Board Update
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Board Update #139 [2006/04/29]
The Sun City Community Association held its 2nd Quarter Meeting on Thursday, April 27, 2006, at Pinckney Hall. The following is a summary of the meeting:
A. The meeting was called to order at 10 am.
B. Board Members present were:
Al Reuben, President
Jerry McQuaid, Vice President
Jim Mauck, Treasurer
Richard Espinoza, Member at Large
Glenda Morgan, Member at Large
C. Board Members absent were:
Karen Pacifico, Secretary
Scott Middleton, Member at Large
D. The minutes of the January 26, 2006 meeting were approved.
E. The following resolutions were approved by Unanimous Written Consent by the Board during the period between the January 26, 2006 Board Meeting and the April 27, 2006 Board Meeting and announced at this meeting:
RESOLUTION TO APPROVE GOALS FOR THE BOARD OF DIRECTORS FOR 2006 POLICY NO. 0602.1
Article III (C) of the Bylaws of the Sun City Hilton Head Community Association, Inc. states that the Board shall have all of the powers and duties necessary and appropriate for the administration of the Association’s affairs and for performing all responsibilities and exercising all rights of the Association as set forth in the Declaration, the Bylaws, the Articles, and as provided by law.
The Board feels that in order to accomplish all of its duties and responsibilities to the Association and to the community, they should set goals for themselves on an annual basis. This resolution approves its 2006 goals.
RESOLUTION AMENDING 2006 NOMINATING AND ELECTIONS COMMITTEE CHARTERS POLICY NO. 0602.2
The Bylaws of Sun City Hilton Head Community Association, Inc. provide that the Board may appoint a Nominating Committee to advise the Board and recommend homeowners that it determines to be qualified to serve as Association directors.
Additionally, the Bylaws provide that the Board may appoint an Elections Committee to advise the Board and to oversee and manage the election of Class A members to the Board and the election of Neighborhood Representatives and Alternates when applicable.
In the January 26, 2006 meeting, the Board approved revised charters for both the 2006 Nominating Committee and the 2006 Elections Committee
RESOLUTION CALLING FOR THE ELECTION OF A NEIGHBORHOOD COMMITTEE FOR WINDSOR WALK POLICY NO. 0602.3
This resolution calls for the establishment of a Neighborhood Committee for Windsor Walk with an election to take place on May 16, 2006.
RESOLUTION CALLING FOR THE ELECTION OF A NEIGHBORHOOD COMMITTEE FOR THE PRESERVE POLICY NO. 0602.4
This resolution calls for the establishment of a Neighborhood Committee for The Preserve with an election to take place on May 16, 2006.
RESOLUTION CALLING FOR THE ELECTION OF A NEIGHBORHOOD COMMITTEE FOR MURRAY HILL POLICY NO. 0602.5
This resolution calls for the establishment of a Neighborhood Committee for Murray Hill with an election to take place on May 16, 2006.
RESOLUTION FOR APPOINTMENT TO THE FITNESS ADVISORY COMMITTEE POLICY NO. 0602.6
This resolution appoints Susan Esterman to fill the vacancy created on this committee by Barbara Reuben’s resignation for a term expiring 11/1/2006.
RESOLUTION ESTABLISHING A TRANSITION TEAM AND APPOINTING THE MEMBERS OF THIS TEAM POLICY NO. 0602.7
This resolution establishes a Transition Team to provide guidance to Residents, Management and the Board through transition, to develop and implement a transition plan that clearly defines the scope of work necessary to transition the Community from the Developer control to Resident control.
The initial Team Leader will be Joel Spiegel, and the remainder of the Team shall consist of Hugh Dinwiddie, Dick Eberhart, Wally Hollinger, Ira Kirschner, Ed Lenta, John Rotty, and John Varone.
RESOLUTION ESTABLISHING AN ALTERNATIVE INSURANCE PROGRAM FOR PAID CONTRACTORS WHO DO NOT CARRY THEIR OWN INSURANCE POLICY NO. 0602.8
The Board has specified and implied rights and powers to effectuate decisions on behalf of the Association and its member owners and Article VI, Section 6.1 requires that the Association, acting through it’s Board or duly authorized agent, shall obtain and continue in effect if reasonably available “such additional insurance as the Board in its business judgment determines advisable.
Current Chartered Club Rules and Procedures require that “Paid Contractors” working for any Chartered Club carry Personal Liability Insurance and Workman’s Compensation Insurance and provide evidence of this coverage to the Chartered Club prior to doing any work.
The Board of Directors defines a “Paid Contractor” as any person or company who provides a service, for an agreed upon fee, and is not an employee of either the Chartered Club or the Association.
The Board of Directors has exempted from this “Paid Contractor” category, for purposes of the Liability Insurance requirement only, any person or company who is paid a fee or receives an honorarium to make a presentation or conduct a lecture on a one-time basis.
All “Paid Contractors” must meet the Workman’s Compensation Insurance requirement either with a Certificate of Insurance or by signing the appropriate Affidavit of Independent Contractor form and submitting it to the Association.
This resolution amends the current insurance requirements for “Paid Contractors” by putting into place a second insurance alternative for those who do not carry their own Personal Liability and/or Workman’s Compensation Insurance as required and has developed an alternative program, which meets the requirement for Personal Liability and Workman’s Compensation Insurance, so “Paid Contractors” now have a second option.
The Association, to meet the Personal Liability Insurance requirement, will take out a special General Liability Insurance Policy that “Paid Contractors” may join in order to get coverage and to meet the Workman’s Compensation Insurance requirement, the Association will waive the requirement provided, the “Paid Contractor” signs the appropriate Affidavit of Independent Contractor form.
After April 1, 2006, “Paid Contractors” working for either a Chartered Club or the Association will have to provide adequate Personal Liability Insurance and Workman’s Compensation Insurance utilizing one of the following two (2) options:
Option 1: Carry Personal Liability Insurance, (one (1) million per occurrence and two (2) million aggregate) and Workman’s Compensation Insurance (at the Statutory State Limits and include Self) and provide the Community Association with a Certificate of Insurance, for each, to document this coverage is in place.
Option 2: Agree to participate in the Community Association sponsored General Liability Insurance program and pay the appropriate fee ($50 per year for Residents and $100 per year for Non-Residents), in lieu of having their own Personal Liability Insurance. In addition, the Association will waive the required Workman’s Compensation Insurance providing the Paid Contractor signs the appropriate Affidavit of Independent Contractor form, depending on whether or not Club equipment will be used, in lieu of having their own Workman’s Compensation Insurance.
The Association will take out a special General Liability Insurance Policy through, The Camp Team Sports & Event Insurance Specialist, and will pay the annual $500 premium.
Following the implementation date of April 1, 2006, all Paid Contractors will be required to provide adequate insurance by utilizing either Option 1 or Option 2, or a combination of the two, and there will be no exceptions.
RESOLUTION APPROVING APPOINTMENT TO THE PROPERTY AND GROUNDS COMMITTEE POLICY NO. 0603.1
The Property and Grounds Committee requested approval to incorporate an assigned position into a permanent position. This resolution appoints Suzanne Bergman to fill this permanent position created by Stan Raczkowski’s resignation for a term expiring 11/1/2006.
RESOLUTION FOR APPOINTMENT TO RESIDENT COMMUNICATIONS COMMITTEE POLICY NO. 0604.1
This resolution appoints Ross Glatzer to fill the vacancy created by Bruce Tennant’s resignation for a term expiring 11/1/2006.
RESOLUTION PROHIBITING THE USE OF PORTABLE ON DEMAND STORAGE UNITS (PODS) POLICY NO. 0604.2
The Board has considered residents’ requests for use of Portable on Demand Storage (PODS) Units for moving into or out of Sun City Hilton Head and feels that approving use of PODS would threaten the aesthetics and possibly the safety of the Community.
This resolution prohibits use of PODS, for any reason, within the Sun City Hilton Head Community.
RESOLUTION EXPANDING GOVERNMENT AND BUSINESS AFFAIRS COMMITTEE AND APPOINTMENT TO NEW POSITION POLICY NO. 0604.3
The Committee has requested to increase its Membership by adding one additional position with a new maximum of 10 members.
This resolution appoints Don Sager, to fill the vacancy for a term expiring 11/1/2008.
RESOLUTION FOR APPOINTMENT TO VACANCY ON MODIFICATIONS COMMITTEE POLICY NO. 0604.8
This resolution appoints Jim Minnix to fill the vacancy created by Hugh Dinwiddie’s resignation for a term expiring 11/1/2006.
F. Kim Burgess, Controller of the Association presented the results of the First Quarter Financial Results. A synopsis follows:
As a result of higher than anticipated home closings and lower expenses, the Homeowners Association operating results (excluding depreciation) were $165,000 favorable to budget.
Greater revenues and savings in operating expenses resulted in a golf surplus that is favorable to budget by $59,000. The advance from the developer for golf operations stands at $72,000.
G. Bob Mahnke presented his Community Association Executive Director’s Report as follows:
1.) CAM currently has 76 full-time and 71 part-time employees;
2.) All managers participated in an Operational and Office Space planning exercise to address current and future needs through transition;
3.) Damon Williams has replaced Keith Willis as the Common Area Maintenance Director. We are seeking a replacement for Damon in the Golf Maintenance Department;
4.) The web site was launched, residents are continuing to be trained on its use, policy has been developed, content and features have been added, resident awareness and education programs are continuing. The web site had over 18,000 visits and 4,000 users in March, its first month of operation;
5.) The 170 gate house has been set up with computers and equipment to facilitate issuing barcodes from this location, relieving traffic congestion at the 278 gate.
H. Bob Mahnke, Executive Director, presented a Status Report regarding the 1st and 2nd quarters of the Association as follows:
- Financial Goals
# 1B – Achieve closure on the villa insurance issues – completed;
# 1D – Complete risk analysis concerning uninsured assets and develop an approach to protecting them – research completed, asset list in development, final report to be delivered in early second quarter;
# 1E – Document the Club Financial Oversight Process – Finance sub-committee to submit final recommendations end of April/first of May;
# 1F – Develop and implement a plan to expand application of real estate transfer fee – Legal opinion has been requested, response is expected end of April/first of May;
# 2A – Complete and publish a formal assessment of the golf planning model using actual results for 2004/2005 – Research and analysis is complete, preparation of the formal assessment report is in progress and will be delivered the first week in May;
- Governance Goal
# 2A – Develop a comprehensive plan for enforcement of community standards, rules and protection of public safety and community security in the areas of organizational design, staffing, necessary processes, necessary policies – Research and analysis is complete, preparation of the final plan and recommendations to be delivered prior to May 18 Board workshop;
#2 D – Complete the process of upgrading Board-Appointed Committee charters and establishment of selection criteria – charters revised and selection criteria developed and delivered as appropriate by end of April; # 4B – Start up the community internet portal – Developed and launched March 9, marketing and training plan being implemented, resident support plan being implemented, IntelliCommunities is finalizing an evaluation criteria to be delivered by end of April/first of May; Preservation of Lifestyle Goal
#5A – Gather resident input for Argent Lakes Golf Club and Recreation Center project is being driven by Resident Board Members with staff assistance and Committee input, final plans to be approved during the second quarter;
#5B – Secure an acceptable concept for Magnolia Hall – project is being driven by Resident Board Members with assistance from staff and others, final plans to be approved during the second quarter;
- Strategic Planning
# 6A – Develop and implement a Transition Plan – Transition Team appointed and they are working on the Transition Plan
I. Each of the following Board Appointed Committees presented their quarterly reports:
Finance Committee, Jim Mauck
Resident Communication Committee, Perry Molinaro
Modifications Committee, Fred Gumpf
Covenants Committee, Al Bomhoff
Golf Advisory Committee, Al Burfeind
Interclub Council, Richard McCollum
Government and Business Affairs Committee, Jerry Stewart
Property and Grounds Committee, Don Manson
Strategic Planning Committee, Barbara Lenta
(Note: The Strategic Planning Committees Report was presented as a part of the New Business Agenda.)
Fitness Advisory Committee, Elizabeth Swader
Board Awards Committee, Wendy Shepard
Neighborhood Representative Council, Clint Young
Nominating Committee, Bill Pendley
Elections Committee, Wally Hollinger
Transition Team, Joel Spiegel
J. There was no Old Business on the Agenda
K. New Business:
I. Strategic Planning Committee’s Report to the Association
The Strategic Planning Committee has been busy identifying issues for the Board. Barbara Lenta, Chair of the Strategic Planning Committee present its report to the Community Association. A full copy of the report is available at the CAM office as part of the official minutes of the Board Meeting.
II. Establishment of a Revised Modification Fee Structure
The recommended changes to the Modification Fees were not approved last October in conjunction with the budget and other Association fees, and the Board desires to bring charges and fees more inline with the costs of operating the enforcement process. Thus, the Board approved the revised fee structure recommended by management to the Board as follows:
o $25 application fee for concrete work, driveway extensions, covered screen rooms, patio extensions, concrete coatings
o $75 application fee for courtyard areas, pergolas/gazebos, Jacuzzi, outdoor fireplace or kitchen, golf cart garage expansion, room addition to side or rear of home, screen enclosure
o $150 application fee for pools
o Free/no charge would apply to anything not covered under any category above.
o $25 for projects not completed within the allotted time
o Non-compliance fees for those who do not apply for Modifications Permits who have started or completed a project without prior approval will be assessed a fine 4 times that of the application fee. For items in the free category, a $50 fine will be assessed.
o The revised fees would be effective January 1, 2007
(It should be noted that a member of the Modifications Committee spoke against the proposal because he felt the committee did not have input. The committee had discussed fees in Sun City and the surrounding area when previous Pulte management was on the premises. Data from those discussions were used as part of management’s recommendation to the Board.)
III. Revisions to the Recreational Vehicle and Boat Storage Facility Rules
The Board approved revisions to the previously approved rules to include the following:
o • Allow Recreational Vehicles & Boats, with multiple owners, the use of the RV Storage Facility by paying applicable fees. The applicable fees would be billed to one owner, who shall have the responsibility of collecting from the remaining owners.
o • Allow owners of commercially registered Recreational Vehicles to utilize the RV Storage Facility.
o • These rule changes would be effective July 1, 2006.
IV. Revisions to the Guest and Fitness Center Usage Policy
The Board approved a motion that clarified and changed some previously approved guest policies as it relates to Pool and Fitness Center usage. Specifically, the guest policy was revised as follows:
o The purchase of a daily fitness coupon would not entitle the guest to participate in any fitness class without paying the applicable fee, but would allow them access to either Fitness Center for that day.
o Guests will be charged the same rate as residents for classes and ‘additional’ items.
o All guests, even those who are only using the swimming pools, must have guest ID cards obtained for them by their hosting residents.
o Guest ID cards can be obtained from the CAM Office in Pinckney Hall, at any pro shop, at the Hidden Cypress Fitness Center, or the Logo Building
o These rule changes would be effective July 1, 2006.
V. Revision of Lagoon Fishing Rules
The Board desired to revise the community’s fishing rules to protect and preserve the aesthetics of Sun City Hilton Head, and to allow a little more flexibility in accessing lagoons designated as fishing lagoons. The following were the proposed rules changes:
o Fisherman can walk across common ground to reach approved fishing areas, except that they MAY NOT walk across golf course areas to reach fishing lagoons.
o No more than four (4) golf carts will be allowed to park adjacent to any lagoon at any one time. Golf carts must be parked perpendicular to the road, so as not to block any walking trail and not more than one (1) cart width from the street. Anyone found to be in violation of this rule will be ticketed.
o The fishing program will be changed to ‘catch and keep’ until further notice. The Association is not responsible for the quality of the fish in the lagoons, and consumption is at the fisherman’s discretion.
o These rule changes would be effective July 1, 2006.
o This motion was tabled for further consideration as a result of resident feedback to the Board.
L. Vice President Jerry McQuaid and Secretary Karen Pacifico were recognized, at this, their last Quarterly Board Meeting, for having served diligently as Resident Board Members for four and two years respectively.
M. Following announcements and adjournment, the status of the Amenity Process was presented to the Association by Al Reuben. That report will be posted to the Sun City Community Website as a separate document.
The floor was opened for discussion and questions regarding the Community Association. It should be noted that in this segment of the meeting, the chair mis-spoke when he stated that he believed the construction of the Argent II Golf and Recreation Center would be completed prior to home closings in that section. The correct statement is that at least some homes will reach closing prior to the completion of the Argent II Golf and Recreation Center.
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Jerry McQuaid |
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Karen Pacifico |
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Al Reuben |