LAKE PANORAMA ASSOCIATION BOARD OF DIRECTORS MEETING

December 18, 2007 Unapproved Minutes
LPA offices, 5006 Panorama Drive
December 18, 2007 Unapproved
       LPA offices, 5006 Panorama Drive
       Lake Panorama Board of Directors Meeting
        December 18, 2007
        Lake Panorama Association Office
       
        Unapproved Minutes
       
        The Lake Panorama Association Board of Directors met Tuesday, December 18, 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, John Dinnebier, LPN general manager and Judy K. Contner, Recording Secretary.
       
        Board met in executive session. Legal counsel Tom Polking was in attendance.
       
        Morden called the regular meeting to order at 5:17 p.m.
       
        Morden asked for additions to the December 18, 2007, board meeting agenda. Additions under Old Business were: Budget, Jennings purchase of cul-de-sac. McDermott moved to approve the December 18, 2007 agenda with additions. Motion seconded. All voted aye.
       
        Morden called for approval of the November 27, 2007, board meeting minutes. Jeschke moved to approve the November 27, 2007 board meeting minutes as written. Motion seconded. All voted aye.
       
        Spicer presented the treasurer’s report. Spicer informed the board since dredging for 2007 has ended, the money in the RIZ bond account will be transferred back to the short-term investment account until dredging begins again in 2008.
       
        Jeschke moved to approve the 3rd and final reading of the Building Inspection Requirements as recommended by the Planning and Building Codes committee. Motion seconded. Douglass nay. Motion carried.
       
        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 permit 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 3rd and final reading of the Erosion/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 are 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 contractor’s 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 moved to approve the second reading of the Water Safety Committee’s recommendation to lower the required age for ski and tube observers from 12 to 9. 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.
       
        Spicer moved to approve the third and final reading of a motion to sell 10 lots on the north side of LPN golf course with development not to begin until 3 lots are sold. Motion seconded. All voted aye. Second reading was approved at the May 2007 board meeting.
       
        McDermott moved to approve an addition to the Rules and Regulations and Building Codes regarding dock signs. The additions are:
       
        Rules and Regulations, Prohibited activities, Part C., Page 21, Add: Dock identification signage as required by the Iowa Department of Natural Resources regulations shall be permitted on all docks as required by the State. 1. The LPA shall approve standardized forms and colors for dock signage. 2. Standardized signage meeting the specifications shall only be available through the provision of the Lake Panorama Association at a fee consisting of the actual cost of the sign plus a reasonable handling and administrative fee as established by the Association.
       
        Building Codes, Article 11, Docks & Boatlifts, Add 11.06, A. Standardized dock identification signs as approved by the Lake Panorama Association shall be permitted for installation according to Iowa DNR dock regulations on permanent, cantilever and sectional docks for uniformity throughout the lake.
       
        Motion seconded. The LPA staff is working with Prison Industries on a standard sign 6”x24” in a blue color that would include each dock’s 911 address and DNR permit number. A final price is yet to be determined but is expected to be in the $15 range. Douglass nay. Motion carried. (1st reading)
       
        Rutledge asked the board to set a price for the sale of the cul-de-sac adjacent to 4 lots, 1241-1244, being purchased from LPA. Jeschke moved to sell the cul-de-sac for $1,000 with the buyer or buyers paying all survey, abstracting and legal costs involved in the sale. Motion seconded. All voted aye.
       
        Members of the Ski Team were present at 6:30 p.m. The Ski Team has been required to vacate the location that has had them within the no-wake zone at the marina. Three areas had been proposed by board and staff — Boulder Beach, the jetty and the south shore. At the November meeting, board passed a motion to contribute $3,000 to the team’s relocation. Dan York said team members decided the south shore would best fit their needs with LPA making improvements to the area, such as grading and seeding, tree removal, parking, electric, etc. He presented an outline of estimated costs that totaled $15,890 and asked for full funding in addition to LPA labor. McDermott proposed that in addition to the $3,000 already committed, LPA would give an additional $5,000 if the team provides $5,000 in matching funds. Ski team members to give a response to management. A final decision will be made at the January board meeting.
       
        Erik Christiansen, president of EC Design Group, was present to give the board bids from three contractors interested in installing a new irrigation system at the LPN golf course. This was the second round of bidding after design revisions were made to lower costs. The cost of the system is expected to be about $940,000 including EC Design Group’s management of the project, contractor costs, Layne Western for pump refurbishing and taxes. Bids from the two lowest bidders were close so it was determined the LPN staff would contact several courses where the two had installed systems. A written recommendation on which bid to accept will be provided to management once references have been checked.
       
        Christiansen said he’s involved with 29 projects for 2008 and the LPN project is the lowest priced. He said it is a basic system that will provide minimum coverage but could be expanded upon. He described it as a good 25-30 year investment.
       
        Douglass moved to purchase and install a double row irrigation system at the Lake Panorama National Golf Course for spring 2008 installation. Motion seconded. Spicer asked for a roll call vote. Ayes – Thompson, Jeschke, Allen, Douglass, McDermott. Nays – Spicer. Motion carried 5-1. Board directed Rutledge to prepare 2-3 recommendations for funding the irrigation system for discussion at the January board meeting.
       
        Spicer made the motion that consistent with comments and suggestions in footnote #2 of the 2008 proposed LPA operating budget, the road fee assessed with building permit for a new home be increased from $500 to $1,000 to more appropriately cover repair costs. Secondly that a real estate transfer fee of $100 be assessed to help offset administrative costs associated with changes of ownership of member lots. Motion seconded. Douglass nay. Motion carried.
       
        Board reviewed the 2008 LPA operating budget. Allen moved to approve the 2008 operating budget which includes a 5% increase in dues and assessments. Motion seconded. Spicer nay. Motion carried.
       
        Board reviewed the 2008 capital budget. The Board authorized advance purchase of a new security vehicle in 2007 from the 2008 budget to take advantage of a price discount. Thompson moved to approve the 2008 capital budget. Motion seconded. All voted aye.
       
        Dinnebier requested a Board review of the 2008 operating budget for LPN. Spicer suggested the budget line for food costs be increased. McDermott suggested Dinnebier protest the LPN property taxes.
       
        As directed by the board at the November meeting, management had researched dog bite rules in other associations and cities. Presented were ideas on specific provisions that could be included in the pending regulation. Board provided input and asked Rutledge to put together a proposal for the January board meeting.
       
        Rutledge discussed a request from the Raccoon River Valley Trail committee for LPA’s support in requesting a Community Attraction and Tourism (CAT) grant for a bike trail extension and improvements. Jeschke moved to support the grant application and commit $2,500, contingent on Raccoon River Valley Trail receiving a CAT grant. Motion seconded. All voted aye.
       
        Rutledge and Randy Holl had met with the Long Range Planning committee to develop directions and goals for that committee. After discussion, the Board accepted the committee’s recommendation as follows:
       
        In order to provide structure, continuity, direction and efficiency for the policymaking activities of the LPA Board of Directors, the Long Range Planning Committee is directed to pursue the following prioritized goals:
        1. Provide to the LPA Board recommendations to improve, standardize and streamline governance of the Association by the Board including, but not limited to the following:
        a. Formal definition of board and committee decision-making procedures.
        b. Formal procedure for establishing board and committee areas of responsibilities and ongoing communication between the committees and the board.
        c. Standardized procedures for policy development and review.
        d. Guidelines and chain-of-command development for relationship between Board and management.
        2. Provide to the LPA Board recommendations for the long-term structure of dues and assessments for the Association including, but not limited to how capital expenditures and operational expenses should be funded to meet income needs and recommendations regarding the nature of an amount of reserves the LPA should carry.
        3. Provide to the LPA Board recommendations concerning the long-term development and disposition of LPA-owned real estate.
       
        There is one vacancy on the Appeals committee due to Susan Thompson being elected to the LPA Board. The Board appointed Marci Guzman to replace Thompson on the Appeals committee, and Rod Robson as alternate.
       
        Plans for a new building to replace the LPN starter shack were discussed. Fundraising has reached the level that a new building is feasible. Thompson made a motion the LPA board of directors allow the old building to be burned in January 2008, and endorse the construction of a new building on the same site that will be completed with cash and in-kind donations. Motion seconded. All voted aye.
       
        LPA General Manager’s Report
        1. Snow removal has occupied the majority of the maintenance crew’s efforts over the past month. Ice accumulation has made removal difficult in many areas.
        2. The removal of manganese is scheduled to begin the week of 12/17/07. Occurrences of “black water” should eventually be eliminated from the system.
        3. The dredge crew has been laid off for the remainder of the winter. 2007 dredging season was completed successfully and safely.
        4. LPA staff has made contact with Snyder & Assoc. about the study of debris control/removal. Also contacted was a recommended resource at the University of Iowa. 5. RIZ election was completed with Frank Teale and Dan Lehman elected. RIZ Board indicated an interest in pursuing a utility barge next year if funds allow. This could be a cooperative project between the LPA and RIZ.
        6. Accounting Department has made progress on the development of an accounting manual and intends to review with auditors in January 2008.
        7. 2007 Budget looks good with the exception of Security. The majority of the excess expenditures are due to unexpected expenses in benefits.
       
        LPN General Manager’s Report
        1. Restaurant and lounge continue to be busy with many Christmas parties.
        2. To date, 21 weddings have been booked for 2008.
        3. Golf membership and Diner’s Club applications have been mailed for 2008.
        4. Dinnebier distributed information about a pest, Emerald Ash Borer, that is expected to eventually reach Iowa and destroy all ash trees. About half the trees on the LPN golf course are ash so money is included in the 2008 LPN budget for about 20 new trees to be planted in areas where ash trees are most prevalent. The plan is to continue annual plantings so when ash trees do die, replacement trees will have a head start.
       
        Meeting adjourned at 9:30 p.m.
       
       
        ________________________________________________________
        Judy K. Contner Susan Thompson
        Recording Secretary Board Secretary