BOARD APPROVED 12/21/09
TRAILER ESTATES PARK & RECREATION DISTRICT
BOARD OF TRUSTEES MEETING
SMALL HALL
The meeting was called to order by John Vander Molen at
ROLL CALL: Pam Cole, Margo Cushman, Harry Fitzpatrick, Fred Hoch, Janet Jones, Gail Opper, John Vander Molen. Absent: Martha Brauer and Joe Salerno.
APPROVAL OF MINUTES:
TREASURER’S REPORT:
The balance in the checking account is $27, 852.81 and the balance in the Money Market account is $150,213.44. Pam reported that the budget for office expenses is $10,000; the amount remaining is $3,059.47. In regards to administrative expenses, we have spent $8,812.88 at this point; we should have spent $3,500. We have received the assessment increase of $2,649.19. Pam mentioned there were some incorrect numbers on the report. John stated that the annual budget presented is not correct. Utilities, for example, should be $110,000 rather than the $117,000 shown. Fred asked, “When do we get money from the county?” Pam said it should come two weeks into December. Last year it came the day before the due date. John stated that the December bills—what we pay and how much—should be a board decision rather than putting that responsibility on Pam.
There are no bills for approval, but Pam went over what we owe the attorneys: Matthews, Eastmore, Hardy, Crowels & Garcia--$44,3166.44; Dye--$36, 939.56; Turfs--$16,794.95; Scott (bill received Dec. 4)--$35,097.85; Kirk Pinkerton (received today)--$92,853.24. We received a memo from Martha in September telling us the attorneys will accept partial payment in September and the balance in December. We are to hold attorney bills until mid December. John stated that last year $140,000 came from the county in December and $250,000 came in January. Some things we have to consider: The air conditioner went out in the laundry. Cost: $515. It also went out in the Large Hall; and though we don’t really need air conditioning now, the flooring in the hall has to be humidity controlled. Pam asked if we should pursue emergency funds from the state.
John said a letter is in the mail for those funds. Pam feels we should at least call the state because something has to be done.
TRUSTEE COMMENTS:
Pam: None.
Joe (presented by Margo): The Christmas Party Dance will be held Dec.
19 for residents and the guests in their homes only. If you
are interested in Wii Bowling, come to a meeting Friday, Dec. 11, at
Margo: Potluck
was well attended. The next one is Dec.
17 at
Gail: She received a letter from a resident in regards to the bulletin board and decided to review the policies. The sale boards require that information there be placed on a 3 x 5 card. The board by the post office requires that a trustee initial and date any item placed on this board. If an item is removed from the board, it is the residents’ responsibility to replace it with another item that has been initialed and dated by a trustee. Gail recently initialed and dated every item on the post office board with a note requesting that further items are dated and initialed by a trustee. Margo reminded everyone that trustees are not the only ones who take things down; sometimes residents do that. Harry asked about the board outside of the Small Hall. John explained that anything from the Board does not need a signature. Gail read a memo from TJ reminding residents that due to the holiday, all items for the Tribune are due by Dec. 11 instead of Dec. 15. Gail questioned changes made by Martha on PP 2. When Gail questioned TJ about this, TJ called Martha who felt there was no problem making changes in verbs and nouns without bringing such changes to the Board. Gail had no problem with the changes Martha made but felt any change to a PP should be brought before the Board and voted on to prevent changes from simply being made by trustees—right or wrong—while bypassing the Board. Pam said she felt changes should be brought before the Board. John asked that I put this request in the form of a motion under New Business.
Fred: None.
Harry: Regarding the fence, DeSears is gone, thus, so is the hope of having the fence repaired. Harry said that perhaps we should make the minor repairs and maybe whitewash our side of the fence. He said he would contact the Maintenance Staff to see if they could do the whitewashing. Harry also stated that the Christmas Dinner will be held Christmas Day and will be free. It will be sponsored by the Kitchen Club. John said, “I would be very reluctant to have our Maintenance Department do it because it is not our fence and is not on our property. Harry asked if we could furnish the paint. John said that would not be possible and maintenance projects should come through the maintenance trustee. Pam wondered if the Woodshop could do the work.
Janet: None. Should we wear Santa hats on Dec. 21?
John: Mr. Barnebey sent a memo about residents going into the offices of the trustees. He was very upset about that. He suggested we put up a wall between the public records area and the desks of the trustees. That, however, would be costly and there would be heating and cooling problems. There was a suggestion to put up a folding door but that would be costly and is also a fire safety issue. Mark’s idea is to put a recoiling strap across the area with a sign above it that says, “Authorized Personnel Only.” The strap would cost $79. The Board feels we should put up the strap and the sign.
STANDING COMMITTEES
ARC met Nov. 20. Two permits were approved. The next meeting will be this Friday, Dec. 11. There will also be a meeting the following Friday, Dec. 18. The meeting will be held a week early due to the holiday.
RESIDENTS COMMENTS
Harry Splett, 2104 OH—He looked over the TE By-Laws and noticed they had been amended. He wondered why the Board amended them. He found some good changes and some that he felt should be fixed. His ideas are available in the office.
Bev Lew, 2008 IL—Asked if financial arrangements with the state will come up. She mentioned her efforts to find a place to hold a new art club and how difficult it was to find a time and a place; and while the Board is paying for an instructor for other art classes, they have to pay for their own. She wondered why WII is meeting in the Art Room.
John’s comments: WII
is in the Computer Room and not the
Gail’s comments: She agreed with John that WII is in the Computer Room. Gail reminded Bev that one of the first things Bev said when she set up the new Art Club is that the club wanted to pay for their own instructor.
Fred asked if the TV is only for the WII game. John and Pam responded that the TV is not connected to cable.
NEW BUSINESS
Gail made a motion, seconded by Pam, to accept the changes Martha made to PP 2, changes already read to the audience during the meeting. A vote was taken and the motion passed 7-0.
CLUBS AND ORGANIZATIONS
Margo announced that a Pancake Breakfast will be held this Saturday, Dec. 12, in the Large Hall. It is sponsored by the Shuffle Club. The Christmas Parade follows the breakfast.
Be sure to vote tomorrow, Dec. 8, from
John reminded us that today is Pearl Harbor Day.
There will be a Workshop Monday, Dec. 14. The final Board meeting of the year will be Dec. 21.
Margo reminded everyone that she has sheets for the volunteers. Turn them in to her.
Pam made a motion to adjourn. The meeting was adjourned at
Respectfully submitted,
Gail Opper, Secretary