CLPOC Board Minutes

CLPOC BOARD OF DIRECTORS MEETING Saturday, September 25, 2021 (Highland Haus)

1. Call to order: The meeting was called to order by President Paul

Szymkowicz at 9:00 a.m. Board members present were Vice

President John Colley, Treasurer

James French, Secretary Linda

Tilley, and directors Dan Rice and

Steve Wilcox. Directors Dan Altier,

Bob Halpin and Jerry Juncker were absent. 2. Staff members: Greg Babbitt (via Zoom), Jessica Slendak,

Kim Dowell

3. Approval of the Agenda:

Motion by French / Support Wilcox

Approved 5/0 (Altier, Halpin and

Juncker absent)

AUSTIN AND MORTON TOWNSHIP REPORTS: Neither Austin nor Morton Townships submitted a report 1. President’s Report: President

Szymkowicz thanked all the staff members and volunteers for all their efforts to help make Canadian

Lakes the great place it is. 2. Financial Report: Controller Dowell presented the current financial statements. Note: As of the end of

August, 228 lots have outstanding 2020 balances and 168 lots have outstanding balances from 2019.

Efforts to collect are ongoing.

COMMITTEE REPORTS: 1. ACC: Secretary Tilley reported that approval of the requests for one new home and a fence. At least two more homes are in the works to be presented to the committee for approval. 2. CLA Liaison: Director Rice reports the CLA met in September.

September 8 was the revised date for the Ice Cream Social, everyone enjoyed the opportunity to visit with other members. On September 30 a financial class on money management will be held, and there will be a Flu Shot Clinic on Friday,

October 1 at the Highland Haus at 9 a.m.-Noon and 1-3 p.m., please bring ID. A Halloween Dance will be held on Saturday, October 30 for the adults and on October 31 a

Trick or Treat event for the children from 5-6:30 p.m. Shopping spree continues until Monday, November 29. John and Tracie Lelekatch were the membership appreciation winners for this month. 3. Executive: The committee met to discuss legal issues and to review a request by Jessica Slendak, marketing manager, and agenda for the

Annual Members Meeting. 4. Finance: Treasurer French reports met on Tuesday, review 2022 budget. CPA also attended to meet with the committee to review a draft copy of 2021 audit report. The

Fiscal 2022 budget requirements and CPI potential adjustments were reviewed. The Funding Plan subcommittee will give an update on the 5-year funding plan. 5. Lot Default AdHoc: Director

Rice filled in for Director Halpin and reports the update: general information final report draft is on final review committee first 2 full weeks Oct 23 Board meeting. Study reports will be presented to the

Board at the October meeting and posted on the members website at the same time. Michigan State Land

Bank has completed strategic plan, setting legal framework with land bank for disposition/sale of properties held by Land Bank. Currently the state land bank has halted all sales during the strategic planning process. Qualified buyers of vacant properties and adjacent lots will go forward after the report is presented. Director Wilcox offered a list of questions to be taken back to the

Committee Chair.

6. Nominating Committee:

President Szymkowicz reported the committee met to finalize the three questions for Meet the Candidate forum. The forum will be held after the CLA Meeting. 7. Strategic Planning: Secretary Tilley and Vice President Colley filled in for Director Altier, and reported the committee has narrowed the software options for Canadian Lakes to two providers. The systems are comprehensive, including online golf reservations and member information. The Committee is reviewing ideas for revenue growth, especially as it relates to the Castle and Royal Grille. The consideration of allowing two events per weekend, doubling the income, and enhanced operations at the restaurant and a snack shack which can be used at other events.

GENERAL MANAGER’S REPORT: 1. The Agenda packet contains reports on amenity usage and safety activity. 2. Each month one of the department heads will attend the board meeting to present their reports in person. Bill Hull, Maintenance

Superintendent reported this month. A new maintenance worker has been hired, Castle exterior repairs are underway, the cart paths and bunkers are being redone, the airport fence replacement is nearly complete, irrigation lines are being replaced at the Royal and improved playground equipment adjacent to the outdoor pool will be purchased next year. Please have your boat out of the water by October 31.

The Lake Committee is looking for better weed control methods. 3. The Fawn Lake dam project is moving forward, the surveys are continuing to help determine the final plan for repairs. Plans should be presented in mid-November. 4. Please note: The departmental reports, normally listed here, have been posted on the Canadian Lakes website for your convenience. 5. Consent Calendar: The notes from the Board Workshop Meeting August 11, 2021, and Board

Meeting August 28, 2021, and the receipt and filing of the August 2021 Check Disbursements were presented for approval. Motion by

Tilley, Support by French Approved 5/0. (Altier, Halpin, Juncker absent)

6. Members Comments on Items for

action or discussion: None.

ITEMS FOR ACTION:

1. Approval of 2021 Annual Meet-

ing Election Inspectors: Motion to appoint Board President Paul

Szymkowicz, Gloria Rogers, Barb

Collinge, Deb Maccaddino, Millie

Spinney, Lynn Tracy, Tim Collinge,

John Napiewocki, Dick Rogers, Ron

Spinney and Pete Zeimis as Election

Inspectors for the 2021 Annual

Meeting of the Members to be held

November 20, 2021. Motion by Wilcox, Support by Rice Approved 5/0 (Altier, Halpin, Juncker absent). ITEMS FOR DISCUSSION:

1. Replacement Signs for Pines,

Royal North and Trapper Woods

Subdivisions: The old wooden signs can no longer be maintained and should be replaced. The new signs will be made of composite material and will resemble the newer version of the signs. 2. Move to suspend the rules by Wilcox, Support by Rice Approved 5/0 (Altier Halpin and Juncker absent) 3. Move to approve the request for new signs, not to exceed $10,500 by Rice,

Support Wilcox Approved 5/0 (Altier, Halpin and Juncker absent) 4. Members’ Comments: None 5. Directors’ Comments: None

6. Member Communication Re-

quirements: Notice of the date for

Members in Good Standing to be eligible to vote and notice of dates and times for the Sessions presenting the changes to the Articles of

Incorporation. 7. Executive Session: None needed. 8. Adjournment: Adjourned at 9:58 a.m. 9. Notes: The next Board Workshop is scheduled for Wednesday,

October 13, 2021, at the CLPOC office, beginning at 5:30 p.m.; the next scheduled Board Meeting is at the Highland Haus beginning at 9:00 a.m. on October 23, 2021. Respectfully submitted by Linda Tilley (Minutes are printed as submitted.)

CLPOC BOARD OF DIRECTORS MEETING Saturday, October 24, 2021 (Highland Haus)

1. Call to order: The meeting was called to order by President Paul

Szymkowicz at 9:00 a.m. Board members present were Vice President John Colley, and Director

Steve Wilcox. James French, treasurer, Linda Tilley, secretary, and directors Dan Altier, Bob Halpin and Jerry Juncker attended via

Zoom. Director Rice was absent. 2. Staff members: Greg Babbitt,

Lindsay Halcomb, Kim Dowell 3. Approval of the Agenda: Motion by Wilcox / Support French

Approved 7/0 (Rice absent)

AUSTIN AND MORTON TOWNSHIP REPORTS: 1. Neither Austin nor Morton

Townships submitted a report 2. President’s Report: President

Szymkowicz thanked the members attending or watching the meeting for taking the time out of their day. As summer is winding down, the popular summer amenities are being closed and the winter amenities are getting ready to open. The skating rink, tubing hill, ice fishing and cross-country skiing will be underway soon. The indoor pool and the Royal Grille

remain open and ready for your use. 3. Financial Report: Controller

Dowell presented the current financial statements. Note: As of the end of September, 224 lots have outstanding 2020 balances and 165 lots have outstanding balances from 2019. Efforts to collect are ongoing.

COMMITTEE REPORTS: 1. ACC: Secretary Tilley reported approval of plans for three new homes and three additions to existing homes. At least 2 more homes are in the works to be presented to the committee for approval. 1. CLA Liaison: Director Rice was unable to attend. Secretary Tilley reported on his behalf. The CLA

Flu Clinic on October 8th allowed 141 people to get their flu shot. Upcoming events are: The

Halloween Dance on Saturday,

October 30 for the adults and on

October 31 a Trick or Treat event at the Castle for the children from 5-6:30 p.m. The Annual Cook-off this year will be on November 4 at the Highland Haus and is a Chili Cook-off. Please bring a muffin tin to carry your samples for tasting. November 6 is the

Welcome New Member event at the Highland Haus. November 8 is Gal’s Night out at the Royal.

Reservations must be made in advance. November 11 is Veteran’s recognition at the Highland Haus.

November 27 is the Christmas

Craft Show at the Castle from 10 a.m. to 3 p.m. Shopping spree continues until Monday, November 29. Details for all these events can be found in the Lite Lines and on the CLA Website. David

Jochen received a Membership

Appreciation $25 Gift Card. 1. Executive: The committee met to discuss legal issues, to view a proposal by Director Wilcox and discuss new signage. 1. Finance: Treasurer French reports the Committee met on to review the current year budget and projections for year end.

The CPA has presented the audit report and the advisory letter is being prepared. There was some discussion of the 2022 budget.

The Replacement and Reserve review committee is preparing

a report. The Lot Default and

Strategic Planning Committee provided updates. 1. Lot Default AdHoc: Director

Halpin gave an overview of the activities of the committee and the final report. A copy of the report is posted on the Canadian

Lakes website. You are encouraged to review the information and ask any questions if needed.

Director Juncker mentioned that there was a tremendous amount of work done by this committee, especially by Director Halpin and

Jo Alex. Director Colley thanked the committee for the work done by the committee, the information collected, and the relationship built with the Michigan State

Land Bank. 2. Nominating Committee: President Szymkowicz reported the committee did not meet this month, the committee’s tasks are nearly complete. The final tasks will be completed after the elec-

tion. He thanked the committee and everyone who helped make the Meet the Candidates event a success. He also thanked the six candidates for volunteering to serve. 3. Strategic Planning: Director

Altier reported that the IT committee had two online software demos with the staff. The plan is to find software to make work more efficient for the staff and to increase member satisfaction.

He also discussed the similarity of the Lot Default Committee findings and the staff’s recommendation for improvements and enhancements.

GENERAL MANAGER'S REPORT: 1. The Agenda packet contains reports on amenity usage and safety activity. 2. Each month one of the department heads will attend the board meeting to present their reports

in person. Kendall Ouwinga was to report this month but was not able to attend. She will present at the next Board meeting. The golf course cart paths are ready for repaving, waiting for our contractor. The airport fence has been completed, Timberlane has been repaved from Dubois to the back gate. The Indian Bridge irrigation project will be started on Monday. 3. The Fawn Lake dam project is moving forward, the surveys are completed, and the final determination of the needed repairs is underway. Plans should be presented in Mid-November. 4. Please note: The departmental reports, normally listed here, have been posted on the

Canadian Lakes website for your convenience. 5. Consent Calendar: The Minutes from the September 25, 2021,

Board Meeting and the receipt and filing of the September 2021

Check Disbursements were pre-

Virtually Invisible Hearing Technology

• Hearing Consultations • Demonstration of new technology • It may just be wax? • Accepting most insurance • Device for every budget

Dr. Beckie Kaczmarski Dr. Angela Barton

Canadian Lakes/Mecosta Office 10857 90th Ave • MECOSTA, MI 49332

EVERY THURSDAY

Metro Health Village 2225 Main St. SW, Ste.140 • WYOMING, MI 49519 Grand Rapids Office 2020 Raybrook Drive SE • GRAND RAPIDS, MI 49546 Walker Office 523 Wilson Ave. NW • WALKER, MI 49534

Call (231)972 - EARS (3277)

today or visit us online at www.KaczmarskiHearing.com

Prepare your vehicle for Winter

We are only 1 of 3 shops in Michigan to win this award 2 years in a row!

14905 220th Ave.

just west of US 131

Import & Domestic

• Night Drop Box • State-of-the-Art Facility • Most Extended Warranties Honored • 2yr/24,000 Mile Warranty • Clean, Comfortable Waiting Area • Wi-Fi

sented for approval. Motion by Tilley, Support by Wilcox

Approved 7/0. (Rice absent)

6. Members Comments on Items

for action or discussion: None. 7. Items for Action: None presented.

ITEMS FOR DISCUSSION:

8. Purchase and installation of

a walk-in cooler: This is to be placed in the basement of the

Royal Grille and will also add 5 new drink taps. The new cooler will take the place of two portable coolers currently used for this purpose and will provide a safer environment for the workers. The cost will not exceed $20,000. $5,000 is currently in the Replacement

Reserve accountfor this project. 9. Treasurer French Moved to suspend the rules, Support by Colley

Passed 7/0 (Rice absent) 10. Approve an expenditure not to exceed $20,000 for a new walk-in cooler and five new taps. Motion by French, Support Colley Passed 7/0 (Rice absent)

“Let me help you through your next door!”

Sue e Kempton

231 638-3498

suelakesrealty@gmail.com

Service Beyond the Sale

Call for a free market analysis!

4.8

11. Receive and File Annual Audit:

The final audit report will be presented at the November Board

Meeting. 12. Members’ Comments: Jim

Brakora, a member at large of the

Lot default Committee, congratulated both Chairman Halpin and member at large Jo Alex for their yeoman’s effort to make sure this report come to fruition. He also expressed his hope that the report will be utilized and not filed away. 13. Directors’ Comments: Director

Halpin complimented the electronic voting system. Director Altier congratulated the Lot Default

Committee on a job well done.

14. Member Communication

Requirements: None 15. Executive Session: Recessed to

Executive Session at 10:17 a.m. 16. Reconvened: At 11:00 a.m.

17. Name Change for the Pines

Entrance Sign: The sign is slated for replacement; this is the optimum time to correct the name to read: Canadian Lakes East.

Moved by Wilcox, Support Tilley

Approved 7/0 (Rice Absent) 18. Adjournment: Adjourned at 11:02 a.m. 19. Notes: The next Board Workshop is scheduled for Wednesday,

November 3, 2021, at the CLPOC office, beginning at 5:30 p.m.; the next scheduled Board Meeting is at the Highland Haus beginning at 9:00 a.m. on Saturday,

November 20, 2021. 20. Seven members were present at the meeting and eight people watched online. Respectfully submitted by Linda Tilley (Minutes are printed as submitted.)