POA Governance Meetings POA Board Meetings 2012 Board Meeting Minutes Minutes of the January 18, 2012 Board Meeting (Draft)
| Minutes of the January 18, 2012 Board Meeting (Draft) |
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MINUTES OF THE JANUARY 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 16 Property Owners and guests in attendance. Chuck Palmer welcomed the audience to the January Board Meeting. Mr. Palmer provided information regarding the process for the meeting. In 2011, the Board voted to eliminate work sessions. Mr. Palmer stated that the Staff provided a package for the Board to review prior to this meeting and handouts are available to those attending the meeting. The schedule called for the meeting to recess at 12:00 N for an Executive Session to discuss a legal and HR matter. Following the meeting, Mr. Palmer explained that there would be a time for questions and answers. PROPERTY OWNER COMMENTS Allen Marchetti had earlier requested time to address the Board in the Property Owner Comment section of the agenda. A position paper was provided by Mr. Marchetti on issues he feels the Board should review. Mr. Marchetti wanted to do some follow up work and may schedule time at the February Board Meeting. Chuck thanked Mr. Marchetti for his input. REVIEW OF THE MINUTES OF THE DECEMBER 3, 2011 ANNUAL MEETING MINUTES The Minutes of the December 3, 2011 meeting were reviewed. Action 01.18.12-01: A motion to approve the December 3, 2011 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 DECEMBER 7, 2011 BOARD MEETING MINUTES The Minutes of the December 7, 2011 meeting were reviewed. Action 01.18.12-02: A motion to approve the December 7, 2011 Minutes was made, seconded and passed unanimously 7-0. The draft Minutes will be posted on the Website (www.bigcanoepoa.org). COMMITTEE REPORTS There were no formal committee reports. ADMINISTRATIVE REPORT The Board reviewed the Administrative Report, which is attached to the Minutes and posted on the Website (www.bigcanoepoa.org). Roger Klask highlighted the following:
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:
The meeting recessed at 10:20 a.m. for a break and the meeting resumed at 10:30 a.m.
Mr. Palmer stated that 2011 was an outstanding year financially. He complimented Sandy Filkowski and the POA Staff for the job well done.
FINANCIALS Sandy Filkowski provided the Financial Report, which is attached to the Minutes, and posted on the Website (www.bigcanoepoa.org). Mrs. Filkowski stated that she has discussed the possibility of purchasing brokered CD's to assure that the POA's Certificate of Deposits are covered under the FDIC maximum. Wells Fargo would buy the CDs from other banks so that no one bank would be over the FDIC insured maximum. The CD's would probably be laddered in order to be able to access money short-term if needed and to take advantage of any future interest rate increases. Ed Forman provided an update from the Finance Committee. The update is posted on the Website, (www.bigcanoepoa.org). Phil Anderson came before the Board to present the Character Area planning proposal. This proposal has been provided to the Pickens County Planning Commission. There will be a meeting on February 13th with the Planning Commission with a subject matter expert. Mr. Anderson requested the Board's support regarding the Character Area Planning and stated that he would like to see POA Board in representation at the meeting on the February 13th. Action 01.18.12-03: A motion was made, seconded and passed unanimously 7-0 to have a representative on future planning groups and take this up as a community relations activity. DEVELOPER REPORT Mike Benz provided an update on Developer Activities as follows:
BUSINESS Emory Williams requested the Board to approve Ed Forman as Chair of the Finance Committee. Action 01.18.11-04: A motion to approve Ed Forman as Chair of the Finance Committee was made, seconded and passed unanimously 7-0.
The 2012 meeting dates were reviewed by the Board. The schedule will be posted on the Website (www.bigcanoepoa.org). Chuck Palmer announced the 2012 Board Committee Liaisons as follows:
The Board reviewed the Complimentary Usage Procedure Administration Policy. Action 01.18.11-05: A motion to approve the Complimentary Usage Procedure Administration Policy as amended was made, seconded and passed 6-1 with Dave Harper voting against.
Emory Williams suggested that the memberships be charged off as a Board expense. The Board recessed for an Executive Session at 12:05 p.m. Bill Bretherton came before the Board to appeal an AECC decision. Mr. Bretherton provided a timeline leading up to the assessed fine. Treena Parish, AECD Supervisor and Bob Lewis, AECC Chair provided input in the discussion regarding the appeal. Action 01.18.11-06: A motion to uphold the fine of $2,000 and for the POA to install a proper sign at no cost to the Property Owner was made, seconded and passed unanimously. Mr. Bretherton will be given the opportunity to set up a payment plan for the fine. The Board reviewed the 2012 Board Priorities/Goals. Action 01.18.11-07: A motion to adopt the 2012 Board Priorities/Goals as outlined in the meeting and presented in the January 14th Community Coffee was made, seconded. Following discussion, the motion was withdrawn.
Action 01.18.11-08: A motion to adopt the 2012 Board Priorities/Goals as outlined in the meeting and presented with the exception of excluding 1b and rewriting 1a per the General Manager's suggestion was made, seconded and passed unanimously.
The Board reviewed the proposal for a Marketing Manager. Mr. Klask requested the Board to approve Gordon Breen, a current employee, being named as the Marketing Manager reporting to the General Manager. The proposal expands Mr. Breen's current role as a trial for 2012. The position would be reassessed at budget time and year end and will stop it if it does not work. It is not in the budget as such but the request does not include a budget change. The expense is approximately $31,000 and would divert a portion of the Marina Manager's position. There is an expected increase in revenue with adding this position. An increased marketing effort is included in the Strategic Plan and was supported in a Leadership Big Canoe project. The Board requested a Marketing Report be included in the Administrative Report each month. Action 01.18.11-09: A motion to accept the proposal for a Marketing Manager reporting to Roger Klask to sunset at the end of this year unless renewed was made, seconded and passed unanimously 7-0. John Dosen stated that he is working with Roger to amend the Bylaws regarding the makeup of the Elections Committee. The Board leader for each of the 2012 Priorities/Goals will provide a plan and progress report at the February meeting. The Amenities Coordinator will deliver a report to the Board in the February meeting regarding options for revenue and expenses. A perspective on covering short life capital will be included. John Boozer reported that the Health Department returned for an inspection which resulted in a score of 96.
Action 01.18.12-10: A motion was made and seconded to adjourn the meeting. The motion passed unanimously 7-0 and the meeting adjourned at 3:15 p.m. Approved by the Board of Directors:President Secretary _________________________ __________________________ Chuck Palmer Dave Harper, Secretary _________________________ Date Documents Provided at the Board Meeting Include with Official Minutes Agenda Yes No Financial Statements and Supporting Schedules Yes No Administrative Report Yes No Developer's Report Yes |
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