Minutes of the Annual General Meeting
November 6, 2019
Board Members present: Jill Bates, William Yarbrough, Greg Denny, Colleen Hodges, Kevin Shifley, Ken Hohs, Richard Rieck, Katie Eaman, Nancy Krejsa, and Ramona Triebold.
Members at Large and guests present: Amanda Welle, Kathy Komin, James Harms, Nancy Gilchrist, Robin Johnson, Meridy Niederkorn, Karen Marquardt, Tim Thompson, Diana O’Kelly, Jessica Vealitzek, and Mark Skala.
The meeting was called to order at 7:08pm by Vice President Greg Denny.
After introductions, we welcomed three guest speakers to share important information concerning the subdivision.
Jessica Vealitzek, Lake County Representative from District 10
Ms. Vealitzek shared that the county is currently in the
budget process and there is a good chance that the property tax levy will
remain flat. The county is
currently reserving more than in the past going from 27% to 31% for
reserves. They are creating new
programs for veterans in Lake County.
Storm Water Management is looking to help find ways to prevent flooding
in often hit areas of the county.
She shared that the county has adopted a new ethics ordinance which
included three specific changes:
- Code of Conduct
- An impartial hearing officer to settle complaints
- Required recusal for officers involved in complaints
The county will be creating a position that will be charged with improving sustainability.
In order to fulfill the promise of more visibility for the county, all meetings are now videotaped and all vendors are required to provide disclosure forms including all political donations.
Jessica reported that all county board members sit on the Lake County Forest Preserve Board and that Lakewood Forest Preserve is currently undergoing master planning for changes in the future.
She also shared that the state has fully funded, through completion, the Route 60/83 overpass that will impact our community. This project could come to fruition in less than five years, which is much earlier than previously expected. Greg Denny raised the question of noise pollution and what would be done to curb this. Ms. Vealitzek said that she believed there would be more public meetings on the issue as the process continues and these concerns should be addressed at that time with the state.
Diana O’Kelly, Fremont Township Supervisor
Mrs. O’Kelly reported that the decision on a single waste hauler for Fremont Township is coming very soon. A mandatory meeting for the contract bidders was attended by four of the six interested parties. She expected their bids on November 7, 2019 and would call a meeting of the interested parties to discuss the proposed contracts. She also stated that there would be a DMV event at the township office on November 7th.
Brush pickup may be scheduled for the subdivision by calling the office.
West Shore Park has requested a new ordinance of no street parking from 2am to 6am. Signage will be posted to make residents aware of this new rule.
She asked that all vehicles be removed from the roads during snow events. She will send out an email to all resident emails she has when a snow event is expected. She asked that we inform our residents and ask them to sign up for her emailed newsletter to keep them up-to-date with township news. Diana informed us that the best way to interact with the Road Commissioner is through email as the crews are often out of the office for the day and they receive the emails quicker than phone messages.
Diana informed the community of Fremont Township Road Commissioner Bill Grinnell’s impending retirement effective December 2019. Bill has been a good friend to the OTIA and will be missed. She said the township will be looking to fill this position as soon as possible.
There will be a holiday event coordinated by the township to bring needed items and gifts to residents in need this Christmas. Adopt a Family information is available on the township website and will be featured in the newsletter. Diana also reminded us that there is assistance available at the office including a food pantry, energy assistance, and a diaper bank. She is grateful for the strong relationship between Fremont Township and the Oak Terrace community.
Member Nancy Gilchrist stated her disappointment at the speed humps being lowered on Lakeview as this is no longer a deterrent to people speeding to avoid the train. This is a problem throughout the subdivision with the speed humps already lowered in 2016 on Maple and Elmwood. Drivers no longer need to slow down to avoid damage to their vehicles, so the threat to the community is increased. Canadian National has announced that the current rate of trains on this line will increase from 20 trains per day to 29 during the coming year. This puts our community at an even greater risk. Diana suggested emailing the Fremont Township Roads Department with concerns.
Lieutenant Mark Skala, Countryside Fire Protection District
Lieutenant Skala reviewed the rules of open burning for the district, which are also available for viewing on the CFPD’s website.
- Burn only during daylight hours
- Must be 25 feet from any structure
- Must be 50 feet from any schools or roads
- All landscape waste must be generated on property
- No construction waste may be burned
- No burning on the street
- The burn pile may not exceed 5 feet wide by 3 feet high
- The wind speed must be strong enough to move smoke but not too strong
- Please call dispatch to let them know you are burning
- Keep a hose nearby
He shared that if they are called with an open burning complaint they must respond. At this point, it is considered a nuisance fire and must be extinguished either by the resident or the fire department. He also stated that the county is looking at new rules for open burning that will affect the entire county. They may be discussing it as soon as the December meeting. Member Tim Thompson reminded us to call the fire department whenever we see residents burning on the street.
Treasurer’s Report- William Yarbrough shared the budget proposed by the Board to the membership. He stated the dues would remain the same as 2017 and 2018, $170. The budget had been distributed to each member prior to the November meeting by US mail.
William went through the proposed budget by line. He reported that Ken Hohs investigated requirements for phone access at the beach. He found that we are able to fulfill our requirement by posting signage that states that all members using the beach must have their own cell phone available in case of emergency. This will allow us to remove the costly landline at the beach and have a one-time cost of approximately $500 for the creation of new signs.
William also explained the rise in communications expenses with the need to mail The Acorn as the USPS is not allowing us to place them in the mailboxes. The Acorn will be sent quarterly along with current statements to help keep members up-to-date on their dues and fees. Combining these two mailings along with any other important announcements and information will keep mailing costs down.
The line item currently listed in the budget as Lake/Channel Maintenance will be changed to Miscellaneous Maintenance to be more encompassing of needs throughout the subdivision.
New expenses on the budget this year include the expense of having a Lake County Sheriff assigned to the subdivision during trick-or-treating. This year, the officer was able to assist in reuniting a little girl with her family. Also new this year, the addition of a porta potty at the beach from Memorial Day through Labor Day. The cost of this will be about $545, with $200 coming from the Summerfest budget, as that is the cost of having the porta potty placed at the beach for the day of the event.
Ken Hohs made a motion to accept the budget with the line item title change of Lake/Channel Maintenance to Miscellaneous Maintenance. Jill Bates seconded and the motion passed. The proposed 2020 Budget is now the current working 2020 Budget.
William went on to report that at the beginning of 2019 our delinquency rate was holding at about 17% and we are ending 2019 under 11%, nearing 10%. Conditions that have led to delinquency are being targeted, such as reaching delinquent homeowners before they sell and sending regular reminders of accounts in arrears. These actions are part of the reasons for the lowering delinquency rate.
The results of the election were reported by Secretary Colleen Hodges and are as follows:
Elected to the Board for two year terms-
- Alfonso Contreras
- Greg Denny
- Katie Eaman
- James Harms
- Jeff Kehr
There being no further business to discuss, Nancy Krejsa made a motion to adjourn. Richard Rieck seconded, and the motion passed. The meeting adjourned at 8:02pm.
Respectfully submitted by Colleen Hodges, OTIA Secretary
