CLPOA Board of Trustees Meeting August 14, 2018 Approved September 11, Board of Trustees Meeting

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1 CLPOA Board of Trustees Meeting August 14, 2018 Approved September 11, 2018 Substantive Motions in this Meeting: Board of Trustees Meeting Motion : via dated August 7, 2018, Christine Cooney moved to file an Answer and Crossclaim on a delinquent account as recommended by our attorney. Lynn Forster Seconded. Passed 9-0. Motion : Bill Laney moved to accept the July 10, 2018 minutes as amended. Brian Welch seconded. Passed 9-0. Motion : Ken Petry moved to proceed with Kentner Sellers, LLP to perform an audit using the agreed upon procedures for fiscal years 2015, 2016, and 2017, not to exceed $4,000 per year. Bill Laney seconded. Passed 9-0. Motion : Ken Petry moved to accept the Building Code changes effective date August 14, Christine Cooney seconded. Passed 8-1. Motion : Bill Laney moved to accept the Rules & Regulations changes except for political media effective date August 14, Christine Cooney seconded. Passed 9-0 1

2 Call to Order: The Board of Trustees meeting convened at 7:00 p.m. in the CLPOA Conference Room. Roll Call: President David Wheatley present; Scott Kutzley present; Treasurer Suprena Lohrer present; Secretary Christine Cooney present; Ken Petry present; Lynn Forster present; Bill Laney present; Brian Welch present; Jim Price late. Property owners in attendance: Dick Hanna, Gary Hunter, Billie Jean Hunter, JoAnn Welch. Others in attendance: Chief Bell. Mike Casimir. Property Owners Time: Gary Hunter (Lot #726) reported that he has severe erosion problems and needs to repair his boat dock when the water is down. He doesn t believe that it will last another season without major repairs this year. He asked the board to if they would consider changing the lake lowering date of Oct 15 th to Oct 1 st in order to give him more time to repair. Deferred to New Business. Approval of Minutes: Discussion and changes to the July 10, 2018 BOT minutes took place. Motion was made and passed 9-0. Board of Trustees Committee Reports: Constitution, Rules & Regulations: (Chair Brian Welch) To be discussed under New Business. Investment: (Chair Lynn Forster) Lake Drainage, Roads & Dam: (Chair Brian Welch) Brian Welch reported that the project on North Itawamba is completed with the exception of seeding. At Blackfoot Hollow, a new drainage ditch is being dug and the old ditch is filled in, with seeding to take place at the end of the month. A broken or crushed pipe at the driveway to the overflow parking at the marina has been repaired. The paving of the lodge parking lot is scheduled to start Friday of this week. The Itawamba and Suqulak project is scheduled for the end of August, beginning of September. The paving company is investigating the deterioration of the stripping that was completed October We will consider restriping after completion of the Itawamba and Suqulak project and are in the process of getting quotes for longer lasting striping options. Discussion followed. Scott Kutzley asked the status of the tile cameras. Mike Casimir reported that he looked into the costs and found it to be cost prohibitive. It is less costly just to hire a company as was done in the Itawamba area. Lake Water Quality: (Chair Lynn Forster, Co-Chair Bob Dana) Lynn Forster reported that the treatments are working. He provided a chart that compares the cyanobacteria levels in Lake Choctaw to Buckeye Lake and Grand Lake St. Mary s. Lake Choctaw s highest reading this year was 2.4ppb. Buckeye Lake is running at 30ppb and Grand Lake St Mary s is at 80ppb. The treating of the lake, the dredging, the lowering of the phosphorous runoff from the farmer s fields all seem to be the contributing factors to the good readings. Land/Facility & Long Range Planning: (Chair Suprena Lohrer) Suprena Lohrer reported that the committee met to evaluate the 2018 capital plan. A power point with the details was provided to the board showing that we are on budget and on target. Discussion followed. Patrol & Security: (Chair Bill Laney) 2

3 Personnel: (Chair Jim Price) Jim Price reported that he is still doing research on the information he received from the other lakes. Lake Committee Reports: Choctaw Utilities: (Scott Kutzley) Scott Kutzley reported that CU expects to go out for bids in mid-september. Dave Lohrer contacted the lady reporting brown water. Jim Moran did perform some miscellaneous flushing and it is possible the current media cannot handle the high flow days. There was no specific problem that could be detected at this time. PMs on the filters are expected to be done this week. CU received the copper report that indicates that we are within the legal limits. This needs to be reviewed with the county. CU completed the copper study for 14 homes and only found two households with elevated copper. We are going to have an electrician re-grounding the two homes and then re-check in two weeks. We are expecting this to provide more insight into the copper issue. Chemical treatment at the plant is also being considered to reduce copper. Scott also reported that the county is taking over the water from the state, but does not have any details. Dave Wheatley reported on a list of requirements which he proposes, must be met before we would consider the county water. Discussion followed. Collections: (Chair Suprena Lohrer) Suprena Lohrer provided the aging report and reported that foreclosures are in process. The property that is in contract has a lien. Discussion followed. Fundraising & Volunteers: (Chair Christine Cooney) Patrol: (Chief Bell) Chief Bell reported on the success of National Night Out. Officer Jake Rosales coordinated and took care of everything. He is currently working on plans for next year. A couple of incidents reported. The dog napping and garage door opener issues were turned over to the Detective Bureau and there is nothing further to report until he hears back from them. There were issues about boats not obeying the no wake restriction at night. Chief Bell reported that the boat patrol is out until 11pm and is not looking to extend that, at this time. Property Manager s Report: (Mike Casimir) Mike Casimir reported on the status of the audit project. He recommended that we use Kentner Sellers for auditing the last three years. Then going forward, set up the expectation and budget for a yearly audit. Discussion followed. Motion was made and passed 9-0. Mike will speak to CU. A contract to do the fiscal 2018 audit will be brought to the board. Mike provided the board with pictures of driveways that are in need of repair. There is a maintenance rule for gravel driveways but not for cement. Discussion followed. It was suggested for Mike to contact property owners with driveways in poor condition to understand if there is a plan to make repairs. Mike also reported that all but one slip is rented. The new docks will be pushed out in the spring. Public Relations & Publications: (Chair Brian Welch) 3

4 Recreation: (Chair Ken Petry) Ken provided a report to the board on the status of the Community Days Event. He mentioned that Angie Wilderman is donating $500 for Twisted Treats to provide 315 free ice cream cones. There will be a cornhole tournament with a $5 registration fee per person. We will make registration available at the office and online. 50% of the proceeds from the cornhole tournament will go for prizes, the other 50% will go towards the recreation budget. Dan Blazer will be selling 50/50 raffle tickets to benefit the Musicians Club. Supervised kid s games will start around 5:30pm or 6:00pm. Brian Welch reported that we will be serving from the Arrowhead this year. We will need to set up tables near the Arrowhead and will need volunteers to set up and move them to the lodge for the pancake breakfast in the morning. Everything will move into the lodge for bad weather and there will not be any kid s games or cornhole tournament. Discussion followed. Dan Blazer is still looking into and planning for the memorial garden dedication ceremony for next year. Dave Wheatley asked on behalf of a property owner, what is the process for acquiring and putting up plaques for deceased residents. Discussion Followed. In order to maintain a standard, it is best for property owners to contact Mike Casimir or the office to coordinate the size and style of the plaques. The property owner is still responsible for the cost of the plaque. A discussion about the 2019 fireworks sponsor, cost, length, and date took place. Mike Casimir will review the contract with Crace & Associates, the 2018 sponsors. The date of the fireworks for 2019 is Thursday, July 4 th 2019, which was decided at the July 2018 meeting. A discussion about the 2018 Trick or Treat night took place. Trick or Treat night will be posted as Wednesday, October 31 st, 2018, 6pm 8pm. Christine Cooney discussed the possibility of selling white space ads on Choctaw Weekly. Discussion followed. The Public Relations and Publications committee will look into this. Sewer Report: (Chair Brian Welch) Brian Welch reported that the Sewer District purchased a new monitoring and work order system to track grinder repairs and replacements. They hired a full time employee who will be on duty 6 days a week, from 7am 4:30pm, with on-call availability for off duty times. Brian also reported that the county is in the process of inspecting all the grinders in the community. Official letters will go out to property owners who violate grinder policy. The Sewer District is moving forward to hook up Somerford Township to sewer and water. An engineering firm is in the process of drawing up plans for the piping and hook up to the sewer plant. Treasurer Report: (Suprena Lohrer) Suprena Lohrer reviewed the Profit & Loss, expenses, income, Balance Sheet, and Aging Report. Discussion followed. Suprena, Carla, Christine, Mike (and accountant) discussed the CU cross charges with our accountants. The benefit to continue this is to show profitability of the two entities. A meeting is setup with the lawyer. A draft of a legal agreement was sent to CU and provided to the board for review. After the board reviews, it will be sent to the attorney. Old Business: Audit Update: Discussed under Property Manager s Report. 4

5 Property Owners Meeting: The date for this meeting is set for Tuesday, October 23 rd, Discussion about agenda, Long Range Plan update and vote on electronic signs was discussed. Motions will be prepared for the meeting. Action Item List: Scott Kutzly recommends that the board resurrect the action item list. Items that get buried in the minutes are being missed. Discussion followed. Barbara Moore will pull this together and send out to the board. Powerline status reported by Bill Laney. Bill contacted the representative from Ohio Edison, who may make a site visit to see if there is anything that can be done. The Homeowner brochure status reported by Brian Welch is ready to go to press. Discussion followed. A boat owners rules & regulations check list is recommended when boat stickers are given out. Mike Casimir provided a status on the meeting with Chief Bell regarding video cameras for the beach and access areas. Mike is expecting pricing. Discussion followed. Other open action items will be identified in the Action Item list for August. New Business: Gary Hunter (Lot #726) The date for lake lowering was discussed. Since the October 15th date has already been published, the board decided to keep this date. Mike will inform Gary of the board s decision. Other Business: Discussion followed regarding Mr. Nichols request for documentation. A letter requiring the homeowner to repair/remove the blockage in the drainage pipe was reviewed and discussed. Mike will deliver the letter to the homeowner. Tent rental, timeframe, costs and exclusive access were discussed. The board decided to abolish the tent rental agreement and removed it from the website. We will no longer offer the tent as a rental option. The tent will remain up at the arrowhead from Memorial weekend through Labor Day weekend and anyone renting the Arrowhead will have access to the tent if it is up. Parking of waverunners and boats a the marina were discussed. Because the marina cannot use the lake overflow lot, the marina started parking them on their own lot. There is no rule regarding parking watercraft on the property owners property. No action taken. Rules & Regulations Changes: Brian Welch distributed changes to the Building Code. Discussion followed. Motion was made and approved 8-1. Brian Welch distributed changes to the Rules & Regulations. Discussion followed. Motion was made and approved 9-0. Bill Laney moved to adjourn the meeting. Jim Price seconded. Meeting p.m. Minutes compiled by Barbara Moore. 5

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