Meeting Minutes

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

Dougherty Lake Subdivision Trustee Meeting Minutes

October 25, 2017, 6:30 pm

 Saint Gerard Magella

Conference Room

 1.      John Steuterman called the meeting to order.

 2.   Roll call by Carel Reynolds: All trustees present except for Rich Hall with an excused absence. Audit committee members Ron Nottmeier, Dick Hibbs and Tim Schilling were present. Guests included Karen Myrick, Tracy McMillin and Sandy Powers.

 3.  Minutes from the September 20 board meeting were approved.

4.  Report of the Trustees

         A.  Landscapping (Mike Wardlaw)

1.  Mike reported that he has attempted to obtain a landscaping bid from three companies but has only received one bid from Topcare. John asked for a vote to approve hiring Topcare, all approved subject to our attorney looking over the contract.

2.      Mike has investigated the holes reported in the playground area and plans to repair them.

3.      Camberwell Court cul-de-sac will be addressed as well as the fence along Des Peres Road.

4.      Mike reported that the irrigation system has been shut down.

         B.  Lake Management  (Rich Hall)

1.      In his absence Rich submitted a written report.

2.      The two tall lights by the dam and the one tall light by the playground have been repaired. New LED light fixtures have been installed along with a daylight sensor making these lights essentially dawn to dusk lights.

3.      The light at Stump Road/Stump Court is scheduled to be repaired on November 6.

4.      Lake aerators will be turned ovv in early November and will be turned back on in Maarch.

5.      General thought: As we make plans for future improvements to our neighborhood (Lakeside development, potential tree removal on the dam, lake dredging, dam inspection, etc.) Rich recommends that we review the more recent documents/reports we have received from our engineers (Reitz & Jens) and ask them for their expert opinion. This will cost a few $$ but whatever we do in/near the lake, we must maintain the integrity of the dam.

         C.  Communications (Carel Reynolds) – No report

         D.  Finance (Jim Lees)

1.      All finances have been turned over to Jim and he is in the process of verifying account balances. A computer was purchased solely for the use of the Treasurer Trustee.

2.      Jim asked that all original receipts for purchased by turned into him as soon as possible.

         E.  President (John Steuterman)

1.      John tendered his resignation as Interim Landscape Trustee

2.      John has established an Indenture Focus Group.

3.      John asked Carel Reynolds to contact the McCulla’s to verify that their play structure is complete.

5.   Amendment of the Agenda – None

6.   Old Business

                  A.  Jim Lees reported that he is working with a CPA firm to resolve the delinquent tax situation.

                  B.  Carel Reynolds is working to organize the Focus Group Discussions and will report back next month.

7.   New Business – None

8.   The meeting was adjourned. Date and time for next meeting will be December 6 at 6:30 pm at St. Gerard Majella conference room. This will be primarily a budget meeting as well as planning for the Annual Subdivision Meeting on January 24 at 7:00 pm at Des Peres Lodge, Oak Room.

Respectfully submitted by Carel Reynolds         

Dougherty Lake Subdivision Trustee Meeting Minutes

September 20, 2017 – 6:30 pm
St. Gerard of Majella
Conference Room 227

1. John Steuterman Called the Meeting to Order

2. Carel Reynolds took roll call: John Steuterman, Rich Hall, Carel Reynolds, Chuck Toedtman, Greg Hoffman, Ron Nottmeier, Jim Lees and Richard Hibbs were present

3. Minutes from the 8.23.17 meeting were approved.

4. Report of the Trustees
A. Landscapping (no report)
B. Lake Management (Rich Hall)
In an attempt to address the scum on the lake, Rich has begun a more aggressive treatment plan. Rich also shared his plan to replace the street lights at the lake and playground. All approved his recommendations.
C. Communications (Carel Reynolds)
Planning for the October 1 Fall Picnic is in full swing. Mr. Osman offered to bring his racing boat to the event for photo ops and all approved. Chuck Toedtman offered his driveway or front lawn for parking the boat.
D. Finance (Chuck Toedtman)
Chuck reported the Account Balances as of 9.20.17
a. Checking – $21,831.25
b. Lake Reserve – $100,284.17
c. Money Market – $67,673.60
d. $27,677.37 spent to date this fiscal year
e. $40,000.00 was moved into the Lake Reserve
f. Liability Insurance has been paid
E. President (John Steuterman)
John plans to address the Public Works letter with Mr. Meyer personally.

5. Amendment of the Agenda
A. Temporary Landscape Trustee
B. Tax Filings
C. Dam and Trees Report

6. Old Business
A. John asked for a vote of acceptance of the resignation from Lisa Kadel/Landscape Trustee. All approved
B. John asked for a vote of acceptance of the resignation from Chuck Toedtman/Treasurer. All approved.
C. John asked for a vote for the appointment of James Lees as Trustee/Treasurer (Interim). All approved.
D. Discussion of Missouri Revenue Tax Request
a. We received a letter from the State of Missouri stating that we had not filed taxes in 2014. Chuck Toedtman admitted that he had failed to file taxes in 2014, 2015 and 2016.
b. John insisted that this be rectified and asked for Mr. Hoffman’s advice as our attorney. Mr. Hoffman will write a letter asking for more time to gather the necessary documents to file taxes for all three years. Chuck agreed to gather the necessary documents as quickly as possible so that Mr. Hoffman can hire an outside CPA to handle the filings.
E. Transition of Accounting Information/Chuck and Jim Lees
a. John asked Chuck when he would be able to transition the accounting files to Jim Lees and Chuck stated he would do so as soon as possible. This answer was not acceptable and asked Chuck to come up with a date that this transfer can be expected.

7. New Business
A. John asked for a vote to appoint Dr. John G. Steuterman, Jr. as Interim Landscape Trustee until a replacement can be found. All approved.

B. John began a discussion regarding the establishment of subcommittees under each Trustee in order to keep up with the needs of our aging subdivision. All agreed and John, Carel and Rich will begin working on a mailing to the homeowners. John also recommended we request the opinions of all homeowners on what they prefer we do to improve Dougherty Lake. Carel and John will work on that survey.

C. Discussion on Lake Health
Rich Hall would like to seek advice from Lake Management professionals. All agreed.

D. John recommended we go out to the homeowners via survey to learn how they invasion improving the neighborhood aesthetics and development Three areas we feel need addressing are below. Carel and John will begin working on this.
a. Playground
b. Front Entrance
c. Development of Public Lake Access

E. The question was asked whether we should consider Professional Management of the Subdivision. Several stated that this would be a last resort if we are not able to obtain volunteers from the homeowners. We all need to be invested in our neighborhood for its future success. We will wait to see what the survey shows us.

8. The meeting was adjourned

9. Date and time for next meeting will be October 25, 2017 at 6:30 pm at St. Gerard Majella.

Respectfully submitted by Carel Reynolds, Communicaations Trustee

John Steuterman         Carel Reynolds               Richard Hall
President                        Communications          Lake & Lighting

James Lees                                     Michael Wardlaw
Treasurer                                         Landscaping