Gem Lakes Recreation Association Board of Directors

August 13, 2005 Meeting Minutes

The Gem Lakes Recreation Association Board of Directors met on the morning of Saturday, August 13, 8:05 a.m. at the Pavilion.

Present:

Buddy Brinkley, Gary Bunker, Scott Flickinger, John Kilgo, Gary Marozas, Vickie Murray, Dennis Saylor, and Johnny Spears.

Special Presentation:

Philip Merry, the board’s insurance agent from Hutson-Etherredge, led a discussion on the various policies that are covering the Gem Lakes Recreation Association. He went over the various aspects of the policies, from general liability and property coverage to the umbrella policy and directors and officers coverage. The board brought to Merry’s attention the fact that not all of the association’s properties are currently covered, as the docks aren’t listed in the policy. Merry discussed liability for boats owned by the GLRA, and noted that if boats are germane to the association’s operations then no exclusion is likely. Merry and the board also discussed ways to reduce liability given the enormous “attractive nuisance” that the lake property represents.

Minutes:

The minutes from the July board meeting were approved.

Treasurer’s Report:

Dennis Saylor discussed the current financial situation, as Ed Seufert was absent due to his son’s wedding. Saylor referred to the July financial statement that Seufert had mailed out a few days prior to the board meeting, and highlighted the July dues of approximately $17K, bringing the total dues collected year to date to $62K, and the current financial assets of approximately $70K. Saylor thanked Seufert for moving the GLRA checking account to Regions Bank.

It was reported that Evelyn Miano, our bookkeeper, had purchased a new computer. She requested that the board purchase - for GLRA purposes only - a new version of QuickBooks for approximately $200. The board approved this purchase. Saylor also updated the board on efforts to obtain two bids from other vendors in order to determine the reasonableness of our monthly retainer for Miano.

Manager’s Report:

Johnny Spears reported that he’s gone to two local contractors for quotes for repairing the spillway steps. There was some discussion regarding whether or not to stick with wood or to go to concrete for the steps. Replacing all of the steps on the various dams was estimated to cost between $8K and $10K, which will also compete with proposed projects for replacing the dam drainage system and replacing the pavilion standards.

The lawnmower is in the shop undergoing repairs. The board debated the wisdom of replacing a “cheap” lawnmower every 5 to 7 years versus buying a more expensive lawnmower that would last for a longer period of time. No decision was reached on this matter pending cost estimates. In the context of this discussion it was noted that the board needs a firm answer regarding the association’s non-profit status.

Bentley’s removed the irrigation pump motor and ordered a new one, which should arrive next week. Bentley’s is working on estimates for replacing the electrical box and installing security lights above the bathroom doors.

Other issues included (1) dealing with a teenager who’s doing “donuts” with his Mustang in the grassy parking lot, (2) scheduling the hours of swimming through September, and (3) obtaining input regarding beach operations from our current group of lifeguards.

Updates and Status Reports:

Oktoberfest – The band is scheduled to play from 5 p.m. to 8 p.m. This will coincide with serving the food, which will also start at 5 p.m. Scott Flickinger will get with Jo-Jo’s to see if they will do the cooking for us this year. Flickinger will bring the board an estimate in September.

Pond Management – John Kilgo reported that the lower pond is beginning to cloud up, which may be due to the application of fertilizer. Despite whatever possible causes there may be for the bloom, Kilgo will continue dumping the fertilizer.

New Business:

Scott Flickinger proposed that a smaller committee be established to oversee the dam drainage project. Flickinger discussed the major issues regarding both permitting and construction, and the board agreed that this issue required additional attention to the project’s scope, cost, and schedule. The board elected to this committee Buddy Brinkley, Scott Flickinger, John Kilgo, and Johnny Spears.

Next Meeting:

The next meeting is scheduled for Thursday, September 8, 7 p.m. at the Pavilion.

The meeting adjourned at 10 a.m.