Trustee Meeting Minutes

Dougherty Lake Subdivision Trustee Meeting Minutes

January 23, 2019, 6:30 pm

St. Gerard Majella, Room 227

1. John Steuterman called the meeting to Order
2. Roll Call by Carel Reynolds. All trustees present and auditors Ron Nottmeier and Tim Schilling.
3. Minutes for the December 19 meeting was approved
4. Report of the Trustees
5. Landscaping (Mike Wardlaw)

Mike has reached out to two vendors this week to get bids on cutting/trimming the trees along Des Peres Road per the request of the city. The City of Des Peres will grind down the stumps once they finish cutting trees around the city. They cut all the trees at once and then grind stumps in a circuit of sorts.

Mike also confirmed with Top Care that they are ready to go for the new season.

1. Lake Management (Rich Hall)

The Christmas trees are going in as soon as possible. The new monument lights are installed. Rich is also working on a manual for management of the lake and lights.

1. Communications (Carel Reynolds)

Carel is ready to begin the process of working on the directory. Carel asked Jim Lees to forward any new resident reports he receives from City and Village so that she can send a welcome packet to them. Carel has also been fielding a lot of calls regarding the deer population. Our alderman is now involved.

1. Finance (Jim Lees)

See report.

1. President (John Steuterman)

See report. John asked that all trustee reports be sent to him and Carel by February 1 so that they can be posted to our website prior to the annual meeting.

1. Audit (Ron Nottmeier)

See reports regarding City and Village activities.

5. Amendment of the Agenda

None

6. Old Business
7. Approval and Finalization of 2019 DLS Budget

Tim Schilling will finalize the budget for 2019 and it will be posted to our website prior to the annual meeting.

1. Format for Trustee and Auditor Reports for Annual Meeting

John Steuterman asked that everyone keep their reports short and concise.

1. Discussion on Absentee Ballot Proposal

Rich Hall stated that he is not ready to present the absentee ballot change. Instead he suggested we discuss it with the homeowners at the annual meeting.

1. Legal Agreement @ Mr. Ruben/DLS (Reynolds/Steuterman)
2. Transferring DLS legal files to Ruben from Hoffmann

Carel Reynolds will confirm that Greg Hoffmann’s files are up to date regarding indenture changes. John will deliver the files to Mr. Ruben.

7. New Business

• City and Village Escrow Account for DLS (Nottmeier/Lees)

• Ron proposed that reasonably detailed (a) Statement of Revenues, Expenditures and Cash Balance for the preceding year and (b) Budget Statement for the upcoming year be electronically provided to all residents at least 1 calendar week before the Annual Meeting. All agreed and it will be presented at the annual meeting for a vote.
• Ron proposed that we email the annual meeting notice instead of mailing first class. Carel Reynolds stated that per the current indentures we are required to mail first class.

8. John adjourned the meeting.

Respectfully submitted by Carel Reynolds, Communications Trustee

Approved via email by all Trustees.

January 23, 2019 President’s Report

1.23.2019 Finance Report

1.22.2019 Lake and Lights Report

Dougherty Lake Subdivision Trustee Meeting Minutes

 December 19, 2018, 6:30 pm

St Gerard Magella, Room 227

1.          John Steuterman called the meeting to order.

 2.          Roll Call by Carel Reynolds. Present were John Steuterman, Mike Wardlaw, Jim Lees, Carel Reynolds and auditor Dick Hibbs. Rich Hall was excused for out of town business.

 3.  Approval of the Minutes from the November 28, 2018 meeting.

 4.  Report of the Trustees

 A.  Landscaping (Mike Wardlaw)

 Mike reported that since Rietz and Jens required us to remove all of the trees along both sides of the dam, the City of Des Peres has completed removal.  The roots should not be a problem in the future.

B.  Lake and Lighting Management (Rich Hall) (received after the meeting)

Lake update:

No activities in December. Rich requested that Carel send out the Christmas Trees email to residents as we will once again want to collect Christmas Trees to sink into the lake.  As usual we would like the tree accumulation point to be at the corner of the lake near the stairs.

 Lights Update:

North Monument light was repaired by Jeff Rubin. New monument lights have been ordered and plans have been made to install the new lights in a more permanent and professional manner.  The current monument lights have never been installed properly.

 Trees by the Lake

Because Rich missed the meeting, he was unaware of what discussions, regarding the removal of the trees, occurred at the December meeting. He was wondering if we should consider: 1) Installing a bench in the shade by the tree near the steps, 2) Consider some type of canopy to shade the existing benches by the lake (as there is no more shade there now, with the removal of the trees).

C.  Communications (Carel Reynolds)

No report

D.  Finance (Jim Lees)

See attached report

Ron Nottmeier asked Jim to consider purchasing 1 or 2 CDs to earn more interest.

E.  President (John Steuterman)

See attached report

F.  Audit (Ron Nottmeier)

Ron shared a report from City and Village explaining their procedures regarding the escrow account. Ron reported that the audit committee will finish their report to be presented at the annual meeting. He also asked Mike Wardlaw to verify invoices and payments for Top Care.

5.   Amendment of the Agenda

Annual meeting format. It was decided that we will mail the agenda, nominations, and motions through City and Village prior to the meeting. The balance of the reports will be sent via email/mail to residents prior to the meeting or posted to our website. 

John Steuterman agreed to run for another term if no one else steps forward.

6.   Old Business

A.  2019 Budget Finalized (Tim Schilling)

Once the budget is final, Tim will email it to the trustees for final approval.

7.   New Business

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

John will send paperwork to City and Village.

B.  Discussion on Absentee Ballots for Subdivision Affairs

Jeff Rubin and Rich Hall were absent so the discussion was tabled.

C.  PNC Bank (Steuterman)

Motion to repeal special meeting vote for bank transfer. All voted in favor of staying with US Bank.

D.  New attorney discussion (Steuterman, Nottmeier and Hibbs)

A contract sent to John from Andrew Ruben of Paule, Camazine & Blumenthal, P.C. was sent to all to review. A decision needs to be made quickly for representation.

E.  John Steuterman, Ron Nottmeier and Jim Lees will meet with City and Village to discuss how they can help us manage our subdivision financial needs.

8.   John Adjournment the meeting. Date and time for next meeting will be January 23, 2019 at 6:30 at St. Gerard Majella School, room 227.       

Respectfully submitted by Carel Reynolds, Communications Trustee.

December 19 2018 BOT Meeting Minutes

Finance report 12.19.18

December 2018 President’s Report