FLRC Board of Trustees Meeting

Fishhawk Lake Recreation Club

FLRC Board of Trustees Meeting

September 14th, 2013 at 9:30 AM

8:34 A.M. President Doug Hahn called the meeting to order and board members in attendance were Sally Doherty, Eugene Whitley, Kathi Pearce, Ralph Rossknecht, Mike Nanson, Randy Taylor, & Mark Robben.

President Doug Hahn requested that an unedited copy of the recording being made by a Lake Member be provided to the Lake Office no later than Monday in order to continue recording, and the Lake Member agreed to comply.

Lake Members Comments and Communication:

o  Teri Brosh thanked the Current FLRC Board Members for their hard work and time volunteered. Teri then provided the Board Members a petition signed by several FLRC Members, disputing the final results of the Annual Election and how the vote was conducted. President Hahn received the petition and stated per By-Laws would turn the petition over to the Secretary Sherry Ploor, who was not in attendance, to review and verify the signatures.

o  Dan Arnold also shared concerns about the election and stated he would like to see ours handled like the electric company in the future.

o  Several other FLRC Members made comments, asked questions, and shared concerns regarding Special Assessments, the Survey conducted, Dam Spillway, Reserves, By-Laws, future mailings and voting procedures, election laws, utilities, communications, and more.

o  Questions were answered by the Board when able. President Hahn stated he would schedule time on the agenda to address all of the concerns.

*Approval of minutes from the August 10th, 2013 Regular Board Meeting.

A motion was made by Eugene Whitley and second by Ralph Rossknecht to approve the August 10th, 2013 board minutes.

Approved unanimously with no changes.

*Additions to the Agenda by Board members:

Eugene Whitley asked to add Insurance Report to Old Business.

Employee Reports:

Administrative Employee Report – Jim Dahlquist

·  WTP –

o  This last month we had two large water leaks. The first one was on Northshore and we spent four days looking for it. We ran the water plant for 24 hours a day, found and repaired the leak, had slight water gains but still had problems.

o  Vic mentioned that his pressure still seemed low. Another leak was found at curb stop. 45 failed. This was repaired and then we began gaining in the water tank.

o  These two leaks took all hands on deck and took about 7-8 days of work to find, repair, and fill the tank.

o  We did have one rain storm 2.10” and was unable to make water for two days. If this had occurred during the water leakage we would have been in trouble.

o 

·  WWTP – Operating OK.

o  Flows are very low now after labor day.

·  Dredge – The dredge is plugging along. It is requiring some sort of repair or part about once a week, but we are dredging.

·  Building & Grounds –

o  Two hydrants have been raised. Wrong parts were sent to us, so it will be completed next week.

o  Trees have been trimmed and some logs in the creek were cut up. Thank you Gene!

Thanks to all of you who helped us look for the leaks and conserved on their water use!

Jim Dahlquist

Administrative Employee Report – Marie Botchie

Year End!

Quickbooks & Billing

o  We have established a completed billing system that is up and operational. We had one hiccup regarding our new internal “Member ID #” that was put on the invoices that confused members with their “Property ID#” that they were used to seeing as a Member ID. That has been corrected for the future.

o  Account Payables are in progress and will be set up for our Fiscal Year – October 1st – September 30th.

o  FLRC Administration will take be taking over its own bookkeeping October 1st. Payroll and taxes will still be done by our Accountant.

Membership Information and Accountability

o  We have made significant progress in updating Membership Information. Thanks to all the members who are completing the forms and returning them to us. It will allow us to create a good baseline of information to expand on.

Upgrades

o  Much of my time has been giving FLRC a facelift in regards to forms, correspondence, policies, procedures, financials, and more. File accountability and standards are a continual work in progress but there have been many positive changes in the administration.

Marie Botchie

Board Reports:

o  Buildings and Grounds –Ralph Rossknecht - See page 11 for reports.

o  Communications – Kathi Pearce

Photo Competition

As of earlier this week we now have enough photos (57 at this point in time) to provide a decent library of lake pictures for website use and to provide interesting choices for voters. As a result, the contest will close on September 20th. The voting phase will open on Monday September 23rd (on the website) and continue through Monday, October 21st. The winners will be notified on October 22nd. The winners will be announced and awarded prizes at the Halloween Party on Saturday October 25th where the draw for the voter’s prize will also be held.

Streaming of FLRC Board Meetings

While test streaming of the July Board meeting appeared successful, the test streaming of the Annual Meeting was not. Several members reported that the broadcast was too choppy to view or follow what was going on, which was also found to be the case while monitoring the broadcast during the meeting.

The cause of the severe degradation during the annual meeting was probably increased bandwidth usage by members present at the meeting (smartphones etc.) on the FLRC open Wi-Fi network reducing the bandwidth available for streaming.

·  Recommendation to the board: Password protect the FLRC Wi-Fi connection, either permanently (for security reasons, this really should be done anyway) or at least during board meetings if we want to continue to stream the Board Meetings.

Email Traffic

We sent out 4 email blasts during the month of August. Open rates continue to be in the 50-60% range.

Website Traffic

Fishhawklake.com received a total of 753 Visitors during July, This represented a 10% increase over July, which itself saw a 21% increase over June. All related statistics were up, with the exception of the percentage of new visitors which dropped 15%. Of note there was an uptick in use of the ‘Fishhawk Forum’ feature and the “Lake Classifieds” feature.

o  Dam Spillway Project - Vic Dykstra

o  Nothing Reported

o  Legal & Special – Dave McLean

Last month I reported that we had had contact with an owner of a bare lot who we had been unable to locate for several years. He was 3 years delinquent in his membership dues. We recently received about a third of the dues, with expectation that he would bring the account current by the end of August. Since the August meeting, the owner has instead opted to place the property for sale, so no further payments of past or current dues is anticipated until the lot sells. A lien remains in place.

I believe Marie has distributed to the board members a letter from Keith and Anna Beth Hubbard. This letter discusses several issues, most of which it seems to me are tangential to the Hubbards’ properties as relates to FLRC, however is does appear that there may be a valid reason to consider consolidating their two legal lots into one for the purposes of FLRC dues. I would be willing to engage the Hubbards in a conversation in order to learn more about this situation, if the board deems it appropriate. I did have a brief discussion with Anna Beth during a break in the August meeting. I look for the board’s guidance on this matter.

David Mc Lean

Director, Legal and Special Issues

913.flrc.l.s.report

o  Treasurer – Eugene Whitley

August Profit & Loss

o  Vice President – Sally Doherty