Fishhawk Lake Recreation Club
FLRC Board of Trustees Meeting
August 10th, 2013 at 8:30 AM
8:34 A.M. President Doug Hahn called the meeting to order and board members in attendance were Sally Doherty, Eugene Whitley, Sherry Ploor, Kathi Pearce, Ralph Rossknecht, Dave McLean.
Lake Members Comments and Communication:
There were no comments from Lake Members.
*Approval of minutes from the July 13th, 2013 Regular Board Meeting.
A motion was made by Eugene Whitley and second by Dave McLean to approve the July 13, 2013 board minutes.
Approved unanimously with no changes.
Secretary Sherry Ploor made mention that the files from the last minutes were too large and she was not able to upload them to the website.
*Additions to the Agenda by Board members:
Hot Plates being used in the Member Bathroom is a safety concern.
A brief but informative presentation was given by Mist/Birkenfeld Fire Department regarding Fire Med. Information and applications are will be made available at the Office.
Employee Reports:
· Administrative Employee Report – Jim Dahlquist
o WTP – Operating OK.
o We had a fairly significant water leak. By the 19th we were down to 6’ out of 24’ in our reservoir. I used the dial my calls to call for conservation. We spent the 20th & 21st looking for leaks but could not find them, the 22nd & 23rd we continued with pressure testing to isolate the leak and finally found it the 23rd during the afternoon. We shut off the service to a house on Beach, and notified the owner of the problem. The homeowner made repairs and a new curb stop was installed at the same time.
o Wed the 24th the tanks were full.
o The water plant was run 24 hours for 7 days straight.
o Dial My Calls still needs some work. There are many numbers not in the list.
o WWTP – Operating OK.
o Ralph has been working on a new blower.
o Dredge is holding up. We are watching the pin wear. Just this last Friday a hole formed in the suction hose, so we may have to replace it if we cannot patch it.
o The cleanout of Boxler Creek is complete and will be seeded when the fall rains come.
o Building & Grounds –
o All Roads have been weed eated and blown off. The trees in the creek cut up, special thanks to Don Riddeck for the help!
o Bulletin Board at the west end of the lake was repainted as well as the Fishhawk signs. Thank you to Cheryl Barlow, they look great!
o The lake lowering went well. We dropped the lake on July 28th and it was down to 20” by the 30th. We did a courtesy check of boats and docks, loosened tie offs on a few, some people took advantage of this and repaired docks, boat ramp & bridge work was done and concrete in the creek was removed.
o On the 1st the under-drain was closed and the lake was back up to normal level by the 8th. The process went well and would make a good yearly practice.
Thank you!
Jim Dahlquist
· Administrative Employee Report – Marie Botchie
Preparing for FLRC’s New Year!
Board Meeting Minutes
o I have learned a lot about the amount of time and work each Board Member put’s into their position through the monthly Board Meeting and creating the minutes. I appreciate your patience as I learn what needs to go in the minutes and what notes need to be taken.
Annual Letter, Ballots, & Meeting
o The envelopes for the Annual Letter & Ballots had already been pre-labeled prior to my position which saved time. Patty Rossknecht was kind and helpful in the process and spent a considerable amount of time helping me figure out who was to receive ballots, who was no longer a member, etc. Patty also spent a day with me stuffing envelopes. Thank you Patty!
o There were a couple hick-ups along the way and I have some ideas for next year to save money and present a more professional appearance that we can entertain at a later date.
o A lot of my time recently has been spent on updating membership information and preparing for this main event here at Fishhawk Lake. I plan to compile specific documents and forms to allow for a more timely and organized process within the office for next year’s event.
QuickBooks & Billing
o We have made progress on QB’s – Thanks to Patty Rossknecht’s help, we should have the Member/Customer data entered and ready for billing by September 1st. Additionally I will get the vendors information set up for account payables and the chart of accounts as soon as they are decided on by the Board.
Legal
o Liens are current but now we have three that need to be released. I will make that a priority next week.
I have really been enjoying my work here. Thank you!
Marie Botchie
Board Reports:
· Buildings and Grounds –Ralph Rossknecht
Waste Water Treatment Plant Blowers:
o Rogers Machinery appears to have a blower system that meets the requirements for our Waste Water Treatment Plant. This blower will be more energy efficient and quieter than our existing blower. They plan on providing a quote for the entire system in the next couple of weeks.
o Once a quote is received, it will be sent to Bill Kostich from Energy Smart Industrial (ESI). From this quote, ESI will determine the energy efficiency incentive they will provide towards this project.
o It is planned that the total cost and payback period will be available by the next board meeting.
· Communications – Kathi Pearce
o FLRC Communications Report for July 2013
FLRC Urgent Notification System
A system test message was sent out on July 13th as scheduled (see report for Test Message below), to a select sub set of numbers, which was judged completely successful.
The system was used in earnest on July 19th to communicate a severe water shortage message to all residential numbers (see report for “Water Shortage” message below). This call revealed a few problems:
· The call was answered by 61 residences out of 119 possible. To maximize coverage, the Communications Director will ensure that in addition to placing the call, an email blast is sent out and an entry is placed on the website.
· Several people known to be at home at the lake when the call was broadcast did not get the call. On investigation, this was attributed to list errors and the omission of renters from the list. The Communications Director and Office Manager will work to rectify.
· The call used (after a rebate for unsuccessful calls) 122 credits instead of the expected 61, resulting in unexpected costs. The Communications Director contacted dialmycalls.com for an explanation: Calls use I credit per 30 seconds; the call was 33 seconds long (due to deceptive plan wording on the dialmycalls website, this fact was not obvious). The Communications Director will work with the Office Manager to:
o Create pre-recorded messages less than 30 seconds long to be used for foreseeable events (such as the water shortage).
o Amend the staff instructions to emphasize that any recorded messages must not exceed 30 seconds in length.
Report For: Test MessageCall Date: 07/13/13 4:14 PM
Recording: Test Message
Caller ID: (503) 755-2132
Attempted Calls: 32
Successful Calls: 26
Live Answered: 16
Machine Answered: 10
Credits Used: 32
/ Report For: Water shortage
Call Date: 07/19/13 3:32 PM
Recording: Water shortage
Caller ID: (503) 755-2132
Attempted Calls: 119
Successful Calls: 61
Live Answered: 29
Machine Answered: 32
Credits Used: 238
Streaming of FLRC Board Meetings
Test streaming of the July Board meeting appeared successful. A further trial streaming will be conducted during the Annual Meeting. The results will be presented to the Board in September.
Email Traffic
We sent out a total of 1273 individual emails, in 6 blasts, to the membership during July.
Open rates varied between 37 and 58 %. The trend is clear from this, and past months: Open rates are highest when the subject line indicates multiple subjects are included in the content. Single item subject lines, no matter how important the content may sound, tend to have rates open rates at or below 50 %.
Message Subject Line / Date Sent / Number Sent / % OpenedGolf Scramble/Lake Water Level/Annual Meeting / 7/30/2013 / 220 / 50.5
Lake Level Lowering Underway (Sunday 07/28) / 7/28/2013 / 196 / 48.9
It Must be Summer...it's Dock Crawl Time ! / 7/25/2013 / 191 / 36.8
Water Level at Fishhawk Lake / 7/19/2013 / 222 / 53.8
Weed & Algae Treatment TODAY - No Lake activity through Friday / 7/10/2013 / 223 / 42.8
FISHHAWK LAKE CLOSURE & WEEKEND CELEBRATIONS!!! / 7/5/2013 / 221 / 57.9
Website Traffic
Fishhawklake.com received a total of 668 Visitors during July, This represented a 21 % increase over July, which itself saw a 30% increase over May. Despite this, average visit duration dropped, as did page views per visit. As most changing information on the site is now, by design, on the front page, this is understandable. Overall the usage rates are healthy and it’s evident that the information is being read, which, after all, is why the site is there.
Kathi Pearce
FLRC Communications Director
· Dam Spillway Project - Vic Dykstra
o Nothing Reported
· Legal & Special – Dave McLean
o This was a slow month for the legal guy. Last month I reported that we had had contact an owner of a bare lot who we had been unable to locate for several years. He was 3 years delinquent in his membership dues. We recently received about a third of the dues, with expectation that he will bring the account current by the end of this month.
David Mc Lean
Director, Legal and Special Issues
· Treasurer – Eugene Whitley
July Budget Report
Jul 13 / Budget / $ Over Budget / % of Budget
Income
Income
Current year dues / 0.00 / 30,042.00 / -30,042.00 / 0.0%
Interest income banks / 2.14 / 208.33 / -206.19 / 1.03%
Title Transfer Fee / 2,000.00
Delinquent dues / 3,452.55
Other income / 150.00
Total Income / 5,604.69 / 30,250.33 / -24,645.64 / 18.53%
Total Income / 5,604.69 / 30,250.33 / -24,645.64 / 18.53%
Gross Profit / 5,604.69 / 30,250.33 / -24,645.64 / 18.53%
Expense
Office Expense / 0.00 / 350.00 / -350.00 / 0.0%
Maintenance
Weeds Removal / 0.00 / 500.00 / -500.00 / 0.0%
Roads / 377.00
Building and Grounds
Fuel / 1,329.90
Building and Grounds - Other / 0.00 / 2,166.66 / -2,166.66 / 0.0%
Total Building and Grounds / 1,329.90 / 2,166.66 / -836.76 / 61.38%
Sewer maintenance / 0.00 / 416.67 / -416.67 / 0.0%
Water maintenance / 0.00 / 333.34 / -333.34 / 0.0%
Dredge maintenance / 0.00 / 708.33 / -708.33 / 0.0%
Other/Spoils Removal / 9,681.25 / 4,333.33 / 5,347.92 / 223.41%
Total Maintenance / 11,388.15 / 8,458.33 / 2,929.82 / 134.64%
Accounting services / 0.00 / 558.33 / -558.33 / 0.0%
Insurance / 0.00 / 1,533.33 / -1,533.33 / 0.0%
Legal / 0.00 / 350.00 / -350.00 / 0.0%
Licenses, dues & permits / 0.00 / 316.66 / -316.66 / 0.0%
Payroll Expenses
Contract Certification Service / 468.00 / 814.42 / -346.42 / 57.46%
Wages, H. I. Bonus / 800.00
Wages / 12,304.43 / 10,166.67 / 2,137.76 / 121.03%
Payroll Dredging / 0.00 / 1,033.33 / -1,033.33 / 0.0%
Payroll taxes / 1,319.09 / 1,833.33 / -514.24 / 71.95%
Payroll Expenses - Other / 14.50
Total Payroll Expenses / 14,906.02 / 13,847.75 / 1,058.27 / 107.64%
Property taxes / 0.00 / 182.66 / -182.66 / 0.0%
Social / 0.00 / 208.33 / -208.33 / 0.0%
Utilities
Electricity / 1,660.60
Garbage / 97.36
Utilities - Other / 0.00 / 2,154.08 / -2,154.08 / 0.0%
Total Utilities / 1,757.96 / 2,154.08 / -396.12 / 81.61%
Total Expense / 28,052.13 / 27,959.47 / 92.66 / 100.33%
Net Income / -22,447.44 / 2,290.86 / -24,738.30 / -979.87%
Morgan Stanley
2012 -2013 Cash Flow
2013
Month / Deposits / Withdrawals / Cash Flow needs / Comments
January / 431 / 23,018
February / 4,541 / 27,688
March / 10,264 / 19,035
2nd Qtr total / 15,236 / 69,741
April / 3,828 / 34,347 / 70,000.00 / created saving account moved to checking
May / 2,480 / 33,352
June / 10,897 / 38,292 / 58000
3nd qtr total / 17,205 / 105,991
July / 5,603 / 23,531
August
September
4th Qtr total / 5,603 / 23,531
October
November
December
1st Qtr total / - / -
Total / 38,043 / 199,263
2012
Month / Deposits / Withdrawals / Comments
January / 3,576 / 25,829
February / 4,259 / 24,855
March / 3,517 / 34,207
2nd Qtr total / 11,352 / 84,891 / $ 90,000
April / 3,380 / 20,075
May / 1,500 / 21,042
June / 3,382 / 48,666 / Siamaks Car 10k; Luttrell 19.3k
3nd qtr total / 8,262 / 89,783 / $ 95,000
July / 5,464 / 34,932 / William 2k; Luttrell 9.6k
August / 6,685 / 52,760 / Brim tractor 4.6k; Roto 2.6k; Luttrell 12.6k
September / 127,698 / 45,076 / Dredging Luttrell, etc.
4th Qtr total / 139,847 / 132,768 / $ 145,000
October / 194,174 / 61,145 / McMillan 25k;Luttrell 12.3k
November / 28,121 / 20,835
December / 3,188 / 41,283 / Insurance 5.5k, McMillan 12.4k
1st Qtr total / 225,483 / 123,263 / $ 130,000
Total / 384,944 / 430,705 / 460,000
· Vice President – Sally Doherty