POA Governance Meetings POA Board Meetings 2010 Board Meeting Minutes Minutes of May 19, 2010 POA Board of Directors (Draft)
| Minutes of May 19, 2010 POA Board of Directors (Draft) |
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MINUTES OF THE MAY 19, 2010 Bob Crouch, Director, 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: Bob Crouch, Bill Wilson, Secretary, Rich Andersen, Chuck Palmer, Emory Williams and Ann Young sat in as the Developer Representative. Terry Bacigalupo and Stephen Langway were absent from the meeting. Staff present: Roger Klask, General Manager, Sandy Filkowski, Director of Finance, Bill Bates, Director of Public Safety/Public Works, Mark Johnson, Director of Golf/Amenity Coordinator and Debbie Pickett, Director of Administrative Services and Recording Secretary. There were eleven Property Owners and guests in attendance. Mr. Crouch welcomed the audience to the May meeting.
PROPERTY OWNER COMMENTS REVIEW OF THE MINUTES OF THE MARCH 17, 2010 MEETING Action 05.19.10-01: A motion to approve the March 17, 2010 Minutes as amended was made, seconded and passed unanimously 5-0. The draft Minutes will be posted on the Website (www.bigcanoepoa.org). Bill Wilson reported on the two Majority Consent Actions since the March POA Board of Directors meeting:
The owner of 388 Laurel Ridge came before the Board to appeal the $650 AECC fine (at $50/day), which was the second violation, for having artificial flowers in window flower boxes at his home. As the owner is not a full time resident, he stated that it is difficult for him and other part-time owners to maintain live plants in the boxes and requested the Board's consideration of what is acceptable for the flower boxes. He further stated that he would meet with the Board of the Laurel Ridge Association to put together a specific proposal within the association regarding the flower boxes and take it to the AECC for consideration. Any proposal would need both Board and AECC approval. Action 05.19.10-02: A motion was made to hold the fine in abeyance until a proposal is formalized within the neighborhood and approved by the AECC and the Board. The motion was seconded and unanimously approved 5-0. The Property Owner appealing the paint color on the home at 8049 was not present. The appeal will be on the June 2010 Agenda. David Yon presented the Audit Committee Report. The Committee has completed a search for the POA's audit firm for the next three years. A request for proposal was sent to five audit firms. The Committee recommended that Frazier and Deeter be retained as the POA Auditor for 2011, 2012 and 2013. The Board requested that a letter of appreciation be sent to Mauldin and Jenkins for their work and abilities during the past three years. Action 05.19.10-02: A motion to approve Frazier and Deeter as Independent Auditors for Big Canoe POA for was made, seconded and passed unanimously 5-0.
Mr. Yon also recommended a change in the Charter for the Audit Committee which would eliminate the Finance Committee from being involved in the future selection process of the audit firm. Action 05.19.10-03: A motion to approve the Audit Committee Charter as amended was made, seconded and passed unanimously 5-0. ADMINISTRATIVE REPORT Roger Klask stated that it has been a productive couple of months since the last meeting. The review of Food and Beverage by MMV will be reported out by mid June. Management will receive the initial report and the Board will be given the report in June. Mr. Klask stated that MMV provided an interim report and it was particularly pleasing to have their comments on the front of the house, which have been consistent with what the staff has received from property owners. Yolanda Scott has provided consistency in her leadership role as Interim Food and Beverage Manager. The new menu has been well received. Front of the house is running under budget and has had some real positives in the last few months. There are more assessments to make with the back of the house. Some of the back of the house procedural items are not being met. Bob Crouch stated that there is property owner interest in the F&B Operational Report and asked that the necessarily confidential elements of the report be included separately so that the redacted report can be published to property owners. The Veranda Grille kitchen will be in service based on volume as the summer season approaches. Mr. Klask reported that a Tennis Town Hall Meeting will be held on May 29, 2010. The Board was encouraged to participate in the meeting. An invitation went out to the Tennis members and other members are welcome. The Tennis Survey will be reviewed and the members will be provided with an update of capital and facility plans. Mark Johnson provided an update from the Amenity Departments, which is included in the Administrative Report and posted on www.bigcanoepoa.org. Bill Bates provided an update from the Operating Departments, which is included in the Administrative Report and posted on www.bigcanoepoa.org. Roger Klask reported on the Disharoon Bridge, which has collapsed, and the options, which have been discussed. At this time, the bridge will be taken out. If there is a need to replace the bridge, a rope ferry or floating bridge are possible considerations to minimize cost. Emory Williams complimented the Management of the Marina. Mr. Williams commented that Gordon Breen is a great ambassador for the POA. FINANCIALS Michelle Toups provided the Finance Committee Report, which is attached to the Minutes, and posted on the Website (www.bigcanoepoa.org). Mrs. Toups stated that the Finance Committee was pleased with the financial performance for April and glad to see that amenity memberships are up a little this month. Mrs. Toups recommended a change in the Charter for the Finance Committee which would eliminate the Committee from involvement in the future selection process of the audit firm. Action 05.19.10-03: A motion to approve the Finance Committee Charter as amended was made, seconded and passed unanimously 5-0. DEVELOPER REPORT Ms. Young stated that a sign is being placed on the rock wall at the roundabout and they continue to work on the landscaping for that area. UNFINISHED BUSINESS
The Board further discussed the proposed amendment for the Debt Retirement Fund and agreed to amended wording recommended by Rich Andersen. A copy of the draft will be posted on www.bigcanoepoa.org. Action 05.19.10-05: A motion to approve the Amendment to Article VI of the Amended and Restated General Declaration of Covenants and Restrictions of the Big Canoe Property Owners Association, Inc. and Big Canoe Company as recommended by Rich Andersen was made, seconded and passed unanimously 5-0. Chuck Palmer made a motion to proceed with the process to have the property owners vote on the funding of a Capital Reserve Fund as drafted by the Board and the POA Attorney dated May 18, 2010. The process would include communicating this draft to the property owners for comments, conducting additional property owner meetings and preparation and mailing of the ballot package. The motion was seconded by Rich Andersen.
Following discussion, the motion was withdrawn and amended as follows: Action 05.19.10-06: Emory Williams made a motion to proceed with the process to allow the property owners to study and consider the funding of a Capital Reserve Fund Amendment to the POA Covenants. The proposed draft amendment dated May 17, 2010 has been developed by the Board and our POA attorney. The process will include: communication of this draft amendment to the property owners for comment and input; presenting a draft of the proposed ballot; conducting additional property owner meetings; and preparation and mailing of the final ballot. The motion was seconded and passed unanimously 5-0.
The Board further discussed the proposed amendment for the Capital Reserve Fund and agreed to the amended wording recommended by Rich Andersen. A copy of the draft will be posted on www.bigcanoepoa.org. Action 05.19.10-05: A motion to approve the Amendment to Article VI of the Amended and Restated General Declaration of Covenants and Restrictions of the Big Canoe Property Owners Association, Inc. and Big Canoe Company as recommended by Rich Andersen and subject to legal concurrence was made, seconded and passed unanimously 5-0.
NEW BUSINESS Action 05.19.10-06: A motion to approve Dave Gray as Chair of the Tennis Committee was made, seconded and passed unanimously 5-0. Action 05.19.10-07: A motion was made and seconded to adjourn the meeting. The motion passed unanimously 5-0 and the meeting adjourned at 11:30 a.m. Approved by the Board of Directors: Director Secretary
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