LAKE PANORAMA ASSOCIATION BOARD OF DIRECTORS MEETING

May 27, 2008 Unapproved
LPA offices
Lake Panorama Association
       Board of Directors Meeting
       May 27, 2008 Unapproved
       
       The Lake Panorama Association Board of Directors met May 27, 2008, at 4 p.m. at the Lake Panorama Association Office. Board members present were Bill Douglass, Tom Jeschke, John McDermott, Ron Morden, Kane Powell, Duane Spicer and Susan Thompson. Staff members present were John Rutledge, LPA general manager, John Dinnebier, LPN general manager, Susan Lyons, Accountant, Judy K. Contner, recording secretary and Mike Gleim, Water and Dam Supervisor.
       
       President Morden called the meeting to order at 4 p.m.
       
       Morden called for approval of the May 27, 2008, board meeting agenda. Rutledge made an addition to 9C under old business for discussion on the school easement. Rutledge also wanted lot clarification added to 10G under new business. Spicer made an addition to 10C-1 on annual meeting procedures. McDermott made the motion to adopt the revised May 27, 2008 board meeting agenda. Motion seconded. All ayes.
       
       L.D. McMullen of Snyder and Associates was present to give an updated presentation on the LPA’s water issues. After the last meeting the board had asked McMullen to draft a 28E agreement between the LPA and Panora on a water-sharing plan, including the possibility of selling water to Xenia.
       
       McMullen reported the hardness of the water coming from the Dakota wells has doubled since they were drilled in 1998. He said large volumes of water being pumped from the Dakota wells have likely drawn down the local recharge and caused the wells to become more characteristic of typical Dakota water. The hardness of the water has doubled, and sulphates have nearly tripled, making the water far less desirable than it was a decade ago.
       
       McMullen said the iron content of the present water from the two Dakota wells is far higher than LPA’s current treatment system can handle. This is due primarily to the fact one of the two wells is approximately six times higher than the other.
       
       McMullen said his recommendation for a sensible, quick solution is to make an east side connection with Panora. Once connected and a booster station installed, Panora and Lake Panorama would be able to share water. He said this would be a short-term fix to LPA’s current iron/manganese problem, would assure plenty of water availability for the busy Fourth of July weekend and would be a logical step towards a longer-term solution. Rutledge said Les Wolfe of Fox Engineering concurred with McMullen’s assessment of the east side connection. Rutledge recommended the board approve this project, saying it provides both immediate and long term value to the LPA. McDermott made the motion to do an east side connection with Panora with the cost not to exceed $80,000. Motion seconded. All ayes.
       
       McMullen provided information on options for a shared water facility that could help both Panora and Lake Panorama. McMullen will continue to research options and provide another report at the June board meeting.
       
       Spicer made a motion to nominate Tom Jeschke for board president with Douglass making a motion to nominate John McDermott. McDermott moved that nominations cease. Motion seconded. All ayes.
       
       The two candidates for president outlined for the board areas they would like to see improved in the next year.
       
       Board members voted by written ballot with Tom Jeschke receiving 4 votes and John McDermott receiving 3 votes.
       
       Open Forum: Ron Hrubetz, candidate for county sheriff, introduced himself and asked for support in the upcoming election.
       
       Jeschke nominated John McDermott for vice president. Morden moved nominations cease and a unanimous ballot be cast for McDermott. Motion seconded. All ayes.
       
       Douglass nominated Duane Spicer for treasurer. McDermott moved nominations cease and a unanimous ballot be cast for Spicer. Motion seconded. All ayes.
       
       Douglass nominated Susan Thompson for secretary. McDermott moved nominations cease and a unanimous ballot be cast for Thompson. Motion seconded. All ayes.
       
       President Jeschke asked for additions or corrections to the April 22, 2008, board meeting minutes. McDermott moved to approve the minutes as written. Motion seconded. All ayes.
       
       Spicer gave the treasurer’s report indicating boat revenues are very close to date on the budget figure for the year. Balance sheet shows a deficit with Lyons explaining the water rates are not on a true accrual basis due to the timing of the quarterly water billings.
       
       Morden made a motion to approve the consent agenda which included:
       • LPA General Manager’s report
       • Items pending list
       • Final reading of recommendations from Long Range Planning Committee
       • Resolution to formally adopt sex offender regulation as approved by membership
       • Resolution to formally adopt vicious animal regulation as approved by membership
       
       Rutledge presented a preliminary plan to the board to market LPA-owned lots. He proposed giving realtors 3% from gross sales in exchange for selling and completing the closing paperwork. There would be a $2,000 minimum for each sale. Board directed Rutledge to continue to develop the plan for further discussion at the June meeting.
       
       Rutledge stated Panorama Schools Superintendent John Millhollin has reached a tentative agreement with Jim and Carol Wendl on the school expansion project. A remaining issue is if the LPA would provide an easement to the Wendls to construct a “spur road” if the LPA ever builds a road on its property in that area. Morden made a motion to approve an addendum to their April 8, 2008 letter of intent to the Panorama School. Motion seconded. All ayes.
       
       Annual meeting voting procedures were discussed. Spicer made a motion that at the next opportunity, members be asked to vote on a measure that would allow them to sign the envelope rather than the ballot. Thompson seconded. Spicer said this would mean tellers would not know how individual members voted because the signed envelopes could be opened earlier and the tellers would see only ballots. McDermott expressed his concern that since the membership voted this procedure down two years ago, it should not be placed before them again so soon. Ayes – Thompson, Spicer, Morden, Jeschke. Nays – Douglass, McDermott, Powell. Motion carried.
       
       Spicer also asked that the incumbent not be indicated on the ballot and the president determine seating for board members at the annual meeting. He also asked how the tellers are appointed. Contner explained she draws from a list of names and chooses one from each of the four membership types – A, B and C lots and condos.
       
       Board reviewed recommended individuals for appointments to four standing committees — water safety, building codes, Par 3 and long range planning. A recently adopted committee structure calls for seven appointees from the membership and two LPA board members. Suggestions were made for additional people to contact about serving, possible term limits and shifting of current committee members. Staff to finalize committee recommendations for final action at the June meeting.
       
       McDermott stated he doesn’t feel the Par 3 committee has the right to use money raised by tournaments for capital improvements, such as cart paths. Dinnebier and Jeschke stated a portion of the entry paid for tournament play is designated for the cart path improvements. Dinnebier to provide the board a financial summary on previous tournaments in which proceeds were used for improvements at the Par 3.
       
       Chris Bauer and Russ Shrader from Shive-Hattery, Inc. gave a presentation on erosion occurring near the emergency spillway and the need to replace riprap at the base of the primary spillway and 300 feet downstream on each side. The deterioration began as a result of the flood of 1993 and has continued to erode each year since. In 2006, Shive-Hattery along with Terracon gave the board five alternative solutions and cost opinions to deal with the erosion, slope instability and riprap degradation. The board elected to forego any repair work at that time.
       
       In 2007, Shive-Hattery received LPA’s request for proposals for repair and replacement of riprap on the primary spillway. An agreement was signed in February 2008. Bauer stated they have completed preliminary drawings and permit applications for the Corps of Engineers and DNR Water Quality Bureau. The DNR has accepted the application and the Corps request is pending.
       
       Bauer stated construction documents can be done in a month and bids returned by the middle of August. Construction would be done during low flow after October 1 and will take 2-3 months.
       
       McDermott made a motion to proceed with solicitation of bids for the spillway riprap and stabilization project. Motion seconded. All ayes. Shive-Hattery will prepare construction documents and bring construction bids back to the board.
       
       Staff had prepared a schedule of fines they felt would be more consistent and easier for security to enforce. After discussion, it was determined some of the proposal needed further clarification. Thompson made a motion to table until next month. Motion seconded. Motion carried.
       
       The revised wording of the boating regulations was reviewed under Section 5.1 of LPA boating regulations with the goal of matching the LPA rule to DNR boating rules. Currently the LPA rule is as follows: Any operator of a motorized vessel in excess of 10 hp must be at least sixteen (16) years of age or accompanied by a responsible person of at least eighteen (18) years of age.
       
       The recommended revised wording change: (i) Operator Qualifications for vessels. Any operator of a motorized vessel in excess of 10 hp must be at least sixteen (16) years of age AND must have passed and have in their possession the boater education certification approved by the Iowa DNR or be accompanied by a responsible person of at least eighteen (18) years of age who is familiar with boating operation.
       
       Additional recommended revised wording change, Section 5.1, q. All passengers under the age of 13 MUST wear a personal flotation device when the vessel is underway.
       
       Spicer raised concerns about the proposed wording, saying it wasn’t clear enough, and asking if the proposal is an exact match to the DNR rule. Thompson moved to approve the recommended revised boating regulation under Section 5.1, (i) and (q) subject to staff validating the wording of the DNR law. Morden, Douglass, McDermott, Powell, Thompson aye. Spicer nay. Motion carried.
       
       Rutledge asked the board for a clarification on the board’s minimum lot sales policy if a partial lot is sold. Board informed Rutledge they are comfortable with the concept of prorating the lot sale minimum based upon a standard lot size of 80 x 200 feet. Rutledge said appraisals still would be obtained as part of the normal lot sale process.
       
       Douglass asked if the Long Range Planning Committee could do a swimming pool and gym feasibility study.
       
       McDermott raised concerns there isn’t currently a limit on the number of boat lifts that can be on a waterfront lot and asked the planning and building codes committee discuss.
       
       Powell asked about the feasibility of building additional boat ramps on the lake.
       
       Spicer asked who placed the buoys in the lake and felt the water safety committee should have some involvement in this. Rutledge confirmed the water safety committee did have input on this issue.
       
       Thompson gave an update on Spikes. Dean Stanley will be donating rock and landscaping. Building inspections have been on schedule and all has been approved. Fundraising continues and it is hoped the building can be open in early July.
       
       The unapproved minutes of the 2008 annual meeting are online. Board members confirmed they are comfortable with the current practice of posting unapproved minutes, with formal approval at their next meeting.
       
       Douglass asked if there is a way to get a boat density study done on the water. Douglass passed around a petition for a recreation fund proposal he would like to get on the ballot for the 2009 annual meeting.
       
       Meeting adjourned 8:58 p.m.
       
       
       
       _______________________________________ _______________________________
       Judy K. Contner Susan J. Thompson
       Recording Secretary Board Secretary