|Minutes of the June 20, 2012 Board Meeting|
MINUTES OF THE JUNE 20, 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 14 Property Owners and guests in attendance.
Chuck Palmer welcomed the audience to the June Board Meeting.
PROPERTY OWNER COMMENTS
There were no Property Owner comments.
REVIEW OF THE MINUTES OF THE MAY 23, 2012 BOARD MEETING
Action 06.20.12-01: A motion to approve the May 23, 2012 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 MAY 23, 2012 EXECUTIVE SESSION BOARD MEETING
Action 06.20.12-02: A motion to approve the May 23, 2012 Executive Session Minutes was made, seconded and passed unanimously 7-0.
John Dosen updated the Board regarding Election Committee activities and stated that the following have picked up candidate packages:
Cecil Schneider, Chair of the Master Planning Committee, provided an update to the Board. The Committee has been divided into teams to study the following areas:
There will be a discovery process in regard to the findings. The Committee will bring the final report to the Board late next year.
Mr. Schneider stated that the Committee has reviewed the plans for the North Admin building, but are not prepared to make a recommendation at this time.
The Committee requested concurrence from the Board on plan and approach to developing the Master Plan.
Action 06.20.12-03: A motion was made, seconded and unanimously adopted 7-0 to approve the plan and approach of the Master Planning Committee regarding development of a Master Plan.
The Board reviewed the Administrative Report which is attached to the Minutes and posted on the Website (www.bigcanoepoa.org).
Roger Klask thanked the Ridgerunners for their continuing generous support of the Employee Assistance Fund. Over the last three years, contributions have been significant and have assisted some of the POA employees in need.
Mr. Klask provided an update on the cell tower reporting that the tower should be activated by September. AT&T awaits installation of service by the local phone company.
Mr. Klask noted that a quote has been obtained for the rebuild of the clay courts in the amount of $48,800. A formalized request will be brought to the Board at the July Board meeting.
Jason Brownell provided information to the Board which he obtained at a recent seminar with his professional peers regarding greens fans. Based on the research provided, it is being advocated that greens fans should run 24 hours per day. By running fans at night, the potential for disease is decreased. Mr. Brownell stated that the fans are noisy, but when others were losing greens, Big Canoe maintained healthy greens. During extreme weather, extending the time the fans are running is a possibility.
Gordon Breen provided an update regarding Marketing. The following Property Owners have expressed their willingness to serve on the Marketing Committee:
John Boozer provided the following updates:
The Board further discussed usage in the Mountains Grille.
Bill Bates highlighted the following:
Sandy Filkowski introduced Tom Weissinger, Senior Audit Manager with Frazier & Deeter.
Mr. Weissinger provided a presentation regarding the 2011 Audited Financials and commented that there were no adjustments made and found internal controls provided by Sandy Filkowski and her team to be excellent. Mr. Weissinger stated that Big Canoe’s financial position is very strong, one of the best associations he has seen.
Chuck Palmer thanked Mr. Weissinger for the report and stated that he feels that the good report reflects on Sandy Filkowski and her staff.
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).
Mr. Foreman stated that the Committee requests additional time in the schedule to review the 2012 budget. He invited additional Board members to attend budget review meetings of the Finance Committee. There were 11 responses from Property Owners regarding the request for additional members to serve on the Finance Committee. A final recommendation will be made at the July Board meeting.
Mike Benz provided the Developer Report and highlighted the following:
Bill Bates addressed the proposed North Maintenance Admin Building. The plan is to obtain minimal initial drawings and use the design/build approach.
An updated plan regarding the changes in landscaping for common areas in the Wildcat Neighborhood landscaping was provided by Jason Brownell. The plan will be the presentation topic for the Community Coffee on June 27. Mr. Brownell stated that a portion of the open areas will be restored with vegetation which will aid in reducing the maintenance costs. A small area will be repurposed to include dog park facilities. Plans are to start planting in the common areas in the fall. A letter will be sent out to Wildcat owners outlining the plans for this project.
The Big Canoe Procedures were presented to the Board for approval.
Action 06.20.12-03: A motion to accept the Big Canoe Procedures as amended with minor changes was made, seconded and passed unanimously 7-0.
The Board acknowledged receipt of the 2011 audited financials as presented by Tom Weissinger, Senior Audit Manager with Frazier & Deeter.
Action 06.20.12-03: A motion was made, seconded and passed unanimously 7-0 to accept the 2011 audit financials as presented.
Chuck Palmer provided an update regarding the POAA. Mr. Palmer reported that the Board does not have concurrence from the Developer to put the POAA up for a vote.
Mr. Palmer addressed the proposed changes to the Covenants and Restrictions. The
Developer basically agreed to the 2009 rewrite of the covenants. The Board proceeded in 2010 with the Debt Reduction and Capital Reserve Fund. Last year, the Board picked up the effort to rewrite the covenants. The Board agreed to seek an opinion from George Nowack, legal counsel, regarding what the impact of going forward with adopting the Covenants would be if the POA does not go forward with adopting the POAA. The revision of the Covenants would go out to the Property Owners for a vote.
Roger Klask provided an update regarding addressing. Volunteers and staff members have completed the review of the master street guides for both counties. Two independent reviews were done and will be compared before the list of discrepancies is submitted to the counties for corrections. While the master street guides are being updated, the addressing team will continue to confirm agencies and businesses that will need to be informed of the 911 addressing plan and will also need to finalize the sign transition plan. Coordination of installation plans for the number overlays will need to include interactive communication with Property Owners so that overlays will not be made for those who plan to change their sign posts. The conversion is still expected for December or January. The ACC Guidelines will also have to be updated regarding 911 addressing and brought back to the Board for a vote.
Emory Williams addressed POA election results publication. This topic will be an agenda item at the July Board meeting.
The Board reviewed the 2012 Board goals progress.
Topics for July Board meeting included the following:
Mr. Klask reported that the Rules and Regulations revisions effective August 1, 2012 are posted on the POA website, hard copies are available at the Canoe Lodge and a notice regarding the revisions was included in the June POA statements.
Action 06.20.12-04: A motion was made and seconded to adjourn the meeting. The motion passed unanimously 7-0 and the meeting adjourned at 2:03 p.m.