|Minutes of the January 19, 2011 Board Meeting (Draft)|
MINUTES OF THE JANUARY 19, 2011
Rich Andersen, 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: Rich Andersen, President, Chuck Palmer, Vice President, Bill Wilson, Secretary, Steve Brazen, John Dosen, Emory Williams and Developer Director, Mike Benz. Staff present: Roger Klask, General Manager, Sandy Filkowski, Director of Finance, Bill Bates, Director of Public Safety/Public Works, Mark Johnson, Director of Golf/Amenity Coordinator and Debbie Pickett, Director of Administrative Services and Recording Secretary. There were nine Property Owners and guests in attendance.
Rich Andersen welcomed the audience to the first Board Meeting for 2011.
PROPERTY OWNER COMMENTS
REVIEW OF THE MINUTES OF THE NOVEMBER 17, 2010 MEETING
REVIEW OF THE MINUTES OF DECEMBER 4, 2010 MEETING
Action 01.19.11-02 A motion to approve the December 4, 2011 Minutes was made, seconded and passed unanimously 7-0. The draft Minutes will be posted on the Website (www.bigcanoepoa.org).
Rich Andersen provided an update from the Governance Implementation Committee reporting that Cecil Schneider is working to recruit committee members. The Committee also tasked Team 2 with Leadership Big Canoe to review the area of POA Communications. Chuck Palmer stated that the Finance Committee agreed that they would assist with the finance portion of the implementation. The Finance Committee also recommended that the Audit Committee be involved in this area.
Roger Klask reflected on 2010 highlighting the following:
Mr. Klask stated that the weather events of the last several weeks have had an influence on most aspects of the business.
The Board passed a Resolution in 2010 which enabled Wildcat Neighborhood Property Owners to fund an enhanced landscaping program for that area. The agreements have been mailed to Wildcat owners. Mr. Klask thanked Neil Richie for serving as the contact for this area and for pulling this endeavor together. There is an up charge of $16,100 for additional landscaping, and this work will be contracted out.
Mr. Klask discussed usage of the Bluffs Gate. He stated that use of this gate is restricted to emergency and limited service use and is otherwise only for property owners who live in that area. The Developer maintains this gate.
A Quarterly Capital update was provided to the Board. The POA was $306,000 under Budget in Capital spending in 2010; therefore, some of the savings were used on small items which were needed.
Mark Johnson provided an update on the Amenities stating that the Board directive of the Amenities being in the black for the year was met in 2010. Mr. Johnson stated the Amenities had a solid year financially.
Bill Bates reported that Public Safety and Public Works have been consumed with responsibilities relating to the recent inclement weather. Mr. Bates stated that lessons are learned with each weather event. A total of six medical calls occurred during the ice/snow event last week. The Public Works Staff experienced many equipment failures during the last weather event.
A Resolution was presented to the Board regarding the Strategic Planning Process and Organizational Structure.
Action 01.19.11-03 A motion to approve the Resolution regarding the Strategic Planning Process as presented was made, seconded and passed unanimously 7-0.
Action 01.19.11-04 A motion to approve the 2011 Board meeting dates as presented was made, seconded and passed unanimously 7-0.
The list of the 2011 Director Liaisons for Committees was reviewed as follows:
A recommendation was made to name Bob Burton, Claud Lacey and John Lomax as members of the AECC.
Action 01.19.11-05 A motion to approve Bob Burton, Claud Lacey and John Lomax as members of the AECC was made, seconded and approved unanimously 7-0.
Rich Andersen provided an update on the Covenants/POAA. Emory Williams has agreed to work with Rich Andersen on the Amendments which are being proposed.
A Resolution was presented to the Board regarding the Covenants and POAA as attached.
Action 01.19.11-06 A motion was made, seconded and passed unanimously 7-0 to adopt the Resolution as amended regarding the Covenants and POAA. The Resolution will be posted on the Website (www.bigcanoepoa.org).
Rich Andersen discussed the POAA and the advantages of going under this act.
Bill Wilson discussed using lessons learned. Mr. Wilson stated that he would meet with Roger Klask and Bill Bates regarding this topic. It was suggested that this was a process the Board could implement. Further discussion was postponed at this time.
Roger Klask stated that the Community Relations Committee has been a GM Committee for a number of years. About three years ago, the Charter was revised and the HOA was incorporated into the Committee because of their stance on advocacy. The charter is from year to year. Mr. Klask announced dissolving of the Committee at this time. Smoke Signals attends school board meetings and county commissioner meetings. Mr. Klask stated that he and Dick Scharf will collaborate on advocacy issues. Mr. Klask stated that if the need arises in the future, the committee could be reconstituted.
The Board discussed the Board Communication Policy. It was pointed out that this policy has not been strictly followed. The suggestion was made to put this policy on hold until the Governance Implementation Committee and Leadership Big Canoe Team make their recommendations.
Action 01.19.11-07 A motion was made, seconded and passed unanimously 7-0 to suspend the Communications Policy until such time as the Board has a report from the Governance Implementation Committee regarding communications.
A Resolution was presented to the Board which authorized designated Board Members and Staff to sign checks for the POA.
Action 01.19.11-08 A motion to approve the Resolution as presented which authorized recommended Board Members and Staff to sign checks was made, seconded and approved unanimously 7-0.
A recommended list of the complimentary memberships for 2011 was reviewed.
Action 01.19.11-09 A motion to approve the list of complimentary memberships as presented for 2011 was made, seconded and approved unanimously 7-0.
The Board discussed the Property Owner Satisfaction Survey which is done every two years. An RFP will be prepared, and the Board agreed that a survey will be sent out to property owners in September. A new survey will be built on the last satisfaction survey, which is owned by the POA.
The Board discussed the topic of having open board meetings. Emory Williams stated that he has long advocated that work sessions be open to property owners. Steve Brazen agreed with Mr. Williams saying that it is important for property owners to know how decisions are made. Discussion included that guidelines would have to be set if it were decided to open the work sessions. It was agreed that Mr. Williams and Mr. Brazen would draft Guidelines for Open Board Meetings for the Board to review.
Action 01.19.11-10 A motion was made to adhere to the current guidelines of having only the Directors in attendance at the Work Sessions.
Discussion followed regarding having Open Work Sessions. Dick Scharf, HOA President, spoke to the Board, along with General Manager, Roger Klask. Mr. Scharf stated that both associations need to concur on what Big Canoe is going to advocate for. Mr. Klask stated that Work Sessions are one of the key vehicles for Staff to keep the Board informed and pointed out that capital planning is of high sensitivity. The Board agreed to have the HOA on the Board Meeting Agenda each month to provide an update.
Action 01.19.11-10 There was no second and the motion failed.
Rich Andersen reviewed the Board Goals for 2011 as attached and posted on the Website (www.bigcanoepoa.org).
Action 01.19.11-11 A motion to approve the 2011 Board Goals as presented was made, seconded and passed unanimously 7-0.
Chuck Palmer presented a Resolution to the Board for approval which recognized the POA Employees who were involved with the recent weather events. Bill Wilson read the Resolution as attached and posted on the Website (www.bigcanoepoa.org).
Action 01.19.11-12 A motion to approve the Resolution as presented was made, seconded and passed unanimously 7-0.
Bill Wilson reported on the Board Organizational Meeting held following the Annual Meeting on December 4, 2011. Officers were elected to serve in 2011 as follows:
Action 01.19.11-13 A motion to approve the December 4, 2011 Organizational Meeting Minutes was made, seconded and passed unanimously 7-0.
Action 01.19.11-14: A motion was made and seconded to adjourn the meeting. The motion passed unanimously 7-0 and the meeting adjourned at 11:58 a.m.
Approved by the Board of Directors: