LAKE PANORAMA ASSOCIATION BOARD OF DIRECTORS MEETING

July 24, 2007 Regular Meeting Approved Minutes
Lake Panorama Association Office
Lake Panorama Association
       Board of Directors Meeting
       July 24, 2007
       
        Approved August 28, 2007
       
       The Lake Panorama Association Board of Directors met Tuesday, July 24, 2007, at 4:00 p.m. at the Lake Panorama Association office. Board members present were Courtney Allen, Bill Douglass, John McDermott, Ron Morden, Duane Spicer and Susan Thompson. Tom Jeschke was absent. Staff members present were Roger Dunlop, General Manager, Judy K. Contner, Recording Secretary, John Dinnebier, LPN Manager and John Rutledge, Administrative Assistant.
       
       President Morden called the meeting to order at 4:00 p.m.
       
       Morden asked for approval of the July 24, 2007, board meeting agenda. Morden asked to add approval of an engagement letter to hire Meriwether, Wilson & Co. for the annual audit. McDermott asked that land sales be added. Douglass asked that a dues increase plan be added. McDermott moved to approve the July 24 board meeting agenda with additions. Motion seconded. All voted aye.
       
       Morden asked for additions or corrections to the June 26, 2007, board meeting minutes. Spicer noted a change to page 5, first paragraph to read: Spicer reported the Investment and Audit committee met with Lyons at the LPN to review reconcilements of some bank accounts. The reconcilements reviewed were satisfactory. Thompson moved to approve the June 26, 2007 board meeting minutes as amended. Motion seconded. All voted aye.
       
       McDermott moved to appoint John Rutledge as General Manager for Lake Panorama Association. Motion seconded. All voted aye.
       
       Board went into executive session at 4:05 p.m.
       
       Board returned to open session at 4:35 p.m.
       
       McDermott moved to adopt the General Manager’s employment agreement with legal counsel making changes to the contract as directed by the board. The agreement is for one year beginning July 25, 2007. Motion seconded. Douglass, McDermott, Spicer and Thompson voted aye. Allen abstained. Motion carried.
       
       For his treasurer’s report, Spicer reviewed some recommended accounting procedure changes for billing and recording the RIZ receivable each month. Renaming and/or combining some accounts also was discussed.
       
       Board discussed the allocation of costs on fixed assets for a true costs accounting analysis. Spicer and Rutledge will work on changes to the monthly financial reports.
       
       Allen asked Dinnebier to get an explanation for the board on what is included in the recovery on the lodging account.
       
       Open Forum — Steve Brannan, 6502 Panorama Rd, asked the board to reconsider his past request to riprap Jones Cove community areas. Dunlop stated riprapping the cove had been in the budget but then removed for 2007. He stated it is a problem that should be addressed in future budgets. Approximate cost would be $80,000 and could possibly be done in stages.
       
       McDermott moved to accept the third and final reading of the 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. Allen, McDermott, Spicer and Thompson voted aye. Douglass opposed.
       
       Board discussed a recommendation by the planning and building committee for a home construction inspection program. Several additions and amendments were made to the proposal to read as follows:
       
       Inspections shall be done by a certified building inspector at the cost of the property owner on new construction, remodeling, building additions, structural alterations, and structural repairs of all residential building in the Lake Panorama Development. All accessory structures attached to residential construction shall comply with the current residential codes and be subject to inspection. Garages or accessory structures with less than six (6) feet of open space between the structure and a home shall be considered attached and be subject to current residential codes as adopted and structured for the LPA. All detached garages that incorporate water, electricity and second floor or sub grade spaces shall comply with the current residential codes and be subject to inspection. Detached garages or accessory structures that are not intended to have interior gathering spaces shall conform to UBC (Uniform Building Codes) to ensure a durable and safe structure and demonstrate acceptable workmanship and shall not be subject to inspection unless falling under the six foot open space definition. All garages and accessory structures shall comply with current code requirements for live loads, snow loads, wind loads, and seismic risk.
       
       McDermott moved to accept the (1st reading) of the proposal for home construction inspection. Motion seconded. Allen, McDermott, Spicer and Thompson voted aye. Douglass nay. Motion carried.
       
       Homeowner at 6805 Panorama Way resubmitted a request for a variance for a detached garage, including a 15-foot front setback and a 5’6” setback on the side lot. Letters from adjoining property owners approved the request. The planning and building committee had approved the double variance subject to several criteria. McDermott moved to allow the variance. Motion seconded. All voted aye.
       
       Homeowner on lot 220 submitted a request for a variance for a contemporary home on the lot. The request was for a roof pitch variance of 3/12 and a 5’4” variance on the north side lot line. The planning and building committee had discussed the request and approved the two variances subject to specific conditions. McDermott moved to allow the variance. Motion seconded. All voted aye.
       
       Thompson made a motion to hire Meriwether, Wilson & Company, P.L.C., for 2007. Motion seconded. All voted aye.
       
       Board discussed land sales. Pending land sales are on the following lots:
       4588 — $10,000
       4584 — $10,000
       4580-4581 — $20,000
       6261 — $10,000
       3651 — $10,000
       2074 — $15,000
       2304 — $15,000
       1241 — $14,000
       1242 — $14,000
       1243 — $14,000
       1244 — $14,000
       
       All pending lot sales are according to the lot sales policy. McDermott moved to sell the lots. Motion seconded. All voted aye. Contner stated land sales for 2007 are $437,500. No offers have been made since the lot sale policy price increase took effect July 1.
       
       Board reviewed and discussed a staff recommendation for the LPA/LPN Capital Improvement Funding Plan. The purpose of the plan is to provide additional resources for the improvement and acquisition of capital assets and infrastructure within the Lake Panorama Association.
       
       Rutledge presented the plan. For the purposes of accountability, the plan would discontinue the funding of all LPA/LPN expenditures through a single general fund. Instead, two segregated funds — the operations fund and the capital asset fund — would be created from which specific types of expenditures would be allowed.
       
       Projections of future capital requirements show the need for additional funding by the membership. The preliminary plan presented by Rutledge involves raising the necessary revenues through a combination of three things: increased assessments based on an across-the-board percentage increase in dues; increased land sales; and increases in user fees, following a thorough review of all such fees.
       
       Douglass presented a proposal for a flat assessment increase of $500 for all property owners.
       
       Allen passed out a summary he had prepared on LPA’s cash flow.
       
       Thompson made the motion to have staff further develop the preliminary LPA/LPN Capital Improvement Funding Plan for discussion at the August meeting. This will involve a review of revenue options, plus inclusion of a list of capital needs for the board to prioritize. Motion seconded. All voted aye.
       
       Board discussed ways to inform the membership once the LPA/LPN Capital Improvement Funding Plan draft is ready. Board agreed to hold an informational meeting in September. Dinnebier to check on available dates at the conference center.
       
       Spicer discussed the CIECO (Central Iowa Energy Cooperative) debt that totals approximately $540,000 for the 1999 purchase of land and other fixed assets. The next payment is due Dec. 31, 2008. He said LPA has no specific provision for having funds available to pay this debt. After discussion, Spicer made the motion that $100,000 from land sales go into a reserve fund for this debt. The motion died for lack of a second.
       
       Spicer stated that after reviewing the water report from Fox Engineering, he believes an increase in the minimum water rate of $15 is needed with the money set aside for a new well or borrow on a revenue bond.
       
       Thompson asked to have a discussion of the LPA water system and the Fox Engineering report put on the agenda for the August board meeting.
       
       Dinnebier stated consultant Eric Christensen had designed an irrigation system for the LPN golf course that he originally thought would cost about $600,000. In one year, the cost of the system has increased to between $800,000 and $900,000. Dinnebier said Christensen could come to the September LPA board meeting to show the plans and answer questions.
       
       Steering Committee Reports — Rutledge told the board that after studying the size and shape of the board room, no additional furniture could be purchased that would improve the seating arrangement for board meetings. Some items being stored in the southwest corner of the meeting room were moved and additional chairs brought in for guests.
       
       All necessary insurance papers and waivers are in place for the wake board tournament July 28 at Boulder Beach.
       
       Andy Johnson, Water Superintendent, and Rutledge attended the regular meeting of the Guthrie County Airport on 7/13/07. The Airport Authority relayed that any future runway extension would be designed to protect the integrity of the LPA wells.
       
       Rutledge said he is soliciting project estimates for potential tile work near Chimra Road.
       
       Sta-Bilt will be doing the seal coating of the road in the next couple of weeks.
       
       To date, 1404 boats have been registered and 313 personal watercraft. Building permits have been issued for seven homes for the year.
       
       Dinnebier reported Susan Lyons has resigned her position as accountant for LPN but has reconsidered working part-time to do auditing, payroll and month-end reporting. Applications will be taken for a bookkeeper to work approximately 30 hours a week.
       
       One bid has been received and a second bid requested for resurfacing the tennis courts.
       
       Conference center went to non-smoking July 15 without any problems.
       
       Dinnebier stated the new exercise equipment was financed through the Clover Ridge timeshare at a cost of $27,000. After three years the equipment will belong to the LPN. LPN does carry the insurance and extra amenities that go with the exercise room, and is selling daily passes and monthly memberships.
       
       Standing Committee Reports
       
       Finance committee – Spicer said he would continue to audit a few accounts monthly.
       
       Long Range Planning – Douglass and Allen reported they would be meeting soon, but no date set.
       
       Thompson reported the LPN advisory committee met with Bob Vandevanter who has volunteered his time to design a replacement building for the deteriorating starter shack. The new building will be named “The First Tee” and a fundraising effort will begin as soon as a revised building plan is complete and approved by the committee.
       
       Other comments: McDermott was approached by Tim O’Brien regarding the possibility of making boat slips available for members in the north end of the lake, perhaps near Sunset Beach. Board discussed adding a ramp somewhere might be more feasible.
       
       Allen led the board in thanking Dunlop for the fantastic job he did as LPA manager.
       
       Board went into executive session at 8:15 p.m.
       
       Meeting adjourned at 8:40 p.m.
       
       
       _________________________________ _________________________________
       Judy K Contner – Recording Secretary Susan Thompson – Board Secretary