Big Canoe Property Owners Association

MINUTES OF THE MARCH 21, 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 thirteen Property Owners and guests in attendance.

Chuck Palmer welcomed the audience to the March Board Meeting.

PROPERTY OWNER COMMENTS

Ken Rice came before the Board to discuss the metal roof on the North Gate facilities maintenance building. He commended the Board for improvements at both gates, but expressed as an adjacent owner, he felt the metal roof was a mistake. Mr. Rice indicated that building debris remains on the site and expressed concerns for the lack of erosion control in this area.

Mr. Klask stated that he and Bill Bates would review Mr. Rice’s concerns, but that he did not support changing the roof.

REVIEW OF THE MINUTES OF THE FEBRUARY 22, 2012 BOARD MEETING MINUTES.

Action 03.21.12-01: A motion to approve the February 22, 2012 Minutes was

made, seconded and passed unanimously 7-0. The draft Minutes will be posted on the Website (www.bigcanoepoa.org).

It was reported that a Majority Consent was approved on March 1, 2012 allowing a three month extension for the roof replacement on the dwelling at Lot 6085. If the replacement, including debris removal, general cleanup and any landscaping or other related repairs are not completed on or before said date of the extension, the fine of $50 per day will be imposed retroactively to begin on April 23, 2012 and will accumulate until said work is completed. There were five Board members voting in favor of the Consent.

REVIEW OF THE FEBRUARY 22, 2012 EXECUTIVE SESSION BOARD MEETING MINUTES.

Action 03.21.12-02: A motion to approve the February 22, 2012 Executive Session Minutes was made, seconded and passed unanimously 7-0. Discussion in the Executive Session included HR and legal matters.

COMMITTEE REPORTS

There were no 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 stated that he has received two written notes in the last week from property owners complimenting employees who had exceeded expectations. Those employees were Treena Parish with the AECD and Terry Hodgens with Public Safety.

Following Board direction regarding the fee schedule for events, Roger Klask and John Boozer are working on the Charging Policy for F&B.

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 is working with Gibbs Gardens regarding marketing efforts.
• Delivery of the first half of the new fleet of golf cars from Club Car is scheduled next week.

Terry Bacigalupo requested a detailed report regarding Marketing at next month’s meeting from Gordon Breen.

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:

• Main Gate building is operational as of last Friday, the mobile unit has been moved and landscaping has been scheduled.
• YourGOV is functional on the POA Website. This is part of the Cartgraph system.
• The street sign RFP has been sent out to vendors.
• The Rules and Regulations are under revision and will be reviewed at next month’s Board meeting.
• Storage area issues discussed at the February Board Meeting are being addressed.
• The annual report from the paving consultant is forthcoming.
• Road edge work has begun.

Chuck Palmer commended the Staff on the Main Gate project.

Terry Bacigalupo acknowledged John Boozer and the F&B team for the St. Patrick’s Day events.

Chuck Palmer inquired if the POA would be initiating a clean-up effort as was done several years ago along the road right-of-ways from gate to gate. The Developer shared the costs of the previous clean up.

FINANCIALS

Sandy Filkowski provided the Financial Report, which is attached to the Minutes, and posted on the Website (www.bigcanoepoa.org).

Michelle Toups provided an update from the Finance Committee. The update is posted on the Website, (www.bigcanoepoa.org).

DEVELOPER REPORT

Mike Benz provided the Developer Report and highlighted the following:

• Twin Creeks – six new homes started with one closed and two additional homes sold
• Choctaw Model – Completion is projected for May
• Wildcat Model – Completion is projected for May
• Event Field - Completion of the event field has been extended to May due to EPD permit delays
• There has been additional activity from Gibbs Gardens visitors also visiting Big Canoe

BUSINESS

The Board discussed options of having one Board Meeting versus two Board Meetings each month. Terry Bacigalupo stated that monitoring the Board meeting procedure was one the 2012 priorities. Following discussion, the Board agreed to discuss this option further in July. Self-evaluation of the Board will be an agenda item for the July Board meeting.

Bill Bates provided a conceptual presentation regarding the proposed North Maintenance administrative building for the Board’s review.

Terry Bacigalupo requested a test balloon be run to show the site line on the proposed North Maintenance administrative building. Bill Bates indicated that the four corners and the height of the proposed building would be marked for the Board’s review.

Bill Bates provided the Big Canoe Signage Manual for the Board’s review. Mr. Bates stated that he had also met with Mike Benz regarding the signage installed by the Developer.

Bill Bates provided a report to the Board on traffic calming. Requests have been received for speed bumps in two locations. No decision was made regarding speed bumps due to the maintenance problems they create. The staff will manage the decision.

Mark Johnson presented a proposal to the Board regarding a reinstatement fee modification to the Membership Policies.

Action 03.21.12-03: A motion to approve the reinstatement fee modification as proposed to the Membership Policies was made, seconded and passed unanimously 7-0.

Roger Klask provided an update to the Board regarding Big Canoe addressing. Following last month’s Board Meeting, a group was put together to work on this issue which included Roger Klask, Bill Bates, Debbie Pickett, Van Zeiler, John Slim and Bennett Whipple. The Board discussed various options, including an overlay for current signage and the costs associated with this option, and postal addressing. This topic will be addressed at the Town Hall Meeting on April 21, 2012.

The Board received a draft of the proposed Big Canoe procedures to review. Any suggested changes should be directed to Debbie Pickett.

Roger Klask announced the establishment of the Fred Omundson Conservation Leadership Award in honor of Fred’s demonstration of consistent and exceptional conservation leadership in the community. The award has been established to be presented by the Board, from time to time, to those who demonstrate consistent, exceptional conservation leadership in Big Canoe. An announcement of this award will be made at the Town Hall Meeting on April 21, 2012.

Emory Williams discussed the POAA and reported that he is working on a recap of the act for the Board’s review.

Chuck Palmer provided an update regarding the Covenants. A meeting is scheduled next week with the Developer.

The Agenda for the April 21 Town Hall Meeting was discussed by the Board.

The Board discussed having a POA Board designee on the Leadership Big Canoe Board. Chuck Palmer is currently serving as the POA Board member on the LBC Board. Dave Harper agreed to serve as the POA representative for the next term.

Steve Brazen had previously provided drafts of the POA/HOA MOU and the External Relations Charter to the Board for discussion. Discussion of the POA/HOA MOU was removed from the Agenda.

The Board discussed the proposed External Relations Committee Charter. The Board withheld action on both the MOU and the External Affairs Charter. In lieu of a committee, the Board supported the routine interaction between Staff and the HOA as a favorable method of communication.

A Resolution was presented to the Board which authorized designated Board Members and Staff to sign checks for the POA.

Action 03.21.12-04: 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.

The Board reviewed the 2012 Board Goals

Action 03.21.12-05: A motion was made and seconded to adjourn the meeting. The motion passed unanimously 7-0 and the meeting adjourned at 2:55 p.m.