Long Lake Peninsula Association Annual Discussion Meeting
June 13, 2009
Opening
The meeting was called to order at 9:07 a.m. by LLPA President Nan Horstman. There were 24 residents in attendance, including 8 board members. A brief round of introductions preceded the business portion of the meeting.
Treasurer’s Report
Treasurer Jim McCall distributed the following handouts (see attachments): Balance Sheet (as of May 31, 2009), A/R Aging Summary (as of June 11, 2009), Profit & Loss (August 2008 through May 2009), and Profit & Loss Budget vs. Actual (August 2008 through May 2009). Jim stated that, overall, the LLPA is in good financial shape. However, the severity of this past winter resulted in snow plow expenses which exceeded the budgeted amount by more than $4200. In addition, more than twice the amount budgeted has already been spent on road maintenance, with another $1,000 - $2,000 yet to be spent this year. $2300 was also just spent to have the boat launch dredged (this amount is not yet reflected in the figures for the Park and Recreation budget). Regarding the boat launch, Jim asked residents to please hand-crank, rather than power-load, their boats, since power-loading pushes the sand out and creates a sand bar at the launch.
Treasurer Jim McCall then reported that the number of delinquent accounts is at an all-time low. Currently, there is still $5400 in outstanding dues, with $2700 of that amount being owed by just 3 families. Since the LLPA relies on the dues monies to take care of the roads, boat launch, beach, and park, Jim urged residents to make payments on their accounts. Recently, a letter was sent out to all residents in arrears. Jim explained, that according to our by-laws, the boat launch, beach, and park can only be used by members in good standing (i.e. members who have paid their dues). Thus, these privileges have been revoked for members in arrears until their accounts are brought current. This action was explained in the letter that was sent. The letter also stated that residents were to be given a 10-day grace period, until 6/21/09, in which to pay their outstanding dues and avoid penalty. After that date, all residents still in arrears were to turn in their keys to the boat launch. Any resident in arrears, as well as members of their family, seen using the boat launch, beach, or park would then be reported to the Grand Traverse County Sheriff’s department as trespassers. It should be noted that 3 of the names on the A/R Aging Summary distributed at this meeting should be deleted, as their accounts have been brought current: Watkeys, Zirnhelt, and Maxbauer. For the names remaining, Jim asked that people speak to those they know and ask them to please pay their bills.
In the discussion that followed, the question was asked as to when the letters were sent out. Jim stated that they were mailed 6/9/09. He also confirmed that liens have been placed on the properties. Marian Wyklige added that this is an ongoing problem that the LLPA has been trying to solve over the past year, and President Nan Horstman stated that the names of all residents in arrears were published in the spring newsletter that was mailed to all members this past April. Nicole Bewley then asked if the LLPA board was prepared to adhere to the new policy of removing privileges from members with past due accounts. She wanted to know if privileges would be reinstated if a member simply wrote a letter promising payment, even if said payment had not yet been received. She stated that some property owners with overdue accounts still have not had their privileges revoked. To this, President Nan Horstman answered that the LLPA is committed to working with people and their individual financial situations, and Treasurer Jim McCall reiterated that property owners that have not contacted him by 6/21/09, and remain in arrears, will have their privileges revoked. Trustees Al Hatch and Marian Wyklige both stated that the situation is a difficult one, that each situation is unique, and that the board is trying to work together with the people involved to preserve the integrity of our community. Trustee Karen Lake also said that the board has worked hard to look at the problem from all angles, and that they are trying hard to maintain good neighborly relationships. Secretary Michelle Anderson added that, in her opinion, it is the principle of the matter, since the majority of the members do pay their dues on time. She asked how the boat launch keys were to be retrieved, as it was unlikely that they would be mailed in, as requested in the arrears letter. To this, Treasurer Jim McCall reiterated that the Sheriff’s department would be called if any member with revoked privileges, or their family members, was seen using the boat launch, beach, or park. The discussion ended when member Elaine Schroeder stated that the board should be trusted to do what is right, and she felt comfortable leaving the situation in the hands of President Nan Horstman.
Committee Reports
Building and Sites : Dave Knudsen
Trustee Dave Knudsen reported that the Nieboers, who own the house that burned down on Cedar Drive, have been issued building permits from both the county and the LLPA, and that the rebuild is coming along nicely. An architect request has been received from Mike and Becky Reese, who own the property at 7983 Outer Drive, and Dave thought they would be submitting building plans soon. There was also a recent issue with the Anderson property, on the Narrows. Apparently, the previous owner of that property had erected a storage shed at the back of the garage (the permit for the shed had been denied, but it was placed there anyway). The shed has since been removed, and the Andersons have applied for a Land Use permit to remodel the garage into a recreation and/or storage space. Dave said he would be keeping an eye on the project to ensure that the space was not going to be used for lodging. The DeYoungs, who own property on Hillside, have not yet specified a build date, and Dave stated he would also be keeping an eye on this project to make sure all of the proper permits are in place before any building and/or filling takes place. Rick Newman, who lives on Sunset, had originally wanted to erect a modular home on his property; now, the property is for sale, instead. Finally, the Niederquels, who live on the end of Sunset, have many of their trees marked with orange ribbons. The board was concerned that they were planning to cut the trees down, which may pose a problem, since our by-laws state that no more than 50% of the trees on a lot can be cleared. However, Treasurer Jim McCall contacted the Niederquels, and they informed him that the trees were not being cut down and that they were marked for an entirely different reason.
Dave Knudsen then urged residents to keep their eyes and ears open and, if any activity was noticed on a lot, to look to see if permits were posted. The question was raised as to whether “activity” referred to new construction. Dave answered that “activity” referred to anything that changed the current footprint of the lot; permits are required for changes of this type. It was then asked if modular dwellings were allowed. Both Dave Knudsen and Jim McCall answered that no mobile or modular homes were allowed unless they were grandfathered in. Finally, Kathy Mintus asked if permission had to be obtained to cut down trees. President Nan Horstman answered no; the by-laws state that no more than 50% of the trees can be cut down once the lot has been cleared for building. In other words, you can’t clear-cut a lot. Dave Knudsen ended the conversation by adding that a treed lot should be left in as natural a state as possible.
Parks and Recreation: Jim Bottoms and Al Hatch
Jim Bottoms reported that the boat launch has been dredged, and both the dock and the raft have been put in. The sand removed from the dredging has been dumped and spread at the park, adding to the volleyball court, among other things. Two more sections of the dock still need to be added, and Jim stated that the extra dock sections are intended to be used for sitting and sunning only; coolers, grills, and camping out is not allowed. He also stated that the water is deep on the left side of the dock, so people with small children need to be careful.
Juleen Jenkins-Whall then stated that a paddle boat had been left at the boat launch, and Jim Bottoms replied that the boat should not have been left there. Nicole Bewley suggested that, if the owner of the paddleboat is one of the residents in arrears, he could be asked to pay his dues when approached about removing his boat. In addition, the question was raised as to whether boat trailers were allowed to be parked on the right side of the launch, and Jim Bottoms answered no, that parking is not allowed on the right side of the road when exiting the launch area. Also, it was asked if anyone was, or should be, policing keys, since many non-members had been seen using the launch and beach. Jim Bottoms reminded everyone that guests of residents were permitted to use those areas, and Jim McCall added that, if not a resident or their guest, central dispatch should be called to report a trespasser.
Al Hatch then reported that the Hillside-Sunset trail had survived the winter and looks good. He is planning to use some extra dock sections to extend the path. Al and his son, Connor, have also knocked down the bamboo in that area. To this, President Nan Horstman added that she had researched how to control bamboo and found that there is no way to kill it. Also, herbicides are not an option since that area is classified as a watershed. Al Hatch then put in a plug for his son’s lawn care business (Falcon Lawn Care). If anyone in the neighborhood needs yard work done, Connor Hatch is available for a modest fee.
Nan Horstman then asked Al Hatch when the volleyball net would be put up. Al answered that he planned to put it up this weekend. However, he still needed to obtain some sort of retainer for the sand on the court. Finally, the question was raised as to whether the trees infested with tent caterpillars should be removed. To this, Jim McCall, Al Hatch, and Nan Horstman all replied that, while unsightly, the tent caterpillars did not actually kill the trees, and that the trees were fine.
Roads and Signs: Jeff Gross, Marian Wyklige, and Karen Lake
Jim Bottoms reported on behalf of Jeff Gross, who was not in attendance. Jim stated that there were a few spots on cedar Drive, Shady Lane, and Outer Drive that still needed patching. Also, shoulder gravel needed to be put on the road at the boat launch, as well as on some corners, and bid will be obtained from Belanger Excavating for this work. Marian Wyklige then asked residents to please thank Jeff Gross, if you see him, for all of the work he has done on the roads. Jeff not only has a lot of expertise in road maintenance, he has also done much of the work himself and has taken care of a lot of the work that needed to be done. President Nan Horstman added that Jeff moved a lot of the snow himself this past winter to allow the plow to get through. Although a lot of money was spent on snow removal this past winter, it really could have been much worse, and the roads were kept in good shape. Cliff Schroeder, who lives at the end of Sunset Drive, then commented that, when the snow is pushed to the end of the road, he is unable to get his boat trailer into his drive. He suggested asking the snow plower to move the snow farther back onto the Hillside-Sunset trail to avoid this problem. President Nan Horstman stated that the board has been trying to find the best solution to that problem, and Treasurer Jim McCall suggested that Mr. Schroeder mark the area in question with ribbon so that the plower knows not to push snow there. Finally, Trustees Marian Wyklige and Karen Lake both stated that they were pleased to see, behind the scenes, how much the LLPA board members really do for the neighborhood.
Board of Trustee Nominations
President Nan Horstman stated that there are three board positions up for election this year. Trustees with expiring terms are herself, Secretary Michelle Anderson, and Treasurer Jim McCall. Jim has agreed to run for another term, but both Nan and Michelle will be stepping off of the board. A Nominating Committee composed of Nan Horstman, Dave Knudsen, and Marian Wyklige, has been working to solicit candidates for the election. Currently, in addition to Jim McCall, residents Juleen Jenkins-Whall and Bob Brown have agreed to run. Anyone else interested in running for one of the board positions should speak to one of the members of the Nominating Committee, above.
Bylaws Updates
President Nan Horstman introduced Allen Horstman, a retired attorney, and chair of the subcommittee (comprised of himself, Dave Knudsen, and Marj Middel) which recently revised the LLPA by-laws. Allen distributed a handout which summarized the changes which had been made (see attachment). He then proceeded to briefly describe each of the changes. Overall, the changes made were not big, and the LLPA board had approved the changes at their last board meeting in May. The by-law changes will immediately go into effect if there is no opposition from the membership. Allen stated that the impetus for the revisions was voting change and increased dues which were approved by the membership last summer.
Allen reported that the LLPA is a government and, while under the jurisdiction of the state of Michigan, the state does not keep tabs on us (e.g. we don’t have to file an annual report) and we function on our own. Most lake associations fell into disuse when the respective counties took over care of the roads. The most pertinent revisions made are as follows:
- Article IV (Membership): Each person is allotted only one vote, regardless of how many lots he/she owns
- Each lot is afforded two votes, maximum. This is especially important in cases where a property descends to multiple inheritors.
- Article IX (Finances): “The President shall appoint an auditing committee…” was changed to “The President may appoint an auditing committee…” since the LLPA now uses an accountant.
- The clause which prohibited the payment of snow removal expenses from the 50% of dues monies set aside for future road improvement was removed.
Please see the attached handout for a complete summary of all of the most recent by-laws revisions. President Nan Horstman added that Al Hatch will post the complete list of revisions on the website, and she would be happy to email both clean and marked-up copies of the by-laws to anyone requesting them.
In the discussion that followed, Nicole Bewley requested clarification on the 2 votes/property clause. Specifically, she asked if both residents’ names had to be on the mortgage to be entitled to 2 votes. President Nan Horstman answered yes, and added that the LLPA obtains its records from the township so we know who is entitled to a vote. She also clarified that, while a single trust is allotted one vote, owners of multiple trusts may be allotted two votes. Dave Marvin then asked if the membership needed to vote to approve the by-laws revisions, and Nan answered that a vote would be conducted only if the membership requested it, since the LLPA board had already approved them. She then thanked Allen Horstman and the subcommittee for all of their work on this matter.
Community Garden
President Nan Horstman asked the residents in attendance if there was any interest in starting a community garden. Nan thought the park area would be the best place for the garden, although the project would require a lot of planning and attention. Is this something we would like to pursue? Dave Marvin stated that, since the deer have managed to eat all of his potted flowers, animal intrusion and damage would be a definite problem with a community garden, and Nan agreed. Trustee Marian Wyklige stated that she would like to pursue this idea. Nan asked Marian if she would be willing to research the project, and Marian said yes, with help. Cliff Schroeder then suggested simply designating an area for a garden and letting people use it if they wish. This way, the project would be low-key and a committee would not be needed. President Nan Horstman commented that there did not seem to be a lot of interest in the idea, and it was something that would not be happening this year, anyway.
Peninsula-Wide Garage Sale
The peninsula-wide garage sale is scheduled for Saturday, June 20th. The LLPA will put an ad in the paper and place sign by the road, and Susan Dameron has volunteered to handle the advertising. A request was made to have the signs in place by the Wednesday before the sale to generate interest in the event. President Nan Horstman stressed that the park pavilion will not be available for use as a yard sale site, and Trustee Al Hatch added that having everyone hold their dale on the same day should cut down on traffic on the peninsula.
3rd Annual Fun Run/Walk
President Nan Horstman reminded everyone that the 3rd annual peninsula Fun Run/Walk will take place on Saturday, July 18yh. Diane Kuhn has put a lot of work into this event. Please, leave your pets at home.
Annual Meeting
The annual meeting will be held on Saturday, August 22nd, at the park. This year, we will only be voting on board members.
Long Lake Association
The Long Lake Association will be holding a meeting on 6/15/09 at 5:00 p.m. at Boone’s Long Lake Inn. This will be a non-voting meeting with a reception to follow on Boone’s deck. Free hors d’oeuvres will be served, and a cash bar will be available. Among its many projects and activities, the Long Lake Association is hoping to establish a fire boat on the lake this year. Last year, a fire on Picnic (or Oleson) Island was nearly devastating. The organization is looking for a used pontoon boat that they hope to outfit with fire-fighting equip. The Long Lake Association intends to purchase the equipment and donate it to the township.
Miscellaneous
Everybody was asked to please slow down when driving on the peninsula roads, especially through the Narrows. Speeding is a definite problem and safety issue, and speeders have already claimed the lives of some of the beloved neighborhood bunnies. Elaine Schroeder reminded everyone to please walk on the left side of the road. Bob Brown then asked who owned the land at the entrance to the peninsula, where the name board is, as his son asked for a bike rack to be installed there. Dave Knudsen replied that that section of road is a right-away and is owned by the county and MDot. However, it is not a good place for a bike rack due to the large amount of poison ivy there. Jim Bottoms suggested putting a bike rack at the beach area instead, and said if anyone knows where to find a used/inexpensive rack, please let him know.
Adjournment
Jennifer Abel extended her thanks to President Nan Horstman and the other outgoing board members for their time, effort, and commitment. President Nan Horstman stated that serving on the board has been a good experience, and that the board is comprised of individuals with a variety of skills. On that note, the meeting was adjourned at 10:15 a.m.
Respectfully submitted,
Michelle Anderson, Secretary
August 13, 2009
This is the Online part of your community! The Peninsula is a pleasant and quiet community of about 195 homes; a great place to live, raise children, or just retire. We are only minutes from the mall and downtown Traverse City, as well as just a few miles from the Interlochen Center for the Arts.