LAKE DOSTER LAKE ASSOCIATION

December 18, 2005

BOARD MEETING MINUTES

 

A meeting of the Lake Doster Lake Association’s Provisional Board was called to order by Paul Sullivan at 1:15 p.m. at the Ransom Public Library in Plainwell, MI.

 

MEMBERS PRESENT: Paul Sullivan, Dave DeYoung, Jack Kellogg, Ray Dertz, and Dawn M. Sherman

 

MEMBERS EXCUSED: None

 

MEMBERS ABSENT: None

 

IN ATTENDANCE: No others were present.

 

APPROVAL OF MINUTES: Minutes of the Special Meeting and the Member Forum meeting held December 13, 2005 were submitted and unanimously approved after minimal revision.

 

OLD BUSINESS:

·         LDLA / LDHA Affiliations:

o       Directors discussed the pros and cons of the LDLA’s requirement to be a member of the LDHA with a requirement to pay the LDHA annual association fees.  Benefits discussed were Doster Community unity, a joint newsletter, and a common directory for all residents.  Detriments discussed were the desire for some who may not participate in LDHA social activities and, therefore, derive little benefit from paying fees.  Discussed was the challenge of initiating a separate newsletter, databases, and directories.  Also considered was the due collection responsibility and what might be done if one paid the accessed the LDLA fees but withheld the fee for LDHA.  No conclusions were drawn as a final decision. 

·         Requirement for Closure:

o       The board reviewed the collected deeds, discussed the need to incorporate the legal description of each parcel into the declaration, and the time necessary to complete individual documents.  Preparation work was suspected to take the timing of the Membership Drive beyond the expected timeline.  It was decided that the timeline should be extended and the task should be done internally to avoid the cost of legal services.

§         An updated list of all homeowner’s contact and tax IDs will be acquired from Allegan and Berry Counties to incorporate into a accurate database of all eligible members for mailing and document distributions.

·         Legal Issues prior to Closure:

o       Membership documents drafts are in need of review, advisement, procedure clarification, and signoff prior to their distribution or presentation to Members.  Those documents are labeled “Rules and Regulations”, “Rights of Membership in Lake Doster Lake Association”, “Policies for Lake Fees and Assessments,” and “Termination of License.”  Jack will meet with legal advisors for their review, input, and/or approval.

o       A letter noticing the retraction of prior use permissions will be considered by LDDC for distribution prior to the lake acquisition’s closing and the Membership Drive.

o       Additional legal advice regarding any individual cases will be pursued.

o       A list of other legal questions regarding Membership rights, including common property use, will be initiated by Jack and provided to Brian Mullally and Bob Lennon.

·         Bylaw Issues:

o       Directors discussed the need to finalize Bylaws and make them available to potential members at future meetings.

o       Special Assessments were discussed for limiting the power of the board’s assessment to a certain level.  The directors determined that a limit may be in the best interest of the Members in that it would provide some cost assurance prior to signing up for LDLA membership.  The proposed limit for annual dues was a maximum 10% increase over any prior year’s dues.  The proposed limit for special assessments in any year was one not greater than 100% of than any prior year’s annual dues.  It was noted that an allowance for a greater amount in fee or special assessment will remain an option if approved by Membership vote.  Legal advisors will be approached to approve the proposed language inclusion into the Bylaws.

o       Received member comments were considered.  Those will be provided to legal advisors for comment.

o       It was discussed that all other existing Bylaw language should remain intact in the future until the property is acquired and initial Membership complete.

·         Building Control Committee (BCC):

o       Discussed an option for all existing docks be grandfathered as an approved condition when the LDLA acquires the lake.  Directors discussed the knowledge that some current park access residents were dissatisfied with their existing dock arrangements and their request that changes in allocated spaces be made and controlled by the LDLA Board or the BBC.  Legal advice will be sought for the issue of a grandfather clause.

o       To address the need to create a drafted document to serve as a BCC charter, Tom Bennick will be approached to create and propose such a document for the Board’s consideration.

·         Document Control:

o       Paul indicated the need for document control, there was confusion as to the latest revision of some proposed and drafted documents.  It was determined that future LDLA documents will have a footnote indicating the revision sequence and the print date.

·         Upcoming Schedule:

o       Discussed was the timing of events and the schedule to proceed.  The current plan is -

§         The LDLA Membership Drive will formally begin with two January meetings –

·         Dates of the meetings:  Tuesday, January 17th, 2006 and Thursday, January 19th, 2006 at the Gun Plain Township Hall at 7:30 p.m.

·         at the Lake Doster Golf Club in a reserved dining room at 7:30 p.m.  Directors determined that a postcard notice and email would save distribution cost of the notice. The notices would have information regarding where necessary documents may be accessed or picked up prior to the meeting or when they would be mailed.  Directors discussed the possibility of providing Subdivision chairs with the documents and/or incorporating their assistance for distribution.  It was suggested that there be some documentation or receipt as proof of delivery.  The meeting were slated for:

·         The LDLA intends to gain possession of Lake Doster by February 1, 2006.

·         Directors determined that after closure, potential members will have 60 days to become LDLA Members.  Those who paid the $350 fee (sent monies as a due diligence contribution) will be credited for their amount sent.  If the full $350 was sent, it will satisfy their entire Membership enrollment fee.) 

·         Any potential member who does not paid the full cost of Membership and/or will not sign the declaration and distribute the necessary documents to the Board within the 60 day period, will not be members of the LDLA and their right to access and use Lake Doster will be forfeited.  At any time thereafter, they will be required to pay an additional fee (currently proposed as $5,000) before becoming a LDLA Member and enjoying Membership benefits.

 

NEW BUSINESS:

·         None

 

STATEMENT OF MEMBERS: None

 

ADJOURNMENT: There being no further business, the meeting adjourned at 3:42 p.m.

 

 

Respectfully submitted,

 

 

 

Dawn M. Sherman, LDLA Secretary