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Board Update #149 [2006/08/16]

 

Report of Board Meeting Download the PDF file here.

 

The Board of Directors held its Quarterly Meeting at Pinckney Hall on Thursday, July 27, 2006.  As always, the Quarterly Meetings are open to all residents and presented live and subsequently repeated on Channel 50.  The following is a summary of the meeting.

 

A.     The minutes of the April 27, 2006 Board Meeting and the June 15, 2006 Organizational Meeting were approved.

B.     The following were approved by Unanimous Written Consent of the Board (UWC) between the April 27, meeting and the July 27, meeting—

1. A policy related to appointments to Board Appointed Committees.

2. An amendment to the Revised resolution for Board Appointed Committee Appointments to provide for the removal of committee members under certain circumstances.

3. The approval of an appointment to a vacancy on the Covenants Committee.

4. The approval of an appointment to a vacancy on the Resident Communications Committee

5. The approval of revised charters for each of the following Board Appointed Committees---

1. Property and Grounds Committee

2. Finance Committee Golf Advisory Committee

3. Golf Advisory Committee

4. Government and Business Affairs Committee

5. Fitness Advisory Committee

6. Board of Directors Award Committee

7. Strategic Planning Committee

8. Modifications Committee

9. Resident Communications Committee

10. Covenants Committee

6.  The approval of a change in the appointment of Developer’s Directors/Officers to the Board.

7. The approval of a call for an election of Neighborhood Committee for Basket Walk.

8. The approval of an amendment to the policy establishing an alternative insurance program for paid contractors who do not carry their own policies.

C.     The financial overview by the Association’s Controller, reflected the following variances to the budget:

Homeowners Association Net Revenue, $117,000 favorable to budget

Homeowners Association Expenses, $80,000 favorable to budget

Golf Net Revenue, $98,000 favorable to budget

Golf Expenses (Excluding Depreciation), $41,000 favorable to budget

 

TOTAL NET REVENUES:  $215,000 favorable to budget

TOTAL EXPENSES (Ex-depreciation) $121,000 favorable to budget

 

D.    Bob Mahnke presented his Quarterly Executive Director’s Report.  The highlights follow:

1.      Staffing

·        The community association now employs a total of 157 employees, of which 74 are full-time and 83 are part-time.

2.      Management Direction from the Board

·        Finalized an agreement with Progressive Technology, Inc., a local computer consulting firm, outlining the work they are going to perform for the Association

·        The chartered Club Rules & Procedures have been revised and are now in place.

3.      All Departments

·        Budget and five-year plan work continues.

4.      Administration

·        Completed the final revisions to the reserve study and received the final report.

5.      Golf Operations & Maintenance

·        Rounds played are steadily increasing.  Hidden Cyprus alone is almost 6,000 rounds ahead in the first six months vs. the same period in 2005.

6.      Fitness

·        The fitness center’s Osteoporosis Program won an award entitled “2006 Innovated and Creative Program Award” from the American College of Sports Medicine.

·        Beaufort County Game registration packages are now available.

7.      Activities

·        During the second quarter we held 20 special events.

8.      Communications

·        The addendum for the 2006 telephone directory is near completion.  It will be posted on the website.

·        The hurricane packet is now posted on the website.

·        The website has 4,324 registered users through June.

9.      Facilities Management

·        Testing of the barcode validation system continues.

·        Additional pool furniture has been delivered to the Hidden Cyprus pool and additional pool furniture has been ordered for the Riverbend pool.

10.  Common Area Maintenance

·        Began the annual pruning of trees and shrubs. This will include removal of dead fronds from the palm trees.

11.  Community Standards

·        Initiated a neighborhood walk-through program for the purpose of identifying and correcting common area problems or property violations.

 

E.     An update of Bob Mahnke’s report of the status of the Board’s Goals and Objectives was presented.  Any subjects not completed in 2006, will be transferred to the Board’ Goals and Objectives for 2007.  That document will be presented to the Membership of the Association at the October Board Meeting or the Annual Meeting scheduled for November 9.

F.      As is the custom at the Board Meetings, each of the Board Appointed Committees presented reports of their doings over the last quarter.

G.    The following resolutions were passed by the Board:

1.      Revision of Lagoon Fishing Rules

1. Only those lagoons designated as “fishing lagoon” and signed appropriately are open to all residents and their accompanied guests. No fishing on the golf course side of any designated “fishing lagoon

2. Residents and their accompanied guests are allowed to fish in any lagoon located adjacent to their property but cannot fish behind any other property.

3. Fishermen can walk across common areas to reach designated “fishing lagoons,” with the exception that they MAY NOT walk across the golf course areas.

4. Parking of golf carts on the grass adjacent to lagoons must be in marked parking areas only and is limited to the maximum number of golf carts as posted.  All golf carts must be parked within the marked parking area only.  If the marked parking areas are full, or if the designated “fishing lagoon” does not have a marked parking area, golf carts may park on any side street, but not less than 20 feet from an intersection.  No parking will be allowed along any main street nor will any marked parking areas be located along any main street.  For this purpose the main streets are Sun City Blvd., Sun City Lane, Del Webb Blvd., Col Thomas Heyward, Argent Way, Red Dam Road and Tide Watch Drive.

5. Catch and keep is permitted, unless otherwise announced by the Executive Director and/or the Board of Directors.

6. Fish may not be moved from one lagoon to another.

7. Residents may not stock any lagoon.

8. These rule changes have an effective date of September 1, 2006.

2.      Revised Policy on Use of Portable on Demand Storage Units.

The Board previously approved a Policy prohibiting the use on PODS in the Community, fearing that they would threaten the aesthetics and possibly the safety of the Community.  It has since been demonstrated that PODS are becoming the routine means used for moving household goods from one location to another, and that prohibiting their use would negatively impact many residents’ ability to move their belongings into their new home on a timely basis.  Therefore, the Board approved the use of PODS within the Community with the following provisions:

1. Residents may have Portable on Demand Storage units placed in driveways for the purpose of packing or unpacking for a period of 48 hours.

2. A fine of $100 per day, or portion thereof, that the unit remains beyond the 48-hour period will apply.

3. If the unit remains in place for five (5) days beyond the 48-hour period, the Community Association will have the option of having the unit removed and the cost of removal charged to the resident.

4. This policy would be effective immediately.

3.      Policy for Golf No-Shows---

The Golf Advisory Committee recommended a Policy to penalize no-shows who reserve tee times for golf and then do not show up for play.  The Board agreed with the GAC’s recommended policy and approved it as follows---

1. In addition to the request for date, time, and course, an accurate request for 9 or 18 holes and the exact number of players will be required for all tee time reservations.

2. Once a tee time is assigned, the players will be required to show up and pay for the number of holes requested. 

3. Should any of the players not show up or properly cancel the reservation, they will be charged the full amount of their tee time reservation.

4. A phone call to the pro shop the day before or sooner will cancel the reservation.

5. Cancellations the day of the tee time will be allowed, but must be made at least one-half hour before the first tee time of the day, or two hours before the scheduled tee time.

6. Should play be limited to cart path only, players will have the option not to play without penalty. 

7. The rain check policy remains the same as provided in the Handbook for Golfers. 

8. This Policy goes into effect October 1, 2006.

H.    It was announced that Resident Board Member Jo Stephey will be the Chair for the 2007 Board of Directors election.  A Unanimous Written Consent (UWC) will be created to confirm that decision.

 

 

Bob Hooper	bob.hooper@oursuncityhiltonhead.net
Jo Stephey	jo.stephey@oursuncityhiltonhead.net
Al Reuben	al.reuben@oursuncityhiltonhead.net