Board Meeting Minnutes
Board Meeting Minnutes
Board Members Present: Bart LaBram, Gary Robbins, Jim Peterson, Bob Klein, Dave Curchy, Patrick Murphy
Board Member(s) Absent: Tony Leuchtmann
Guests: Jennifer Kramer, Clare Peterson, Dan Douglas, Marty Kempf, Don Hulsey, Jim Wells,
Jerry and Carol Chabowski, Tom Pedrola, Robert Taylor, Britt McMahan, Jeff Farris
Meeting called to order by Vice President Gary Robbins at 6:35 p.m. (filling in until Bart LaBram’s arrival).
Following a review of the August 15, 2011 meeting minutes, Bob Klein moved, seconded by Dave Curchy, approval of the minutes. Motion unanimously approved.
TREASURER’S REPORT: Jim Peterson reported that the fiscal year is nearly half over and approximately 77% of budgeted income has been received. Of the total budget, Dues income is at 97.5%, Dock maintenance is at 91% and Storage fees are at nearly 100%. In addition, over 99% of the budgeted amount of late dues and fines has been received. Total expenses to date are about 52% of the budget, but that includes $21,000 for new Docks which were not included in the budget. Without the Docks expense, the ratio is 42.4%. Labor is at 66% (normally high this time of year because of grass cutting and pools. Pool costs were higher because of adding pool attendants at the Yacht Club and cleaning and chemical costs were nearly twice what we expected. At the close of business on Friday, September 16, 2011, there was $198,011.72 in checking, Money Market and cash on hand. The emergency CD’s are currently worth $73,036.35. Bob Klein moved, seconded by Dave Curchy, acceptance of the Treasurer’s report. Motion unanimously approved.
Prior to hearing Committee reports, Mr. Robert Taylor requested that he be heard by the Board regarding a dog problem on Merlin Drive. His neighbor has 5 dogs that bark a great deal, has built doghouses on a platform next to his house, washes the platform every night and the residue blows into neighbors’ yard. Mr. Taylor has complained to CEA office on several occasions and feels that nothing has been done about his complaints. Jennifer Kramer explained that this is an on-going "neighbor" issue. Following extended discussion, the Board determined that Security should check out the situation and report back to the CEA office. Jennifer Kramer is to also call Jeff Farris and ask if ALL dog collars are present and working.
Jerry Chabowski made a 3-D mock-up of the "Park" bridge for review before drawings are begun. He will also have Brian Bullock review the mock-up for suggestions. The Board extended thanks to Jerry for his work and stated that the mock-up will be placed in the CEA office for review by all interested residents.
Building Committee: Bob Klein reported that the Smith building permit has been approved based on conditions set forth in the August minutes; namely, a refundable deposit of a $3,000.00 impact fee must be paid and all county permits must be obtained. Following Bob Klein’s motion, seconded by Gary Robbins, the Board approved an extension until November 30, 2011 for Jerry Chabowski to completely enclose his house. Jim Peterson abstained from voting on this issue.
Controlled Deer Hunt: Paul LaVigne gave an update on the harvest of deer this year and reiterated the rules which hunters must abide by. So far, only one (1) doe has been taken.
Dock Committee: Bart LaBram explained that the replacement of Dock #4 will take place the first week in October, winterization of all docks will begin in November, the Port-A-Potty will be removed in mid October, and all docks will be sprayed for bugs/spiders, etc.
Emergency Response: Dan Douglas had no report. He did suggest that maintenance compile an inventory list of extra parts needed and purchase those parts. Jim Wells indicated that everything for snow removal is ready to go.
Entertainment Committee: Gary Robbins reported that the next meeting of the Entertainment Committee will be Wednesday September 28 at 7:00 p.m. at the Yacht Club. The Committee will also need a key to the Yacht Club kitchen. Either Dan Douglas or Jim Wells will drive the tractor for the Halloween Party. He also thanked Jerry Chabowski for making the "Park" mock-up.
House Committee: Jim Peterson reported that he has obtained a new disk from the County Assessor listing all 66,000 parcel ID’s in the county as of July, 2011. He is in the process of extracting the Camelot Estates and Section 12 tracts to compare with CEA files. Insurance coverage is due to be renewed in October and he and Jennifer met with Christy Fera of American Family Insurance to review coverages. The total premium could change after the new dock 4 is delivered. Golden Rule Insurance has also expressed an interest in providing a quote, but it has not yet been received. In the matter of Allied Waste, it was his opinion that the cancellation process on their contract should be continued.
Maintenance: Jim Wells presented a proposal for material(s) needed for the replacement to a section of the Lodge deck. He proposes to remove the cantilevered area and build a platform for the stairs as this area is unused for the most part. The approximate cost for the materials if $320.00to $400.00. He will utilize any reusable materials for repairs to the gravel bin in the barn. The Board approved his request and asked that he get started as soon as possible. Jim also reported that the air compressor has gone out and needs to be replaced. He was instructed to obtain quotes on a new one and pass the information along to Jim Peterson. The pressure washer is missing from the pool room - need to check with pool attendants regarding last time it was used. A new design is needed for the front entrance as the rope and stakes keep getting pulled up. Any suggestions??
Bart LaBram reported that one bid of $15 – 20,000 has been received for the repair of the Lodge pool. The pool has been losing water daily, the pumps are problematic and skimmer lines are not working properly. Bids will be requested from other sources for comparison value. The Board would like to complete the repairs before the pool is winterized. Gary Robbins suggested that emergency fund monies could be used for the repairs.
Roads Bart LaBram reported that the Road Committee is still waiting on bids from various concrete and asphalt companies. One bid has been received from APAC for approximately $98,000 to repair and lay down a 2 ½" asphalt overlay on Camelot Drive from the main entrance to the Yacht Club. No work will be done until Spring 2012. The CEA office was instructed to have maintenance clean out the ditch at Buckingham and Brookshire to keep water from crossing the road(s).
Security: Dave Curchy stated that there have been "solicitors" in Camelot that have been asked to leave. He wants Security personnel to understand that they are not to approach these persons and will schedule a meeting of Security people to put in place definite measures regarding these issues. Security personnel are to notify the Sheriff’s Department of unauthorized solicitors in Camelot. A notice will also be placed in the newsletter that no soliciting is allowed in Camelot.
Stables : Jerry Chabowski reported that most of the manure has been disposed of and an individual is interested in taking whatever amount is produced. The Stables committee has been reorganized and is now more professional in its actions.
Sewer/Sanitation: No Report
Water: Tom Pedrola reported that lightening had struck a tree across from Water Tower #2, arcing and causing $6,000 worth of damage to the tower equipment. Repairs have been completed and the tower is up and running again. In late September or early October, tower #1 will be refurbished. The Water Board meets the third Wednesday of each month and all residents are invited to attend.
OFFICE REPORT: Clarification was requested regardingthe amount of dues owed by residents that rent and also own a home in Camelot. The Board determined that those residents must pay both a renter’s fee ($120.) and a developed lot fee ($250.) The office also applied for Internet Banking with First National Bank which will allow the office to check statements and account details on-line at no charge. Hard-copy statements will still be received. Signatures of the Executive Committee are required to be on file with the Bank. Lisa Nelson has volunteered to fill the Emergency Response position. The office will work with Jim Wells on creating a job description and then submit the description to the Board at the October Board Meeting. An insurance quote was received from American Family Insurance following a meeting with Christy Fera of American Family Insurance, Jennifer Kramer and Jim Peterson. The rates are in line with last year’s rates. A proposal by the CEA office staff to have all dues, fees, etc. come due at the same time was tabled until the October meeting to give the Board time to study the proposal. The door and locks have been installed at the Yacht Club kitchen. The Pool box has been relocated and Maintenance and Security personnel have keys. Repairs to the Lodge deck have been approved and any reusable materials from the deck will be used to repair an area in the shop that is used for gravel storage. The Entertainment Committee approved the expenditure of up to $15 for the purchase of leis for the Camelot Appreciation Day to be held on October 15th at 6:00 p.m. at Larry’s at the Lake. There will be special pricing for food and drinks plus fun activities. The newsletter is ready for print following a review by the Board. A decision should be made soon on whether or not to have a Board/Employee Christmas Party as Lodge/Yacht Club rental dates for December are filling up fast.
New Business: Gary Robbins moved, seconded by Bob Klein and Dave Curchy, approval of the sale of Lot 315 (currently owned by Camelot) to Pat Murphy for $500. Motion unanimously approved.
There being no further business to come before the Board, Jim Peterson moved, seconded by Dave Curchy, adjournment. Motion unanimously approved. Meeting adjourned at 9:25 p.m.
Board Meeting Minutes
Board Members Present: Gary Robbins, Bob Klein, Jim Peterson, David Curchy, Tony Leuchtmann, Patrick Murphy
Board Member(s) Absent: Bart LaBram
Guests: Jennifer Kramer, Clare Peterson, Jesse Speaks, Marty Kempf, Ed and Kathy Smith, Darrell and Oleta Leggett, Tom Pedrola, Rick Vondercheck, Jim Wells, Jerry Chabowski, Don Hulsey, Larry Lambert, Mike Hughes, Dan Douglas
Meeting called to order by Vice President Gary Robbins at 6:32 P.M. Following a review of the May 16, 2011 minutes by Board Members, Jim Peterson moved, seconded by Bob Klein, that the minutes be approved. Motion unanimously approved.
Treasurer’s Report Jim Peterson reported that Camelot currently has $183,190 in money market accounts, $33,902 in the checking account, $51.69 in cash and $72,595 in CD’s for a total value of $289,740.36. Income is about the same as last year at this time, and expenses are down a little. Camelot has received a refund of unused filing fees in the amount of $1,114.00 from the Circuit Clerk’s office – no record of the filing fees can be found in QuickBooks. Dues represent 90 % of income and we have 136 delinquent members as of the Friday prior to the Board meeting. At the last Board meeting, Gary Robbins requested that a treasurer’s report be mailed to Board members a week prior to the Board meeting. Currently the treasurer’s report is generated the day of the Board meeting in order to provide the most current data. A report can be generated at any time, but it will contain outdated data. He will be happy to provide a report whenever a Board member requests it. The accountant is currently working on the taxes for the fiscal year which ended March 31, 2011. Discussion then ensued on fines/penalties assessed to delinquent accounts. Motion made by Tony Leuchtman, seconded by Pat Murphy, to accept the Treasurer’s report as presented. Motion unanimously approved.
Gary Robbins then introduced the Leggetts who explained that people are using a road on their property to gain access to Camelot. The Leggetts have installed a metal barrier fence and large boulders but people have moved the boulders, driven around the barricade, cut down trees, stolen fencing material, and in general have caused destruction of their property. They are asking that Camelot assist them in apprehending the trespassers. They have also contacted the Sheriff’s office for assistance and will contact the County regarding having the road abandoned. Jim Peterson moved, seconded by Tony Leuchtmann, to have Camelot maintenance personnel put back the boulders as well as place additional boulders at the metal barrier. Motion unanimously approved.
Mrs. Leggett also noted that Yorkshire Lane is in desperate need of repair – gas trucks cannot make it up the hill. She requested that the road be closed if it cannot be repaired. This information will be passed on to Bart LaBram (Road Committee) and in the meantime, Jim Wells will place a barricade at the road.
Mike Hughes of 356 Meadow Drive stated that sewage is backing up in his yard. The Board recommended that he call DNR (800-361-4827) and LOWA (Lake Ozark Watershed Alliance) (573-434-4400). Gary Robbins also gave his own personal number to Mr. Hughes.
Building Committee: Bob Klein reported that building permits for sheds on lots 946 and 1056 had been approved. He presented a history on a permit request by Ed and Kathy Smith for an additional garage which had previously been denied. The Smiths have revised their plans and resubmitted them for approval. Bob Klein recommended that the Board not allow more than an 8 foot door on a single car garage. Following extended discussion, the Board agreed that the Building Committee will research the building permit allowed for a garage on Sherwood Court and then provide a resolution (subject to Board approval) to the Smiths within 7 working days (June 28th).
Bob Klein then reported that he is recommending that the Board grant Jerry Chabowski an extension to August 31, 2011 to complete enclosing his house. Tony Leuchtmann moved, seconded by Bob Klein, to grant the extension. Motion unanimously approved.
Docks: No Report
Emergency Response: Dan Douglas reported that he would like to be replaced as chairman as soon as a replacement is found.
Entertainment: Gary Robbins reported that arrangements for the July 4th celebration (to be held on Saturday, July 2nd) are on schedule. More than $900 in sponsorships has been received, all the food has been donated, and prices for meals have been reduced ($2 for adults and $1 for children). There will be raffles throughout the afternoon and evening and a silent auction will be conducted. Jennifer will provide a list of sponsors and donators to Tony Leuchtmann who will ensure that they are listed on the website and a “banner” will be placed at the Yacht Club to identify sponsors and donators.
House: Jim Peterson reported that CEA swimming pools seem to be creating the most problems at this time. Bob Klein moved, seconded by Dave Curchy, that an additional pool attendant(s) be hired to ensure attendant coverage at both pools. Craig Palmer, head of pool maintenance, reported that there may be a leak at the Lodge pool, but that we may be able to get through the summer before it has to be repaired. PWSD#3 will be monitoring the pool water usage to see how drastic the problem is. He recommended that a large metal sign with pool rules placed at each pool. He also recommended that “one way” signs be placed at the Lodge drive. The office will order the appropriate signs and have maintenance staff install them.
Parks: Gary Robbins reported no activity at this time. The committee will resume activities after the July 4th event.
Roads: No report from Bart LaBram. Discussion then ensued on what progress has been made toward road improvement.
Security: Barking dogs issue was discussed with the decision made to have Animal Control contacted.
Sewer/Sanitation: Nothing new at this time.
Stables: Jerry Chabowski reported that they now have a new rule stating that each renter is allowed only one trailer at the stables/barn. The Board agreed that the rule is a good one and that if violations occur, a warning letter will be sent to the resident stating that any additional trailers at the stables/barn, must be moved to the storage area or the resident will face fines and/or additional penalties.
Water: Tom Pedrola reported that the PWSD#3 has received signed petitions from persons interested in annexing to the water district. The work to become a combined water/sewer district is ongoing. At the present time, only 6 properties are currently turned off, there are 4 liens on
properties, foreclosures are rolling over and being paid, and the aging report is under 2%.
Office Report: Jennifer Kramer reported that a telephone bid has been received from Lake Patio in Osage Beach for approximately $300 to refelt the pool table at the Yacht Club. They will come to the Yacht Club to give an actual estimate for the refelting. The Office has received many complaints about the problems associated with the Yacht Club pool being unattended. These include residents throwing parties, unruly behavior, and excessive number of guests. Lodge pool attendants have been asked to leave the Lodge pool and set up at the Yacht Club leading to complaints that they have to clean and set up pools twice in one shift. Scheduling pool attendants has taken a toll on the office staff resulting in some work being put on "hold”. The large truck has had some major repairs (axle work and new ball joints) and is now up and running. A new radiator cap was put on the Jeep and maintenance personnel are monitoring its effectiveness. QuickBooks 2011 is now working on both office computers. A copy of the newsletter is included in Board member’s packets and if no changes are required, it will go to print on Tuesday, 6/21.
Bob Klein moved, seconded by Pat Murphy, to have one pool attendant take on the scheduling duties for an additional .25 per hour. Motion unanimously approved. The Office has researched online sources for a sign at the back entrance and found that a sign similar to the one at the front entrance sells for approximately $3,000 excluding installation. Further research will be done and Bob Klein has also offered to check into the sign issue.
The consensus of the Board is that no additional speed bumps need to be installed at this time.
Tom Pedrola has requested that his name be removed from the Contact list and Lake Ozark Environmental be put in his place regarding water issues. New “contact sheets” will be placed in the Security Book and given to all Board members.
Dave Curchy has agreed to assume responsibility for obtaining “Street Captains” for the Neighborhood Watch program.
There being no further business to come before the Board, Bob Klein moved, seconded by Dave Curchy, that the meeting be adjourned. Motion unanimously approved. Meeting adjourned at 8:02 p.m.
Board Meeting Minutes
Board Members Present: Bart LaBram, Jim Peterson, Bob Klein, David Curchy, Patrick Murphy, Gary Robbins
Board Member(s) Absent: Tony Leuchtmann
Guests:Jennifer Kramer, Clare Peterson, Dan Douglas, Tom Pedrola, Russ Aalsburg, Jerry Chabowski, Don Hulsey, Bobby Allen, Jim Wells, John Sickmier, Marty Kneuf
Meeting called to order by Bart LaBram at 6:35 p.m. Following a review of the minutes of the June 20, 2011 meeting, Bob Klein moved, seconded by Dave Curchy, approval of the minutes. Motion unanimously approved.
TREASURER’S REPORT Jim Peterson reported that Camelot is one third of the way through the fiscal year and have received two thirds of the budgeted income. Expenses to date are less than one third of the budget at 27.7%. The 2010 Federal and State tax return have not been completed by the accountant, but she has been working with Jennifer and transferring data back and forth. Major expense area is labor followed by Road repairs and fuel. On Friday, after printing the QuickBooks reports, we received a cashier’s check for $15,000 for the purchase of a slip in Dock 7. Dave Curchy moved, seconded by Gary Robbins, approval of the Treasurer’s Report. Motion unanimously approved.
There were no guests on the agenda.
Building Committee: Bob Klein reported that the house on Patricia is way behind schedule due to personal problems of the builder. He also reported that a permit has been issued for a shed at lot 245. He also requested Board discussion on the Smith permit prior to approval/denial. Shawn Walters is within the time frame for his house on Arthur.
Docks: Bart LaBram gave an update on the sale of 2 slips in the new Dock 7 this week. There are now 7 PWC slips and 1 boat slip left. He also stated that he has been in contact with Ameren regarding permits for all the docks and will provide an update at the next meeting. He also reported that a dead deer in the water was disposed of by Jim Wells and
Emergency Response: No report other than Dan Douglas is waiting for his replacement.
Entertainment: Gary Robins submitted a written report to the Board in which he reported that the 4th of July party made a net profit of $568 and that if not for volunteers, the party could cost in the thousands of dollars. He also stated that the Entertainment Committee needs to start working in April on the July 4th party and that volunteers need to be lined up early. He suggested that the profit from the party be used for items that the Entertainment Committee uses during the year, such as coolers, etc. The next planned activity will be the Halloween party in October.
House: Jim Peterson reported that there had been some more problems with the Jeep last month and that we are still waiting on a new fan shroud to be delivered. He also had the Office to send a letter to Stacy Roberts regarding the “Dead Zone” adjoining his property, but has yet to receive a reply. He also reported that some of the pool attendants have expressed concerns about the cleanliness of the pools and that they have no chemicals at the Lodge Pool to test it periodically as they are supposed to do. A new supply of chemicals was ordered and has been received. In the meantime, some pool attendants have cleaned all of the walls onboth pools with Scotchbrite “scrubbies”. He is also researching delinquent account address in the County data base(s) in order to obtain current addresses.
Maintenance: Jim Wells reported that the big truck is down with transmission problems. Estimates have been received for Board review/approval as the big truck is of tremendousvalue when doing road repairs. He also stated that he found a skid-loader that would be extremely helpful with road repairs, snow removal and much more. (More information under the Office Report) He also reported that the maintenance crews have been starting early inorder to avoid the extreme heat later in the day.
Parks: Gary Robbins would like to move forward with the bridge and walkway in the proposed Park. He stated that estimates for the bridge materials need to be obtained and thelocation of the bridge determined. Bart will assist with the location of the bridge.
Roads: Bart LaBram noted that Jim Peterson had obtained some information on a concrete road (20’wide x 6”deep) constructed with fiberglass reinforcement located at the Bear Bottom Resort in Laurie, MO. Bart will contact various contractors (both local and Springfield and Kansas City areas) for estimates and evaluation of what Camelot roads need, i.e., replacement of road base, grinding up of present asphalt, etc. Gary Robbins suggested that the Shores/Section 12 be contacted for monetary assistance for Buckingham Drive from Bear Pawto the beginning of Section 12.
Security: Dave Curchy reported that Lt. Moulder of the Camden County Police Departmentwill be a guest speaker at the August 15th Board meeting to explain the Neighborhood Watch Program. He requested that Lt. Moulder’s visit be put on the Information Sign and on the website. The Office will provide to Dave Curchy a copy of the list of volunteers fromprevious years.
Sewer/Sanitation: Gary Robbins reported that Camden County took care of a resident’s issue with sewer backup.
Stables: Jerry Chabowski reported that everything seems to be quiet. There is always asupply of manure for anyone who wants it; however, the Camelot tractor cannot reach highenough to load it on a dump truck. A Stables meeting has been scheduled for Thursday, July 21st which Gary Robbins will attend.
Water: Tom Pedrola reported that nothing new is happening as the Water Board has not yet met this month. They are still gathering petitions for annexation into the Water Districtfrom adjacent landowners.
OFFICE REPORT: Jennifer Kramer reported that the June newsletters went out the week of June 20thwith help from Board members and volunteers. The office is currently working on latebillings using recommendations from the Accountant. Renewal of the Camelot Estates business name registration and an update of our “Registered Agent” are due by August 31st. The transmission on the CEA large truck went out and estimates for repair have been received from All Trans ($2,600 with 1 yr warranty), Samco ($3,233.02 with 1 yr warranty), and Aubuschon ($3,802.70 with 3 yr warranty). The truck will have to be towed (lowest bid for towing is $65 from Dale’s who can tow it at any time). Cost for towing insurance would be $27.00 annually for the three CEA vehicles. Jim Wells located a New Holland skid-loader ($3750.00) with 2 buckets (one with teeth) that would be very helpful for road patching, snow removal and much more. She requested input from the Board regarding this purchase. Poolshave created fewer problems for the office since the scheduling has been assumed by Becky Wlaznak. Four applications for the Deer Hunt this fall have been received so far – the deadline is August 5th to sign up. The Deer Hunt committee has requested that all 12 designated hunting areas be used this year.
Old Business One estimate has been received for re-felting the Pool Table ($300) plus new leatherpockets ($150). Discussion ensued on whether the repairs could be completed “in-house” or ifa professional needs to be called in. No decision was made at the meeting.
New Business: The Yacht Club kitchen has become an issue with campers using it on a daily basis after being told not to. Installing a door at the kitchen entryway and changing the exterior kitchen door lock would resolve this problem. Gary Robbins moved, seconded by Jim Peterson, that a door be installed and the locks changed. Motion unanimously approved.
Discussion ensued on whether or not a “Shooting Range” could be installed in Camelot. Questions included the following: Suitable location in Camelot? Would County regulations apply? Who would supervise? What are the costs involved? The office will assist in trying to find out more information.
Gary Robbins presented a written proposal regarding a “Service Incentive” to encourage eligible residents to serve on the Board of Directors. Discussion then ensued on having a special and/or annual meeting and appropriate notification of same. Jim Peterson will check into any tax implications involved with Board members receiving a “stipend”. The Board did agree to move forward with presenting the proposal to the general membership.
Residents are still complaining about the Allied Waste trash pick up service. These complaints include coming into Camelot at 6:00 a.m. (or before) to pick up trash, using large trucks that require traveling each road twice, not cleaning trash receptacles, not picking up trash that spills when the receptacles are dumped, etc. The Board feels that Allied Waste has breached the contract and has instructed the Office to set up appointments with various other waste hauling contractors in the area to discuss a contract.
There being no further business to come before the Board, Jim Peterson moved, seconded by Bob Klein to adjourn the meeting. Motion unanimously approved. Meeting adjourned at 8:00 P.M.
Motion by Bob Klein, seconded by Daved Curchy, to approve the minutes of the June 20, 2011 meeting.
Motion unanimously approved.
Motion by Dave Curchy, seconded by Gary Robbins, to approve the Treasurer’s Report. Motion unanimously approved.
Motion by Gary Robbins, seconded by Jim Peterson, to install a door with a lock at the Yacht Club kitchen (from the entryway) and to change existing kitchen door locks. Motion unanimously approved.
Motion by Jim Peterson, seconded by Bob Klein, to adjourn. Motion unanimously approved.