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BLHOA Board Meeting Minutes, May 26, 2020-1

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BLHOA Board Meeting Minutes, May 26, 2020-1 MINUTES OF THE MAY 26, 2020, MONTHLY MEETING OF THE BAYLES LAKE HOMEOWNERS ASSOCIATION The regular meeting of the Bayles Lake Homeowners Association Board of Directors (BOD) was held at Lakeview Country Club, Loda, Illinois, on Tuesday, May 26, 2020, at 7:01 p.m. Directors Present: President Jim Bash, Vice President Allan Lee, and board members Jerry Bauman, Tom Parker, Paul Zajec and Rod Banks Absent: Stephen Hennessy, Viva Siddall, Jerry Grodesky Employees Present: Treasurer: Pam Zajec; Administrative Assistant: Rod Cardinal Absent: Bob Siddall, Gene Miller, Ray Soltysiak. Their absence had been requested by Jim Bash. They have filed a report with Rod Cardinal. Their report will be reviewed and made part of the meeting minutes. President Jim Bash welcomed everyone after roll call. Comments: • Reminded the board that the March 24 and April 28 BOD meetings had been cancelled due to the Coronavirus Pandemic and that we would be reviewing board / business activities from February 19 to the present. He noted that the board was practicing social distancing by sitting 6 feet apart and everyone was wearing a mask. • The Bayles Lake community has been kept informed of changes / cancellations via the Bayles Lake website, email blasts and the community has done a great job informing residents of other activity through the Bayles Lake Facebook page. • Stated that he appreciated everyone’s patience and for looking out for their neighbors. • Explained to the Board that the May 4 Annual Meeting was being postponed because of the State of Illinois mandate prohibiting gatherings of larger than 10. Board members recommended that residents be notified that the HOA Meeting has been rescheduled to Monday, September 21. • Jim Bash asked for a motion. Jerry Bauman motioned to approve the date of the rescheduled HOA Annual Meeting, seconded by Tom Parker, and the new meeting date was approved. • Indicated to the BOD that at the end of the board meeting they would need to move to executive session to discuss a personnel issue. Approval of Minutes: The minutes from the February 18, 2020 board meeting were reviewed and corrections made. • Jim Bash asked for a motion. Tom Parker motioned to approve the minutes as corrected, seconded by Rod Banks, and the minutes were approved. • There was no March 24 or April 28, 2020 BOD meeting as previously noted. BLHOA Board Meeting Minutes, May 26, 2020-1 Treasurer’s Report: Pam Zajec presented the February Treasurer’s Report of Receipts and Disbursements, which were discussed. • Jim Bash asked for a motion. Tom Parker motioned to receive the report, seconded by Jerry Bauman, and the report was accepted. The February board bills were presented, totaling $13,848.49, which were discussed. • Jim Bash asked for a motion. Tom Parker motioned to approve the bills, seconded by Rod Banks, and the bills were approved. Per board policy, bills over $1,000.00 were reviewed: (February 19 - March 24) (1) #7265 Biggs Lawn Care Snow Plowing Service $1,147.50 • Jim Bash asked for a motion. Rod Banks motioned to approve the review of the bill over $1,000.00, seconded by Tom Parker, and the motion was approved. Treasurer’s Report: Pam Zajec presented the March Treasurer’s Report of Receipts and Disbursements, which were discussed. • Jim Bash asked for a motion. Jerry Bauman motioned to receive the report, seconded by Alan Lee, and the report was accepted. The March board bills were presented, totaling $15,497.83, which were discussed. • Jim Bash asked for a motion. Tom Parker motioned to approve the bills, seconded by Rod Banks, and the bills were approved. Per board policy, bills over $1,000.00 were reviewed: (March 25 - April 28) (4) #7271 John Deere Financial Maintenance $1,517.64 #7273 EIEC Utilities $1,057.15 #7275 John Deere Financial Hydraulic Lift Kit $1,353.43 #7278 Logan Hollow Fish Farm - Lake Stocking $6,999.32 • Jim Bash asked for a motion. Rod Banks motioned to approve the review of bills over $1,000.00, seconded by Tom Parker, and the motion was approved. Treasurer’s Report: Pam Zajec presented the April Treasurer’s Report of Receipts and Disbursements, which were discussed. • Jim Bash asked for a motion. Tom Parker motioned to receive the report, seconded by Jerry Bauman, and the report was accepted. The April board bills were presented, totaling $7,325.73, which were discussed. BLHOA Board Meeting Minutes, May 26, 2020-2 • Jim Bash asked for a motion. Jerry Bauman motioned to approve the bills, seconded by Paul Zajec, and the bills were approved. The May board bills, to date, were presented, totaling $9,108.91, which were discussed. Per board policy, bills over $1,000.00 were reviewed: (April 29 – May 26) (2) E-Pay USA Tax Payment-Payroll Liabilities $1,336.52 #7304 PDC Labs-Drinking Water Testing Contract $2,185.00 • Jim Bash asked for a motion. Allan Lee motioned to approve the bills to date, and review of bills over $1,000.00, seconded by Rod Banks, and the motion was approved. The accounts receivable list was presented and discussed. ($4,742.76) (19). Pam Zajec noted that for FY 20-21, to date we have received $1,035.00 in contributions. She reminded the board that this was a new line item on the “Report of Receipts and Disbursements”, approved at the February meeting. This is a restricted account and contributions can only be spent on specified items as designated by the contributor. Pam Zajec indicated that she had requested and had been receiving Certificates of Insurance forms from the various vendors that do business with Bayles Lake. Visitors: Jim Bash asked the visitors to introduce themselves and state their reason for attending the meeting. If they have discussion points, he will assign them to various committees to be discussed at that time. • Harrison Short, Karen Abbe, Randy Hendricks. All were wearing a mask and practicing social distancing. Security Report: Gene Miller was absent but filed the following report: February 02/21/20 Requested by owner of 456 Wolf Drive to patrol 1518 Golf Drive (rental property) owner changing out locks and putting in security system. (1518) Received notification at 1:35 P.M. of break in at 1518 Golf Drive. Upon patrolling, car was observed but no person was seen. 02/24/20 Pulled Realtor sign out of Kaufmann Park. Informed Realtor of rules. Burnt brush pile behind maintenance shed. March 03/01/20 Open cable daily as summer hours begin at maintenance shed. BLHOA Board Meeting Minutes, May 26, 2020-3 03/07/20 Removed submerged kayak from water. (1517) 03/13/20 Reported security light out at maintenance shed. 03/14/20 Removed window advertisement sign from property and notified homeowner. (110) 03/19/20 Reported security light out at Country Club Lane entrance. 03/21/20 Anchored broken telephone pole along Loda Road so it wouldn’t blow toward road. 03/24/20 Turned on bridge lights. 03/27/20 Received report of two small animal traps being taken from premises. (150) NOTE: Received multiple telephone calls regarding information posted by resident on social media regarding break-ins in Iroquois County. Assured homeowners that property is being observed twice daily. April 4/27/2020 Spoke with homeowner regarding vehicle with no plates. (1110) 4/28/2020 Received report of fishermen on dock. Homeowners gave permission. (360) (364) 4/29/2020 Received report of entrance door left open on house. (217) May 05/03/20 Homeowner complaint of underage driver being reckless on golf cart 05/0420 Two non-resident kids fishing off bank 05/08/20 Received 3 calls fishermen netting fish - confirmed netting shad 05/13/20 Pulled tree service sign (330) 05/14/20 Received additional calls regarding fisherman netting fish 05/15/20 Reported that grass needs to be mowed (374) 05/16/20 Received report from neighbor debris piled in front yard (1502) 05/19/20 Found garage door open. Closed door and called resident (476) 05/20/20 Removed Heating & Cooling sign from yard (1002) 05/25/20 Received report from 527 Karr Lane of abusive language on boat anchored in front of house. 05/25/20 Non-resident individual on kayak without permission Maintenance: Bob Siddall was absent but filed the following report: April Installed our 3 flag poles Turned water on and off to 6 residents Did spot mowing around the Lake along with my regular areas BLHOA Board Meeting Minutes, May 26, 2020-4 Flushed the water mains twice this month Had John Deere from Melvin IL come and provide maintenance on our mower Picking up limbs and brush Did my monthly swing set safety check Did my annual dam and spillway safety check Been lighting burn pile when wind permits Spreading dirt and seeding in areas where drain tile was replaced Will start to take down our leaf enclosures in the coming weeks Filled in several small potholes with cold patch asphalt May Did the usual mowing between rain showers Been flushing hydrants every other Mondays Have trimmed the grass around trees and signs in almost all the parks Samurai and bush mowed the outer edge of Sunrise, Skyline and Sunset Drive Keeping burn pile under control between rain showers Draining the West well house tank for maintenance and cleaning Placed road pack in potholes on Lucy Goff Lane Picked up limbs and brush Trimmed a few evergreen trees Did monthly swing set check list Fixed water shut off valve at 510 Sunrise Drive to access easier Moved trailers at Maintenance Building Hauled rocks to Country Club Lane to help with water run off Will take aluminum to be recycled Will start removing leaf enclosures from the parks Finance: Jerry Grodesky was absent, but it was noted: • Information regarding the BOD seeking an Application for Small Business Loan / Paycheck Protection Plan, had been provided to BOD via email, motion by Jim Bash, “Should BOD pursue this”? Not Approved 6 - 1 via email vote.
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