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Minutes of July 11, 2018

Dougherty Lake Subdivision Boat of Trustees

 Thursday, July 12, 2018

The meeting was called to order at 6:30 pm at Saint Gerard’s School, room 227 by Dr. Steuterman. The following Trustees and Auditors were present:

Dr. John Steuterman, Jr. (T)

Mr. Michael Wardlaw(T)

Mr. Richard Hall (T)

Mr. James Lees (T)

Mr. Ron Nottmeier (A)

Mr.  Richard Hibbs (A)

 Absent with excuse:

Mrs. Carel Reynold (T)

Mr. Tim Schilling (A)

The minutes as provided by Mrs. Reynolds was approved unanimously. 

Report of the Trustees:

#1.  Landscape.  Mr. Wardlaw discussed his concerns with Topcare lawn management and the conversations he has had with Steve Helleweg (Topcare manager) referencing the lawn care management.  At this time, it appears that the corrections are occurring .  Topcare had offered a bid to address the front entrance aesthetics.  However, the Trustees and Auditors elected to suggest that DLS seek the services of an horticultural company with experience in designed our front entrance.  Mr. Wardlaw has two companies he is comfortable working with and he will research their expertise. Mr Hibbs agreed to join the Landscape Committee as an active member.  Mr. Wardlaw present a written report and this report will be entered into the minutes.

#2.  Lake Management.  Mr. Hall presented his written report and this report is to be entered into the minutes for this meeting.

#3.  Communications.  Mrs. Reynolds submitted a written report that identified the successful installation of the new play set and the deck design is on ‘hold’ right now due to the issues with the dam and Beaver Dam Road.  The report was entered into the minutes for this meeting.

#4.  Finance.  Mr. Lees is planning to visit the office of the accountant hired to address the un-filed  tax returns within the next week.  There was discussion on reducing the number of credit cards to only one credit number (2 cards will exist) and increase the dollar amount to $1500.00.  Dr. Steuterman will meet with US Bank to arrange this new credit card structure.  The BOT requested that Mr. Lees receive credit card receipts electronically, whenever possible.  Mr Lees was not aware of the discussion concerning opening a Certificate of Deposit for the Lake Account as presented by Mr Nottmeier.  Mr. Lees was asked to discuss this opinion with Mr Nottmeier and a decision can be discussed at the next meeting in August. Mr. Lees requested a confirmation of a $3500.00 bill from Daniel (Dan the Lawn Care Man).  There is no record of the services provided.  Mr. Lees offered to send this information to Dr. Steuterman and   Dr. Steuterman will contact Mrs. Lisa Kadel, the former Landscape Trustee for some clarification. There was no written report from Mr Lees.

#5.  Audit.  Mr. Nottmeier presented his idea of opening a CD for the Lake Account to increase the potential of improved rate of return.  It was agreed that these funds would remain liquid should an emergency arise.

There was no Amendment to the Agenda

Old Business

#1.  Dr. Steuterman advised the BOT that any movement toward a digital storage system is predicated on a review of the paper documents that any of the Trustees may have in their possession.  Once the physical documents can be viewed by Microtech, a cost structure can be determined.  It was the unanimous opinion of the BOT and Auditors present that a digital storage system is vital to the long term success for this Board.  It is the vote of the Trustees at this meeting that every effort be made to accomplish a digital storage system, even using an Apple program if a private company cannot be utilized.

#2.  Landscape Committee Report.  Refer to Mr. Wardlaw’s Trustee report.

#3.  Beaver Dam Report.  Mr. Wardlaw present his discussion with Steve Meyer, P.E. of Public Works and Christopher of American Water.  The problem that exists can be serious and we will not know the extent of the problem until American Water has done the survey.  American Water recognizes the seriousness of the problem.  American Water was surpassed that the premature failure of the water lines and one of several solutions would be the abandoning of the current water lines as the western portion of the Subdivision receives its water supply  from the western subdivision (Royal Acres).   Mr. Wardlaw stated the Public Works will begin the removal of the trees after American Water’s survey on both side of the dam as these trees are adversely affecting the structure of the dam.  At an appropriate time a letter will be sent to the Subdivision discussing the rationale for tree removal and any other repairs to this dam.

New Business.

#1.  Budget Organization Process.  Mr Nottmeier outlined his recommendations for organizing the budget process.  The BOT will start the preliminary work of identifying goals and objectives at the August meeting.  Mr. Nottmeier advised that the Annual Business meeting should occur well into February 2019 to allow Audit time to reconcile the budget numbers.

#2.  Fence Variance Request.  Dr. Steuterman will sent an email to this new family requesting their view for this variance.  The plan is to outline for these residents the protocol for requesting a variance.  Mr.s Hall and Wardlaw offered to join in this initial conversation.

The meeting was adjourned at 7:30 p.m.  The next meeting will be August 22, 2018 at 6:30 p.m.  The Trustees and Auditors  requested  the Communications Trustee to reserve room 227 for this upcoming meeting, if possible. 

Respectfully submitted,

Dr. John G. Steuterman, Jr.

President

Board of Trustees

Lake & Lights Trustee Report 2018.07.11

Dougherty Lake Subdivision Trustee Meeting Minutes

May 23, 2018 – 6:30 pm – Saint Gerard Magella – Room 224

1. The meeting was called to order and the following Trustees and Auditors were present: John Steuterman, Rich Hall, Jim Lees, Ron Nottmeier, and Tim Schilling.

3. The minutes from the previous meeting were approved.

4. Report of the Trustees

A. John Steuterman opened the Trustee Reports with Ron Nottmeier:

Ron gave a brief overview of the history of City &Village Tax Services and their current mission of collecting assessments and basic bookkeeping services for subdivisions in the metro area.

Ron discussed his meetings with City and Village Tax and the consideration of suing their bookkeeping services for the day to day financial responsibilities.

Ron advised the Board members that a representative from C&V was invited to attend our meetings and no appropriate date could be arranged from C&V perspective.

The Trustee/Auditor group discussed the advantages and disadvantages of moving the day to day bookkeeping needs from the Treasurer to C&V.

Advantages:

#1. Allows the treasurer to become a manager of financial affairs and less reliance on bookkeeping skills
#2. DLS already pays for this service in the fees sent back to C&V.

Disadvantages; Jim Lees felt that DLS loses basic control of their financial needs. Jim felt that as our current treasurer he was capable and willing to continue with the current responsibilities as treasurer.

After discussion of these two points, it was felt by a voice vote, 5 BOT and 2 Auditor all in favor, of continuing with the current arrangement and the BOT/Auditors can revisit this conversation at the start of the fiscal year at the Annual Meeting or during a regularly scheduled BOT meeting in 2019.

B. Landscaping (Mike Wardlaw)

Mike reported that the irrigation system is working with the exception of the front entrance. It still needs additional work. He is in regular conversations with Topcare regarding the entrance as well.

C. Lake Management (Rich Hall)

Rich reported that the large aerator was installed. The light globes in the subdivision have been
cleaned however some showed some damage. The committee will discuss next steps.

D. Communications (Carel Reynolds)

Carel presented a proposal for the new playground set. All approved the motion.
Regarding the lakefront improvements, Carel reported the results of the survey sent to all
homeowners. Results are as follows:
• Out of 187 homes, 66% of homes provided valid useful input.
• 33.33% voted not to have a proposal/vote on a deck, 66.66% voted for a proposal
• 54% voted against any kind of assessment, 46% voted for an assessment.

E. Finance (Jim Lees)

Jim reported that the annual assessment will be mailed June 1.
Attached is our current financial report.

F. President (John Steuterman)

Subsequent to our last meeting, my report is as follows:
#1. Reviewed the efficacy of Top Care Landscape services with Mike Wardlaw, Landscape Trustee. Both Mike and I proposed recommendations to Steve Hellwege of Topcare for improvement on the timing and extent of grass cutting in DLS.
#2. Received from Mr. Greg Hoffmann, the DLS attorney, his recommendations for retention of important documents when planning the digital storage program with Microtek.
#3. I had 3 phone conversations with Mr. Aaron Liess, VP of Microtek Information Storage on protocols for implementing a digital storage system with his company.
a. Microtek was chosen by Tim Schilling from a list of potential companies to handle our digital storage needs.
b. Sent three different emails to the Trustees on the topic of digital storage
c. Per the recommendations from Mr. Liess on organization of our data, passed these recommendations on file identification to each trustee and member of Audit to begin the process of cost identification on digital storage.
d. Discussed with Tim Schilling a revised protocol of starting our digital storage process with the most recent data from our May meeting, the minutes from the 2017-18 Trustee meetings, monthly and yearly financial reports for 2017/18, and the current contracts that support the Subdivision, legal opinions affecting DLS.
e: Any historical data before 2017 would not be scanned at this time. A review of these documents can occur at any time in the future.
#4. Discussed with Ron Nottmeier and Jim Lees their thoughts and recommendations on the use of City Village Tax to handle our day to day bookkeeping needs.
#5. Facilitated the transfer of home addresses from Chuck Toedtman to Jim Lees with Lang Insurance Company. Lang handles our insurance contracts for DLS, Eileen Tow agent with Lang.
#6. Telephone consultation with Mr. David Donovan P.E., from Missouri Department of Natural Resources concerning guard rail requirements and construction on dams.
#7. Reviewed online information provided by Eileen Toy of Lang Insurance concerning guard rails and dam protection requirements.
5. No Amendments of the Agenda

6. Old Business
A. Review of Playground/Lake Development

• Motion to Approve

1) Where as, the Dougherty Lake Subdivision Board of Trustees (DLSBOT) did authorize the establishment of a Lake front Development Committee,
2) Where as, This Committee did meet under the leadership of the Communications Trustee and did establish guidelines for the construction of a lakefront deck,
3) Where as, It is the intent of this committee to request design and build plans from appropriate local companies skilled in deck construction,
4) Where as, The DLSBOT has the fiduciary and legal requirements, per the Indentures, to approve and direct the development of this plan,
5) Where as, this lakefront deck is to be built on, and into, the dam located on the north side of Beaver Dam Road,
6) Where as, Reitz and Jens is the engineering company that designed the dam and represents DLS in questions of engineering,

Resolved that, DLSBOT, upon receipt of design/build plans from appropriate construction companies for the proposed lakefront deck, would submit these plans to Reitz and Jens Engineering Company for review to ascertain appropriate safety, design, and adherence to all stated and/or federal guidelines for structures built on this dam,

Resolve that, Upon the review of these plans by Reitz and Jens, the DLSBOT would make the final determination of the most appropriate design/build plan and submit this information to DLS for comment.

a) Motion approved by all 5 Trustees.

7. No new Business

8. Adjournment/Date for next meeting will be July 11, SGM at 6:30 pm

Respectfully submitted by Carel Reynolds, Communications Trustee

May 2018 Financials