LAKE PANORAMA ASSOCIATION BOARD OF DIRECTORS MEETING

December 18, 2007 Regular Meeting --Approved Minutes
LPA offices

       Lake Panorama Board of Directors Meeting
       December 18, 2007
       Lake Panorama Association Office
       
        Approved January 23, 2008
       
       
       The Lake Panorama Association Board of Directors met Tuesday, December 18, 2007, 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 to discuss legal issues.
       
       Morden called the meeting to order at 5:17 p.m.
       
       Morden asked for additions to the December 19, 2007, board meeting agenda. Additions under Old Business were: Budget, Jennings purchase of cult sac, REC receivable. McDermott moved to approve the December 19, 2007 agenda with additions. Motion seconded. All voted aye.
       
       As discussed in executive session with the advisement of legal counsel the Board will take no formal action in executive session, all motions need to be made in regular session.
       
       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 to the board. Spicer informed the board that the money in RIZ bond account will be transferred back to the short term investment account which is the value of the RIZ bond of $438,741.00.
       
       Jeschke moved to approve the 3rd reading of the Building Inspection Requirements as recommended by the Planning and Building Codes committee. Motion seconded. Douglass voted 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 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 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 reading of the motion to sell 10 lots on the north side of the 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 the second reading of a 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.
       
       McDermott moved to approve an addition to the building codes under 11.06, docks and boatlifts. 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. Douglass nay. Motion carried. (2nd reading)
       
       Rutledge asked the board to decide on a price for the sale of the culti sac adjacent to 4 lots, 1241-1244 being purchased from LPA. Spicer moved to sell the cult sac adjacent to lots 1241-1244 for $1000.00 with the buyer paying all survey, abstracting and legal costs involved in the sale of the cult sac. Motion seconded. All voted aye.
       
       Members of the Ski Team were present at 6:30 p.m. The Ski Team has been asked to move from their past practice and show location and find an alternate location. 3 areas were proposed by board and staff, Boulder Beach, Jetty and South Shore. Board had previously made a motion to contribute $3000 to the relocation. Dan York spokesman for the team indicated the team had 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. Board told the Ski Team that in addition to the $3000.00, LPA would give an additional $5000.00 if the team could match funds. Board asked the team to think about the matching funds and give a response to management in the next few days. Board directed management to put together the costs for improvements to the areas as well as maintenance costs. (Items pending)
       
       Erik Christensen, president of EC Design Group, was present to give the board the adjusted bids prices after the 3 lowest contractors made revisions on the value engineering items. After all the revisions with the costs of the system, including EC Design Group bid, Layne Western for pump installation and contractor costs, the bid was approximately $940,000.00. Contractor bids were very close so Christensen suggested Wollner contact and get references on all three of the contractors before a decision is made. Dinnebier will also check with golf professionals at courses that have used the contractors also.
       
       LPA will need to sign a letter of intent, subject to financing to lock in the prices of materials. Douglass moved to purchase and install a double row irrigation system at the Lake Panorama National Golf Course for spring 2008 installation at a cost of approximately $940,000.00. The system is contingent on LPN staff recommending the contractor. Spicer asked for a roll call vote on this motion. Thompson aye, Jeschke aye, Allen aye, Spicer nay, Douglass aye, McDermott aye. Motion carries.
       
       Board directed management to get 3 recommendations for financing for the irrigation system by next board meeting.
       
       Spicer made the motion thats consistent with comments and suggestions in footnote #2 of the 2008 proposed budget, the road fee assessed with building permit for a new home is increased from $500.000 to $1,000.00 to more appropriately cover repair costs. Secondly that a real estate transfer fee to $100.00 be assessed to help offset administrative costs associated with changes of ownership of members lots. Motion seconded. Douglas voted nay. Motion carried.
       
       Board reviewed the 2008 Operating Budget. Allen moved to approve the 2008 Operating Budget which includes a 5% increase in dues and assessments. Spicer voted nay. Motion carried.
       
       Rutledge asked the board to consider a purchase of a security vehicle in 2007 which is a 2008 capital budget item due to a $6500.00 savings. Board reviewed the 2008 Capital Budget. Thompson made the motion to approve the revised 2008 Capital Budget for $325,750 with a $30,000 carry over in unspent capital budget items for 2007. Motion seconded. All voted aye.
       
       The 2008 Operating Budget for LPN was reviewed and discussed. McDermott suggested to Dinnebier that he should go to the Assessor’s office and protest the property taxes for golf course and conference center.
       
       As directed by the board, management researched dog bite rules in other associations and cities. Presented were ideas on registration, definition of vicious, treatment and confinement. Board asked Rutledge to put together a formal motion for January board meeting.
       
       Rutledge submitted a request from the Raccoon River Valley Trail committee for LPA’s participation in receiving a CAT grant for the bike trail extension and improvements. Jeschke moved to donate $2500 contingent on Raccoon River Valley Trail receiving a CAT grant. Motion seconded. All voted aye.
       
       Rutledge and Holl had previously met with the Long Range Planning committee to develop directions and goals for their committee. The Board reviewed and supports the committee’s recommendation for their committees function is as follows:
       
        In order to provide structure, continuity, direction and efficiency for the policy making 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 on the LPA Board. The Board appointed Marci Guzman, 5112 Karen Drive to be on the Appeals committee with Rod Robson acting as alternate.
       
       As of 11/11/07, $88,930 has been committed by individuals and businesses to replace the deteriorating “starter shack” at Lake Panorama National with a new building. Fundraising continues with the expectation that some additional cash funds will be contributed by early in 2008. In addition, several businesses and individuals have pledged in-kind contributions and some requests are pending.
       
       The goals are to have the new building completed by late May-mid-June. The expectation is that the new building will be in use for the majority of the 2008 golfing season.
       
       Thompson made the motion the LPA board of directors allows the old building to be burned in January 2008, and endorses the construction of a new building on the same site that will be completed with cash and in-kind donations from area individuals and businesses. Motion seconded. All voted aye.
       
       
       
       General Manager Report – LPA
       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. Discussions are ongoing in an effort ascertain which party would be the more appropriate choice for LPA.
       5. RIZ election was completed with Frank Teale and Dan Lehman being elected to the Board. RIZ Board indicated an interest in pursuing a utility barge next year if funds allow. It has been discussed that 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.
       
       General Manager’s Report – LPN
       Restaurant and lounge continue to be busy with many Christmas parties and expect to end the year with a profit compared to 3 years ago with a $350,000 loss.
       
       21 weddings are booked for 2008 to date.
       
       Mailing has gone out to all golf members for 2008.
       
       Information on the Emerald Ash Borer was distributed to the Board. Dinnebier reported that half of the trees on the course (400) are ash so $3000.00 is in the budget for tree replacement and will be a continuing budget item for future years.
       
       An LPN Informational meeting will be December 19, 2007 at the Conference Center to inform members of the Irrigations system, Starter Shack replacement and new fees for 2008.
       
       Meeting adjourned at 9:30 p.m.
       
       
       _____________________________________ _________________________________
        Judy K. Contner Susan Thompson