LAKE IROQUOIS ASSOCIATION

                                                         November 12, 2008 Board Meeting Minutes

 

The regular meeting of the Board of Directors of Lake Iroquois Association was convened at the Clubhouse on November 12, 2008 at 7:05 p.m.  Present were:  Phil Iverson, presiding officer, Steve Garbaciak, Carol Hildenbrand, Ramon Martinez, Sandi Ostrowski, Tracy Rodriquez and Bill Willis. 4 guests were also present.

 

The Board opened the meeting with the reciting of the Pledge of Allegiance.

 

A motion was made by Ostrowski, seconded by Martinez, to approve the October Board meeting minutes.  Motion carried.

 

CORRESPONDENCES

           -           none

 

COMMITTEE REPORTS

 

RECREATION ý Ostrowski

-          No report

 

BUILDING & ROADS ý (Willis)

            The following building permits were issued:

                       Lot 43A, 119 Pueblo (Boat Dock)

 

            There were two building violations this month:

                       Lot 74A, 75A ý No permit ý Filling in ditch without permit and appears to be wrong sized tile.  Letter sent.

                       Lot 591B, 622B ý No permit ý New driveway being installed.  No culvert under drive.  Letter sent.

 

           Expired Building Permits (no application for an extension received) ý $500 Forfeiture of Building Bond 

                       Lot 687B, 688B ý House appears to meet all requirements but a building violation for no permit for driveway or occupancy permit. Permit expired Oct. 22, 2008.

 

                       Lot 375B, 376B ý House not completed.  Forfeiture of bond and requirement to re-post additional bond.  Permit expired Nov. 01, 2008.

 

            Road ditch work:

                       Approx. 4200ý of roadway side ditch to be cleared to grade.  Road ditches to be done by priority.

                                   1) North and South Road ditches entire Arapaho Lane and approximately 100ý west side of Pawnee north and south of junction of Arapaho and Pawnee (2140ý).

                                   2) Iroquois Trail (south side) from Sioux Ct. to spillway (350ý).

                                   3) Iroquois Trail (north side) from Miami to the boat ramp.  Mark will put in LIA drive culverts at water plant, sewer plant, and boat parking lot. (1040ý)

                                   4) Iroquois Trail west of Miami (north side) (Lot 541B)(175ý).

                                   5) Iroquois Trail from east of spillway (south side) (260ý).

                                   6) Iroquois Trail from Oneida south (west side) (220ý).

 

            Speed bumps were removed until April 1, 2009.

                       

            Emergency Road Repairs:

Large sink holes on Oneida Lane near lots 96A, 97A.  Will take 2-3 days to complete.  Expected completion by November 21, 2008.  We are working with the builder for lot 687B, 688B as most of the damage appears to have been caused by heavy vehicles delivering materials to the construction site for these lots.  It will be requested that LIA be reimbursed for material expenses for these repairs from the Construction Projects Road bond.  Oneida Lane and Seminole Lane are scheduled for a complete rebuilding and resurfacing in 2009.

 

           Road Repairs for 2009:

A close watch on our roadways and side ditches is being maintained.  Adequate repairs and maintenance of our roadways and drainage of our side ditches have not been maintained.  Example:  We have nearly 9 miles of roadways and 18 miles of side ditches.  Budget constraints and lack of prior planning has reduced our road maintenance to approximately 1200ý per year (approximately ý of a mile).  There has never been any side ditch maintenance in almost 40 years.  There has been a failure to enforce building rules as to driveway culverts, and permits to fill in side ditches with proper tiling for drainage in the past.  A comprehensive plan will be presented to the Board in the 2009 budget requests, along with recommendations          as to how to pay for it.

 

At the present time, we are considering rebuilding Iroquois Trail from Pueblo Drive to Seminole Lane. This road has not been rebuilt since the beginning of Lake Iroquois.  All of Oneida Lane and Seminole Lane also need to be rebuilt. Mark and I have a meeting scheduled on November 14 with Grayýs Materials to hear their recommendations on how best to repair these projects.

 

Willis requested that the following italicized section of his report regarding impact fees be included in the official minutes even though it was not discussed at the Board Meeting.

 

Summary:  The existing rules for a building permit require a $0.25 per square foot impact fee for all new construction.  Homes, permanent shed or other detached structures, etc. This fee does not include concrete/asphalt, paving stones for driveways, patios and         sidewalks. Heavy equipment is being brought in to construct these projects, and it is damaging our roads. 

 

I am making the following recommendation:  Beginning April 1, 2009, the following impact fees will be charged:

1) Upon application for a building permit for new construction of any type, a $0.35 per square foot impact fee shall be charged.  This measure shall include the square    footage of the structure to include all side walks, patios, driveways that are to be paved of concrete, asphalt, or paving stones.  Each permit shall include a drawing showing the total dimensions of the aforementioned.

 

2) That a permit be required and an impact fee be imposed at $0.35 per square foot to improve an existing driveway with concrete, asphalt, paving stones, or the new construction of sidewalks, patios with concrete, asphalt, or paving stones.

 

3) That all impact fees received shall be placed into a road maintenance account.    These funds shall be expended only for road or side ditch repairs in excess of the     annual budget.

 

This recommendation will be acted upon at the January 2009 Board meeting to insure adequate input from the membership.

 

            Regarding Lot 11B County Road (uncompleted). I will be meeting with our attorneys next          week to finalize the injunction against the property.  There may be a second owner of the property who was not disclosed to LIA.

 

A motion was made by Martinez, seconded by Garbaciak to accept the Road and Buildings Report. Motion carried.

           

WATER-WASTEWATER ý Garbaciak

-               1,331,990 gallons of water were pumped in October.  This was 301,420 gallons less than last month and

                94,800 gallons less than last year. 

-               Normal maintenance was performed on our water/waste water plants.

-              Water tower painting:  Bid packages were sent out for rebid November 1^st, 2008.  There will be a prebid meeting December 9, 2008 at our water plant.  Bids to be opened December 18, 2008 at Foth and Van Dykeýs office. Garbaciak and Webster to attend both meetings. Garbaciak received a call from Greg Gustafson Tuesday, November 11^th, asking if the May 30^th completion deadline was firm.  They advised that they felt it was firm because of the pool opening date, but they would bring it up at the November Board meeting.  The Board agreed on the May 30^th completion date, Garbaciak to notify Gustafson.

 

-              The auto-dialer for wet well warning system failed last week and was sent out for repair.  We are waiting for it to come back.  We are asking for all members to notify Mark Webster or any Board Member immediately if you see the red warning light or hear the buzzer at the wet     well.

 

-              Sewer work is in progress and about half completed.

 

-              Concerning the erosion on Iroquois Trail, east side of dam:  Illinois rural water was called out and tested

                 system at that area.  We are happy to report no leaks in our water supply lines. Erosion is caused by high

                levels of ground water.  Work is in progress to rectify this problem.

* See Engineers report.

-              Information was received on two auto-dialer systems for our lift stations.  One, the Omniste-

                Crystalball, was from Greg Gustafson of Foth and VanDyke and one from Sensaphone.

-               Sensaphone system is the same type as at our wet well.  Approximate cost $7444.00.

-              Omniste-Crystalball. Approximate cost $24,380.00.   The Board tabled for further review.

 

-              Webster is looking into a yearly maintenance program for our lift stations where motors   would be pulled

                 and inspected to prevent problems before they happen.  More information is being gathered.

 

-              Dan Pursley advised the Board that Utilities Service Corp. services Watsekaýs water towers.

               Contact is Bill Murfree.  He provides a mainenance agreement with repainting every 8-10 years.  They

                service over 5000 tanks.

 

-               Webster has been in contact with IEPA about his last license and is still waiting on an outcome.  He has

                completed two extra courses in water treatment and will advise the Board when information is received.

 

-              Confirmation was received from IEPA that $169,830 has been approved for LIAýs water tower project.

 

Martinez made a motion, seconded by Willis to accept the Water-Wastewater report.  Motion carried. 

 

MEMBERSHIP ý Rodriquez

John & Darlene Cain, Lot 62A & 213B, 118 Iroquois Trail, (House)

 

A motion was made by Ostrowski, seconded by Garbaciak to accept the Membership report.  Motion carried.

 

SECURITY ý Martinez

 

Martinez thanked Willis for donating many security hours to LIA last month.

Martinez advised the membership that LIA resident Dan Pursley was elected to the Iroquois County Board.

Total security hours worked in September ý 19 (Bill-15, Cheryl-4)

Verbal warnings given ý No watercraft registration and vehicle registration.

The clean-up day dumpster only got used by 3 people.  The Board discussed that once a year, in the spring, should be adequate.

           

Garbaciak made a motion, seconded by Willis to accept the Security report.  Motion carried. 

 

FINANCE - Hildenbrand

October 2008 bills totaled $33093.97.  Hildenbrand made a motion, seconded by Martinez to pay October bills (payable in November) of      $33,093.97. Motion carried.

 

LIA now has title to lot 364B as payment for delinquent fees. The Board is going to put the lot up for bidding with a minimum bid of $2500.00.

 

Because of conflict of interest, Carol Hildenbrand tendered her resignation effective immediately. 

             

Garbaciak made a motion, seconded by Ostrowski to accept the Finance report.  Motion carried. 

 

FACILITIES ENGINEER (Garbaciak)

               -               Garbaciak advised that Mark Webster had an emergency and could not attend the meeting, but he would

                                 return to LIA if any LIA emergency arose.

*  The erosion project on Iroquois Trail was completed.

               -               Webster has a meeting with Willis and Gray regarding next yearýs roadwork.  Willis will cover in old

                                 business.

                -              5 manholes on personal property need to be dug up.  Willis will work with Webster on scheduling the

                                dates and priorities. 

                -              Garbaciak will get a list of Websterýs planned projects and timeframes so that the projects can be

                                 scheduled.

               

Willis made a motion, seconded by Martinez to accept the Facility Engineerýs report.  Motion carried. 

 

AD HOC COMMITTEES

Shoreline Commitee ý The following lot owners have not complied with our request to rock their shorelines.  All of these members received written notice that their membership has been suspended and a $50 per month special assessment went into effect on November 1, 2008.  If the shorelines are not completed by May 1, 2009, we will hire a private contractor to complete the work and then place a lien on the property.

                       - Lot 87A

                       - Lot 99A

                       - Lot 197A

                       - Lot 198A

                       - Lot 199A

One of the lot owners received the letter of suspension from the Board which advised him that his boat needed to be removed from the lake immediately.  To date, the boat has not been removed.  A certified letter will be sent advising the suspended member that his boat must be removed by close of business November 17, 2008 or it will be removed at the ownerýs expense.

 

OLD BUSINESS

Speed bumps were removed.  The Board discussed the concern that speeding has resumed.  A letter will be sent to the Iroquois County Sheriff to request enforcement of speed limits and stop signs.  In addition, the speed bumps may become permanent, or monetary violations may be instated.

 

Willis, Gray, and Webster will meet to discuss re-surfacing Iroquois Trail, between Pueblo and Seminole.  Willis will report to the Board when information is available.

 

Webster would like Board approval to drop the lake level 8 ý 12 inches at the shoreline to avoid shoreline damage by icing.  A motion was made by Willis, seconded by Garbaciak to drop the lake level approximately 12ý at the shoreline and to raise it again in spring.  Motion carried.

 

Our attorney is working on the LIA Bylaws.  A draft should be completed by the December Board meeting.

Rodriquez made a motion, seconded by Ostrowski that LIA employees and Board Members receive two tickets each to the LIA Christmas party, compliments of LIA.  Motion carried.

 

NEW BUSINESS

Martinez received permission from the Board that next season he could keep his boat at one of the LIA docks to facilitate easier security patroling. 

 

Ostrowski presented the Board with information on a used Dredging machine which is for sale.  Iverson brought up whether Bayles Lake might be interested in considering it jointly.  Ostrowski will research the matter for more information.

 

Ostrowski brought up the issues of LIA members selling their property when they are not in good standing and owe back fees.  Ostrowski inquired of Iroquois County on the matter and was told that we can register with the County Clerk so that the title search would show the monies owed.  Hildenbrand advised that we are putting liens on properties with delinquent accounts.

 

QUESTIONS FROM THE MEMBERSHIP

 

Jerry Martin brought up the prior procedure which was followed for selling LIA lots.

 

A motion was made by Garbaciak, seconded by Ostrowski to go into Executive Session at 8:40 pm.  Motion carried.

 

The Board returned to open session at 9:38 pm.

 

The Board accepted Carol Hildenbrandýs resignation with regret and thanked her for her time of service.

 

A motion was made by Willis, seconded by Martinez to have Sandi Ostrowski serve as both the Recreation Chair and the Secretary until the Board vacancy is filled and for Tracy Rodriquez to become the Finance Chair.  Motion carried.

 

Rodriquez made a motion, seconded byOstrowski to meet with our LIA attorney regarding the transition to Finance Chair, and to meet with our LIA Accountant regarding the finances.  Motion carried.

 

A motion was made by Garbaciak, seconded by Ostrowski to adjourn the meeting at 9:50 pm.  Motion carried.