LAKE OF THE WOODS COMMUNITY CLUB

Board of Directors Meeting Minutes for August 28, 2023

Key Peninsula Civic Center Whitmore Room

Meeting was called to order at 6:18pm

Board Members present – Garett Lebby, Barbara Dommert-Breckler, Dave Tyler, Ed Nielsen and Karen Gore

Board Members absent – Anna Hernandez-French, Ashley Golding

Community Members – Danelle McElroy, Steve McElroy, Philip Henry, and Danna Burnett

Board voted Danna Burnet onto the Board

Meeting Minutes from July 10^th and July 30^th (special meeting) were approved by the Board

July AP reports were not available for review so it was decided that the Board will review at the September meeting, along with August AP reports.

Reports:

1^st Vice President (Water System)- The wells are in good operations order.  Peninsula Light will be giving us a quote for placing automatic on/off switches on pumps #2 and #4. The roof on the shed that protects the water supply is being replaced.  The new generator has been ordered for pump #2, along with a refurbished propane tank (288 gallons) for about $2425.16.  Getting quotes for installing the generator and propane tank.

2^nd Vice President (Maintenance) – The environmental blocks have been put into place on the lake bank in McGowan Park.  We are three blocks short and will get these ordered as soon as possible.  Dirt will be placed behind the blocks to rebuild the fishing and picnic area that had eroded away.  We are able to do some lake clean up since the water level is so low this year.  Will be moving some fencing up to higher ground around pump house #2 to keep people out.  Dave and I continue to clean backflows for each property.  Cleaned up the parks and trimmed several trees.

Treasurer –   The Budget committee has been meeting over the last several weeks to finalized the 2024 budget.  There are only a few items that still need to have dollar amounts affixed and these should be completed by our next budget meeting.

Committee Reports:

Compliance – Tanya Michaels has stepped down as its Chairperson.  Debbie Hirschinger, a member of the committee, has agreed to step into the Chairperson role.  Tanya will be meeting with Debbie to hand off the required information.

New Business:

• Motion was made to use money from the Water Reserve account to pay for moving the environmental block at McGowan Park. MMSP
• Motion was made to approve the 2024 HOA Community Solutions Service Agreement including the CPI increase.  MMSP
• Danna has suggested that we provide Community Resources information to those not paying their annual HOA assessments.  This information has been posted on the LOTWCC website and unofficial Facebook page.  This can be added to the Compliance letter and Water shut off notices.  
• Discussed who to call regarding animals wondering the neighborhood.  It was suggested that we put this information on our website.

Adjourn meeting at 6:49pm

Minutes submitted by pro tem Secretary Karen Gore

LAKE OF THE WOOD COMMUNITY CLUB

Meeting Minutes – Special Session for July 30, 2023

Call to Order: by Karen Gore at 6:05 pm

Board Attendees: Dave, Ed, Barbara, Ashley and Karen

Absent Board Members:  Garrett and Anna 

We voted to Ashley Golding back onto the Board.

We have engaged a new service provider to handle the checking, cleaning and changing of all backflows (attached to each property’s water main).  Tony Trotter has retired from doing this for us.

Motion was made to accept the BATT Lady contract though December 2024.  MMSP

Meeting adjourned at 6:17pm

Minutes recorded by LOTW Treasurer Barbara Dommert-Breckler.

LAKE OF THE WOOD COMMUNITY CLUB – July 10, 2023

Call to Order: by Karen Gore at 6:07 pm

Community Members Attended:  Amanda Bash, Tanya Michaels, Phillip Henry and Donna Burnett

Additions to agenda:  None

Minutes:  No minutes for June 12, 2023 due to only three board members in attendance.

Financials:  Board members reviewed AP expense register for May 2023 and June 2023.

Reports: 

President:  No report.

1^st VP:  – Peninsula Light is now our water management company.  Dave has sized the generator for pump #2 for purchasing.  Water system is running well.  Water testing is ok.  Concrete for generator pad needed.  The new generator should be able to us a transfer switch that we have.  Replacement of the water shed roof has started.  At pump house #2 the fence was moved for the new generator.  Testing station has been locked down.  The state water person came today for testing.  Reviewed ESHB 1329 regarding the addition of not being able to shut off water during an extreme heat emergency and the requirements for turning those already shut of with water.

2^nd VP:   – The pea patch fence was moved out.  Ten yards of crushed gravel added to Pete Rix Park.  Neighborhood corners have been trimmed for visibility and the brush taken to the dump.  Concrete and asphalt taken out to a company that will reuse it.  Water in the lake is down.  We have not emptied any water (CW edit – we can drain off excess water through a outflow valve on the lake.).  The creek is dry. No water running to refill the lake.  The water level is not low enough to install the new blocks.  At some point the water quality of the lake should be tested. 

Secretary:  No current secretary.

Treasurer:  – Budget committee first meeting 7/19/23 6pm at DNR park.  Requested that the VPs look for quotes for labor prior to that meeting for next year’s budget.  Asked for any new request for next year’s budget to be submitted.  Discussed the idea of two levels of community dues with and without “sweat equity”.  Karen is going to see if this is ok with our lawyer.  Barb will show Dave where he can see what letters were sent for water shut offs.  This information is in the HOA Community Solutions reports.

Compliance Committee:  – Architectural Committee approved a request that did not follow our regulations.   This issue was then addressed by the Compliance Committee.  The Board discussed the need for another member of the Compliance Committee to act as a liaison to the Architectural Committee. 

Event Committee:    Halloween is the next event. 

Old Business:  –

New park equipment: – Motion made by Anna Hernandez-French and seconded by Ed Nielsen to order the Air Above Play System for DNR Park and the Hercules II Climber from AAA State of Play for Pete Rix Park.  All approved. MMSP

New Business: – Anna Hernandez-French offered to cover the secretary position through the end of 2023. Motion made by Barbara DommertBreckler and seconded by Ed Nielsen to approve Anna Hernandez-French as secretary through 2023.  All approved. MMSP

The Asset List, – The Asset List, made up by Dave, is being used to update the insurance policy and ensure everything is covered.  HOA Community Solutions auditor does not use the Asset List but instead uses general depreciation.

Re-Payment plan – We have been sent a Payment Plan for past due amounts.  The Board reviewed the Plan for 13911 132^nd St Gig Harbor WA 98329. Motion was made by Barbara DommertBreckler and seconded by Anna Hernandez-French to accept the payment plan of two $40 payments per month for 13911 132^nd St Gig Harbor WA 98329.

Returned Mail – We receive a fair amount of returned mail.  Discussion about using the name “Lake of the Woods Property Owner” instead of the actual property owner’s name to assist with mail not being returned in the time between property purchase and HOA Community Solutions getting the new owner’s name. Motion was made by Garret Lebby and seconded by Anna Hernandez-French to use address name of “Lake of the Woods Property Owner” replacing the property owner’s name for community mailings.  All approved MMSP.

LOT #60 – It was noted that the second meter from lot 60 has not been removed and that the agreement has not been returned signed by the owner.

Motion was made by Dave Tyler to adjourn the meeting.  Seconded by Ed Nielson.  All approved.  MMSP

Meeting adjourned 7:15pm

Minutes recorded by LOTW Treasurer Barbara Dommert-Breckler.