no corrections. Dale Foster made a motion to approve the minutes, seconded by Paul Zajec and the minutes were approved. Treasurer s Report: Pam Zajec presented the July 2016 Treasurer s Report of receipts and disbursements, which were discussed. A motion was made by Jerry Bauman to approve the report, seconded by Jim Bash and the report was approved. The July bills were presented totaling $28, A motion was made by Paul Zajec to approve the bills, seconded by Dale Foster and the bills were approved. The August bills, to date, were presented totaling $10, A motion was made by Jerry Bauman to approve the bills, seconded by Lisa Jendruczek and the bills were approved. The accounts receivable list was presented and discussed. Given the amount of their overdue assessment Nick asked that a letter be sent to Mark and Ruth Paunicka, 364 Kaufmann Drive. They had agreed to pay $ per month but had missed the last two months. Visitors: Jim Clarage, Kathryn Hibbits, Dan Lundeen, Ginger Lundeen, Rod Banks, Scott Bayles, Terry Rainaldi, Howard Scheib, Ed Killen, Pauline Killen, Greg Weller, Von Schuit Security Report: Ray Soltysiak indicated that the cable on the Bayles Lake / Lake Iroquois boundary line, across from 1100 Sunset Drive, had been cut and ATV s had been cutting across private Lake Iroquois property and driving onto Bayles Lake roads. Bob Siddall made the repairs and Lake Iroquois Security has been notified. 1

2 Maintenance: Bob Siddall was absent and his report was presented by Rod Cardinal. Mowed, removed and replaced the 10 heavy picnic tables at the Pavilion for Don Pittman s 90 th birthday party. Helped with the location of the Porta John, also placed parking signs, flags, and cones. Flushed Hydrants on the 1 st and will do again this coming Monday. Have installed gutter guards on both well houses. Assembled 2 new picnic tables, and delivered 6 for residents to use. Cleaned, split, and stacked the wood pile at the Pavilion. Have had over 7 inches of rain so far this month, have been doing additional mowing since Biggs has been rained out. Cleaned, mowed and placed signs for the Wine and Cheese pavilion party. Thursday night placed water on roadway signs along American Street in front of Country Club Road due to water from fields flowing close to 1 deep at this intersection of Country Club Lane. Had asphalt millings delivered to shop and have been placing along roadways where needed. Worked on Lucy Goff Lane smoothing road, and filling pot holes. Been picking up limbs and brush along the roadway and been trimming tree limbs. Placed 2 sheets of plywood on each pier at the Country Club for safety issues. Trying to burn brush pile when dry and wind blowing away from Lake Iroquois. Did some Samurai cutting at the Country Club tennis court. Spraying roadway and shorelines to control weeds. Bill Archer called late on his way home and informed me the red light was on at the west entrance lift station. After getting supplies and returning to the station, the float became unstuck and was working properly. It is nice to know that after all these years, our sewer system is still functioning properly. Finance: Jerry Bauman stated that we are carrying over $100, in our checking account and is wondering if we should use some of this money and reduce the potential amount of money that would be needed to borrow for any televising and cleaning of our sanitary sewer lines. A brief discussion followed but no action taken. Water & Sewer: Jim Keenan presented good news / bad news. At the start of August we switched over to the west well and the air in the water seemed to have just gone away. About August 12, when Water Operator, Mark LeClair was testing the east well, now it was full of air. Jay Ross told me our last service was done by Sims Drilling out of Savoy. They have cut-back and are no longer servicing this area but referred me to Lynn Reiners from Cissna Park. Lynn was passing by on his way from Roberts on August 13 and took a quick look. There are several possibilities including a dropped water level or maybe a blockage at a filtering screen which would need to be cleaned chemically. Mark thinks this might be fairly extensive and I assured him we would not do anything unless he is on board. In any case, the next step is to 2

3 try and provide Lynn with as much information as we can, regarding: well size, depth, pump size, past service records etc. He also received the following information from a former resident, Dudley Buck. Each well is approximately 225 feet deep; casing is 6 inches. Sewer Advisory Committee: Ed Killen began a detailed presentation of the proposal from CIPP-Pipe Vision on the televising, recording, documenting and cleaning (jetting) of our sanitary sewer system including the Project Description, Scope of Work, Terms and Conditions and References. Our attorney Ellen Lee has reviewed the proposal and requested some additional language be included in the document. Ed reminds that Jim Clarage had recommended Rensselaer Septic Systems and they referred Ed to CIPP-Pipe Vision. CIPP-Pipe-Vision has been to Bayles Lake and feels that this pricing is fair given some of the complexities of our system, mainly the size of the kegs and the different materials that have been used in our sewer system. Lots of questions begin but primarily the board wants to know why, given the projected cost of this project, $115,000.00, why we only have one bid. Jim Keenan questions the increase cost of the project, jumping from about $84, to $115, Nick explains that this aspect is not a specialty of this company but is capable of doing the work. Savings on this project would be reflected in the next phase of the pipelining. Discussion continues and Jerry Bauman asks is this good business sense? Jim Clarage questions overall process. There are procedures to be followed on public works projects like this one and feels that several of these items have been overlooked or not considered. He has contacted a company in Peoria, Hoerr Construction, and based on the information that Jim provided them, they could do the job for about $88, This company is doing a pipelining project in Champaign and has done multiple municipal projects. They have not made a site visit. They state that they will need some dollar flexibility because of our timing desires and they would need to visit Bayles Lake. Board consensus is that they need a second bid, to be able to compare. Tom Parker states that we have to do our own due diligence, and be able to defend our decision. He says that it is our responsibility to get this right and he thanks Ed for doing all of this work. Dale reminds them to stay focused on the televising project and not get ahead of ourselves. Lisa Jendruczek reminds the board is being held accountable by the residents and feels that a second bid allows them to be able to compare and make a better decision. She states that we may not have to take the lower bid but we need to be able to justify the cost of this project. What are the risks if one company does the televising and another company does the pipe-lining? Greg Weller states that whomever bids on the pipe-lining phase will need to use the televising documents or they do not have to bid on the project. 3

4 Nick asks Ed to continue on with the financial information regarding how this project would be financed. Ed reviews a document from the Loda Sanitary District and the amount of funds available to Bayles Lake for this project, Statement from Bank of Gibson City-Loan Terms, Statement from Bank of Gibson City-Full Disclosure-Payment Plan, Amortization Schedule and a document titled Sewer System Televising. BLHOA will arrange financing through the Bank of Gibson City with additional funding coming from the Loda Sanitary District. BLHOA will borrow $86, at 2.5%. BLHOA will use the $100, CD as collateral to get the 2.5% loan rate. BLHOA repayment plan will be through a quarterly, Homeowners Special Assessment. We have 257 homes and 15 buildable lots that have access to sewer and water. These 272 units will be billed at $90.00 for four (4) quarters ($360.00), equaling $97, to pay down the loan. The special assessment will allow collected funds to be used only for bills related to this specific project. BLHOA will also receive $28, from the Loda Sanitary District and this will be used to pay down the loan. There will be a small amount remaining that will be used as an emergency, contingency fund. Jim Bash makes a motion Move that BLHOA get a second bid before considering awarding the cleaning and video contract. Second by Jerry Bauman. Nick asks for a roll call vote. Yes votes: Lisa Jendruzcek, Tom Parker, Dale Foster, Jim Keenan, Jerry Bauman, Nick Schuit. No votes: Paul Zajec, Jim Bash. Motion passes 6-2 to seek a second bid before considering awarding the cleaning and video contract. Ed Killen resigns as a member of the Sewer Advisory Committee. Board recommends to Nick Schuit and Jim Clarage that Hoerr Construction has two weeks to provide a project bid. Bid is due September 8, Jim Clarage will contact Hoerr Construction and then contact Nick Schuit and site tour will be given by Nick Schuit and Jim Clarage. Sanitary Advisory Committee will meet September 12, 2016, 7:00 at Nick Schuit s home at 152 Sunrise Court to review their bid. 4

5 Lakes & Parks: Tom Parker presented a copy of a letter that will be sent in September to all of our residents detailing the next step in our sediment removal project. Mosquito spraying will take place August 31. Discussion on the importance of having bats and purple martins as they eat lots of mosquitos. A few residents have appropriate housing for these insect eater s. Scott Bayles suggests that someone at the lake should get their insect spraying license as the spraying chemicals are cheap and we could save some money. Not sure how much the spraying equipment costs. Lakes and Parks will look at sending a brochure to residents reminding them on the importance of using a zero based phosphorus when they fertilize their lawns. They would do this for this spring. Roads & Drainage: Paul Zajec presented price estimates from Stan Sheetz to work on four different drainage issues. Each of these projects will be under $1, At 602 / 604 Skyline Drive. Extend culvert north to bay. At Tappan Road, south drive: Explore drainage issues and consider putting in a larger catch basin and cover. At 525 Sunrise Drive and 1422 Country Club Lane, grading to improve drainage and reseeding area. Roto-Rooter will do a site visit and determine if they have capable equipment to jet and clean some of our culvert problem spots. Rules & Regulations: Lisa Jendruczek discussed the recent, July 23, DNR visit to the lake and as a follow up, Ray Soltysiak checked the State of Illinois Boating Stickers, State of Illinois Registration Numbers and Bayles Lake House Numbers on every boat on the lake and found almost one-third of our boats had some type of violation with this. The board suggested that she present this information in the next newsletter and encourage everyone to get in compliance with these rules. An blast had been sent on July 28 to all residents with the DNR link for boating rules and registration information. She has reviewed the Bayles Lake boating rules and compared them with the State of Illinois boating rules and only found one discrepancy, regarding boating at night and this is not a big problem at Bayles Lake. She made a suggestion that we could put a chain across the boat ramp and provide contact information for those that need to put their boats in or take out. Howard Scheib stated that they tried this before and it became a huge burden on security and committee members. 5

6 Building Permits: Dale Foster and Ray Soltysiak presented the report. Lisa and Jim Justus, 533 Sunrise Drive, dumpster permit. John and Linda Mullen, 404 Wolfe Drive, will build a cement patio, 12 x 16 and 8 x 4 walk. Charlie and Vicki Harris, 336 Kaufmann Drive, will replace current deck with the same size deck, 16 x James and Lori Derk, 332 Kaufmann Drive, dumpster permit. Pat and Sharon Asher, 1605 Lakeview Drive, will replace present dock with a new L shape dock, 6 x 22 and an L, 6 x 20. All permits were issued in accordance with the rules and regulations of BLHOA. Old Business: Jim Clarage reports that legal process continues and he has had discussions with Ellen Lee, BLHOA attorney and Dan Biederman, Momkus McCluskey attorney, no other information at this time. Condition of property: 486 Rulison remains the same. Big window still needs to be installed Lakeview Drive has done a great job cleaning up brush, cutting tree limbs, picking up branches and trimming grass around fence posts. Issues with 306 / 308 Weaver Court is in the hands of the Dispute Resolution Committee and we are waiting on a report. New Business: Dry hydrant testing has been completed at both sites by the Loda Fire Protection District and both units are working at full capacity. These dry hydrants are used by the fire department to refill their water tanks, if they are called into service at Bayles Lake. Chairpersons / Employees were reminded that they will receive a request from Dianne Obernuefemann for written reports for the October, 2016 / Fall Newsletter. These will be due about September 15 Several resident s were discussed and passed onto the appropriate committees for review. Nick presented a list of Auxiliary event dates: September 17 Hot dog roast/flag Retirement ceremony, Robinson Pavilion October 18 Women s Luncheon TBA November 15 Jan Fratia, 228 Ocala Drive Meeting was adjourned on motion by Jim Bash, seconded by Lisa Jendruczek, meeting adjourned at 9:11P.M. 6

7 Respectfully submitted, Rod Cardinal Administrative Assistant 7