Minutes from the OTIA Board Meeting March 6, 2013
Meeting called to order 7:02 by President Greg Denny.
Members present: William Yarbrough, Greg Denny, Jim Loring, Greg Zink, Al Johnsonbaugh, Frank Cirrincione, Radu Roman, Ramona Triebold, Dina Lepczynski, Dan Griffin, and Colleen Hodges.
Jody Matza was the only member at large present.
The minutes from the February meeting were read. A motion to accept the minutes was made by Ramona Triebold and seconded by Dina Lepczynski. The motion to accept passed unanimously.
Dan Griffin delivered the treasurer’s report and stated that the total amount in all accounts was $20,615.67. Total dues collected by this treasurer’s report were $11,024.44. Boat ramp keys took in $125, boat slip fees of $300, and late fees of $56.34. It was suggested that during the next billing cycle the choice fees, including boat slip rental and boat ramp keys, be made more prominent on the invoice. Ramona made a motion to accept the treasurer’s report, Frank Cirrincione seconded. The motion passed unanimously.
Greg Denny spent some time explaining that boat ramp key money is kept separate from the rest of the holdings as that is the money used for repairs and improvements on the ramp. There was some discussion on what to do with the funds if they ever exceed the amount needed to care for the ramp. It was decided that every year some maintenance work be done on the ramp and that the funds would stay in the ramp account until a sufficient amount is collected to ensure care for the ramp. Each year 3% to 4% would be added to the account to protect the ramp’s integrity and anything collected over this amount would then be released to the general fund for use in other areas of need in Oak Terrace.
Greg Denny gave an update on the 30 Day Demand status. Nine properties were sent the demand letters stating that properties unpaid after 30 days would be subject to further legal action. These properties include:
26252 Maple, 19321 Lakeview, 26271 Route 83,26274 Hickory, 26363 Walnut, 26284 Oak, 19071 Lakeview, 26351 Oak,
0205 Willow
On foreclosed properties, the decision was to move forward as foreclosure takes a long time and often the bank will take up the payments. Radu asked for verification of the cost of the 30 Day Demand letters, but that information was not readily available.
The attorney, Julie Jacobson, has 8 questions on ownership of properties in OTIA. They also found 21 PINs not accounted for on our list and 1 new PIN on which they are running a search. She is running a full title search on the Spillone property on Hickory to determine ownership. The attorney has stated that we do not need to bill the MPRD for the property owned in OTIA as we are using it as it is our own property. It was suggested we consider pursuing the possibility of purchasing the MPRD land located in the subdivision. More information is needed. We are still waiting for input from Julie about what to do with the trail from the trailer park to Elmwood.
Greg Denny contacted Bill Grinnell about the possibility of installing a split-rail fence at the corner of Lakeview, Elmwood, and Hickory. Bill has offered to do the installation if the OTIA purchases the materials. The estimate of cost is about $500.
New Business-
Sewer work on the corner of Maple and Elmwood will affect traffic in the subdivision from the end of March through August. The sewer lines must be redirected and the trench deepened by 80 feet at the pump housing on Maple Avenue. Maple will only be accessible from Route 83 and will not allow through traffic to Elmwood. A portion of Elmwood will be closed to traffic throughout the process. Residents will need to be aware that once work starts traffic will be restricted in this area.
Skunk problems in the subdivision were discussed. Jim Loring has been trapping the animals and reports that he has removed 8 males, but has not trapped any females to date.
Greg Denny reported on the meeting held for those interested in the status and future of Diamond Lake. Board members attending included: William Yarbrough, Greg Denny, and Radu Roman. There was a representative from the Department of Natural Resources who shared information about the stocking of Diamond Lake. He stated that each year 12,000 catfish, 1,000 largemouth bass, and 600-700 Northern pike are released in Diamond Lake. The carp numbers are stable with no Asian carp reported. Often the gizzard shad in the lake are mistaken for Asian carp by untrained eyes. The meeting was attended by many fishermen. A status report on the testing results for the lake was given by Kelly Deim. She reported that her department takes their readings on Tuesday mornings when the lake is less busy. The quality of the water has improved with phosphorus and nitrogen numbers stabilizing. Drought may be affecting numbers. The report on weed control was also improving. The undesirable milfoil count was down and the desirable coontail counts were higher. Frank asked if there had been any progress made on the proposal to have the entire lake sprayed for week control at the same time that MPRD sprays their portion of the lake. Greg Denny reported that Margaret of the MPRD will be putting the job out for bid. He will meet with her after the bids come in and we will pay for our portion of the lake to be sprayed. Another meeting of interested parties will be set for July. Dina will make sure that all the information about that meeting is posted on websites and social media. Greg Denny gathered emails at the meeting and will be sure that those who were in attendance receive the information on the next meeting.
Some discussion ensued on the no wake zones on the lake with concern for the constant problem of stirring up the lake. The question was asked as to who declares and enforces no wake zones on the lake. MPRD is the lake management organization and we would need to work through them for any change and for enforcement of no wake zones. One suggestion to minimize the effect of the constant use of the lake was to expand no wake hours on alternate days. These types of measures to assure the health of the lake for the future will be the focus of the afore mentioned Diamond Lake advisory group. Anyone interested should contact Greg Denny.
The Oak Terrace signs that have been missing from the streets in the subdivision need to be reinstalled. Radu will work on getting bids to have the signs properly installed this summer.
The OTIA Easter celebration will take place on Saturday, March 30th, beginning at 10:00am. The Easter parade, led by our own Easter Bunny, will begin at Beach Park this year to avoid the construction at Maple and Elmwood. We will then proceed to Lakeview Park and the hunt will begin. Prizes will be given for the best decorated vehicle and Easter headwear. Donations of plastic eggs, candy, or cash, to help defray cost, may be dropped off to Colleen Hodges at 26269 Maple Avenue. Any questions may be directed to Colleen at 847-567-1045.
We will have a spring clean-up on Saturday, May 11th. We will gather at Beach Park at 9:00am and head out to clean-up projects throughout the subdivision from there.
Frank Cirrincione asked about the possibility of getting just one service for garbage pick-up in the subdivision for the purpose of negotiating a better rate for all residents. Radu reported that, according to SWALCO, the power to make these kinds of decisions had to be in our bylaws. Greg Denny will ask Julie Jacobson if we have the power to choose just one provider for the subdivision.
Radu Roman made a motion to adjourn the meeting; Jim Loring seconded the motion. All in favor, the motion passed, and the meeting adjourned at 8:32pm.
Respectfully submitted by Secretary, Colleen Hodges 3/17/13
