Date: December 12, 2012

 

Attendance

Board Members

Present: Don Austin, Joe Nicoloff, Jason Hicks, Gary Kluckman and David Decker

Excused Absences: Michael Parker

            Quorum Present: Yes

 

Others Present

            Holishor Members Present 11

            Glenn Dalton and Michelle Smith from Holishor Office

 

Proceedings

Meeting called to order at 7:30 PM

Pledge of Allegiance Recited

 

Minutes of November 14, 2012

Jason Hicks motions to approve, David Decker seconds.

Action: Motion carried.

 

Bills & Salaries

David Decker motions to approve, Jason Hicks seconds.

Action: Motion carried.

 

Profit Loss Budget

Informational Only

 

Transfers of Property

3 Transfers. Informational Only

 

Manager’s Report

Read by Glenn Dalton

 

Security Report

Read by Glenn Dalton

13 incidents reported and 8 citations written. Animal incidents 1, Vehicle incidents 4, Property incidents 3, Incidents involving persons 2, Alarm responses 1, and Other incidents 2.

Joe Nicoloff: asks about the spray painting on parking spaces on a cul-de-sac and if they are in compliance now. Asks on second vehicle incident if that problem is straightened out now.

Glenn Dalton: Yes, they are in compliance now. The fines have been issued.

Jason Hicks: On the welfare check issue did anybody follow up again on that to see if the member was doing all right?

Glenn Dalton: The juvenile subject told us the father was fine.

 

Building Committee Report

Read by Joe Nicoloff

At the December 4th and November 20th meetings they approved 1 permit for a house with a variance, 2 porches, 1 pool and 2 refunds on completed projects.

 

Treasury Report

Joe Nicoloff motions to approve, David Decker seconds.

Action: Motion carried.

 

 

Old Business

 

Covenant Voting

Don Austin: Our covenant vote did not pass. We were only shy by 151 votes. We had 1047 yes votes and 44 no votes. Many proxies had expired when we stopped counting. We are going to start the process over again. This time we are going to hit it a little heavier.

 

Deck Update

Glenn Dalton: We have just about got the platform complete. We have put up some of the balusters that we are going to use. I think everybody will be very pleased with it. Due to road repairs the completion date for the deck had to be pushed back some and the brick pavers will be installed this spring.

Don Austin: When this first started we had a pamphlet out for people who wanted to donate money to the deck to purchase a block with their names engraved in that. That is still open for anybody who would wish to fund it for a little bit and get your name inscribed on one of those paver stones.

 

Ballroom Carpet Update

Don Austin: We have had all the carpet replaced in the ballroom. They did a nice job. Try to keep it clean.

 

Slow Moving Vehicle Rule

(Proposed Rule) Note that clock started 5/27/12

 

Slow-Moving Vehicles

 

For the purposes of Holishor Association, Slow-Moving Vehicles (SMVs) are defined as self-propelled, gas or electrically powered, four-wheeled motor vehicles that are federally unlawful for use on highways.  These include low-speed vehicles (LSVs), utility terrain vehicles (UTVs), and golf cars/carts.  Go carts, unlicensed dune buggies, and all-terrain vehicles (ATVs)- often referred to as “four wheelers”- are not included.  Non-highway vehicles not identified here should be presented to Holishor Association and the Public Safety Committee for guidance and clarification.

 

SMVs must be registered with the Association annually.  The member must show proof of ownership and current off-premise liability insurance to receive their annual registration decal.

 

To operate an SMV on Holishor streets and parking areas, the vehicle must display a valid Holishor Association decal, the member owner’s lot number, and a “slow moving vehicle” emblem.  Lot numbers shall be at least three (3) inches in height and a contrasting color to the vehicle.  Placement of these items shall be on the rear of the vehicle in a manner that is clearly visible with or without passengers and equipment.             

 

Illinois State laws pertaining to “non-highway vehicles” must be followed, as well as all Holishor Community Instruments.  SMVs may not impede the regular flow of traffic and may operate only on streets with a posted speed limit of 35 mph or less.  The driver must have a valid state-issued driver’s license, and the vehicle must be equipped with tires, brakes, a steering apparatus, a rear-view mirror, a headlight that emits a white light visible from a distance of 500 feet to the front, a tail lamp that emits a red light visible from at least 100 feet from the rear, brake lights, turn signals, red reflector warning devices on the front and rear, and a “slow moving vehicle” emblem in the rear.  Seat belt restraints are recommended, but not required. 

 

Reckless driving is when a person drives without consideration of/for the safety of people or property, whether intentional or unintentional.  This includes, but is not limited to, causing the vehicle to become airborne, “spinning/sliding out”, or racing.  The reckless operation of motor vehicles is strictly prohibited and may result in fines, revocation of SMV registrations, and/or the suspension of the member’s right to use Association facilities.

 

Don Austin: This was an attempt to try and put something on our rules and regulations and bylaws to possibly allow a slow moving vehicle, but this has become a huge thing.

Gene Kelting 491: I don’t really have much interest in the four wheelers or ATV’s. Are these public streets or private streets? If their private streets then they are not disallowed necessarily. You’re not making a rule that says they are allowed but you’re not making a rule saying they are disallowed. My thought would be if their behaving themselves I would probably do a blind eye on it like what’s pretty much what’s happening now. I don’t think anyone is chasing golf carts down the street trying to run them off. I saw two kids this week running four wheelers and number one, they were of age but I don’t think they were of sanity. They were doing two wheel turns, hair flying, no helmets, no nothing. If you don’t put your signature on a law you probably aren’t liable. If you’re obeying the rules and laws and the speeds, pretty much probably you’re not going to hurt anybody. There’s no problem. But if you’re going 40 miles an hour, and that’s on Overlook Drive which is what they were doing, frankly I know what house they came from and I know the kids and they were about 19. I thought about telling Matt, telling him to keep his eyes open down there. They are going to get hurt. What I was trying to point out there was are we public or private? If we are private and we haven’t got a rule on it, then we’re not liable.

Joe Nicoloff: Did you call Public Safety. It would be appreciated if you see something like that or anybody see something like that if you would call Public Safety. Also, call the Sheriff’s Department too.

Gene Kelting 491: I was on a bicycle. I had my phone with me but I didn’t have that number.

Jason Hicks: I would recommend just call the office and just let them know it’s going on and the facts so they have something.  We’re private but we follow the state rules and the laws. We have a very good relationship with Madison County who have come out here and they enforce this.

Glenn Dalton: We’re private.

Laura Scaturro 1716: I was under the impression that the smv’s was a vehicle that could not go over 35 mph if there was something on it.

Discussion ensues…..

Jason Hicks motions to withdraw the proposal for the Slow Moving Vehicle Rule, Joe Nicoloff seconds.

Action: Motion carried.

Don Austin: Follow the existing guidelines for the state and federal rules

 

Bylaw Change Quarterly Review of Budget

Jason Hicks: It’s a proposal for a bylaw that would require the Finance Committee to do a quarterly review of the budget. We do it right now, we are just trying to make sure future boards do it.

Action: None taken.

 

Bylaw Change Unkempt Property

 

(Proposed)

 

O. Maintenance of Property:

 Vehicles/Watercraft:

 Members shall not keep 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.

 

 

 

 

Structures:

Ref: Holishor Association Building & Architectural Requirements, Home and Lot Maintenance and Appearance.

General Aesthetics:

      2.   Members shall ensure their property is neat and orderly.  The keeping of an unkempt or unsightly property or neglecting to maintain one’s property may result in corrective guidance and/or punitive measures by Holishor Association.  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.  Unsightly properties may also include those with overgrown, neglected, or dead landscaping and garden structures.

 

Landscaping, gardens, and any other ornamental devices shall be in good taste so as not to be offensive to the community in general. 

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 ensues…..

Action: None taken.

 

Budget 2013

Joe Nicoloff motions to approve, Jason Hicks seconds

Action: motion carried.

Discussion ensues…..

Jason Hicks: It is the near unanimous recommendation from the Finance Committee to put any surplus funds into the Morning Glory gate. It is a one-time expense. It’s been on the books for a long time. There’s been consistent issues with leakage over there by it. The replacement would be stainless steel. I’m told it’s not going to last forever but it’s going to last a very long time.

Joe Nicoloff: Glenn, what is the leakage now? Have you checked it lately?

Glenn Dalton: When we exercise it, it goes to about 5 gallons per minute which exceeds the standards, but then after it sits for about a month to a month and a half it goes down to about 3 gallons which is within the limit.

Joe Nicoloff: Even if we replace the gate, we will still have some leakage through that gate. It won’t be a 100% seal.

Don Austin: We have done repairs to it, but it’s still leaking.

Discussion ensues…..

Dave Decker: Motion to allocate any excess funds from 2012 to the replacement of the Morning Glory gate.  Jason Hicks: seconds. 

For: David Decker, Gary Kluckman, Jason Hicks

Against:  Joe Nicoloff

Don Austin: Action: Motion passes.

 

Reserve Study

David Decker:  We have added these items to the reserves. Add a 1ton Truck as an addition to our fleet.  Seawall addition at the main beach, Morning Glory Gate and the basins on the North property at some point they will need to be cleaned out.

Don Austin: We agree with this recommendation.

Don Austin: We need to move funds from the reserve to the operation budget.  HVAC for 4877.50, Dredge 10361.63, Deck fund 3516.16 and ballroom carpet 9618.26 which totals 28,373.55.

Joe Nicoloff: Motion to approve these transfers from the reserves to operations.  Jason Hicks: seconds. 

Action: Motion carried.

 

 

Don Austin: We been found a trailer to accommodate our dredge instead on having to pay for a crane and storage for 9472.10 and this is covered in the reserves with a 15000 amount.  We should pay for this in 5 years by not paying these other charges.

Joe Nicoloff: Motion to approve purchase of new trailer for dredge with the dredge tested on the trailer to verify it will work.  David Decker: Seconds

Action: Motion carried.

David Decker: Motion to replace the funds in the operations budget with the exact amount from the reserves for the purchase of the trailer.  Jason Hicks: seconds. 

Action: Motion carried.

 

New Business

 

Don Austin: Since Jim McCann resigned we have had a rotation of the officers here.

President:  Don Austin

Vice President: David Decker

Treasurer: Jason Hicks

Secretary: Joe Nicoloff

We have asked and talked with Gerry Theodor to fill in this vacant seat on the Board of Directors for the remainder of this term up until May at the annual meeting.

Joe Nicoloff motions to approve Gerry Theodor as a new board member to fill the vacancy until the annual meeting, Gary Kluckman seconds.

Action: Motion carries.

Jeanie Votruba 493: I just want to clarify that Pam Maibaum and I are the Nominating Committee and we went over several different names of members who might have been interested and we presented Gerry Theodor’s name to the board.

 

Schlarman Variance Request

Read by Joe Nicoloff

Duenne Schlarman 358: I do have my house plans. I’m sure you’ve seen them already. States she has brought pictures of houses with the same style. It’s a modern style.

Discussion ensues…..

Jason Hicks motions to approve, David Decker seconds.

Action: Variance approved.

 

Illinois Society Of The War Of 1812 Letter

Read by Joe Nicoloff

Joe Roth 1030: I think we do have a few wood boats. Maybe I could get with them and we could come up with something. I would be willing to check in on it.

Laura Scaturro 1716: If that doesn’t pan out you can always direct this person to SIUE. Suggests different departments to direct it to.

Action: Letter given to the Social Committee and Joe Roth.

 

North Property Assessment

Jason Hicks: The Association has a current loan out for the North property that was purchased for the silt retention plan that was finished up last year. We are still working to pay that off. Originally the plan behind paying that off was selling Association properties. Since the purchase of this property the economy tanked, real estate hasn’t been too hot, sales has suffered and currently what we have been forced to do is basically pay the interest with minimum principle payments going towards that. So with that in mind, what we are looking at is possibly imposing a special assessment for the members.

 

 

 

 

 

 

Holishor Association, Inc.

North Property Loan Special Assessment Proposal

 

 

 

Holishor Association, Inc. shall impose a special assessment in the amount of $60 (approximation) per member, per year for a period not to exceed five (5) years.  The purpose of this special assessment is to eliminate the remaining debt of $273,941.04 for the purchase of property located at the North end of the Association.  This property was essential for the 319 silt retention project that was completed in 2011.

 

At the time of purchase, funding for this purchase was to come from the sale of Association-owned properties.  However, the unexpected economic downturn and poor real estate conditions have resulted in lower valuations, fewer sales, and a stagnant repayment plan that is costing members of the Association in added interest.

 

A vote of “yes” would require that each member pay an additional $60 (approximation) to their existing annual dues and assessments from the years 2014 to 2018 (five years total), guaranteeing the elimination of this debt in a timely fashion.  The original agreement to apply monies received from the sale of Association-owned properties to this purpose would remain intact, reducing the assessment obligation in 2018 or sooner.

 

A vote of “no” would result in no special assessment being charged.  The aforementioned debt would continue to be paid through monies received from the sale of Association-owned properties.

 

The recommendation of the Holishor Association, Inc. Board of Directors is to vote “yes”.

 

Jason Hicks: There will be some following changes. Based on the additional loan numbers, so far, $57.25 is what it would be per member per year.

Action: None taken.

 

David Decker moves to adjourn to executive session, Joe Nicoloff seconds.

Meeting Adjourns at 9:45 p.m.

Meeting minutes submitted by Joe Nicoloff.