LAKE OF THE WOOD COMMUNITY CLUB – Meeting Minutes
Call to Order: by Karen Gore at 6:04 pm
|Karen Gore – President
|Barbara Dommert-Breckler- Secretary
|Ed Nielsen- 2nd Vice President
|Dave Tyler- 1st Vice President
|Anna Hernandez- French – Treasurer
Community Members Attended: Dawn Richey, Amanda Bash, Jeremy Scott
Minutes for 11.08.21 were reviewed. It was asked that the motion to move the excess water and community funds be slightly revised to say “…excess funds from 2020 community operating and 2020 water operating…”.
Motion was made by Barbara Dommert-Breckler and seconded by David Tyler to approve the November 08, 2021, minutes with the revision to the motion to move the 2020 excess community and operating funds to say “Motion made by Jaimie Ehrler and seconded by David Tyler that the excess funds from 2020 Community Operating Account and 2020 Water Operating Account be move to the appropriate Community Reserve or Water Reserve funds.”
. All approved. MMSP
Motion was made by Barbara Dommert-Breckler and seconded by David Tyler to approve the November 13, 2021 Accounts Payable ledger. All approved. MMSP
No monthly financials received. Discussion regarding when financials are due from HOA Community Solutions and the fact that we are not receiving them on time.
President: Propose that we rent the Whitmore Room at Key Civic Center for the next 5 months (January 2022 through May 2022) and then have summer meetings in one of our parks. This is fiscally responsible since the Whitmore Room is $60 for 2 hours. Discussion of why not a Zoom meeting. Whitmore Room does not support internet with enough of a connection for Zoom. Consider LOTW getting a Hotspot to allow for Zoom meetings. Bylaws state that the Board meetings will be in person. Discussion of changes in case of inclement weather including moving the meeting to Zoom or using Tanya’s dining room. We need to request a refund from the fire department in the sum of $XX due to us being unable to use the room that was previously pre-paid.
Motion was made by Anna Hernandez-French and seconded by Ed Nielsen that we contract with the Key Civic Center Whitmore Room for two hours for the board meetings for the next 5 months. All approved. MMSP
1st VP: David Tyler reported that the water system is running well. Water was sampled today by Tony Trotter. Twenty-four back flow valves were cleaned and repaired. Repairs for the leak at 142nd and 134th were completed.
2nd VP: Ed Nielsen reports that the slew behind Greg’s house has been completed. Playground equipment has been repaired and more wood chips added. The equipment is open for use. Pump house 4 has been set on auto to let it run over the winter. Downed limbs and tree will need to go to the dump. Purchase Order needs to be completed for the blocks that are needed. We are getting a deal at $40 a block. The check will need to be cut from the reserve fund account for McGowen Park. Discussion on why the sand beach was not installed and large playground equipment was not purchased. Money is in reserve. Reserves are low due to delinquent accounts. Getting parts/supplies was difficult due to COVID.
Compliance Committee: Complaints about cars were unfounded. The basketball hoop that was complained about is on the owner’s property. Lot 311 has a broken fence. Lot 204 has equipment and wood stacked. Discussion if this is an issue. Tanya states that the bylaws have a 180-day limit to complete construction. Lot 124 has not met the construction completion date requirement. Lot 125 has building materials and a lean-to.
Special Events: New chairman for this committee is needed. Garrett Lebby is no longer available as he has changed jobs. Volunteers to judge the Holiday Lights should meet at Pete Rix Park at 6pm on Saturday the 18th.
Playground Committee- No report
HOA Community Solutions (HOA CS) should be sending letters out to delinquent account holders. They sent Karen a nice breakdown report showing what each lot owed. HOA CS works with a lawyer that sends out delinquency letters for other HOAs. Discussion that we should look into the cost to help us recover assessments and fines. Tanya believes the lawyer that HOA CS is using is John Burleigh.
It was noted by Karen that there are lots that have over paid. It was discussion that HOA CS should send these lots a letter offering to apply the overage to the 2022 assessments or to send a refund check. Group agreed with no motion made.
The new HOA Community Solutions contract for 2022 was reviewed. Changes recommended include requiring four quarterly meeting in the Scope of Work and adding “Financial Liaison Assistant” to section 4.4 to allow information to be shared with that position.
Motion was made by Anna Hernandez-French and seconded by Tanya Michaels to accept the 2022 HOA Community Solutions contract with the two revisions listed above. All approved. MMSP
The Water Testing and Back-flow Contract with Tony Trotter. The only revision made was to the dates of the contract.
Motion was made by David Tyler and seconded by Ed Nielsen to approve the Water Testing and Back-flow with Lake of the Woods contract with the expiration date change to 12.31.22. All approved. MMSP
The current maintenance contract is in effect through 2022. The community asked for a copy of the contract, which will be posted on the website. Ed will ask Michael for a copy his liability insurance, which is required before he starts work in the spring.
Motion was made by David Tyler and seconded by Ed Nielsen to adjourn the meeting. All approved. MMSP
Meeting Adjourned 7:14 pm
Meeting called back to order at 7:49pm by Karen Gore.
Motion was made by Anna Hernandez-French and seconded by Tanya Michaels to move forward with the lien process for lots 243, 103 and 105/45 (combined due to one owner). All approved. MMSP
Motion was made by Barbara Dommert-Breckler and seconded by Ed Nielsen to adjourn the meeting. All approved. MMSP
Meeting adjourned at 7:51pm.