LAKE PANORAMA ASSOCIATION BOARD OF DIRECTORS MEETING

November 27, 2007 Unapproved Minutes
Lake Panorama Offices
Lake Panorama Association
       Board of Directors Meeting
       November 27, 2007
       Lake Panorama Association Office Unapproved minutes
       
       The Lake Panorama Association Board of Directors met Tuesday, November 27, 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, LPA general manager, and John Dinnebier, LPN general manager.
       
       President Morden called the meeting to order. The board went into executive session. Tom Polking, general counsel, joined the discussion via telephone. The board returned to regular session at 5 p.m. Judy K Contner, recording secretary, joined the meeting.
       
       For the public record, it was reported that during executive session, a motion was made by Douglass, seconded and approved on a vote of 6-1 to honor a provision in a contract signed in 2003 between the LPA and John Clark to build a dam to keep water from flowing onto Clark’s property. Jeschke nay.
       
       LeRoy Oxley, president of the Iowa Golf Association (IGA), presented a plaque to John Dinnebier in recognition of him being named the 2007 IGA Club Manager of the Year.
       
       Morden called for approval of the November 27, 2007, board meeting agenda. McDermott made motion to approve. Spicer requested adding 3 items under old business.
       - Management to give an update on the sale of cul-de-sac adjacent to lots 1241-1244.
       - 2nd and 3rd reading on selling 10 lots on north side of golf course. The first reading approval took place at the April 2007 board meeting.
       - Debris control.
       Motion seconded as amended. All voted aye.
       
       Merle Rambo of Rambo and Associates, who is a project cost and management consultant for the Panorama School District expansion, presented a proposal for alternative access to LPA property. LPA presently has a roadway easement from Hwy 44 to the south shore through property the school is negotiating to buy for use as a practice field. Rambo asked the LPA board to consider abandoning that easement in exchange for one the school would provide that would not encroach on the planned field. The board agreed to continue discussions with the school district on the road easement issue. Jeschke volunteered to participate in those discussions.
       
       Open Forum:
       Sandy Leiferman, 4628 Jeanie Lane, and Jeff Hathoway, 4907 Cypress Lane, were present. Leiferman is a distance runner and practices on LPA roadways. On November 11, she was attacked by a dog that was in a yard but came into the road and bit her. The dog’s owners were in the yard when the attack occurred and took Leiferman to the hospital, where she received seven stitches. Leiferman and Hathoway requested the board adopt a rule dealing with dogs that bite or are otherwise determined to be vicious. Board directed staff to work with Polking to research state laws, Steve Patterson for county rules, and other cities and communities regarding dog rules for discussion at the December 18 board meeting.
       
       Thompson moved to approve the October 23, 2007, board meeting minutes. Motion seconded. Allen noted a change to last paragraph, page 8. He requested the first two sentences of that paragraph be replaced with this single sentence: “Allen presented his draft of cost benefit analysis rough state of 4 separate debris control systems.” Motion carried to approve the October 23, 2007 minutes as amended.
       
       Erik Christiansen, president of EC Design Group, updated the board on progress being made on the design and bidding of a new irrigation system for Lake Panorama National. Three contractors that work in the Midwest returned bids, with the low bid $911,000. Christiansen said he has identified eight items in the original design that could be altered which should lower the cost. He suggested the board allow him to ask the two lowest bidders to re-bid based on these alterations, and to return bids in time for review at the December board meeting. Board agreed. McDermott asked Christiansen to clarify his fees. Christiansen said the $8,000 he has been paid covers his design and the bid process through a construction contract. He will have additional charges for overseeing the project and will provide an estimate of those charges at the December 18 board meeting.
       
       Spicer presented the treasurer’s report. Spicer reported all bank accounts had been reconciled by the Audit Committee.
       
       
       Thompson updated the board on fundraising for a new building to replace the LPN starter shack. About $82,000 has been raised to date and fundraising continues. Two contractors have the architect’s plans and are expected to give the LPN advisory committee a construction cost estimate soon.
       
       Board reviewed and modified a staff proposal that formalizes the structure of LPA board committees. Thompson moved to adopt the new committee structure. Motion seconded. All voted aye.
       
       The LPA Board of Directors hereby formalizes the structure of LPA Board Committees as outlined below.
       
       To implement these changes, the LPA Board of Directors will appoint the entirety of all committees at the May 2008 regular meeting. Initial terms of the appointees shall be drawn by lot to achieve the staggered rotation of appointment. Existing committees will remain unaffected until June 1, 2008.
       
       General Committee Structure:
       - Committees shall be comprised of 9 voting members. Two of the 9 members shall be members of the LPA Board of Directors. LPA Board members shall not serve as chairperson of any committee.
       - No member serving as a paid employee of the LPA or LPN shall be allowed to serve as a voting member of a committee. Employees may participate in discussion at the request of the committee.
       - The 2 committee members who are also LPA Directors shall be appointed annually by the LPA Board of Directors for a term of 1 year, beginning on June 1st and ending on May 31st.
       - The 7 committee members who are not also LPA Directors shall be appointed by the LPA Board of Directors for a term of 3 years, beginning on June 1st and ending on May 31st. Terms of these committee members shall be staggered so that not more than 3 members of this group have terms expiring in any one year.
       - Committee vacancies shall be filled by appointment by the LPA Board of directors. An appointee filling a vacancy shall fulfill the remainder of the unexpired term.
       - All committees shall annually elect one of their members to serve as chairperson of the committee for the year beginning June 1st and ending May 31st. The election of chairperson shall be the committee’s first order of business of each year beginning June 1st.
       - All committees shall submit a written record of their minutes to the LPA Board of Directors for review at their next regularly scheduled meeting. These minutes shall include all recommendations for LPA Board action including necessary background and explanatory information.
       - The LPA Board of Directors shall provide all committees with the following information: Written description of the committee’s responsibilities and scope of authority; Expectation for the frequency of meetings by the committee; Other information determined relevant by the LPA Board of Directors.
       - The LPA General Manager shall provide one staff member to serve as a resource to each committee. The staff representative shall be a non-voting member of the committee.
       - Ad hoc Committees may be established at the discretion of the LPA Board of Directors. Committee structure and scope of responsibility shall be defined by the LPA Board of Directors on a case-by-case basis.
       
       McDermott moved to approve the second reading of the Inspection Requirements 12.01 to be part of the building codes regulations. Motion seconded. Douglass asked a change be made to indicate these new inspection requirements refer only to construction that requires an LPA building permit. Wording was inserted. Motion passed. Douglass nay.
       
       12.01 Inspection Requirements
       12.011 Inspections shall be done by a certified building inspector at the cost of the property owner on any projects that require an LPA building permits such as 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.
       
       McDermott moved to approve the second reading of the Erosion and Sedimentation Control rules. Motion seconded. All voted aye.
       
       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
       
       Rutledge reviewed the items pending list and gave a progress report. The sale of the cul-de-sac adjacent to lots 1241-1244 is still in progress. The buyer is negotiating with the adjacent property owner.
       
       Rutledge discussed a previous request by a member for the LPA to sell him unplatted property adjacent to his lot. Rutledge asked the board if a survey should be done on the unplatted ground in front of lots 5050-5051 to determine the exact boundaries of the property in question. The board instructed Rutledge to work with the member to gather further information.
       
       Rutledge told the board he has received 7 responses to the Chimra tiling project participation. Rutledge informed the board he would be recommending this project as part of the LPA’s 2008 capital project budget.
       
       Ski team relocation will be discussed at the December meeting.
       
       Thompson reported she had contacted an engineering professor at Iowa State University looking for expertise in debris control. Two professors expressed some interest, but later determined they could not help. It was recommended the LPA contact Doug Moeller of Snyder and Associates in Ankeny, who has worked with the League of Municipalities on storm water issues. Board agreed staff should contact Moeller.
       
       Jeschke showed a sample sign produced by Prison Industries that could be used to meet the new Iowa Department of Natural Resources requirements that docks have signs that show the 911 address. The signs are reflective and will probably cost about $20 to produce. Staff to work with Jeschke on some modifications, since the sample showed only the address. The DNR requires the dock permit number also be displayed.
       
       Planning and Building Codes committee recommended at their November 12, 2007 meeting an addition to the building codes, section 6.02. McDermott moved to accept the Planning and Building Codes recommended addition to the building codes, section 6.02, as follows:
       
       H. It shall be the responsibility of the property owner to repair or replace any owner-installed landscaping, irrigation equipment, markers or other features that are located in the area between the owner’s front lot pins and the street, that are damaged during the routine exercise of maintenance activities such as drainage work, street shoulder maintenance or snow removal. Mailboxes installed according to United States Postal Service regulations are exempted.
       
       Motion seconded. All voted aye.
       
       Staff recommended the speed limit be changed on Chimra Road near the Marina and Lakeside Village. Thompson moved the designation of the portion of Chimra Road beginning at Hwy 4 and ending in the vicinity of 5349 Chimra Road be changed from service (35 mph) to residential (25 mph). Motion seconded. All voted aye.
       
       Board asked staff to look into a streetlight at the intersection of Chimra Road and Highway 4, and at the intersection of Clover Ridge Road and Panorama Drive, just south of the LPA maintenance buildings.
       
       Rutledge presented a request from owners of lot 716. They purchased with the understanding a workable septic system would be possible, which turned out to be false. Working with a nearby landowner, they propose boring under Tamara Road, the adjoining lot, and an LPA unplatted area to reach LPA lot 5007 where a septic system could be established. They would purchase lot 5007 for $25,000. McDermott moved to allow the boring, necessary easements and sell the lot for $25,000. Motion seconded. All voted aye.
       
       Board discussed Spicer’s question about a motion regarding lot sales north of the LPN golf course never having received a third reading. Some people who were on the board at time said they believed the third reading was waived, but a review of minutes by Spicer did not show that. Staff to research.
       
       Water Safety Committee made a recommendation to lower the required age for ski and tube observers from 12 to 9. McDermott moved to change the rules and regulations on boating regulations, N., to read: A motorized vessel towing a person or persons shall have, besides the operator of the vessel, a responsible person nine (9) years of age or older in a position to observe the person or persons being towed. Motion seconded. All voted aye.
       
       Board reviewed the proposed 2008 budgets for the LPA and LPN. Changes were suggested. Allen asked that cash flow and a plan for capital improvement projects be included in the budget document. Rutledge to update the LPA budget and Dinnebier to update the LPN budget for review and adoption at the December board meeting.
       
       Spicer made a motion to cancel plans for a 40th celebration in 2008 as a cost savings. Motion seconded. All voted aye.
       
       Dinnebier reviewed proposed 2008 LPN golf fees. No increase for LPA golf members who renew by February 1, 2008, and a 5% increase in regular golf memberships paid after February 1. He said getting the membership applications out soon, and offering an incentive to those who pay by February 1, will help the LPN with cash flow during a slower time of the year. Board suggested Dinnebier make some adjustments to proposed fee structure for 2008, which he agreed to do. Dinnebier outlined plans for a “distance” membership for anyone who lives more than 18 miles from the LPN and is not an LPA member, and for a “special” membership for anyone who was not a member of the LPN in 2007. The board approved Dinnebier’s plans for the 2008 membership drive.
       
       In the LPA general manager’s report, Rutledge said the Jones Cove project is complete. He provided details on the $29,623 project cost, with labor provided by LPA staff.
       
       The dredge crew removed 9,082 yards of silt from Helen’s Cove.
       
       The marina fuel dock is completed with the exception of the building.
       
       The planned solution to remove manganese from drinking water is nearly implemented. Some parts were delayed but the system should be fully operational soon.
       
       Rutledge is in regular communication with Gene Blanshan, Panora City Administrator, to discuss joint efforts on water supplies but nothing new to report.
       
       Two new building permits have been issued for a total of 14 in 2007.
       
       Dinnebier presented a proposed dues structure for the Par 3 for 2008. Membership fees would increase about 15 percent. Annual single memberships would go from $150 to $170, couples from $225 to $260, families from $270 to $310 and students from $40 to $45. Trail fees would increase from $15 to $30. No increase in cart storage. Dinnebier suggested other ways to reduce the operating deficit at the Par 3 might be such things as opening the course to the public, increasing the sales of food, beverage and merchandise and conducting more special events such as Family Days where an entire family can play for $25. Thompson made the motion to approve the proposed Par 3 membership fee structure while endorsing staff suggestions for other ways to increase revenue. Motion seconded. All voted aye.
       
       Allen praised staff for completing the Jones Cove project at a cost of less that $30,000, when an earlier estimate had been $85,000.
       
       Spicer asked how LPA members can determine where they can hunt. Rutledge said they can call security for details. Spicer said he asked the question because a member had asked if he could shoot geese on the south shore. Rutledge reported that practice had been allowed for a while, but it had been put on hold because of a few complaints. The board agreed hunting geese on the south shore should be allowed, as long as all rules pertaining to distance requirements and daylight hours are followed.
       
       Douglass gave a brief presentation on funding capital projects for 2008.
       
       Board members discussed ways to increase LPA lot sales, including actively working with builders, developers and realtors to make them aware of opportunities at Lake Panorama. Staff to research options as part of the 2008 capital project funding plan.
       
       McDermott moved to adjourn at 9:30 p.m.
       
       
       ____________________________________ ________________________________
       Judy K. Contner Susan Thompson
       Recording Secretary Board Secretary