LAKE PANORAMA ASSOCIATION BOARD OF DIRECTORS MEETING

May 22, 2007 Approved Minutes
Lake Panorama Association Office
Lake Panorama Association
       Board of Directors Meeting
       May 22, 2007
       4:00 p.m.
       Lake Panorama Association Office
       
       Approved June 26, 2007
       
       
       The Lake Panorama Association Board of Directors met Tuesday, May 22, 2007, at 4:00 p.m. at the Lake Panorama Association office. Board members present were Courtney Allen, Bill Douglass, Tom Jeschke, John McDermott, Ron Morden, Duane Spicer and Susan Thompson. Staff present were Randy Holl, Senior Administrative Assistant; Judy K. Contner, Recording Secretary; John Dinnebier, LPN Manager; Susan Lyons, Accountant; and John Rutledge, Administrative Assistant. Tom Polking, legal counsel, also was present.
       
       President Morden called the meeting to order at 4:00 p.m.
       
       Polking asked for nominations for board president. Jeschke nominated Morden and Douglass nominated McDermott. By written ballot, voting reflected 3 votes for Morden, 3 votes for McDermott, 1 write-in for Allen. A second vote was conducted with the same result.
       
       Jeschke moved only votes for the two people receiving the most votes be counted in a third balloting. Motion seconded. Board voted by written ballot. Voting reflected 3 votes for Morden, 3 votes for McDermott, 1 write-in for Allen, with the latter considered a spoiled ballot.
       
       Polking asked the board to again vote by written ballot as a result of a tie vote. Board voted a fourth time by written ballot. Voting reflected 3 votes for Morden, 3 votes for McDermott, 1 write-in for Allen.
       
       Polking asked the board to vote for a fifth time by written ballot. Voting reflected 4 votes for Morden, 2 votes for McDermott and 1 write-in for Allen.
       
       Jeschke made a motion to nominate McDermott for Vice President. Motion seconded. Allen moved nominations cease and a unanimous ballot be cast for McDermott. Motion seconded. All voted aye.
       
       Allen made a motion to nominate Thompson for Secretary. Motion seconded. Morden moved nominations cease and a unanimous ballot be cast for Thompson. Motion seconded. All voted aye.
       
       Jeschke made a motion to nominate Spicer for Treasurer. Motion seconded. Morden moved nominations cease and a unanimous ballot be cast for Spicer. Motion seconded. All voted aye.
       
       Morden asked for approval of the May 22, 2007 board meeting agenda. Motion seconded. All voted aye.
       
       Morden asked for additions or corrections to the April 24, 2007, board meeting minutes. McDermott moved to approve the April 24, 2007, minutes as amended by the board. Motion seconded. All voted aye.
       
       Treasurer’s report was discussed.
       
       Board went into Open Forum at 5:00 p.m.
       
       Bob White would like to see a long range plan for expansion of the Par 3 course. White suggested a moratorium be placed on LPA lot sales around the course until a plan can be developed to ensure accessibility to new portions of the course, if it is expanded.
       
       Bob VandeVenter, chairman of the Planning and Building Codes committee, asked the board to consider the committee’s recommendations on clear cutting of lots and hiring a professional inspector as part of the building process. The Planning and Building Codes committee meets the second Monday of each month, 11 months of the year.
       
       Mike Keenan suggested board meetings be moved to the conference center to allow a larger space for everyone in attendance. He also suggested recording board meetings for later viewing on channel 12, and asked that LPA members be given first consideration if discounted memberships are offered in the future at the LPN.
       
       Ben Polzin and Bryce Johnson asked the Board’s permission to host a wake board tournament July 28th at Boulder Beach from 8:00 a.m. to 1:00 p.m. The course would be on one side of the lake running from Boulder Beach north. It was recommended security boats be present during the event to keep boat traffic away from the course. Jeschke asked them to build the cost of security into their registration fee so the LPA can be reimbursed for this cost. Polking advised participants would need to sign an insurance waiver and that a liability insurance binder would need to be obtained for the tournament.
       
       Board went into regular session. Jeschke moved to approve the wake board tournament to take place on July 28th at the Main Beach, contingent on supplying proof of liability insurance and participants signing waivers. Motion seconded. All voted aye.
       
       McDermott made a motion to approve the consent agenda for the sale of lots 4580 and 4581 for $22,500, lot 4584 for $10,000, and lot 4588 for $10,000. Motion seconded. All voted aye.
       
       Board reviewed the second reading of the motion to sell 10 lots on the north side of the golf course. Allen moved to develop and sell 10 lots on the north side of golf course with development not to begin until 3 lots are sold. Motion seconded. All voted aye.
       
       Board reviewed the change to LPA’s minimum lot sale price. A lots $150,000 minimum. B/C lots $25,000 minimum. New policy to take effect July 1, 2007. Allen moved to approve the new LPA lot sales policy. Motion seconded. All voted aye. McDermott moved to waive the 3rd reading. Motion seconded. All voted aye.
       
       Spicer moved General Manager Roger Dunlop delegate to LPA personnel the responsibility for developing a detailed accounting manual as suggested in the cover letter of the Independent Auditor’s report. Motion seconded. All voted aye.
       
       Spicer made the motion an Investment Committee consisting of three directors (one from each class) is established that would develop an investment policy and procedures to be approved by the full board. Motion seconded. Jeschke amended the motion to include one member of the Investment Committee consists of Jeschke, Spicer and Morden. Motion seconded. All voted aye to amend the motion. During discussion later in the meeting, the name of this committee was changed to Investment-Audit and its role was expanded to include general financial oversight.
       
       Board went into Executive session to discuss legal issues at about 5:20 p.m.
       
       Meeting reconvened at 5:45 p.m.
       
       Polking presented a resolution for adopting Robert’s Rules of Order, Tenth Edition for writing and publishing board minutes. McDermott made the motion to adopt the resolution as follows. Motion seconded. All voted aye.
       
       BE IT RESOLVED that the Board of Directors of the Lake Panorama Association does hereby adopt Robert's Rules of Order, Tenth Edition, for the reporting and publishing of the Board's minutes and that the contents of the minutes shall contain:
       1. The kind of meeting;
       2. The name of the association;
       3. The date, time and place of the meeting;
       4. List of the Directors present, either in person or through telephonic means;
       5. The fact that the regular President and Secretary were present, or in their
       absence the names of the persons who substituted for them;
       6. Whether the minutes of the previous meeting were read and approved as read or as corrected, and the date of that meeting. The Secretary shall initial and date with the word APPROVED written below them; all minutes shall also be signed by the Secretary;
       7. A separate paragraph for each subject matter, including in the case of all important motions the name of the mover, and should show the wording of each motion and the disposition of the motion. The name of the seconder of the motion should not be entered in the minutes unless ordered by the President;
       8. When a count has been ordered or the vote is by ballot, the number of votes on each side should be entered, and when the voting is by roll call the names of those voting on each side and those answering present should be entered;
       9. If the Board goes into executive session, the Secretary shall note the time when the Board went into executive session;
       10. When a written committee report is of great importance or should be recorded to show the history of the measure, the Board can order it to be entered in the minutes, in which case the Secretary copies it in full in the minutes;
       11. When an oral committee report is of great importance or should be recorded to show the history of a measure, the Board can order it to be entered in the minutes, in which case the Secretary shall give an abstract of the report;
       12. The last paragraph shall state the hour of adjournment.
       
       BE IT FURTHER RESOLVED:
       
       If during open forum a member or an invited guest makes a comment, the Secretary should give the name and subject matter of said speaker, but no effort should be made to summarize their remarks.
       The minutes of the Association shall be published.
       For the convenience of LPA members, the Board meetings shall be recorded and available for review at the office for a period of three months before being destroyed.
       A draft of the minutes of the preceding meeting shall be sent to all Directors in advance prior to 48 hours of the next meeting; if any Director has a correction in the minutes, he or she shall notify the Secretary of the correction and locate on the recording the exact correction he or she is seeking.
       
       Board went through each established committee and named two board members to each. These committees are Long Range Planning, Par 3, Planning and Building Codes, and Water Safety.
       
       A decision was made the board will meet June 24th at 11:00 a.m. at the conference center to discuss plans for asset replacement, both in terms of needed projects and various funding proposals. The steering committee of Dunlop, Dinnebier and Larry Bauer, plus members of the Long Range Planning committee, will be invited to this meeting.
       
       Holl gave a report and handout on activities for the month such as building permits, debris control and beach water quality.
       
       Dinnebier gave an update on the LPN.
       
       The recommendations of the Planning and Building Codes committee were discussed. McDermott made the motion to accept the Planning and Building Codes proposed regulation on clear cutting of trees. Motion seconded. McDermott asked for a roll call vote. Douglass nay, Jeschke, aye, Allen abstained, Spicer, aye, Thompson, aye, McDermott, aye. Motion carried. (1st reading) The resolution follows:
       
       Purpose: The Lake Panorama Association desires to provide the membership with a policy to promote:
       1. A beautiful, healthy, balanced, and diverse ecological environment.
       2. An abundant wildlife habitat.
       3. Less sedimentation/ runoff into the lake and a more stable soil environment.
       4. An increased awareness and enthusiasm for our surroundings by encouraging education and implementing innovative design standards.
       
       Proposed Rule:
       No clear cutting will be allowed. Clear cutting shall be defined as the removal of 50% or more of all trees or canopy cover on a property.
       
       Exceptions:
       1. For ingress/ egress of property including driveways, pathways, and walkways
       2. Construction Zones for all approved structures and improvements. A construction zone shall be considered to be the area within the footprint of the structure and within thirty (30) feet of the outside footprint of the structure.
       3. Infrastructure zones to include septic fields and tanks, water wells, and geothermal applications.
       4. Dead, diseased or stressed trees and nuisance or invasive species or recommended removals for disease sanitation.
       5. Enhanced vistas or views subject to the Association’s clear cut policy (removal of more than 50%)
       6. Requests for an exception beyond those listed, must come to the Planning and Building Codes Committee for review before a variance can be granted.
       
       Violations of the clear cutting regulations shall result:
       1. A vegetation re-establishment plan to restore tree cover to the 50% guideline must be carried out within one year of the violation.
       2. If the re-establishment plan is not completed by the deadline, a fine of one thousand ($1,000) shall be assessed and an additional fine of $100 per week shall be assessed until the re-establishment plan is completed.
       3. Unpaid penalties shall be attached to the property as a lien until paid.
       
       The board discussed the Planning and Building Codes recommendation to establish a building construction inspection process. Board agreed this should be sent back to the committee with suggestions.
       
       Meeting adjourned 8:35 p.m.
       
       
       
       
       
       Judy K Contner – Recording Secretary Susan Thompson – Board Secretary