LAKE PANORAMA ASSOCIATION BOARD OF DIRECTORS MEETING

August 26, 2008 Unapproved Minutes
LPA offices
Lake Panorama Association
       Board of Directors Meeting
       August 26, 2008
       Lake Panorama Association Office
       
       The Lake Panorama Association Board of Directors met August 26, 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, Judy K. Contner, recording secretary, Randy Holl, senior administrative assistant, and Mike Monthei, erosion control supervisor.
       
       President Jeschke asked for approval of the agenda. Douglass requested LPA general manager’s report be pulled from the consent agenda and moved to 6c under old business. McDermott requested the treasurer’s report be pulled from the consent agenda and moved to 6d under old business. Spicer requested the addition of water rates to the agenda as 7g under new business. McDermott moved to approve the agenda, as amended. Motion seconded. All ayes.
       
       Board went into executive session at 4:05.
       
       Board returned to regular session at 4:50 p.m.
       
       Morden made a motion to approve the consent agenda, which included the approval of the July 22, 2008, board meeting minutes. Motion seconded. All ayes.
       
       Three property owners were present for the open forum to discuss the siltation problem in the cove in front of their property at 6882 Lake Way. Rutledge explained the same siltation problem exists in many of the lake’s smaller coves. He said in most cases there isn’t a basin where the silt can be pumped. He said the Lake Panorama Barge has been hired to do some silt removal in Lewis Cove, which he said might be an option for other small coves. RIZ and the LPA are in the process of partnering to purchase a utility barge, which would make it possible for LPA staff to dig out smaller coves and use the barge to take the silt elsewhere. The homeowners asked if a backhoe and dump trucks could be used from the shoreline. Rutledge and LPA’s maintenance supervisor will meet with the property owner to review the problem, but Rutledge said this is an ongoing situation in many small coves and no quick fixes exist.
       
       Randy Holl, senior administrative assistant, and Mike Monthei, erosion control supervisor, were present to discuss debris control. Holl passed out a final report written by Robert Ettema and Edward Kempema. The board had hired the pair to get an outside opinion on the debris control operation.
       
       Holl outlined some of the key points and conclusions from the report. One recommendation is to purchase new instruments to better monitor rising waters during large rain events, which would help with debris trap and boom design. GPS, flow meter and additional stream gauges would cost about $1,100.
       
       Another report recommendation was to design and install adequate anchors for the debris boom. Holl said there have been four debris boom failures during heavy rain events in the last two years. In three of those, one of the anchors failed. In the other, the boom tore. Cost is estimated at $1,500.
       
       The existing boom is 800 feet long and 24 inches in depth. The report recommended the purchase of a new boom that would be 36 inches wide, which would make it less likely debris could be forced underneath it. Holl said a new boom is estimated at $50,000, although more research is needed to choose the best design.
       
       If a new boom is purchased, Holl and Monthei said it should be placed in the same location as the current boom at the mouth of the upper basin. At one time, the current boom was anchored further north, near the Fansler bridge. Monthei told the board the river channel from the dredge fuel docks to north to the bridge has completely silted in this season and will need to be dredged out. Once the area has been dredged, and a new boom purchased, it might be possible to experiment with placing the old boom at the former site in addition to the new boom at the current site.
       
       The report also said additional resources should be put into debris removal. Holl and Monthei said the purchase of a new utility barge would help with the clean-up efficiency, as would the development of other staging areas where debris could be removed.
       
       Board directed management to include the following expenditures in 2009 budget.
       1. GPS, flow meter and stream gauges.
       2. Design and install adequate anchors.
       3. Replace existing boom with a deeper draft boom.
       
       Rutledge distributed a proposed agreement between LPA and Panorama Community School District that will help facilitate the planned expansion of the school. The LPA would release a current easement that allows access to the south shore of Lake Panorama in exchange for the school granting two new easements. Morden made the motion to approve the concept of the agreement between LPA and Panorama Community School contingent on legal counsel and board president approval. Motion seconded. All ayes.
       
       Rutledge reported the Sunset Beach neighborhood at their summer picnic raised money to be used for improvements at Sunset Beach. Board directed Rutledge to discuss with the group the improvements they would like to see and how the money could be used.
       
       Rutledge told the board the LPN golf course irrigation system is complete with the exception of the need to run a new 8” line from the pump house where a 6” line now exists. Commercial Irrigation estimated the cost of running this line at $47,000. Rutledge reported the LPA maintenance staff reviewed the project and will be able to do the work at a much lower cost.
       
       Rutledge stated the bid for the large tube replacement in Horseshoe Cove was $27,000, with Vogel construction being low bidder.
       
       The treasurer’s report was discussed.
       
       Morden made the motion to hire Meriwether, Wilson and Company, P.L.C. for the 2008 audit. Motion seconded. All ayes.
       
       Board discussed the relationship and separation between the LPN and LPA regarding legal issues and tax status. The LPN is a wholly owned subsidiary of the LPA. The Long Range Planning Committee has asked the board to review the current structure of the two entities and seek options that would provide for more direct management of the LPN. After discussion, the board agreed to table this topic until a future meeting when outside experts can be present.
       
       Rutledge gave the board an estimation of needed capital assets and projects LPA faces in the next five years:
        Water improvements – $1.15 million
        Spillway riprap - $350,000
        Drainage issues such as culverts and end tubes - $185,000
        Supplement RIZ funding - $1 million
        Debris Trap - $65,000
        Utility Barge - $150,000
        Marina Slips - $415,000
        Road Funding supplement - $400,000
        Conference Center improvements - $95,000
       
       These projects total $3.81 million. Since it is anticipated the $1.15 million for water improvements will be paid for through water fees, the remaining capital assets and projects that will require funding are estimated at $2.66 million.
       
       Board discussed at length the need for a dues and assessments increase. The Long Range Planning Committee discussed the dues structure at its Aug. 21 meeting and will do so again at its Sept. 16 meeting. Board directed staff to present recommendations at the September meeting.
       
       The Planning and Building Codes Committee presented a proposal to adopt the following lighting regulation:
       Purpose: To eliminate excessive lighting and the glare of exterior lighting (streetlight type lights, mercury, halogen and any other bright lights) on other LPA member’s property, which will increase the nighttime enjoyment of the lake and the LPA experience. The LPA encourages lighting for safety, security and outdoor enhancements, but wants to ensure it does not violate other LPA member’s serenity or property.
       1. All light and glare on property must be controlled by the member to shine only on their property.
       2. Any light leaving one’s property must measure less than 3 foot-candles at the property line. Complaints about excessive lighting will be measured by a light meter.
       3. Any current lighting exceeding this light measure will be brought into compliance within one year of the adoption of this ordinance.
       4. Fines for violations will be according to the established LPA fine schedule.
       
       Douglass moved to approve the lighting regulation as recommended by the Planning and Building Codes Committee. Motion seconded. Motion carried. (1st reading)
       
       The Planning and Building Codes committee proposed storage sheds on lots with homes be allowed up to 200 square feet. Based on the committee’s recommendation, Douglass made a motion the maximum size of a storage shed be increased to 200 square feet on lots with homes and remain at 100 square feet on lots without homes. Motion seconded. Motion carried.
       
       Thompson made a motion to waive the second and third readings of the storage building size increase. Motion seconded. All voted aye.
       
       The LPA is in the process of finalizing an agreement with Panora for a shared water system that will cost the association in excess of $1 million. Rutledge distributed information on water usage, the current structure for minimum and excess water rates, and the resulting revenue. He also offered some possible scenarios for rate increases. The board discussed the possibility of charging a “ready rate” to members with water lines running in front of their property who have not yet hooked into the system. Board directed staff to create several possible rate increase scenarios for review at the September meeting.
       
       Meeting adjourned at 8:20 p.m.
       
       
       __________________________________ __________________________________
       Judy K. Contner, Recording Secretary Susan Thompson – Board Secretary