2018 Sunset Lake Annual General Meeting
November 4th, 2018
Board Attendees: Michael McLaughlin, Bob Papp, Harshal Limaye, Michael Gilmore, Lisa Kutchaver, Cynthia Freund, Helder Cristovao, Rob Bolte
Members in attendance: List on Sign-in sheet.
President Mike McLaughlin called the meeting to order at 1:37pm. Minutes from last year’s Annual General Meeting were reviewed by the membership and a motion was passed to approve the minutes – All in favor.
Work bond – Mike M gave an update on the Work Bond. A Google sheet was set up at the beginning of the year with a Task list. Membership came forward and volunteered a lot more this year than in the past. The problem with this process is that it’s hard to track all the hours. Mike said the membership cannot just rely on the board to get things done. A lot more people came forward and helped and volunteerism in general was up. In the light of these developments, Mike recommended NOT to introduce any Work Bond. The membership agreed and it was decided that there will be NO Work Bond.
Mike continued with an update on problems from animals. Beavers, Critters, and residential geese are almost gone. So as of now the problem animals are gone. Geese are migratory, will take off and hopefully will not see them again.
Hydro Raking – This is the second year of hydro raking activity at the lake. This year we worked on by the Meiners’ dock. Before we started the water level was merely 6 inches, and now its about 3 feet. This is definitely helping and Mike recommended the lake should put more money into this every year – it’s part of maintenance. Gradually we will move into the middle lake and pull out all that muck.
Non-profit status – Mike M invested a lot of time looking into becoming a true 501-3C. There was a line item for it in the budget this year. But the lawyers advised, it is not worth the resources put to get to this status. So the board has decided to table this for now.
Meiner’s Award for Outstanding Contribution to the Lake and Community – Tthe Lake re-instituted the Meiners award last year. For 2018, the winner of this award is Jim Hart, who’s always there helping out. Jim also made some beautiful table and chairs that were auctioned off at the fundraiser collecting money for Lake restoration fund.
Committee Reports Presented:
Grounds – Helder
The Grounds report from Helder Cristovao
Trees – brought down dead trees around the lake that were posing safety issues (damaged or partially damaged by the storm and the Beavers).
Grass cutting – good work this year in spite of a lot of rain.
Meiners dock is partially sinking – Helder will assess the needs and take care of it next year.
Hickory dock – ongoing conversations – approach to the dock and stairs is a problem. The boards are fine. Create a proper landing so it’s safe for use.
The membership asked if it was safe to use. Helder responded that there’s no caution tape. Use caution but it is safe to use.
Dan – a tree fell on it and needs to be taken care of. Dan said he’ll help out.
Miklos – dead trees all around the property –
Clubhouse – Rob
Rob presented his report on clubhouse. He said Patti Holoob had already done a fantastic job upgrading the kitchen in the past couple of years.
No water leaks, New TV – was a donation did not come out of dues. New grills . New fire pit.
Stan suggested repairs in Mens room. Paper towel is broken.
Leaks when flushing toilet in the Women’s bathroom.
Playground – Kids use the hose to make it a water slide. There are water balloons all over and no one cleans up. Rob asked the membership with young children to clean up after themselves. – Be a parent.
Suggested to have a foot shower to clean up. Bobby said he uses the outdoor shower after a swim.
Bicycles, coolers, a lot of stuff behind the clubhouse.
Mike has decluttered a lot from the open shed we have at the back. We do have a storage problem. In the process of decluttering.
Sheila – what do we use the rugs for? Adult parties for dancing and to cover the wires.
Mike G – when is water shutting off. Weather permitting.
Patti – do the water shutdown all at one time.
Can we have one bathroom heated for use in winter – Rob, said the water comes under the deck and pipes will freeze.
Mike said we need to budget for it as a clubhouse project.
Porta John – costs? Patti H about $100 / month. Next door neighbor do not want to see Porta John.
Lifeguards – Maggie
Maggie was not in attendance. Mike M presented the Lifeguards report to the membership, on her behalf.
Robert Lelli – saved one life. The membership gave a big round of applause.
We had one life saved this summer by first year life guard, Robert Lelli. The entire lifeguard staff did an outstanding job. It was a pleasure working with each and everyone of them and look forward to another safe summer for 2019.
We moved to bi-weekly payroll which saved roughly $500 in payroll service cost. Bi-weekly also cuts back payroll work in half for Mona.
Maggie said, she’s in need of lifeguards for next summer, please encourage your child to become certified. I apologize for not being in attendance. If you have any questions or concerns, please reach out to me.
Linda Sorrentino – Can we have lifeguards do the work on volunteer list. Mike explained the liability.
Mike said, there are kids at the beach during the day in summer. We need lifeguard coverage.
Is defibrillator still outside in winter. Bobby said it’s battery driven and we need to get it inside. Maybe inside clubhouse also may not work.
Social – Lisa Kutchaver
Lisa received kudos from the membership for the Newsletter. She;s been doing this for three years in a row. Lisa said she’s changing her responsibility on the board. She asked membership to come forward and take over newsletter.
Social – Good year lot of rain
Egg Hunt
Movie Nights
Cinco de Mayo –
Numerous Potlucks – Memorial Day, Labor Day
July 4th
Adult party – Luke and Troublemakers for second year
Beer fest – $4000 for lake restoration.
Had to cancel movie nights and campout and Halloween.
RSVPs are important to better manage events.
Cancelled Tricky Tray – not a big money making event that it used to be. Dee Papp decided not to do it this year.
Thanked Peg Harmon for the wonderful omelettes.
No trunk or treat.
We have no one running social
Need people to step up and run events. Lisa said she has done her share.
So next year we will have one Social Coordinator and form committees to run each event. Social position is daunting to do it all for a single person. In the past members such as Diane Borowsky did it for 9 years, Gill Graef, Sherry Bock, Michele Caravella, Erin Bolte.
Patti H – Suggested we put up the social events we want to have and ask members if they want to chair those. Will go out with the invoice. Big Thankyou Erin Bolte for 2018.
Membership – Cynthia
Printed flyers rang doorbells to recruit new members.
Had a great year. Put 11 applications for new members.
Long time members are moving or have moved.
7 recreational members + 3 more who have moved but still members for current year.
133 total
Linda – what is a recreational member. Same privileges. No vote for this meeting.
Jim O’Donnell – Asked Cynthia to put some membership packets at clubhouse. Book club.
Linda – Can we have different levels of membership. Mona – who’s going to patrol that.
Bobby said, lifeguards asked him to sign-in.
There was a suggestion to create a fishing only membership. This was proposed to board but rejected because it is very hard to manage.
Pat Holoob – asked to put an updated member directory at clubhouse.
Water Quality – Donna
Good year at lake. Lake never had to be closed due to water quality. Closed once because of a lot of debris in the water.
Lake is tested every week from Memorial Day to Labor Day.
3 times we had high levels of e-coli. When that happens they test again, if it comes out positive in the retest we have to close the lake.
Tested the well water – passed the test. Mike G – tested for chemicals.
Is this the first time we tested the water – Mike G No it is tested every year. Bob Papp confirmed we have tested this every year.
Mike G. said the law changed so we had to comply with more stringent test. Garden State did the test. The test results are put into the glass case for display.
After a heavy rain – it is recommended not to use the lake, since they don’t come out to test right away. The sun helps clearing it out.
Bob Papp – It is important to note, this is a situation that occurs naturally. It’s not unique to Sunset Lake. It occurs everywhere. After a heavy rainstorm, even without the test, commonplace will tell you not to use the lake. Please be aware of this. Sun helps killing all the e-coli.
Put a flag out on the beach.
Peg HArmon – If someone did not read email or FB would they see a sign on the lake “Not to swim”. Mike M said, it’s a good idea to do this going forward.
Donna – any ocassion e-coli exceeds, Donna types up an advisory notice in the glass case.
Treasury – Mona
Mona presented the treasurer’s report to the membership. She said she served as Treasurer for two years, and as many of you know Frank and I are moving.
Hydro Raking – takes 10% of our budget. Hoping to make lake viable for many years to come.
New grills
New fire fit
Hoping to work on playground – need new sand. Specific sand costs more money.
Membership thanked Mona her outstanding work as the Treasurer.
Sheila – will raise funds by running comic show.
Peg Harmon – Everyone is looking for help. Have committees so people can volunteer.
Lisa – Peg submitted list where people could volunteer. Will go out with first dues billing.
Standing Issues
2019 Budget
Hydroraking – $11K
Sand – $1K
Pat H – asked why $850 for Halloween – so we can do it inside and it does not get cancelled. And we can get a DJ.
Pat H – why checks are made to Mike M for Beerfest. Mike said because payments have to be made in cash.
Miklos – Itemized list compared to last year. Mona said most items remain the same.
Mike M – Lisa did a great job at silent auction for beer fest.
Mona – Banking laws are chanigng. Banks don’t take checks made out in the wrong name. Write your membership dues checks in the name of “Sunset Lake Community Club”.
Mike M – will use Venmo for beer fest. We used it for TV.
Linda – A sign for the winter for the ice. Use at your own risk. Saw ATV. Mike G – there’s a warning sign with a list of prohibitions.
Mike M called cops because kids were playing ice hockey.
A motion was made to accept the budget. All in favor.
Dues
Jim O made a motion to raise dues by $25. Only 4 in favor, remaining all opposed. Motion closed.
Establish membership limit
Motion was made to keep the membership limit the same. It was seconded and approved.
Election of Board and Officers
Oct 23rd 2018, Lisa chaired the nomination committee which made recommendations to fill open positions on the board of trustees and renew expiring terms.
Rob Bolte, Helder, Lisa be elected as trustee for a three year term
2019 Executive Officer Positions
The nominees for the five officers positions for 2019
Michael McLaughlin, President
Mike Gilmore , Vice President
Lisa Kutchaver, Treasurer
Harshal Limaye, Recording Secretary
Regina Palmer – At Large
A motion was raised by Jim, seconded and passed all in favor to approve the officer positions recommended by the nominating committee.
New business
By laws – Cynthia led a committee to review and propose changes to the by-laws.
Had a committee, read through lifeguard rules, beach rules, private party rules.
We have great rules, but just not enforced.
Lifeguard rules
Private Party
Pati Hills made a motion to accept changes proposed to the by-laws, 1 opposed, all in favor.
Bobby – Swim event that can raise money. Create a loop around the lake. Get sponsors. 2 mile laps course. He said he would like to explore this for feasibility and work with the board..
Get in touch with insurance for liability.
Lisa –
Julie Puorro has stepped up to chair Social for 2019. The membership welcomed her with a round of applause.
Peg Harmon – Garbage – people are putting garbage on top of the cans.
Ballfield – next season, better utilize the space.
Can’t have anything that rips of the grass that causes erosion. The dirt there strengthens the dam.
Meeting adjourned at 3:44PM –
A motion was made, seconded and approved to adjourn the meeting.