Recent Board Meeting Minutes
COMMISSIONERS BOARD MEETING
WEDNESDAY November 8, 2023
5:00PM
TOWN OF ADAMS HALL
1980 11TH AVENUE
ADAMS, WI 53910
AGENDA
DRAFT
1. Call Meeting to Order: Karen Pokorny called the meeting to order at 5:05pm. Chairman Bob Berry was unavailable due to a family emergency. Present were Sue Booth, Tony Sindelar from the Village of Friendship, Rick Pease from Adams County, Chad Rhinehart from the Town of Adams, and Marcus Skelton from the Town of Preston. Also present was Chuck Spargo, Chairman of the Friendship Lake District Financial Advisory Committee. There were approximately 10 district members present.
2. Review and Approval of the Minutes Special Board Meeting September 2, 2023: Karen presented the minutes from the September 2, 2023 special board meeting. Marcus Skelton made a motion to approve the minutes and was seconded by Chad Rhinehart. The motion was carried unanimously.
3. Review and Approval Treasurer’s Report: Sue Booth presented the quarterly treasurer's report. The Now checking account had an August 1, 2023 beginning balance of $1,157.62 and an October 31, 2023 ending balance of $1,092.83. These balances reflect transfers from the money market in the amount of $24,752.94 in August, $13,612.00 in September, and $38,844.45 in October. Total disbursements were $24,785.42 for August, $14,150.26 for September, and $38,338.94 in October. A total of $0.47 interest was earned. Disbursements included payroll, insurance, utilities, harvester expenses, and an annual loan payment in the amount of $29,594.45. The Money Market account had an August 1, 2023 beginning balance of $105,703.02 and an October 31, 2023 ending balance of $64,222.00. Sue said that in August we received deposits in the amount of $12,536.26 mainly for special charges. Interest earned was $181.22 reflecting the change to correct business account types at One Community Bank. . The transfers to the NOW checking account are noted above to cover expenses. The harvester savings account was closed and transferred to the money market account.
4. Report from Financial Advisory Committee: Chuck Spargo said that the financial advisory committee met in September. Chuck and Karen had a meeting with One Community Bank for the annual review of our accounts and loan status. Chuck said that part of our meeting was to discuss a CD investment. With the money raised by fundraising and receipt of grant money it was recommended by committee that we place $45,000.00 in a CD for one year. The current rate of return for one year is over 4%. The rate of return dropped significantly if we invested longer. The committee decided to set this money aside to be used towards the harvester loan which will renew in February of 2025.
Chuck explained that both loans have prepayment penalties. Chad Rhinehart had questions about prepayment penalty and were answered in detail by Chuck. He believes there are rules for municipalities and relationships with municipal bond investments. It was explained that this is the way municipal loans are written. Chuck went on to explain that after review of our current accounts with One Community Bank it was determined that our accounts were not placed in the correct interest earning business accounts. All accounts were upgraded to those types of accounts. So we should see better earned interest going forward. The committee recommended that the harvester savings account be closed and money combined into the money market to earn more interest. Chuck said that Sue will keep a separate accounting within the money market account of the donated money to be used for upgrades at the harvester lot.
5. Report from Friends of Friendship Lake: Karen reported that the friends met in early October. With the resignation of Carol Berry as chairman, the committee decided that it will lead and make all decisions as an entire committee. Karen reported that the annual August Dam Mulligans Golf Outing is scheduled for Saturday August 10, 2024, at Mound View Golf Course. Karen said that this is our biggest fundraiser of the year with a profit of $7900 at the 2023 outing. The committee decided that there will be no big ticket fundraiser in 2024 instead will develop that for 2025. Karen said that the district will work with Cabins on the Lake in May of 2024 to host the monthly Adams Chamber Business after 5:00 event. Food and beverage are provided. Part of the planning is to include boat tours of the lake for the attendees. A raffle basket will also need to be created to be raffled off that eventing. The committee will meet next in early Spring of 2024.
6. Report from harvesting program & recent lake drawdown: Chuck Spargo shared that during the recent drawdown of Friendship Lake, he worked with Mark Weber, our harvesting coordinator, to place approximately 50 markers on both the east and west sides of the lake. The purpose of these markers was to designate underwater stumps and for our harvester operators and prevent damage to our equipment. Flexible conduit and fiberglass poles were used. Poles painted with two colors indicate that there are multiple stumps under the surface and one color indicates there is one large stump under the surface. Chuck is also recommending that the district invest in a GPS system for our program. Chuck asks that we remind all lake district owners to not remove these markers. No markers are located in the main channel of the lake. Chuck said that tomorrow November 9, 2023, he will help Mark Weber move our equipment to the indoor storage location. All fall maintenance has been performed on our equipment. The tractor was in need of a new exhaust as well as front tires and that was completed. The truck will remain at Mark Weber’s property for the winter. It was recommended because of the diesel engine the truck will need to be started weekly and run to avoid a carbon build up situation. The tractor and harvester will be at the storage facility till early April of 2024.
7. Report from Dam Advisory Committee: Chuck Spargo reported that the final report from Ayres Engineering was received for our required 2023 Dam Inspection. Ayres Engineering reported that the Friendship Dam is in very good working condition. Two areas were put on watch. There is a small crack in the concrete block located below the dam to be watched..
There is also an area on the west side of Hwy 13, and above Friendship Park where brush and trees may need to be removed. Discussion was given as to who is responsible for that work, Village of Friendship or DOT for Adams County. Karen will share the report with Tony Sindelar, our Village of Friendship Rep and Rick Pease will share info with Pat Kotlowski, highway and road director to determine next steps to address this recommendation.
8. Any Unfinished Business: No unfinished business shared.
9. Any New Business: Karen shared recent emails regarding AC Community Center New Building Use Agreement & Fee Schedule. Rick Pease shared an update on this developing situation. At this time Rick said that they have tabled these recommendations and we should look for future information once they decide if they are going to change their proposed rental policies. He believes this will not go forward the way it was presented due to the huge amount of negative feedback received from the entire AF Community.
10. Set Next Board Meeting Date: April(Spring) of 2024 Town of Adams Hall: Karen will work with the Town of Adams Clerk and schedule the next meeting for Spring of 2024.
11. Adjournment: Tony Sindelar made a motion to adjourn and was seconded by Chad Rhinehart. The motion was carried unanimously.
Respectfully,
Karen Pokorny
Commissioner Secretary
November 15, 2023
