February 2025 Board Meeting

| Minutes

The Lake Jane Board of Trustees held a regular meeting on February 20, 2025

This link will allow you to access the agenda and any reports or other information provided in advance of the meeting.

Agenda

Meeting Minutes

Date: February 20, 2025, at 7:00 p.m.

Trustees: Fred Wells (Treasurer), Peta Shepherd (Secretary), Dave Wolfe, Catherine Faux, Richard Rolle, Jerry Hartman

Others: Leland Faux (President), Anne-Marie Davidson (Vice President), Jay Sutton (Facility Manager), Giulia Johnson (Executive Secretary), Heather Prater (Assistant Treasurer)

Excused absence: Stacy White and Debbie Epperson

Meeting Location: Microsoft Teams

  1. President Leland Faux called the meeting to order at 7:02 p.m.
  • The minutes of January’s Board Meeting were reviewed and approved by the Board.
  • Monthly Reports from Staff, Officers, and Committees
  • Facilities Manager (Jay Sutton)
    • Overview: I have been working the gate security project and had some site assessments done. A lot of good ideas came out of it and will present some bids. Met with the Pacific grounds crew to pick up some debris and talk over some issues I would like them to resolve.
    • Upper Park: Moles are showing up here and there, but I treat for them as I see them. The parking lot was victim again to burn outs. I shared the videos online but didn’t receive any real information. Part of the security upgrade, we have a potential camera upgrade for the upper park also. Dog park gate went out but it was fixed.
    • Pool: Pool is still holding up well. I met with some potential companies that will be bidding on our pool project for the end of summer.
    • Lower Park: I talked with Jerry Hartman and we will tackle the small trees on the hill this spring. We trimmed the big tree by the shelter, it looks great. We also pruned the rain gardens, thanks to Jeff Brain for the help, they look great too.
    • Lake: We have had some trespassers on the lake, kids playing on the ice, and a neighbor disturbance. All was resolved but I don’t think I made any friends. The ice is melting and with all this rain I will stay on top of the lake level and I will drain as needed. 
    • Conclusion: Everything is going forward with the security upgrades:
    • Innova: App based access with minimal infrastructure. Once installed a company rep will input our residents based on Lot number and email address and each homeowner will receive and email, they download the app and gain access to the parks. They will not be able to share it and we can allow other household members access. Easy to observe and I will get updates from the app if there is a change. We can also get cameras at each gate that will allow us to see license plates, etc and we will have access via the app with the right permissions. Price for the system is $3,162.88. Cameras will be another $808,86. Monthly fee for internet $239.20. There is also potential for an upgrade to the pool hut cameras that will also be tied to the system. I will have this quote by the board meeting.
    • Evergreen: The system is used with a keypad that will be off the gates for drive up use. The residents will punch an assigned 4 digit code, that we set, to gain access. Infrastructure is more involved with dug in posts, mounting of the system, and they will have to dig 12” ditches to the already existing system. We can change numbers at any time if one is identified as compromised. Price is $13,624.88. Monthly fee for internet is $225.
    • Other bids have not been received from the 2 other companies but it is more in line with Evergreen.
  • Secretary (Giulia Johnson)
    • Reminder that Spring newsletter will be sent out at the end of March, please send in draft newsletter articles by March 15th.
  • Treasurer (Heather Prater)
    • Financial statements for January 2025 were presented and reviewed by the Board.
  • President (Leland Faux)
    • Requested that the Board make a motion to approve publication of and an allocation of $100 to cover costs associated with the launch of revised Lake Jane website
    • Requested that the Board make a motion to adopt a new provision in the Board Policy Manual, aligning meeting procedures with the latest guidelines outlined in Robert’s Rules of Order
    • Follow up from January: Washington does not allow a Director (“Trustee”) of a non-profit to participate through a proxy
    • Discussed concerns from homeowners related to kids on the lake when frozen, and HOA policies of business being conducted from the home
  • Vice President (Anne-Marie Davidson)
    • No report
  • Pool Committee
    • No report
  • Park Committee
    • No report
  • Lake Committee
    • No report
  • Business
  • Unfinished Business
    • None
  • New Business
    • Motion for the revised website previously presented to the Board to be approved for publication and for authorization of up to $100 for website revision costs. Peta moved the motion, Catherine seconded; the motion was approved after discussion.
    • Motion for the Board to adopt the following additional provision to the Board Policy Manual 3.6.6: The Board shall apply the Meeting Procedures as set forth in Appendix A (with “Executive Secretary” job title revision). Richard moved the motion, Dave seconded; the motion was approved after discussion.
    • Motion to preliminarily approve Annova quote subject to confirmation of pending questions at next budget meeting. Catherine moved the motion, Peta seconded; the motion was approved after discussion.
  • Good of the Order
    • None
  • Meeting was adjourned at 8:14 p.m.

Respectfully submitted by: Giulia Johnson

Minutes approved on March 20, 2025

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