|Minutes of the May 23, 2012 Board Meeting|
MINUTES OF THE MAY 23, 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, Dave Harper, Secretary, Terry Bacigalupo, John Dosen, Emory Williams and Developer Director, Mike Benz. Steve Brazen, Vice President, was absent from the meeting. 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 29 Property Owners and guests in attendance.
Chuck Palmer welcomed the audience to the May Board Meeting.
PROPERTY OWNER COMMENTS
There were no Property Owner comments.
REVIEW OF THE MINUTES OF THE APRIL 18, 2012 BOARD MEETING
Action 05.23.12-01: A motion to approve the April 18, 2012 Minutes was
made, seconded and passed unanimously 6-0. The draft Minutes will be posted on the Website (www.bigcanoepoa.org).
REVIEW OF THE MINUTES OF THE APRIL 18, 2012 EXECUTIVE SESSION BOARD MEETING
Action 05.23.12-02: A motion to approve the April 18, 2012 Executive Session Minutes was made, seconded and passed unanimously 6-0.
REVIEW OF THE MINUTES OF THE MAY 18, 2012 EXECUTIVE SESSION BOARD MEETING
Action 05.23.12-03: A motion to approve the May 18, Executive Session Minutes was made, seconded and passed unanimously 6-0.
There were no committee reports at the meeting.
The Board reviewed the Administrative Report which is attached to the Minutes and posted on the Website (www.bigcanoepoa.org).
Roger Klask provided an update on the Plant a Tree Program which was presented to the Board by Fred Omundson in November 2011. Donations may be made by individuals or organizations to honor or remember friends or family members. Trees will be of type and location consistent with POA landscape plans. A donation of $250 covers a single tree and a plaque identifying the donor and honoree can be obtained for an additional $50. Smaller contributions may be accumulated in the name of an individual and, if fully funded, will include the name of the honoree on a sign.
Bill Bates highlighted the following:
The Board discussed future business needs and utilization of The Veranda kitchen. John Boozer related that he is upgrading the kitchen with equipment that is available as a result of the renovations to the main kitchen. He stated that he is looking to create special event opportunities through the Veranda kitchen.
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).
Pat and Donna Corrales came before the Board to appeal a $50 fine imposed for wildlife feeding. Mrs. Corrales made a presentation regarding this issue.
Action 05.23.12-04: A motion was made, seconded and unanimously approved 6-0 to uphold the fine of $50. Mrs. Corrales has moved her feeding area of the geese to the Lake Petit dam.
Frederick Davis was scheduled to appear before the Board for an appeal, but was not present at the meeting. The Board agreed to proceed with the sanction as specified in a letter to Mr. Davis prior to the Board meeting.
Gordon Breen provided an update regarding Marketing as outlined in the Administrative Report and posted on the Website (www.bigcanoepoa.org)
The Board discussed 911 addressing and requested a monthly update on this item. Mr. Klask stated that implementation of using 911 addresses on the signposts as the primary number will not be completed until the end of the year.
Sandy Filkowski provided the Financial Report, which is attached to the Minutes, and posted on the Website (www.bigcanoepoa.org).
Mrs. Filkowski provided an opinion from Frazier & Deeter regarding the controls surrounding the cash disbursement process. Based on the controls in place, the auditors opined that there is adequate segregation of duties around the cash disbursement process to mitigate any inappropriate activity.
Mrs. Filkowski also provided a diagram to the Board reflecting how the general assessments were spent in 2011.
Michelle Toups provided an update from the Finance Committee. The update is posted on the Website, (www.bigcanoepoa.org).
Mike Benz provided the Developer Report and highlighted the following:
Wayne Huey presented updated options for a consolidated administration facility in the maintenance area near the North Gate. The Board provided direction to prepare bid documents for Option A as presented.
Bill Bates provided an update on the Clubhouse deck expansion. The Board agreed that the plan for expansion of the deck and storage space at The Clubhouse be placed on hold pending resolution of water runoff management and associated issues with stability of the bank between The Clubhouse and golf course. Deck expansion is likely to be included in association with covering of The Veranda. The Staff will pursue electrical alterations this year.
The 2012 road paving bids were presented to the Board for consideration with the recommendation that Bartow Paving be approved as the contractor for 2012.
Action 05.23.12-05: A motion was made, seconded and adopted unanimously 6-0 to approve Bartow Paving for the 2012 road paving contractor. The paving program, which includes both roads and cart paths, was approved in in the amounts not to exceed $750,000 for roads and $125,000 for cart paths.
Sandy Filkowski requested the Board’s consideration to write-off the bad debt in the amount of $10,392.40 for fines and assessments on Lot 570 previously owned by Brian Bourke. This case went to a jury trial and the jury ruled in favor of the POA but reduced the amount due from the current balance of $20,392.40 to $10,000.00.
Action 05.23.12-06: A motion was made, seconded and adopted unanimously 6-0 to approve the recommended write-off of $10,392.40 on Lot 570.
The Board reviewed paperwork submitted on Lot 1146 deeming it unbuildable. Based on the information submitted, it was recommended that the Board approve transfer of title to Lot 1146 to the Big Canoe Property Owners Association.
Action 05.23.12-07: A motion to accept the transfer of title on Lot 1146 to the Big Canoe Property Owners Association was made, seconded and passed unanimously 6-0.
Jason Brownell provided an update regarding on-going landscaping.
Terry Bacigalupo updated the Board regarding the Land and Facilities Master Planning Committee.
Chuck Palmer stated that an update regarding water resources had been provided by the Developer. The presentation will be made at the upcoming Community Coffee on May 30.
The Board discussed the request to decorate the bear statue in Wildcat. A petition was previously received from Wildcat owners proposing to decorate the bear for fourteen events throughout the year.
Action 05.23.12-08: Terry Bacigalupo made a motion, seconded by Emory Williams and unanimously approved 6-0 to deny the request for decorating the bear statue in Wildcat. Roger Klask and Dave Harper will draft a written response regarding the Board’s decision.
The upcoming schedule for Smoke Signals articles by Board members was set as follows:
July- Budget (Emory Williams)
August – Covenants and POAA (Chuck Palmer)
September – Introduction of Board Candidates (John Dosen)
October – Risk Management (Dave Harper)
The Board reviewed the 2012 Board goals.
Topics for June Board meeting included the following:
The Policies and Procedures were reviewed and several modifications were proposed by Board members. The final review of the procedures will be on the Agenda for the June 20 Board meeting.
The updated Rules and Regulations, to be effective August 1, 2012, were reviewed by the Board. Property Owners will receive notification of the revised Rules and Regulations and be given the opportunity to review them online or obtain printed copies prior to the effective date.
Action 05.23.12-09: A motion to accept the Big Canoe Rules and Regulations as amended with minor changes was made, seconded and passed unanimously 6-0.
Terry Bacigalupo stated that he had reviewed information regarding the POA being the Official Association of the Association and did not feel this topic required further discussion on the upcoming agenda.
The Board discussed the front gate signage. Bill Bates and Wayne Huey continue to review additional options relating to the current signage and lettering.
Action 05.23.12-10: A motion was made and seconded to adjourn the meeting. The motion passed unanimously 6-0 and the meeting adjourned at 3:50 p.m.