AGENDA FOR THE
SUN CITY HILTON HEAD BOARD OF DIRECTORS MEETING

 October 28, 2004
PINCKNEY HALL
10:00-Noon 

I.                    Intro/Welcome/Quorum – Ken Hull

 II.                 Call to Order – Ken Hull

 III.               Explanation of Meeting Format – Ken Hull

 IV.               Prior Minutes – Approval of minutes from the April 29, 2004 and July 29, 2004 Board meetings (Attached)

 V.         Consent Agenda **

A.            Resolution Adding Members to Volunteer Recognition Committee and Changing Committee Name to “Board of Directors’ Award Committee” – Policy No. 0407.1           

B.            Resolution Supporting Beaufort County’s Sales Tax Increase – Policy No. 0407.2

C.            Resolution Allowing Purchase of Additional Golf Rounds at Same Per-Round Rate as Initial Rate Category – Policy No. 0409.1

D.            Resolution Approving RV/Boat Club Rules and Regulations for New RV Storage Facility – Policy No. 0409.2

E.            Resolution Approving Recommended Appointments to Board-Appointed Committees – Policy No. 0410.4

** Board Secretary will have a copy for reference

 VI.            Financial Overview – Kim Burgess (to be distributed separately)

 VII.            Executive Director’s Report (by exception) – Bob Mahnke (Attached)

 VIII.            Committee Reports - Attached

A.            Finance Committee Report  - Fred Fochtman

B.            Resident Communication Committee – Juli Yale

C.              Modifications Committee – Al Thomas

D.              Covenants Committee – Kay Brower

E.              Golf Advisory Committee– Marty McMahon

F.               Interclub Council– Jo Stephey

            G.            Government & Business Affairs Committee – Joe Fragale 

            H.            Strategic Planning Committee – Jim Hamilton

I.            Property & Grounds Committee– Ted Reddy

J.            Fitness Advisory Committee – Dick Swader 

IX.       Old Business

A.            Subject:  Revised Traffic Enforcement Policy

                        Background:  The Board requested that the Association’s Executive Director write a revised traffic enforcement policy for all motorized vehicles, inclusive of exceeding posting speed limits, failing to stop at stop signs, driving without a license, driving unlicensed or unregistered vehicles, and all State and County rules of the road.  The proposed policy contains the following procedures:

1.All residents, guests, contractors, vendors, and employees will begin the 2005 calendar year with a clean record.

2.Implementation of this policy will begin with notification to the membership published in the December issue of SunSations and enforcement to start on January 1, 2005.

4.            All traffic violations and traffic stops will be tracked and recorded by Security Officers using a newly created database. 

5.For the purpose of calculating the level of fines, 12 months after each violation the driver’s record will be cleared of that violation. 

6.            Security Officers will use both mobile and stationary radar to strictly enforce posted speed regulations, but will not do so from a concealed location. 

7.Security will utilize 4 unattended radar trailers throughout the community to remind motorized vehicle operators of their speed. 

8.Drivers who receive violations may appeal the violation following our current appeals process.

9.Numbers and types of violations will be published each month in SunSations. 

Pro:  Means that you support this revised traffic enforcement policy as proposed above.

Con:  Means that you do not support this revised traffic enforcement policy as proposed above.

Pro:

Pro:

Pro:

Con:

Con:

Con:

 

X.         New Business

            A.            Appointment of 2005 Nominations Committee

            B.            Subject:  Revised Golf Refund Policy

Background:  The Golf Advisory Committee, the Board, and management desire to revise the current golf refund policy.  The proposed revised policy is as follows:

1.            Refund requests must be submitted in writing to the Director of Golf of the Sun City Hilton Head Community Association. Requests must be made on a timely basis.

2.            Residents who qualify for a refund will have the amount credited on 12/31/2005 to their Sun City Hilton Head Community Association account.  No cash refunds will be permitted, except in the event of death.

3.            Only members who are Sun City Hilton Head residents on 12/31/2005 will qualify for a refund. 

4.            Refund requests must be submitted before October 1, 2005.

5.            Rounds played after the date a refund request is submitted will be billed at the resident non-member rate.

6.            Refunds will be determined as follows:

1)                  There will be no refunds October through December

2)The refund amount is calculated based on the number of rounds played at the rate of the next lowest round tier, reduced by any guest rounds charged to the membership.  For example, a refund request is submitted before October 1, and the resident has played 55 rounds and charged 5 guest rounds to his 100 round membership. The purchase price (excl. admissions tax) of the 100 membership is $1958.00.  The balance of his membership account at the time of the refund request is $702.60.  However, the refund would be calculated as follows:  First, since he played 55 rounds, his rounds would be recalculated using the 50 round rate (55 x $26.11 = $1,436.05).  Second, $178.50 (5 * $35.70) for the guest rounds would be deducted before calculating the refund.  Therefore, the refund amount is  $343.45 ($1,958.00-1,436.05-178.50.)

 

Refunds are available in the event of death.  If the surviving spouse chooses to continue using the membership, the trail pass and, if appropriate, a couples range pass, he/she may do so and no refund would be available.  If the surviving spouse requests a refund, it will be 100% of the unused rounds at the rate per round for the applicable membership and a pro-ration of the time remaining on the trail pass and applicable range pass.

Pro:  Means that you support this revised golf refund policy as proposed above.

Con:  Means that you do not support this revised golf refund policy as proposed above.

Pro:

Pro:

Pro:

Con:

Con:

Con:

            C.            Subject:  Proposed Nomination/Election Rules for Board of Directors

                        Background:  The 2004 Nominating Committee proposes a series of recommendations for future Board elections.  These recommendations include the following (a full write up of the Nominating Committee’s recommendations can be viewed at the CAM Office):

                                                            1.            The Charter for the Nominating Committee will be a separate document from the approved list of candidates, so the Board can approve each on their own merits.

                                                            2.            Any Resident Board Member may chair the Nominating Committee, as long as he/she is not a candidate.

                                                            3.            The Board and the Executive Director will develop broad criteria for measuring the strength of candidates, and will suggest an appropriate maximum number of candidates based on the number of Resident Board Members to be elected.

                                                            4.            The campaign will be limited to 6 weeks.  Space will be provided in Pinckney Hall for candidates to display and/or make available campaign material. 

                        5.            The Election Committee will conduct the Candidate Forums.

                                                            6.            No bulk e-mailings will be permitted by candidates.  E-mails using a ‘blind carbon copy’ technique is permissible.  No e-mail addresses may be obtained from CAM.

                        7.            No campaign signs will be permitted inside or outside of Sun City’s gates.

                                                            8.            One advertisement or interview in SunSations is permitted.  Candidaates may NOT purchase advertising space in SunSations, but may insert a single page flyer at the established rate. 

                                                            9.            Interviews by SunSations staff, and television interviews are permissible, and must be made available to all candidates.  One advertisement screen on the designated Sun City television channel is permitted, but no other Sun City broadcast campaigning is allowed.  Advertising in local media is permissible. 

                                                            10.            Candidates may attend meetings of Board-appointed committees and neighborhood committees to familiarize themselves with the functioning of CAM and the community.  At such meetings, candidates may NOT speak publicly, unless they are members of the committee or are invited to answer questions by the chairman as part of an open question period.

                                                            11.            Candidates may attend any Sun City club meeting, so long as they meet all of the requirements of that club.  Candidates may NOT verbally campaign at club meetings, but may pass out campaign material at the end of the meeting. 

                                                            12.            If non-resident owner and absentee ballots are issued, they will be considered as ballots cast by the respective lot owner with no recourse for replacement.

                                                            13.            Except for absentee ballots and non-resident owner ballots, voting will be limited to one day, with polling stations at a specific site.  All voters will be verified through presentation of the member ID card only, prior to the casting for any ballot.

                                                            14.            No more than one ballot shall be cast on behalf of any lot for the election of Resident Board Member(s). 

Pro:  Means that you support the Nominating Committee’s recommendations for future Board elections as proposed above.

Con:  Means that you do not support the Nominating Committee’s recommendations for future Board elections as proposed above. 

Pro:

Pro:

Pro:

Con:

Con:

Con:

            D.            Subject:  2005 Proposed Budget and Revised 5-Year Financial Plan

            Background:  The Finance Committee recommends approval of the 2005 budget and the 5-year financial plan.  As submitted, the 2005 HOA assessment is $1,445 per lot.  With the new amenities coming online, the HOA Operating Deficit is projected to be ($637,835) for 2005.  A summary sheet is posted with this agenda for further review.    

Pro:  Means that you support the Finance Committee’s recommendations for the 2005 budget and the 5-year financial plan.

Con:  Means that you do not support the Finance Committee’s recommendations for the 2005 budget and the 5-year financial plan.   

Pro:

Pro:

Pro:

Con:

Con:

Con:

 

XI.            Adjournment