MINUTES OF THE MAY 23, 2018, MONTHLY MEETING OF THE BAYLES LAKE HOMEOWNERS ASSOCIATION The regular meeting of the Bayles Lake Homeowners Association Board of Directors was held at Lakeview Country Club, Loda, Illinois, on Wednesday, May 23, 2018, at 7:00 p.m. Directors Present: President Jim Bash, Vice President Allan Lee, and board members Jerry Bauman, Tom Parker, Reg Green, Rod Banks, Fred Carlson, Stephen Hennessy. Absent: Paul Zajec Employees Present: Building Inspector / Permits: Ray Soltysiak; Maintenance / Grounds Supervisor: Bob Siddall; Administrative Assistant: Rod Cardinal and Security Officer: Gene Miller. Absent: Treasurer Pam Zajec President Jim Bash welcomed everyone after roll call. Comments: A representative from EIEC was hoping to be at the meeting to present the Board of Directors with a $500.00 grant as part of their Sharing Success program. Instead Rod Cardinal made the presentation. This money would be used to purchase two trees. On behalf of the board Jim Bash took the check. Jim Bash asked for a motion. Tom Parker motioned to accept the check, seconded by Allan Lee and motion was approved. Jim Bash asked that EIEC be thanked for the grant. Jim Bash welcomed the new board members and reviewed the committee assignments. Jim asked for any discussion and it was pointed out that all three new board members were assigned to the Water and Sewer Committee. Jim understands the concerns but after this first year of working together on this committee the board will rebalance the committee assignments. Rod will provide all board members with an updated copy of Committee Responsibilities. Jim Bash asked for any comments regarding the Annual Meeting. The general consensus was the board was pleased with the overall flow of the meeting. Jim thanked the chairpersons for providing their committee reports and he appreciated all of the dialogue between the chairpersons and residents. Jim Bash appreciated comments, questions and support provided to Lakes and Parks regarding fish. Fred Carlson stated that he hopes the board will be able to continue with some serious discussion regarding our sewer system. Approval of Minutes: The minutes from the April 25, 2018 board meeting were reviewed and corrections made. Jim Bash asked for a motion. Allan Lee motioned to approve the minutes as corrected, seconded by Reg Green, and the minutes were approved. 1
Approval of Minutes: The minutes from the May 7, 2018 Annual Meeting were reviewed and corrections made. (I still need a report from Tom Parker) Jim Bash asked for a motion. Jerry Bauman motioned to approve the minutes as amended and corrected, seconded by Tom Parker and the minutes were tentatively approved pending final approval at the May 6, 2019, Annual Meeting. Approval of Minutes: The minutes from the May 7, 2018 post meeting, regarding the election of the 2018-19 board officers, were reviewed and corrections made. Jim Bash asked for a motion. Tom Parker motioned to approve the minutes as corrected, seconded by Jerry Bauman and the minutes were approved. Treasurer s Report: Jerry Bauman presented the April Treasurer s Report of Receipts and Disbursements, which were discussed. Jim Bash asked for a motion. Tom Parker motioned to receive the report, seconded by Reg Green, and the report was accepted. The April board bills were presented, totaling $11,812,43 which were discussed. Jim Bash asked for a motion. Reg Green motioned to approve the bills, seconded by Rod Banks, and the bills were approved. The May board bills, to date, were presented, totaling $9,234.22 which were discussed. Per board policy, bills over $1,000.00 were reviewed: (April 26-May 23) (2) #6805 PDC Laboratories Yearly Drinking Water Testing Contract $3,458.00 #6808 Biggs Lawn Care Mowing $1,100.00 Jim Bash pointed out that while Biggs Lawn Care was working on an approved contract, the renewal of the drinking water testing contract with PDC Laboratories was not and would need board approval. Jim Bash asked for a motion. Stephen Hennessy motioned to approve the PDC Lab contract, seconded by Reg Green, and the contract was approved. Jim Bash then asked for a motion to approve the May bills to date. Allan Lee motioned to approve, seconded by Reg Green, and the bills were approved. The accounts receivable list was presented and discussed. ($3,479.11) (11) In Pam Zajec s absence, Rod Cardinal reported that Pam had received 6 of 9 sewer inspection reports from the residents that drip treated affluent into the lake. Rod indicated that he will send out reminders. 2
Rod Cardinal indicated there were no new additional Workman s Compensation updates. Pam had previously stated that she has received the appropriate Certificate of Insurance-Workman s Comp papers from Biggs Landscaping, Prairie Pavement Preservation, Garrell Electric and Reiners Well Drilling. She is still waiting on several more contractors to submit their paperwork. Rod indicated that he had been in communication with Ellen Lee, who confirmed the need for contractors to comply with state law and provided a 67-page document Illinois Workman s Compensation Act verifying the need for compliance. Rod indicated that he had met with our insurance provider, Nancy Ecker, Compass Insurance Partners, to again review the reasoning behind the changes this year, she said the insurance industry is doing a better job of complying / enforcing this state law and she was able to show a website of case law proceedings, with lawsuit after lawsuit, again confirming the need for compliance. Most of our contractors are reluctant to make this change, some are still being advised by their providers that they do not need this coverage on themselves. Jerry Bauman stated that Pam has been in communication with Stan Feller, Feller & Kuester Accounting Services, Champaign and is preparing our financial information for their financial review. Jerry Bauman indicated that Pam had opened a money market account, per the approved April resolution, at Federated Bank, Loda and the $89,000.00 BCA lawsuit settlement money and the $4,020.00 from the dissolution of the Loda Sanitary District has been deposited. This account is for future sewer and infrastructure projects. Jerry Bauman stated that he will work with Pam to have this money market information appear on the monthly treasurer reports that Pam provides the board members. Jim Bash indicated that the Momkus legal fees, $24,000.00, had been subtracted from the original lawsuit settlement of $113,000.00 leaving us $89,000.00. Visitors: Jim Bash asked the visitors to introduce themselves and state their reason for attending the meeting. If they have discussion points, he will assign them to various committees to be discussed at that time. Howard Scheib Paul Meuser Kathy Carlson Ed Killen Johanna Miller Helen Ellis Scott Bayles Security Report: Gene Miller presented: 05/02/18 Unlocked east pump station to be worked on. Also received report of contractor dumping concrete debris behind maintenance. Spoke with contractor. 3
Gene had collected keys from the outgoing board members and provided Fred Carlson, Rod Banks and Stephen Hennessy with keys to the well houses / maintenance shed per their committee responsibilities. The key inventory listing will be updated. Maintenance: Bob Siddall presented: Have placed dirt, seed, and straw in two areas where the sewer repairs were done. Will rent a tiller next week and start working on the rest. Have flushed the hydrants twice this month and water is flowing clear. Have mowed and trimmed Memorial Park and some entrances. Did maintenance on the lawn mower, power washed the deck and replaced blades with new sharp ones. Removed all 17 leaf enclosures and will clean the ash area next week with the help of Larry Biggs. Used the samurai along the west side of the spillway and will trim the roadways later next month. Installed two new libraries one on Country Club Lane, the other by the west side swing set in Evening Park. Also placed more wood chips there. Turned the water off at 1408 Country Club Lane, resident thought he had a water leak. Placed and retrieved all but one garage sale sign, I speculate that it will be used in Paxton for their sale. Delivered three tables that were used for garage sale items. Have been burning the brush pile behind the maintenance area only on days when wind is not blowing in a northerly direction. My wife has been helping with the trimming of trees and posts. Inspected the spillway steel curtain wall and plugged 3 holes. It is rusting and should be addressed as to how to fix or replace it. There are also trees and stumps in our parks that need to be cut down and ground down. Looking at the creek again it shows new areas that need to be cleared of dead trees and brush. This would help in keeping our sewer affluent discharge lines free flowing. 4
I had the park next to the Pavilion tested for drainage to see if a septic system was feasible before any more talk of building bathrooms there. I planted a new tree in the front of the Maintenance building to replace one that had died. Jim Bash asked Bob Siddall to explain the 14 water hydrants located in our parks. Bob stated these are not for fire suppression, the water lines are too small and would be severely damaged if a fire department ever tried to use them. These hydrants are for flushing our drinking water distribution system only. For fire suppression the Loda Fire Protection District (LFPD) carries its own water supply and if they need additional water there are two dry hydrants in the lake, one near the boat ramp and the other near 1601 Lake View Drive that the fire department would use. These dry hydrants are tested annually, August or September, by LFPD to make sure they are working properly. Finance: Jerry Bauman did not have a report. Water & Sewer: Fred Carlson and Rod Banks were presented as Co-Chairpersons of this Committee and will begin reporting at the June meeting. Stephen Hennessy is the other new member to this committee. Rod Banks mentioned that this committee had a transition meeting with Jim Keenan, past chairperson of this committee, and reviewed its history and budget. They discussed the need to always be proactive and planning ahead, anticipating potential problems. Rod Banks indicated they will be meeting soon with Maintenance / Grounds, Bob Siddall, to learn more about his role and then have Bob tour the lake with them so they can learn more about our maps, sewer collection line and water distribution system. Bob Siddall stated there may be a water leak at 557 Sunrise Drive and he is waiting on Jim Balk and J.U.L.I.E to try and pinpoint the problem. Jim Bash stated that Ellen Lee had responded via a letter to the residents / attorney at 236 Ocala Drive but has not had any more communication. Rod Cardinal indicated that he had been in communication with IEPA regarding the change in the chairpersons for this committee. Rod Cardinal and Bob Siddall met with Mark Garrell, Garrell Electric, about the proposed changes to the pumps at the east lift station. Mark was going to use some of the existing electrical and pumping system and thought this would cost us $1,500.00 to $1,800.00 to make the change over. Bob also asked Mark to review the electrical / pumping system at the west lift station. Fred Carlson asked that a long hose be hooked up to the outside water spigot at the east well house as a resident was concerned that a tree may catch on fire while residents burn their leaves, branches and other debris. 5
Lakes & Parks: Tom Parker presented his report: Lake water testing would be completed by the second week of June. He will drive the samples to Peoria. Bayles Lake will be spraying for mosquitoes on Thursday, May 24, 7:30 pm to 8:30 pm. Signs will be posted. Spraying costs $310.00 each time we spray, we spray 3 times each year. Tom mentioned a broken concrete bench at the west entrance and Bob had already picked it up. After hearing Bob Siddall report about the spillway dam, Tom indicated that he would take a look at the spillway dam and proceed accordingly. Roads & Drainage: Paul Zajec was absent. Rules & Regulations: Reg Green presented: Reg introduced Fred Carlson and Rod Banks as new members to this committee. They look forward to working with the residents when they have concerns regarding the rules and regulations. They hope to clarify, simplify and reduce ambiguous wording throughout our rules and regulations. They want to provide support to our security team by reviewing problems as they arise, helping security enforce our rules and regulations. Reg feels current rule hotspots are fences, dog runs, homeowners taking advantage of our burn pile and also disposing of unwanted concrete and other miscellaneous items and ATVs. Building Inspector / Permits: Allan Lee and Ray Soltysiak presented: MARILYN FORD - 1416 COUNTRY CLUB LANE - SIDEWALK FROM LAKE SIDE OF HOUSE TO THE DOCK LISA AND DAVE HARLOW - 496 RULISON DRIVE - DUMPSTER PERMIT MICHAEL PETERIK - 498 SUNRISE DRIVE - WILL REPLACE PRESENT DOCK WITH A 4' X 16' DOCK Residents: Helen Ellis and Johanna Miller asked how variances were determined? Jim Bash explained this procedure. Helen then asked if a variance had been approved for the new sidewalk at 1416 Country Club Lane. The answer was no, and the board would be discussing that. She then reviewed several points from the rules and regulations and referred to her notes from board meetings that she attended last year. She wants to be a good neighbor and she asked the board to review its old meeting minutes and to enforce all of our rules and regulations. Ellis and Miller then left the meeting. Rod Cardinal had asked Ellen Lee to provide a draft of a Variance Request form that could be adopted by the board and the Building Permits Committee to document these requests and board 6
action. It would be easier to be able to keep this document on file as well as the homeowner would keep a copy and have the ability to show subsequent homeowners. It would be easier than having to dig through past minutes for this information. The board reviewed the document and revised a couple of points and Rod will share this information with Ellen Lee. There was a discussion regarding the need for a variance for the sidewalk work at 1416 Country Club Lane as the sidewalk was poured over the existing sewer collection line. Ed Killen reminded the board that approving variances sets a precedent for the future and while this may seem like a good thing now, down the road or as neighbor s change, problems may pop up and the board may have to deal with this issue again. After a lengthy discussion Jim Bash called for a motion. Jerry Bauman motioned to approve a variance for the sidewalk at 1416 Country Club Lane, Reg Green seconded motioned. Jim Bash asked for any more discussion to the following information: VARIANCE REQUEST MADE TO THE BUILDING PERMITS COMMITTEE The homeowner of property located at 1416 COUNTRY CLUB LANE is seeking a variance from the following section of the Rules and Regulations of the Bayles Lake Homeowners Association (BLHOA): G. Care of Property, page 14 Before digging for planting other than flowers, the location of sewer and water lines are to be verified with the maintenance person or the Association Building Inspector. Trees, hedges and other bushes are not to be planted over sewer or water lines. When constructing driveways or sidewalks, homeowners are reminded there is a ten (10) foot easement for access to overhead and underground utilities on the roadside of each lot. Any replacement of blacktop or concrete resulting from servicing or replacing these utilities shall be the responsibility of the homeowner. Reason for this request: The homeowner wants to pour a concrete sidewalk over the BLHOA existing sewer collection line, lakeside of the home, from the house to the dock. The homeowner has a dependent with a disability and a concrete sidewalk will benefit the dependents mobility to and from the lake. Jim Bash asked for a roll call vote. The motion was approved 5-3. Old Business: Jim Bash stated that he had signed off on final legal paperwork from Momkus regarding the BCA lawsuit and our legal / working relationship had ended. 7
Rod Cardinal reminded the board of the fireworks event on July 3. He has received the Iroquois County Permit. Jim Bash indicated that he had sent an appearance letter to the residents at 138 Sunrise Court and this home now has a for sale sign in its yard. Jim Bash indicated that he was going to send an appearance letter to the owners of 160 Sunrise Court and who live at 101 Sunrise Terrace. Jim Bash indicated that the shoreline property at 1502 had been cleaned up. Rod Cardinal reminded the board that Bayles Lake would be working together with Lake Iroquois as Lake Iroquois is hosting a road race on June 23 and part of the race will be run on the Bayles Lake perimeter road (Sunrise, Skyline, Sunset Drives). Our residents would be reminded of this event. Runners will be on the Bayles Lake roads from about 7:30 am to 8:30 am. Allan Lee reported on the search to find a new Newsletter Editor. Two residents had applied, and Allan and Pam Zajec had interviewed them. This committee is recommending Carol Wilen, 224 Ocala Drive, be appointed to this position. Jim Bash asked for a motion. Jerry Bauman motioned to approve Carol Wilen to the position of Newsletter Editor, seconded by Tom Parker, and the motion was approved. Rod will work on getting a new contract to Carol. New Business: Allan Lee stated that Jerry Weaver, Teri Watt and Don Peterson would continue to serve on the Dispute Resolution Committee for 2018-19. Jim Bash asked for a motion on this reappointment. Reg Green motioned, seconded by Rod Banks, and the motion was approved. Jim Bash read a letter from a Lake Iroquois resident complaining about smoke from the burn pile. Jim reminded Bob to be careful when burning. Bob indicated that he only starts a fire when the wind is out of the north and northwest. He tries to burn early in the morning when there is little or no wind but sometimes the wind changes. He does not like to burn on Fridays. If he has started a fire, he places a barricade in from of the burn pile, so our residents do not add any addition material. Rod will send out updated Emergency Action Plan and Operation and Maintenance Information for Newell Dam and Spillway (Jim, Bob, Gene, Tom, Allan and Stephen) per IDNR and Office of Water Resources Rod will send out updated The Community Water System: A Contingency Plan for Emergency Preparedness (Jim, Mark, Bob, Fred, Rod and Stephen) per IEPA 8
Jim Bash presented a list of Auxiliary event dates. Jim Bash asked for any additional business for the board, and hearing none, he asked for a motion to adjourn. Meeting was adjourned on motion by Tom Parker, seconded by Jerry Bauman, at 9:08 p.m. Respectfully submitted by, Rod Cardinal Administrative Assistant 9