RAINTREE PLANTATION PROPERTY OWNERS’ ASSOCIATION, INC.
Jim welcomed everyone, asking that cell phones be turned off. He asked Pat Prader to lead in the Pledge of Allegiance. After announcing a quorum, President Jim Siegenthaler called the meeting to order at 7:00 PM. Members in attendance were Robert Oakes, Vice President, Bud Meyer, Secretary, Ted Murray, Treasurer, Jack Graser, Matt Morgan, Dan Osolinski and Charlie Thompson. Scott Sebaugh was absent.
Bud made a motion to approve the agenda. Ted seconded the motion. Unanimous.
Approval of Minutes: Bud made a motion to approve the minutes of the May 6 Closed Board meeting. Bob seconded. Unanimous. Bob then moved to approve the minutes of the April 19 monthly Board Meeting. Ted seconded. Unanimous.
Treasurer’s Report: Ted then reported that the Profit and Loss Statement through April using the accrual basis showed:
Total Income $ 502,484.85
Total Expenses -175,214.98
Net Income $ 327,267.87
Presentation of Bills: Totaled $51,784.38. There were refunds totaling $100.00 for a gate card refund
Ted moved to accept the Treasurer’s report and Presentation of Bills. Bud seconded. Unanimous.
Correspondence Report: Bud reported one letter was received regarding campground regulations, four letters were sent regarding a covenant change suggestion, campground damage, damage to bushes at the front entrance and return of the defibrillator to the HOA. There were also 12 general letters sent concerning ACC issues, a boat sticker and violation issues. The violation issues were a boat parked on private property, vehicles parked on common ground, a boat sticker, yard debris and an exterior “For Sale” sign.
General Manager Report: Rich reported he had received three bids for the Long-Range Reserve Study and was waiting on a fourth that is from a local company. The three received are from out-of-state.
Completed projects include:
·The spillway reconstruction between the two small lake
·The campground bathhouse rehab
·Mowing of the upper 50’ of the large dam
·Tire replacement to the yellow tractor
·Tow package to the 2005 1-Ton pickup
·CWI Agreement for billing. They will bill customers but we will still handle the delinquent accounts.
·Traffic study by MO DOT determined we did not need a traffic light but that we did need a turnoff lane and suggest it begin 300 ft from the entrance and at 200 ft. be 11 ft. wide for the final 200 ft.
·Determined that we need 100 new street signs but will need less number of posts.
·Lighting fixtures in pavilion have been changed to bug resistant light bulbs
·Purchase of 2-275 lb tanks equipped with pumps and sprayers for watering and weed spray.
·Preliminary agreement with Northwest Towing to tow vehicles from Raintree. They will need someone with them each time they pickup a vehicle.
Rich then said he had abandoned the idea of purchasing a backhoe and felt it was more economical to rent the special equipment when needed. He then asked for permission to rent a tractor with a side-mounted brush hog for clearing overgrown tree limbs along the streets. The cost would be $2000 per week
COMMITTEE REPORTS:
Administration & Legal: Jim asked the Board to refer to Pages 1 and 2 of the Employment Information Booklet that was in their packets and to the changes so indicated on each page. On Page 1, the last sentence in the first paragraph was deleted relating to department heads. In the third paragraph titled, “Confidentiality” Office Manager is changed to “General Manager” and the fourth paragraph titled, “Hours and Overtime,” the last sentence is deleted.
On page 2, in the first paragraph, “compensatory” is deleted. Hours and Overtime “Certain job assignments may sometimes require an employee to work beyond their regularly scheduled hours, as approved by the General Manager. Once an hourly employee or a salaried non-exempt employee has worked more than forty (40) hours during their regular workweek, they will then be paid at the rate of time and one-half of their regular hourly pay for any overtime hours worked.
Salaried-exempt employee are expected to work whatever scheduled and hours are dictated by their job description, without consideration for overtime. Currently the P.O.A. has only one (1) salaried-exempt employee, the General Manager.
Hourly and salaried non-exempt employees are expected to complete an acceptable time sheet on a weekly basis. The General Manager must approve all employee time sheets prior to bi-weekly payroll.”
The third paragraph titled, “Work Habits” Smoking: Changed to “Smoking is not permitted in any P.O.A. building or vehicle. The third sheet of the packet included the revised paragraphs. Bud moved to accept the changes to the booklet. Ted seconded. Unanimous.
Architectural: Jack reported meetings were held on April 20 and May 4. Approval was given to construct:
· A gazebo on Lot 4, Section 14 on E. Vista
· Remove the existing deck on Lot 22, Section 11 on Morning Glory and replace using the same measurements and style as the previous deck
· A split-level home on Lot 107, Section 23 located on Timberhill Drive. It was assigned #3-10 with 1,550 sq. ft.
· A seawall on Lot 38, Section 12 on E. Vista. The seawall must tie in with the neighbors adjoining seawall and the material used for the backfill must be crushed rock.
Finance: Ted reported. He feels that the Reserve Study should begin as soon as possible and when the fourth bid is received, and the Finance Committee will decide whose bid should be accepted. He then made the motion. Jack seconded. Unanimous.
Jim has received three sealed bids for the campground road – Jokerst, CEG and Dura-Seal. He will be in contact with the President of the Sewer District Board to open the bids and get the work started. Addendums were sent changing the crushed rock base to 4 inches and the asphalt to 3 inches.
Jim has been advised that John Kolish is seeking compensation of his hookup fees to Jefferson County Water and Sewer District from American Water and is considering naming Raintree POA in the suit. He will be talking to the Sewer District Chairman regarding this suit.
Jim then said that the issues with the Labor Department have been resolved and the checks issued and sent. Regarding Covenant changes for the upcoming election, a file has been started.
Lakes and Beach: Dan said it has been quiet. Lee Redman inspected the coves for algae. Our patrol boat is a 1987 Bayliner and parts are hard to find. Dan said that he has $6000 in his budget; a replacement craft should be at least 17 ft, 75-80 hp and to be similar to the Missouri water patrol, have a center console. Dan then moved to purchase the boat. Ted seconded. Motion passed. One abstention.
Bud said that the swim rope at the beach has become detached and should be corrected before Memorial Day.
Maintenance: Bob reported that Rich had covered most of the maintenance issues previously. He thanked the maintenance employees for attending the meeting, Tom Hayes and John Bonner. He does want to have a meeting next month and asked that the Green Works Committee look at the park next to the Glades and the park behind the condos in regard to nature trails. A Family Day is being considered for early fall.
Roads: Bud thanked the members of his committee, especially Jackie. He said there are 53 locations that need repair. Concrete work will be done from Highway B to the Front Gate and 9 locations on Plantation. Their budget is $172,000. We have learned that our concrete streets do not have the proper base and therefore, cannot apply asphalt over them
Rules: Scott was absent.
Security: Matt reported that 15 vehicles and a home had been robbed. A golf cart was stolen from the Club and there were two attempts to break into the Club. He said that motion lights are good. We are upgrading our system to accommodate more cameras. Dan is doing the specs and explained what is planned for the new system. Matt didn’t feel it was necessary to go out for bids and was given permission for Dan to go ahead. Matt then explained how the towing would be handled and that it would not be a harassment tactic.
SPECIAL PROJECTS REPORT:
Water and Sewer: Jim said that he attended the last Sewer District Board meeting. At that meeting he learned that Lake Tishamingo is updating their septic tank system to a sewer system. The company that is emptying the septic tanks asked permission to process the collection at the Raintree plant and was denied permission to come into Raintree.
UNFINISHED BUSINESS:
Small Lakes Spillway: Jim said that the project is completed. Bauman Construction will be coming back periodically to inspect any irregularities that may develop.
NEW BUSINESS:
Annual Meeting: Because of the low attendance at the last meeting at Jefferson College, it was decided to hold this year’s meeting here at the POA building on September 19, 2010.
Rental of tractor with side mounted brush hog. After discussion, permission was given to Rich to rent the tractor.
Bob moved to adjourn. Bud seconded. Unanimous.
Meeting adjourned to Open Forum.
Submitted by Bud Meyer, Secretary