BE IT REMEMBEREDthat the Board of Directors met in the Clubhouse, Hide-A-Way, Pearl River County, Mississippi, on the 9th day of July 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 Present
Danny Stockstill, Director Present
Jim Wells, Director Present
All members of the Board were present or accounted for.
The Security Contractor’s Report was presented for June 2008.
The Chair entertained a motion to waive the reading of the Minutes of the Board meeting of June 11, 2008. Jim Danton acknowledged the motion, Donna Ruston seconded the motion. Unanimously approved.
The Chair entertained a motion to approve of the Minutes of the Board meeting of June 11, 2008. John Rodish acknowledged the motion, Jim Wells seconded the motion. Unanimously approved.
Manager’s Report
1. Last month, the electrical work for the new maintenance building was installed by ABC Electric at a cost of $4,360.00. Coast Electric Power Assn. installed the new meter and underground line at a cost of $548.60.
2. A 300 square foot office and bathroom for the Maintenance Department was built by our staff in the new maintenance building. The resolution for the office’s air condition system is forthcoming.
3. To address the applesnail infestation, the Mississippi Department of Agriculture and Commerce collected snails from the lake to perform tests. On July 10th at 10:00 am, we will meet with them to discuss the results and to develop an action plan for dealing with the infestation.
4. The first draft of the Highway 11 sign with Hide-A-Way Lake and Beau Jardin was approved at the July 2nd work session. Beau Jardin will provide additional drawings with specific colors and font on the lettering. There is a meeting following the Board of Directors’ meeting to discuss the issue with ownership of the new easement.
5. The water tower inspection and washout is scheduled on July 14th and July 15th at a cost of $2,000.00.
6. Two new air blower pumps for the lodge treatment plant was purchased and installed by Gulf States Engineering at a cost of $2,589.40.
7. Last month, our Maintenance Department replaced the lodge window frames on the west side with new lumber and painted the frames.
8. Thirty-three septic tanks are scheduled for inspection this month.
9. As of July 3rd, a total of $6,083 was donated to this year’s fireworks fund. This amount includes $680 that was carried over from last year’s donations. The total cost for the fireworks display was $5,000. The remainder amount of $1,083 will be allocated towards next year’s fireworks show.
10. The following is a report of our delinquent accounts:
50 accounts are in the process of being worked in-house $ 9,239.68
9 accounts have received judgments $ 11,664.29
9 accounts are being worked by attorney $ 25,663.46
Total $ 46,567.43
221 accounts were assessed the $12.00 late fee in June.
STANDING COMMITTEE REPORTS
Architectural/Variances – Jim Wells
The number of houses to date, including any new home construction in this report are 942. The architectural committee approved the following: (2) additions; (3) sheds; (3) wood fences; (1) permit extension; (1) culvert; and (1) concrete patio.
Finance Committee Report – Jim Danton
$ 35,544.96 BANKPLUS – Operating Account
1,200.00 Petty Cash
2,500.00 BankPlus – Payroll Account
$ 39,244.96 Total Checkbook, Payroll, and Petty Cash
$ 64,998.09 BANKPLUS – Business Resource Account
51,637.00 BANKPLUS Capital Reserve Account
55,718.37 Regions Bank Capital Reserve Account
67,959.11 First National Bank - Board Contingency Account
$240,312.57 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 $365,312.57
GRAND TOTAL $404,557.53
$ 216,962.25 Checks and Debits made 05/26/08 through 06/25/08 from BankPlus Operating Account
$ 205,713.05 Deposits made 05/26/08 through 06/25/08 from BankPlus Operating Account
On July 2, 2008, during the work session the Board of Directors reviewed checks #022815 through #022915 which were disbursed 05/26/08 through 06/25/08.
Security Safety, Fire Committee & Boat Sub-Committee– John Rodish
The Security Committee met on June 18, 2008.
Most of the discussion centered on the progress of our Neighborhood Watch program and how to improve participation. It was decided at the July 8th meeting to proceed with the three experimental pods of the pilot program. Property owner participation is going to make this thing a success or failure. The meeting on July 8th was the fourth meeting. Out of the 942 homes, only seven property owners other than the committee members were present. We really need other property owners to take an interest and get involved.
On July 3, someone (or “someones”) threw the approximately 50 chairs including lounge chairs, umbrellas, concrete umbrella stands and other pool side accessories from the swimming pool area into the pool. If the one(s) responsible are caught, Hide-A-Way will prosecute. The concrete umbrella stands could have damaged the pool which would be costly to repair. This is not the only vandalism which has happened; but hopefully, with a bigger attendance and participation in the Neighborhood Watch, we will see a reduction in this type of nonsense.
We are still waiting on the judge’s ruling in our Southgate law suit. The judge has asked for briefs from both of the attorneys. These documents have been submitted. Our attorney has pointed out that no where in the City’s document is any reason given as to why Hide-A-Way can not use the Southgate. Right now we are fighting their petition to dismiss. Once decided, it will go to a regular full trial.
The Security Committee is one person short after one person left. Board approval of Mr. Ed Woodmansee’s appointment to be a member of the Security Committee is requested. Mr. Woodmansee was on the Board and knows the rules and by-laws and would be a good replacement. The Board approves Mr. Woodmansee’s appointment.
Lake Quality – Danny Stockstill
Lake-water samples were taken from six locations on July 2, 2008. All samples were within the maximum allowable Mississippi standard level for recreational waters.
Rainfall data for the month of June was not available at the time of this report.
Control of vegetation in our lake:
Phase One – Introduction of sterile grass carp – complete.
Phase Two – Application of chemical herbicides…The entire lake was surveyed to identify areas of heavy weed growth. Four locations were selected around public areas and in boating lanes for the initial application of herbicides. Submerged weeds were treated with a granular type herbicide and exposed weeds were sprayed with a liquid herbicide. As the growing season progresses, die-back of the treated vegetation will be monitored to determine the effectiveness of the initial treatment and other areas will be targeted for treatment as required.
In recognition of the Lake Quality Committee for sustained work efforts, an anonymous donor has contributed funds to purchase a tree to help beautify the West Playground. The acknowledgement is indeed appreciated by the committee members. THANK YOU.
Next meeting is scheduled for August 7, 2008.
Long Range Planning– Kathy Busco
No new information to present.
Social Committee – Beth Ennis
The Social Committee continues to plan and host the 2nd Annual Bouncing on the Beach. This event will include game booths with prizes, inflatable jumpers and slides, food and drink. This year each child attending will be given 12 free tickets to use on the games. Additional game tickets at a cost of $.25 as well as food and drink can be purchased with cash and/or charged to the parents’ lot account. The date is August 2, 2008 from 3:00 pm to 6:00 pm.
The Meet and Greet Activity will be held August 23rd from 4:00 pm to 6:00 pm in the bar-room next to the Waters Edge main dining hall. This activity is designed for residents to sign up for future social activities and to meet fellow residents.
The SPCA Can and Newspaper Drive for Picayune Industries was held on July 5, 2008. This was a great success. Quarterly dates will be scheduled in the future. A big “thanks” to all the volunteers who came out to help, as well as the residents who dropped off their newspapers and aluminum cans. The next recycle date is scheduled for October 11.
The remaining Social Committee Events for 2008 include: Fall Flea Market, Halloween Dance, Decorating the Lodge for the holidays, as well as the arrival of Santa and Toys of Tots with the New Years Ball finishing up 2008.
Public Affairs – Donna Rushton
The Public Affairs Committee met on June 21st and David Kingsley is now the Chairman. No decisions have been made as to who will do what in the next year. They will not have any meetings in July and August and will reconvene in September.
The Memorial Tree Fund had five trees donated since the last meeting with another having just come into the office. Three trees were given in “memory of” different people: Mr. Ray Holman, Mr. and Mrs. Dan Hurley, and Ms. Edith McDonald. Two trees are in “honor of” the Lake Quality Committee and Mr. Bert Pena. This is a nice thing to do and we have had a total of 16 trees donated.
UNFINISHED BUSINESS
None
NEW BUSINESS
A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. approves the awarding of the bid for the air condition system for the Maintenance Department office in the new maintenance building.
WHEREAS after four (4) invitations to bid went out and upon receiving four (4) bid quotes for the Maintenance Department’s office air condition system from the following:
Company Name Bid Amount
Artic Refrigeration, LLC $3,300.00 (includes electrical hookup)
Kickin A/C, Inc. $2,996.00 (electrical hookup not included)
Deluxe A/C & Heat $3,400.00 (electrical hookup not included)
Air Tech $2,889.00 (electrical hookup not included)
NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. approves the awarding of the air condition system for the Maintenance Department office in the new maintenance building to Artic Refrigeration, LLC.
Resolution offered by Jim Danton seconded by Danny Stockstill on this 9th day of July , 2008.
Kathy Busco – President For
John Rodish – Vice President For
Jim Danton – Secretary/Treasurer For
Beth Ennis – Director For
Donna Rushton – Director For
Danny Stockstill – Director For
Jim Wells – Director For
ADJOURNMENT
Motion to adjourn given by Jim Danton, John Rodish 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
