Agenda: Delmar Improvement Association Annual Meeting 2025
- Call to Order
Meeting Start Time 10:05 am(Meeting not to exceed 2 hours)
Roll Call:
Kurt Moon / President – present
Ron Torrey/ Vice President – present
Teresa Davis/ Treasurer – present
Allison Meinel / Secretary – present
Craig Davis – present
Kitty Giblin – present
Debi Prelaske – present
Bryant Meinel – present
Paula Beanes – present
Declaration of a Quorum (Regular Business/Amending Bylaws – 40 Members including Proxy Votes)
Between the members present and proxy votes quorum was/not met 77 – # present
- Review of Minutes:
Review and approval of annual meeting minutes of 9/21/24 as posted on the web and kiosks.
Motion for approval for minutes of 9/21/2024 by: Kurt Moon
2nd by: Kitty Giblin
- Correspondence (Board member to present synopsis of any written correspondence)
- Discussion of littering of beer cans in the streets of Delmar Subdivision
- Behavior of residents at Delmar Beach
- Complaints of speeding
- Complaints of underage drivers of ATV/Golf Carts ○ Discussion of being vigilant neighbors and reporting to the police if anyone sees something
- Old Business:
- a) Update: Beach Drainage Pipe Project (update given by Kurt Moon)
- Kurt will present design and final projected cost of project
- Representatives of Delavan Town Board and Attorney will provide their stance ○ To summarize main points/discussion: ■ Who is responsible for the pipe?
- Town Board/Attorney provided stance that the DIA pipe was originally installed by the DIA and is on private property – therefore it is the DIA’s responsibility to fix and pay for the maintenance of the drainage pipe and not the towns
- Mary Knipper and Bill Thummel brought up how there are 15 other special pipe projects in the Town of Delavan where private property owners have taken on the fixing and maintenance of the pipes at their own expense.
- It was also stated how it is not appropriate for the Town to ask all taxpayers to pay for maintenance of these the pipes on private properties that benefit these specific property owners
■ Who else benefits from the DIA pipe? ● The Town Lawyer stated that to his knowledge prior to the pipe installation there was a swale/ditch that allowed water to flow across DIA property to the lake – so even prior to the pipe other storm water flowed across the same area. Ed Miller confirmed that 50-60 years ago the swale at the beach did fail and the pipe was put in.
- Town Lawyer also stated that ditch vs. pipe doesn’t benefit other property owners if that is the natural flow of the water
- Bill Thummel reported that majority of the water from the pipe does come from DIA properties
■ Result from South Shore road improvement construction? ● Members commented how since the road pipe project the culverts went from 12 inches to 24 inches and water flow has increased significantly during heavy periods of rain – Town Board and Lawyer responded that it is hard to quantify the different volumes of water going through.
- Mary Knipper reported that the road pipe project extended ditches and made them deepers to allow them to function more efficiently to capture water so it is not just sitting there backing up- ditches and culverts are engineered to maximize water being shed
- Gwen Rayka commented that in 2021 DIA was presented with the option to fix the pipe during the road construction project but they were given short notice to make a decision and the board did not want to jump into a $36,000 bill without knowing more details
- A comment was made that Cardinal Engineering was given the go ahead to fix a 10 ft section of the pipe from the road to the Delmar parking lot during the road construction project.
- It was also stated that Cardinal found that the pipe had been failing for some time and a smaller pipe was inserted at one end
- Result of capping the pipe or doing nothing?
○ The Town Lawyer expressed that if DIA does cap pipe it could change the way water flows and if it did end up causing harm to someone or a property, the DIA could potentially be liable for damages. If the liability issue was raised it would ultimately be up to a court to make a determination about who is liable.
○ A member spoke and made a comment that water always seeks to the lowest level and expressed the need to fix the beach pipe issues. He noted topography maps showing the beach pipe drains about ⅓ to ½ of subdivisions’ water and if we don’t fix the pipe we will see major water issues on home properties much like the flooding in 2008.
○ Discussion continues that if we cap the pipe it would continue to erode the area by the boat launch and the hill will eventually collapse too resulting in a total disaster in the beach area. Ed Miller commented that the flooding in 2008 caused major issues at the beach and it took 5 years to build the retaining wall and stairs that are currently there.
- Possible vote to move forward with beach drainage pipe project (can delay until budget is presented and assessment increase in new business) ○ Gwen Rayka makes a motion for DIA to move forward with the beach drainage pipe project plans
○ 2nd motion made by Paul Zinno
○ Vote: 77 yes and 0 no
- Committee Reports:
Bylaws Committee:
- Discussion of adding new bylaws on adding something about short term rental policy (AirBnb, VRBO, etc.) ○ Discussion about potentially adding cap to the amount of short-term rentals
○ Members agreed that properties need to be in good standing for renters to have access to beach and park usage
○ Comments were made to not control the short term rental policy so that the DIA would have more say over property than owner
○ Will look into changing of this bylaw at a later date
- Discussion of changing fiscal year and vote to amend Article 5.1 of the bylaws to say “SECTION 5.1. The fiscal year of the Association shall run from the first day of April to the 31st day of March of each year. ○ Gwen Rayka made a motion to amend Article 5.1 of the bylaws
○ Craig Davis 2nd the motion
○ Vote: 77 yes & 0 no
Communications Committee:
- We will continue to have provided monthly emails/newsletters to update residents on projects, issues, and other things going on in the subdivision. We encourage members to provide us with an email address to continue to enhance communication as we move forward.
- If you need to contact a board member please use the following email address: delmarbod@gmail.com
- Other updates per the director
○ Allison expressed the need for having an accurate email as that is the main mode of communication. If you are not receiving emails or know a neighbor that is not – have them contact board via the board email address
Real Estate Committee:
- Updates on delinquency list given by Allison Meinel ○ Last year, we had 66 delinquent owners who owed the association a total of $26,340.00. With the help of a member volunteering their time we were able to reduce that to 13 owners on the list.
○ 5 of the 13 owners have been delinquent for several years and owe a total of $ 8,980.00.
○ For the 2025 assessment fees we have ~60 members delinquent on their assessments
Beach Committee:
- Updates on discussion of maintenance, pier service & repairs given by Kitty Gibblin ○ The pier was put in in the middle of April and the Port O Potty will be put in on May 23.
○ The trees at the boat launch have been trimmed, the flag pole has been painted and a bench is being replaced on the pier.
○ Reese Aquatics will clean the seaweed again twice this summer
- Reminder to have beach passes displayed at all times in the dash. Vehicles without beach passes will be monitored and could result in towing at the owner’s expense.
- Plan for Improvement Day following this meeting at 1pm. ○ 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.
- Other updates per the director ○ Ron noted that the portico is missing shingles and the pier is in need of staining, but we are holding off this maintenance due to the cost of the beach drainage pipe
○ Kurt reported that he has noticed a bulge in the retaining wall and currently we are in the discovery process of how we can fix this for the future. He noted that the county recommended planting native, long rooted plants to help with water erosion issues.
Park Committee:
- Updates given by Craig Davis ○ Large maple tree was removed in the fall and the stump was ground out. Where the stump was ground out has been flattened and grass seed has been spread.
○ Grass seed has also been spread around the pickle ball court
- Plan for Improvement Day following this meeting at 1pm. ○ Please join us with your gardening tools to help spread mulch, weed, paint over graffiti and tidy up the park. Any help would be appreciated. We would like to plan another day in the Fall for work at the park, sign up is on the table.
- Other updates per director
○ Kurt noted that he is currently still looking for a camera system replacement because our current one has no replacement parts since it is so old
○ A member also mentioned looking into using a camera system to monitor the water flow on the new beach drainage pipe system to avoid the cost of having to do a preventative yearly scoping to check for blockage in the pipe.
Subdivision Engagement Committee:
- Subdivision Rummage Sale for next year 2025 dates ○ June 5-7th, 2025
○ August date suggestions – No August suggestions were made. Going to look into the weekend of August 16th
- 4th of July Parade ○ Sign Up for help organizing
○ Delmar turns 75 years old – celebration following the parade with cupcakes at Delmar Park
- Proposed date for Chili Cook Off in fall – no proposed date. Will look into as the summer progresses and have a date decided for the end of year meeting in September.
Financial Committee:
- Treasurer Report by Teresa Davis – Overview of current financial reports. ○ Reported that we have $68,599.53 in savings and checking was $36,927.72 – checking account is high because of the assessment dues coming in
- Annual Budget 2025 Review and Approval : Please refer to the budget emailed to you, or posted on the website,and kiosk. ○ Teresa reported that the bill for insurance was received and there was an increase in the insurance bill
○ Presented that our expenses on maintenance increasing due to the economy and that our income is barely making ends meet
○ Kurt Moon made a motion to approve the 2025-2025 Budget
○ Lee Essenmacher 2nds the motion
○ Vote: 53 yes & 2 no – *members had left meeting so that is why the # of votes is not equal to 77
- New Business
- Discussion and vote on increase of assessment dues from $150 to $200 ○ Reviewed budget income vs operating expenses
○ A member made a comment that we have the cheapest assessment dues in the area
○ A member mentioned the thought of raising the late fee from $25 to $50 in the future
○ Gwen Rayka makes a motion to increase the yearly assessment dues from $150 to $200 beginning in 2026.
○ Paul Zinno 2nds motion
○ Vote: 53 yes & 2 no
- Discussion and vote on financing options (if beach drainage pipe project is approved) ○ Special Assessment vs utilizing a Line of Credit
■ Kurt present that the bank had a line of credit available for $100,000 to fund the beach drainage pipe project on a 5-7 year term interest rate would be ~7.5%
■ A special assessment would be ~400 per tax key
■ Discussed taking $30,000 from savings and putting it towards the project
■ After discussion it was established that we need an exact bid dollar amount before we can decide on special assessment vs. line of credit
■ A motion was made by Jim Goodrick to the table the discussion and vote on financing options at a special meeting in a few weeks once we have exact dollar amount needed for the project
■ 2nd motion was made by Dan Richwalski
- Other comments/suggestions for subdivision
- 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
- Kurt Moon position was up for renewal – he voiced that he would like to renew his position ○ 1st motion to propose Kurt Moon renew his elected position on the board was made by Allison Meinel
○ Gwen Rayka 2nd motion
○ Vote: 55 yes and 0 no
- Debi Prelaske position was up for renewal – she voiced that she would not like to renew her position
- Teresa read Kim Dorl’s nomination letter that she expressed why she wanted to run for a board position and the work she has already completed for the subdivision. ○ 1st motion to propose Kim Dorl is elected to the DIA Board was made by Allison Meinel
○ Gwen Rayka 2nd motion
○ Vote: 55 yes and 0 no
- Joseph Wojciak stated that he would like to run for a board position ○ 1st motion to propose Joe Wojciak is elected to the DIA Board was made by Teresa Davis
○ Gwen Rayka 2nd motion
○ Vote: 55 yes and 0 no
8.Upcoming Meetings
End of Year Meeting for 2025 will be held on 9/27/25 at the Park Pavilion at 10am.
- Motion to Adjourn
Motion:1st: Paul Zino 2nd: Kurt Moon/ time:12:54 pm
