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MINUTES
SLohA Board of Directors Meeting
Wednesday, November 18, 2009
President, Bb Dealbolt called the meeting to order at 9:00 am in the clubhouse
There was no invocation. A moment of silence was observed.
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.
Minutes of October 21, 2009 board of directors meeting were accepted as presented.
President's Report - Bb Dealbolt:
Bb asked that owners make NO repairs to SLohA property. Bb announced that board members will stay after board meetings to take owner questions. Bb stated that only owners, not renters or guests, may speak during Owner's Comments at the end of a board meeting. Discussion followed on costs of printing and distribution of the Express. Bill Reerookuh volunteered to assist with the ads for the newsletter. Owners will no longer have to sign for their newsletter, but will need to sign if picking up any others. Bb Dealbolt did not have an opinion from our attorney and our insurance carrier as to liability issues for clubs/activities. Vkey stated that our lawyer is doing research on this. Bb stated that our liability carrier was not contacted. Bb indicated that the accounting for the1st Responder and Lending Locker funds commingled with SLohA funds cannot be identified at this time. Bb will look further. Bb Dealbolt indicated that the settlement of the lawsuit with Waste Management is still pending/ongoing.
Administration & Personnel -Vkey Sears
Vkey introduced all staff members and thanked them for their work. Vkey provided current costs of employee's benefits. After discussion, it was decided that the board would meet this afternoon at 1:00pm in closed session at the office to discuss future costs of employee benefits. Vkey stated that there is no Personnel Committee at this time. Rob Kitey noted that in hiring and firing issues, we may not be following our own by-laws as board members are not always notified of such actions. Vkey said she would check into this for the future.
Treasurer's Report - Bb Bear
Bb announced that there will be a special budget workshop this Friday, November 20, 2009 at 9:00 am that will be held in the annex. We need to have a preliminary budget for the Budget Forum in December.
Bb reported that as of the end of October, we have $239,000.00 cash for operating funds and $1,624,300.00 in our reserve funds.
Bb moved that we hire our present Auditors -Bunting, Tripp and Ingley and that we budget expenditure not to exceed $19,000 for this activity. Lindie Keel seconded the motion. All present voted in favor. Motion passed. Bb Bear will review the contract with the auditor to ensure that there is proper reporting of reserve funds.
Bb moved to terminate our contract with Community Management Company (CMS) due to failure to comply with the contract between that organization and the S-bag Lake Owner's Association.
The SLohA Board of Directors' will provide CMS with reasons to cancel our agreement with CMS in the form of a grievance letter. CMS will then have 30 days to take corrective action to cure the issues. If the shortcomings are not corrected, the Board of Directors will 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;
b. CMS has failed to copy and send, e-mail or post to the website the monthly financial reports in accordance with paragraph 2 sub-paragraph b; CMS has not provided or maintained a Community Website, in that they have not set up an Association website, kept the website up to date and relevant, have not posted agreed upon reports on a monthly basis and have not arranged for the varying levels of viewing for the Board, Members and Public in accordance with paragraph 5, sub-paragraphs a, b, c and d; CMS has not assisted in the preparation of the Annual budget nor distributed proposed budget to the owners prior to the budget meeting for their review in accordance with paragraph 6, sub-paragraphs a and b;
e. CMS has not efficiently collected assessments and other charges due to the Association. The most recently mailed assessments were not mailed on time and many have not reached the proper destinations. The late fees proposed by CMS are exorbitant, in excess of those that are prescribed by law and were not discussed with the Board of Directors. Due to the late billing of clients, CMS has failed to provide a complete monthly copy of the reconciliation of Association Accounts in a timely manner in accordance with paragraph 8. Motion seconded by Rob Kitey. All present voted in favor. Motion passed.
CMS has agreed to have a monthly meeting with us in the future and Kim will provide financials electronically to all board members. The owner of CMS, Kim Johnson will attend the budget workshop on Friday, November 20th. Bb indicated that CMS was asked to provide a quote for a reserve study in February, '09. A quote to conduct that study has never been received. Discussion followed on the need to have accurate information to plan for expenses from our Reserve Funds. Discussion followed regarding the lack of proper delivery of and the inaccuracies with the coupon books from CMS. He also reported on the recovery of excess funds paid in taxes in the past. Bb did not have financial reports from CMS for October to distribute to the board members. Bb reported that we have received another revision for the September financials. According to the figures provided by CMS, our year end income exceeded our budget by $24,000.00 and our expenses were under by $205,000.00 for a net income of $229,000.00. However depreciation has not been included and our assets on the books are over-valued at this time. Additional adjustments will need to be made. The reserve fund was fully funded and the balance is $1,600,000.00. Bb Dealbolt stated that the late fees in the payment books are not according to state law. Judie asked Bb Bear if the correcting entries from last year's audit were ever done -- Bb Bear will check on this too. Bb stated that all figures received from CMS are subject to audit. Judie asked if we exceed the FDIC limits on any of our accounts. Bb Dealbolt stated that we do not exceed the limit on any account at this time. Judie asked about insurance against illegal transfer of funds from our accounts. Bb Bear stated that he has checked with our banks and we are protected.
Bb gave a report on the Bingo committee. After purchasing new equipment, and with very low attendance, they have under $800.00 in their bank account. Old equipment is being sold for $1,000.00. Discussion followed on amounts paid out at Bingo. There is no longer Bingo on Tuesdays. The Bingo Committee will have a meeting on Thursday, November 19, 2009 at the office to see if Bingo will be able to continue. Rob Kitey stated that Bingo must be self-supporting as, by law, SLohA cannot fund Bingo.
Secretary's Report - Judie Far
Judie read correspondence from 3 owners.
Judie read a draft SOP -- regarding Email as official board correspondence. After discussion, the SOP was approved. Any email address “To the Board of Directors" will be considered official board correspondence.
Maintenance Training - Rob Kitey: Rob has met with Jhn regarding future training for maintenance staff including training that may be needed for water and sewer plant. All of our assets are being reviewed so that our records will coordinate for maintenance, accounting and liability issues. Rob reported that each board member will be a board liaison with several clubs or activities. Rob reported that an Election Committee has been named. Petitions for the ballots are available at the office and need to be returned by 12/10/09.
I move that a Resort Manager Study Committee will be struck within 30 days of the passage of this motion to assess the future management of SLohA. This committee sH all be chaired by the Board Treasurer who will determine the composition of this committee. Terms of Reference for this committee will be within 30 days of formation to look at the current structure and review all options available to us over the next few months extending into the future. It is our intent that this committee will bring forth the options, timelines and associated costs of future management of SLohA for review to complete their mandate. Motion seconded by Rikki Gearseah. Discussion followed. All present voted in favor. Motion passed.
I move that we will strike a new standing committee to be named the “LongRange Planning Committee" within 30 days of passage of this motion. This Committee will consist of three Board members and 3 volunteer owners who will be appointed by the Board of Directors not later than the Board workshop in December 2009 and will upon formation provide monthly updates at the Board workshop commencing in January 2010. Motion seconded by Kn Lws. Discussion followed. All present voted in favor. Motion passed. I move that a committee called the Communication Committee chaired by Judie Far, with Kn Lws, Bb Bear and Rob Kitey as members will meet to plan and bring forward a Communication Plan SOP for the December 2009 Board workshop for review and discussion. Motion seconded by Bb Bear. Discussion followed. All present voted in favor. Motion passed.
Judie Far reported that the Communications Committee has met and established a Mission Statement and Goals. The committee will work on inter-board communications first.
I move that The Board of Directors for SLohA change our fiscal year to cover the period 1 April to March 31 annually. Also that the Treasurer will, in consultation with the Auditor apply to the IRS and any other regulatory Agencies that may be identified to have this change approved within one year from date of Board approval. Motion seconded by Vkey Sears. Discussion followed. All present voted in favor. Motion passed. I move that the park allocate a sum not to exceed one hundred and twenty five dollars ($125) annually on an ongoing basis to pay for this service. Motion seconded by Vkey Sears. All present voted in favor. Motion passed.
Activities/Technology - Kn Lws: Kn asked that clubs/activities using the kitchen please use the Kitchen Check List that are provided in the kitchen. Our staff has recently completed some cleaning in the kitchen. Kn is working on a numbering system for all storage areas in the and around the club house. We will then know if any are available for other groups. Kn indicated that LakeWales Wireless will be doing an update on their equipment in SLR soon. The address for our new website set up by CMS is www.saddlebaglakeowners.com. CHUG will give a demonstration of the new website at its next meeting. AT&T will install a new 3G Ntwerk on our antenna and another in downtown LakeWales by the end of the year. Kn commented on the importance of doing backup on computers and that CHUG will assist owners/residents with this process.
Kn moved that effective within 30 days from the board approval of this motion, an SOP will be submitted establishing the method, the day(s) said computer back up will be done on all SLohA computers, The SOP will designate the primary computer operator(s) who will ensure back ups are done. Motion seconded by Judie Far. Discussion followed. All present voted in favor. Motion passed.
It was noted that the email address for the office is office@SLRmail.com.
Bill Reerookuh:
Bill moved to reopen the gate at the pool. The motion was seconded by Vkey Sears. Bill indicated that his intent in the motion was to have this done immediately. Discussion followed. All present voted in favor. Motion passed.
Bill moved to remove the fence that is located on both sides of walk way before tennis courts and near the pool on the north side. The motion was seconded by Rikki Gearseah. Bill indicated that his intent in the motion was to have the fence removed immediately. Discussion followed. All present voted in favor. Motion passed.
Cost Containment - Lindie Keel: Lindie asked for volunteers to sign up to cover the pool at night. Bb Dealbolt reminded everyone of the pool hours as, by law, this is considered a public pool. Lindie asked that residents try to volunteer when they can with projects at SLR. This will help keep costs down. Lindie has met with Jhn Crmee to identify additional areas from the energy audit with our lighting that may save money.
Rikki Gearseah: No report. Rob asked Rikki to report on the situation with the pool. Jhn Crmee reported that there is water leaking from the pool pipes. A camera inspection of the pipe lines will be done to determine where they are leaking so that repairs can be made. The pool will have to be shut down for the inspection. It is not known at this time, what caused the leaks. Judie asked if the sauna in the women's dressing room has been repaired. Jhn Crmee reported that he is checking on this and an electrician has been called.
Microphones were opened for comments from 5 owners
Meeting was adjourned at 11:55am
Respectfully submitted,
Judie Far, Board Secretary
SLohA Board of Directors Meeting
Wednesday, November 18, 2009
President, Bb Dealbolt called the meeting to order at 9:00 am in the clubhouse
There was no invocation. A moment of silence was observed.
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.
Minutes of October 21, 2009 board of directors meeting were accepted as presented.
President's Report - Bb Dealbolt:
Bb asked that owners make NO repairs to SLohA property. Bb announced that board members will stay after board meetings to take owner questions. Bb stated that only owners, not renters or guests, may speak during Owner's Comments at the end of a board meeting. Discussion followed on costs of printing and distribution of the Express. Bill Reerookuh volunteered to assist with the ads for the newsletter. Owners will no longer have to sign for their newsletter, but will need to sign if picking up any others. Bb Dealbolt did not have an opinion from our attorney and our insurance carrier as to liability issues for clubs/activities. Vkey stated that our lawyer is doing research on this. Bb stated that our liability carrier was not contacted. Bb indicated that the accounting for the1st Responder and Lending Locker funds commingled with SLohA funds cannot be identified at this time. Bb will look further. Bb Dealbolt indicated that the settlement of the lawsuit with Waste Management is still pending/ongoing.
Administration & Personnel -Vkey Sears
Vkey introduced all staff members and thanked them for their work. Vkey provided current costs of employee's benefits. After discussion, it was decided that the board would meet this afternoon at 1:00pm in closed session at the office to discuss future costs of employee benefits. Vkey stated that there is no Personnel Committee at this time. Rob Kitey noted that in hiring and firing issues, we may not be following our own by-laws as board members are not always notified of such actions. Vkey said she would check into this for the future.
Treasurer's Report - Bb Bear
Bb announced that there will be a special budget workshop this Friday, November 20, 2009 at 9:00 am that will be held in the annex. We need to have a preliminary budget for the Budget Forum in December.
Bb reported that as of the end of October, we have $239,000.00 cash for operating funds and $1,624,300.00 in our reserve funds.
Bb moved that we hire our present Auditors -Bunting, Tripp and Ingley and that we budget expenditure not to exceed $19,000 for this activity. Lindie Keel seconded the motion. All present voted in favor. Motion passed. Bb Bear will review the contract with the auditor to ensure that there is proper reporting of reserve funds.
Bb moved to terminate our contract with Community Management Company (CMS) due to failure to comply with the contract between that organization and the S-bag Lake Owner's Association.
The SLohA Board of Directors' will provide CMS with reasons to cancel our agreement with CMS in the form of a grievance letter. CMS will then have 30 days to take corrective action to cure the issues. If the shortcomings are not corrected, the Board of Directors will 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;
b. CMS has failed to copy and send, e-mail or post to the website the monthly financial reports in accordance with paragraph 2 sub-paragraph b; CMS has not provided or maintained a Community Website, in that they have not set up an Association website, kept the website up to date and relevant, have not posted agreed upon reports on a monthly basis and have not arranged for the varying levels of viewing for the Board, Members and Public in accordance with paragraph 5, sub-paragraphs a, b, c and d; CMS has not assisted in the preparation of the Annual budget nor distributed proposed budget to the owners prior to the budget meeting for their review in accordance with paragraph 6, sub-paragraphs a and b;
e. CMS has not efficiently collected assessments and other charges due to the Association. The most recently mailed assessments were not mailed on time and many have not reached the proper destinations. The late fees proposed by CMS are exorbitant, in excess of those that are prescribed by law and were not discussed with the Board of Directors. Due to the late billing of clients, CMS has failed to provide a complete monthly copy of the reconciliation of Association Accounts in a timely manner in accordance with paragraph 8. Motion seconded by Rob Kitey. All present voted in favor. Motion passed.
CMS has agreed to have a monthly meeting with us in the future and Kim will provide financials electronically to all board members. The owner of CMS, Kim Johnson will attend the budget workshop on Friday, November 20th. Bb indicated that CMS was asked to provide a quote for a reserve study in February, '09. A quote to conduct that study has never been received. Discussion followed on the need to have accurate information to plan for expenses from our Reserve Funds. Discussion followed regarding the lack of proper delivery of and the inaccuracies with the coupon books from CMS. He also reported on the recovery of excess funds paid in taxes in the past. Bb did not have financial reports from CMS for October to distribute to the board members. Bb reported that we have received another revision for the September financials. According to the figures provided by CMS, our year end income exceeded our budget by $24,000.00 and our expenses were under by $205,000.00 for a net income of $229,000.00. However depreciation has not been included and our assets on the books are over-valued at this time. Additional adjustments will need to be made. The reserve fund was fully funded and the balance is $1,600,000.00. Bb Dealbolt stated that the late fees in the payment books are not according to state law. Judie asked Bb Bear if the correcting entries from last year's audit were ever done -- Bb Bear will check on this too. Bb stated that all figures received from CMS are subject to audit. Judie asked if we exceed the FDIC limits on any of our accounts. Bb Dealbolt stated that we do not exceed the limit on any account at this time. Judie asked about insurance against illegal transfer of funds from our accounts. Bb Bear stated that he has checked with our banks and we are protected.
Bb gave a report on the Bingo committee. After purchasing new equipment, and with very low attendance, they have under $800.00 in their bank account. Old equipment is being sold for $1,000.00. Discussion followed on amounts paid out at Bingo. There is no longer Bingo on Tuesdays. The Bingo Committee will have a meeting on Thursday, November 19, 2009 at the office to see if Bingo will be able to continue. Rob Kitey stated that Bingo must be self-supporting as, by law, SLohA cannot fund Bingo.
Secretary's Report - Judie Far
Judie read correspondence from 3 owners.
Judie read a draft SOP -- regarding Email as official board correspondence. After discussion, the SOP was approved. Any email address “To the Board of Directors" will be considered official board correspondence.
Maintenance Training - Rob Kitey: Rob has met with Jhn regarding future training for maintenance staff including training that may be needed for water and sewer plant. All of our assets are being reviewed so that our records will coordinate for maintenance, accounting and liability issues. Rob reported that each board member will be a board liaison with several clubs or activities. Rob reported that an Election Committee has been named. Petitions for the ballots are available at the office and need to be returned by 12/10/09.
I move that a Resort Manager Study Committee will be struck within 30 days of the passage of this motion to assess the future management of SLohA. This committee sH all be chaired by the Board Treasurer who will determine the composition of this committee. Terms of Reference for this committee will be within 30 days of formation to look at the current structure and review all options available to us over the next few months extending into the future. It is our intent that this committee will bring forth the options, timelines and associated costs of future management of SLohA for review to complete their mandate. Motion seconded by Rikki Gearseah. Discussion followed. All present voted in favor. Motion passed.
I move that we will strike a new standing committee to be named the “LongRange Planning Committee" within 30 days of passage of this motion. This Committee will consist of three Board members and 3 volunteer owners who will be appointed by the Board of Directors not later than the Board workshop in December 2009 and will upon formation provide monthly updates at the Board workshop commencing in January 2010. Motion seconded by Kn Lws. Discussion followed. All present voted in favor. Motion passed. I move that a committee called the Communication Committee chaired by Judie Far, with Kn Lws, Bb Bear and Rob Kitey as members will meet to plan and bring forward a Communication Plan SOP for the December 2009 Board workshop for review and discussion. Motion seconded by Bb Bear. Discussion followed. All present voted in favor. Motion passed.
Judie Far reported that the Communications Committee has met and established a Mission Statement and Goals. The committee will work on inter-board communications first.
I move that The Board of Directors for SLohA change our fiscal year to cover the period 1 April to March 31 annually. Also that the Treasurer will, in consultation with the Auditor apply to the IRS and any other regulatory Agencies that may be identified to have this change approved within one year from date of Board approval. Motion seconded by Vkey Sears. Discussion followed. All present voted in favor. Motion passed. I move that the park allocate a sum not to exceed one hundred and twenty five dollars ($125) annually on an ongoing basis to pay for this service. Motion seconded by Vkey Sears. All present voted in favor. Motion passed.
Activities/Technology - Kn Lws: Kn asked that clubs/activities using the kitchen please use the Kitchen Check List that are provided in the kitchen. Our staff has recently completed some cleaning in the kitchen. Kn is working on a numbering system for all storage areas in the and around the club house. We will then know if any are available for other groups. Kn indicated that LakeWales Wireless will be doing an update on their equipment in SLR soon. The address for our new website set up by CMS is www.saddlebaglakeowners.com. CHUG will give a demonstration of the new website at its next meeting. AT&T will install a new 3G Ntwerk on our antenna and another in downtown LakeWales by the end of the year. Kn commented on the importance of doing backup on computers and that CHUG will assist owners/residents with this process.
Kn moved that effective within 30 days from the board approval of this motion, an SOP will be submitted establishing the method, the day(s) said computer back up will be done on all SLohA computers, The SOP will designate the primary computer operator(s) who will ensure back ups are done. Motion seconded by Judie Far. Discussion followed. All present voted in favor. Motion passed.
It was noted that the email address for the office is office@SLRmail.com.
Bill Reerookuh:
Bill moved to reopen the gate at the pool. The motion was seconded by Vkey Sears. Bill indicated that his intent in the motion was to have this done immediately. Discussion followed. All present voted in favor. Motion passed.
Bill moved to remove the fence that is located on both sides of walk way before tennis courts and near the pool on the north side. The motion was seconded by Rikki Gearseah. Bill indicated that his intent in the motion was to have the fence removed immediately. Discussion followed. All present voted in favor. Motion passed.
Cost Containment - Lindie Keel: Lindie asked for volunteers to sign up to cover the pool at night. Bb Dealbolt reminded everyone of the pool hours as, by law, this is considered a public pool. Lindie asked that residents try to volunteer when they can with projects at SLR. This will help keep costs down. Lindie has met with Jhn Crmee to identify additional areas from the energy audit with our lighting that may save money.
Rikki Gearseah: No report. Rob asked Rikki to report on the situation with the pool. Jhn Crmee reported that there is water leaking from the pool pipes. A camera inspection of the pipe lines will be done to determine where they are leaking so that repairs can be made. The pool will have to be shut down for the inspection. It is not known at this time, what caused the leaks. Judie asked if the sauna in the women's dressing room has been repaired. Jhn Crmee reported that he is checking on this and an electrician has been called.
Microphones were opened for comments from 5 owners
Meeting was adjourned at 11:55am
Respectfully submitted,
Judie Far, Board Secretary