2020 Board Meeting Minutes

2020 Board Meeting Minutes


More Meeting minutes below:


Glidden Drive Association Board Meeting - Special Propane Discussion

June 13, 2020

Members Present (via Zoom meeting): Jean Elste, Danny Mantynband, Gretchen DeCoster, Lynda Szczepanik, Ann Glessner.

The meeting was called to order at 11:36 a.m.

The Board met to discuss the continuing propane pricing situation and recent communications with propane companies and GDA members. The Board discussed how to best address the next steps in communicating status of propane proposals. The Board agreed to final wording for a letter that best reflects recent events and keeps GDA members apprised of the status.

In summary, the Board agreed to the following:

1) Send out relevant approved propane minutes to all GDA members

2) Send out approved letter to all GDA members (not just the Propane users) (see attached)

The meeting was adjourned at 12:11 am.

Respectfully,

Ann Glessner


Glidden Drive Association Board Meeting - Special Propane Discussion

June 2, 2020

Members Present (via Zoom meeting): Jean Elste, Danny Mantynband, GretchenDeCoster, Lynda Szczepanik, Ann Glessner.

The meeting was called to order at 9:40 a.m.

The Board met to discuss the latest situation regarding the propane negotiations. At the May 22 GDA special propane meeting, Board members didn’t feel comfortable with the new proposal and asked for an Amerigas contract in writing to make sure terms and pricing structure (extra fees, transition costs, etc.) were well understood. Based on GDAs request, the Consortium received an Amerigas letter outlining terms and conditions particularly in regards to potential hidden extra fees and the costs associated with switching tanks for those neighbors with leased tanks. Jean reported on the ongoing communications with Bryan Troutman, lead Propane negotiator for the 12 Association Member Consortium to which GDA belongs and also shared the Amerigas written proposal received from Bryan.

Jean reported that several members of the Propane Association Consortium had contacted her about the questions and approach GDA was taking and appreciated the feedback. She reported that the Clark’s Lake Association has many leased tanks and decided to break from the Consortium and will negotiate a separate Lake’s Gas contract.

The written letter from Amerigas outlined no fees other than a tank swap. There was some discussion about the negative customer service about Amerigas and that most were over fees. It was noted that no comments were for the Green Bay office.

After much discussion and deliberation based on the Amerigas proposal and direction of the Propane Consortium it was decided that the only option GDA had was to communicate the new Amerigas proposal to the GDA membership. The Lake’s Gas contract expired and the only Association contract available was the Amerigas contract negotiated by the Consortium.

The Board also discussed at length that they were not endorsing the Amerigas proposal and that GDA members would continue to have the option to choose whichever propane provider they wanted. All agreed that being part of a large 800 member buying group usually comes with benefits such as lower price, no fees, and better customer service and that we wanted to be part of the consortium.

The Board discussed how to communicate member information to Amerigas and it was decided to not provide a propane member contact list to Amerigas. Instead GDA will communicate the Amerigas proposal to the membership and let them decide if they would like GDA to provide their contact information to Amerigas so that Amerigas could contact them about possibly switching.

A motion was made and approved to give Jerry Schomburg a $50 gift certificate from the Hitching Post as a thank you for prior work done on behalf of the Propane negotiations.

The meeting was adjourned at 10:13 am.

Respectfully,

Ann Glessner


Glidden Drive Association Board Meeting

April 21, 2020

Members Present (via Zoom meeting): Jean Elste, Danny Mantynband, Gretchen DeCoster, Lynda Szczepanik, Ann Glessner.

The meeting was called to order at 9:16 a.m. The meeting minutes from January 20 were approved.

Financials: Gretchen provided the financial update (see attached). There has been limited activity since the January meeting, but new membership dues are starting to come in.

The Board discussed the potential risk to Board members without coverage of Director and Officer’s (D&O) insurance. Gretchen had researched policy options and the most economical coverage was via our existing insurance provider. After some discussion, a motion was made and approved to purchase the annual coverage from our existing insurance provider for $699.

Social:

Winter Dinner Party:

The Board discussed feedback received from the Winter Dinner Party and overall it was determined to be very successful and with good attendance. The check-in process worked well and people were complimentary of The Nightingale’s food and service.

Annual Meeting & Annual Picnic:

The Board discussed the potential impacts of the Covid-19 situation on attendance and ability to safely gather for our June 27 Annual Meeting. After much discussion, it was decided to hold the Annual Meeting in conjunction with the Summer Picnic on August 8. We will plan to hold an abbreviated business meeting before the start of the Picnic. More details will follow closer to the event. The hope of the Board is that we will be able to more safely gather outside and in August vs. the original indoor plan in June.

The Board also decided to keep the annual picnic price unchanged from last year’s $15 per person.

Membership:

A reminder that GDA membership dues for the fiscal year June 1, 2020- May 31, 2021 are coming due. Members are asked to update the on-line form in addition to sending in the $30 annual dues (per household) to the GDA PO box. Email reminders will also be sent to all members.

Other Business

Lane Updates:

Jean and Gretchen met with a representative from the County to discuss recent flooding on Pebble Lane and potential options. We were told that Pebble Lane was established during the original Glidden Drive construction and it’s materials used as road base. The Lane is owned by GDA and is in a designated flood zone.

Homeowners being impacted by flooding have three options:

1) Buy flood insurance

2) Sandbags (free bags) are available to homeowners)

3) Submit a proposal to add berms around the house

This winter the Board also received a letter from a concerned Glidden Drive resident regarding unauthorized usage and potential construction damage on our private access lanes. There are deed restrictions on these private lanes, which prohibit commercial usage. The Board will post these deeds on the GDA website as a reminder to Drive residents as to these lane restrictions.

Website Update: Progress continues to be made on the GDA website and Gretchen proposed additional updates including removing dated materials and adding additional information which would be helpful to homeowners.

Gretchen reported that work continues to be made on the Lakes Gas contract renegotiations.

The next Board meeting will be June 2 at 9:00 at the Sevastopol Town Hall (or Zoom as necessary)

The meeting was adjourned at 10:30 am.

Respectfully, Ann Glessner


Glidden Drive Association Board Meeting

January 20, 2020

Members Present: Jean Elste, Danny Mantynband, Gretchen DeCoster, Lynda Szczepanik, Ann Glessner.

The meeting was called to order at 9:00 a.m.

The meeting minutes from November 12 were approved.

Financials: Gretchen provided the financial update (see attached). It was noted that the prior year's printing cost was actually $362 more than reported due to a credit received making the year over year comparison skewed. A motion was made and approved to roll over the existing CD and not withdraw any funds for potential 2020 expenditures.

Social:

Holiday Party:

The Board discussed feedback received from the Holiday Party and overall it was determined to be very successful and with good attendance. A few items were noted for future parties including having a bell to aid in getting people’s attention as well as making sure we request people inform us of any special dietary restrictions when we send future party invites.

Winter Dinner Party:

The Board discussed party logistics and fee collection for the February 29 Winter Dinner Party to be held at the Nightengale. The cost will be $32 per person. Jean will send out a member email with party sign up details including selecting one of four entrees. The cut off for sign up will be February 22. There will also be verbiage in the email to please contact us if there are any dietary restrictions.

Annual Meeting:

The Glidden Drive Annual Meeting will be June 27 at 10:00 at the Sevastopol Town Hall. The Board is investigating a few options for potential guest speaker/topic.

Summer Picnic:

The Annual Summer Picnic will be August 8. We will use the same caterer as last year but will try to have the grilling done on site. The Board discussed other venues but decided the Sevastapol park with covered pavilion was beneficial in case of rain.

The next Board meeting will be April 21 at 9:00 at the Sevastopol Town Hall.

The meeting was adjourned at 10:15 am.

Respectfully,

Ann Glessner