January 2023 Meeting Minutes

MINUTES OF THE REGULAR MEETING OF THE SHERWOOD LAKE CLUB, INC. BOARD OF DIRECTORS

January 23, 2023

The regular meeting of the Sherwood Lake Club, Inc. Board of Directors was held Monday, January 23, 2023 at the Sherwood Lake Clubhouse President Annette Beck called the meeting to order at 7:00 p.m BOARD MEMBERS PRESENT: Annette Beck (via Zoom), Kerry O’Neal (via Zoom), Kurt Bossert, Aline Barrett, Rob Seitz (via Zoom), Megan Clay, Mike Morse and Jo Hunt STAFF MEMBERS PRESENT: Jeff Handley, Joe Anderson

1. MEMBERS/PUBLIC COMMENT: Members present: Joy Dodd, Justin Long, Ryan Koster, Tom McBride, Chuck Towle

Member Justin Long, who is a member of the Topeka Police Department SWAT Team wanted to inform the board that there will be law enforcement activity at the lake club address of 3809 SW Chelmsford. The property will be used for SWAT team training on 1/25/23 from the hours of 9AM – 12PM. Members of the SWAT Team will do a neighborhood coverage prior to the event to alert the neighbors around this residence. Approval from the new property owners have been granted prior to this event being held. To make sure all members are aware of this activity, an email blast will be sent out on 1/24/23

2. APPROVAL OF MINUTES: The Board approved the minutes as presented of the December 27, 2022 Regular Board Meeting. Motion made by Kurt Bossert, seconded by Jo Hunt. Motion carried.

The Board approved the minutes as presented of the January 18, 2023 Special Board Meeting. Motion made by Kurt Bossert, seconded by Aline Barrett. Motion carried.

3. REPORTS:

(a) PRESIDENT’S REPORT: Annette Beck made the presentation. It has been a very good 3 years on the board. She has appreciated all efforts of the board members during that time in all that has been accomplished and completed in that time frame. She will continue to be involved in various components of the lake club activities even after her term ends with the SLC Board. She finished up her report by making sure that all board members are ready to give their report at the annual meeting on 1/24/23. She will not be able to be in attendance at the meeting, so Kurt will give her report on her behalf. She also asked that all board members send their reports to Joe for inclusion in the meeting minutes for the annual meeting.

(b) MEMBERSHIP REPORT: Joe Anderson gave the report. He indicated that there were the following changes to the membership roster for Sherwood Lake Club over the last month:

• Jarod & Megan Tetuan “B” Membership approval – 3724 SW King Arthurs Rd

• Brooke Deister “B” Membership retirement - 3724 SW King Arthurs Rd

• Marc & Penny Nelson “B” Membership retirement – 3707 SW Canterbury Town Rd

• Marilyn Roquet “A” Membership retirement – 3809 SW Chelmsford Rd

• Kari Jepson Trust “A” Membership approval – 3809 SW Chelmsford Rd

It was also noted that there are currently 18 people on the waiting list for a Class B membership. Jo Hunt made a motion to approve the changes in membership as presented above. Mike Morse seconded. Motion carried.

An update was provided on the property that was sold at 7537 SW Robinhood Ct last year. Joe has reached out several times through phone and email to the parties that supplied the new deed to us earlier in January. The property has been re-titled in a trust. We are just needing the confirmation of the trustee that will be assigned as the primary member of the lake club as required by the SLC By-laws. It was decided to give the Trust a 30 day period to get the membership application completed and returned to SLC. If they don’t submit by the deadline, the membership will be relinquished in line with the SLC By-Laws.

(c) OFFICE MANAGER’S REPORT:

• See attached calendar for events scheduled for clubhouse and shelter.

(d) SHERWOOD SCENE: Annual reports will be included in the Scene that will be sent out next month. This should go out before the end of February. It was also discussed and decided that we will plan on issuing 4 editions of the Scene moving forward. Annette will work with the new board member who is going to assist in getting the scene done going forward to get them on board with the process and in touch with Peterson Publications who will continue to publish the Scene for the lake club.

(e) TREASURER’S REPORT: Jo Hunt made the presentation SLC currently has a cash balance of $329,504. The amount of outstanding A/R is $187,680, mostly made up of 2023 dues and boat registration fees She highlighted that the large amount in unearned income is additional money we have received from payroll tax credits associated with Covid Credits that we can apply to future expenses that are not budgeted for.

CHECKS FOR APPROVAL: None to approve at this time

Mike Morse made the motion to approve the treasurer’s report. Aline Barrett seconded. Motion carried. The treasurer’s report was accepted as presented.

(f) MANAGER’S REPORT: Jeff Handley presented the report. Working with a vendor for both roofing (Gardner Roofing) and flooring (Justin Clark at Fox Tile Flooring) work to be done at the clubhouse. He will be obtaining bid information from these vendors and presenting it to the board at a future meeting. Window bids are also being obtained and he will bring them to the board after he obtains more than the single bid he has obtained at this point.

(g) DIRECTORS’ REPORT:

Kevin: Dam Maintenance Project: Annette read excerpts from his annual report that he put together and sent to the board. It included an update from LQEC on any recent developments and/or work they are doing.

LQEC: Update included in report above

Kurt: Insurance: Renewals coming up on 5/1/23… will try and get renewal documents at the March meeting so we can approve any and all payments and have a good idea of what amounts we will be assessing to membership later on this year for these expenses.

Property: Nothing to report at this time

Annette: Scene: See update above

Social: Nothing additionally to report at this time

Aline: By-laws: Stan Oyler has expressed an issue with CF&S starting work on his property and didn’t know they were coming. He was not made aware of any work being done on the property regarding the sediment basin construction that is on the easement adjacent to his property. Aline asked about whether or not we should have a committee to monitor these projects? There wasn’t much discussion on this concept after it was mentioned. After much discussion, it was decided that going forward, a letter that comes from the Board to the affected SLC members as projects start will be sent out. This will help keep the interests of our members and making sure members are informed about the project and how it will affect their property for the duration of the project is provided to the members up front so we don’t have issues like this arise again.

Kerry: Nothing to report at this time

Jo: Website: Nothing to report at this time

Mike: Club Liaison: Nothing to report at this time

Megan: 4th of July: Nothing to report at this time

Rob: Dock Improvements/Construction: We have received information from the new property owner, Jepson Trust, regarding some dock/shoreline work they are going to be doing in the next couple of months. This work will run in conjunction with the demolition of the current structure and the building of the new structure. Mr. Jepson has supplied the lake club with the proper permits and forms that have been filled out and he is reaching out to the necessary external parties to get approval of the work prior to it commencing.

4. OLD BUSINESS:

(a) Grant Award Status – No new information available

(b) Pump Station Project – No new information available continued on page 22