MINUTES

SUN CITY HILTON HEAD COMMUNITY ASSOCIATION

BOARD OF DIRECTORS MEETING

October 23, 2003

 

I.                   Introduction/Welcome/Quorum:  Fred Fochtman established a quorum; all Board Directors were present.  Newly elected member, Robert Smith, Land Development Director was present for his first meeting as Member At-Large. Others in attendance were Steve O’Donnell, Executive Director and Kim Burgess, CAM Controller.

 

II.                Call to Order/Explanation of Meeting Protocol:  Board President, Fred Fochtman, announced that this Quarterly Meeting would be re-telecast on October 24 at 6:00 pm and again on October 28 at 5:00 pm.  The format for the open Board Meeting includes an opportunity for resident members to voice their opinion on agenda topics to be acted upon.  Individuals must identify themselves and their position on the agenda topic to Sylvia Higgins, CAM Office Manager before the meeting.  The audience was reminded that Board Members and Management would remain after the meeting is adjourned to answer questions related to the Community Association only.

 

III.       Minutes of the Previous Meeting:  A motion was made, seconded and approved  to accept the minutes of the July 24, 2003 Board  Meeting.

 

IV.       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):  Board Secretary, Steve Koehl, summarized each of the following consent agenda items.  Policy No. 0310.2 – Board appointed Robert B. Smith, Jr. to serve as a member of the Board.  Policy No. 0310.1 provisions to the Board of Directors to develop policies or standard recommendations on appointment of and approval of chartered committees and membership.

V.        Financial Overview (**): Kim Burgess reviewed the financial statements for the July 1, 2003- September 30, 2003 period.  A summary will be posted in Pinckney Hall.

VI.       Executive Directors Report (**): Executive Director, Steve O’Donnell, presented  the quarterly management Report.

VII.           Committee Reports (**):  The following committees presented reports:  Resident Communication, Modification, Covenants, Golf Advisory, Interclub Council, Business Technology, Master Plan, Property and Grounds.  Also, the Volunteer Recognition Task Force presented their final recommendations. 

 

VIII.        Old Business: 

A.            Sports and Fitness Advisory Committee:  The Board proposes the establishment of a standing fitness advisory committee to provide resident input into key issues and concerns affecting major sports and fitness venues.  The Board will ask the Executive Director to develop the appropriate committee charter for the Board’s review.  The Fitness Director will serve as the management liaison to the committee.  Proposal to be effective January 2004.   Motion was passed unanimously.  Mr. Ralph Morrison, resident, expressed his positive opinion to the establishment of this committee.  The proposal was voted upon and unanimously carried.

B.            Gate Update:  The improvement of Hwy 278 and Hwy 170 gate operations was suggested by resident Bob Clark and presented to Al Reuben.  No Board action was taken on this subject; however, Steve O’Donnell presented an overview of the laser-system gate operation.  Both the perception of additional security as well as the security system itself will be positive for our community.  Hwy 170 gate will have one laser reader and therefore one lane of traffic entering the community. The front gate will have both the laser system as well as a manual gate arm, which will be down during the day.  The center lane gate will be activated.  One lane will be button-operated for staff in the p.m.  Transponders will no longer be necessary and are in danger of becoming obsolete in the future.

 

IX.              New Business:

A.        MPC Report on Strategic Planning: The Board extended its thanks for the submission of the report.  It will be accepted after the business portion of the Annual Meeting.

 

B.        Status of 2004 Budget:  The Finance Committee is revising the final version.  It will be presented at the November 18^th Annual Meeting and will be accepted after the meeting. 

 

C.        Activation of 2004 Nominating Committee:  Al Reuben was unanimously appointed chairman of the committee. 

 

D.        Volunteer Recognition Task Force List of Nominees:  During “Committee Reports,” Ed Wiler presented the recommended list of recipients for volunteer recognition.  The list was accepted and a future date will be chosen for the ceremony.

 

E.        Annual Meeting Update:  Fred Fochtman presented a general outline for the November 18 Annual Membership Meeting.  Steve Koehl noted that residents without a designated neighborhood representative will cast votes for themselves.  Other votes will be cast by the Neighborhood Representatives.

 

F.         Deer population Update:  Reporting the conclusion reached by a wildlife biologist following the recent deer survey, Steve O’Donnell noted that our deer population is not yet considered a major problem.  However, Steve also noted that CAM is considering the placement of warning signs to be posted only in natural areas most likely to harbor large deer concentrations.

X.      Adjournment:  There being no further business, the meeting was adjourned at 11:30 am

________________________________

Frederick A. Fochtman, President/Treasurer

The next regular meeting of the Board will be Thursday, January 29, 2004.