Delmar Improvement Association 2023 Year End Meeting 9/23/2023 NOTE TO RESIDENT
MEMBERS: Please sign-in upon entry. This meeting is for current Delmar residents in good
standing. Please state your name when speaking. Speaking members shall not be interrupted and will have a three-minute limit. Voting shall consist of only resident members in good standing, one vote per property. Proxy voting is available for members unable to attend. Proxy vote is assigned to a proxy agent (another member in good standing), Proxy form (available on the website) must be emailed to the secretary at least 48 hours prior to the meeting or mailed to the above mailbox. For more details, review Bylaws, section 3.5.
1. Call to Order
Meeting Start Time _10:05_ ___(Meeting not to exceed 2 hours)
Roll Call:
Gwen Rayka / President Present
Kurt Moon /Vice President Present
Allison Hammerstad / Secretary Excused
Sue Connolly – Present
Craig Davis – Present
Kitty Giblin – Present
Debi Prelaske – Excused
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 36 # present
2. Minutes for Annual Meeting 5/6/2023 Meeting (on Website and posted in Kiosk). Minutes
also posted in Kiosk Please review for a vote to approve or for items to be amended prior
to this meeting.
a) Motion for approval for minutes of 5/6/2023 by:____Kurt Moon__
2nd by: ____Craig Davis ________________
3. Correspondence (Board member to present a synopsis of any written correspondence) There was correspondence regarding grievances with burning materials that were not in accordance with the Town of Delavan Ordinance. Please refer to the ordinance on the Town of Delavan website. The process is to call the police when this occurs. Cards were made available at this meeting with Town phone numbers. Discussion about other complaints should be referred to the Town of Delavan where they have a complaint form on their website for this process. The Town of Delavan has a Code Enforcement Officer: (Allison 262-249-6701 ) who could also assist with property concerns. After discussion, we agreed that if complaints are brought to the Board we will move forward and issue a complaint to the Town and also to the resident that this was referred to the Town of Delavan.
4. Committee Reports: Financial Committee:
a. Treasurer Report (Presented by Financial Review Committee) – As MPC is no longer managing financial statements we have moved forward to contract with an Accountant: Duick and Company in Elkhorn. Overall this is a big savings from the cost associated with MPC. Duick and Co. will be managing financial reports and assessment
fees can be paid to their office for processing. A show of hands demonstrated that some
residents would like Zelle payment possible, which we will pursue with our bank. Agreed that a Quarterly financial report would be sufficient and will be posted to the website for review. Anticipate the first posted statement to be in October. Financial expenditures in
managing business are now being handled internally. We have purchased a computer and
printer for this use.
b. Annual Budget 2024: Will occur in March 2024 and will be posted to the website for your
review prior to the May 2024 meeting.
Bylaws Committee:
2023 Due for review. There are a few bylaws that the board would like to update and were reviewed at this meeting. We are in the process of starting this committee so if anyone is interested please let us know following the meeting. Debbi Prelanske will be contacting You. Once the committee has completed changes to the Bylaws the changes
will be highlighted on the Web for your review, with final approval at the May 2024 meeting.
Communications Committee:
The Delmar Annual Newsletter and assessment information packet will go out by mail.
In March 2024. To consolidate mailing we will be mailing only one newsletter per tax key.
Thank you to those who have provided us with an email. We are finalizing changes
required per our annual review of our website, including deleting MPC and approving
appropriate contact information for payment of assessment fees.
Park/Pavilion: Residents have rented out chairs from the Park Pavillion, and this
revenue has been deposited to the bank. Future projects with plans for estimates for
completion includes: Refurbishing Park Equipment, Creation of a pickle board court on a
blacktop area, Planting additional trees using current saplings on-premise, and Consider
canopy for sunny areas by the park equipment.
Real Estate/Neighborhood Watch: No issues
Delmar Beach:
Raft update given by Ron Torrey who plans to refurbish raft over the winter. Ron has
also taken on monitoring our pier structure, and inventorying pier segments so he can detail
repair prices from Austin Pier. Costs for past repairs were high. Discussion of this vendor,
and reason for continuing with them, and the in and out service they provide. Kittie talked about the completion this year of blacktopping at the beach, placement of sand and rocks to protect against erosion, the pier was painted, and Riese Aquatics performed reed removal at the beach in early Spring. The Lake Committee could use volunteer help. We would like to have a day in the Spring of 2024 to work on our lake, plans are to post on the Delmar Facebook and website.
5. Old business
a) Update: South Shore Improvement Project: Kurt Moon will call a firm that specializes
in drainage issues.
b) Transmitters plan and implementation for 2024. Kurt was available to register your
transmitter at the lake following this meeting. In Spring those who have registered will be
posted on the website, and then all other transmitters not registered will be turned off.
Questions call Kurt Moon.
6. New Business:
a) Management of liens and association delinquent fees are being handled by Kim
Boettcher, a special thank you to Kim. She has prepared a letter approved by board to
be sent to residents.
7. Suggestions and Comments: none
9. Upcoming meetings
The annual meeting is May 4, 2024, at 10 am
10. Motion to Adjourn and time: Motion by Kurt Moon, second Teresa Davis Time: 11: 12
