LAKE PANORAMA ASSOCIATION BOARD OF DIRECTORS MEETING

June 26, 2007 Unapproved Minutes
Lake Panorama Association Office
Lake Panorama Association
       Board of Directors Meeting
       June 26, 2007
       
       
       
       The Lake Panorama Association Board of Directors met Tuesday, June 26, 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 Roger Dunlop, General Manager, Judy K. Contner, Recording Secretary, John Dinnebier, LPN Manager, Susan Lyons, Accountant and John Rutledge, Administrative Assistant.
       
       President Morden called the meeting to order at 4:00 p.m.
       
       Morden asked for approval of the June 26, 2007, board meeting agenda. McDermott moved to approve the June 26, 2007 board meeting agenda as written. Motion seconded. All voted aye.
       
       Morden called for additions or corrections to the May 22, 2007, board meeting minutes. Spicer suggested a change to page 3, paragraph 3 to add the names of the members of the Investment-Audit committee, which consists of Jeschke, Spicer and Morden. With that addition, Spicer made a motion to approve the May 22, 2007 minutes. Motion seconded to approve the amended minutes. All voted aye.
       
       Board discussed the Treasurer’s report and board expectations of those reports. Board commended Bauer and Lyons for the improved financial reports in the past year.
       
       Morden asked for approval of the consent agenda. The item on the consent agenda was granting two easements for the property owner at 5128 Panorama Drive from LPA to correct a water drainage problem. The first easement is along the LPN #6 fairway and the second easement is for placing a tile on LPA property to the north. McDermott moved to approve the consent agenda. Motion seconded. All voted aye.
       
       Thompson moved to approve the (2nd reading) of the Planning and Building codes committee proposed regulation on clear cutting of trees.
       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.
       
       Motion seconded.
       
       McDermott recommended that in the future a footnote be attached to the minutes if the board sends items back to the Planning and Building Codes Committee for reconsideration that outlines the board’s concerns.
       
       Douglass felt the clear cutting rule would be difficult to enforce. Allen, Jeschke, McDermott, Spicer and Thompson, aye. Douglass nay. Motion carried.
       
       Rutledge reported he had contacted Cindy Johnson about obtaining a proof of insurance waiver and liability insurance binder for the Wake Board tournament July 28th. She was told both are needed by July 13th so legal counsel has a chance to review. McDermott moved to approve the second reading of the motion approving the tournament. Motion seconded. All voted aye. McDermott moved to waive the 3rd reading. Motion seconded. All voted aye.
       
       Rutledge presented an evaluation and recommendation on the Panorama Terrace drainage problem. The area in question is southeast of Panocau Road and does not contain an effective drainage ditch along either Chimra Road or Panorama Terrace. In the absence of adequate drainage, water discharged from residential sump pumps is simply redistributed onto the original property.
       
       There is no evidence that any LPA action created or worsened this problem.
       
       After discussions with Kelley Kirtley, maintenance supervisor, Rutledge recommended a shallow drainage ditch on the northeast side of Panorama Terrace be created with LPA maintenance doing the ditch work so the cost will be minimal. There was general agreement by the board to accept this recommendation.
       
       Rutledge also reviewed the Chimra Road drainage problem. Even though the Panorama Terrace and Chimra Road area is adjacent, the assessment of the problem is quite different. Randy Holl had completed a comprehensive assessment of this drainage concern in 1998 in response to 14 area residents. At that time, the proposed tiling solution was endorsed by MHF Engineering, P.C. and was estimated to require funding of approximately $30,000. The decision not to complete this project in 1998 was based upon an inability by the LPA and private property owners to reach an agreeable cost sharing solution.
       
       Board directed staff to update the engineering tiling recommendation and prices. McDermott suggested contacting a tiling company in lieu of an engineering firm.
       
       Open Forum
       
       David Harper, 5287 Tie Road, lives in the area affected by the Chimra Road drainage issue. Harper outlined his concerns and thanked the board for addressing this problem.
       
       Regular Session
       
       Morden presented a formal procedure for reviewing, communicating and discussing the monthly financial statements. Two options were outlined.
       1. Continue with present practice in reviewing financials.
       2. Establish a new procedure whereby:
       a. Board members could submit questions about the monthly statements, via email, to the General Manager (with a copy to the Treasurer).
       b. The General Manager would consult with financial staff, as necessary, and then provide a response to the question, with copies going to all board members.
       c. Financial staff would no longer be required to attend every board meeting.
       d. Any questions that are not answered by board meeting time may be discussed at the board meeting
       e. The Treasurer would make summary comments at the meeting about items in the statements warranting such elaboration.
       
       Thompson made the motion to adopt the second option, which establishes a new procedure for the board to review financial reports. Motion seconded.
       
       Allen passed out a response to Morden’s recommendation on reviewing financial reports.
       
       Jeschke, McDermott, Spicer voted aye, Douglass, Allen, nay. Motion carried.
       
       Board discussed the member recommendation to have the monthly board meetings moved to the Conference Center. Dinnebier said the scheduling of board meetings would have to be around paid events in the conference room. The meeting rooms upstairs at the Conference Center are not readily accessible to the membership. Board suggested staff make recommendations at the July meeting on ways to reconfigure the room at the LPA office to better accommodate board, staff and members in attendance.
       
       Dunlop asked the board if a 40th celebration could be scheduled for next summer. Douglass moved to have staff schedule a date for the 40th LPA celebration. Motion seconded. All voted aye.
       
       Steering committee report
       
       Dunlop reported 6 new building permits for homes have been issued to date and 20 land disturbing permits. 1338 boats and 287 personal watercrafts have been registered.
       
       Dunlop stated that on 6-19-07, Randy Holl did a shoreline assessment and 30 letters were sent for violations on rip rap, docks, boat houses, etc.
       
       Dunlop checked with the marina and 4 old slips and 8 new slips still are available to rent for 2007. Coulters believe they will be 100% occupied next year.
       
       Dinnebier reported all the sand traps are completed at the LPN.
       
       The irrigation system consultant was on the course 6-15-07 and expects to have a recommendation by July 10. He can attend the July board meeting, if desired.
       
       The fitness equipment has arrived and an Open House at the Conference Center has been scheduled for July 14 to view the exercise room and other recent improvements.
       
       All public areas at Lake Panorama will become smoke free beginning July 15.
       
       Over 5,000 rounds of golf will have been played by the end of June, which will be a record for a single month. The LPN restaurant operation will exceed $100,000 in revenues in June, also a record.
       
       Dinnebier stated Larry Bauer had surgery and is back to work on a limited basis.
       
       A new sub-floor and new carpet have been installed at the east entrance to the conference center. A new front desk is being built and installed which will accommodate an employee of the Clover Ridge timeshare operation, plus the usual LPN employee. A company has been contacted to look at plumbing in the conference center in an effort to find the reason for the sewer gas smell.
       
       Committee reports
       
       McDermott stated the Planning and Building codes committee is concerned about code enforcements. Dunlop told the board that as the rules get stricter and more enforcement is needed, additional staff will be required.
       
       Jeschke said the Par 3 member/guest tournament went well with 66 participants. Profits from the golf tournament will be used for Par 3 golf course improvements.
       
       Spicer reported the Investment and Audit committee met with Lyons at the LPN to do a random audit and was satisfied with all accounting procedures. Spicer also met with Barry Monaghan, Guthrie County State Bank, to review the investment account and said he was very satisfied with the investment repurchase agreement.
       
       Rutledge passed out a water usage and rate analysis. Staff will contact the Iowa Rural Water Association which will do a rate study free of charge.
       
       Douglass presented a power point presentation on a recreation fee-based dues increase.
       
       Board discussed various proposals by board members and staff on ways to generate funds for the Asset Replacement Reserve to fund the LPA Capital Improvement Plan (CIP). After extensive discussion, the board asked staff to develop a preliminary report for increasing annual assessments on a flat percentage basis across all classes of property. This report will be reviewed by the board at their July meeting.
       
       Dunlop presented some possible additional sources of income based on information received from the Community Association Homeowners Association. These new sources of income would help cover some of the direct costs of service provided by the LPA staff. For instance, instituting a property transfer fee would help cover the time LPA staff must put in when a property is sold by a private owner within the association. The staff was asked to prepare a report on the current fee structure and possible new fees.
       
       Board comments:
       
       Thank Douglass for all the time and effort put into his assessment plan.
       Board needs to further investigate a proposed moratorium on Par 3 golf course lots and will do so at the July meeting.
       Board appreciates seeing the member complaint log included in the board packet with a rundown of how the complaints have been handled.
       Other areas around the lake have experienced water damage.
       
       The deteriorating LPN starter shack was discussed. A suggestion for renumbering holes, which could eliminate the need for a replacement building, was discussed. Dinnebier said he believes renumbering the holes would create problems with the flow of golfers to tee boxes. Board agreed the issue should go back to the Steering Committee for review.
       
       Board went into executive session at 8:20 p.m.
       
       Meeting adjourned at 8:45 p.m.
       
       
       ___________________________________ _______________________________
       Judy K Contner Susan Thompson
       Recording Secretary Board Secretary