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SLOA_2009_Dec 16Minutes.odt (28.74 KB)
MINUTES
SLohA Board of Directors Meeting
Wednesday, December 16, 2009
President, Bb Dealbolt called the meeting to order at 9:00 am. in the clubhouse.
Chuk Sealie gave the invocation.
Pledge of Allegiance
Roll Call: Bb Bear, Bb Dealbolt, Judie Far, Rikki Gearseah, Rob Kitey, Kn Lws, Bill Reerookuh & Vkey Sears were present. Lindie Keel was absent.
Agenda for the meeting was accepted as presented.
President's Report: Bb Dealbolt
Bb made a motion to ratify the Settlement Agreement with Waste Management in the amount $21,500.00 and General Release and to have the appropriate Board member execute the Agreement. Rikki Gearseah seconded the motion. All present voted in favor. Motion passed. Bb reported that the deeds from PolkCounty for the 2 lots on S-bag Trail -- where permanent fix work was done -- were not prepared properly. Deeds will have to be redone. Bb will contact Polk County Sheriff Department regarding possibility of issuing speeding fines in SLR and what the charges would be for this service. Bb reported that as of 2-1-10 the library will no longer provide paper for the copier or collect funds from copying.
Administration & Personnel: Vkey Sears
Vkey reported that cross training of all maintenance employees continues. Board members will be notified of all hiring and firing issues in the future. The Personnel Committee meeting will be rescheduled.
Finance: Bb Bear
Bb reported the cash flow for November. Bb made a motion to approve the budget as presented for FY 2010-2011 and for the budget to be placed on the upcoming ballot.
Rob Kitey seconded the motion. All present voted in favor. Motion passed. Bb gave a report on the Bingo committee. Bb made a motion to accept the presented SOP to conduct Bingo at SaddlebagLake Resort. Vkey Sears seconded the motion. All present voted in favor. Motion passed. Bb gave a report from the Resort Manage Study Committee. The Resort Manager Study Group has unanimously recommended that a consultant, who holds a License in Community Association Management, be hired to work with Bb Dealbolt to develop terms of reference for the new Resort Manager. This individual will make recommendations about the future organization for the administration of the Resort. Other deliverables will include a recommendation if the Manager should be part-time or full-time. Bb Bear made a motion that a consultant be interviewed, hired and be employed as outlined above. Bb further moved that a maximum amount of $4,000 be allocated for this one-time expenditure. Judie Far seconded the motion. All present voted in favor. Motion passed. Bb gave a Bingo Committee report. As the Board will annually appoint a Bingo Chairperson, Bb Bear made a motion that the Board appoint Brc Redman as the Chairperson of the Bingo Committee effective 01 January, 2010. Judie Far seconded the motion. All present voted in favor. Motion passed. Bb reported that the S-bag Lake Owners Association Board of Directors recognizes that we must be proactive in determining which of the Resort's major assets require replacement, using the funds in our Reserves. There is at present no mechanism to determine which assets will need replacement and in what priority. Bb made a motion that an Engineering firm be hired to review our major assets and to develop a long-term plan for asset repair/replacement. Bb further suggested that Rikki Gearseah and Rob Kitey make the determination of which company is to be hired. Bill Reerookuh seconded the motion. All present voted in favor. Motion passed. Bb reported that our present management company, Community Management Services has been issued a grievance letter, and the S-bag Lake Owners Association Board of Directors recognizes that we could be in a position to be without financial services and a web-site provider early in January, 2010, should Community Management Services not remedy their shortcomings. We must address this possibility. Bb Bear made a motion that two Committees be formed to address this possible lack of services. The first committee will examine possible financial delivery methods to conduct ourfinancial affairs. Bb Bear will chair the Financial Services Replacement Committee. Kn Lws will chair the Website Replacement Committee which will examine potential web-site alternatives. Each committee will have three Board members and the Chairperson will select the members. The Committees will make recommendations for presentation at the 12 January, 2010 Workshop, if necessary. Rob Kitey seconded the motion. All present voted in favor. Motion passed. Bb has reviewed our contract with the auditor. The requested reserve information is not included in the work proposed by our current auditor.
Secretary's Report: Judie Far
Correspondence from 5 owners was read. Judie made a motion to allow Garden Club volunteers to paint garbage stumpsat an owner's request) as a fund raising activity for their club at a cost of $12.00 per stump. The paint will be purchased from the Horseshoe Club and will be the approved color. The Garden Club volunteers will also be permitted to paint Elctc post and Elctc box (at owner's request) at the cost of $12.00. If the stump is buried approximately 1 to 3 inches in the ground, it would be the owner's obligation to have it moved. Vkey Sears seconded the motion. All present voted in favor. Motion passed. Judie contacted Dyeann Clementson about the Welcome Committee. They will begin making calls to new owners in January. Judie reported that the Communications Committee has established a Mission Statement, Goals, and Methods for 2 of the Goals. The committee will check with the management consultant before proceeding any further. Wish List has been updated and will be distributed to clubs. There will be an SLR volunteer recognition program in March. After discussion at the board workshop and in response to an owner's request, Jhn Crmee is to get a quote on the cost to widen concrete path between Tennis Courts and Annex to 5 -- 6'. The Garden Club requested that all mulch in common area landscaping be removed and replaced with stone. Bb Bear will adjust Landscaping Expense in proposed agenda to accommodate the purchase of the stone.
Staff Training: Rob Kitey
Rob reported on training for staff. Patrol personnel will be trained in Blood Borne Pathogens. Candidates for Board of Directors positions and members of the Election Committee were announced. Rob moved that as our existing pool cover is reaching the end of its useful life and causing problems with the filtration system as it “breaks down", that we expend a sum, not to exceed $3,000 to replace the cover with an updated cover. These funds are to be taken from the appropriate Reserve fund. Bb Bear seconded the motion. All present voted in favor. Motion passed.
Rob moved that we expend a sum not to exceed $3,000 to purchase a “Cyclone Rake" and
all associated accessories from the Woodland Power Products Inc of West Hayvn Ct. This
money is to be taken from the appropriate Reserve Fund for maintenance equipment
purchases. Vkey Sears seconded the motion. All present voted in favor. Motion passed.
Activities/Technology: Kn Lws
Kn reported that many clubs still need to notify him of their use of storage areas in and around the club house. Renters in SLR will be permitted to have access to the CMS -- SLohA website. An SOP for backup of computer data for all SLohA computers needs further information at this time. Clubhouse floors have been stripped and waxed. Lending Locker is again operational. Suggestion made to have all Lending Locker items checked for safety on a regular basis. Lending Locker committee announced. Lake Wales Wireless has indicated that people are still obtaining service via unsecured routers. This will be discussed again at the next board meeting. Bb Dealbolt and Kn will renegotiate cable agreement/franchise agreement with Bright House. Kn discussed the need for upgrade of audio and visual equipment in both the clubhouse and in the office.
Maintenance: Rikki Gearseah
Rikki will report procedure for renting Boat Slips at next workshop. Some repairs need to be done at docks. Rikki to check on numbering of boat slips at docks. Need for additional lift pump was discussed. Repairs to Women's Sauna in Screen Room are complete. Rikki will discuss Washing Machine repairs/replacements at next board workshop. Bb Dealbolt moved that as the repairs to the swimming pool have been completed in a satisfactory manner and the Board of Directors have accepted the work, that the board approve an expenditure of up to $72,000.00 for the existing swimming pool repairs to be paid from the Reserve Funds allocated for swimming pool repairs. Rikki Gearseah seconded the motion. All present voted in favor. Motion passed.
Bill Reerookuh:
Bill made a motion to accept a new pool table in the screen room as SLohA property. The pool table has been donated by the pool players. Rikki Gearseah seconded the motion. All present voted in favor. Motion passed. The pool table is to be added to the SLohA assets list.
Cost Containment: Lindie Keel No report.
*Unfinished Business - see attached document
OPEN MICROPHONE: 8 Owners had comments
Meeting was adjourned at 12:40 pm
Respectfully submitted,
Judie Far
*Editor: No document attached
SLohA Board of Directors Meeting
Wednesday, December 16, 2009
President, Bb Dealbolt called the meeting to order at 9:00 am. in the clubhouse.
Chuk Sealie gave the invocation.
Pledge of Allegiance
Roll Call: Bb Bear, Bb Dealbolt, Judie Far, Rikki Gearseah, Rob Kitey, Kn Lws, Bill Reerookuh & Vkey Sears were present. Lindie Keel was absent.
Agenda for the meeting was accepted as presented.
President's Report: Bb Dealbolt
Bb made a motion to ratify the Settlement Agreement with Waste Management in the amount $21,500.00 and General Release and to have the appropriate Board member execute the Agreement. Rikki Gearseah seconded the motion. All present voted in favor. Motion passed. Bb reported that the deeds from PolkCounty for the 2 lots on S-bag Trail -- where permanent fix work was done -- were not prepared properly. Deeds will have to be redone. Bb will contact Polk County Sheriff Department regarding possibility of issuing speeding fines in SLR and what the charges would be for this service. Bb reported that as of 2-1-10 the library will no longer provide paper for the copier or collect funds from copying.
Administration & Personnel: Vkey Sears
Vkey reported that cross training of all maintenance employees continues. Board members will be notified of all hiring and firing issues in the future. The Personnel Committee meeting will be rescheduled.
Finance: Bb Bear
Bb reported the cash flow for November. Bb made a motion to approve the budget as presented for FY 2010-2011 and for the budget to be placed on the upcoming ballot.
Rob Kitey seconded the motion. All present voted in favor. Motion passed. Bb gave a report on the Bingo committee. Bb made a motion to accept the presented SOP to conduct Bingo at SaddlebagLake Resort. Vkey Sears seconded the motion. All present voted in favor. Motion passed. Bb gave a report from the Resort Manage Study Committee. The Resort Manager Study Group has unanimously recommended that a consultant, who holds a License in Community Association Management, be hired to work with Bb Dealbolt to develop terms of reference for the new Resort Manager. This individual will make recommendations about the future organization for the administration of the Resort. Other deliverables will include a recommendation if the Manager should be part-time or full-time. Bb Bear made a motion that a consultant be interviewed, hired and be employed as outlined above. Bb further moved that a maximum amount of $4,000 be allocated for this one-time expenditure. Judie Far seconded the motion. All present voted in favor. Motion passed. Bb gave a Bingo Committee report. As the Board will annually appoint a Bingo Chairperson, Bb Bear made a motion that the Board appoint Brc Redman as the Chairperson of the Bingo Committee effective 01 January, 2010. Judie Far seconded the motion. All present voted in favor. Motion passed. Bb reported that the S-bag Lake Owners Association Board of Directors recognizes that we must be proactive in determining which of the Resort's major assets require replacement, using the funds in our Reserves. There is at present no mechanism to determine which assets will need replacement and in what priority. Bb made a motion that an Engineering firm be hired to review our major assets and to develop a long-term plan for asset repair/replacement. Bb further suggested that Rikki Gearseah and Rob Kitey make the determination of which company is to be hired. Bill Reerookuh seconded the motion. All present voted in favor. Motion passed. Bb reported that our present management company, Community Management Services has been issued a grievance letter, and the S-bag Lake Owners Association Board of Directors recognizes that we could be in a position to be without financial services and a web-site provider early in January, 2010, should Community Management Services not remedy their shortcomings. We must address this possibility. Bb Bear made a motion that two Committees be formed to address this possible lack of services. The first committee will examine possible financial delivery methods to conduct ourfinancial affairs. Bb Bear will chair the Financial Services Replacement Committee. Kn Lws will chair the Website Replacement Committee which will examine potential web-site alternatives. Each committee will have three Board members and the Chairperson will select the members. The Committees will make recommendations for presentation at the 12 January, 2010 Workshop, if necessary. Rob Kitey seconded the motion. All present voted in favor. Motion passed. Bb has reviewed our contract with the auditor. The requested reserve information is not included in the work proposed by our current auditor.
Secretary's Report: Judie Far
Correspondence from 5 owners was read. Judie made a motion to allow Garden Club volunteers to paint garbage stumpsat an owner's request) as a fund raising activity for their club at a cost of $12.00 per stump. The paint will be purchased from the Horseshoe Club and will be the approved color. The Garden Club volunteers will also be permitted to paint Elctc post and Elctc box (at owner's request) at the cost of $12.00. If the stump is buried approximately 1 to 3 inches in the ground, it would be the owner's obligation to have it moved. Vkey Sears seconded the motion. All present voted in favor. Motion passed. Judie contacted Dyeann Clementson about the Welcome Committee. They will begin making calls to new owners in January. Judie reported that the Communications Committee has established a Mission Statement, Goals, and Methods for 2 of the Goals. The committee will check with the management consultant before proceeding any further. Wish List has been updated and will be distributed to clubs. There will be an SLR volunteer recognition program in March. After discussion at the board workshop and in response to an owner's request, Jhn Crmee is to get a quote on the cost to widen concrete path between Tennis Courts and Annex to 5 -- 6'. The Garden Club requested that all mulch in common area landscaping be removed and replaced with stone. Bb Bear will adjust Landscaping Expense in proposed agenda to accommodate the purchase of the stone.
Staff Training: Rob Kitey
Rob reported on training for staff. Patrol personnel will be trained in Blood Borne Pathogens. Candidates for Board of Directors positions and members of the Election Committee were announced. Rob moved that as our existing pool cover is reaching the end of its useful life and causing problems with the filtration system as it “breaks down", that we expend a sum, not to exceed $3,000 to replace the cover with an updated cover. These funds are to be taken from the appropriate Reserve fund. Bb Bear seconded the motion. All present voted in favor. Motion passed.
Rob moved that we expend a sum not to exceed $3,000 to purchase a “Cyclone Rake" and
all associated accessories from the Woodland Power Products Inc of West Hayvn Ct. This
money is to be taken from the appropriate Reserve Fund for maintenance equipment
purchases. Vkey Sears seconded the motion. All present voted in favor. Motion passed.
Activities/Technology: Kn Lws
Kn reported that many clubs still need to notify him of their use of storage areas in and around the club house. Renters in SLR will be permitted to have access to the CMS -- SLohA website. An SOP for backup of computer data for all SLohA computers needs further information at this time. Clubhouse floors have been stripped and waxed. Lending Locker is again operational. Suggestion made to have all Lending Locker items checked for safety on a regular basis. Lending Locker committee announced. Lake Wales Wireless has indicated that people are still obtaining service via unsecured routers. This will be discussed again at the next board meeting. Bb Dealbolt and Kn will renegotiate cable agreement/franchise agreement with Bright House. Kn discussed the need for upgrade of audio and visual equipment in both the clubhouse and in the office.
Maintenance: Rikki Gearseah
Rikki will report procedure for renting Boat Slips at next workshop. Some repairs need to be done at docks. Rikki to check on numbering of boat slips at docks. Need for additional lift pump was discussed. Repairs to Women's Sauna in Screen Room are complete. Rikki will discuss Washing Machine repairs/replacements at next board workshop. Bb Dealbolt moved that as the repairs to the swimming pool have been completed in a satisfactory manner and the Board of Directors have accepted the work, that the board approve an expenditure of up to $72,000.00 for the existing swimming pool repairs to be paid from the Reserve Funds allocated for swimming pool repairs. Rikki Gearseah seconded the motion. All present voted in favor. Motion passed.
Bill Reerookuh:
Bill made a motion to accept a new pool table in the screen room as SLohA property. The pool table has been donated by the pool players. Rikki Gearseah seconded the motion. All present voted in favor. Motion passed. The pool table is to be added to the SLohA assets list.
Cost Containment: Lindie Keel No report.
*Unfinished Business - see attached document
OPEN MICROPHONE: 8 Owners had comments
Meeting was adjourned at 12:40 pm
Respectfully submitted,
Judie Far
*Editor: No document attached