November 2018 Trustee Meeting Minutes

Dougherty Lake Subdivision Trustee Meeting Minutes

 November 28, 2018, 6:30 pm

St Gerard Magella, Room 227

  

1.          John Steuterman called the meeting to order.

 2.   Roll Call by Carel Reynolds. All trustees present, as well as auditors Ron Nottmeier, Tim Schilling and Richard Hibbs. Also in attendance was homeowner Jeff Rubin.

 3.  Approval of the Minutes from the October 24, 2018 meeting.

 4.  Report of the Trustees

A.  Landscaping (Mike Wardlaw) See attached report

B.  Lake and Lighting Management (Rich Hall) See attached report.

C.  Communications (Carel Reynolds)

Holiday decorations were purchased and hung by Sandy Baker, Jo Roy, Sue  Hall and Carel Reynolds.

The next project will be a new directory.

D.  Finance (Jim Lees) See attached report

Jim asked that information, receipts, etc. pertaining to Dougherty Lake be dropped off at his house instead of sent via email.

E.  President (John Steuterman) See attached report

F.  Audit (Ron Nottmeier) See attached report.

Rich Hall volunteered to find out the exact amount of lighting allowance we should be giving to homeowners who are connected to street lighting.

Other than the lighting amount, the 2019 budget is almost final. Final pending approval from Ron and John.

Ron requested a resolution to provide both (a) the budget for the upcoming year and (b) statement of receipts, disbursements and cash balance for the current year. All agreed.

It was determined that the assessment for 2019 only go up per the CPI which is 2.1% for Missouri. John and Ron will process the forms for the assessment and send to City and Village.

5.   Amendment of the Agenda

Proposed absentee ballot bylaw change.

 6.   Old Business

A.  2019 Budget Finalized (Tim Schilling)

As stated by Tim Schilling the budget is close to being final but is still a work in progress.

7.   New Business

A.  Establishment of Assessment for 2019 at 2.1% for Missouri.

John will send the paperwork to City and Village.

B.  Discussion on Absentee Ballots for Subdivision Affairs

Jeff Rubin and Rich Hall, along with many of the indenture committee members recommend a change to our voting indenture. A proposal was presented to utilize the similar process that the government uses, i.e. paper ballots mailed to each homeowner which they in turn would mail to a neutral party or bring to the annual meeting as a blind vote. More discussion is needed.

C.  The decision has been made to discontinue the use of Dougherty Lake Credit Cards.

D.  Due to our attorney Greg Hoffman’s impending retirement we are in need of a new attorney. Carel will send an email to residents and Greg has offered two recommendations for us to consider. This must be accomplished by the end of the year.

8.   Adjournment/Date and time for next meeting will be December 19, 2018 at 6:30 at St. Gerard Majella School, room 227.   

Respectfully submitted by Carel Reynolds, Communications Trustee.

Audit report 11.28.18

Presidents report for November 28, 2018

Landscape Report 11-28-18

Lake & Lights Trustee Report 2018.11.28

11.28.18 Finance Report

October 2018 Trustee Meeting Minutes

October 24, 2018 Dougherty Lake Trustee Meeting Minutes

October 24, 2018, 6:30 pm, St Gerard Magella, Room 227

  1. John Steuterman called the meeting to order.

2.   Roll Call by Carel Reynolds. All trustees present, as well as auditor Richard Hibbs. Audit committee members Tim Schilling and Ron Nottmeier were absent. Also in attendance was homeowner Jeff Rubin.

3.  Approval of the Minutes from the September 26, 2018 meeting.

4.  Report of the Trustees

A.  Landscaping (Mike Wardlaw) See attached report

B.  Lake Management (Rich Hall) See attached report.

Rich asked Jeff Rubin if he has insurance since he repairs our street lights and Jeff said yes, he is an independent contractor.

C.  Communications (Carel Reynolds)

We had a very successful picnic held in the Briar Fork cul-de-sac with perhaps the largest attendance in past years.

D.  Finance (Jim Lees) See attached report

E.  President (John Steuterman) See attached report

F.  Audit (Dick Hibbs)

Dick reported that the 2019 budget is complete (see attached) and that they will begin the 2018 audit.

5.   Amendment of the Agenda

Proposed absentee ballots, Jeff Rubin and Rich Hall

6.   Old Business

A.  2019 Budget Finalized (Dick Hibbs)

See attached budget. Dick reported that the numbers are realistic because of the aging subdivision. He asked that
each of the trustees take a look to verify their numbers.

7.   New Business

A.  Establishment of Assessment for 2019

Presentation of documents from City and Village for new assessments and discussion.

B.  Discussion on Absentee Ballots for Subdivision Affairs

Jeff Rubin and Rich Hall, along with many of the indenture committee members recommend a change to our voting indenture. A proposal was presented to utilize the similar process that the government uses, i.e. paper ballots mailed to each homeowner which they in turn would mail to a neutral party or bring to the annual meeting as a blind vote.

8.   Adjournment/Date and time for next meeting will be November 28, 2018 at 6:30 at St. Gerard Majella School, room 227.  

Respectfully submitted by Carel Reynolds, Communications Trustee.

President’s Report for Oct 24, 2018

Landscape Report 10-24-18

Lake & Lights Trustee Report 2018-10-24

Finance report 10.24.18

2019 Budget report 10.24.18

September 2018 Trustee Meeting Minutes

Dougherty Lake Subdivision Trustee Meeting Minutes

 September 26, 2018 – 6:30 pm

 Saint Gerard Magella

Room 227

1.      John Steuterman Called the Meeting to Order

 2.   Roll Call (Carel Reynolds) All present with the exception of Rich Hall who is traveling on business.

 3.  Minutes for the August 22, 2018 meeting were approved. (Carel Reynolds)

 4.  Report of the Trustees

             A.  Landscapping (Mike Wardlaw) See attached report

             B.  Lake Management  (Rich Hall) See attached report

             C.  Communications (Carel Reynolds)

                           Lakefront development on hold until the street and water issues are repaired. Fall picnic is planning for October 21 from 3-7 pm.

             D.  Finance (Jim Lees) See attached report

             E.  President (John Steuterman) See attached report

             F.  Audit (Ron Nottmeier)

                           Ron and Tim have worked up the budget based on numbers turned in from the trustees for 2019. We have to go back to the drawing board as their may no be sufficient funds to cover all of our expected expenditures. Tim will work on it further.

 5.   Amendment of the Agenda – Election of officers   

6.   Old Business

                  A.  Budget Discussion – The trustees will need to trim their budgets to have sufficient funds or we may have to plan for a larger annual assessment.

                  B.  Fence Proposal (John Steuterman)

a.  Main Fence & Monument (Cedar Treatment Services, Easter Fence & Everseal) presented proposals. The decision was made to go with Cedar Treatment Services for the front fence.

b. Playground, guard rails, benches, split rail fence.  These repairs will be done at a later date.

 c.  Metal fence protecting culvert (Easter Fence). We decided to go with Easter Fence to repair the iron fence by the western culvert and install ballards to protect the fence in the future.

                  C. Digital Storage Discussion (Steuterman and Schilling). The decision was made to not move forward with this project at this time.

7.   New Business

                  John Steuterman’s term as President is up this year. We will send information to everyone asking for someone to step up.

John will schedule the annual meeting in February so that the audit for 2018 can be completed.

8.   Adjournment/Date and time for next meeting will be Wednesday, October 24 at 6:30 pm in room 227 at St. Gerard Majella.  

Respectfully submitted by Carel Reynolds, Communications Trustee

 September 2018 President’s Report Landscape Report 9-26-18 9.26.18 Financial Report

 

August 2018 Trustee Meeting Minutes

Dougherty Lake Subdivision Trustee Meeting Minutes

 August 22, 2018, 6:30 pm

Saint Gerard Magella School

Room 224

 1.      John Steuterman Called the Meeting to Order

 2.      Roll Call: John Steuterman, Ron Nottmeier, Tim Schilling, Jim Lees, Mike Wardlaw and Carel Reynolds were present. Rich Hall was out of town.

 3.  Minutes from the July 11,2018 meeting were approved.

 4.  Report of the Trustees

                  A.  Landscapping (Mike Wardlaw)

Mike obtained 2 bids to improve the subdivision entrance. The decision was made to just allow Wells Landscaping to clean up the entrance and hold off until spring for a total update. A detailed report is attached.

                  B.  Lake Management  (Rich Hall)

Rich reported via email that the weeds around the lake will be cleaned up soon.

                  C.  Communications (Carel Reynolds)

                           No report

                  D.  Finance (Jim Lees)

                           A complete finance report is attached.

                  E.  President (John Steuterman)

                           A complete President’s report is attached

                  F.  Audit (Ron Nottmeier)

Ron recommended we set a max for auto approval of expenses. All agreed.

 5.   No Amendment of the Agenda    

6.   Old Business

                   A.  Digital Document Discussion

                           Still to be determined

                  B.  Beaver Dam/Irrigation Discussion

The irrigation system is temporarily off until it can be repaired. See complete report regarding Beaver Dam repairs.

                  C.  Discussion on Budget Development Protocols

1.  Review Missouri Tax Issue

                 1. The past delinquent taxes have been paid.

                 2.  Trustee Presentation of 1st Draft of Their Budget

Everyone is to send their budget numbers to Tim Schilling before the next meeting.              

7.   New Business

                  A.  Discussion on fence height variance by Mr. and Mrs. Kevin Davis (768 Haw Thicket Lane) postponed.

8.   Adjournment/Date and time for next meting will be September 26, 2018 at 6:30 at St. Gerard Majella. Room tbd.

 Respectfully submitted by Carel Reynolds, Communications Trustee.        

         

8.22.18 President’s Report Lake & Lights Trustee Report 2018.08.16 8.22.18 Finance Report 8.22.18 Landscape ReportLake & Lights Trustee Report 2018.08.16