Annual FLRC Membership Meeting

August 8th, 2015 at 10:00 a.m.

10:00 A.M.President Mike Nanson called the meeting to order.

Mike Nanson – President and Buildings and Grounds – Mike introduced the FLRC employees and current board members.

FLRC Employees

Office Manager: Amanda Graham

Director of Operations: Travis Graham

Maintenance & Utilities: Kevin Adolphson

FLRC Board Members

President: Mike Nanson

Vice President: Randy Taylor

Treasurer: Mark Robben

Secretary: Sally Doherty

Legal & Special: Al Bannon

Safety & Personnel: Mark MacDonald

Buildings & Grounds: Mike Nanson

Long Range Planning: Ralph Rossknecht

Fishhawk Lake Project Solutions Team: Vic Dykstra

Website & Communications: Randy Taylor

Architectural: Sherry Ploor

Volunteers

Solutions Team Chair – Jeff Busch

Architectural and FirewiseCommittees – Kathy Cardona

Social Committee – Mary Post

Finance Committee – Mark Robben

Any member that would like to volunteer on any of the above committees or is interested on starting another committee please contact the FLRC office at 503-755-2132.

*Approval ofthe minutes from August 9th, 2014Annual Meeting

Ralph Rossknecht made a motion to approve the minutes from the August 9th, 2014 Annual meeting; Sherry Ploor seconded the motion. The board approved the August 9th, 2014 Annual meeting minutes unanimously. Member Glen Post abstained*

Mist-Birkenfeld Rural Fire Department – Deputy Chief Don Beck

  • Don Beck asked for more volunteers for the Mist Birkenfeld Fire Department. Due to the hard work and devotion of the Mist-Birkenfeld Fire Department volunteers, our fire insurance costs are lower, but in order to keep the fire insurance from climbing we need more members to volunteer. Training is only one weekend day a month. Volunteers are needed for fire fighting, EMS, and Search and Rescue. Please contact the Mist-Birkenfeld Fire department at the Main station on Hwy. # 202 if you are interested in volunteering. Call 503-755-2710
  • Don Beck explained the FireMed program that as member you have the medically necessary emergency transport needed for $110 per year, coverage for your entire family. Contact the Mist-Birkenfeld RFPD by calling 503-755-2710 today for an application or more information.
  • Mist-Birkenfeld Fire District Picnicwill be heldon Saturday September 12th, 2015. Bring the whole family tothe fire station at noon and the potluck lunch will be served at 1:00 p.m. The Fire District will provide meat, table service and beverages. Please bring a side dish, salad, or dessert to share.

Website Demonstration – Randy Taylor, FLRC VP

  • The new website is up and running at Fishhawklake.orgPlease bookmark the new website, it will not require a login or password.
  • For up to date information including current weather conditions, warnings or bands that may effect your time at the lake check the website Fishhawklake.org
  • You will find a calendar, information about committees, board meeting dates and minutes, documents and forms that you may need on Fishhawklake.org

Recap of fiscal year 2014/2015 – Mike Nanson, FLRC President

Mike Nanson shared projects and operational improvements that were accomplished during the 2014-2015 fiscal year.

  • FLRC Budget worksheet revised with an expanded chart of accounts
  • Financial review audit completed during the winter. This was a middle or review audit that looked at all records and bank statements from 12-13 and 13-14 through September 30th, 2014. The 2014-2015 fiscal yearused the balances and account accuracy from the audit as the beginning numbers for this year. The audit recommended that FLRC expand their chart of accounts, which is what the finance committee is looking at.
  • Finance committee meets at least once a month year-round to view and discuss the FLRC finances.
  • Waste Water plant- pumped out wastewater tank. 100% of the digester was cleaned out. The old storage shed was taken down and the road into the plant was fixed.
  • Water Treatment Plant – After 13 years the clear water pump was overhauled and the filter was cleaned. Next year another pump will be overhauled. 12 locking curb stops were installed.
  • PLEASE turn off your water at the street when you leave for more than 48 hours. Look for your valve turn off out by the street, if you cannot find your valve ask a neighbor or contact the office.
  • Intake tank cleaning went very well. The video showed that internally the tank looked excellent and externally it looked very good. The tank is checked every 3 years.
  • Reserve Study- A Reserve Study was completed in June 2015 and FLRC’s reserve accounts were in good shape. The previous reserve study was from 2006. Best practices recommends that a reserve study should be completed every 3 years so that will be the plan going forward.
  • Website- Randy Taylorwork tirelessly for the past 6 months to get the Fishhawklake.org website up and running for the community. We all learned a valuable lesson that our website needs to be externally managed so that there is a company that we can hold accountable when there is a problem with our website.
  • Spoils pond on Northshore, a 5 year lease was secured
  • Looking into a dump site up Fishhawk Road
  • The name change is complete to Fishhawk Lake Reserve Community, thank you Janine Robben.
  • Insurance coverage was updated to make sure that all of the buildings and equipment that FLRC owns has the correct coverage.
  • Lift Station #4 was completely overhauled
  • FLRC passed the Homeland Security audit
  • Firewise work was done on trees and other fire hazards
  • Update to the Clubhouse by volunteers that would like to rename the Clubhouse to the Community Lodge
  • Island boat ramp was redone
  • Buildings and Grounds completed
  • 600 hours of Preventative Maintenance
  • 1000 hours of Utility work
  • 400 hours chasing water leaks
  • 800 hours of dredging- 10,000 yards of spoils. The dredging permit is up next year and we need help re-writing it
  • Experimental winter lake drawdown- the drawdown did not do much due to the amount of rainfall we receive at Fishhawk Lake.

Update on the Dam/Spillway – Jeff Busch, Chair of the Solutions Committee

Jeff Busch presented a pictorial PowerPoint presentation of about the progress the Solutions Team is making towards the fish ladder and spillway enhancement. The Solutions teams presentation will be posted on the website.

Recess –12:07 p.m. to 12:17 p.m.

Reserve Study and Update – Finance Committee – Skye O’Callahan

  • Skye discussed the recently completed Reserve Study that is available to view on the Fishhawk website
  • An Operating Budget is for yearly and/or monthly reoccurring expenditures while a Reserve Budget is for the inventory of capitalexpenses and do not need to be funded on a reoccurring basis. The Reserves are more of a ‘Save as you go plan’ vs. having a ‘Special Assessment’ when there is a capital improvement project.
  • In 2006, dredging was part of the Reserve Study, but due to the constant flow of sediment in the lake dredging has become part of the Operating Budget. FLRC needs to dredge every year.
  • The last Reserve Study was in 2006, almost 10 years ago. With the updated Reserve Study it needs to be reviewed yearly.
  • The Reserve Study found that we were funding our Reserves at 71%, which put our risk in the ‘Good’ category.
  • Per the approved Reserve Study, the Reserves are scheduled to increase 3% each year.Approximately $292.00 per lot, a $106.00 increase per lot for 2015-2016 budget year.

FLRC 2015/2016 Budget Proposal – Mike Nanson, FLRC President

  • 2014-2015did nothave an increase though the cost of doing business for FLRC went up
  • It is the Board’s fiduciary responsibility make informed decisions, act fairly, in good faith, in the interest of, and for the benefit of, the Association as a whole, and to perform the duties it’s obligated to carry out.
  • Board members have worked on getting data on expenses and operations to the finance committee to develop a Budget for the 2015-2016 fiscal year.
  • Due to errors in previous years budgets an audit was completed and reviewed during the winter 2015.
  • The 2015-2016 Budget proposal includes the Reserves contributions budget and the Operating costs Budget for a total of $2057 per lot.
  • Discussion and questions addressed about 2015-2016 budget line items

Introduction of Board of Trustees Candidates – Term 2015 to 2018

(Write-in candidates may address the membership at this time)

Joe Cardona

Alex Nokovic

Dave Stratford

Sally Doherty

Vic Dykstra

Glen Post

Recess – 1:45

Voting and Ballot Counting

(Your chance to vote and then socialize with friends and neighbors old and new)

Back in Session – 2:47

Announcement of the Election Results

  • 111 members voted
  • 2015-2016 proposed budget was rejected by the membership. Yes votes- 27 No votes - 84

Board members 2015-2018

  • Vic Dykstra
  • Sally Doherty
  • Glen Post

Good of the Order –

Dock/Patio Crawl- This afternoon beginning at 3:00 p.m., starting on Beach Drive

Adjournment:2:50 p.m.

Minutes recorded by: Sally Doherty

Minutes submitted by:

1