LAKE PANORAMA ASSOCIATION BOARD OF DIRECTORS MEETING

March 25, 2008 Unapproved Minutes
LPA offices
Lake Panorama Board of Directors Meeting
       March 25, 2008
       Lake Panorama Association Office Unapproved
       
       The Lake Panorama Association Board of Directors met Tuesday, March 25, 2008, 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 candidate Kane Powell also was present.
       
       Morden called the meeting to order at 4 p.m.
       
       Morden asked for additions to the March 25, 008, board meeting agenda. Addition under 2A, report from Fox Engineering on abandonment of the Jordan well. Motion by McDermott to approve the amended agenda for the March 25, 2008 board meeting. Motion seconded. All ayes.
       
       A motion was approved at the February 26, 2008 board meeting to abandon the Jordan well as ordered by the Iowa Department of Natural Resources (DNR). Les Wolfe of Fox Engineering was present at the March 25 board meeting to provide further information on the condition of the well, the process to abandon it and costs involved.
       
       Wolfe said the DNR requires a well be closed if it is no longer in use or is in such disrepair it cannot continue to provide water. Use of the well in recent years has been declining because particles from the deteriorating casing have damaged more than one pump. A camera put into the well in 2003 showed a break in the well casing at about 600 feet. The obstruction made it impossible to send the camera further down the well shaft. There had been hope the DNR would allow capping the well at the 600-feet level. Wolfe told the board the DNR has said that, if possible, the well must be plugged all the way to its 2,400-feet depth so contamination cannot occur into the Jordan aquifer.
       
       Wolfe reviewed a proposal from Northway Well Drilling. A drilling rig would be mobilized to attempt to clear the casing to the full depth. If that is possible, the well could be plugged at the same time. If the broken casing cannot be passed at the 600-feet level, Wolfe said work would need to stop while a request for a variance is acted upon by the DNR. Wolfe estimated the cost to abandon the well could be as much as $50,000.
       
       Wolfe said there has been some discussion of the possibility that a new grout casing could be inserted into the damaged casing. But because of the depth of the grout the DNR would require, plus concerns about being able to apply it to an exact diameter for the entire well depth, he thinks the casing size would not allow a significant amount of water to be pumped. He also said the typical lifespan of a Jordan well is 15 to 25 years. The LPA Jordan well is more than 35 years old.
       
       The DNR has said the well must be closed by April 1. Rutledge has asked for an extension until May 15, which Wolfe and Rutledge said they believe will be approved.
       
       Jeschke made the motion to authorize Rutledge to move ahead on the abandonment and plugging of the Jordan Well at the lowest cost possible. Bids will be sought from other drilling contractors. Motion seconded. All ayes.
       
       Spicer asked Wolfe if LPA could have prevented the manganese and iron build-up in the system that is causing black water. Wolfe said when the water plant was built in 1969, the detention tanks weren’t designed for this type of problem. A chemical feed system and new filters now have been installed to help remove these metals from the system. Rutledge said flushing the lines on a monthly basis will help eliminate residue in the lines.
       
       Morden closed the regular meeting to go into executive session at 5 p.m. The board returned to regular session at 5:30 p.m.
       
       Morden asked for additions or corrections to the February 26, 2008, board meeting minutes. McDermott moved to approve the minutes as written. Motion seconded. Motion carried. Spicer asked for a roll call. Ayes – Thompson, McDermott, Douglass. Nays - Jeschke, Spicer. Allen abstained.
       
       For the treasurer’s report, Spicer told the board he had reviewed financial receipts with Susan Lyons and found everything to be in impeccable order.
       
       Allen moved to approve the consent agenda which included LPA General Manager’s report, items pending list, and amend 2008 Capital Budget to include the irrigation system at LPN. Motion seconded. Motion carried.
       
       Board reviewed proposed changes to the LPA Rules and Regulations policy. Discussion led to suggestions for a few changes. Jeschke moved to approve the second reading of the amended Rules and Regulation with staff incorporating the proposed changes from the board for presentation at the April board meeting. Motion seconded. All ayes.
       
       Board reviewed recommendations from the Long Range Planning Committee to develop guidelines for improved board, committee and management relationships and functions. The guidelines involve establishing a Book of Governance, planning parameters, specific policies regarding board/management relationships, board development and board/committee relationships. Several suggestions for changes to the guidelines were made. Allen made a motion to approve the first reading of the guidelines with changes noted. Motion seconded. All ayes.
       
       Panorama School District is asking LPA to abandon its existing easement from Highway 44 to the south shore for an alternative easement to accommodate the school’s expansion project. The alternative easement would route traffic through the school complex. Douglass moved not to abandon the current easement. Motion seconded. Motion carried.
       
       Rutledge presented the septic line easement granted by the board to Martin and Cathie Spalding for access from lot 716, across Tamara Point and a community area to lot 5007. Lot 5007 will be purchased from LPA. Allen moved to grant the easement for the placement of the pump lines for a septic system on lot 5007 to service the Spalding’s personal residence on lot 716. Motion seconded. All ayes.
       
       Allen made the motion that all road assessments money be placed in a road assessment fund with all the money spent on roads. Motion died for lack of second.
       
       Board agreed the auditor’s presence will not be required at either the April Board meeting or the annual meeting. Accountant Susan Lyons will be present at the annual meeting to answer financial questions.
       
       Rutledge presented a proposal from Eric Chrystal who would like to organize a personal watercraft drag racing event for Sunday, August 3. Board tabled a decision until Rutledge gets more information from Chrystal on the event.
       
       McDermott moved to grant a 25’ setback variance from Panorama Drive on lot 14 for home design and backyard due to the double-front setbacks on a corner lot, and to keep from doing extensive site modifications. Motion seconded. Motion carried.
       
       Douglass presented for the board’s review a proposal for implementing a mandatory $200 recreational fee.
       
       Meeting adjourned at 7:40 p.m. to go into executive session. Executive session adjourned at 8 p.m.
       
       
       ____________________________________ _________________________________
       Judy K Contner Recording Secretary Susan Thompson – Board Secretary