Date: October 24, 2012

 

Attendance

Board Members

Present: Jim McCann, Joe Nicoloff, David Decker, Jason Hicks, Gary Kluckman and Michael Parker

Excused Absences:  Don Austin

            Quorum Present: Yes

 

Others Present

            Holishor Members Present 9

            Glenn Dalton and Angie Basham from Holishor Office

 

Proceedings

Meeting called to order at 7:30 PM

Pledge of Allegiance Recited

 

Building Committee Report: Read by Jim McCann, no action

 

Transfers of Property  only one item listed, waiting on sales price.

 

Correspondence

 

Letter from Joe and Peggy Roth resigning from the nominating committee. 

Jim McCann thanks Joe & Peggy for their services. Also announces that the board will be actively looking for new committee members.  Three positions open for 2013.

 

Letter from Holiday Shores Volunteer Fire Department requesting of waiver of fees for the ballroom.

Jim McCannin the past we have waived the damage deposit for certain groups.  Should we continue to do that with the cost of  the new carpet.  Wants to be consistent.

Dave Decker most of the time we waive the actual rental fees, and sometimes the security deposit as well.

Jim O’Brien  (329)  The Fire department does not have a problem paying the damage deposit at all.  Historically we have requested a waiver of all fees except clean-up.  However to keep a consistent standard the fire department has no problem paying the damage deposit.

Action:  Jason Hicks makes a motion to approve the HSDVFD request for waiver of fees as amended.  Dave Decker seconds, motion carried.

 

Old Business

Slow moving vehicles rule – tabled till next meeting

 

Marina Lock(Existing)

Marina and Boat Launching Ramp

The marina is located on the west side of the lake. It is a private concession. Boat slips, gas, boat repairs and other marine facilities are available to the property owners at a nominal fee. (contact the marina operator for information)

 

The launching ramp is for the convenience of the property owners and is located at the marina. Entry into Holiday Lake will be restricted at the boat ramp.  A cable and lock will be placed across the ramp. Keys will be available for a $2.00 deposit.  Property owners may launch their boats from this ramp at no charge, but the marina operator may charge for parking cars and/or boats in their parking lot.      

Ref:    Board of Directors Meeting, 1-31-01

 

(Proposed)

Marina and Boat Launching Ramp

The marina is located on the west side of the lake. It is a private concession. Boat slips, gas, boat repairs and other marine facilities are available to the property owners at a nominal fee. (Contact the marina operator for information.)

 

The boat launching ramp is for the convenience of the property owners and is located at the marina. Entry into Holiday Lake will be restricted to members in good standing only.  A cable and lock will be placed across the ramp, and keys will be available at the Association office for a nominal fee .  Property owners may launch their boats from this ramp at no charge, but the marina operator may charge for parking cars and/or boats in their parking lot.  Failure to replace the locked cable across the ramp will be treated as an A Level Offense.      

Ref:    Board of Directors Meeting, 1-31-01

Action:  Jason Hicks makes a motion to approve changes as read.  Joe Nicoloff seconds, motion carries

 

BYLAWS OF HOLISHOR ASSOCIATION, INC., ARTICLE II - MEMBERSHIP, Section 2 – Rights, Privileges, Duties and Obligations

 

(Existing)

O. Derelict Vehicles, Boats and Unkempt Property:

Holishor Association, Inc. shall have the authority to issue citations to members who are in violation of the following prohibited practices:

 

      1.   The keeping of derelict vehicles in view of other members and the general public. Derelict vehicles shall be vehicles such as automobiles, buses, trucks and boat trailers, that do not bear a current set of license plates, as required by Illinois law; or are not in running condition; or are in such condition that they are inoperable on public and/or private streets.

 

      2.   The keeping of derelict watercraft in view of other members and the general public. Derelict watercraft shall be watercraft that is required to be registered in the State of Illinois and that are not in running condition or are in such condition that they are inoperable on public and/or private waters.

 

3.     The keeping of an unkempt or unsightly property or neglecting to maintain one’s property. Unkempt or unsightly properties shall be those residential lots whereby goods or materials not in working condition or not intended for use or consumption are stored or allowed to collect in view of other members and the general public. Goods and materials shall include trash, tires, inoperable automobiles or boats, or parts thereof, discarded or scrap building materials, etc.  

 

Penalties may be imposed in accordance with ARTICLE IX of the bylaws. A copy of this bylaw shall be given to all members of the Association. (5-21-94)

 

(Proposed)

O. Derelict Vehicles and Maintenance of Property:

Pursuant to section #5 of the Holishor Association, Inc. Covenants, no activity shall be permitted on any lot nor shall anything be done therein which shall be or become an annoyance to the neighborhood.  Holishor Association, Inc. shall have the authority to impose penalties on members who are in violation of the following prohibited practices:

 

      1.   The keeping of derelict vehicles in view of other members and the general public. Derelict vehicles shall be defined as any means of conveyance or transport  that do not bear a current set of license plates, as required by Illinois law; or are not in such condition that they may be legally operated on public streets or waterways.

 

 

      2.   The keeping of an unkempt or unsightly property or neglecting to maintain one’s property.  Unkempt or unsightly properties shall be those lots whereby goods or materials of any kind are stored or are allowed to collect in view of other members and the general public in such a manner as to appear uncared-for, cluttered or messy. Goods and materials shall include, but are not limited to, trash, yard waste, firewood,  inoperable vehicles, or parts thereof,  lawn/landscape materials, and building materials.  Unsightly properties may also include those with overgrown/neglected landscaping or those with structures that have fallen into a state of disrepair beyond what is consistent with the building and architectural requirements (Ref. Holishor Association Building & Architectural Requirements; Home and Lot Maintenance and Appearance) or other community instruments.

 

Landscaping, gardens, and any other ornamental devices shall be in good taste so as not to be offensive to the community in general.  Gardens are to be no larger than 400 square feet or approximately 20’ x 20’. 

 

Roadway easements are not to be used for storage purposes, or for vehicle parking in excess of seven days.

 

Penalties may be imposed in accordance with ARTICLE IX of the bylaws. A copy of this bylaw shall be given to all members of the Association. (5-21-94, 5-18-13)

Discussion:

Ray Garber (1822) Define garden, does this refer to flower gardens as well? 

Jason Hicks his interpretation of a garden is an area separate from your house, that primarily used for the growth of plant or vegetable used for food.

Jim McCann expresses concerns about this being written into a bylaw that is primarily caused by one or two members.  Thinks that it is covered without the garden part being put in there.

Jason Hicks that was the main reason that this was brought to the table in the first place. Has also been suggested to put the garden size in the rule section, not bylaw. Also asks the board to be consistence in their recommendations.

Action – none taken, will be reviewed again at next board meeting.

Conversation ensues

 

Bylaw change Quarterly review of budget

(Existing)

 

A.  The Board of Directors shall prepare an annual budget to be presented to the membership at the annual meeting. Annual assessments shall be charged to each membership of the Association. In the event a member owns more than one improved property, which is occupied, whether the same is rented, occupied rent-free, such member shall pay an annual assessment for each such improved lot. Ownership of two or more vacant and unimproved lots shall not increase the number of annual assessments owed by the member. Annual assessments due from tenant members shall be the joint responsibility of the tenant-member and owner-member of such rental property and in the event of nonpayment by the tenant member, the same may be collected from the owning member by the Association in the same manner as collection of annual assessments generally. In the event that an annual budget is not adopted at an annual meeting, a special meeting shall be called, and a revised budget shall be submitted to the members for approval. The budget shall be mailed to all members with the call letter for the meeting. Approval of the budget by a majority of the memberships present and voting on this issue at the annual or special meeting shall set the annual assessment amount for that budget year. (5-21-88, 5-20-06, 5-21-11)

 

B. At least three months before the end of the fiscal year the Board of Directors shall adjust the budget to reflect the actual cash received.  The Board of Directors shall not permit deficit spending except in an emergency. (5-21-88, 5-21-11)

 

(Proposed)

 

A.  The Board of Directors shall prepare an annual budget to be presented to the membership at the annual meeting. Annual assessments shall be charged to each membership of the Association. In the event a member owns more than one improved property, which is occupied, whether the same is rented, occupied rent-free, such member shall pay an annual assessment for each such improved lot. Ownership of two or more vacant and unimproved lots shall not increase the number of annual assessments owed by the member. Annual assessments due from tenant members shall be the joint responsibility of the tenant-member and owner-member of such rental property and in the event of nonpayment by the tenant member, the same may be collected from the owning member by the Association in the same manner as collection of annual assessments generally. In the event that an annual budget is not adopted at an annual meeting, a special meeting shall be called, and a revised budget shall be submitted to the members for approval. The budget shall be mailed to all members with the call letter for the meeting. Approval of the budget by a majority of the memberships present and voting on this issue at the annual or special meeting shall set the annual assessment amount for that budget year. (5-21-88, 5-20-06, 5-21-11)

 

B.  The Board of Directors shall review the budget on a quarterly basis, whereupon they may approve adjustments to reflect actual income and expenses. The Board of Directors shall not permit deficit spending except in an emergency. (5-21-88, 5-21-11, 5-18-13)

 

C. The Board of Directors may also adjust the member-approved budget for the following year based on unforeseen financial considerations associated with the current fiscal year and/or economic conditions.  Any such change shall not authorize an increase in annual member assessments for that period. (5-18-13)

Action: Will be look at again at the November meeting.

 

 

Deck Update

Glenn Dalton some of the footers are in.  Michael Parker is helping head up the volunteers for the deck project.

Palm tree has been placed in the corner on the side of the Beacon Inn. Roads are just about completed.  A little bit of cold patch.  The excess gravel on Overlook will be picked up. The lake is at wake as of October 23rd.

Jim McCann for those who haven’t driven by the new markers on the morning glory, should take the time to do so.  Very clear when the lake is at no wake.

 

Golf Tournament update golf tournament made a profit of $1592, team numbers where down but was a lot fun.   Discussed changing the format a little three flights instead of two. Third Saturday for September, wedding in clubhouse so we will remain at the Golf Course next year.

Dave Decker beautiful day, excellent job of putting it on.    Appreciates all the volunteers, from the office staff,  Jim McCann and co-chairs, social committee, everybody enjoyed themselves, fun day.

 

 

New Business

IDNR letter with summary of electrofishing

Jim McCann basically what we have done is given copies of this to the board, the fishing committee will gives us their official recommendation at the first meeting in November.  We wanted the board to have the breakdown that was done on May 11, 2012. 

 

Carpet Replacement

Jim McCann two bids for ballroom carpet replacement, The Floor Store - $11,128.55 and Myers Flooring $9618.26.

Monte Thus (6) will this be done after November 3

Action:  Michael Parker makes a motion to approve the Myers Flooring Bid as submitted.  Jason Hicks seconds.

Discussion:

Jim McCann one of the things that was discussion along with the new carpet was the looking at a problem with staining on the carpet.  One of the biggest complaints that we had heard from people.  One of the points that was discussed at the Financial committee meeting was how we were going to handle deposits on a go forward basis.  The office will be inspecting the carpet with the renter before the event and after the event.  Any stain charges for clean –up those stains will be held out of the deposit used to get the stains removed. 

Dave Decker – are we saying that we are going to charge more for that stain removal or taken out of the damage deposit.

Jim McCann  the normal cleaning fee is for taking out trash, sweeping up, and put things away.

Monte Thus (6) Estimated date of carpet replacement.

Angie Basham  sometime around the second week of November

 

Motion Carries.

 

Jim McCann

Copier bids are not in as yet, should have for the first meeting in November.

2013 Budget revisions, are not complete, should be ready for the first meeting in November

Reserve study should be ready for the first meeting in November.

November 14 is the date of the only meeting in November

 

Open Floor

Pam Maibaum (2088) New facebook page Holiday Shores Business Network to give those businesses within Holiday Shores a way to communicate with other residents.

Jim McCann purpose behind this is that would be surprised at how many people offer services out here that other members are not even aware of.  We bid outside of our community a lot.  We have day cares, house cleaning, carpet cleaning, handy men and concrete people, that all live within our community.

Pam Maibaum (2088) concerns about the 400 square foot garden, because it seems that it is being put into place for just a couple of members that are doing this.  Has a neighbor that has a huge garden, garden isn’t the problem it is all the junk that goes with it.   With an appropriate bylaw for the rest, garden wouldn’t be a problem.

 

Joe Nicoloff moves to adjourn to executive session,  Jason Hicks  seconds.

Meeting Adjourns at 8:32 p.m.

Meeting minutes submitted by Joe Nicoloff.