2023-03-07 Board Meeting Minutes

Posted on March 26, 2023 by RLCA

REFLECTION LAKE COMMUNITY ASSOCIATION

Board of Director’s Meeting

March 7, 2023—Meeting began at 6:00 p.m.

Present: Sandra Bennett, Joe Kokinda, Robert Syverson, Jeff Toffer, Russ Bishop, Terry Zoesch, Joe Dickinson, Jim Boothby, Gary Long

  1. Call to order: Meeting recorded audio only

  2. Minutes of Previous Meeting

    1. Gary Long moves to approve and Jeff Toffer seconds

      1. Terry abstains and all others are in favor of approval of minutes

  3. Reports of Officers

    1. Report of Vice-President—Robert Syverson

      1. Potholes on Sheets will be filled once the possibility of more snow is over

    2. Report of Treasurer—Jim Boothby

      1. See addendum

    3. Report of Secretary—Sandi Bennett

      1. Requesting Emergency Contact, and where Pets and Children go in case of emergency—Please put information on Refrigerator or another easy to see location for emergency responders. Please send to me, so it is available to the first responders as necessary.

  4. Reports of Standing Committees

    1. Conservation, Maintenance and Dams—Dans Loos

      1. Talked about the following things at the CMD Committee meeting

        1. Talked about the many grants available to the community once the lawsuits are over

        2. Moving the docks to turtle beach and fishing area north of Bald Eagle Beach—may need donations for materials

        3. Tried to contact the company and diver to find out what is necessary to fix the valve at the south dam

        4. Talked about plants in lake to help with aeration and water quality, Wayne brought up perhaps freshwater mussels? Anything will have to be approved by the appropriate state agency

        5. Fence on Lot 1

        6. Two porta potties only, Community center and Bald Eagle Beach

        7. Survey of dams—talked to Landtec and gave them the information the state needs.

        8. The rock the state requires on the south dam will be paid for with Firewise money with their approval

        9. Jeff Toffer will call the county about the depression in the road on the north dam.

        10. Signs was on the agenda, but Denise was not present

        11. Paint in the community center will be donated by the Cox. Will bring samples to the board for approval

        12. Rick and Adam Hayes have been doing a great job of snow removal and plowing. Thank you!!

        13. Donations will possibly needed due to lack of funds because of the Appeals lawsuit

        14. Weed control will be maintained by Randy and Diana Kenworthy on the beaches and also that cattails are good for the water quality. We will try to control the weeds on the dams by cutting and pulling them out

        15. Removal of trees near Bald Eagle before clean up day to be put the branches in dumpsters or burnt by Rick Hayes

        16. Also need Rick to help put the Bald Eagle Beach dock back when the ice clears

        17. David Vandermeer built a mesh screen in front of the outflow on the North dam and it worked really well in preventing blockages

        18. Need volunteers to monitor outflow gates to keep them clean

        19. Any additional mailbox kiosk should be paid for by the members that use them

      2. Firewise will become part of the CMD committee

    2. Community Relations—Sandi Bennett

      1. Community has lost Jeannie Keehn and Glenn Grant

      2. Meeting coming up later in the month

      3. If you would like to donate meals to a community member that is ill, please let me know

    3. Firewise—Jeff Toffer

      1. Dumpsters for Clean-Up day on May 6th

      2. Firewise grant is for $4500- ($3000 for dumpsters and $1500 for rock on south dam)

      3. Crew is available for cleaning up the community (brush control and tree)

      4. Can schedule wood chipper free of charge

      5. Sandi Bennett motions to start a donation for fish and Robert Syverson Seconds—All are in favor

        1. Please send any donations to the RLCA and specify for fish

    4. Security—Gary Long

      1. No security issues

      2. Need people to volunteer their time to help make rounds around the lake

        1. Gary Long motions we take golf cart to be serviced, Sandi Bennett seconds. 6-1 for in favor servicing

  5. Legal update

    1. Powers reached out to the Mediator for a walkaway offer, we reached back with an offer. That offer has been rescinded due to some development. Unfortunately, a lot of money is still being spent on the lawsuits, mainly the appeal that Powers has filed

    2. Topic of doing a special assessment to pay legal bills was brought up—this is not an option at this time, but in June or July the regular dues amount, plus perhaps an small additional amount to start refilling the reserve account over a number of years will be set for the 2023-2024 year per the bylaws when the budget is set.

    3. There have been complaints about community members having chickens. There are no chickens, fowl or livestock allowed in the plat according to the bylaws and covenants.

    1. Bylaws committee

      1. Volunteers for the committee—Sandi Bennett and Jeff Toffer will chair

        1. Need to set policies as well

    2. RLCA/RWA Merger

      1. Special meeting is on March 18th and voting closes at 1:00 PM—Committee run under the RLCA

        1. Policies would be put in place

    3. Audit

      1. No definitive information yet on audit from Terry Zoesch— the board will continue to look into it.

  2. New Business

    1. Budget requirements from the committee chairs—April budget process started

      1. Need department budgets by the April meeting by the committee chairs

    2. Election Committee

      1. Election committee to be created

        1. Also, need to set election policy

  3. Open Forum

    1. The Cox’s want to put a trash can at Turtle Beach and they will be responsible for it—this is okayed by everyone as long as they will be responsible for it.

    2. Robert Syverson wants the community to know the RLCA board is transparent about everything except for legal strategy. It is the board’s responsibility to defend the lawsuits. If you have a question, please ask. The board goes above and beyond with community involvement.

  4. Adjournment

    1. Sandi Bennett moves to adjourn and Terry Zoesch seconds. Meeting adjourned at 8:06

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