ANNUAL BOARD OF DIRECTORS MEETING MINUTES FOR Saturday, May 6, 2023

LAKEWOOD

BOARD OF DIRECTORS MEETING

MINUTES FOR Saturday, May 6, 2023

The Lakewood Board of Directors meeting was called to order by President Amy Volkmann at 10:01 am

1.     Roll Call:

Board Members Present             Amy Volkmann – President
Ginny Palumbo – Secretary
Nancy Kubina – Treasurer
Jesse James – Director
Annette Wolf – Director
Not present – Gretchen Peterson, Carin Tio

2.     Minutes

• The minutes from the 2022 annual meeting were distributed to all homeowners present. – Amy Volkmann asked for a motion to approve the 2022 Annual meeting minutes.  Jim Walsh made a motion to approve and was second by Jan Young

3.     Budget  Treasurer’s Report

• Amy Volkmann passed out the budget and treasurer’s report for homeowners in attendance to review.
• The board has made a decision to leave BMO and move to One Community Bank.  One Community Bank, which is the local bank in the community.  We will switch to the new bank once the April Statement has been received.  Homeowner asked why we are leaving BMO, and Amy Volkmann responded, because this bank is not in this country and we would prefer to use our local bank.
• Instead of having several different accounts, we will condense to two accounts.  General Fund and Capital Expenditures Fund.  We will transfer the savings and gate fund into the capital expenditures fund.  The capital expenditures fund will be used for major projects.  Example the beach wall repair will come out of the capital expenditures fund.
• Discussed the budget.  Many items of the 2023 budget will remain the same from 2022.
• Amy Volkmann asked for comments from the homeowners present.  No one brought up any comments.  Amy Volkmann moved on to the next topic.
• Eric Koppa asked to go back to the budget.  He wanted the accounting of the savings and gate fund.  It was determined he did not have the backside where this was shown.  He was given a new copy and satisfied with the accounting of the gate fund and savings account.
  
  

• • Capital Expenses of the park .
    • Ray Olham, Mike Carroll and Gretchen Peterson helped clean out all the bricks and moved them away from the wall.  All the bricks were saved.
    • Ben Fetcher brought his backhoe and pulled back as much of the wall and sloped it.  
    • When the wall collapsed we found out the geo mat was on both sides of the wall, but not in the middle.  This made the wall structurally unsound and it collapsed after years of water running back inside the wall.  Robert B looked at the wall and we have asked several area contractors about fixing the wall.  No one is interested.  We need to form up the footing for the wall and pour concrete before putting the wall back in place.  The contouring was forcing the water to the back into the wall and eroding the inside.  A homeowner suggested putting drain tile inside to push the water away from the wall.
    • Ray Olham cleared out the many dead trees around the park.
    • Jan Fountain lot 11 has concerns if we use concrete what will keep the concrete from cracking and moving over time.
    • Amy Volkmann explained footing would have a post on each side so the concrete would stay in place.  Amy is hoping to get the wall repaired in the next two weeks.  Ben Fletcher is behind in his regular job, and has not had time to complete.
    • Amy Volkmann said new sand will be brought to the beach, as the sand is full of dirt from the wall falling.
    • Dredging – All dredging material must stay on the property or we will lose our DNR permit to dredge.  Dredging was $1,000.  Homeowner asked about how deep was the dredging.  Amy Volkmann stated it was about 3 feet deep with a slope.  Eric Koppa asked if we are going to have dredging on the budget each year.  Amy Volkmann explained our dredging permit is only for four years and will not be on the budget every year.  Francis Excavating, out of Nooksa,  did the dredging this year.  Jan Fountain lot 11 asked if we should have it budgeted every year.  Amy Volmann responded we won’t know how long this will last, so we won’t budget this expense every year.  
    • Nancy Kubina stated we have $10,000 in our checking account and transfer out half into the capital fund for the repairs needed to the park.  The savings account was not making any money for us, that is why it was moved to the capital fund.  We have to fix the wall first.  A homeowner asked what the cost of fixing the wall was estimated to be.  Amy Volkmann stated the plan was about $5,000 to fix.  Amy Volkmann asked if any homeowner knew when the wall was built.  No homeowner could remember.
  4.     New Business
  • Terry Anderson asked about the renting issues we are having with the weekenders.  More and more renters are in our neighborhood.  The renters do not have a stake in the community and it has become more of an issue. – Amy Volkmann responded that the past board has a rule in place no short term rentals.  Our bylaws state use for residential use only.  Ginny Palumbo searches on line weekly for anyone trying to rent their property.  When we find the property is a rental, we turn off their gate key.  Homeowners can apply for a tourist house permit.  Strongs Prairie doesn’t look at the property.  They just issue the permit and get their money.  Homeowner asked how do we stop beach access for renters.  Ginny Palumbo responded we turn off their gate key when we know the property is a rental.  One homeowner is upset because when her son comes up with friends they are constantly badgered for being at the lakefront.  Her son will own the property one day.  Amy Volkmann stated that signs have been ordered stating Lakewood Residents only.  Private Property.  We are having problems with people coming and tying up their jet ski’s and pontoon boats at our pier and using our beach.
  • Eric Koppa Lot 51 wanted to know how many letters have been sent by the board for renters.  Amy Volkmann stated letters were sent last year.  Homeowner asked what penalty and fines are being sent.  Amy Volkmann explained we can not send finds unless we have a Grievance Committee.  Nick Olson is the only person that has come forward for this committee.  Terry Anderson said he would be part of the committee.  Still one more needed.  Barb Berken Lot 82 asled what other associations are doing.  Amy Volkmann said places in Rome are allowed to rent and Northern Bay allows renting.  We have had several realtors ask if we are allowing renting.  Ginny Palumbo fields the emails and tells them we do not allow renting.  Letters do not do anything.  For example, we sent a letter asking for the gate key numbers posted on Facebook and the website, put a note asking in the dues letters and still we don’t have all the key card codes.  Eric Koppa asked why the procedure was not followed.  Amy Volkmann stated why send a letter if we can’t enforce it?  Homeowner lot 127 or 129 said homeowners will not want to be part of a grievance committee for fear of retaliation.  Asked if we could have an anonymous Grievance Committee.  Amy Volkamnn doesn’t know if that is an option.  Amy Volkmann was threatened with a gun last year about trying to get the property owner at 1740 19th Ct. to stop building.  A homeowner asked if we are telling realtors there are no rentals in Lakewood.  Yes, we tell them.  Eric Koppa stated the onus is on the board to send letters to renters.  Eric Koppa made a motion to enforce documents to be sent to homeowners and second by Jim Walsh.  
  • Amy Volkmann asked if anyone would be interested in changing the bylaws to not allow rentals.  Our bylaws are a gray area on this.  We need 75 of the homeowners to agree to the change.  Ginny Palumbo asked for an email if you know someone is renting.  A homeowner said she lets family and friends use their place.  She is not renting it out.  Ginny Palumbo asked if homeowners would talk to their neighbors about changing the bylaws to not allow rentals.  Annette Wolf doesn’t know if talking to neighbors would be considered intimidation.  Eric Koppa said there was over 50% approval to change the rules on short term rentals.  Amy Volkmann stated a mailing needs to be mailed to the homeowners amending the bylaws on short term rentals.
  • Amy Volkmann asked if anything needed to be added to the budget.  No comments made.  Budget stays as is.
  5.     Secretary Report
  • We have made quorum.  We have 43 proxies.
  • Gate clean up.  There are still over homeowners who have not given us their code numbers. 
  6.     Old Business
  • Diane Bradetich wanted to know about an update on 1740 19th Ct.  Amy Volkmann said it’s on hold.  They had received a copy of the letter from the association from the Sheriff and there hasn’t been any activity at the house.  We have sent several letters to the address we and the county have on file.  The letters come back undeliverable.  The letter they received said they would be fined $500 a day for any more building.
  • Eric Koppa asked if we can have the title company make the buyer sign the association rules and send it back to the association.  Amy Volkmann stated the title company doesn’t even give the new buyer our welcome letter.  How can we make sure they sign our rules and send them back to us.?  Eric Koppa made a motion and Jim Walsh seconded it.  Amy Volkmann asked how does this get enforced?  Annette Wolf said if we send this letter the part of liability is now on the association and if we don’t do anything about enforcing, these are just empty threats.  Annette cautious of undue actions.  Nicole asked if we do anything to let the new owners know about the rules?  Eric asked to amend the motion to consider wording in the letter to say acknowledge received when the key and list of rules is received.  Jim Walsh seconded it.  Eric made a motion to strike the motion he was amending.  Board considers acknowledging rules when the gate key is received.  Barb Berken made a motion to word the letter acknowledging the board has the right to turn off the gate key if the rules are not followed and the home is used as a short term rental.  Jim Walsh doesn’t like the word consider.  Consider has been striked.  Annette Wolf said we need to come up with a clear procedure to eliminate short term rentals.  Motion carries.
  • Terry Bullard lot 254 wanted to thank the board for all they are doing.
  • Terry Anderson asked how many keys per lot.  Amy Volkmann said one key per lot plus for an additional $30 the homeowner can get another key.  The keys are $30 each.  
  • Homeowner brought up the pot holes on some of the roads that were patched. Other worse areas in the subdivision  were not patched.  They are the responsibility of the township.
  • Tammy Bauer Lot 341 just bought 1976 S Cypress Lane and didn’t receive anything from the title company.  
  7.     Secretary Report
  • 17 properties were sold that we were made aware of.  It has come to our attention not all the title companies are informing us of an impending sale.  In 2023 1 property was sold.

  Annette Wolff asked the homeowners how many people use the website. and should we still keep it?  One homeowner said to keep the website and Eric Koppa second it.

  Nicole works for a marketing company that sends out text updates.  Asked if this is something the association would like to look at sending texts out.

  Eric Koppa asked how many owners have shared their email addresses.  Ginny Palumbo stated about 60%. 

  Barb Berken made a motion to adjourn.  Seconded by another homeowner.  Meeting adjourned at 11:07 am.

  Respectively submitted by Ginny Palumbo, Secretary Lakewood POA