Preliminary Minutes: Board Meeting 08/08/2002
Navigation: SCHHCA > Board Index > Board Meetings > Minutes 20020808
This is not an official document of the Association. The webmaster believes it to be a faithful rendition of the official document, which may be seen at the Association office.
MINUTES
SUN CITY HILTON HEAD COMMUNITY ASSOCIATION
BOARD OF DIRECTORS MEETING
August 8, 2002
1. Call to Order: Ken Hull called the meeting to order.
2. Quorum: Secretary Steve Koehl stated that six members of the Board of Directors were present and a quorum was established. Directors present were Ken Hull, Ed Wiler, John Ragan, Jerry McQuaid, Steve Koehl, and Bob Rademacher. Board member Richard Espinoza was absent. Steve O’Donnell, Vice President and Executive Director of CAM, Kimberly Burgess, CAM Controller, and Sylvia Higgins, CAM Office Manager were also present.
3. Prior Minutes: A motion to dispense with the reading of the minutes of the April 25, 2002 meeting of the Board meeting was made and seconded, and the minutes were approved.
4. Consent Agenda (**Attachments included in agenda packet are available for viewing in the Wall Street Reading Room. Copies may be obtained through the CAM Administrative Office at the requester’s expense): The following were noted as items that have already been approved or are routine housekeeping items that require acknowledgement: a) Acknowledgement of Resolution Approving Ella Davis for Appointment to Modifications Committee, Policy No. 0206.1. b) Acknowledgement of Resolution Approving Kay Brower for Appointment to Covenants Committee, Policy No. 0205.1. c) Acknowledgement of Developer Appointment of Robert A. Rademacher to Board of Directors, Policy No. 0205.2.
5. Financial Report (**): Kim Burgess, CAM Controller, gave the financial report for the first half (January 1, 2002 – June 30, 2002). The highlights of the year-to-date results included the following: Total gross revenues totaled $2,887,000; Expenses totaled $3,747,000; resulting in an operating deficit of $860,000 for the period. CAM & Golf budgeted a combined shortfall of $983,000, which resulted in a positive variance of $123,000. Reserve Fund for Capital Assets began the year with $484,000, adding $90,000 during the first six months, with expenditures of $151,000 – resulting in a balance of $423,000 in the fund YTD. Reserve Fund for Golf began the year with $646,000, adding $58,000 in the first six months, with expenses of $77,000 – resulting in a balance of $627,000 YTD.
6. Executive Director’s Report (**): Executive Director, Steve O’Donnell, presented the quarterly management report. Highlights are as follows: The Board concurred with these Management recommendations: a) Emergency telephones at all golf course rest facilities & lightning arresters for golf course “signature” trees; b) Repair of the main gate entry facilities to their original condition; c) Approval of a modified traffic flow program for the main gate entry; d) Support for a joint Webb/Shalom Club sponsored 9/11 Memorial; e) Webb-funded expansion/relocation of horseshoe pits; f) Webb-funded improvement/relocation of basketball court; g) Webb/Coca-Cola sponsored automated scoreboard, and 1-year trial program for advertising banners at the softball field; h) Support of the Men’s Club sponsored kiosk for newspaper vending racks. The Activities staff completed a full turnover, with Ryan Jackson as Director, and Julie Marchesi and Randi Tanner as assistants. Tim Darby was promoted to Security Manager position, replacing Linda Merhlich who was hired into the Community Standards assistant position. Following notification from the Pulte Risk Management Office that various changes to Association insurance policies were being implemented, Executive Director has begun the process to convert to an independent carrier. Pulte retains prior policy provisions through August ’03 to provide sufficient time for conversion. Del Webb approved a revised edition of the Design Guidelines, along with a separate edition for the Riverbend neighborhood. The internal Hurricane Preparedness Plan was updated. Three-way stop signs and appropriate street markings were added at Sun City Blvd and Sun City Lane. Mike Purvis and the Golf Maintenance crew came in $115,000 below budget for the first six months of the year, without comprising course quality or playing conditions. Materials for the Hidden Cypress Golf Maintenance building have arrived; expect this Webb-funded project to be completed sometime in October.
7. Committee Reports: (**): The following committees presented committee Reports: Finance Committee, Resident Communications, Modifications, Covenants, Golf Advisory, Interclub Council, and Safety & Services Team.
8. Old Business - none
9. New Business
a) Member Participation in Board Meetings (Trial): After the Resolution was read and the ground rules were explained, a motion was made to approve a one-year trial period for allowing greater member participation in Board meetings. The motion was seconded and approved. Policy No. 0207.2
b) New Committee Appointments: The Executive Director read the charters and made membership recommendations for the following proposed Board-appointed committees: 1) Business Technology Committee – an ad hoc committee with Bob Rasmussen as chair, and Ted Furst as member, with first order of business being to identify 1-3 more committee members; Policy No. 0208.2; 2) Master Planning Committee – an ad hoc committee with Jim Hamilton as chair, Phyllis Giglinto, Joe Fragale, Rich North, and Bob Replogle as members; Policy No. 0208.3; 3) Property & Grounds Committee – a Standing Committee with Stan Raczkowski as chair, and Ted Reddy, Bill Heckman, Dick Swader, and Margaret Benjamin as members; Policy No. 0208.4. A motion to accept these charters and memberships was made and seconded. There was no discussion, and the motion carried.
c) Restate & Amend “No Solicitation” Policy – Policy No. 0207.3: After a motion and a second for approval of this policy was made, there was a brief discussion by the Board
Discussion by the audience: Resident Lou Herzog, Vice President of the Republican Club, stated that the policy should stipulate something other than “Association mailbox” because the Association does not repair or replace the lower mailbox. He also stated that it was not feasible for clubs, whether “outside” or chartered, to have to get approval from the Executive Director for distribution of community-wide newsletters.
Resident Linda McCartney, who has signed up to speak negatively on this policy, stated that her concerns had been answered.
Ed Wiler moved to postpone a vote by the Board until they have an opportunity to review the policy in-depth. Board member Jerry McQuaid stated that he had received many negative comments on the proposed policy and concurred that a Board vote should be postponed. A motion was made and seconded to postpone voting on this policy, pending further review by the Board. There was no discussion, and the motion carried.
d) Annual Meeting Date: In order to correlate with the recent change in the Association’s fiscal year to a calendar year, a motion was made and seconded to hold the annual membership meeting sometime, date TBD, during the first two weeks of November, but no later than December 1, 2002. There was no discussion, and the motion carried.
e) Amend Community Rules, Section II, Source of Authority – Policy No. 0207.4: The policy Resolution was read and explained. Resident Steve Koehl suggested amending the policy for a $25 fine for first notice of all violations. Traffic fines would allow for $50 for a first violation. A move was made and seconded to accept the policy with Mr. Koehl’s suggested change. There was no further discussion, and the motion carried.
f) Modifications Committee’s “No Permit” Fee Recommendation – Policy No. 0208.5: It was explained that the proposed $50 fee would be assessed if modifications work commenced and/or was completed without a permit.
Discussion by the audience: Resident Bill Brehio stated that the resident’s contractor should be assessed this fine instead of the resident. The “onus” should be on the contractor to make a report if he doesn’t see a posted permit prior to beginning work on behalf of a resident.
A motion was made and seconded for approval of the “no permit” fee. There was no further discussion, and the motion carried.
g) Fixed Asset Inventory – Policy No. 0208.5: The Finance Committee recommended that the Board approve an increase in the Association’s fixed asset capitalization threshold from $1,000 to $2,000, and to perform a physical asset inventory every two years in conjunction with the Reserve Study. A motion to approve was made and seconded. There was no further discussion, and the motion carried.
h) Credit and Collection Policy – Policy No. 0208.1: Existing Policy No. 9605.4 does not reflect changes in assessment billing cycle, or provide direction for extension of credit and the collection thereof, for charges other than assessments, or charges made by non-residents. Policy No. 0208.1 establishes a more detailed process for collecting delinquent accounts. A motion to approve the Credit and Collection Policy was made and seconded. There was no further discussion, and the motion carried.
10. Adjournment – There being no further business to discuss, the meeting was adjourned.
_____________________________
Kenneth R. Hull, President
The next regular meeting of the Board will be Thursday, October 24, 2002.
Material provided by CAM, 09/16/2002. Page revised: March 22, 2004 .