BOARD APPROVED April 20, 2009
TRAILER ESTATES PARK & RECREATION DISTRICT
BOARD OF TRUSTEES WORKSHOP
SMALL HALL
The meeting was called to order at
Martha asked if we could move item #6 on the agenda to #1 because Mark Yawberg was with us for a portion of the morning. It was agreed that we would amend the agenda. Pages 5 through 15 of Section 6 of the Red Book were discussed in regards to our employees. We made changes and will continue to review this portion of the handbook until it is completed.
1. The need for new banquet tables for people to borrow was discussed by John Vander Molen. He said the old tables are junk and has looked into purchasing resin tables for $70 each. The money will come from the Maintenance budget.
2. Residents have
asked about the possibility of upgrading the portable restrooms at the
beach. John looked into a single
restroom that has accommodations for men and women plus a washroom area. It is
3. Margo discussed the dance contracts. Each group will charge $200 per appearance. Harmony, Lee and Char, and Two of Us will play. Joe felt it was not necessary to bring this to the Board, as the groups are included in the recreational budget. Margo said she knows this is not necessary but is doing so as a courtesy to quell questions. No motion or vote is necessary.
4. We discussed PP3, the Trustee Appointment Procedure. The role of the moderator was discussed. He/she has discretion, as he/she must keep things civil and orderly. People may ask questions but they must fall within the constraints of the Board’s guidelines. All cards with questions will be kept as public record. Moderators will inform the Board and the public if the question has been revised and why. A suggestion was made that the Board communicate to the audience better regarding the job of the moderator. Pam asked if questions could be turned in the day before. That, however, doesn’t allow for questions that might come up during the interview process.
5. A Trustee Protection Policy was drafted by the attorneys. In regards to lawsuits against trustees, it is a reimbursement agreement. Joe had a question about the 10 percent interest rate and John had a question in regards to indemnity. Martha will check on this. Gail was concerned about an incident in which a trustee might be found guilty not due to his/her own negligence but due to a fabricated story by another party and went on to say that jails are full of innocent people. While John felt people have to depend on the fairness of the court system, Harry felt Gail’s concerns were valid.
UPDATES
Martha reminded everyone that changes from the host company will occur on our Web site July 1, but she feels the costs will still fit into our budget. In regards to the TV contract, she has sent the RFP information out. TE has applied for Officers and Directors insurance and did so with 55 pages of supporting documents. Martha asked for a quote in regards to coverage for $1 million, $2 million and $3 million.
Update on 1803
Auditor Selection Committee—There is an ad in the newspaper requesting sealed bids. The proposal information page will be in the office tomorrow. All proposals will be opened and read at the April 27 workshop. The bids will then be turned over to the committee.
Fred was asked about the road work. He stated that sewer work will begin this
week south of
Margo said coffee break will be April 18;
Joe said he and another neighbor on
Gail heard from several residents over the weekend concerns
in regards to the church’s Christmas Eve service not being held. She wanted to assure the residents that that is
not true. The service is scheduled for
Martha stated that a great deal of paperwork is coming in from the court, which requires a lot of paper copies to be made. She has learned that Board members can get an access code and get online to view the information, thus eliminating the need for the copying of so many documents; but she wants to be sure that those codes are not a public record.
PUBLIC COMMENT
Bev Lew, 2008 IL—Should negotiate the lawsuit. Spoke about trustees’ guilt in the lawsuit. Election procedure was not okay last week. Consider other things to cut wages.
John Stephenson, 1703 TN—TE is liable if there is no workman’s comp for contractors and sub-contractors. He asked, “Where are we going with the fence?” He stated there is a safety issue with the fence. Martha asked if we are ready with an update as we are still doing research. John said Bernie Dent was involved for two years in the fence issue and got DeSears to agree to put up a new fence but then the company was sold. DeSears’ new management has not been talked to in regards to the fence. We are working on a document to determine ownership of the gray area. Martha said that Riverview Properties LLC owns the land. Margo suggested calling Citizens Action and stated they could make the company pay for it. Harry stated that he will do some checking into this.
Flo Mallory, 6919 W. Bayou—She said since the moderator of a trustee appointment or election interview is selected by the Board, the Board should leave it up to him or her to field the questions. If a name were on the index card, the moderator could ask the questioner for clarification.
Mary Huston, 1714 MN—Said we should put a copy of the PP’s on the Internet. Martha said that part of the process is putting things up on the Web-site, but we are still revising things. Mary then asked who has ownership of the east end ditch. John said it is owned by Depora but we can’t find papers showing the exchange of land. We are working on it. He went on to say that no one is paying taxes on it. Bev Lew said they offered to pay the taxes to get that property.
TRUSTEE COMMENTS
Joe asked that Bev Lew use the word “alleged” when speaking about the trustees in the lawsuit. He said he believes the Board will prevail in that suit.
Martha asked Flo Mallory some questions to clarify what Flo had said. Gail felt Flo’s ideas were good but some residents might not want to sign their names to the index cards.
The workshop was adjourned at
Respectfully submitted,
Gail Opper, Secretary