LAKE PANORAMA ASSOCIATION BOARD OF DIRECTORS MEETING

October 23, 2007 Regular Meeting (approved minutes)
Lake Panorama Association Office
Lake Panorama Association
       Board of Directors Meeting
       October 23, 2007
       
        Approved November 27, 2007
       
       The Lake Panorama Association Board of Directors met Tuesday, October 23, 2007, at 4 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 members present were John Rutledge, General Manager, Judy K Contner, Recording Secretary.
       
       President Morden called the meeting to order at 4 p.m.
       
       Morden asked for additions to the October 23, 2007 board meeting agenda. Rutledge asked that an addition to discuss the bid received on spillway riprap be added as 6E under old business. McDermott moved to approve the October 23, 2007, board meeting agenda as amended. Motion seconded. All voted aye.
       
       Morden asked for additions or corrections to the September 25, 2007, board meeting minutes. McDermott moved to approve the September 25, 2007, board meeting minutes as written. Motion seconded. All voted aye.
       
       In the treasurer’s report, Spicer gave the board a handout showing the fixed assets reconcilement from one month to the next and a project cost summary. Spicer also suggested changes to recording the CIECO debt.
       
       Board discussed the sale of the cul-de-sac adjacent to 4 lots being purchased from LPA. Price and conditions of the sale will be decided at the November meeting.
       
       Rutledge suggested the board view specific community areas. Board agreed to meet on Nov. 1 at 3 p.m. for a tour by water.
       
       Staff prepared recommendations for committee structure. Recent review of LPA committee functions has revealed the opportunity for improvement of committee effectiveness through the formalization and standardization of committee structure. Board suggested changes to the recommendations and will review an updated version at the November meeting.
       
       Rutledge reviewed the “items pending” list from previous board meetings. Lot owners impacted by a proposed cooperative drainage project have until mid-November to respond to the LPA. Denny Merritt and Randy Holl are reviewing LPA rules and will make a recommendation for updates. Holl has contacted officials at St. Thomas More regarding the need for a change in parking procedures there. John Dinnebier will provide recommendations to the board at the November meeting regarding the fee structure and operations plan for the Par 3 for 2008.
       
       The board asked that the feasibility of a rule banning registered sex offenders from residing at Lake Panorama be revisited by Attorney Tom Polking. Rutledge was instructed to check with Polking on this issue.
       
       Rutledge said only one bid was received for engineering services related to replacing the riprap below the dam spillway. McDermott moved to approve the bid from Shive Hattery, Inc. Motion seconded. All voted aye.
       
       Board had received a copy of the Planning and Building Codes committee recommendation for the inspection program. Included in the program are qualifications of inspectors, the form of reports and the inspections required. Jeschke moved to approve the 1st reading of the inspection requirements presented by the Planning and Building codes committee. Motion seconded. All voted aye.
       
       12.01 Inspection Requirements
       12.011 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.
       12.012 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.
       12.013 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.
       12.014 Detached garages or accessory structures that are not intended to have interior gathering spaces shall conform to ICC (sometimes referred to as UBC Uniform Building Codes or International 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.
       12.015 All garage and accessory structures shall comply with current code requirements for live loads, snow loads, wind loads, and seismic risk.
       
       12.02 Inspector Requirements
       12.021 Qualifications
       Inspectors shall be qualified to inspect at Lake Panorama if they meet one of the following conditions:
       1. Shall hold current International Codes Council (formerly C.A.B.O) certification that qualify for residential building inspection
       2. Shall have 10 years experience as a plan reviewer or inspector with State or Municipal departments of fire and building services.
       3. Shall be a licensed architect or construction engineer with ten year’s experience involving residential inspection
       4. For the purposes of this section, others certifications, such as those for home inspection services, shall not be approved for qualified building inspection at Lake Panorama.
       12.022 Required Documentation
       1. In order for the Lake Panorama Association to accept and approve inspection reports for permit approval and occupancy permit, the inspector shall have on file with the Lake Panorama Association documentation that shows the certification, experience and/ or licensing required for inspection services.
       2. The LPA must also have a current certificate of insurance on file for the firm or individual involved.
       
       12.023 Inspections Required
       The following minimum inspections are required. Additional inspections may be required by an approved inspector as contracted by the owner.
       1. Plans
       a. Upon application for the building permit, construction plans that show the written certification that the plans meet International Residential Code requirements before a building permit is issued.
       2. Foundation
       a. Trenches and basement areas after excavation is completed
       b. Forms erected and required reinforcing in place prior to placement of concrete
       c. Inspection shall include thickened slabs and special requirements for wood foundations
       3. Plumbing, Mechanical and Electrical
       a. Made prior to covering or concealment
       b. Before fixtures are set and prior to framing inspection
       4. Framing and Masonry Inspection
       a. Made after roof, masonry, framing and bracing are in place after plumbing, mechanical and electrical inspection
       5. Wallboard Inspection
       a. Made after all interior wall board is in place (before joints and fasteners are taped and finished)
       6. Final Inspection
       a. Made after residence completed
       b. Final code compliance—ingress/egress stairs, systems operation, handrails, smoke detectors, etc.
       c. Installation of appliances (hard wired) and fixtures, distribution panels, etc, according to current code.
       12.024 Reports Required
       1. The LPA shall require two (2) reports for the building permit and construction process. Plans shall include a report that they meet code specifications before a permit is issued. A final report shall include copies of all inspection reports and certification that the construction has met the code requirements.
       2. Form of Report
       a. Name of Inspector
       b. Date of Inspection
       c. Title of Inspection
       d. Name of Owner
       e. Name of Contractor
       f. Address of Residence
       g. Permit confirmation
       h. Estimated floor area, number of stories
       i. Type of Construction
       j. Special structural requirements, if any
       k. Persons present at time of inspection
       l. General Comments
       m. Inspection report (items pertaining to type of inspection—framing mechanical, etc.)
       n. Confirmation of Approval to Date or Rejection
       o. Sign off by Inspector: Signature and date completed.
       12.025 Reports required for Occupancy Permit
       1. An occupancy permit shall not be issued until the required reports are
       filed with the LPA.
       
       Board also reviewed the committee’s recommendations for changes to the erosion control codes regarding silt fences. The changes would allow more accepted practices, such as silt tubes, in addition to silt fences. Thompson moved to approve the 1st reading of the Planning and Building Codes committee’s recommendation for changes to the erosion control code regarding silt fences. Motion seconded. Douglass voted nay. Motion carried.
       
       The italicized portion in the following shows the new wording in this proposal.
       
       Erosion and Sedimentation Control:
        Purpose: In order to provide protection for the Lake, for drainage areas around the lake, for roadside drainage and for neighboring property, these erosion and sedimentation control protections are required:
       1. Protect Waters of Lake Panorama: to eliminate sedimentation entering Lake Panorama from construction projects.
       2. Protect ditches and drainages: to prevent ditch filling, culvert plugging, and sediment movement into drainage areas that empty into Lake Panorama.
       3. Other offsite protection: to prevent sediment movement offsite onto other lots or onto the streets of Lake Panorama subdivision.
       
       A land disturbing or building permit is required for any activity that disturbs one thousand (1000) square feet or more of soil surface, or any soil disturbing project that does not maintain a one hundred (100) foot undisturbed natural vegetation between the project and the shoreline of the Lake, or any project that disturbs an area that drains immediately on to other private or community property, including roadside ditches.
       
       Land Disturbing shall mean any activity on the land that results in a change of the topography, existing soil cover (both vegetative and non-vegetative) or the existing soil topography that may result in storm-water runoff that can lead to soil erosion and movement of sediment into the lake waters, drainage system or off of the property. Examples of such activities are clearing, grading, filling, excavating, riprap work, driveway installation, terracing, and etc. Utility and sanitary installations/ and or repair and servicing are exempted from having a land disturbing permit, but must employ adequate erosion control practices to prevent sediment movement offsite.
       
       An Erosion/ Sedimentation Control Plan is required for any project meeting the definition requiring a land disturbing permit (including most building permits.) The plan must include the planned erosion control activities to be installed before work begins, and additional practices as construction and grading permit. All practices shall be subject to the approved SUDAS practices and guidelines adopted in the appendix of this section. The plan and site have to be approved by the authorizing personnel before a permit is issued.
       The plan shall include:
       1. Approved practices to protect the perimeter of the site installed to prevent offsite movement of sediment including type of practice and amount. (length or square footage)
       2. Approved practices to protect and / or divert storm water from moving onto the site from other locations where appropriate. (length or square footage)
       3. Approved practices to slow and divert existing drainage within the site. (length or square footage)
       4. Approved practices to stabilize fill material, protect cut areas, and prevent erosion on disturbed areas.
       5. Approved means of preventing tracking and erosion from driveways during the construction process. (rocking drive, diversion, or other means)
       6. The plan shall include means to prevent erosion created by the concentration of storm water flow from building roofs, driveways or other construction.
       
       Regulations: (these additions are to clarify new items required.)
       
       1. Storm water control practices shall be installed and maintained according to specifications and according to the erosion/ sedimentation control plan as approved. The plan may be revised, if necessary, but requires approval before installation.
       2. Adjoining property, including public utilities, sanitary and storm drainage, and other facilities shall be protected from debris from the project site
       a. All damage, including debris, shall be repaired at the contractors expense.
       3. Driveway construction:
       a. Driveways shall be rocked prior to construction to a depth of 6 inches and a minimum of thirty (30) feet from the road edge and a minimum of 15 feet wide or more if tracking persists.
       b. The contractor shall remove soil and material tracked or deposited on the street daily.
       4. Perimeter protection shall be required on all portions of the lot(s) perimeter that appear to provide drainage off the lot.
       5. Perimeter installations shall be kept in place at all times.
       6. Other erosion/ sediment control measures such as dust control shall be provided for when requested by the authorizing agent for the LPA.
       7. Proper maintenance shall consist of monitoring the installations and fixing any break-thru, undermining, or overtopping immediately; maintaining tension; repairing and replacing broken support ties or posts; maintenance of silt fence at vertical or tipped (maximum 20%) toward slope; removal of silt more than half-way up the installed fence or barrier or silt causing bulging in the fence; or re-installation if directed by the General Manager or his designee.
       8. Silt control practices will remain in place until vegetation is established to eliminate any possibility of erosion. (To be determined by the General Manager or designee.)
       9. Approved practices shall consist of the following specifications for material and installation as adopted from the Iowa Statewide Urban Design and Specifications (SUDAS) manual. Technical specifications for materials used can be found in Section 9 Sitework and Landscaping: Section 9040—Erosion and Sediment Control as most recently revised. Practices shall meet material and installation specifications as described in SUDAS.
       
       a. Filter berm and filter sock SUDAS 9040.2
       b. Rolled Erosion Control Product SUDAS 9040.3
       c. Rolled Erosion Control Product (channel) SUDAS 9040.4
       d. Wattle SUDAS 9040.5
       e. Check dam SUDAS 9040.6 (rock check and silt fence check dams)
       f. Silt Fence SUDAS 9040.19 sheets 1 & 2
       g. Stabilized construction entrance SUDAS 9040.2
       h. Compost blanket SUDAS 9040.1
       i. Hydroseeding (where approved for final stabilization)
        Appendix includes these figures.
       10. Additional specifications for plans include:
       a. At least one properly installed silt fence shall be placed on all waterfront lots unless there is no land disturbing activity within 100’ of the lake. In lieu of silt fence, temporary rolled erosion control may be used if the products are installed properly and are rated for the slopes involved.
       b. Perimeter protection shall only be required on the sides of the property where disturbed areas slope toward other property.
       c. Multiple practices will be required on all disturbed areas exceeding 10% in slope and 50 feet in length.
       d. All natural ravines or graded drainages shall be protected by an approved practice for such conditions.
       Appendix:
        Specifications for installation of erosion control practices:
        As adopted from Iowa Statewide Urban Design and Specifications (SUDAS) Manual in its most recently revised version. The particular standards adopted are from Section 9: Sitework and Landscaping. Incorporating from Section 9 Sitework and Landscape, Section 9040—Erosion and Sediment Control
       
       Douglass asked the board to reconsider the rule that places a limit on boat length of 24 feet, suggesting a limit of 25 feet would allow more boats with attached swim platforms to meet the requirements. McDermott moved to send the proposed boat length change to the Water Safety Committee for consideration. Motion seconded. All voted aye.
       
       Board went into executive session at 6:05 p.m. to discuss legal documents. Board returned to regular session at 6:25 p.m.
       
       Douglass brought up for discussion the definition of emergency assessments and asked if the board should establish the rate structure that would be used if an emergency assessment is required. Board agreed that until an emergency arises, no rate structure can be set because of unknown costs.
       
       Douglass asked if executive sessions are necessary when legal proceedings are being discussed. It was agreed the board will continue to discuss legal issues in executive session.
       
       Four members of the Panorama Ski Team were present. The team’s current dock and storage facility are located near the marina, well within the posted no-wake area. It is believed the wave action caused by the ski team boats moving at speeds of 15-40 mph in a no-wake area has contributed, in part, to the deterioration of boat slips and the fuel dock. Ski team members stated they believe the major factor regarding marina deterioration is wind and lake ice, and not the activities of the ski team.
       
       Concern also was expressed that the ski team’s weekly practice and show location hinders other boaters from getting to and from the fuel dock and/or their rental slips. One set of slips at the marina was replaced in 2006 at a cost of $220,000. Two more sets of slips are in disrepair and will need to be replaced in the near future. A new fuel dock facility is being built this fall at a cost of about $185,000. Another $55,000 will be spent in 2008 to replace the underground fuel tank. Atlantic Meeco, the builder of the slips and gas dock, recommends these structures be placed in no-wake areas.
       
       Following the September meeting where this issue was first discussed, Rutledge and several board members met with members of the ski team to look at the south shore as an alternate site. Ski team members stated they would need LPA to provide a number of things to make that site workable, such as a permanent dock, rock for adequate parking, storage shed, portable toilets, electricity, a security light and the area graded, seeded and maintained. Rutledge estimated the costs for the items requested to be at least $12,000.
       
       After much discussion, Thompson moved the LPA prohibit the ski team from practicing or holding performances in the no-wake zone at the marina. The LPA will allow practice and the annual performance at one of the three locations — the south shore, the jetty or Boulder Beach. Once the ski team chooses which of these three locations it prefers, team leaders should work with Rutledge on the details of making the transition for the 2008 season. The LPA will contribute up to $3,000 to help with costs related to this location change. Motion seconded. Jeschke and Spicer nay. Motion carried. Spicer stated he felt the team should be given more than $3,000. Jeschke stated he felt no LPA money should be provided.
       
       The LPN irrigation system was discussed, including funding options for a new system. Rutledge distributed copies of a correspondence from Roy Wilson, Landscapes Unlimited, Inc. He had recently visited the LPN and reviewed design plans for a new system. Wilson suggested some modifications to the design that he said would lower construction costs without sacrificing coverage. Douglass said the proposed changes would make it a modified single row sprinkler system. Douglass moved to ask Erik Christensen of EC Design Group to modify his design. Once the design is modified, the project will be put out for bids for possible construction in spring of 2008. Motion seconded. All voted aye.
       
       The regular meeting date for the LPA board — the 4th Tuesday of each month — puts the December meeting on Christmas Day. The board agreed to move the meeting one week earlier, so it will be held Dec. 18.
       
       Rutledge provided an update on a number of items. Work is progressing well on the Jones Cove Project, with the drainage structure nearly complete and the road extension still in progress.
       
       Dredging is being completed in Helen’s Cove.
       
       Progress is good on the marina fuel dock with major sections in the water but not yet connected.
       
       Buoys have been switched to winter markers. Docks are being removed this week.
       
       The lake will be lowered 12 inches in early November for regular maintenance on the dam.
       
       Hydrant flushing will be performed the last week of October and first week of November.
       
       The necessary permit has been received from the Iowa Department of Natural Resources to proceed with a treatment plan for the manganese levels in water system. Hardware will be installed in November with chemicals introduced immediately thereafter.
       
       Use of the Jordan Well has been discontinued indefinitely. It ran about 33 hours in September and October. During that time, the electric bill for the water plant doubled. Increased electrical bills show the pump is failing. Since the pump is relatively new, Rutledge said it’s likely sand and gravel infiltrating the well casing is causing the problem. Another concern is the increased use of chlorine during times the Jordan Well was in use, in response to higher bacteria levels. Rutledge said the chlorine treatment kept the water safe, but the high levels of bacteria also indicate infiltration into the well due to a deteriorated casing. Rutledge said while there has been a general feeling the Jordan Well could continue to provide water to the system, he no longer feels it is a viable water source for future use.
       
       Staff is working on the 2008 budget, with a first draft to be presented to the board at the November meeting.
       
       Rutledge reported he would be meeting with the RIZ board Oct. 23, and would be encouraging the purchase of a booster pump to accommodate use of the County Basin.
       
       Rutledge also planned to meet with Panora city officials Oct. 25 to discuss potential cooperative water projects.
       
       In John Dinnebier’s absence, the board discussed his written LPN monthly report.
       
       McDermott asked that general managers John Rutledge and John Dinnebier have a performance review with the board once or twice a year. Morden to organize.
       
       Thompson updated the board on the fundraising campaign for a new building at the LPN. To date, more than $23,000 had been donated by individuals with half of the contributors being non-golfers. Businesses are being solicited as part of an advertising campaign.
       
       Rutledge stated bids had been received for moving the chemical storage from the existing building to the maintenance building. LPA employees can do the work and LPN will expense the materials.
       
       Allen presented his draft of cost benefit analysis rough state of 4 separate debris control systems. He has been in contact with a company in California regarding these types of systems. After much discussion the board agreed a design engineer is needed to review what has been tried to date for debris containment and what type of equipment, boom, etc., may work better than the current system. Thompson volunteered to make a contact with officials in the Iowa State University College of Engineering to see if there is someone with debris control experience interested in helping.
       
       Meeting adjourned at 9:05 to go into executive session to discuss legal issues.
       
       Executive session adjourned at 9:20 p.m.
       
       
       __________________________________ __________________________________
       Judy K. Contner Susan Thompson
       Recording Secretary Board Secretary