Post by Admin on Jun 22, 2015 13:13:56 GMT -5
MINUTES
SLohA Board of Directors Meeting
Wednesday March 21, 2012
President, Kn Lws called the meeting to order at 09:00 a.m. in the Clubhouse.
Roll Call: Bb Bear, Peet Brdun, D Brnd, Ed Clerk, Clf Jnsn, Kn Lws, Chrly Mnc, Alln Rss and Frns Sm all were present. Judie Far was also present.
Stmbug Ixx, Inc. -- Melonknee Kreeow was present.
It was moved by Ed Clerk and seconded by Frns Sm all that the minutes of Board of Directors workshop of 7 Mar 12 be adopted as presented. Motion passed unanimously.
It was moved by Ed Clerk and seconded by Alln Rss that the amended agenda be approved. Motion passed unanimously.
Melonknee Kreeow: The Manager's report will be posted in SLR and on the Chug website.
Kn Lws: Kn told the meeting that the propane smell had been investigated and thanked Jhn and Marilyn Geiger for alerting all to the problem. He also talked about the cost of insurance and our recent meeting with the insurance representative to mitigate claims. He also spoke to the Lorenzo Parker settlement that has occurred. He also asked Directors to speak about their committee progress and membership at the Apr 12 meeting. Kn reminded Clubs of the request for an annual club report to be submitted to the Board, which should be completed as of 31 Mar 12. The bids for the residence and vehicle at 35 Silver Doctor were opened. The highest bidder for the 2001 Toyota Echo ($1,1001.99) was Jhn Madigan of 5 S-bag Trail. The only bid for the residence at 35 Silver Doctor was $5,055.33 by Rick Meneely. As the lawyer has not spoken to the President about the property, it was moved by Alln Rss and seconded by D Brnd that the bid be tentatively accepted, pending the meeting with the attorney and subject to agreement by both parties of the lawyer's recommendation. Motion was passed unanimously. It was moved by Alln Rss and seconded by D Brnd that Jhn Madigan's bid be accepted. Motion was passed unanimously. D Brnd volunteered to help Jhn Madigan with the ownership papers that are in the house. Kn spoke about the CEMS contract and the Stmbug Ixx contract, particulars are in the specific motions that were made.
Alln Rss: Alln made a motion to extend the present contract with Stmbug Ixx Inc. for another two years. The price is less than what we had budgeted. Ed Clerk seconded the motion. All directors voted in favor, except Peet Brdun, who voted no. Motion passed.
Bb Bear: Bb Bear read several letters. The first was from Amos and S u e Szajner requesting a to put in a 12 x 24 deck on the back of their unit at 69 Royal Coachman. There are no dimensions on the unit drawing; no engineered drawings and no permit from the county accompanied the drawings. M. e. l. is asked to investigate. The second letter is from the Women's Club asking for permission to purchase three AEDs - Automatic External Defibrillators. A letter will be sent acknowledging their request and giving them permission to purchase these items. A letter was received from the World War II veterans requesting to put a plaque up in the clubhouse and the Golf Club is requesting to put a plaque up in the clubhouse, adjacent to their Hole In One plaque. Replies will be sent to both groups.
Bb made a motion to have Michael Maybury produce 40 stump lids at a cost not to exceed $50 each. Seconded by Clf Jnsn. Motion passed unanimously.
Bb made a motion to have the Board approve the 2012 -- 2013 meeting schedule. Seconded by Ed Clerk. All Board meetings and Workshops will be held in the Clubhouse, commencing at 09:00 a.m. The schedule includes meetings in May, June, July, August and September. Directors not physically present for these meetings can participate via telephone. The summer meetings, as all of the other meetings, are open to all owners and residents. The budget forum and the town H all meeting will be held 12 Dec 12 and the candidates' forum will be held on 9 Jan 13. The annual meeting will be held on Saturday, 23 Feb 13. All meetings except the annual meeting will be held on Wednesdays. Motion passed unanimously.
Bb made a motion to nominate Judie Far as the Assistant Secretary. Seconded by Ed Clerk. Motion passed unanimously.
Bb made a motion to approve a contract with Central Elctc Motor Service. Water-Tech, the company that provided service to us, has gone out of business. The contract is for the same service at the same cost. The price would be $990. per month starting 1 Mar 12 and be for one year. Seconded by Alln Rss. Motion passed unanimously.
Chrly Mnc: Chrly Mnc gave an update of our financial situation. There is an under expenditure to date of expenses of $8485, which will be applied to the amount that needs to be transferred to the Reserves as there had been funds spent from Reserves for operations dating back to previous Boards of Directors. This transfer will take place at fiscal year end and will be actioned by our CPA. There is approximately $2,053,000 in Reserves. Chrly stated that the management cost had been below budget and that if we had hired some other company a few years ago, instead of Stmbug Ixx, the cost would be over $100,000 per year then.
Chrly made a motion to add Alln Rss and D Braun to the signatories' list of our bank accounts. Seconded by Bb Bear. All Directors voted yes except Alln Rss and D Braun who abstained. The motion carried.
Chrly made a motion to give all employees the individual pay raises that have been approved by the Personnel Committee and the Board of Directors. Seconded by Ed Clerk. All Directors voted in favor of this motion.
Peet Brdun: Peet as Chair of the Dock committee stated that the dock replacement bids that had been received were all over budget. He made a motion to rebid the dock project and that the new dock be constructed in 2 St ages. The same three companies that submitted bids on the original design will bid on the main walkway and viewing area only. Clf Jnsn seconded the motion. The motion was carried unanimously.
Peet also made a motion to accept the D&D QuakKirb's bid of $2,650 to install sidewalks adjacent to the clubhouse and the post office. Frns Sm all seconded the motion. The motion was carried unanimously.
D Brnd: D Brnd spoke about the new Annex. He said that Envisors Engineering firm will be doing our site survey as required by Polk County and SWFWMD prior to proceeding with applying for a permit to build. The pre-application meeting is set for 5 Apr 12 in Bartow. The meeting will serve two purposes. They will give project specific requirements to the engineer doing the site survey. That will allow the engineer to narrow down the scope of the work to only that which is necessary per Polk County building, fire codes and SWFWMD flood plain elevation requirements. This meeting will save SLohA time and money. Some bids had been received but they were hard to compare because some do not include the site survey, engineering fees, flooring, demolition of the old Annex, etc. D has also received a separate bid for the demolition and removal of the old Annex and concrete of $3,500, with SLR responsible for windows and doors removal. D is still awaiting a bid from Tkr Construction.
D gave an update of the surveillance cameras and said that the video camera that was purchased by the Church group will be installed this week. D talked about the stump paint and supported the purchase of paint in bulk. The cost of stump paint would $5,350 once every five years or $1070 per year and that volunteers be sought to paint stumps. It was acknowledged that some owners would still like to paint their own stumps.
D made a motion, approving the drawing for the placement of a new 24' x 48' home with a 12' x 24' deck at 40 Royal Coachman. Ed Clerk seconded it. All Directors voted in favor of the motion.
Ed Clerk: Ed gave a report on the bingo. The Bingo Committee has donated $1,000 to the Girl Scout Troop and has donated $1,000 to the Circle of Friends, which are both in Lake Wales. Ed gave the highlights of his communication hour with residents on 8 Mar 12.
Clf Jnsn: Clf, as Chair of the Red Book Committee, made a motion to place the amendment of Covenant #15 on the ballot. As present, it requires a vote of 75% of all owners to change the Covenants and they are out of date in relation to reality and with the County regulations. It is extremely difficult to get 75% of all owners to vote. Clf said that it would be more realistic to have 75% of the valid votes cast to change the Covenants. Clf said that originally it was planned to have a second vote, less than a month after our regular vote but it was realized that this was too ambitious and that more lead time would be required to discuss this alteration with the owners as to why it needs to be modified. Ed Clerk seconded it. All directors voted in favor, except Peet Brdun, who voted no. Motion passed.
Frns Sm all: Frns, as Co-Chair of the Election Committee, said that work would be done over the summer.
Unfinished Business. Bb Bear, as Chair of the Long Range Planning Committee said that he had not chosen members of the Committee as yet and he asked for volunteers. The Resort is in good shape and several projects have been completed. However, work will commence in earnest in the fall, as new projects should always be considered.
Eleven owners had comments.
Meeting was adjourned at 11:14 a.m.
Submitted by,
Bb Bear
SLohA Board of Directors Meeting
Wednesday March 21, 2012
President, Kn Lws called the meeting to order at 09:00 a.m. in the Clubhouse.
Roll Call: Bb Bear, Peet Brdun, D Brnd, Ed Clerk, Clf Jnsn, Kn Lws, Chrly Mnc, Alln Rss and Frns Sm all were present. Judie Far was also present.
Stmbug Ixx, Inc. -- Melonknee Kreeow was present.
It was moved by Ed Clerk and seconded by Frns Sm all that the minutes of Board of Directors workshop of 7 Mar 12 be adopted as presented. Motion passed unanimously.
It was moved by Ed Clerk and seconded by Alln Rss that the amended agenda be approved. Motion passed unanimously.
Melonknee Kreeow: The Manager's report will be posted in SLR and on the Chug website.
Kn Lws: Kn told the meeting that the propane smell had been investigated and thanked Jhn and Marilyn Geiger for alerting all to the problem. He also talked about the cost of insurance and our recent meeting with the insurance representative to mitigate claims. He also spoke to the Lorenzo Parker settlement that has occurred. He also asked Directors to speak about their committee progress and membership at the Apr 12 meeting. Kn reminded Clubs of the request for an annual club report to be submitted to the Board, which should be completed as of 31 Mar 12. The bids for the residence and vehicle at 35 Silver Doctor were opened. The highest bidder for the 2001 Toyota Echo ($1,1001.99) was Jhn Madigan of 5 S-bag Trail. The only bid for the residence at 35 Silver Doctor was $5,055.33 by Rick Meneely. As the lawyer has not spoken to the President about the property, it was moved by Alln Rss and seconded by D Brnd that the bid be tentatively accepted, pending the meeting with the attorney and subject to agreement by both parties of the lawyer's recommendation. Motion was passed unanimously. It was moved by Alln Rss and seconded by D Brnd that Jhn Madigan's bid be accepted. Motion was passed unanimously. D Brnd volunteered to help Jhn Madigan with the ownership papers that are in the house. Kn spoke about the CEMS contract and the Stmbug Ixx contract, particulars are in the specific motions that were made.
Alln Rss: Alln made a motion to extend the present contract with Stmbug Ixx Inc. for another two years. The price is less than what we had budgeted. Ed Clerk seconded the motion. All directors voted in favor, except Peet Brdun, who voted no. Motion passed.
Bb Bear: Bb Bear read several letters. The first was from Amos and S u e Szajner requesting a to put in a 12 x 24 deck on the back of their unit at 69 Royal Coachman. There are no dimensions on the unit drawing; no engineered drawings and no permit from the county accompanied the drawings. M. e. l. is asked to investigate. The second letter is from the Women's Club asking for permission to purchase three AEDs - Automatic External Defibrillators. A letter will be sent acknowledging their request and giving them permission to purchase these items. A letter was received from the World War II veterans requesting to put a plaque up in the clubhouse and the Golf Club is requesting to put a plaque up in the clubhouse, adjacent to their Hole In One plaque. Replies will be sent to both groups.
Bb made a motion to have Michael Maybury produce 40 stump lids at a cost not to exceed $50 each. Seconded by Clf Jnsn. Motion passed unanimously.
Bb made a motion to have the Board approve the 2012 -- 2013 meeting schedule. Seconded by Ed Clerk. All Board meetings and Workshops will be held in the Clubhouse, commencing at 09:00 a.m. The schedule includes meetings in May, June, July, August and September. Directors not physically present for these meetings can participate via telephone. The summer meetings, as all of the other meetings, are open to all owners and residents. The budget forum and the town H all meeting will be held 12 Dec 12 and the candidates' forum will be held on 9 Jan 13. The annual meeting will be held on Saturday, 23 Feb 13. All meetings except the annual meeting will be held on Wednesdays. Motion passed unanimously.
Bb made a motion to nominate Judie Far as the Assistant Secretary. Seconded by Ed Clerk. Motion passed unanimously.
Bb made a motion to approve a contract with Central Elctc Motor Service. Water-Tech, the company that provided service to us, has gone out of business. The contract is for the same service at the same cost. The price would be $990. per month starting 1 Mar 12 and be for one year. Seconded by Alln Rss. Motion passed unanimously.
Chrly Mnc: Chrly Mnc gave an update of our financial situation. There is an under expenditure to date of expenses of $8485, which will be applied to the amount that needs to be transferred to the Reserves as there had been funds spent from Reserves for operations dating back to previous Boards of Directors. This transfer will take place at fiscal year end and will be actioned by our CPA. There is approximately $2,053,000 in Reserves. Chrly stated that the management cost had been below budget and that if we had hired some other company a few years ago, instead of Stmbug Ixx, the cost would be over $100,000 per year then.
Chrly made a motion to add Alln Rss and D Braun to the signatories' list of our bank accounts. Seconded by Bb Bear. All Directors voted yes except Alln Rss and D Braun who abstained. The motion carried.
Chrly made a motion to give all employees the individual pay raises that have been approved by the Personnel Committee and the Board of Directors. Seconded by Ed Clerk. All Directors voted in favor of this motion.
Peet Brdun: Peet as Chair of the Dock committee stated that the dock replacement bids that had been received were all over budget. He made a motion to rebid the dock project and that the new dock be constructed in 2 St ages. The same three companies that submitted bids on the original design will bid on the main walkway and viewing area only. Clf Jnsn seconded the motion. The motion was carried unanimously.
Peet also made a motion to accept the D&D QuakKirb's bid of $2,650 to install sidewalks adjacent to the clubhouse and the post office. Frns Sm all seconded the motion. The motion was carried unanimously.
D Brnd: D Brnd spoke about the new Annex. He said that Envisors Engineering firm will be doing our site survey as required by Polk County and SWFWMD prior to proceeding with applying for a permit to build. The pre-application meeting is set for 5 Apr 12 in Bartow. The meeting will serve two purposes. They will give project specific requirements to the engineer doing the site survey. That will allow the engineer to narrow down the scope of the work to only that which is necessary per Polk County building, fire codes and SWFWMD flood plain elevation requirements. This meeting will save SLohA time and money. Some bids had been received but they were hard to compare because some do not include the site survey, engineering fees, flooring, demolition of the old Annex, etc. D has also received a separate bid for the demolition and removal of the old Annex and concrete of $3,500, with SLR responsible for windows and doors removal. D is still awaiting a bid from Tkr Construction.
D gave an update of the surveillance cameras and said that the video camera that was purchased by the Church group will be installed this week. D talked about the stump paint and supported the purchase of paint in bulk. The cost of stump paint would $5,350 once every five years or $1070 per year and that volunteers be sought to paint stumps. It was acknowledged that some owners would still like to paint their own stumps.
D made a motion, approving the drawing for the placement of a new 24' x 48' home with a 12' x 24' deck at 40 Royal Coachman. Ed Clerk seconded it. All Directors voted in favor of the motion.
Ed Clerk: Ed gave a report on the bingo. The Bingo Committee has donated $1,000 to the Girl Scout Troop and has donated $1,000 to the Circle of Friends, which are both in Lake Wales. Ed gave the highlights of his communication hour with residents on 8 Mar 12.
Clf Jnsn: Clf, as Chair of the Red Book Committee, made a motion to place the amendment of Covenant #15 on the ballot. As present, it requires a vote of 75% of all owners to change the Covenants and they are out of date in relation to reality and with the County regulations. It is extremely difficult to get 75% of all owners to vote. Clf said that it would be more realistic to have 75% of the valid votes cast to change the Covenants. Clf said that originally it was planned to have a second vote, less than a month after our regular vote but it was realized that this was too ambitious and that more lead time would be required to discuss this alteration with the owners as to why it needs to be modified. Ed Clerk seconded it. All directors voted in favor, except Peet Brdun, who voted no. Motion passed.
Frns Sm all: Frns, as Co-Chair of the Election Committee, said that work would be done over the summer.
Unfinished Business. Bb Bear, as Chair of the Long Range Planning Committee said that he had not chosen members of the Committee as yet and he asked for volunteers. The Resort is in good shape and several projects have been completed. However, work will commence in earnest in the fall, as new projects should always be considered.
Eleven owners had comments.
Meeting was adjourned at 11:14 a.m.
Submitted by,
Bb Bear
MINUTES
SLohA Board of Directors Workshop
Wednesday March 7, 2012
President, Kn Lws called the meeting to order at 09:00 a.m. in the Clubhouse.
Roll Call: Bb Bear, Peet Brdun, D Brnd, Ed Clerk, Clf Jnsn, Kn Lws, Chrly Mnc, Alln Rss and Frns Sm all were present. Judie Far was also present.
Stmbug Ixx, Inc. -- Melonknee Kreemcow was present.
It was moved by Chrly Mnc and seconded by Alln Rss that the minutes of Board of Directors meeting of 15 Feb 12 be adopted as presented. Motion passed unanimously.
Melonknee Kreemcow: The Manager's report will be posted in SLR and on the Chug website.
Kn Lws: Kn reminded all Directors of that there will be a float of all Board members in the Fun Day parade this Saturday. He asked that all Directors assemble by 09:30 a.m. at the dog run. There is a letter for all clubs at the office regarding Regulation #2 which asks that clubs provide a one page summary with an annual report showing their activities, the officers and a copy of their financial report. Water-Tech, the company that provides service to us, has gone out of business. However, an employee of that company has joined another company, which is willing to provide the same service at the same cost. A motion will be put forward at the March Board meeting. Directors have a copy of the new contract. New signature cards will be needed and a motion for this will be made at the March Board Meeting. A list of committees and members was announced and assignments will be firmed up at the March Board meeting. The sale of properties was discussed. The plan is to have sealed bids opened at the 21 March BOD meeting, if approval of the lawyer is obtained. A posting will be put up in the Resort with the details of the two properties. A phonevite will also be initiated. A volunteer recognition day will be held Monday, 26 Mar 12, during Koffee Klatch to recognize all volunteers at the Resort. Free coffee and cake will be served. The owners' survey has been returned and 37% of owners responded. The results should be ready by the next Board meeting.
Peet Brdun: Peet Brdun as Chair of the Dock committee suggested that the dock, which will have 18 slips, be completed in two St ages, as there is insufficient funding to complete the entire project. The prices for the present design ranged from $110,000 to $184,000 and only $80,000 had been allocated to the project. The first St age would be to extend a stationery aluminum walkway out to the floating wooden docks. This would mean that new bids will have to be obtained. Peet will make a motion at the March Board meeting for the new specifications to be bid upon by the same three companies that submitted bids on the original design.
Chrly Mnc: Chrly Mnc thanked the owners for voting for him. He gave the financial report as of 31 Jan 12. Our expenses were approximately $37,000 under budget, which does not include the funds in the Contingency Fund. Total Reserves are approximately $2,108,000. Chrly will be making a Motion at the March Board meeting to approve the increases in employee wages, which were recently approved by the Board. Chrly also asked for volunteers for the position of Assistant Treasurer. Chrly told the meeting what an “unqualified audit" meant. Basically it means, “A complete audit. An audit that has been performed and research so thoroughly that the only possible discrepancy would be information that they could not be obtained by the auditor. An unqualified audit analyses both the internal systems of control as well as all of the details of the organization's books. All ancillary documents and support records are used in an unqualified audit. This set aside any possibility of wrongdoing or mismanagement." Chrly will put an article in the S-bag Express on the topic.
Bb Bear: Bb Bear read several letters. The first was from Jm and Mary Harpold requesting a variance for 40 Royal Coachman to better use their lot, in accordance with the Red Book. D Brnd read a letter that D had written to the Board regarding the issue, which urged the Board to approve this plan. The Board of Directors will vote on a motion at the Board meeting whether or not to approve the variance so that the setback would be changed to 2 feet.
The next letter was from Lowe at 22 Wood Ruff Way. It suggested that garbage be picked up once a week during the May to November time period to save the Resort money. Kn pointed out that the existing contract is for twice a week pickup and that this was a 5-year contract so we can't change it until it expires. We can look at this once the contract is up for renewal.
The next letter was from Jhn and Marilyn Geiger concerning the smell of propane in the Clubhouse, which emanates from the kitchen. M. e. l. will have a professional commercial company inspect the kitchen propane stoves as soon as possible to determine what action can be taken regarding this problem to determine if it is poor ventilation or a slow gas leak.
The next letter was from Kenneth and Liliane asbidge concerning two trees, which overhang a neighbor's home and whose roots are in danger of breaking the foundation of their home and driveway. They will plant trees to replace those that are removed. M. e. l. did a report, which indicates that one of these trees' roots was the cause of a damaged sewage pipe on that street. During the discussion, the problem of mistletoe to the live oaks was brought up and M. e. l. will have the mistletoe removed in the new fiscal year, starting 1 Apr 12 by D&D. Mrl Kpp will put an article in the S-bag Express to inform residents. It was the consensus of the Board of Directors to allow the two trees to be taken down at the owner's expense. The next letter was from Clement Dowler, requesting that the Board fund a plaque which lists and honors the 24 World War II veterans living in S-bag Lake Resort, which will hang in the new Annex. This group asked the Fun Day Committee to fund the purchase of this plaque but the Fun Day Committee rejected the request. After much discussion, Doug Porrett volunteered to make an announcement at Koffee Klatch that he would take up a collection for this plaque, which costs $119.73 and turn the funds over to the group.
Bb will make a motion at the next Board meeting concerning the 2012-2013 SLohA meeting dates. All Workshops and BOD Meetings will be held in the Clubhouse, commencing at 09:00 a.m. The Budget Forum and the Town H all Meeting have been combined and there will be five summer meetings. Directors not physically present for the summer meetings can participate via telephone. The summer meetings, as all of the other meetings, are open to all owners and residents.
D Brnd: D Brnd spoke about the new Annex. He said that they are awaiting a site survey and an aerial view. When the site survey is completed, D said that progress will be evident. He said that the doors and windows will have to meet new specification which are to withstand a 110 mph , 3 second gust of wind. The County will have to be contacted as the company that made and installed the windows have gone out of business and the County should have the specifications, given that they approved the installation a year to a year and a half ago. D suggested that an engineer be hired to complete a common set of specifications and drawings so that all bidders would be bidding on the same items. Otherwise the bid proposals would not be consistent with the building that we are hoping to end up with regarding electrical, flooring, exterior finish, air conditioning, duct work, plumbing, etc. These specifications and detailed engineering and architectural drawings will ensure that all bidders will know exactly what is required to be bid on. M. e. l. will confer with Bd on this point. D will obtain estimates and make a motion at the next Board meeting concerning the hire of an engineer to prepare this work.
On the topic of security cameras, D said that one is at Bath House #2, an infrared camera is in the maintenance area and a pool camera. One will be installed in the office area and there is an existing one in the screen room.
D also talked about the stump paint. After much discussion, it was decided that the Resort would purchase the paint and the cost put in next year's budget. An extra temporary maintenance person or a summer student could be hired to paint the stumps and electrical boxes, painting a percentage of all stumps each year.
Ed Clerk: Ed gave a report on the bingo. The bank balance is $6,136.32 and they have a float of $1200. The Bingo intends to donate $1,000 to the Circle of Friends and $1,000 to the Lake Wales Girl Scouts. The last bingo will be 30 Mar 12 and will start up again in Nov 12.
Clf Jnsn: Clf, as Chair of the Red Book Committee, let the meeting know that Covenant #15 is the one item that the Committee feels needs to be amended, as it presently needs 75% of all owners to make changes to the Covenants. The Covenants do no reflect reality and he said that the Committee has several planned advertising methods to let people know how important this modification will be and will enable the Covenants to be in line with the 21st century. He said that he would bring a motion at the next meeting to put this item on the ballot. This amendment did not pass in the past but Clf is enthusiastic that it can be changed.
Alln Rss: Alln spoke on the topic of lighting for the parking lot. He contacted Progress Energy and State Wide Elctc. Progress Energy has not returned any of his calls. State Wide Elctc did respond and attended a meeting last week to go over the specifications that had been developed. The parking lot willl have to meet certain illumination qualities and it has to be designated by an engineer. We could go ahead as we had drawn up, however, without the aid of an engineer, we could be held liable. He said that the best way to proceed was to use an engineer but he did not have any further information at this time.
Frns Sm all: Frns, as Co-Chair of the Election Committee, said that it was a pleasure to work on the Committee this year. There are some changes contemplated to the election process. We are looking at different ways to conduct the election, which would save the Association money and time. This could include an election day with absentee ballots.
Unfinished Business. Three bidders have submitted bids on the sidewalks adjacent to the clubhouse and the post office. Peet will make a motion at the Board meeting.
Six owners had comments.
Meeting was adjourned at 11:32 a.m.
Submitted by,
Bb Bear, Board Secretary
SLohA Board of Directors Workshop
Wednesday March 7, 2012
President, Kn Lws called the meeting to order at 09:00 a.m. in the Clubhouse.
Roll Call: Bb Bear, Peet Brdun, D Brnd, Ed Clerk, Clf Jnsn, Kn Lws, Chrly Mnc, Alln Rss and Frns Sm all were present. Judie Far was also present.
Stmbug Ixx, Inc. -- Melonknee Kreemcow was present.
It was moved by Chrly Mnc and seconded by Alln Rss that the minutes of Board of Directors meeting of 15 Feb 12 be adopted as presented. Motion passed unanimously.
Melonknee Kreemcow: The Manager's report will be posted in SLR and on the Chug website.
Kn Lws: Kn reminded all Directors of that there will be a float of all Board members in the Fun Day parade this Saturday. He asked that all Directors assemble by 09:30 a.m. at the dog run. There is a letter for all clubs at the office regarding Regulation #2 which asks that clubs provide a one page summary with an annual report showing their activities, the officers and a copy of their financial report. Water-Tech, the company that provides service to us, has gone out of business. However, an employee of that company has joined another company, which is willing to provide the same service at the same cost. A motion will be put forward at the March Board meeting. Directors have a copy of the new contract. New signature cards will be needed and a motion for this will be made at the March Board Meeting. A list of committees and members was announced and assignments will be firmed up at the March Board meeting. The sale of properties was discussed. The plan is to have sealed bids opened at the 21 March BOD meeting, if approval of the lawyer is obtained. A posting will be put up in the Resort with the details of the two properties. A phonevite will also be initiated. A volunteer recognition day will be held Monday, 26 Mar 12, during Koffee Klatch to recognize all volunteers at the Resort. Free coffee and cake will be served. The owners' survey has been returned and 37% of owners responded. The results should be ready by the next Board meeting.
Peet Brdun: Peet Brdun as Chair of the Dock committee suggested that the dock, which will have 18 slips, be completed in two St ages, as there is insufficient funding to complete the entire project. The prices for the present design ranged from $110,000 to $184,000 and only $80,000 had been allocated to the project. The first St age would be to extend a stationery aluminum walkway out to the floating wooden docks. This would mean that new bids will have to be obtained. Peet will make a motion at the March Board meeting for the new specifications to be bid upon by the same three companies that submitted bids on the original design.
Chrly Mnc: Chrly Mnc thanked the owners for voting for him. He gave the financial report as of 31 Jan 12. Our expenses were approximately $37,000 under budget, which does not include the funds in the Contingency Fund. Total Reserves are approximately $2,108,000. Chrly will be making a Motion at the March Board meeting to approve the increases in employee wages, which were recently approved by the Board. Chrly also asked for volunteers for the position of Assistant Treasurer. Chrly told the meeting what an “unqualified audit" meant. Basically it means, “A complete audit. An audit that has been performed and research so thoroughly that the only possible discrepancy would be information that they could not be obtained by the auditor. An unqualified audit analyses both the internal systems of control as well as all of the details of the organization's books. All ancillary documents and support records are used in an unqualified audit. This set aside any possibility of wrongdoing or mismanagement." Chrly will put an article in the S-bag Express on the topic.
Bb Bear: Bb Bear read several letters. The first was from Jm and Mary Harpold requesting a variance for 40 Royal Coachman to better use their lot, in accordance with the Red Book. D Brnd read a letter that D had written to the Board regarding the issue, which urged the Board to approve this plan. The Board of Directors will vote on a motion at the Board meeting whether or not to approve the variance so that the setback would be changed to 2 feet.
The next letter was from Lowe at 22 Wood Ruff Way. It suggested that garbage be picked up once a week during the May to November time period to save the Resort money. Kn pointed out that the existing contract is for twice a week pickup and that this was a 5-year contract so we can't change it until it expires. We can look at this once the contract is up for renewal.
The next letter was from Jhn and Marilyn Geiger concerning the smell of propane in the Clubhouse, which emanates from the kitchen. M. e. l. will have a professional commercial company inspect the kitchen propane stoves as soon as possible to determine what action can be taken regarding this problem to determine if it is poor ventilation or a slow gas leak.
The next letter was from Kenneth and Liliane asbidge concerning two trees, which overhang a neighbor's home and whose roots are in danger of breaking the foundation of their home and driveway. They will plant trees to replace those that are removed. M. e. l. did a report, which indicates that one of these trees' roots was the cause of a damaged sewage pipe on that street. During the discussion, the problem of mistletoe to the live oaks was brought up and M. e. l. will have the mistletoe removed in the new fiscal year, starting 1 Apr 12 by D&D. Mrl Kpp will put an article in the S-bag Express to inform residents. It was the consensus of the Board of Directors to allow the two trees to be taken down at the owner's expense. The next letter was from Clement Dowler, requesting that the Board fund a plaque which lists and honors the 24 World War II veterans living in S-bag Lake Resort, which will hang in the new Annex. This group asked the Fun Day Committee to fund the purchase of this plaque but the Fun Day Committee rejected the request. After much discussion, Doug Porrett volunteered to make an announcement at Koffee Klatch that he would take up a collection for this plaque, which costs $119.73 and turn the funds over to the group.
Bb will make a motion at the next Board meeting concerning the 2012-2013 SLohA meeting dates. All Workshops and BOD Meetings will be held in the Clubhouse, commencing at 09:00 a.m. The Budget Forum and the Town H all Meeting have been combined and there will be five summer meetings. Directors not physically present for the summer meetings can participate via telephone. The summer meetings, as all of the other meetings, are open to all owners and residents.
D Brnd: D Brnd spoke about the new Annex. He said that they are awaiting a site survey and an aerial view. When the site survey is completed, D said that progress will be evident. He said that the doors and windows will have to meet new specification which are to withstand a 110 mph , 3 second gust of wind. The County will have to be contacted as the company that made and installed the windows have gone out of business and the County should have the specifications, given that they approved the installation a year to a year and a half ago. D suggested that an engineer be hired to complete a common set of specifications and drawings so that all bidders would be bidding on the same items. Otherwise the bid proposals would not be consistent with the building that we are hoping to end up with regarding electrical, flooring, exterior finish, air conditioning, duct work, plumbing, etc. These specifications and detailed engineering and architectural drawings will ensure that all bidders will know exactly what is required to be bid on. M. e. l. will confer with Bd on this point. D will obtain estimates and make a motion at the next Board meeting concerning the hire of an engineer to prepare this work.
On the topic of security cameras, D said that one is at Bath House #2, an infrared camera is in the maintenance area and a pool camera. One will be installed in the office area and there is an existing one in the screen room.
D also talked about the stump paint. After much discussion, it was decided that the Resort would purchase the paint and the cost put in next year's budget. An extra temporary maintenance person or a summer student could be hired to paint the stumps and electrical boxes, painting a percentage of all stumps each year.
Ed Clerk: Ed gave a report on the bingo. The bank balance is $6,136.32 and they have a float of $1200. The Bingo intends to donate $1,000 to the Circle of Friends and $1,000 to the Lake Wales Girl Scouts. The last bingo will be 30 Mar 12 and will start up again in Nov 12.
Clf Jnsn: Clf, as Chair of the Red Book Committee, let the meeting know that Covenant #15 is the one item that the Committee feels needs to be amended, as it presently needs 75% of all owners to make changes to the Covenants. The Covenants do no reflect reality and he said that the Committee has several planned advertising methods to let people know how important this modification will be and will enable the Covenants to be in line with the 21st century. He said that he would bring a motion at the next meeting to put this item on the ballot. This amendment did not pass in the past but Clf is enthusiastic that it can be changed.
Alln Rss: Alln spoke on the topic of lighting for the parking lot. He contacted Progress Energy and State Wide Elctc. Progress Energy has not returned any of his calls. State Wide Elctc did respond and attended a meeting last week to go over the specifications that had been developed. The parking lot willl have to meet certain illumination qualities and it has to be designated by an engineer. We could go ahead as we had drawn up, however, without the aid of an engineer, we could be held liable. He said that the best way to proceed was to use an engineer but he did not have any further information at this time.
Frns Sm all: Frns, as Co-Chair of the Election Committee, said that it was a pleasure to work on the Committee this year. There are some changes contemplated to the election process. We are looking at different ways to conduct the election, which would save the Association money and time. This could include an election day with absentee ballots.
Unfinished Business. Three bidders have submitted bids on the sidewalks adjacent to the clubhouse and the post office. Peet will make a motion at the Board meeting.
Six owners had comments.
Meeting was adjourned at 11:32 a.m.
Submitted by,
Bb Bear, Board Secretary