Lake Linganore Association
Board of Directors
Meeting Minutes
April 21, 2003
CALL TO ORDER
The meeting was called to order at 7 p.m. by LlA president Jim Reed. LLA board members in attendance were: Mr. Reed, Jerry Dorsey, Andrew Twillman, Grant Sheehan and Todd Young.
Absent were: Alan Dinkelacker
Also present were: GM Stephen Hembree and LLA Community Resource Manager Joy Gurley. Mr. Brown was on vacation.
PRESIDENT’S REPORT
- no report was given.APPROVAL OF APRIL 7, 2003 MINUTES
Add the name of Louis Henderson to the last sentence of the first section of the Resident Forum (John Snow comments). Otherwise the minutes were approved as written.UNFINISHED BUSINESS
SHUR Easements
- Mr. Hembree sent a letter to county finance director Ann Wright on April 7 but no response as yet from the county. Mr. Hembree said that he did talk with someone at the state level and was able to pose the primary question the board wanted answered. In essence, the LLA could expend funds now and be reimbursed in July with the start date of the program, though Mr. Hembree said the state person did note that it was up to the discretion of the county. LLA president Reed directed the GM to keep track of road expenditures in case the matter resolves in our favor and the figures would need to be submitted for reimbursement.LLA Personnel Policy Manual & Job Descriptions— LLA attorney Shelah Lynn had reviewed the policy text since the April 7 board meeting and had made some changes, among them a written sexual harassment policy. Because Mr. Hembree was waiting on the attorney’s changes at the April 7 meeting, the matter had been tabled until the board had a chance to see those changes. Director Reed said that he had read the document several times and thoroughly and believed that Todd and Sue Young, the GM and Ms. Lynn had "done a good job" on developing the policy.
After reviewing the job descriptions Director Sheehan asked whose job it was to process the membership forms/cards; he believed the job to be an important one and believed it should be stipulated under one of the job descriptions. GM Hembree said that technically the task falls under his job description and it was his responsibility to see that the process was successful by working with staff to develop a method and implementation of the process to get the membership information and distribute the cards, stickers, etc. He said that his contract covered this matter.
Director Twillman said that he felt comfortable making a motion to put the matter back on the table for a vote. Director Sheehan seconded the motion.
Under discussion, director Young noted a typographical error to correct on page 15 and suggested that the phrase "or in the absence thereof, the LLA board," be added after the words General Manager in the third sentence of the paragraph that begins with "At the start of each new fiscal year...."
MOTION: Director Twillman made a motion to approve the policy as written with the addition of the two modifications suggested by director Young. The motion was seconded by Mr. Young. The board voted 5-0 in favor of accepting the policy.
NEW BUSINESS
Bidding Process
— GM Hembree explained that LLA attorney Shelah Lynn had recommended that the board approve one of the two bids received for the building addition, and then negotiate a subsequent project cost with that final contractor on the new changes to the addition building. Mr. Hembree said that the Finance Committee, which has at least one person experienced in construction contracts, would conduct an analysis of the financial aspects of the two existing bids and based on that analysis a final one would be selected. Mr. Hembree said the architectural plans would be done by the end of April and by the end of May the LLA should know what it will be doing and be prepared for a fall construction date. He noted that in order to meet that construction timeframe that the bid analysis, etc. needed to be able to proceed at this time and that the board needed to approve that action.LLA member Joe Frank said he thought the project should be rebid because of the reduction in the size of the building addition. GM Hembree said that was not necessary and attorney Lynn had also instructed the GM that rebidding the project was not necessary. Instead, once the contractor is selected, that company will be instructed to adjust the project costs based on the new architectural plans.
In response to comments about the board "rushing" the project and "carelessly spending" the money without rebidding it, director Sheehan said that the board had not and had no intention of not fulfilling its fiduciary responsibility, which he included to mean getting something accomplished in addition to paying close attention to the financial aspects of the project.
Director Young said told the audience that the Finance Committee has expertise to deal with the matter and that the committee would not allow the project to be skewed against the interests of the LLA. He said the analysis would take approximately one week. He added that the "qualitative" issues regarding the two contractors would be left to staff. Mr. Hembree said that the two contractors who bid on the project were major businesses in the area.
MOTION: Director Sheehan made a motion to accept the recommendation of the attorney, as written. The motion was seconded by director Young. The board voted 5-0 in favor of the motion.
Sheriff
’s Contract— Mr. Hembree said that the contract did show a four percent increase over last year’s contract. He noted that the actual costs paid during the past two years’ contracts have come in under the contract stated amount. He described the contract as a "times and materials" contract, that outline a "worse case scenario with a cost cap." Mr. Hembree said the increase most likely came in the vehicle repairs, insurance and fuel costs category. LLA president Reed said that the association was "getting a good deal" and most likely getting "more than we’re paying for".MOTION: Director Sheehan made a motion to accept the contract. The motion was seconded by director Twillman. The board voted 5-0 in favor of the contract.
Catch & Release Fishing— Director Sheehan asked that discussion of a catch and release restriction on fish in the Eaglehead lakes be placed on the May 5 agenda.
MATTERS FOR BOARD INFORMATION
Community Resource Manager Joy Gurley explained to the board that approval was being granted to the Deer Crossing Elementary School for the annual fifth grade end-of-the-year pool party and to Boy Scout Troop 268 for aquatic program activities throughout the summer.
ADJOURNMENT
Director Twillman made a motion to adjourn the business meeting and begin the candidate forum. The motion was seconded by director Sheehan. The meeting adjourned at 8:05 p.m. and the candidate forum began.
Respectfully submitted,
Stephen Hembree Jerry Dorsey
LLA General Manager LLA Secretary