All posts by Carel Reynolds

January 17, 2018 Dougherty Lake Subdivision

Trustee Meeting Minutes

St Gerard Magella, Room 227, 6:30 pm

1.          John Steuterman Called the Meeting to Order

 2.   Roll Call by Carel Reynolds: John Steuterman, Michael Wardlaw, Rich Hall, Jim Lees, Ron Nottmeier, Dick Hibbs and Carel Reynolds were present.

 3.  Minutes from the December 13, 2017 BOT Meeting were approved.

 4.  Report of the Trustees

                             A.  Landscaping: Mike Wardlaw reported all is going well and that he will have an extensive written report for the annual meeting.

                             B.  Lake and Lighting Management: Rich Hall

                             C.  Communications: Carel Reynolds reported that many homeowners have contacted her regarding revisiting the lakefront development. She is actively reaching out for signatures on a petition to revisit the lakefront development. Carel also reported that the Annual Meeting First Class mailing went out to all homeowners as required by the indentures.

                             D.  Finance: James Lees gave the following report

• Current Account Balances
• Checking – $2,485.42
• Money Market – $64,608.26
• Lake Reserve – $100,302.36
• Income Received – $118.55
• Funds Transferred from US Bank to Money Market $2,600.00
• Bills Paid – $3,265.38
• The 2018 Assessment will follow the CPI increase

                             E.  President: John Steuterman has had several conversations with Des Peres Public Works and MO American Water about the water leak at the playground. He will be following up with Mo American Water again.

                             F.  Audit Committee: Ron Nottmeier reported that he and Jim Lees are working diligently to reconcile our financial position which will be reported in depth at the annual meeting.

                                           a. Jim and Ron plan to attend an upcoming seminar sponsored by Sterling Management Solutions and Carmody MacDonald Law Firm regarding Legal Collections in February.

5.   Amendment of the Agenda – None was presented

6.   Old Business

                             A.  Review Protocols for Annual Meeting

                                           a. All Trustees should forward a written report for the Annual Meeting to Carel Reynolds for placement on the DLS website. In addition, an email will be sent to every homeowner asking them to download the reports.

                                           b. John stated that during the Annual Meeting any discussion will be directed to the topic so as to reduce extraneous conversations.

                             B.  Motion to accept Lake Development Recommendations

A.  Whereas ,  The Board of Trustees did solicit by email volunteers from each resident email from the Subdivision to meet as a Subcommittee under the direction of the Communication Trustee to develop concepts for Lake Development,

B.  Whereas.  this Subcommittee did meet under the direction of the Communication Trustee,

C.  Whereas, this committee did present recommendations and signatures to the BOT to reflect their efforts,

                             Resolve, the DLS BOT will review the recommendations and propose the following plans:

1.        Architectural and Engineering Drawings developed by licensed Missouri Professions to reflect the opinions of  the Subcommittee and the BOT.

2.  Development of a Budget for the Lake Development

3.  The results of these plans will be reviewed by the BOT and presented to the Subdivision for final approval at a future date in 2018.

Motion to Discuss, There was no discussion and the motion passed. Carel will meeting with her committee to begin the process.

7.   No New Business

8.   Adjournment/ next meeting will be the January 24, 2018 Annual Meeting at the Lodge at Des Peres at 7:00 pm.

Respectfully submitted by Carel Reynolds, Communications Trustee.

Minutes of the December 13, 2017 Board of Trustees

Dougherty Lake Subdivision

The meeting was called to order by John Steuterman at 6:30 pm.  The following Trustees were present:  Mike Wardlaw, Rich Hall, James Lees, John Steuterman.  Carel Reynolds was absent with excuse.  Time Schiling represented the Audit Committee.

The Minutes for the November meeting were approved as presented.

Report of the Trustees

A.          Mike Wardlaw presented preliminary discussions he had with several homeowners and a landscape architect, Mary Pat Monterubio.  At this time, the Trustees will await the plan developments per his subcommittee as to horticulture and potential monument changes to the Front Entrance.   Mike had questions as to what entity had jurisdiction over our storm sewers.  At this time, according to Public Works, the storm sewers in our subdivision are the responsibility of MSD.

B.  Rich Hall presented his 2018 Budget.  The additional entry of $6000.00 would be allocated toward engineering studies to insure correct dam maintenance scheduling.  Rich anticipates, with Mike Wardlaw’s help, to place a number of Christmas Trees into the lake for fish habitat. 

C.  Jm Lees presented an overview of his proposed budget for 2018.  Jim stated that he has had a great deal of work involved in correcting some of the information to give a better financial overview of the Subdivision.  Jim feels that the new budget will correctly and accurately reflect the positive financial position of the Subdivision.  Jim anticipates a COLA increase for the 2018 budget and he plans to contact City and Village Tax Inc. for that information.

D.  John Steuterman advised the Trustees that he had been in contact with Jim Lees and Greg Hoffmann concerning the Missouri Tax situation.  Both Jim and John indicated that a positive outcome is expected though we are unsure as to any fines that could be levied.

John discussed the concerns on reports that are emailed to various Trustees not being digitally delivered in a timely manner.  After some research with a private IT company, the recommendation is as follows:   If a report is sent by email, accept the report but do not engage in conversation ‘threads’ as this process can, and will, short-circuit the delivery process to the appropriate  recipients.  The recommendations of the IT company is as follows:  If a response is require to an email with a large report attached, consider a separate email response as opposed to stacking treaded conversations.

John advised the Trustees that the information being complied for the 2018 Annual meeting will be placed on the DLS website as opposed to a general mailing. The Agenda will be mailed first class to all residents 10 days prior to the annual  meeting per the indentures. 

The agreement amongst the Auditor and attending Trustees that in the event of an expenditure in excess of $5000.00, a report to the Subdivision was expected. 

E.  Carel Reynolds emailed her report to the Board.  Carel continues to work with her subcommittee concerning the playground and potential lake front development.  At this time, the consensus of here groups is to improve the lay surface under the swings and not replace the whole swing set.  As to lake front development, Carel’s group feels that reconsideration of a deck is a reasonable discussion for the Annual Meeting.  

F.  Ron Nottmeier was not able to attend the meeting.  Ron had emailed his report on City and Village costs to the subdivision and he feels that a negotiated fee is a reasonable option for DLS.  Tim Schilling was present as Auditor and concurred with Ron’s assessment.  The Trustees felt, as a group, the after the Annual meeting, the topic of fee negotiation with CVT will be considered.

G.  The Trustees approved the motion as follows:

1.Resolve,  The DLS Trustees are authorized to secure the services, through competitive bidding, of a land survey company to determine the current, and correct, boundaries of the common grounds listed as such:

1.   Common ground north of the culvert up to    Four Winds Farms

2.  Common ground area bordering Lake

3.  Playground common ground                       

Mike Wardlaw and John Steuterman will collaborate on securing the bids and services of a Land Survey Company.

The meeting was adjourned at 7:30 pm with the next meeting to be held on January 17, 2018 at 6:30 pm in a room to be determined at Saint Gerard’s of Magella School.  This meeting will be held to discuss the Annual Budget and  protocols for organizational and information flow.

Respectfully submitted,

John Steuterman

President

Board of Trustees

Dougherty Lake Subdivision