LAKE TANSI VILLAGE PROPERTY OWNERS ASSOCIATION, INC. REGULAR SCHEDULED MEETING OF JUNE 25, 2015 THUNDERBIRD ACTIVITY CENTER A regular scheduled meeting of the Lake Tansi Village Property Owners Association, Inc. s Board of Directors was held on June 25, 2015 at 6:30pm at the Thunderbird Activity Center. Board members present were: Chairman Mike Dalton, President Farrell Odom, Vice President Bruce Wyatt, Tommy Bean, John Beck, Dick Cahill, Will Collis, Steve Chrisman and Allen Webb. Also present were: Gary Dillon, General Manager and Tricia Steinmann, Secretary. Larry Williams, Treasurer was not at this meeting. Approximately 50 property owners were in attendance. AGENDA ITEM I CALL TO ORDER, INVOCATION AND PLEDGE OF ALLEGIANCE A quorum being present, Chairman Mike Dalton called the meeting to order. John Beck gave the invocation and the Pledge of Allegiance was led by Jodi Brown. ITEM II READING AND APPROVAL OF MINUTES A motion was made by Dick Cahill to accept the minutes of the April 25, 2015 meeting and was seconded by Will Collis. The minutes were approved as written. ITEM III REPORTS OF BOARD AND STANDING COMMITTEES (a) Treasurer s Report Larry Williams Mr. Williams submitted a written report (copy attached). The report was given by Chairman Mike Dalton as Mr. Williams was not present at this meeting.
(b) Manager s Report Gary Dillon Mr. Dillon submitted a written report (copy attached) and was present to give his report. In his report, Mr. Dillon stated the Security Gates for the lakes were 95% complete and should be completed in the upcoming weeks. He also stated that the POA had negotiated the services of a firm specializing in aquatic weed management, Estate Management Services, to help in resolving the weed control problem on the lakes which is another project through the dues increase. Mr. Dillon then stated in his report that the Memorial Day weekend Cruise In and festivities were a huge success and thanked Roy Vickers for his months of hard work organizing and planning the biggest craft show Tansi has seen. He then thanked everyone for coming out and supporting the First Annual Lake Tansi Luau and that plans are already in the works to make next year s luau even better. Mr. Dillon also stated that there will be a full weekend of activities planned for every age on the July 4 th weekend that will start on Friday and continue thru Sunday and that the Tansi Exchange Club would be having their annual 4 th of July BBQ. (c) Committee Reports (1) Architectural Control Committee Connie Wunder, Chairperson report. Mrs. Wunder submitted a written report (copy attached) and was present to give her (2) Recreation Committee Ethan Medley, Supervisor of Recreation, submitted a written report (copy attached) and was present to give his report. (3) Security Department Jerry Turner, Chief of Security, submitted a written report (copy attached) and the report was given by Dick Cahill, Board Liaison.
ITEM IV OLD BUSINESS (a) Sewer Update President Farrell Odom gave an update on the sewer (copy attached). In his report, President Odom stated that since the April POA meeting, there was little that is decisively new to report on any eminent sewer status changes and that communications with the State, the Trustee in the TWMI Bankruptcy action and the Water Resources Department were ongoing. He then states that the POA Board had submitted questions, received responses to them and are evaluating those responses. He also stated that the Board is still continuing conversations and gathering information with all interests and responsible parties, local and otherwise, in search of a resolution that is in the best interest of the POA and Lake Tansi Village community. (b) Security Gates Update General Manager Gary Dillon gave an update on the Security gates (copy attached). In his report he stated the project was moving along very smoothly and that the gates at Mohawk and Geronimo lakes were complete. Mr. Dillon then stated that signage would soon be posted at the gates to notify members and guest that they must come by the POA Office if they wished to obtain a key to these two lakes. He then stated that email blasts would be going along with it be posted on the TVs at each of our major locations. Mr. Dillon then stated that the security gate on Lake Tansi was a little more complex requiring a programmable card for access to the Marina and big lake and should be completed within the next few weeks. In closing his report, Mr. Dillon stated that as a matter of policy, guests staying in one of the cabins or an RCI member unit who would like to fish on Lake Mohawk or Geronimo or dock at the Marina would be able to stop at the POA Office and obtain a key or a card for their length of stay and would be required to pay a $20.00 deposit to ensure their return and that there would be a $10.00 replacement cost to the member for a lost key or card. ITEM V NEW BUSINESS Chairman Mike Dalton stated that there were five Actions without Meetings for business that was conducted at work sessions and that there was one more to be added (copies attached) those being: (a) Action without Meeting Purchase of Aqua Cycles for Recreation
(b) Action without Meeting Replacement of Carpet on Putt-Putt Course (c) Action without Meeting Replacement of Washing Machine for Cabin Laundry (d) Action without Meeting Beach Improvements (e) Action without Meeting By-Law Changes Land Contracts Weed Control Lake Mohawk and Lake Tansi (added at meeting) He then asked for a motion to approve all of these six items all inclusive. Tommy Bean made the motion to approve all inclusive and was seconded by Steve Chrisman. The vote was called for and passed unanimously. (f) ACC Recommended Changed to Booklet Discussion President Farrell Odom stated that the Board was going to defer the discussion on the changes to the Architectural Control Committee (ACC) Rules and Regulations booklet until the next meeting. He stated the Board had went to the ACC Committee asking for information on changes that the committee would suggest, especially on items that come up frequently where there are differences of opinions and rulings are not clear. (g) Covenants Update President Farrell Odom gave an update on this agenda item. In his report, (copy attached), President Odom stated that the POA Board had been evaluating the status of the covenants in Tansi this past year, some of which potentially expire within the next two to eight years. He stated that on June 11 th, a Town Hall meeting was held to initiate the very beginning of a campaign to help make the membership and Lake Tansi Village aware of some of the information we have obtained. The update for this meeting was intended only as that same beginning of awareness for addressing an issue that is important to members and the community. President Odom then stated that the Board, through the efforts of our Covenants Committee chaired by Ric Saeger had taken the past several months to acquire enough information regarding the covenants and their status so that they would know and could now answer many of the questions that some will be having regarding their particular covenant. He then gave some important information concerning the covenants and their expiration dates.
President Odom stated that there was no intent to either bring alarm or cause fear that the expiration of these covenants is first necessarily going to have to happen and second that our property values are going to be destroyed, our community fall into disarray and individuals have to be in fear of ever greater consequences. In concluding his report, President Odom stated that the POA Board of Directors and the Covenant Committee believes extension or amendment of these covenants is in the best interest of the POA and our community and the purpose of this update was to simply make the membership aware that a process was being developed to best offer the members and community an opportunity to accomplish this. (h) Weed Control Update General Manager Gary Dillon addressed this agenda item (copy attached). He stated that on June 19 th, himself and a member of Estates Management Services toured Mohawk Lake and found that the lily pads and American pond weeds were growing rapidly and it was determined that an additional 1 ½ acres would be added to the proposed 2.93 acres. Mr. Dillon then stated that an email blast has been sent the morning of this meeting notifying members on Mohawk Lake that on Tuesday, June 30 th at 12:00 noon Estate Management Services would be spraying the lake and that a reminder would be sent on Monday, June 29 th with the date and time again. He then reported that on June 19 th, upon inspection on Lake Tansi, the sloughs that were looked at had 2 target plants that would be focused on, hydrilla and pond weed. Mr. Dillon stated that he and Mike of Estates Management Services were both surprised that with the hot temperatures, that these two plants weren t growing as they had expected they would be. In closing his report, Mr. Dillon stated that they will continue to monitor Lake Tansi and will notify everyone when Estate Management Services sees it feasible to take action to start spraying. (i) 19 th Hole Energy Efficiency Upgrade General Manager Gary Dillon stated that an email had been sent to the Board members concerning the A/C system at the 19 th Hole not comfortably accommodating people that dine there due to the early season heat. He then stated there were things that could be corrected to make the 19 th Hole more comfortable. Mr. Dillon stated there had been contacts made with J & M Insulation Company to increase the insulation from a R-19 value to a R-38 value of insulation at a cost of $3,000.00 for labor and material; Budget Blinds to install SPF90 solar energy tinting to the six big windows and door going to patio for material and labor; and replacing five power vents in house at the cost of $850.00 making the total cost for energy upgrades $5,124.00 with an additional $800.00 for anticipated incidental expenses (copy attached).
Chairman Mike Dalton stated on the dues increase there was $14,000.00 allocated for energy upgrades and as of this date, $4,102.00 had been spent. He asked Mr. Dillon if he was requesting $5,924.00 for these upgrades and with this amount it would make a total of $10,000.00 spent. Mr. Dillon stated that was correct. President Farrell Odom stated that this has been an unbelievable hot season and unbearably hot there and that this was an emergency action but fortunately the Board had already had plans and dollars to be able to help correct this. Mr. Odom then made a motion to transfer the funds necessary that Mr. Dillon had requested, $5,924.00, from the dues increase monies set aside for this particular action. Allen Webb seconded the motion. The vote was called for and passed unanimously. ITEM VI ADJOURNMENT At 7:15pm, there being no further business to be brought before the Board at this time, Bruce Wyatt made a motion to adjourn and the motion was seconded by Tommy Bean. A verbal vote was taken and passed unanimously therefore the meeting was adjourned. These minutes were mechanically recorded and are on file at the POA Office. SUBJECT TO BOARD APPROVAL AT NEXT REGUALR SCHEDULED MEETING.