BOARD MEETING NOTES... September 19, 2017
Open Forum consisted of questions on the Outpost building staying under budget, getting other bids, and fixing the lake problems for next year.
The AQUA update indicated the manhole repairs are underway but one is on backorder and may be a problem.
Finance Commission reports our standing at the end of August is Operating Cash $1,924,023.32, Operating Investments $400,149.47, Reserve Investments $3,577,037.79. Total Investments $3,977,186.80 and Total Cash $5,901,210.18.
We are currently under budgeted expense by $71,994.82 and over revenue budget $44,378.75, meaning we came out “to the good” by $116,373.57 this fiscal year through the end of August.
Accounting adjustments for August equal $925.60 due to rental changes Write-offs for the month total $279.96.
Just as a side note, Savannah Oaks is operating better this year, cutting the losses by over $14,500 compared to 2016. Nice to see!
Lake Management indicates lake conditions have improved but we still have weeds and blue/green algae. Budget requests will be for additional bioswale plantings in Firefly Bay and Whiting Park. Clarke Aquatics will be performing a systemic treatment in the spring with a community meeting prior to the treatment so all can understand the plan. Additional treatments may be needed throughout the year as well to stay on top of the situation. Leaf collection will be November 4th and 18th. A request was made for two "NO FISHING BETWEEN SIGNS" for the beach area.
The Golf Commission would like some signage for holes 5 and 7 so new people will know where to go. Signage is also needed for the driving nets. Sand has arrived for the traps. The commission questioned the timing of watering and why only greens are watered. The last tournament of the season will be October 14th and the annual Halloween Party is the 28th.
The Rec. Commission says it would like for the board to fund Lake/Links as an annual event to be held the second Sunday in June when gates are open for open houses. Granted. After school started August 17th with 20 kids enrolled. Yoga started August 30 with 5 signed up. Cardio Drumming started September 6th. Karate had seven kids and seven adults this season. Preschool was cancelled due to low enrollment. Biggest loser has 8 signed up. Glo Go Run will be September 23. Registration at 6:30 at the S.O. Clubhouse and a $5.00 fee per entry. Lake/Links gave 123 boat rides, 1,135 tickets sold for kid's activities at ten cents each. Cost for the event was about $1,700.00
Communications discussed asking the Board to have the gates open for the kite flying October 15th from 11 to 4 for the postponed Chicago Kite event. The board agreed. The picture contest has not garnered enough participation to warrant it's continuance.
Public Safety tells us they would like to see the citations published in the paper broken into groups of Public Safety and Building violations. The board decided to investigate the possibility further. Signs were requested for two areas stating " CAUTION CHILDREN PLAYING." The board agreed.
The Roads Commission had no meeting but the road paving, shouldering, culverts, etc. are continuing as per the project.
The Golf Course report from Tom Schneider indicates the course is still playing well and they are having to water the heck out of it due to no rain. A section of the pump intake line had to be replaced due to failure.
The Outpost remodel was again discussed. This became a lot more complicated during the last five days. A couple of us on the Board have recently been working with Kirk Hollembeak about our desires for remodeling the Outpost. Kirk put a lot of work into this and came up with what I consider a good proposal that covered our needs well and kept us on budget. We would have an attractive, functional, building that would be an asset to our community.
Dandy Donuts Lakeside had requested a meeting with Theresa and myself to discuss the restaurant. That was on Thursday, September 14th. They knew we were close to making a decision on the Outpost and wanted us to know their plans prior to the vote. Dan and Mary have decided for a variety of reasons to vacate the space after November 18th of this year. They have worked very hard not only in the restaurant but also through volunteerism and donations. They deserve a lot of thanks from our community. They are great people that intend to stay involved in bettering Candlewick.
Prior to speaking with Dan and Mary about leasing the space three or so years ago there was discussion on the board about simply razing the Outpost and using the restaurant space for the same purpose as the Outpost. The idea was dropped because so many people felt we really need a restaurant here. That has proven a false assumption. The support is not here for even a short hours facility. If it could be done Dan and Mary would have accomplished it.
The idea of using it as rental space has now become a viable option once again and the board decided to investigate the modification cost for the restaurant area while tabling the Outpost bid for the next meeting. The view from the room is breathtaking. It has a gas fireplace. The kitchen area can be set up for the same use as the Outpost and can be locked off except for special uses. It has video monitoring. The space is a little smaller but not much and the patio is there as well to use. There will not be additional utility costs. No need to insure a new building. No Outpost to maintain. Our employee would already be on site during the usage. So many positives to this idea.
Dan stated he would be happy to help set up the kitchen area as needed for our use. Most of what we need is already in the kitchen so very little expense involved.
Let's get into the numbers. If we go with using the restaurant space and teardown of the Outpost we can save around $200,000 even with the lastest bid after the cost of razing that eyesore of an Outpost. That money could stay in the replacement reserve account to offset some of the shortfall that will show in our lastest reserve study that was completed this year. Another factor will be there is no need to put a remodeled Outpost in the reserves with contributions each year for future replacement. Even more savings! More information coming at next month's Board meeting. No decision yet.
New East Gate signage is now in and looking great! Try to take a look at night while it is lighted.
Savannah Oaks Clubhouse reports Lake and Links went well with a putting contest, mini horse cart rides (43), and a ping pong ball drop with the Berdis family winning $208.00
Caledonia Road clean up is set for Tuesday, September 26th at 4:30 p.m. Help is always needed and appreciated! Meet at the West gate for supplies.
The AQUA proposal for a rate increase was discussed. The Attorney General is involved but not a lot of new information at this time.
A resolution was passed regarding testing for the pavement and culvert work. Payment will come from replacement reserves.
A resolution was passed contracting for a service plan regarding the computerized watering system at Savannah Oaks. Again, budgeted and paid from replacement reserves.
A resolution was passed contracting with Clarke Aquatics for next year's treatment of our lake Milfoil as well as lake testing and "bump treatments" as necessary to stay on top of the situation. Expensive... not to exceed $60,000 and this will not come from reserves. It is from our operating account. This is an unplanned expense that must be budgeted next year. Be sure to thank whomever brought this into our lake on their boat!