Meeting Minutes, Tuesday, May 12
Meeting start time 7:52
Present: Mike, Mike, Bob, Kari , John A., Patty, Pat and Bob
Absent: Rick, Harshal, Michelle
The parking lot has been paved and has been lined to code with two handicapped spots. After negotiation with Hicks, this was done for $20,000 – under the original budget approved by the membership. A basketball net was added which was voted on at the last meeting. Padding and striping were donated by private donations. There was a question by members about what happens if parking is needed for parking and kids are playing basketball. The Board said that parking is a priority.
Bob Sellinger wanted to know if any drainage was done. Mike McLaughlin said that a drainage pipe was not put in. Hicks put in extra stone and compacted it in the sink hole area. This was at Hicks recommendation. Excavation of sink hole to determine cause and remediate (by filling with stone) would have caused the project to far exceed the budget.
Mike will let people know that they can park where the basketball striping exists.
During the special meeting proxy was passed with 12 ayes for proxy voting, 8 nays against proxy voting and 2 abstentions. The bylaws will be revised to include proxy voting according to the proxy committee recommendations. Ann Perry provided a form to use.
During the proxy meeting, fireworks for the 4th of July were discussed. The membership understood the position that having 4th of July fireworks without permits or insurance is a liability. A letter will be sent to the membership to notify about the prohibition of fireworks for this year’s 4th of July celebration. The Board will investigate fireworks for next year.
The new Website has little content at this point. The Board needs to add to it to make it more vibrant. Bob S. suggested that we add links to COLA to the site. Pat H said that COLA is in the process of updating their website. New membership should be up to see content but minutes should be private. We need to get feedback to George over the next month to enhance the content of the website.
The craft beer fest was very successful. There were 30 more attendees over last year. The beautification committee helped with 50/50 and silent auction. $3000 profit was made. $865 will go to lake beautification, as that was the amount of the 50/50 and silent auction. Mike suggests that we put a small amount to dredging.
The Beautification committee was looking at the parking lot sign board to try to make better use of it – perhaps as a welcome sign.
Chip Mills of the township wants to experiment with a new method of paving on Coriell Drive. Chip needs to know three non-consecutive days where he can close Coriel. The board is hopeful that this will happen soon. Mike will be in contact with Chip to discuss timing.
Bob Papp sent the application to operate a bathing facility to Bridgewater Township Health Department as well as the fee and clubhouse water testing fee. Our permit is pending.
We were audited for workman’s comp and the audit is complete.
Form 990 for the tax year ending December 31, 2014 is still pending and Bob is working with the accountant to file with the IRS.
Bob will be sending out another round of statements. Full membership dues are due June 1, 2015. Members in arrears will be contacted by Board members.
Rick needs to look into whether the lake needs to be treated based on the very early hot/dry season and what this could affect the lake algae.
Pat H – Clubhouse – 46 people responded that they wanted keys. Evan Harper, who cleans clubhouse and bathrooms, and lifeguards get a key. Keys are $3. Pat H. will be putting together rules for getting a key. Mike said board members will also pay same amount as regular members for a key to the clubhouse.
Pat. H is asking that people do not leave things in the clubhouse after a lake functions. They should be place in one of the two sheds in the back.
The new shower is up on the side of the clubhouse. The pipes that run along the side of the clubhouse are gone.
Evan Harper will be cleaning again.
Pat brought up the Sunshine committee. Susie Hart has offered to take care of this. Kari made a motion to vote for the sunshine club position. The board unanimously approved this initiative. Money will be put in the budget in the future.
The plumber recommended having our water tanks inspected yearly for pressure. The board agreed to have a plumber come once a year to check the tanks and water pressure..
The wood on the ceiling under the overhang roof needs to be sanded and revarnished. Pat has gotten a quote for $1600. Some suggestions were to paint it with paint that looks like wood but disagrees with this solution. Pat H thinks we should budget this in for next year and get it done properly to maintain the original look of the clubhouse.
Open House – Pat H. needs help to take on the open house. June 28. It’s a Sunday. Approx $300 for postage and $60.00 for postcards to invite people within the watershed area to become members. Someone needs to be in charge of the RSVPs and food.
Membership –Kari mentioned that the board previously agreed that online voting would only be for minutes, not for other issues such as new members. The board agreed that if there is an urgent situation we will vote via chat.
We voted on the Daniel and Sharon Fraser family membership. The board passed a motion to approve the Fraser family for membership.
The conversation came up about prorating after the swim season. It was decided that late year (after the swim season) families can pay the $1000 initiation fee and then they would pay yearly dues starting in January. They would be guests until that time. This topic should be put on the annual agenda. It could be a problem with members that were not approved for prorating previously.
John A – nothing to report.
Kari O – The Mayor responded to her regarding road closing letter saying “permission has been granted” but only granted to the summer season. She also did not get an electronic copy, and the paper copy appears to be a photocopy. Kari will post a copy of the letter at the clubhouse.
Kari is looking for more lifeguards.
Kari is concerned about getting the dock back into the proper place.
Kari does not have a clock-in system. She has been in the past paying the kids on the honor system.
Mike M. wants to install a box for the lifeguards to put cell phones in while on duty. This is due to liability concerns regarding distraction while on the job and came about as part of the ongoing liability review of lake policy. The lifeguards need their phones to be accessible but not in their hands. The Board discussed whether a policy needs to be established regarding use of cell phones. If lifeguards violate this policy, they will be given one warning. Upon a second violation, they will be fired from the life guard position. A message needs to go out to the community that if they have a complaint about a lifeguard, they need to report it to a board member.
Bob S – Corresponding Secretary – Nothing to report.
Mike G – May 2 was cleanup. Trees were taken down. The chipper was $400. A new lawn care service is taking care of the Lake – Watchung Hills Landscaping. The grass will be cut on a weekly basis. The budget for lawn care is $4000.
There is $4000 budgeted for the dock.
For now the gate will be kept open until we can figure out what we will be doing with the parking lot gate.
New Business
Mike M –
Down at the basketball net area Ken C is willing to donate two plastic benches with storage. If the boards agrees, he is willing to donate such. Kari made a motion that we approve the donation. The board agreed.
BoB P – Rescue squad is asking for a donation. The board approved a $50 donation to the Martinsville Rescue Squad.
Pat. H – The board passed a motion that 2 new grills be purchased.
Pat D. – no new business.
John A. – No new business
Kari O – no new business
Bob S – Bob’s neighbor has a gaga pit and is interested in getting rid of it. The board decided it is too much of a liability.
Motion to close at 9:59.