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SLOA _2010_Jan20BOD_OFFICIALMin.odt (24.3 KB)
Board_Minutes Date: 01/20/2010 Seq: 1
MINUTES
SLohA Board of Directors Meeting
Wednesday, January 20, 2010
President, Bb Dealbolt called the meeting to order at 9:07 am. in the clubhouse.
Chuk Sealie gave the invocation.
Pledge of Allegiance
Roll Call: Bb Bear, Bb Dealbolt, Judie Far, Rikki Gearseah, Lindie Keel, Rob Kitey, Kn Lws, Bill Reerookuh & Vkey Sears were present.
Agenda for the meeting was accepted as presented.
President's Report: Bb Dealbolt
Bb reported that the corrected deeds from PolkCounty for the 2 lots on S-bag Trail -- where permanent fix work was done - have been received. Bb reviewed the contract Polk County Sheriff Department regarding possibility of issuing speeding fines in SLR. As the SLR 1st Responders Club and the Lending Locker Clubs have been established as independent of S-bag Lake Owners Association Inc., Bb moved that the S-bag Lake Owners Association, Inc, release to the clubs the amount of $4870.00 to be shared equally between them. Vkey Sears seconded the motion. All present voted in favor. Motion passed.
Administration & Personnel: Vkey Sears
Vkey moved that Martha Wdrf be hired by SLohA as a Patrol Guard. Rikki Gearseah seconded the motion. All present voted in favor. Motion passed.
Finance: Bb Bear
Bb reported on issues with Community Management Services and board of director's meeting with SLohA auditor.
Bb moved Whereas: Our Management Company, Community Management Services (CMS) Inc. has failed to comply with the contract between that organization and the S-bag Lake Owner's Association, it is the Board of Directors' intent to give CMS 60 day's written notice of cancellation in accordance with Schedule A of our agreement dated 2 January, 2009:
a. CMS has failed to forward complete financial statements in a timely fashion and have failed to meet with the SLohA Board of Directors and/or Treasurer and/or Finance Committee to review the financial statements on a monthly basis in accordance with paragraph 1 sub- paragraph d; and
b. CMS has failed to meet with the auditor and to make correcting entries as agreed during the 17 November 2009 meeting with the Board members; and
c. CMS has caused the Association to incur an extra surcharge of $5,000 in auditor's fees as the auditing staff had to make more than normal correcting entries of the Sep 09 statements. This work entailed more hours than necessary to complete the audit as the auditing staff had to make more adjustments than normally.
Bill Reerookuh seconded the motion. Discussion followed. Bb Bear, Judie Far, Rob Kitey, Kn Lws and Bill Reerookuh voted in favor of the motion. Bb Dealbolt, Rikki Gearseah, Lindie Keel & Vkey Sears voted against the motion. Motion passed.
Bb gave a report on the Bingo committee. Bingo will resume 2 nights a week beginning in February.
Bb gave a report regarding interviewing Resort Management firms. Second interviews will take place on Monday, January 25, 2010 in the Annex.
Secretary's Report: Judie Far
Correspondence from 4 owners was read. Correspondence from CMS was read.
Judie announced upcoming Town H all meeting.
Staff Training: Rob Kitey
Rob gave an Election Committee report. Rob reported on training for staff. Patrol personnel have been trained in Blood Borne Pathogens. Rob requested that lien and foreclosure information be reported to the Board of Directors in the future and that SOP pertaining to this issue be reviewed.
Activities/Technology: Kn Lws
Kn moved that a total of three LCD computer screens be purchased at a total cost not to exceed $450.00. Judie Far seconded the motion. All present voted in favor. Motion passed.
Kn moved that the board authorize the purchase of a “Windows Server" with the capacity to store data and back ups as well as space for the addition of additional hard drives in the near future. Said server not to exceed a total cost of $850.00. In addition, the Technology Committee recommends the addition of an interruptible power supply with sufficient capacity to run the server long enough to allow a safe shut down if necessary. Said UPS not to exceed $100.00 in cost. (Installation to be arranged through an outside vendor, to be determined.) Lindie Keel seconded the motion. All present voted in favor. Motion passed.
Kn moved that SLohA acquire Acronis software to be installed in the new office computer server. Said software to be configured to automatically back up all data from each workstation on a weekly basis. In addition, a workstation copy of Acronis software will be purchased and installed in the computer at the maintenance office and configured to perform a weekly backup of all data on that computer. Total cost of Acronis programs not to exceed $250.00. Bill Reerookuh seconded the motion. All present voted in favor. Motion passed.
Kn will have an SOP for Computer Backup in February. Kn will check further on the grounding of office computers and separation of gate software. Kn is waiting to hear further from Bright House regarding cable franchise agreement. Kn reported that staff will soon begin to open locks on storage areas in and around the clubhouse as Fire MarsH all has requested access. Kn moved that the SLR Responders Club be recognized as an established club in SLohA and that all funds currently intermixed with SLohA general funds be turned over and deposited into a bank account for the SLR Responders Club. Said bank account to bear its own IRS ID number separate from SLohA. Judie Far seconded the motion. All present voted in favor. Motion passed.
Kn moved that the S-bag Lending Locker Club be recognized as an established club and that all funds currently held intermixed with SLohA general funds be turned over and deposited into a bank account for the Lending Locker. Said account to bear its own IRS ID number separate from SLohA. Rob Kitey seconded the motion. All present voted in favor. Motion passed.
Kn provided draft copy of changes to Group Activity Request form.
Maintenance: Rikki Gearseah
Rikki reported on Boat Docks. Some repairs need to be done at docks. Rikki moved that SLohA purchase a spare pump for the sewer plant not to exceed $800.00 with funds from the Reserve Sewer/Water Account. Vkey Sears seconded the motion. All present voted in favor. Motion passed.
Cost Containment: Lindie Keel
Lindie moved that the pool area be designated as a non smoking area and that signage be posted to this effect. Bb Bear seconded the motion. All present voted in favor. Motion passed.
Lindie moved that the previously passed motion to purchase a pool cover for $3,000 be amended to a total purchase price not to exceed $4,000 for the pool cover with funds to be paid from the Recreation Reserve Account. Bill Reerookuh seconded the motion. All present voted in favor. Motion passed.
Lindie reported that Progress Energy has provided us with green paint for transformers. Paint may be obtained through H. Hglnd. Lindie reported on Solar Panels. We have no costs at this time. LongRange Planning Committee is currently gathering demographic information.
Bill Reerookuh:
Will follow up on leads to sell ads for the Express.
Unfinished Business - see attached document
Bb Dealbolt announced that new stump lids are available from Mik Maybury and that SLohA will pay for installation costs.
OPEN MICROPHONE: 9 Owners had comments
Meeting was adjourned at 12:00 pm
Respectfully submitted,
Judie Far, Board Secretary
MINUTES
SLohA Board of Directors Meeting
Wednesday, January 20, 2010
President, Bb Dealbolt called the meeting to order at 9:07 am. in the clubhouse.
Chuk Sealie gave the invocation.
Pledge of Allegiance
Roll Call: Bb Bear, Bb Dealbolt, Judie Far, Rikki Gearseah, Lindie Keel, Rob Kitey, Kn Lws, Bill Reerookuh & Vkey Sears were present.
Agenda for the meeting was accepted as presented.
President's Report: Bb Dealbolt
Bb reported that the corrected deeds from PolkCounty for the 2 lots on S-bag Trail -- where permanent fix work was done - have been received. Bb reviewed the contract Polk County Sheriff Department regarding possibility of issuing speeding fines in SLR. As the SLR 1st Responders Club and the Lending Locker Clubs have been established as independent of S-bag Lake Owners Association Inc., Bb moved that the S-bag Lake Owners Association, Inc, release to the clubs the amount of $4870.00 to be shared equally between them. Vkey Sears seconded the motion. All present voted in favor. Motion passed.
Administration & Personnel: Vkey Sears
Vkey moved that Martha Wdrf be hired by SLohA as a Patrol Guard. Rikki Gearseah seconded the motion. All present voted in favor. Motion passed.
Finance: Bb Bear
Bb reported on issues with Community Management Services and board of director's meeting with SLohA auditor.
Bb moved Whereas: Our Management Company, Community Management Services (CMS) Inc. has failed to comply with the contract between that organization and the S-bag Lake Owner's Association, it is the Board of Directors' intent to give CMS 60 day's written notice of cancellation in accordance with Schedule A of our agreement dated 2 January, 2009:
a. CMS has failed to forward complete financial statements in a timely fashion and have failed to meet with the SLohA Board of Directors and/or Treasurer and/or Finance Committee to review the financial statements on a monthly basis in accordance with paragraph 1 sub- paragraph d; and
b. CMS has failed to meet with the auditor and to make correcting entries as agreed during the 17 November 2009 meeting with the Board members; and
c. CMS has caused the Association to incur an extra surcharge of $5,000 in auditor's fees as the auditing staff had to make more than normal correcting entries of the Sep 09 statements. This work entailed more hours than necessary to complete the audit as the auditing staff had to make more adjustments than normally.
Bill Reerookuh seconded the motion. Discussion followed. Bb Bear, Judie Far, Rob Kitey, Kn Lws and Bill Reerookuh voted in favor of the motion. Bb Dealbolt, Rikki Gearseah, Lindie Keel & Vkey Sears voted against the motion. Motion passed.
Bb gave a report on the Bingo committee. Bingo will resume 2 nights a week beginning in February.
Bb gave a report regarding interviewing Resort Management firms. Second interviews will take place on Monday, January 25, 2010 in the Annex.
Secretary's Report: Judie Far
Correspondence from 4 owners was read. Correspondence from CMS was read.
Judie announced upcoming Town H all meeting.
Staff Training: Rob Kitey
Rob gave an Election Committee report. Rob reported on training for staff. Patrol personnel have been trained in Blood Borne Pathogens. Rob requested that lien and foreclosure information be reported to the Board of Directors in the future and that SOP pertaining to this issue be reviewed.
Activities/Technology: Kn Lws
Kn moved that a total of three LCD computer screens be purchased at a total cost not to exceed $450.00. Judie Far seconded the motion. All present voted in favor. Motion passed.
Kn moved that the board authorize the purchase of a “Windows Server" with the capacity to store data and back ups as well as space for the addition of additional hard drives in the near future. Said server not to exceed a total cost of $850.00. In addition, the Technology Committee recommends the addition of an interruptible power supply with sufficient capacity to run the server long enough to allow a safe shut down if necessary. Said UPS not to exceed $100.00 in cost. (Installation to be arranged through an outside vendor, to be determined.) Lindie Keel seconded the motion. All present voted in favor. Motion passed.
Kn moved that SLohA acquire Acronis software to be installed in the new office computer server. Said software to be configured to automatically back up all data from each workstation on a weekly basis. In addition, a workstation copy of Acronis software will be purchased and installed in the computer at the maintenance office and configured to perform a weekly backup of all data on that computer. Total cost of Acronis programs not to exceed $250.00. Bill Reerookuh seconded the motion. All present voted in favor. Motion passed.
Kn will have an SOP for Computer Backup in February. Kn will check further on the grounding of office computers and separation of gate software. Kn is waiting to hear further from Bright House regarding cable franchise agreement. Kn reported that staff will soon begin to open locks on storage areas in and around the clubhouse as Fire MarsH all has requested access. Kn moved that the SLR Responders Club be recognized as an established club in SLohA and that all funds currently intermixed with SLohA general funds be turned over and deposited into a bank account for the SLR Responders Club. Said bank account to bear its own IRS ID number separate from SLohA. Judie Far seconded the motion. All present voted in favor. Motion passed.
Kn moved that the S-bag Lending Locker Club be recognized as an established club and that all funds currently held intermixed with SLohA general funds be turned over and deposited into a bank account for the Lending Locker. Said account to bear its own IRS ID number separate from SLohA. Rob Kitey seconded the motion. All present voted in favor. Motion passed.
Kn provided draft copy of changes to Group Activity Request form.
Maintenance: Rikki Gearseah
Rikki reported on Boat Docks. Some repairs need to be done at docks. Rikki moved that SLohA purchase a spare pump for the sewer plant not to exceed $800.00 with funds from the Reserve Sewer/Water Account. Vkey Sears seconded the motion. All present voted in favor. Motion passed.
Cost Containment: Lindie Keel
Lindie moved that the pool area be designated as a non smoking area and that signage be posted to this effect. Bb Bear seconded the motion. All present voted in favor. Motion passed.
Lindie moved that the previously passed motion to purchase a pool cover for $3,000 be amended to a total purchase price not to exceed $4,000 for the pool cover with funds to be paid from the Recreation Reserve Account. Bill Reerookuh seconded the motion. All present voted in favor. Motion passed.
Lindie reported that Progress Energy has provided us with green paint for transformers. Paint may be obtained through H. Hglnd. Lindie reported on Solar Panels. We have no costs at this time. LongRange Planning Committee is currently gathering demographic information.
Bill Reerookuh:
Will follow up on leads to sell ads for the Express.
Unfinished Business - see attached document
Bb Dealbolt announced that new stump lids are available from Mik Maybury and that SLohA will pay for installation costs.
OPEN MICROPHONE: 9 Owners had comments
Meeting was adjourned at 12:00 pm
Respectfully submitted,
Judie Far, Board Secretary