Minutes September 8, 2019

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Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:30 am at the Scenic Estates Clubhouse.

  • Board members present: Jeff Smith, Doug Cash, Ben Twigg, Sharleen Peitsch-Tyerman, William Enoch

  • Board members absent: None

  • Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

Voting Status: All board members present are in good standing. Quorum.

Changes to the Agenda:  None

Approval of Minutes:

  • Sharleen motioned to approve the Board of Directors’ Meeting Minutes from August 24, 2019.  Ben seconded.  Passed.

  • Sharleen motioned to approve the draft of the 2019 AGM minutes for release to the membership.  William seconded.  Passed.

Member Communications:

  • Letter to LISE requesting bound lot status-The member needs to provide additional documentation for application. Table request pending receipt of additional documentation. 

  • Letter to LISE about backhoe-Discussion about necessity for having our own equipment.

  • Swim Lake Safety Equipment-Verbal communication from member about condition of life ring.  Life ring was replaced on 9/06/2019. 

  • Condition of the Cabana Bathrooms-Verbal communication about the condition of the women’s bathroom.  The staff is scheduled to address maintenance issues over the winter.

Reports:

  • President  

    • We received a letter from Laura McLaughlin at the DOH requesting that we encourage people with concerns about dogs at the lake to work with our Operations staff.  Discussed adding new signs at the lake and investing in dog bag receptacles.

  • Finance

    • Ben will follow up about getting bank accounts and signature cards updated.

  • Operations/Water

    • William reviewed the Operations Report. 

    • Large dock removal is scheduled for October 3.  Small docks are scheduled to be removed on September 19.

    • William motioned to purchase the 2017 Case 580N backhoe based on the quote from Farmers Equipment Co. Ben seconded.  Passed. 

    • William motioned to transfer an amount not to exceed $85,329.50 from Reserves for the purchase of the backhoe.  Ben seconded. Passed.

  • Communications/Planning

    • Jeff intends to begin including things that happen at the board meetings in the newsletter.

  • Administration

    • Discussion of prioritizing goals for the upcoming year.

Old Business:

  • Discussion about a possible solution for reinforcing the clubhouse foundation.

New Business:

  • Review of Outstanding Action Items.

  • Discussion of drafting a release of liability and/or certificate of co-insurance for clubhouse rentals and incorporating it into the established clubhouse rental form. 

Other Business:

  • Next BOD Meeting: October 20, 2019 at 9:30am.

  • Sharleen motioned to go into Executive Session at 10:52 am to discuss a complaint against an employee.  Ben seconded.  William opposed.  Jeff abstained.  Motion carried. 

  • No action taken in Executive Session.  Open meeting called back to order at 11:17am.  Complaint made by Sharleen, acting as an individual member of the board, against Isaac.  Sharleen recused herself from the conversation.  Discussion about whether Isaac was an employee or member at the time of the incident.  Determined that Isaac was not on the clock at the time of the incident and therefore, the complaint is not a complaint against an employee, but rather, a member complaint against another member.  William motioned that the board acknowledge that they have received the complaint, but the complaint is not to be put in Isaac’s personnel file and the discussion is closed. Ben seconded.  Passed.

Adjournment: 11:36 am.

Click here to see a table of the action items to be completed by board members as of September 8, 2019.