DELMAR IMPROVEMENT ASSOCIATION
604 Sutter Avenue • Delavan, Wisconsin 53115 • www.delmardelavan.com
Agenda: Delmar Improvement Association Annual Meeting 2024
1. Call to Order
Meeting Start Time _10:04__(Meeting not to exceed 2 hours)
Roll Call:
Kurt Moon /Vice President and Acting President – present
Allison Hammerstad / Secretary – present
Sue Connolly – present
Craig Davis – excused
Kitty Giblin – excused
Debi Prelaske – present
Teresa Davis – present
Ron Torrey – present
Declaration of a Quorum (Regular Business – 25 Members including Proxy Votes)
Between the members present and proxy votes quorum was/not met. # present >25
2. Review of Minutes:
Review and approve of year end minutes of 9/23/23 as posted on the web.
Motion for approval for minutes of 9/23/2023 by: Teresa Davis
2nd by: Jill Parrish
3. Committee Reports:
Financial Committee:
● Annual Budget 2024 Review and Approval: Please refer to the budget emailed to you, or posted on the website, and kiosk.
○ Teresa provided an update on the budget – talked about assessment income and will get a more accurate one (26,523.55) – anticipated 47,850 = 51,030 total income.
○ Teresa provided members with a balance in their bank account
○ Kurt provided an update on the checking account and wanted to put it into an interest savings account.
Questions about beach increase and drainage pipe
○ A member had requested that we place approval financial budget at the
end after hearing reports from each committee about the increases in the
budget.
○ Motion to approve the budget – Ron Torrey
○ 2nd Kurt Moon
○ >25 budget approved – majority
Bylaws Committee:
● There are a few bylaws that the board would like to update. Please refer to the changes
that were emailed to you, or posted on the website, and kiosk.
● Member’s discussion and vote to adopt the proposed Bylaw changes. A Quorum of 40
Members including Proxy votes must be met (Per Bylaw 3.3)
○ Few clarifying questions about Google Drive cost & the mailing of Annual
Assessments and Meetings Minutes
■ The mailing of annual assessments will remain the same
■ It was explained annual meeting minutes are on posted on the website,
Facebook, in kiosk (located at the beach and park)
■ Notes from board meetings will be saved in Google Drive
■ Quorum for Bylaws was met >40
■ Motion to approval bylaws 1st – Sharilyn Stanley
■ 2nd Sue Connolly
■ Passed – majority rules
Communications Committee:
● The Delmar Newsletter and assessment information packet was mailed out to all
members in March. To consolidate mailing we will be mailing only one newsletter per tax
key. We encourage you to provide us with an email address to enhance communication
as we move forward. You can update your information on the log sheet following the
meeting.
● Other updates per the director
○ Sue provides an update about Delmar newsletters continuing to go out in March
○ Email blast update – expressed to members that it is important to keep email
addresses updated
○ Explained that if members needed to contact the board of directors about
issues/concerns they would need to use the Delmar email via website. It was
explained that we do not provide direct emails on website due to scams/phishing
issues in the past.
○ Member communicated that he had not been receiving emails from Delmar
Email. It was advised that they members need to check spam folder and also find
out how to add “Delmar email” to safe senders list so that it wouldn’t be blocked.
○ Member asked a clarifying question about how we could communicate or know
when the pier is put it each year. Ron explained that Austin Pier provides us with
April 1st is the target date (weather dependent), but that they last date it would
get put in is April 15th. This is maybe something we could consider posting to
Facebook page or send in email blast in the future once we know a date for piers
being put in.
Real Estate Committee:
● Updates per the director – No updates were needed to give.
Beach Committee:
● Discussion of beach passes, raft updates, and pier service. Plan for Lake Improvement Day
following this meeting. Please join us with your gardening tools to help weed, plant and
some painting. Any help would be appreciated. We would like to plan another day in the
Fall for work at the beach, sign up is on the table.
● Updates per the director
○ Kitty was absent – Kurt provided an update
○ We asked members about what their thoughts were on having a beach pass or not and through discussion it was evident that members still wanted the beach pass
○ Discussion of different methods of a beach pass and members stated they liked the idea of the traditional paper pass vs sticker pass or placard that hangs on mirror.
○ Member provided a suggestion about beach pass pick up – stated that if
members could not physically be present to pick up beach passes, giving the option to send an envelope with a stamp and then mail beach passes to them
○ Raft Update. Ron provided an update on what he did to redo the raft and discussed future maintenance ideas. Ron suggested that in the fall we sand off the paint on the pier and add a stain. Further discussion is to be at the end of the year meeting.
○ Lake Improvement Day – postponed for further date. Will send out a blast email
and place in a kiosk with a future date.
■ Kurt discussed painting of pavilion, tables, and kiosks.
○ Teresa mentioned the donation of the flag – and discussed painting of flag pole
■ Kurt will donate a flag for next year
■ Member mentioned wanting a larger flag
Park Committee:
● Updates per the director
○ Teresa provided an update
■ Park Mowing Discussed
■ Planting of 4 pine trees in the pine tree area
■ The Ball Field has been too moist to work with right now – but will be raked
soon
■ Work Day for Park May 11 – spreading mulch – pick up. Clean up siding,
painting playground equipment.
■ Horseshoe Pit – will be ready to play this afternoon
■ Update – Quote for seal coat on the basketball court – fill cracks and paint lines for the basketball court and paint pickleball court lines as well 400 dollars to do this.
3. Correspondence (Board members may present a synopsis of any written correspondence)
– Teresa provided an update from a comment on assessment papers from a member to ask for everyone to understand how to use email and contact board members via email and the subdivision website. It was clarified how this process works and that questions can also be directed to Kurt or Teresa.
4. Old Business:
a) Update: Beach Drainage Pipe Project (update given by Kurt Moon)
Hired Batterman Engineering Firm out of Elkhorn. The cost is around $8,000 for them to survey and in the process of title search for property lines.
– Waiting on as-built plans for what they did with South Shore storage drains. Delmar Drain Pipes that run from the storm system go by our boat launch. The township stands on we own the drain pipe – it is failing. If it fails – we will lose half of our boat launch
– Stressed that this is just doing the engineering to get a plan but not for the work. They will come up with 2 different proposals to give to town
– Kurt will attend meetings with Township and DNR meetings with them to get permits
– Timeline – next month to start meetings. After boating season and pier is out when
work will be done – does not know how much it will cost. Hoping our account will cover the costs but may need special assessment.
b) Transmitters plan and implementation for 2024 (update given by Kurt Moon)
– Last year at the meeting wanting to verify transmitters – due to lost records/ not being kept in the first place
– Kurt had 4-5 times last year to verify transmitters – the start of this year and not verified would be deactivated. Kurt will be down after the meeting today to verify the transmitters and will reactivate them.
– Kurt is the only one who knows how to do this – used to have a Halverson door that charged us – Kitty is going to be trained on how to work the system.
– There will be one LAST chance to verify transmitters on May 25th– no plans on being down there after that. Otherwise, members will have to contact Kurt and
work out a time. If not verified and not a member in good standing, they will be deactivated
– Starting next year if no new transmitter and it is not verified there will be a surcharge for use having to go down there and do it.
c) Management of liens (update given by Teresa Davis)
– We have a member of the subdivision who will be serving as our “delinquency officer”
– Received a few payments from sending out delinquent letters
– We are in the process of creating a system on how to do this.
o Finding conflicting information about how to put in the process of doing the lien and we are doing it correctly so nothing that can fall back on us
– This member will submit hourly fees and submit every month – the budget has a spot of liens that – are projected to do 7-9 liens on properties – The price might have to increase due to conflicting information about the cost of the lien-
d) Update on Duick Accounting Firm (update given by Teresa Davis)
o Duick is receiving dues, doing balance sheets, and communicating with us.
o They will file for us, income expense, deposits, things need to be done on monthly and daily basis.
o Delmar makes list of who needs to pay and provides that to them.
o Paid positions (Treasurer, Secretary, VP, and President) – makes so we pay less than what we paid for the management company
o Duick will give ¼ reports – Discussed the option post these onto the website for everyone to
see and members felt that they put their trust in us to oversee financials and make those decisions – if members have questions they can email and we can send that information
to members
o During this portion of the meeting it was brought up about online options for payment/dues next year. We discussed how we hope that we will have an online payment method figured out by this time next year.
5. New Business
● Discussion of Craft Show & Subdivision Rummage Sale
○ Paula provided an update we have 25 crafters signed up and more members get today to sign up (Traveling Crafters of Southern Wisconsin)
○ There will be food for sale and dish to pass for picnic.
○ For the Rummage Sale to comply with the Town of Delavan Ordnance there is a permit fee of $5
○ Discussion of registration park for rummage sale for people to bring their stuff here in the future. Making sure people clean up after themselves and discussion of registration/sign up for having it here next year.
6. BOD Openings: 3 Openings
*Must be willing to work on at least one of the six committees throughout the year, as well as
attend 3-4 meetings per year as a director. This would include the Annual and End of Year
General Meetings, as well as the Budget Meeting and any planning meetings that are
scheduled. Additionally, must be willing to actively replay and provide input to all questions and
requests from other BOD members throughout the year via phone, text, and email.
o Sue is stepping down and Gwen stepped down in February
o Kitty is renewing her position
o New Board Members
o Paula Beanes
o Bryant Meinel
The majority approves those to step up to be on the board
6. Upcoming meetings
2024 year-end meeting 9/21/24 at Park Pavilion at 10 am.
-Suggestion of picnic after the 4th of July parade and talk about a food truck for next year
– Suggestion to have a place on the website to recommend contractors/landscapers – we will update the current listing
7. Motion to Adjourn
Motion to Adjourn Meeting: Teresa Davis
2nd by Ron Torrey
Time :11:39
