Minutes of the OTIA Annual General Meeting-November 3, 2021

Board Members present: Ken Hohs, William Yarbrough, Lisa Brickert, James Harms, Kevin Shifley, Richard Rieck, Jeff Kehr, and Ramona Triebold.  Nancy Krejsa was present via phone.

Members at Large and guests present:  Meridy Niederkorn, Kathy Komin, Josh Hogan, Paul and Denise Simmon, Steve and Nancy Parker, Don Ferris, Tony Rodkey, Henry Thompson, Diana O’Kelly, Alicia Dodd, Emily Fuchs, Michael Denton, K. Marquardt, Ken Marx, and David Gnadt.

The meeting was called to order at 7:02pm by President Ken Hohs. 

After introductions of the current OTIA board members, and members at large, we welcomed four guest speakers to share important information concerning the subdivision:

Fireman Tony Rodkey, Countryside Fire Protection District

Fireman Rodkey reviewed some of the update rules of open burning for the district, which are also available for viewing on the CFPD’s website:

• Due to Covid, burning is only allowed on Tuesday, Thursday and Saturday
• Piles can be NO larger than 3’ x 3’ x 3’

He shared that due to Covid the department is currently experiencing a manpower shortage.  Thus they are keeping staffing to a minimum and hope to add 3 new members by the end of November and 3 by the end of December.  This will up the current 12 staff per 24 hour shift up to 13.

Currently Countryside has 39 firefighters/paramedics plus the day staff that accept approximately 5000 calls per year; averaging to 13 calls per day.  Though there has been an increase in calls, the department responds to more car accidents than fires.  He did point out that they responded to a fire that hit an OTIA resident where it had destroyed the walls and attic and displaced 11 people. He reminded residents that they do not need a landline to call in an emergency, just need to be able to convey your location. 

Diana O’Kelly, Fremont Township Supervisor

Mrs. O’Kelly reminded residents to sign up for her newsletter which is always filled with useful information and announcements affecting residents of Oak Terrace, the link could be found at fremonttownship.com website.

She informed all the attendees that the township sponsors an “Adopt a Family” program and information for participating 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.

There were questions regarding Groot leaf pickup.  Some residents commented on how the leaves were still sitting at the side of the road and therefore blowing around forcing residents to continually gather them together for pick up.  Diana pointed out that though there should be at least 6 trips by Groot through the respective neighborhoods, the pickup is taking longer than anticipated.  Partly because the response to leave pickup is a larger task so since trucks have to continually return to Grayslake to unload when full they are not able to further in the pickup, partly because if there are items other than leaves i.e. rocks, branches in the piles, these are causing the vacuum to clog up and then time needs to be taken to clear it to continue.  She reminder residents to please ONLY place leaves in these piles to enable the vacuum to do its job more efficiently.

Diana also reminded residents that with the new contract with Groot, each resident is entitled to one electronics pickup per month but you DO need to contact Groot to be part of the pickup.  There is no extra charge for this service.

Alicia Dodd, Fremont Highway Commissioner

Mrs. Dodd reminded resident that we fall under Lake County ordinances.  Fremont is responsible for plowing, paving and tree-trimming (to maintain a line of sight) in our neighborhood but IDOT is responsible for the maintenance of Route 60/83.

Once snowfall occurs,

• The township will be out clearing roads first between hours of 2:30am and 6am, then out again after 9am and evenings in order to avoid rush hours. 
• When “salting” the roads they use a combination of salt and liquid as they are trying to use less salt due to environment concerns on the lake and erosion to the roads, bridges and sewer lines. 
• The township has upgraded their equipment to minimize salt usage due to being equipped with an IPA that monitors salt usage, also driver’s have been trained to be able to dial in application of salt.  As a result, our roads may turn white due to this reduction.
• They have a snow blower attachment to help widen roads
• Residents need to realize that large rocks placed in the right of way can cause damage to the trucks, if possible please remove them or mark them as a hazard so the driver can see it

The Fremont Township road personnel will also be out in the fall to clean out storm sewers to enable flow of water.  Residents are asked to please keep sewers in front of their homes clear of leaves and debris to assist in sewers not getting clogged.

Ron Salski, Mundelein Park District

Introduced himself and let us know that the Park District has a new website that we should check out.  He discussed the following issues:

• They are working to have the center open longer in the winter season
• He also assured the residents that Diamond Lake improvement is a number 1 priority. They are planning to have a Lake Treatment Meeting to be held at the Regeant Center sometime in February 2022 and to watch for the date
• Spillway near the public boat launch:  it was asked if it could be enlarged, he indicated he would have the Village Engineer have a look and see if an easy solution could be worked out.
• Boat Launch passes:  there is no maximum of passes sold, in 2021 169 passes were sold of which 44 were to non-residents of Mundelein.  Passes cost $75 to residents and $230 to non-residents.

Annual minutes:  Minutes fromNovember 4, 2020 general meeting were distributed for review and approval. Kevin Shifley made a motion to wave the formal reading of the minutes and approve them, Josh Hogan seconded the motion and it was passed.

2021 Accomplishments – The board reviewed all of the 2020-2021 projects that were completed

• 3 New Picnic Tables – thanks to Laura Shifley and Uline, these were donated to OTIA and thus no capital expenses were used.
• Riprap/boulders were placed surrounding the Beach Park, this helps minimize erosion.
• Revamped Key FOBs – new FOBs were purchased and programed, they were then distributed to all residents in good standing as they were requested, a log of the FOBs is maintained to keep track of FOBs.  Replacement FOBs can be received for a small replacement fee.
• Cedar Posts at the parks have been fixed
• Due to diligence of the board and lawyers, the delinquency of dues has been reduced to 10%
• Summerfest was once again held and had a record attendance of over 200 people
• Beach Park Swim Raft was replaced and prior had damage which caused it to take on water

Proposed 2022 Budget- William Yarbrough presented the budget proposed by the board to the membership.  He stated the dues would remain the same as last 4 years at $170.  The budget had been distributed to each member prior to the November meeting via US mail.

William noted the standard expenses were increased at 3%.  Other changes included:

• The increase in Communication which covers cost of quarterly Acorn newsletter distribution as it needs to be mailed vs hand delivered. 
• Reduction of KSN retainer from prior $100/month to $50/month.
• Reduction of Capital improvements to zero as the $2,050 earmarked for the picnic tables was used for the riprap at the park and no new capital improvements are planned for this upcoming year.
• Special Events funds which can be used to cover Santa visits, Turkey Trot, Easter egg hunt, etc. remained consistent at $83.
• The reserve fund which is set aside at 10% of budget covers the current delinquent accounts.

James Harms made a motion to approve the OTIA 2022 budget as presented.  Kevin Shifley seconded the motion and after a vote the budget was approved.

Treasurer’s Report – William Yarbrough presented the treasurer report, as of  9/30/2021.  OTIA has a total assets of $64,808.09 which is comprised of:

• Cash:  $33,957.18
• Cash Reserves:  $22,173.66
• Outstanding Receivables:  $8,677.25

Ken Hohs made a motion to accept the Treasurer’s Report as presented.  The motion was seconded by Rick Rieck and passed.

Election Results:  The results of the election were reported by Secretary Ramona Triebold and are as follows:

Elected to the Board for two year terms:

• Lisa Brickert
• Michael Denton
• James Harms
• Jeff Kehr
• Steve Parker

There being no further business to discuss, Kevin Shifley made a motion to adjourn.  James Harms seconded, and the motion passed.  The meeting adjourned at 8:12pm.

Respectfully submitted by Ramona Triebold, OTIA Secretary

Please note that in Executive Session, the board decided on the following dates for 2022 OTIA Meetings:

February 2^nd

April 6^th

June 1^st

August 3^rd

October 5^th

November 2^nd

Summerfest date:  July 30th