Gem Lakes Recreation Association Board of Directors

May 14, 2005 Meeting Minutes

 

The Gem Lakes Recreation Association Board of Directors met on the morning of Saturday, May 14, 2005, 8:10 a.m. at the Pavilion.

 

Present:

 

Buddy Brinkley, Scott Flickinger, Gary Marozas, Dennis Saylor, and Ed Seufert.

 

Minutes:

 

The minutes from the April Board Meeting were approved. 

 

Treasurer’s Report:

 

Ed Seufert presented the April 2005 Financial Statement. As of 4/30/05 the organization has Total Assets of $32,655.67.

 

Ed discussed his findings concerning outside Payroll Services.

Concept HR has a minimum charge of $50/month. It would cost the organization $2600/year to use their services.

David Snyder, Accountant, would charge a total of $865.00/year assuming that 82 Payroll Checks were written.  His charges include filing monthly and quarterly tax forms and preparing 1099 and W2 forms at the end of the year.

 

Ed made a motion which was seconded to allocate $500.00 to purchase Intuit QuickBooks and related Consulting Services to set up Evelyn Miano, the GEM Lakes Bookkeeper, to use this software for managing paying bills, payroll, and invoicing dues to GEM Lakes Residents.  The resulting discussion revolved around the propriety of paying for software to be used by a Contract Bookkeeper.  The motion was voted down.  Buddy Brinkley stated we had not completely answered the concerns raised at the annual meeting concerning the $500/month paid to Evelyn.  Although we had answered the question concerning the value of Evelyn doing Payroll Services we still need to find out competitive alternatives for the following functions performed by Evelyn:

 

  1. Filing annual corporate tax form.
  2. Invoicing Residents of GEM Lakes for Annual Dues.
  3. Sending out the Newsletter.
  4. Paying Bills.

 

Buddy recommended that we obtain two competitive bids for these services.

 

Dennis Saylor suggested that he and Ed meet with Evelyn sometime soon to discuss the following:

  1. Scope of what Evelyn does for the organization.
  2. Find out if Evelyn would be willing to buy the QuickBooks software for use in keeping the organization’s books. [Note:  Evelyn had previously expressed a willingness to purchase her own computer to manage our books.]

Ed will arrange for this meeting in the next week or two.

Recreation Manager’s Report:

 

Johnny Spears reported that he had completed several tasks ahead of the Workday scheduled for Saturday, May 21st.  These included painting the new wooden walkway to the Swimming Lake Fishing Dock with a slip resistant paint and water proofing & sealing the two fishing docks.

 

Before the Workday he hopes to do the following:

  1. Install the swimming area ropes.
  2. Apply waterproofing and sealing to the benches we use at the Memorial Day Picnic and set the benches up for use.

 

The focus on the Workday will be the following tasks:

  1. Cutting down all trees on the Swimming Lake Dam, which are less than 6” in diameter. (Highest Priority)
  2. Installing the ladder on the Swimming Pier.
  3. Installing the new soccer goals.

 

Johnny reported that he had lined up 6 lifeguards for the swimming season, including 3 new lifeguards who are completing their qualification training.  He will have 3 lifeguards available for the Memorial Day Picnic.

 

Johnny says that at this time there is no one available to teach swimming lessons.  Dennis Saylor suggested some alternative sources for swimming teachers.

 

Ed Seufert requested that Johnny obtain a book for residents to sign-in when they swim.  He also requested that Johnny provide monthly reports on the usage of the Swimming Lake (numbers of users and time they used the lake).

 

Updates and Status Reports:

 

WEB Site:  Dennis Saylor suggested that there be a direct link on the Home Page to the GEM Lakes Calendar.  Gary Marozas agreed to do this.

 

OLD BUSINESS:

 

Memorial Day Picnic:

Scott has ordered the catered food from Jo Jo’s.  He cut the order for ribs from 50 to 40 units based on last year’s consumption.  Dennis Saylor suggested that 5 units of ribs be added back to the order for a total of 45 units.

 

We will use the chairs previously purchased along with the benches.  No additional chairs will be borrowed.

 

Buddy will take charge of the children’s games.  He is authorized to spend up to $150 for prizes.

 

Dennis will take care of door prizes.  He is authorized to spend up to $100 for door prizes.

 

Dennis will take care of Entertainment/Amusements for the Children.  He is authorized to spend up to $400 for these activities.

 

Gary Marozas will take care of all non-alcoholic drinks.  Ed and Gary M will take care of getting ice on the day of the picnic.

 

Ed Seufert will take care of alcoholic drinks.  He will get 2 kegs of beer from Harvard’s including Michelob and Bud Light.  He will also procure wine in 3 liter containers.

 

NEW BUSINESS:

 

Insurance:

 

Ed Seufert will check with Phillip Merry, our insurance agent, on the following coverages:

  1. Liability on rental boats.
  2. Does our Liability Policy cover all Board Members or just Officers of the Board?
  3. Liability for Board Members using the Organization’s boat on the Lake.

 

Electrical Work:

Scott will check into an Electrician changing out the Electrical Box at the Picnic Shelter to a lockable box, preferably with a separate switch form the breakers to turn on the lights.  He will also check into the cost of installing lights over the restroom doors which will come on automatically at night.

 

Security:

 

Johnny will check into meeting with our Security Firm to review our coverage at night.  He will also investigate having a book that they can sign each night they make their rounds.

 

The meeting adjourned at 9:30 a.m.

 

Submitted by

Ed Seufert, Treasurer