AGENDA FOR THE
SUN CITY HILTON HEAD BOARD OF DIRECTORS MEETING
January 31, 2003
Pinckney Hall
10:00-Noon 

I.                    Introduction/Welcome/Quorum

II.                 Call to Order/Explain Meeting Protocol & General Announcements

III.               Minutes of Previous Meeting – Approval of November 14, 2002 special meeting minutes and October 24, 2002 meeting minutes (Attachments 1 & 2)

IV.               Consent Agenda

A.     Unanimous Written Consent Approving Reappointments to Modifications Committee – Policy No. 0211.2 (Attachment 3)

B.      Unanimous Written Consent Establishing 2003 Elections Committee – Policy No. 0211.3 (Attachment 4)

C.     Unanimous Written Consent Establishing Hidden Cypress Neighborhood Committee – Policy No. 0212.1 (Attachment 5)

D.     Unanimous Written Consent Approving Addition of William Pendley & James Lau to Master Plan Committee – Policy No. 0212.3 (Attachment 6)

E.      Unanimous Written Consent Approving Over Budget Request for Golf Cart Path Repairs – Policy No. 0212.4 (Attachment 7)

F.      Unanimous Written Consent Adopting Election Committee’s Procedures and Rules – Policy No. 0301.2 (Attachment 8)

V.                 Financial Overview – Summary of financial condition for the period October 1, 2002 through December 31, 2002 and overall results for CY 2002 – Kim Burgess (Attachment 9)

VI        Executive Director’s Report (by exception)– Steve O’Donnell (Attachment 10)

VII      Committee Reports

A.  Finance Committee Report  (Attachment 11)

B.  Resident Communication Committee (Attachment 12)

C.  Modifications Committee (Attachment 13)

D.  Covenants Committee (Attachment 14)

E.  Golf Advisory Committee (Attachment 15)

F.   Interclub Council (Attachment 16)

G.     Safety Advisory Committee (Attachment 17)

H.      Business Technology Committee (Attachment 18)

I.        Master Plan Committee (Attachment 19)

J.       Property & Grounds Committee (Attachment 20)

K.      Nominating Committee (Attachment 21)

L.      Elections Committee (Attachment 22)

VIII.    Old Business

A.   Subject:  Board Goals and Objectives and Other CY 2002 Accomplishments – (Attachment 23)

Background:  The Board President will provide summarized comments pertaining to 2002 Board goals and accomplishments.  No formal action is necessary. 

IX.      New Business

A.      Subject:  BOD Goals and Objectives for 2003 – (Attachment 24)

Background:  The Board President will provide summarized comments pertaining to the Board’s recently established goals and objectives for 2003.  The Board will formally adopt the goals. 

B.      Subject:  Softball Field Banners – Consider Trial Results

Background:  In March 2001, a 1-year trial period was approved for the Softball Club to solicit advertising revenue to offset club and Association costs to maintain and improve the softball field.  Advertisers received “banners” for their revenue contribution, and the banners were displayed on the outfield fence.  The Board will consider whether or not the advertising banner program should be continued. 

Pro/Con: 

·         Speaking in favor of the subject (pro) supports the continuation of the banner program.

·         Speaking against the subject (con) means you do not support the continuation of the banner program.

C.      Subject:  Revisit Common Area Landscape Encroachment Policy/“Restore at Time of Sale” Provision 

Background:  At the October 24, 2002 Board meeting, the Board approved a policy that prohibited encroachment of common areas by residential property owners.  Due to potential misunderstandings by current property owners, however, the Board allowed for a quasi-grandfathering provision for actual (existing) encroachments, so long as the current owner agreed to fully restore the area to its original state, when and if the property were to be subsequently sold.

Proposal:  The Board will reconsider the restoration provision of the policy, to fully grandfather actual (existing) encroachments and to leave any future restoration requirement as a matter to be negotiated between seller and buyer. 

Pro/Con:

·         Speaking in favor of the proposal (pro) supports the Board’s position to reconsider the policy provision, and to change the provision to fully grandfather actual (existing) encroachments; to not require area restoration at the time of subsequent sale; and to leave the area restoration issue as an item to be negotiated between seller and buyer at the time of sale.

·         Speaking against the proposal (con) means that you either support the policy provision as it currently reads, or that you favor a change, but not necessarily the one being proposed by the Board. 

D.     Subject:  Modifications to the Vendor Decal Policy (Attachments 22 & 23)

Background:  The Vendor Decal Program, originally established in the 1998-1999 timeframe, was revised and formally activated in January 2002.  Assessing commercial vendors who profit from community business is a common practice in Bluffton and Hilton Head gated communities, where revenues are used to mitigate annual assessments, and to defray Association expenses.  Sun City Hilton Head Community Association vendor fees are 15-20% lower than other gated communities, and many vendor categories are fee-exempt; e.g. utilities, postal, emergency, home care, domestics.

Proposal:  The Board will consider whether or not other vendor categories should be added to the fee-exempt list.  Examples being considered for exemption are tow trucks, florists, and home repair services. 

Pro/Con:

·         Speaking in favor of the proposal (pro) supports a position to add more vendor categories, such as those examples cited above, to the fee-exempt list. 

·         Speaking against the proposal (con) supports the program as it is currently stated, and makes no further additions to the fee-exempt vendor list. 

X.            Adjournment