Big Canoe Property Owners Association

MINUTES OF THE AUGUST 17, 2011
BIG CANOE POA BOARD OF DIRECTORS

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, 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 nine Property Owners and guests in attendance.

Rich Andersen welcomed the audience to the August Board Meeting.

PROPERTY OWNER COMMENTS
There were no property owner comments.

REVIEW OF THE MINUTES OF THE JULY 20, 2011 MEETING
The Minutes of the July 20, 2011 meeting were reviewed.

Action 08.17.11-01:  A motion to approve the July 20, 2011 Minutes was
made, seconded and passed unanimously 7-0.   The draft Minutes will be posted on the Website (www.bigcanoepoa.org).

COMMITTEE REPORTS

• John Dosen provided an update from the Elections Committee stating the Board candidates are now progressing in their election process.
• Cecil Schneider will provide a report from the Governance Implementation Committee at the Town Hall Meeting.
• Rich Andersen stated that discussion regarding the Audit Committee Charter has been deferred. The Audit Committee has been asked to review risk management on a broader scale for the POA.

ADMINISTRATIVE REPORT
The Board reviewed the Administrative Report, which is attached to the Minutes and posted on the Website (www.bigcanoepoa.org).  Mr. Klask highlighted management of the Canadian Geese population.

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).

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:

• Increased traffic enforcement.
• Daily entry passes for remodeling are collected from contractors.  Daily entry fees are now equal to those collected in 2007.  Daily fees are $5 per day or annual passes may be purchased.
• Clean up from the recent storm is nearing completion.  Debris will be collected from the right-of-ways.  Roadside trim work has been postponed until storm clean up is complete.
• Bid packet for the Main Gate project is being prepared.
• An Arborist has evaluated the cottonwood tree located near the building at the Main Gate.  The tree has reached its maximum age according to the Arborist and agreed that the tree should be removed.
• Barry Coyle with Chapman Coyle Chapman agreed to continue the design work he provided in 2009 regarding a veranda cover.  The cost for the scope of work requested will be $2,500.
• At the Developer's expense, cameras have been installed at the Bluffs and the roundabout.  The Developer has been charged for work provided by the POA.  The POA records from those cameras to an internet based system.
• Summit road repairs continue.  The Developer pays for sink holes containing brush that was buried when the road was built.
• Road paving is progressing in Equestrian.  Next on the schedule is Petit Crest.  All of the roads in Big Canoe are evaluated each year by paving consultant, Don Watson.

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

DEVELOPER REPORT
Mike Benz provided an update on Developer Activities as follows:

• Summit road repairs
• Approval of four additional lots by the Health Department in the Sanderlin Mountain Neighborhood
• The Market continues to have a lot of traffic
• Choctaw sales are going well
• One of the models in Wildcat sold
• Prospective leads continue in Twin Creeks. Signage at the entrance of Twin Creeks is being reviewed.

UNFINISHED BUSINESS
The Cell Tower proposal was discussed by the Board.  It was proposed that the Board approve the Lease so that the ballots may be mailed to property owners next week.

Action 08.17.11-02:  A motion was made, seconded and unanimously approved 7-0 to authorize the Lease with American Towers, Inc. as presented to the Board and to proceed with a vote of the owners to approve leasing of common property for a cell tower.

NEW BUSINESS
The topic of the Amenity Agreement no longer required discussion and was removed from the Agenda.

Emory Williams moved that the Big Canoe POA Board adopt a policy of open meetings.  Pursuant to this policy, the Board's regular meetings will not exceed one per month.  The first meeting adhering to this policy will be on November 16, 2011.  Between the time of this policy adoption and November 16, 2011 the Board will generate board meeting procedures and inform property owners about such measures.

Action 08.17.11-03:  A motion was made, seconded and passed 4-3 with Emory Williams, John Dosen, Bill Wilson and Steve Brazen voting for and Rich Andersen, Chuck Palmer and Mike Benz voting against.

Rich Andersen proposed the draft of the External Affairs Charter be adopted as presented to the Board.

Action 08.17.11.04:  A motion was made and seconded to adopt the External Affairs Charter as presented with a modification being made to the date from August 20, 2011 to August 17, 2011.  Following discussion, the motion was tabled 5-2 with Emory Williams, John Dosen, Chuck Palmer, Bill Wilson and Steve Brazen voting for and Rich Andersen and Mike Benz voting against.  Discussion was proposed regarding this topic for the September Board Meeting.

Action 08.17.11-02:  A motion was made and seconded to adjourn the meeting.  The motion passed unanimously 7-0 and the meeting adjourned at 11:18 a.m.

Approved by the Board of Directors:

President                                                                      Secretary

________________________                                       __________________________
Rich Andersen                                                              Bill Wilson, Secretary