Fishhawk Lake Reserve and Community

Transcription

1 Fishhawk Lake Reserve and Community MINUTES of Fishhawk Lake Reserve and Community Meeting date: June 13, 2015 Call to order: Monthly Meeting of the FLRC Board of Directors was called to order at 9:30 a.m. by Randy Taylor. Board Members in attendance: Randy Taylor, Mark Robben, Vic Dykstra, Mark MacDonald, Ralph Rossknecht, Sherry Ploor and Al Bannon. Board Members not in attendance: Sally Doherty and Mike Nanson. Lake Members open Forum *Kevin Adolphson expressed concerns with conventional herbicide application and suggests asking Counties to not spray ditches. * Randall Baldie discussed dead trees across the creek and potential hazards. *Doug Barlow voiced frustration with people not cleaning up after pets despite Dog Poop Stations. Approval of minutes: Motion was made by Al Bannon, and seconded by Ralph Rossknecht to approve the minutes of the April 11 th 2015 meeting. Motion carried. Employee Reports Office Manager-Amanda Graham RECEIVING: $4, (Current year s dues plus 5 stickers). Desktop Deposit Machine is now working. Outgoing Server: When messages were sent to the office , senders were receiving a bounce back error message stating Child Status 100, inbox full. This actually had nothing to do with the inbox being full but due to the SMTP server not having sufficient space. The issue has been resolved. Mass s: 5 messages were sent to the 204 members who have addresses on file during the month of May; on average 165 were opened however messages sent 19 members who have CenturyLink s are going to spam folders. Voic CenturyLink is finally forwarding calls to voic after 5 rings. Kall8 voic sends the office an each time a call is missed as well as voic audio files. B&G and Utilities- Travis Graham

2 Board Reports May was a busy month. Mowing and trimming has been in full swing. We had a successful fire wise work day. We rented a man lift prior to fire wise and trimmed trees along the roads up about feet. We then rented a chipper for the cleanup and chipped the debris. Creating a large pile of chips for landscaping projects around the lake. We also had seven dead and dangerous trees removed on Northshore. The water plant has been working really well. We have one of the main pumps out for repairs/preventive maintenance. We expect to get it back and reinstalled in the next week or so. We have been continuing to replace curb stops as needed. We replaced three this month. The waste water treatment plant is also preforming really well. We had a few maintenance issues this month that we got repaired in house. The areas that we filled on the island and north shore are complete, now we just have to let the grass grow. For now we are watering on the island in hopes of fresh new grass by the fourth of July holiday weekend. I think we are going to let the bigger area by the fire station grow naturally and see how it looks when the early fall rain returns. i am concerned that we may have a drought this summer, so conserving water may be necessary. We are set to spray weeds on the 22 nd, we will see how that works and re apply mid- July if necessary. Dredging starts on Monday. We have spent a little time getting the dredge ready, so we will start pumping mud first thing Monday morning. It has been a constant chore keeping the equipment running, the cub cadet zero turn seems to breakdown once a week. Along with the Kubota backhoe, it will be time to replace these machines in the near future. For now we just keep repairing them the best we can and continue to get use out of them. Legal- Al Bannon: Water totals for May 757,930 gal made 1.16 Of rain this is extremely low for our area Last year in may we had 3.73 and thought it was a dry month. Treasurer- Mark Robben Secretary- Sally Doherty Communications- Randy Taylor Buildings & Grounds- Mike Nanson

3 Personnel- Randy Taylor Executive Advisory- Randy Taylor Committee Reports Project Solutions (FHIPS)- Vic Dykstra: *FLPS meeting May 1st. Discussed the recent meetings with ODFW. Good progress is being made. Western Oregon Electric was contacted about Co generation. They have been contacted in the past. Still a possibility. New funding thru a Dept. of Agriculture grant was checked into. Will continue toward the next step. PSU was to arrive with more teams Saturday afternoon to continue their study. The list of Engineers compiled was discussed and reduced to 7 companies. A meeting with presentation and offer to bid services is next. Financial discussion on options to get funding. Options are limited but we knew that. OWEB grant application. A committee was formed to assist Tom in his effort on this. Tom has spent a great deal of time and effort on this. The committee can assist with questions and pinpointed approach. The August annual meeting presentation. Financing strategy to update members and discuss options to proceed with approval. *FLPS meeting June 6th Janine has been working on a new funding grant thru the dept. of Ag. Deadline is July 8th. Very tight timeline. Unlikely a grant writer will work that fast. The team is looking at a date in mid-july for an Engineer pre proposal meeting. Our presentation will be made with an invitation to bid design build. A committee was formed to entertain any hair brained idea for funding. The question came up can we issue bonds (Tom) Preparation for the August board meeting is next step. A water quality specialist will consult for $2000. Checking to see what that covers. Three PSU teams presented their projects. A new fish ladder design and lots of ideas. One team did a beginning approach to water quality. Not very comprehensive but a stepping stone toward next season.

4 Weed Committee- Randy Taylor: Last year pond weed was the main issue, this year elodea is the main area of concern. Aqua Herbicides have been purchased and we will begin spraying on June 22 nd. Long Range Planning- Ralph Rossknecht Safety Committee- Mark MacDonald: Accidents, injuries, or near misses: Since the beginning of April, there have been no reported accidents, injuries, or near misses to FLRC employees, and no other reported incidents of safety significance in the Fishhawk Lake area. Old Business Training: Our full-time operations employees are enrolling in the ten-hour on-line OSHA safety course, which is baseline training covering a wide range of topics. Safety program updates: I am updating the FLRC safety program and documentation, bringing our program into alignment with current OSHA standards. Architectural Committee- Sherry Ploor: 7 applications were submitted last month and all were approved. Neighborhood Watch Committee- Glen Post: A bicycle was stolen from in front of Kathy Cardona s house. Social Committee- Glen Post: July 4 th will be the actual date of fireworks, August 8 th Dock Crawl; still short a volunteer to host main course, September 5 th is Fun Day. *Discussion: Members property not in compliance with Architectural application and CC&R s. Board concurred to impose fines Name Change-Completed Website Development-Randy Taylor: In the process of putting website together. Seeking volunteers who would like to work on the website with me. New Business Budget: Discussion: Pros and Cons of selling, leasing or purchasing Equipment. Contracting work. Planning for the future Special sessions to discuss breakout numbers once the Reserve Study is complete. Budget Tabled by Randy Taylor to discuss at a future meeting.

5 1 Dues Dues Actual Budget % Inc Over 2 F11-12 F12-13 F13-14 F14-15 F14-15 F15-16 F14-15 Budget 3 Number of dues-paying lots Reserves Budget 34, , , , Operating Budget ######## 337, , , ######## 360, , , , , Annual Dues 1, , , , , % 10 Percent Increase Actual Actual Budget Year to Variance 13/14 Pct % Budget Actual Pct Chg% Budget % Inc Over 12 Date Under/(Over) Variance thru May B vs A 13 F11-12 F12-13 F13-14 F13-14 F13-14 Budget/Actual F14-15 F14-15 vs F14-15 F15-16 F14-15 Budget 14 INCOME 395, , , , , , , % $ FROM RESERVES 86, , , EMPLOYEE EXPENSES 19 Contract Certification Service 7, , , , , , , % 20 Payroll ######## 127, , , , , , , % 21 Payroll Taxes 13, , , , , , , , % 22 Health Care/ WC 9, , , , , , , % 23 ######## 156, , , , , , , % MAINTENANCE 26 Equipment 15, , , #DIV/0! 30, , , % 27 Dam/government Issues 25, , , , , % 28 Bldg. & Grounds/Roads 31, , , , , , , , % Vehicles & Fuel , , #DIV/0! , #DIV/0! 24, % Misc , #DIV/0! % 29 Dredge 10, , , , , , , , % 30 Sewer Plant 3, , , , , , , , % 31 Spoils Removal 84, , , , , , , , % 32 Water Plant 6, , , , , , , , % 33 Weeds Removal , , , , , , % 34 ######## 117, , , , , , , % 35 GENERAL 36 Accounting & Payroll Service 5, , , , , , , % 37 Insurance 12, , , , , , , , % 38 Legal & Collections 12, , , , , , , % 39 Licenses/Permits 3, , , , , , , % 40 Long Range Planning , #DIV/0! #DIV/0! Office 8, , , , , , , , % 42 Property Taxes 2, , , , , , , , % 43 Social 2, , , , , , % 44 Utilities 21, , , , , , , , % 45 68, , , , , , , , % Interest Income credit -5, , , , , TOTAL OPERATING BUDGET 364, , , , , , % Operating Budget ######## 337, , , , , , , , , , Reserve Reserve Reserves Reserves Pct Chg% 51 Balance Balance Balance Balance Option 2 52 F11-12 F12-13 F13-14 F RESERVE FUNDS 57, $ Moved from Reserves 55 Buildings ######## 100, , , Dredging & Spoils 38, , , , Dam 20, , , , Grounds & Equipment 57, , , , Land 12, , , , Long Range 61 Roads - Repave 86, , , , Self Insurance on Dredge 35, , , , Sewer Plant ######## 104, , , Water Plant 82, , , , Bad Debts 2, , , , Interest Income credit HOA Initiation fees credit ######## 566, , , Percent Funded *Social Committee Raised $188 for Fireworks. Revised 3/18/2014 FLRC OPERATING BUDGET ANALYSIS, FLRC RESERVES ANALYSIS, FLRC PROPOSED DUES, Reserve funds spent in 2012 an 2013 were for the McMillan Engineering work approved by the board in 2012.

6 Adjournment: The meeting was adjourned at 10:26 a.m Minutes Completed by: Amanda Graham

7