Lake James Property Owners Association, Inc.

Monthly Board Meeting Minutes

LJPOA MEETING MINUTES
October 21, 2006

Call to Order: LJPOA Board Meeting was called to order at 4:05pm by Tim Hughes.

Old Business:
September/2006 LJPOA Board Meeting minutes were presented for review and approval.

• Motion made by Tim Hughes to accept the September/2006 LJPOA Board Meeting minutes as written and presented.
• Motion Second by Al Walker
• Board Motion Vote: I’s: All Nays: -0-

Treasurer/Finance:
Cash Report and Check detail presented by Dorothy Yakes for the month of September, 2006. Also distributed to all Board members and submitted for approval were copies of our Balance Sheet, Cash Balances & Transaction Journal.

• Motion made by Al Walker to accept the Treasurers report as submitted.
• Motion Second by Jim Preczewski
• Board Motion Vote: I’s: All Nays: -0-

Park Management:
Jim Preczewski reported on the status and ongoing projects with regard to Parks. Jim advised that there has been progress made on the repair of the buoys but repair of the dock from Moosehead Park boat ramp has not been started yet. Repairs to the dock would be started during the winter months and attempt to make the structure more structurally sound would be explored and implemented. It was suggested that cross members be installed to minimize sway in the dock. It was also suggested that another set of auger anchors (from Fred Mengel) be used to secure the dock to the bottom of the lake. Lastly, the bill for stone placed at the end of the boat ramp and porta-potty rental was submitted and paid.

Fish Management:
In Gary Varko’s absence, Al Walker and Tim Hughes reported on Fish Management. Imlay City fish Farms dumped the fish ordered as outlined in September/2006 Board meeting minutes. Al, Tim and Jim P all assisted Imlay City in planting the fish around the lake. All of the fish planted were in the 4”-6” size range.

Aquatic Plants/Weed Management:
Dan Nelson advised that there was nothing to report in this area.

Lake Management:
Al Walker reported that he had follow-up with Roscommon County regarding the Board’s request for guardrails and no parking signs at the “tube.” Our response was sent back to the County as restatement of the need for these safety items and to advise them that we will expect them to bear any liability arising out of the lack of these items.

Dam Management:
Tim Hughes reported in the area, which will be managed by our new Board member, Kraig Britvec. Tim reported that all repairs to the Dam have been made. The extent of the repairs were far greater than expected. Old repairs from 1984 deteriorated necessitating the repairs made. New stop logs and a rubber membrane were installed to replace the old logs and a “piece of carpet”. The Dam does not leak at this time. No further repairs are necessary.

The lake water level is 6” above the legal allowable level as outlined by the DEQ. The new gates have been opened ¾ of the way and will be monitored and then closed when the lake reaches the correct level. The level has dropped 1.5 inches in the past 16 hrs.

Al also reported that there appears to be a discrepancy in the billing received for the Dam repairs. He will work this out with Arms & Cole.

New Business:

Events Committee: Dan Nelson will head up this committee along with Dorothy Yakes. They will develop new ideas for the 2007 Winter Picnic and other events.

A new vendor was introduced by Tim Hughes that provides “trinkets & trash” with Lake James logo items such as mugs, caps, etc. Dan Nelson will investigate and report at a future meeting.

Weed Management Plan for 2007: The Board discussed extending our current weed management plan for another year due to the involvement of the current vendor. This contract extension came with a 5% nominal increase (we have not had an increase in three years). The cost for weed management on Lake James for 2007 will be:

We will continue the treatment of Shadow Lake. Al Walker advised that there is so much silt build-up in Shadow Lake, that it has kept the chemicals from killing the weeds. Treatment in the spring should take care of the weeds that are present. Our vendor returned 60% of our weed treatment cost and a free copper sulfate spray will be done to kill the weeds. Our vendor will use 24D if weeds don’t fall on Shadow Lake. Dan Nelson will be investigating the use and possible planting of weevils. The Board will also investigate if the contract extension pricing includes $800 permit cost for Shadow Lake.

• Motion for accepting the proposed contract extension from our current vendor was made by Al Walker.
• Motion Second by Don Bleusch
• Board Motion Vote: I’s: All Nays: -0-

In an effort to continually improve our lake board, Tim Hughes distributed for review and discussion, a copy of Houghton Lake’s Improvement Board notes. A copy was provided to all Board members.

Dues Increase Update: Al Walker reported that with 1000 lots on the lake, we have received 512 ½ responses to date. The results so far are:
294 Yes or 57.3%
218 No

A 60% majority is needed to pass this by-law amendment. Additionally, Al Walker shared various letters received regarding the due amendment. These letters voiced +/- concerns about the amendment.

It was brought up to the board at the 2006 annual meeting that the association’s books should be audited. This is not required by law or by our association by-laws. Placks (our accountant) disburses funds. Two signatures are required on all checks written by the association. In 2004 at the Annual Association Meeting, the Board decided not to audit based on current accounting and financial procedures in place.

The Board discussed other issues expressed by homeowners regarding our Dam and Fish Funds. Historically, the Board has always put aside 4% of our annual dues collected for the Dam Fund and 5% for the Fish Fund. We will continue to do so to continually stock our lake and management the maintenance/repair of our valuable Dam. Without the maintenance of the Dam, we wouldn’t enjoy our “lakefront property!” It was suggested by the Board to establish a “talking points” document for our next annual meeting to explain expenditures. It was suggested that this document be simple and easy to understand, addressing all major lake board expenditures. Ultimately, any lake owner is welcome to attend monthly board meeting to express concerns and to bring solutions to outstanding issues.

Al Walker reported on delinquent dues. Dues and special assessment fees were due by September 30, 2006. Al has drafted a letter to notify in writing all lake owners that are delinquent. Presently, 74 lot owners have not paid the Milfoil/Weed Special Assessment totaling $10,400 outstanding. 133 lot owners have not paid their annual dues for 2006 totaling $5,974 outstanding.

• Motion to accept the draft letter submitted by Al Walker and send the dues delinquency letters was made by Dorothy Yakes.
• Motion Second by Dan Nelson
• Board Motion Vote: I’s: All Nays: -0

Now that the Property Restrictions for all Subdivisions are the same, a sub-committee will review and bring any additional revisions to the April Board meeting for the review of the total Board.

The Board will review the Spring Clean-Up list and revisit at the November 2006 Board meeting.

It was discussed by the Board that a donation will be made in the Name of Ryan McDonald (9 yr old boy) who resided on Shadow Lake with his family.

• Motion for making a donation in the amount of $200 to the Houghton Lake Little League was made by Tim Hughes.
• Motion Second by Dorothy Yakes
• Board Motion Vote: I’s: All Nays: -0-

A letter will accompany the donation written by Dorothy and delivered by Tom Meares.

Other Issues:

Springwood Drive is being damaged by logging trucks. The Board will research who has jurisdiction on the damage being caused. It is not known whether or not Denton Township or Roscommon County Road Commission oversees this road. Al Walker will draft a letter to both entities and advise of the damage/clean-up necessary.

Meeting Adjournment:

• Motion for meeting adjournment was made by Tim Hughes.
• Motion Second by Jim Van Vonderen
• Board Motion Vote: I’s: All Nays: -0-
• Meeting adjourned at 6:30pm

Revised Tuesday April 15, 2008 4:11 PM