|Minutes of the July 18, 2012 Board Meeting|
MINUTES OF THE JULY 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, Jayne Hagan, Accounting Manager, Mark Johnson, Director of Golf/Amenity Coordinator and Debbie Pickett, Director of Administrative Services and Recording Secretary. Sandy Filkowski was absent from the meeting. There were 25 Property Owners and guests in attendance.
Chuck Palmer welcomed the audience to the July Board Meeting.
PROPERTY OWNER COMMENTS
A Resolution and plaque were presented by the POA Board of Directors to Bob Womack in appreciation for years of service and support of the Big Canoe Property Owners. Chuck Palmer, Roger Klask and Emory Williams acknowledged the impact of Bob’s contributions to the POA over the years. Bob expressed his appreciation to the Board for the recognition.
There were no Property Owner comments.
REVIEW OF THE MINUTES OF THE JUNE 20, 2012 BOARD MEETING
Action 07.18.12-01: A motion to approve the June 20, 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 JUNE 20, 2012 EXECUTIVE SESSION BOARD MEETING
Action 07.18.12-02: A motion to approve the June 20, 2012 Executive Session Minutes was made, seconded and passed unanimously 7-0.
Jim Farinholt provided an update from the Technology Task Force. The report will be posted on the Website (www.bigcanoepoa.org). Mr. Farinholt provided timelines on the priorities and the steps recommended by the Committee.
Chuck Palmer thanked the Task Force for their work.
The Energy Efficiency Task Force will provide a report at the August Board Meeting.
John Dosen updated the Board regarding Election Committee activities reporting that Doug Pennington has resumed responsibilities as Elections Committee Chair. The following have picked up candidate packages:
Terry Bacigalupo provided an update regarding the Master Planning Committee. The Committee Teams continue their work and there was recently a productive meeting with Bill Byrne and Mike Benz. A report will be provided at the Town Hall Meeting in August.
Mr. Bacigalupo stated that the Committee recommends the formal process continue with regard
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 highlighted the following:
Roger provided an update regarding Lock-Out/Tag-Out safety training for employees.
Gordon Breen provided an update regarding Marketing to the Board as follows:
Mark Johnson provided an update on the Amenities as follows. The Amenities Report is available in the Administrative Report which is attached to the Minutes and posted on the Website (www.bigcanoepoa.org).
Mr. Klask introduced Jayne Hagan, Accounting Manager who provided the Financial Report. The report is attached to the Minutes, and posted on the Website (www.bigcanoepoa.org).
Steve Brazen expressed concern regarding the negative variance and the current trend on the amenity side. If the trend continues, amenities will be in the hole by the end of the year.
Mr. Klask stated that hours will be cut in the Mountains Grille beginning August 6th as previously discussed. The Board also discussed concerns regarding labor in the F&B operations. Ms. Hagan stated that huge strides have been made in reducing labor costs since April. The Staff continues to work on labor issues.
Ed Foreman provided an update from the Finance Committee. The update is posted on the Website, (www.bigcanoepoa.org).
Mr. Forman stated that in accordance with the revised Charter for the Committee, its members discussed the succession plan for Finance Committee members. The three members rolling off at the end of the year are Bill Buss, Jim Farinholt and Ed Forman. The Committee recommended Paul Goldstein, Jeffery Mayer and Roger Svenvold as new members and recommended extending the terms of Michelle Toups and Joe Crowley.
Action 07.18.12-03: A motion to approve the recommendations of the Finance Committee to extend the terms of Michelle Toups and Joe Crowley and to accept the recommendation of Paul Goldstein, Jeffrey Mayer and Roger Svenvold as the three replacements for the three members rolling was made, seconded and passed unanimously 7-0.
Mike Benz provided the Developer Report and highlighted the following:
Wayne Huey addressed the following projects:
Main Gate Sign:
A proposal for updating the current Main Gate sign was brought to the Board for review. The plan would include moving the sign closer to the road to make it more visible while maintaining the current design. The proposed sign will be lit and the update will be done in-house for less than $15,000. The Board approval on appearance and concept on the proposed sign was requested.
Action 07.18.12-04: A motion to approve the Main Gate signage appearance and concept as presented was made, seconded and passed unanimously 7-0.
The Board discussed proposed plans for the Admin Building. There was requested approval to proceed with Tunnell-Spangler-Walsh for the design package to include plans, elevations, building sections, and outline specifications for pricing. The proposed cost for the design package fee is $12,000.
The Board agreed with the concept as presented to retain Tunnell-Spangler-Walsh for a fee of $12,000 for a design package to include plans, elevations, building sections and outline specifications for pricing.
The Board discussed the stability of the bank behind the clubhouse and reviewed a presentation outlined by Wayne Huey. A proposed retaining wall plan was presented to the Board. A request for approval to proceed with work as shown in the plans, which includes timber and retaining walls (Harrison Estes) and landscaping (Big Canoe Landscaping) for a budget of $20,000.
The Board agreed with the concept as presented for the retaining wall.
The Board discussed the proposal for a The Veranda cover.
A motion was made and seconded to proceed with the bid documents for The Veranda to include a fireplace on the street side wall, prices on a metal roof versus wood shingles and pre-work for restroom facilities. The motion was approved unanimously 7-0.
Roger Klask presented a request to the Board for the renovation of the clay courts.
Action 07.18.12-03: A motion to approve the clay court renovation for $48,000 as presented was made, seconded and passed unanimously 7-0.
An update regarding addressing was provided to the Board by Roger Klask. Mr. Klask stated that the update of the 911 numbers assigned in the master street guides has been completed by Pickens and the Dawson County update is pending. The addressing team will finalize plans once the updates are complete.
Terry Bacigalupo presented a proposed revision to the Open Board Meeting policy.
Action 07.18.12-03: A motion to approve the revision of the Open Board Meeting policy was made, seconded. Following discussion, the Policy was amended and passed 6-1 with John Dosen voting against.
Chuck Palmer reviewed the 2013 Budget Guidance from the Board and amended the guidance as discussed.
The August Town Hall Agenda was reviewed. The following items will be discussed at the August meeting:
The Board reviewed the 2012 Board goals progress.
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 3:55 p.m.