MINUTES

MEETING OF THE BOARD OF DIRECTORS

SUN CITY HILTON HEAD COMMUNITY ASSOCIATION

January 29, 2004

1. Introduction/Welcome/Quorum: Fred Fochtman established a quorum; Board Secretary Steve Koehl was not present, due to illness. Board Vice President Jerry McQuaid served as Acting Secretary for this meeting. Community Association Executive Director Steve O’Donnell was absent due to a family emergency. Others in attendance were Kim Burgess, CAM Controller, and Sylvia Higgins, CAM Office Manager.
2. Call to Order/Explanation of Meeting Protocol: Board President, Fred Fochtman, announced that this Quarterly Meeting would be re-telecast on February 2 and February 3 at 2:00 pm and again at 6:00 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.
3. Minutes of the Previous Meeting: Motions were made, seconded and approved to accept the minutes of the October 23, 2003 Board Meeting, and the minutes of the November 18 Annual Meeting.
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): Acting Secretary Jerry McQuaid summarized each of the following consent agenda items. Policy No. 0311.1 – Approval of 2004 Nominating Committee Charter. Policy No. 0311.2 – Establishment of a Fitness Advisory Committee. Policy No. 0311.3 – Approval of Appellate Guidelines for Covenants Rulings That Are Appealed to the Board. Policy No. 0311.4 – Establishment of Parameters for Obtaining Association Records, Reports & Official Documents. Policy No. 0312.2 – Approval of Residents’ Charging Guest Fees (At Prevailing Guest Rates) Against Golf Package. Policy No. 0312.5 – Approval of Mail-in Ballots for Neighborhood Elections.
5. Financial Overview (**): Kim Burgess reviewed the financial statements for the 2003 calendar year. A summary will be posted in Pinckney Hall.
6. Executive Directors Report (**): Because Executive Director, Steve O’Donnell, was not present due to a family emergency; presentation of his Executive Director’s Report was deferred. It will be available for viewing once filed with the complete minute packet in the Wall Street Read Room.
7. Committee Reports (**): The following committees presented reports: Finance, Resident Communication, Modification, Covenants, Golf Advisory, Interclub Council, Property and Grounds, Nominating, and Elections. The Elections Committee recommended that the Board drop the requirement for submission of resumes for Neighborhood Elections. The Board unanimously approved this recommendation. Policy No. 0401.2. The Elections Committee also recommends that the ballots for Neighborhood Elections be delivered in the same envelope as the Board of Directors’ election ballots, eliminating separate preparation, delivery and tabulation of election materials for Neighborhood Elections. The Board unanimously approved this recommendation. Policy No. 0401.3. Also, the Volunteer Recognition Task Force made its final report to the Board. Chair Ed Wiler suggested that the Board consider making the Volunteer Recognition Committee a permanent, standing Board committee.
8. Old Business:
   A. Business & Government Affairs Committee (**): The Board proposes to officially charter the Government & Business Affairs Committee, as recommended in the previously approved recommendations of the Master Plan Committee. The Board intends to appoint residents Phylis Giglinto and Joe Fragale as co-chairs. The motion was called and seconded. There was no discussion. The motion carried unanimously. Policy No. 0401.1 
   
   B. Board of Directors’ 2003 Goals & Accomplishments (**): All Board members participated in a presentation of the Board’s 2003 Goals and Accomplishments. 
   
9. New Business:
   
   A. Golf Cart Rules Changes in Community Rules: Proposal (1) as stated was to amend the existing Community Rules to clarify that Association Security WILL ASK to see a driver’s license and proof of insurance when stopping a golf cart for a traffic violation; and that failure to produce those documents within 5 business days after being stopped will result in the golf cart owner being cited for a violation of the Community Rules. Resident Maureen Wimmer feels that due to the types and amounts of road traffic in the community, driver’s license and proof of insurance for golf carts should be mandatory. Residents Jim Brown and Jerry Dowling felt that requiring a driver’s license for a golf cart owner was going to severely impact residents who were dependent on their golf carts for intra-community transportation. Resident Board Member Al Reuben agreed with the lifestyle impact as expressed, but felt that our agreement with the Beaufort County Sheriff’s Department, which allows them to access the community at will and to issue citations for observed violations could not be ignored. Resident Board Member Jerry McQuaid said that the ‘con’ position on this proposal was discussed at length among the Board members. He further opined that we have no way of determining when a resident was too impaired to drive and could not simply ‘close our eyes to the problem. He feels the Board is duty-bound to ensure the safety of the majority of the residents of this community. A motion was made and seconded to accept Proposal (1). There was no further discussion. The motion passed unanimously. (Policy No. 0401.4) Proposal (2) as stated that the Community Rules would be amended to require all golf cart operating within the community be registered with the Association; that proof of insurance be shown as part of the registration process; and that an Association registration decal be prominently affixed to the golf cart windshield. Resident Maureen Wimmer spoke in favor of the proposal, voicing the opinion that since golf carts are subject to the same rules of the road as other motor vehicles, they should be subject to the same requirements (registration, proof of insurance, and decal). Golf cart registration would also be beneficial in identifying the owners of golf carts who are involved in golf cart accidents in the community. Resident Board Member Al Reuben suggested that insurance coverage for golf carts might be obtained most cost-effectively through a homeowner’s policy. A motion was made and seconded to accept Proposal (2). There was no further discussion. The motion passed unanimously. Policy No. 0401.5
   
   B. Board of Directors’ 2004 Goals: The Board’s 2004 financial goals are 1) improve its ability to oversee financial operations and communicate the financial condition of the community association to the residents; and 2) implement the necessary systems and procedures required to assure a smooth transition of golf operations. The Strategic Planning Goals are 1) assess the efforts of the Government & Business Affairs Committee and provide direction for charter refinement extension of responsibilities, and identify the level of government & business affiliations that should be pursued; and 2) establish a Strategic Planning Committee to ensure definition of charter parameters and purpose. Community Governance goals are 1) enhance governance by improving the Neighborhood structure & setting more definitive guidance for those operating within the purview of the Board and its committees; and 2) improve on Board communications by expanding communication venues, embracing technological advances, more fully integrating resident input in Board initiatives, and continuing to provide as-needed direction for SunSations. The Preservation Lifestyle goal is to enhance Board stewardship of community lifestyle by overseeing the amenity planning & development process, fortifying realistic policies and rules, and creating facility use database to assist in future planning. Motion to approve was made and seconded. There was no discussion. The motion to approve the Board’s 2004 goals passed unanimously. Policy No. 0401.6
   
10. Adjournment: There being no further business, the meeting was adjourned.