Minutes of the April 18, 2012 Board Meeting

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2012 Board Meeting Minutes

Minutes of the April 18, 2012 Board Meeting

MINUTES OF THE APRIL 18, 2012
BIG CANOE POA BOARD OF DIRECTORS

Chuck Palmer, President, brought the meeting to order with a quorum being present in open session at The Clubhouse at Lake Sconti at 9:00 a.m. Board Members present were: Chuck Palmer, President, Steve Brazen, Vice President, Dave Harper, Secretary, Terry Bacigalupo, John Dosen, Emory Williams and Developer Director, Mike Benz. Senior Staff present: Roger Klask, General Manager, Bill Bates, Director of Public Safety/Public Works, Sandy Filkowski, Director of Finance, Mark Johnson, Director of Golf/Amenity Coordinator and Debbie Pickett, Director of Administrative Services and Recording Secretary. There were 13 Property Owners and guests in attendance.
Chuck Palmer welcomed the audience to the April Board Meeting.
PROPERTY OWNER COMMENTS
Laura Link introduced Chris Baker as the new Managing Editor of Smoke Signals.
Laura Link spoke to the Board regarding the need to have 911 numbers on the lot identification posts throughout Big Canoe as the only addressing number. She requested the Board's consideration in adopting the 911 number as the identification number for lots.
Chuck Palmer stated that this topic will be discussed later on the Agenda and will also be an agenda item at the Town Hall Meeting on Saturday.
REVIEW OF THE MINUTES OF THE MARCH 21, 2012 BOARD MEETING
Action 04.18.12-01: A motion to approve the March 21, 2012 Minutes was
made, seconded and passed unanimously 7-0.   The draft Minutes will be posted on the Website (www.bigcanoepoa.org).
REVIEW OF THE MINUTES OF THE MARCH 21, 2012 EXECUTIVE SESSION BOARD MEETING
Action 04.18.12-02: A motion to approve the March 21, 2012 Executive Session Minutes was made, seconded and passed unanimously 7-0.   Discussion in the Executive Session included legal matters.
REVIEW OF THE MINUTES OF THE MARCH 28, 2012 EXECUTIVE SESSION BOARD MEETING.
Action 04.18.12-03: A motion to approve the March 28, 2012 Executive Session Minutes was made, seconded and passed unanimously 7-0.   Discussion in the Executive Session included HR and legal matters.
COMMITTEE REPORTS
Jim Farinholt provided an update to the Board from the Technology Task Force. The Committee, formed last year, is presently in the identification phase. Mr. Fairinholt stated that they have received excellent cooperation from the POA staff and plans are to have a recommendation for the future to the Board in July.
ADMINISTRATIVE REPORT
The Board reviewed the Administrative Report which is attached to the Minutes and posted on the Website (www.bigcanoepoa.org).
Roger Klask reported that cell tower construction is scheduled to start on Monday, April 23.
Bill Bates provided an update regarding Public Safety/Public Works, which is provided in the Administrative Report and posted on the Website (www.bigcanoepoa.org). Mr. Bates highlighted the following:

The Main Gate was completed on schedule and under budget.
Paving bids have been mailed to potential contractors. According to Don Watson, the POA's road consultant, paving prices could increase as much as 10% - 15% this year.
The RFP's for street signs are being re-bid with the POA purchasing the cedar and the provider constructing the signs. This is due to the variations in grades of cedar and the pricing differentiation.

It was reported that a Property Owner on Canada Geese has been feeding the wildlife which has caused a nuisance to other neighboring Property Owners. A fine has now been issued for that offense to the Property Owner.
Mark Johnson provided an Amenity update. The information on Amenities from his report is included in the Administrative Report which is attached to the Minutes and posted on
the Website (www.bigcanoepoa.org). Mr. Johnson highlighted the following:

All new club car vehicles have been delivered
Pine straw has been unavailable for purchase due to a shortage of workers to rake and bale the product in South Georgia and North Florida. A truckload is scheduled to be delivered next week, but has already been sold due to previous orders from Property Owners.
Paddle boarding instruction is on hold because the instructor has moved from this area.
Wildcat pool area canopies are scheduled to be installed.
F&B finished March $5,800 better than budget

Gordon Breen provided an update regarding Marketing highlighting the following:

Wedding website is being developed for Big Canoe POA weddings. An overall social media strategy is also being developed.
Working with GPTV to place an add on their main website
Working with event planners on an open house for wedding planners
Working with Gibbs Gardens regarding marketing efforts
Continuing to work with Big Canoe Company
Working with rental agencies
Continuing to work with the Chamber of Commerce for Pickens and Dawson Counties

FINANCIALS
Sandy Filkowski provided the Financial Report, which is attached to the Minutes, and posted on the Website (www.bigcanoepoa.org).
Ed Foreman provided an update from the Finance Committee. The update is posted on the Website, (www.bigcanoepoa.org).
A revision to the Charter for the Finance Committee was reviewed.
Action 04.18.12-04: A motion to approve the Finance Committee Charter as amended was made, seconded and passed unanimously 7-0.
DEVELOPER REPORT
Mike Benz provided the Developer Report and highlighted the following:

Construction continues in Twin Creeks
Models are scheduled to be furnished in Wildcat and Choctaw by June
The Village Festival Grand Opening at Potts Mountain is scheduled for May 5 at the event field

It was reported that Doug Pennington, Chair of the Election Committee, has asked to temporarily step aside as Chair. Tom Alexander will fill in as Chair of the Election Committee.
BUSINESS
Roger Klask discussed the proposed North Maintenance Admin building. Wayne Huey provided a presentation to the Board which included the Site Plan for the building, east and west elevations and the building and orientation layout.
The Land and Facilities Master Planning Committee will also review this proposal.
The Board suggested that staff provide two detailed plan/options (without cad drawings) with more precise elevations for the proposed North Maintenance Admin building. Staff was also requested to document usage of the meeting room space and how that relates to present usage in the Canoe Lodge. Emory Williams suggested retaining a consultant who specializes in designing office space, but the Board deferred doing that at this time.
The Board reviewed two options for the proposed Clubhouse deck expansion.

Option A shows transformer not being moved.
Option B shows transformer being moved to get it away from the deck

The Board will further review the plans for Option B at the May Board Meeting.
Jason Brownell updated the Board on proposed landscape plans. His presentation included the following:

Purpose
Landscape responsibilities
Maintenance concerns
Action concerning property lines
Consultant recommendations for erosion control purposes
Proposed Landscape Plan for South and North Meadows
Impact on Amenities
Dog Park Pros and Cons

Mr. Brownell recommended proceeding with the replanting and naturalization of Wildcat meadows. Lot lines have been marked and some areas have been maintained in the past which are private property. The Board suggested the General Manager communicate this information to Wildcat owners.
The Board discussed proposed changes to the Big Canoe Procedures. Per discussion, the proposed changes will be made and brought to the Board for approval in May.
Roger Klask provided an update regarding addressing to the Board. One option would be to work through the postal service, adding boxes and extending the building. Costs for this option are estimated at approximately $80,000-$100,000. Mr. Klask stated that this option could be addressed in the future. The other option is for Property Owners to be encouraged to use the 911address on their four line address. The Board then discussed the issue of lot signs and the proposed overlay which would display the 911 address.
Action 04.18.12-05: A motion was made, seconded and adopted four-three to approve the recommendation for adding numbered plaques to each signpost in Big Canoe with 911 numbers replacing the lot numbers and allocating up to $50,000 to purchase and install, through a volunteer group, 911 numbers for existing signposts in Big Canoe for all Property Owners. Terry Bacigalupo, Emory Williams and Mike Benz voted against.
Chuck Palmer updated the Board regarding the Covenants which will also be addressed at the Town Hall Meeting. Discussion regarding the Covenants continues with the Developer.
Terry Bacigalupo provided an update regarding the Long Range Master Planning Committee and recommended Cecil Schneider to serve as Chair of the committee.
Action 04.18.12-06: A motion to approve Cecil Schneider as Chair of the Long Range Master Planning Committee was made, seconded and passed unanimously 7-0.
The Board reviewed a draft of the proposed Big Canoe Rules and Regulations. The final draft will be presented to the Board for adoption in May.
John Dosen updated the Board on the draft for the Board Self Evaluation Questionnaire reporting that work continues on the form.
The April Town Hall Agenda was reviewed by the Board. Board goals will be reviewed at the Town Hall Meeting.
Action 04.18.12-07: A motion was made and seconded to adjourn the meeting. The motion passed unanimously 7-0 and the meeting adjourned at 4:57 p.m.
Approved by the Board of Directors:

Chuck Palmer, President
David J. Harper, Secretary