PineIslandRidge.org - 2016 July Meeting Minutes

2016 July Meeting Minutes

Pine Island Ridge Community Association
Monthly Board Meeting
July 18, 2016

Call to Order: Meeting was called to order at 7:00 pm by President Pro Temp – Secretary Vera Lippie.

President Pro-Tempo Lippie asked for a volunteer to take the minutes as she has to conduct the meeting. Board Member Zubeck agreed to assume the duties of the Secretary for tonight’s meeting

Attendandees
Board Members: Vera Lippie, Dave Kwiatkowski, Elizabeth Sengupta, Cornelius
Kostelyk, Mike Pocius, Marc Zubeck, Bob Smith, Cheri Aleksic,
and Rohn Hahn

Proxies: Yolla Blair gives her proxy to Vera Lippie

ARC: Rich Forman

Homeowners: Joshua Lawrence, Dave Wells, Paula Wells, Jeri Zerkel, Kathy
Hilbrich, Sue Brownewell, Keith Brownewell, Jeff Kwolek, Karen
Danko, Cathy Hojnacki, Jim Onik, and Rich Mulder

Town Visitors: none

Qourom: Acting Secretary Zubeck announced that there was a Qourom and official business could be conducted.

Approval of the Minutes from June 20, 2016 Board Meeting. Said minutes as presented where approved by voice vote with the following amendments:
• Mr. Procius amended the word quitting in the first bullet point in the Treasurer’s report to done

• Mr. Zubeck amended the third bullet point in the Treasurer’s report by striking at whole point and replacing with Marc Zubeck questioned if there was sufficient funds to cover the cost of the Ash tree removal project since it was approved and not budgeted. He quickly calculated that it appeared the reserve account would be depleated to under $2,500 if $20,000 was used.

• Mr. Zubeck requests that a sentence be added after the record of vote to recap said vote as follows – Motion to approve the Treasurer’s report fails by a vote of 3 votes YES, 3 votes NO and 6 votes ABSTAINING.

• Mr. Zubeck requests the last paragraph in the Treasurer’s Report include the following sentence – No action was taken by the Chairman.

• Mr. Zubeck request that a bullet point be added at the end of New Business which states – Mr. Zubeck makes a motion to receive and accept the resignations of Chairman Palus and Vice Chairman Elliott. Chairman Palus says that is not necessary.

• Mr. Zubeck requests that the verbiage in the Adjourn section be amended to read as follows – Mr. Zubeck questions the authority of Ivone Palus to continue running the meeting after she submitted her resignation. However, Ivone Palus continues to run the meeting and makes a motion to adjourn meeting, Ron Hahn seconds the motion. Meeting ends without a unanimous vote on adjournment. Meeting ends at 8:00 pm.

Treasurer’s Report. Mr. Pocius reported:
• Late charge letters went out;
• 1 delinquent account paid;
• Carbonite backup was requiring annual payment and Mr. Pocius was questioning whether it was needed;
• Mr. Kwiatkowski asked what was outstanding to the Attorney. Discussion followed with no one knowing for sure. It was suggested that a letter should sent to the Attorney asking what is outstanding and for clarification of Shaddy Brook.
• Mr. Hahn though we had nothing outstanding after last meeting with lawyer.
• Mr. Kwiatkowski asked if the reserve account was squared away. Mr. Zubeck resolved that with stopping tree removal thru July, there should be approximately $10,500 in the reserve account.

There was a motion to accept the Treasurer’s report and Mr. Kwiatkowski seconded the motion. Motion passed by voice vote.

Committee Reports

Common Area & Landscaping – Dave Kwitkowski reported:
• The fallen willow tree in Timberleaf pond has been resolved;
• The fix to the south commons tennis court is still pending. It was also suggested to look at the baseball cage and the tennis court net that also needed repair.
• That he was willing to pass the tree folder to anyone willing. Ms. Lippi agreed to Chair the tree removal project.
o Mr. Zubeck believes we should keep the project on hold.
o Mr. Kostelyk made a motion to suspend the tree removal project after the July’s trees were paid. Motion was seconded by Ms. Sengupta. Motion passes by voice vote.
• Ms. Sengupta questioned on balance needed in Reserve Account. Rohn Hahn said the rule of thumb of the Board had been $25,000.
• There are thistles in Twin Lakes pond and in the North Commons that need to be removed. It was questioned whether the landscape company are removing. Mr. Smith to follow up with Seasons Landscaping on that and the weeds in the rocks.
• The common area between 5005 & 4987 is not being maintained. There is an Ameritech box that has exposed wires. Ms. Lippi to call. The phone repairman is aware.
• The split rail fences that marked the common areas was discussed as to their condition. Mr. Kostelyk will look at the costs to replace.

Ponds – Ms. Lippie reported:
• The domestic duck issue was discussed. If seen, it should be reported to Schererville.

Compliance – Ms. Lippie reported:
• The roof at 5182 87th Lane is delapadated and is in need of repair or replacement. She emailed Sam in Code Enforcement at the Town of Schererville. He indicated that the Town can’t do anything about it.
• All other compliance issues resolved
• Mr. Troxel has been notified of the Board changes.

Communications –
• Mr. Kwiatkowski reported that the website is up to date. He indicated that if we had pictures from the Kiddie parade he could put them up also. It was determined that if the parents of the children did not sign a release it was probably not in the Boards best interest to put them up.
• Ms. Lippi is working on new welcome packets as none where forwarded to her when Ms. Palus resigned.

Special Events – no report

ARC – no report

Old Business – none

New Business –
• Mr. Zubeck made a motions to accept and receive the resignations of Ivone Palus and Judy Elliott. Which was seconded by Mr. Kostelyk. Motion approved by voice vote

• Nominations were requested to fill the vacant Board positions until the next Annual meeting pursuant to Article V111, Section 4, Item D.
o There were 4 names placed into nomination to fill the 2 Board positions. They were: Joshua Lawrence, Jim Onik, Jeff Kwolek and Rich Mulder. As this was a contested election, the Board voted by paper ballot. Mr. Zubeck and Mr. Kwiakowski collected the ballots and tabulated the vote. Mr. Zubeck and Mr. Kwiakowski reported that the top two vote gatherers were Joshua Lawrence and Rich Mulder. Ms. Lippie asked both Mr. Lawrence and Mr. Mulder if they would accept the Board positions. They agreed and were asked to join the Board at the meeting table.

• Nominations to fill Officer Positions
o Nomination were open to fill the position of President
 Ms. Lippie nominated Mr. Zubeck for president. Mr. Zubeck declines.
 Mr. Zubeck nominated Ms. Lippie. Ms. Lippie accepts nomination.
 No other nominations made.

Motion to make Ms. Lippie President was made by Mr. Zubeck and seconded by Mr. Smith. Motion was approved by voice vote.

o Nominations were open to fill the position of Vice President
 Mr. Kostelyk placed his name into nomination
 No other nominations were made

Motion to make Mr. Kostelyk Vice President was made by Mr. Zubeck and seconded by Mr. Smith. Motion was approved by voice vote.

o Nominations were open to fill the position of Secretary
 Mr. Lawrence placed his name into nomination
 No other nominations were made

Motion to make Mr. Lawrence, Secretary was made by Mr. Zubeck and
seconded by Mr. Smith. Motion was approved by voice vote

Mr. Lawrence will assume these duties after tonight’s meeting.

• Pre-Printed Welcome packets – Ms. Lippie indicated that she will be working on putting a packet together.

• Resident directory – A question was asked when the next resident directory should be published. It was decided that one should be produced next summer.

• Recording of meetings – It was decided that if the meeting were going to be recorded. A statement should be read at each meeting making everyone present aware of the fact that they were being recorded and for what purpose as well as how long the recording would be kept.

• Bids for Services – landscaping, ponds, attorney, printer and remainder of tree removal. Mr. Kostelyk states that he believed bids should be obtained and kept of record for all services entered into by the Board. There was no objection to this statement.

• Bylaws and Covenants. President Lippie created a Bylaws and Covenants committee to review the Bylaws and Covenants. She appointed Mr. Zubeck the Chairman and Mr. Lawrence, Mr. Forman and herself as members of said committee. Although the committee is currently 4 people everyone is welcome.

Ajournment
A motion to adjourn was received from the floor and seconded. Motion passed by voice vote. The meeting adjourned at approximately 9:45 pm.