BE IT REMEMBEREDthat the Board of Directors met in the Clubhouse, Hide-A-Way, Pearl River County, Mississippi, on the 8th day of October and the following proceedings were had and done.
The regular monthly meeting was called to order by President, Kathy Busco.
The roll call is as follows:
Kathy Busco, President Present
John Rodish, Vice President Present
Jim Danton, Secretary/Treasurer Present
Beth Ennis, Director Present
Donna Rushton, Director Absent
Danny Stockstill, Director Present
Jim Wells, Director Absent
All members of the Board were present or accounted for.
The Security Contractor’s Report was presented for September 2008.
The Chair entertained a motion to waive the reading of the Minutes of the Board meeting of September 10, 2008. Jim Danton acknowledged the motion, Danny Stockstill seconded the motion. Unanimously approved.
The Chair entertained a motion to approve of the Minutes of the Board meeting of September 10, 2008. John Rodish acknowledged the motion, Beth Ennis seconded the motion. Unanimously approved.
Manager’s Report – Bruce Devillier
1. Our fiscal year ended on September 30, 2008. The new fiscal year began October 1, 2008. Whitfield and Company PC has begun the audit on last year’s business.
2. The new telephone system for the lodge’s office and restaurant was purchased and installed last month by Universal Com One at a total cost of $5,214.94. The resolution for this is forthcoming.
3. The coverage for the water system tower insurance was renewed last month with Traveler’s Insurance for $6,300.00.
4. Effective with the December 25, 2008 billing statements, the late charge fee will increase from $12.00 to $15.00 for all property owners who fail to make their monthly statement payment on time. The resolution for this rate increase is forthcoming.
5. Signs regarding the snail population in our lake have been posted by the Mississippi Department of Agriculture and Commerce with continuing publication in the Echoes newsletter for the property owners to remove the pink cluster of eggs to help reduce the snail population.
6. Final distribution maps of our water system were completed last month by Owen and White engineering firm.
7. The annual fee of $2,566.28 was paid last month to the Mississippi State Department of Health for the monthly water testing.
8. Fourteen septic tanks were inspected last month. All fourteen tanks were fine. In October, nineteen septic tanks will be inspected in addition to all treatment plants being inspected.
9. The following is a report of our delinquent accounts:
65 accounts are in the process of being worked in-house $ 11,455.18
13 accounts have received judgments $ 22,746.60
8 accounts are being worked by attorney 24,146.54
Total $ 58,348.32
200 accounts were assessed the $12.00 late fee in September.
STANDING COMMITTEE REPORTS
Architectural/Variances – Jim Wells (read by Kathy Busco)
The number of houses to date, including any new home construction in this report are 943. The architectural committee approved the following: (2) additions and (1) asphalt driveway.
Finance Committee Report – Jim Danton
$ 5,183.65 BANKPLUS – Operating Account
1,200.00 Petty Cash
2,500.00 BankPlus – Payroll Account
$ 8,883.65 Total Checkbook, Payroll, and Petty Cash
$ 64,998.09 BANKPLUS – Business Resource Account
75,854.93 BANKPLUS Capital Reserve Account
53,262.60 Regions Bank Capital Reserve Account
51,340.08 First National Bank - Board Contingency Account
$245,455.70 Total Savings
$ 50,000.00 CD - BANKPLUS
40,000.00 CD - Edward Jones
35,000.00 CD - Edward Jones
$ 125,000.00 Total CDs
TOTAL RESERVE $370,455.70
GRAND TOTAL $379,339.35
$ 173,620.43 Checks and Debits made 08/26/08 through 09/30/08 from BankPlus Operating Account
$ 169,418.55 Deposits made 08/26/08 through 09/30/08 from BankPlus Operating Account
On October 1, 2008, during the work session the Board of Directors reviewed checks #023105 through #023170 which were disbursed 08/26/08 through 09/30/08.
Security Safety, Fire Committee & Boat Sub-Committee– John Rodish
The Security Committee met on September 17, 2008. One of the major topics discussed was the Neighborhood Watch Program. The steering committee has been working on finalizing it and will turn it over to the Security Committee for this month’s meeting. The committee will then take a look at it and decide where to go with the Neighborhood Watch Program. A lot of people said it was too complicated with the block meetings, etc. so the steering committee really simplified it. What it boils down to is “I look out for you, you look out for me”.
We had eighty-eight citations written by Security for the month of September. Security is paid to enforce the rules given to them to enforce by Hide-A-Way. It is imperative that property owners and the visitors they call in realize that 25 miles an hour means anything over that will result in a citation which doubles with each subsequent citation written. While many of the eighty-eight citations are for other infractions, most are still for speeding violations. As the number of citations an individual receives increases, the fines increase with the hope that a greater financial impact will eventually act as a deterrent.
The Southgate issue is still in the hands of the courts. There is a talk that this situation should be reviewed in the next month or so.
We have an opening on the Security Committee and I would like to make a motion for Board approval to appoint Ron Scheuermann. He was on the Security Committee once before, on the Board of Directors, and he was a former sheriff so he surely knows all the traffic laws, etc. (Danny Stockstill seconds the motion and all members present voted in favor of appointing Ron Scheuermann to the committee.)
Lake Quality – Danny Stockstill
Lake water samples were taken as scheduled from four locations on October 1, 2008. All samples were below the maximum allowable Mississippi standard level for recreational waters.
Rainfall for the month of September was not available at the time of this report.
Long Range Planning– Kathy Busco
Long Range Planning met and discussed last week at the work session the following items: a chlorine moniter, upgrade to Well #2, a new security vehicle, maintenance equipment, playground equipment, a new gate system, and A/C for the lodge as well as an interior renovation.
Social Committee – Beth Ennis
The Committee did not meet this month but as an update for the Board the Flea Market was a success with many thanks going to Security for their assistance with traffic and parking. They have made the Committee’s job so much easier. Upcoming events include: Toys for Tots, Breakfast with Santa, a fishing rodeo in March, and the upcoming aluminum can/newspaper drive Saturday, October 11 at the Lodge to collect any donations property owners might have. Also, don’t forget about the Halloween Dance October 25th.
Public Affairs – Donna Rushton (read by Danny Stockstill)
Two more trees were donated this month. One was donated in memory of Hughie Hughes and one in memory of Frederick Lee, father of Ingram Lee.
UNFINISHED BUSINESS
None
NEW BUSINESS
A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. ratifies the September 12, 2008 email poll to purchase a new telephone system for the lodge’s office and restaurant and to relocate the telephone system from the janitor’s room to the storage room.
WHEREAS the Lucent system has become obsolete, and;
WHEREAS the Lucent telephones had become costly to replace, and;
WHEREAS relocating the telephone system from the janitor’s room to the storage room is advantageous since the storage room does not contain cleaning chemicals or humidity from the washing machine and dryer, and;
WHEREAS four (4) invitations for quotes on a new telephone system went out and upon receiving four (4) quotes for the purchase of a new telephone system for the lodge’s office and restaurant:
Company Name Bid Amount
Universal Com One $4,373.88 with 2 year warranty
CDE $4,089.98 with 1 year warranty
STC $5,675.00 with 1 year warranty
Avaya $4,503.19 with 1 year warranty
WHEREAS Universal Com One submitted an estimate of $500.00 to relocate the telephone system from the janitor’s room to the storage room.
NOW THEREFORE be it resolved the Board of Directors of Hide-A-Way Lake Club, Inc. ratifies the September 12, 2008 email poll to purchase a new telephone system for the lodge’s office and restaurant from Universal Com One and to have them relocate the telephone system from the janitor’s room to the storage room.
Kathy Busco – President For
John Rodish – Vice President For
Jim Danton – Secretary/Treasurer For
Beth Ennis – Director For
Donna Rushton – Director Absent
Danny Stockstill – Director For
Jim Wells – Director Absent
Resolution offered by Jim Danton seconded by Danny Stockstill on this 8th day of October , 2008.
A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. finds it necessary to increase the late charge fee from $12.00 to $15.00 on all property owners who fails to make their monthly statement payment on time.
NOW THEREFORE be it resolved effective with the December 25, 2008 billing statement, the Board of Directors of Hide-A-Way Lake Club, Inc. approves the late charge fee increase from $12.00 to $15.00 on all property owners billing statements who fails to make their monthly payment on time.
Resolution offered by Jim Danton seconded by John Rodish on this 8th day of October , 2008
Kathy Busco – President For
John Rodish – Vice President For
Jim Danton – Secretary/Treasurer For
Beth Ennis – Director For
Donna Rushton – Director Absent
Danny Stockstill – Director For
Jim Wells – Director Absent
ADJOURNMENT
Motion to adjourn given by John Rodish, Beth Ennis seconded the motion. The meeting was adjourned by a unanimous vote of the Directors.
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KATHY BUSCO, PRESIDENT
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JIM DANTON, SECRETARY/TREASURER
