2015
Countryside Lake Association
Mundelein, Illinois 60060
2015 Annual Meeting Minutes
March 16, 2015
CALL TO ORDER
BOARD ATTENDANCE: J. Miller, C. Aspegren, S. Parmley, T. Richter, J. Wilkins, L. Erickson, D. Hupp and T. Caldwell. Absent: L. Jezuit,
CLA Members present 25
Member proxies to others present: 4
Member proxy to the Board: 61
A quorum was met and President Sean Parmley called the meeting to order at 8:05 PM.
SECRETARY’S REPORT
L. Graber moved and J. Donndelinger seconded the motion to approve the Secretary’s Report of the October 2014 Semi-Annual meeting as published. All in favor, the motion carried.
TREASURER’S REPORT
J. Miller reviewed the 2015 fiscal year and year -to-date expenses as presented in the report dated March 10, 2015.
The Association membership has increased by 1 bringing our total to 346, a member who owned multiple properties sold one thus creating a new membership.
The over budget 2014 total under facilities was due to needed repairs due to wind storm damages which will be discussed later.
J. Miller also commented that of the listed delinquencies with large amounts due, 7 of those represent of foreclosures and/or are for sale. The status of those are being monitored by our legal/collections efforts.
L. Graber moved and M. Theobald seconded the motion to approve the Treasurer’s Report. All in favor, the motion carried.
NOMINATIONS AND ELECTION OF BOARD MEMBERS
S. Parmley announced that the terms of 3 Directors positions were expiring. The terms of L. Erickson, D. Hupp and L. Jezuit are expiring. Nominations from the floor will be accepted to fill the 3 year Directors positions.
S. Parmley opened the nominations to the floor.
Member E. Johnson nominated L. Erickson, D. Hupp and L. Jezuit for 3 year terms as directors. J. Gaertner seconded the nominations.
L. Graber moved and J. Gaertner seconded the motion to close nominations and that the members present approve the election to the Board of the 3 nominated candidates. All in favor, the motion carried.
COMMITTEE REPORTS
Beach & Picnic
J. Wilkins reported that the beach season will begin Memorial Day weekend with guard coverage from 10:30am to 6 pm daily through the Labor Day weekend.
The 2015 lifeguard contract has been signed with a slight increase in rate as reflected in this year’s budget but that is the first increase in 3 years. We have been happy with the assignment of qualified guards and the service provided and will continue with AquaGuard this season.
The ropes and raft for the swimming are will be installed the Saturday morning of Memorial Day weekend, we can always use help pulling those and getting this ready for the summer season.
Trash cans will be put out by the May 1st boating season start. We may need to replace several which seemed to have disappeared over the last year or 2.
Facilities & Grounds
S. Parmley reported on the maintenance for association owned areas, this year. Highlighted were:
The yearly dam inspection has been completed and no major issues were found. The report did recommend sealing the spillway walls which we will seek bids for and complete the work this year.
The aeration system will be turned on as soon as ice is out on the lake.
Maintenance including oil and air filter changes for the compressors as well as cleaning of the aeration heads is scheduled.
Spring activities of getting the tennis court up and running, removal of the snow fencing at the beach, activating the lightning detection warning system, grading the sand and gravel at the beach and patching of any fencing as needed, will begin as soon as weather permits.
Lake Improvement Management
D. Hupp reported that 3 contracts for the Association have been signed. One for weed control, one for fish stocking, and one for lake restoration and algae management.
Weeds and Algae
Drew reports that they have been able to look under the ice this winter with cameras and reports that we do have weeds growing under the ice, primarily curly leaf pond weed. He pointed out that it is normal and depending on the weather conditions they hope to treat the growth early to limit any overgrowth
2 qualified bids were received for weed control and we did accept the low bid with McCloud for a 3 year contract who has satisfactorily provided us with weed control in the past. The contract is in place to monitor and apply the herbicide Sonar this spring, alternating it yearly with another product called Gallion, which is what was used last year. The alternating schedule is predicted to give better long term benefit in managing the weed population.
The second issue will be algae control. Last year with the biological treatment plan in place was the first year not to use any copper sulfate in the lake, except in the Back Bay area which had a unique problem.
We anticipate continuing with that program provided weather and conditions allow.
A separate algae treatment and control program will be initiated to treat early the Back Bay. Our contract provides for 4 copper sulfate algae treatments as well as the biologic treatments for that area and McCloud and will coordinate a comprehensive plan for the sequencing of all activities to maximize the benefit of each.
Last year the lake improvement program consisted of 6 biological treatments, this year we have 9 scheduled and budgeted. McCloud has bid a new 1 year application contract using the same biological supplier, Aqua Fix who offers several weather related products for our extended application schedule.
The company is out of Madison, Wisconsin, their rep has been down to talk with us about the line of products, their use and application and we intend to continue to engage them in accessing and evaluating the effectiveness and the different products over the season.
The budget for the lake improvement program with these contracts in place does come in under budget and will allow for any additional maintenance or if extreme conditions warrant additional actions.
J. Gaertner commented on the particularly excellent water conditions last year and thanked the board for giving the new plan a chance continue to benefit the lake.
D. Hupp commented that we need to remember how much weather conditions such as draught, flooding or extreme heat over any period of time can drastically effect the lake conditions. We have been lucky for the last 2 years with good rainfall and low summer temperatures which have allowed the program to work well.
In answer to a question concerning a $20,000.00 budgeted item designated muck removal, it was explained that it was included in the budget for the evaluation and possibility of doing some site specific small area dredging at critical locations but nothing has been planned so far.
No additional aerator heads are planned, the 28 existing have been strategically placed for water depth and surface coverage.
Fishery
We are still trying to manage the fish population recovery from the large fish kill in 2012 .The fall stocking consisted of : 220 Northern Pike
120 Tiger Muskie
1000 Walleye
850 Black Crappy
850 Yellow Perch
The size varied as to availability, but D. Hupp, who was present for the deliveries was happy with the condition and supply delivered of each.
Reforestation
C. Aspegren reported that the Association did plant 6 trees last fall in the beach and picnic area with one at the tennis courts, to replace dead or storm damaged trees. We have budgeted for additional 2015 fall plantings.
Water Quality
J. Wilkins reported that limited storm water monitoring will continue for the 2015 season at the Indian Creek steam near the Chevy Chase Road culvert. The storm criteria for monitoring runoff sampling and testing will be the same as last season (¾ inch in an hour or a total 1 inch accumulation over a 24 hour period).
The budget reflects the scaling down of the sampling and testing at the single location as well as the continued efforts of J. Donndelinger in keeping our existing testing equipment up and running with minimal replacement of repair costs over the last several seasons.
B. Donahoe continues to install and gather data each season from a flow meter at the Chevy Chase culvert which records flow, depth, velocity and temperature to support the water sampling results. The data generated concerning the inlet water flow also provide historical data for reference if circumstances significantly change up stream in the watershed resulting in reduced water flow necessary to sustain the lake.
Any students who might be interested in being involved with a project for AP Biology or other environmental programs is welcomed and J. Wilkins would be happy to work with them for a volunteer project. Appreciation of the efforts of John and Athena Butlers boys who have for several years been involved with the County Lakes Division lake water monitoring program, providing additional testing and data reporting for Countryside Lake.
Long Range Planning
S. Parmley commented on the previous discussion concerning the budget item to investigate possible improvements in lake depth in specific areas with muck removal.
Under discussion are several areas including the lakeside of the lagoon area which would allow for the possible construction of an additional 6 pontoon docks, the swim area, and perhaps improvement of other navigation channels. No decisions have been made and it will require considerable preparation to come up with an appropriate plan and contract for its implementation.
Members of the planning committee currently are M. Aspegren, M. Cook, D. Hupp, L. Jezuit, K. Theis, J. Miller, T. Richter and S. Parmley. Sean thanked M. Theobald and J. Esperson for their past participation. The committee welcomes any volunteers who would like to be involved in long range planning for the lake and the association in general.
A question was raised as to the frozen brush pile currently on the ice and it was commented that it appears to be just a pile left by maybe some of our youth thinking about a bonfire.
Boat Assignments
Lee Erickson reminded all members that current registration and the display of CLA green decals are required of all boats on the lake or stored in the racks on association property.
The waiting time for an Association pontoon dock is currently about 10 years and there are currently 43 members on the list, but there are plenty of boat racks available for members use.
The membership was reminded that it is their responsibility to register their watercraft with the state of Illinois, and meet all DNR safety requirements as well as comply with CLA rules and regulations.
Dock Maintenance
Lee Erickson reported that the association piers will be inspected once ice is out and any repairs or adjustments will be made prior to the May 1 start of boating season.
Special Projects
Conservation Area
Tom Richter expressed appreciation to all the volunteers who have worked Saturday mornings and especially to members Sharon and Craig Anderson, Jim Donndelinger, Colleen Liberacki and Rosemary Aitken for their dedication to the project with their continued support and efforts.
The planned activities this year will be mostly maintenance and general improvement of the existing plantings, woodchip walkways and general brush clean up and removal.
Volunteer days will continue as needed. Watch for posted signs and website announcements.
The budget includes a maintenance contract with McGinty for herbicide services, and there will be some additional plantings to be undertaken this year, with the gift received from the Indian Creek Watershed mentioned earlier.
Website
J. Wilkins reminded members that the website address is listed in the front of the directory and access to the members sections is available to any resident who provides an email address for reference.
Any questions concerning the website or association email account can be directed to either Julie. Wilkins or Les Jezuit or any board member.
Architectural Review –
T. Caldwell reminded the members the requirement for CLA approval of any new house construction. These are very minimal requirements but you will need approval to build on a parcel contained within the Countryside Lake Association boundaries.
Rules and Regulations –
Current rules and regulations are mailed out to each members each year. Please review them and if you have any questions or would like to address anything that you feel should be updated, missing or needs amending please feel free to contact any board member.
Security-
T. Richter discussed the current contract hours with Howe Security for patrol of our 5 Association neighborhoods, and the variability of on duty hours.
The membership was reminded that for any emergency situation call 911, for non-emergency you may call Lake County’s non-emergency number, as well as call the CLA security number and leave a message. They will return your call as soon as they are back on duty. All numbers are listed in the front of the CLA directory.
We are currently contracting 8 hour/day, beginning in May we will go to a variable 10, and for the summer months of June, July and August will have 12 hours/day coverage.
The variable schedule may include split shifts during the spring and summer months (May through September) to accommodate the proposed 10 and 12 hours of coverage.
It was also explained that security alerts will be sent to the membership via the Association website as soon as feasible and recommended by the Lake County Sheriff’s Department. All members are encouraged to provide a contact email address for that purpose.
Members who have any concerns or issues with our current security should please speak to any board or committee member.
Security officer Marty Bertrand introduced himself to the members present and gave an overview of Howe Security and the services provided for the association and homeowners.
Several winter incidents of damage to property and youth vandalism were discussed and it was reported that an arrest was made with the assistance of Lake County Sheriff’s office and the Mundelein High School police liaison in identifying suspects due to evidence obtained from a CLA report and investigation.
A spring 2015 safety bulletin concerning scams and ruse burglary/ home repair was provided by Howe Security. All members were reminded to please call if and when you see questionable activity in the neighborhood.
Members leaving town were urged to use the CLA house watch services provided and to make sure that contact numbers for any security alarm systems are current and directed to the Lake County Sheriff’s Department.
Some religious groups do have the right to approach your house, you may refuse to answer the door and you may ask them to leave your property, if you have any concerns please call security and we will come and speak with them, check and record their ID and encourage them to move on but we cannot deny them reasonable access to the neighborhood.
The weather alert system located at the beach was reviewed.
Members were reminded that fireworks are illegal in Illinois.
All members were reminded to follow rules and parking regulations for the upcoming beach and boating season, Security asks members to please use the CLA boat and car stickers and to pay attention to neighborhood activity and call security if they have any concerns.
Appreciation from the membership for the presence of the marked patrol cars in the neighborhood and the attention from the patrol staff to our members concerns and requests was noted.
Legal
S. Parmley announced that the Association has changed legal firms. Several firms with experience in homeowner associations were interviewed by members of the board, and we have been very happy with their responsiveness as well as recommendations and advice so far.
There are no pending legal actions against the Association.
OLD BUSINESS – None
NEW BUSINESS – None
ADJOURNMENT
J. Gaertner moved and M. Theobald seconded the motion to adjourn the meeting at 8:45PM. All in favor, motion carried.
Countryside Lake Association
Mundelein, Illinois 60060
2014 Semi-Annual Meeting Minutes
October 19, 2015
CALL TO ORDER
BOARD ATTENDANCE: J. Miller, D. Hupp, S. Parmley, J. Wilkins, L. Jezuit, L. Erickson, T. Richter, C. Aspegren, T. Caldwell.
CLA Members present 26
Member proxies to others present: 3
Member proxy to the Board: 41
Current membership: 345
A quorum was met and President Sean Parmley called the meeting to order at 8:05 p.m.
Sean Parmley welcomed and thanked members for attending the semi-annual meeting, and asked any new members to please introduce themselves. 2 new members in attendance, Jim and Lydia Rohn from Red Pine Court and Lawrence and Elizabeth Root from Preston Court introduced themselves.
SECRETARY’S REPORT
L. Graber moved and R. Theobald seconded the motion to approve the Secretary’s Report of the March 16, 2015 Annual meeting as circulated. All in favor, the motion carried.
TREASURER’S REPORT
J. Miller presented the fiscal year to date budget and expenses as distributed in the report dated October 19, 2015, and added the following comments.
The additional funds received under Parcel Transfer Fees represent 17 real estate closings to date and there are currently 2 pending.
The capital fund replenishment will occur before the end of the current fiscal year (January 31, 2016) as a transfer of funds from the operating budget to the capital reserve funds.
A new category for Income Tax has been added to the budget as we are required to pay estimated Federal Tax on income over operating expenses. Depreciation of large capital projects has reduced our tax liability over the last 10 years.
The Association’s procedure for delinquent accounts as shown on the Treasurer’s report was explained. The board authorizes the placement of liens and the use of a collection attorney for dues, interest and fees, and the monitoring of pending foreclosures.
The budget category labeled muck removal in the 2015 operating budget was discussed as a beginning point for an operating expenditure of ongoing spot maintenance dredging to be considered.
L. Graber moved and J. Rohn seconded the motion to approve the Treasurer’s Report. All in favor, the motion carried.
COMMITTEE REPORTS
Beach & Picnic
J. Wilkins reported the 2015 lifeguard costs came in slightly under budget due to reduced guard hours at the end of the season. Expenditures included trash bags, lifeguard umbrellas, first aid supplies, and a new wheelbarrow for use in the daily raking of the shoreline by the lifeguard.
Thanks again this year to Randy Miller for facilitating the installation and removal of the ropes and raft each season, and to Lee Erickson for always being willing to help.
The swim area was tagged for E.coli levels one time this summer, but a second testing 24 hours later did not confirm, so we don’t know if it was a sample/ testing error or an isolated nonrecurring incident. We have not had a significant problem with geese in the beach area this year.
Thanks also to C. Aspegren and S. Parmley for landscape improvements, tree planting and maintenance in the beach and picnic area.
Facilities & Grounds
Sean Parmley reported on the maintenance for association owned areas, and improvements to facilities this season. Highlighted were:
The dam inspection this year detected minor surface spalling of a previous repair. The inspecting engineer from Christopher Burke and a representative from Boller Construction met with S. Parmley, and all agreed that the damage was superficial and would be repaired by Boller at no cost later this month.
The aeration system will be turned off by the end of November and has been running well all season with only minor maintenance and cleaning of the aeration heads anticipated for next spring.
An additional mooring buoy was added this season, in response to member requests, making 3 available for use. Hopefully the anchoring mechanism improvements will be more secure, we did have 2 break lose this season.
The swim area liner is need of replacement. Several truckloads of muck have been raked and removed from the area. We have sourced new liner material and are seeking bids for installation this fall to have the area ready with a new sand base by Memorial Day weekend.
Normal winterizing activities of rolling the tennis court screens, snow fencing at the beach and shut down of the lightening detector will all be scheduled in the next month.
The board was asked review the condition of the boat ramp and consider improvements to make it easier for individual members to access and utilize the ramp.
Long Range Planning
The focus of the group has been to investigate muck and sediment removal in select areas of the lake bottom. The method, cost and areas under consideration include the swim area and the lake side of the lagoon peninsula, as well other key problem areas such as the entrance to the back- bay.
We have contracted with RHMG (Rezek, Henry, Meisenheimer and Gende) to prepare plans and obtain the necessary permits to undertake maintenance dredging in specific areas in several phases.
Phase 1 will address a 50x80 ft. area north of the existing peninsula docks with the goal of providing additional depth to allow for the installation of 8 additional Association boat slips.
Phase 2 will address a similar sized area to maintain boat access thru the entrance to the lagoon inlet at the picnic area.
Lake Improvement Management
Weeds and Algae
D. Hupp reported that the spring herbicide product used was Sonar, which we alternate yearly with another product Gallion to provide best continued results. The Sonar treatment was effective and we only had a few locations where curly leaf pond weed surfaced this season.
D. Hupp discussed the continued lake water improvement program which for the full summer season consisted of 9 bio-treatments and only 4 copper sulfate applications which were limited to the back- bay area where algae growth presented a significant problem this season.
The lake water quality was excellent through July but in August we experienced higher water temperatures and a rainstorm washout of a seeded treatment which resulted in an algae bloom. The company which does our water treatment program did come out, did some testing and the bio-treatment was repeated (at no cost) and switched to a warm water product at a higher concentration. This resulted in an immediate 2 week clearing of the bloom and return to clear water. This experience will help us predict and contract for future treatment plans, products, and water temperature considerations.
The program for next years weed and algae control services is being bid by several service companies and will be negotiated in conjunction with the bio-augmentation program.
Fishery
1,000 6 inch crappies available from the Fishery were delivered in August, additional species ordered for a later fall delivery are 200 muskies, 1,000 walleye, and 600 yellow perch. .
The number of each species is balanced against size and cost to maintain a good balance in the population.
The health of caught fish are reported as good, and the sizes reported are a good indication that our stocking program is providing a viable growing population. The lake this fall is full of minnows confirming a healthy breeding environment.
There is good oxygen distribution in the water column and the overall improved water quality is providing a beneficial environment for survival and growth.
With the completion of a 3rd year of the program we will do another depth/muck study for comparison to the GPS location depth mapping done prior to the installation of the aerators and the switch to bio-treatment program for algae control.
D. Hupp did comment that there are still reports of very large grass carp sighted in the lake. They were stocked 17 years ago as a sterile hybrid, with a 10 year life expectancy, and were expected to aid in weed growth control.
Storm Water Monitoring
J. Wilkins reported that the monitoring program to collect and test storm water samples from Indian Creek at the Chevy Chase Road culvert, the main inlet to the lake, continued this season.
So far this season we have had 8 storm events (currently defined by a severe ¾ inch/hour rainfall or a full inch in a 24 hour period). A composite sample of the resulting flow over 24 hours is then submitted to a laboratory in McHenry for particulate solids ( soil run off) as well as carbon and phosphate concentrations carried in the storm runoff.
B. Donahoe continues to install and maintain a flow meter to monitor the amount of water actually entering the lake from the creek.
The program is in need of a full review of purpose, collection design and implementation. The instrument trigger software for sample collection, auto dialer and the modified pager interface as well as the weather station instrumentation are all outdated, and without component backup if parts fail.
The testing results of the storm water samples are not showing significant sediment run off or phosphate levels coming down the creek from across Gilmer and the golf course community located there.
Our budget for equipment and sample testing is considerably less than it has been in the past but we continue to budget for situations such as extreme flooding or problems which might arise concerning the quality of the water entering the lake.
Appreciation was given to volunteers Jim Donndelinger who for more than a decade has maintained, serviced and hauled the sampling units each season, and to Brian Donahoe who maintains a separate reference CLA weather station site and has provided continued support to the monitoring efforts in addition to the flow instrument data recovery.
Boat Assignments and Dock Maintenance
Lee Erickson reminded members that boats are to be removed from Association piers by November 1. They may be put back in the water May 1, 2016.
Any boat on CLA property or on our lake does need an identifying green CLA sticker, contact L. Erickson and he will get those to you at no cost.
The waiting list for CLA piers is currently about 9 years (3 piers did turn over this year) but there are boat storage racks available.
Members were reminded that the state requires all watercraft to be registered and meet all DNR safety requirements.
The board has approved a request by the Countryside Oaks Association to construct up to 10 boat slips available to their members on the shoreline owned by their Association. They are required to meet all the same rules concerning size and construction as any shoreline owner. We haven’t heard anything more concerning their plan to build.
Special Projects
Conservation Area
The year’s activity in the conservation lot has again been one of maintenance with general cleanup of brush and dead trees.
Particular appreciation to the dedicated volunteers of J. Donndelinger, the Andersons, and C. Liberacki who have dedicated many hours to the project year after year, and facilitated the development and maintenance of the project.
There have been several volunteer days involving that work and some planting. Those involved with the project were thanked for their dedication and efforts to maintain the site.
Contracted herbicide treatments and hand pulling of invasive plants are provided by McGinty 3 times during the season area to eradicate the canary reed grass, thistles and garlic mustard. We do still have a lot of yellow goldenrod this year, as do most local prairie areas.
Architectural Review
Members were reminded that any new housing construction within CLA requires board plan approval.
Rules and Regulations
Current rules and regulations were mailed to all members as required by our bylaws.
If any member has a question concerning the current rules or would like to propose a change to be discussed and considered by the board please contact T. Caldwell.
Reforestation
C. Aspegren reported that 9 trees have been contracted for planting in the beach and picnic area this fall. They include oaks and maples to provide future shade area lost to storm damage over the last several years.
Security
The seasonal contracted security patrol hours were reviewed by T. Richter. The 6 months October – May will be a variable 8 hours of patrol coverage per day. Patrol hours will return to 12 hours/day for the summer months June, July and August.
Rick Eckenstahler from Howe Security introduced himself, Matt Dziedzic and Dominick Tufano.
The background experience of the patrol officers serving CLA was reviewed and the value to of their working relationship with local law enforcement, the County Sheriff’s Department and local fire departments in addressing
homeowner needs and concerns was stressed.
Members were reminded to call 911 in the case of any emergency. Security does monitor the Lake County Sheriff’s Department and Countryside Lake Fire Protection emergency calls while on duty and they will respond to assist in any way they can but you should always first call 911 in the case of emergency.
It was noted that year to date we have had 85 incident reports, primarily trespass at Association facilities and common areas. Other reports deal with auto decals and guest passes, activated alarms, Fire Department assists, pets or reports of suspicious persons.
Howe provides a house-watch service, in addition to that provided by the Sheriff’s Department. If you will be out of town for any length of time, please remember to stop mail and paper deliveries, arrange to have your driveway plowed if needed during the winter months, use timers for lighting and set your security systems before leaving.
Howe will provide a walk around of the premises, check windows, doors, note any activity on the property such as trees down or damage.
It was also explained that Howe Security does not keep member information provided beyond the date of the requested house watch. Emergency contact and any other information should be provided with each watch request.
He reminded the members to review the ice fishing rules for the upcoming season. No guests without members present, no tip ups, no minnows anytime, and any shelters and must be removed daily.
Please use your security system if you have one, and confirm that the alarm contact # is for the Lake County Sheriff’s Department. Please also test and replace your smoke detector batteries.
The on duty patrol cell phone number is listed on the front of your CLA directory, if we are not on duty you may leave a message and we will contact you as soon as a patrol officer is back on duty.
The patrol car does carry an AED unit and all patrol officers are certified in its use.
Again, in any threatening or medical emergency call 911 first, call security second.
Howe advised members to contact the Sheriff’s Department for added patrol coverage if they believe there is suspicious activity, recurrent problems or speeding vehicles. Howe patrol officers do not have the authority to issue tickets.
L. Graber expressed the member’s appreciation for the services provided by the Howe Patrol officers and their dedication to the association and neighborhood.
Website and Communications
L. Jezuit encouraged members to visit the Association website and discover the many informational links that B. Donahoe has provided for weather, local news, township/county agencies as well as local schools and library.
The members section has an extensive historical section for our community going back to 1928 with maps and documents, Association records, aerial photos, street maps and other neighborhood information.
Legal
S. Parmley reported that the board has been very pleased with the new law firm Fullet, Rosenlund and Anderson.
OLD BUSINESS - None
NEW BUSINESS –
S. Roy inquired about family and children’s programs and offered to help organize a volunteer group to plan and reinstate neighborhood activities such as the 4th of July parade, Easter egg hunt, fishing derby and other family oriented events for the community.
ADJOURNMENT
A. Zych moved and L. Graber seconded the motion to adjourn the meeting at 9:20pm. All in favor, motion carried.