|Minutes of the February 22, 2012 Board Meeting|
MINUTES OF THE FEBRUARY 22, 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, 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. Dave Harper was absent from the meeting. There were 25 Property Owners and guests in attendance.
Chuck Palmer welcomed the audience to the February Board Meeting.
PROPERTY OWNER COMMENTS
Paul Goldstein recognized the Conservation Committee and particularly the Meadows Committee for their work. Mr. Goldstein stated that the various efforts have come together to create a beautiful nature venue.
Bill Saling came before the Board to discuss vision for the Clubhouse regarding audio visual equipment and expressed interest to improve the Club Room for a fine dining event room which would serve 25-30 people.
Mr. Palmer thanked Mr. Saling and stated his recommendations will be placed on a list of things to consider as the budget process is underway for the coming year.
John Boozer acknowledged the technology issues and stated that the system is currently being reviewed by an outside resource for recommendations. Mr. Boozer stated that the system is difficult to manage on a day-to-day basis.
Van Zeiler addressed the Board regarding 911 addressing saying that he represented the efforts of many people, including the HOA and Leadership Big Canoe. Mr. Zeiler recommended converting the lot number addressing to the designated 911 numbers for each home. He also provided a prototype of an overlay to convert the signs for the Board’s consideration. Over 800 property owners responded to a survey conducted several years ago regarding the addressing issue.
REVIEW OF THE MINUTES OF THE JANUARY 18, 2012 BOARD MEETING MINUTES.
Action 02.22.12-01: A motion to approve the January 18, 2012 Minutes was
made, seconded and passed unanimously 6-0. The draft Minutes will be posted on the Website (www.bigcanoepoa.org).
There were no formal committee reports.
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:
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:
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).
Gordon Breen provided an update on Marketing. The information on Marketing from his report is included in the Administrative Report, which is attached to the Minutes and posted on the Website (www.bigcanoepoa.org).
Sandy Filkowski provided the Financial Report, which is attached to the Minutes, and posted on the Website (www.bigcanoepoa.org).
Emory Williams provided an update from the Finance Committee. The update is posted on the Website, (www.bigcanoepoa.org).
MikeBenz provided the Developer Report and highlighted the following:
It was noted that there were 45 people attending the recent New Property Owner Orientation.
Gordon Breen provided a presentation regarding the Amenity Marketing Goals and Objectives.
Bill Bates provided an update regarding proposed signage for the Main Gate. Following discussion, Mr. Bates was instructed to proceed in obtaining renderings for options showing both vertical and horizontal signage with a smaller rock base. Opportunities will be available for Property Owners to provide input regarding the proposed signage.
The Board was provided three samples of signage of various materials for street blades.
The Board reviewed a proposed procedure for traffic signage. Mr. Bates will meet with the Developer regarding future traffic signage.
Bill Bates presented the North Gate Master Plan to the Board. A proposed site plan for a two-story, 10,000 square foot office building was provided to the Board. Mr. Bates stated that if a second floor were added, the opportunity to consolidate the admin functions of the POA in a single facility would exist. Replacement of the existing building is one of the last items recommended by the Long Range Facilities Planning Committee.
Mr. Williams stated that the Finance Committee liked the concept of having all admin employees in one facility. The Committee felt that it would be more cost effective if the building was built out rather than building it in phases. The Canoe Lodge would then be available for smaller groups.
Mr. Williams suggested additional information would be helpful regarding the proposed building including current and future staffing accommodation, impact on the capital plan and the overall site plan.
Jason Brownell presented a preliminary plan for reducing landscaping costs and amenity options to the Board. Amenity options, including disc golf and Dog Park, were discussed. It was suggested that some common areas of Big Canoe can exist with less mowing. Mr. Brownell pointed out areas in Wildcat which could be repurposed to reduce costs and improve utilization.
The Board suggested providing further review of this plan in a Community Coffee to obtain feedback from Property Owners. In addition, a separate meeting with Wildcat neighborhood owners will be scheduled to review plans following the next review by the Board.
The Board recessed for an Executive Session and 12:00 N. The meeting resumed at 1:00 p.m.
Mark Johnson provided a recommendation for the 2012 golf car fleet. Mark stated that RFP’s were sent to three manufacturers and all three companies submitted bids. After analyzing the products, the purchase costs and lease costs, it was recommended that the Club Car cars be purchased with the intent of keeping the cars for five years with a capital refurbishing after three years.
Action 02.22.12-02: A motion was made, seconded and passed unanimously 6-0 to accept the bid proposal as presented from Club Car with a purchase price of $324,563 (net of trade-in) for the golf car fleet.
Mark Johnson provided an overview regarding the Amenities in response to a Board request as the 2012 Budget was being finalized. The overview included F&B, Fitness, Marina, Tennis/Bocce and Golf Operations (which includes Golf Maintenance). Mr. Johnson reviewed the status of Amenities and possibilities for additional revenue and expense. The Amenities generated $1.9 million in cash from 2004-2011 with a net of $199,651 after short term capital expenditures. Comparisons to area courses, as well as regional and national, shows Big Canoe to be operating with better returns than most.
Chuck Palmer thanked Mr. Johnson for the presentation saying that it was comprehensive analysis.
Emory Williams stated that he was disappointed in the Amenity Report and wanted to meet with Mark Johnson and Jason Brownell to see what other clubs do.
Terry Bacigalupo presented the proposed charter for the POA Land and Facilities Master Planning Committee Charter.
Emory Williams expressed concern regarding HOA membership on the Committee.
Action 02.22.12-03: A motion was made, seconded and passed 5-1 to adopt the POA Land and Facilities Master Planning Committee Charter as presented. This Committee would be chartered as a Board Committee. Emory Williams voted against the motion.
Claude Lacy, former Chair of this Committee, has offered to be a consultant to the Land and Facilities Master Planning Committee.
Roger Klask discussed the Big Canoe addressing format. The Board agreed that Roger Klask and Staff should work toward bringing the addressing format to a conclusion. The addressing issue was suggested to be a Community Coffee topic in which to gather input from Property Owners and to also develop a communication and marketing plan to go forward with an addressing format.
The Board reviewed the 2012 Board Goals
Action 02.22.12-04: A motion was made and seconded to adjourn the meeting. The motion passed unanimously 6-0 and the meeting adjourned at 4:25 p.m.