BE IT REMEMBERED that the Board of Directors met in the Clubhouse, Hide-A-Way, Pearl River County, Mississippi, on the 13th day of June 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 Present
Ray Holman Absent
Jim Wells Present
Jim Danton Present
John Rodish Present
Dominic Verona Present
All members of the Board were present or accounted for.
The Security Contractor’s Report was presented for May 2007.
The Chair entertained a motion to waive the reading of the Minutes of the Board meeting of May 9, 2007. Jim Danton acknowledged the motion, John Rodish seconded the motion. Unanimously approved.
The Chair entertained a motion to approve the Minutes of the Board meeting of May 9, 2007. John Rodish acknowledged the motion, Jim Wells seconded the motion. Unanimously approved.
Manager’s Report
1. The 2005 year end audit, which began on September 30th and was performed by Whitfield & Company PC, was recapped with the Board of Directors at the last work session held on June 6, 2007. It will also be presented at tonight’s open board meeting.
2. On April 11, 2007, bid requests for repaving two miles of roads and the lodge parking lot were sent to the following four companies: Huey Stockstill, Inc., Boh Bros. Construction, Warren Paving, Inc., and Barriere Construction Co. The bids were opened on May 16th. The resolution for this 2007 capital budget repaving project is forthcoming.
3. On June 1, 2007, bid invitations for striping were sent to Gulf Coast Seal Coating, Robbie Robinson, Inc., Traffic Control Products, J. C. McCool, and A-1 Asplath. The bids will be opened on June 20, 2007.
4. Culverts were purchased from Central Pipe Supply Inc. at a cost of $2,366.80. These culverts are needed in the following five areas before the road repaving work can occur: 260’ of 12” culvert safety issues on East Lakeshore Drive, 12” on the lower lodge road, 18” at 303 West Lakeshore Drive, 18” at 527 West Lakeshore Drive, and 15” at 1506 East Lakeshore Drive.
5. Bids for a new security truck were received from the following: Toyota of Slidell, Toyota of New Orleans, and Northshore Toyota. The resolution for purchasing this new truck is forthcoming.
6. The speed limit in front of the guard gate has been posted at 20 mph. Jim Luke has contacted us and stated it will be changed to 25 mph, which is the same as the posted speed limit in Hide-A-Way Lake.
7. Dungan Engineering has completed the preliminary engineering report for the proposed low pressure sewer system in HAWL. Community meetings will be held on August 8th and August 25th.
8. FEMA has completed the removal of dead trees from HAWL common grounds and 120 Fair lots. FEMA workers are now working on removing the eligible trees for the approximately 180 property owners that have also signed up for this benefit.
9. The following insurance policies were renewed for the 2007-2008 time period:
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Insurance
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Cost
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Workers Comp
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$7,305.00
|
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Progressive Automobile
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$2,414.00
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Equipment
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$3,244.50
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Directors and Officers
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$2,822.00
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Property Insurance
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$37,755.43
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Crime
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$903.00
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Total
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$54,443.93
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The property insurance has a wind and hail 10% deductible of limit on each of our buildings. The total cost of insurance for last year was $55,514.33.
10. The following is a report of our delinquent accounts:
31 accounts are in the process of being worked in-house $ 5,072.50
15 accounts have received judgments $ 24,914.83
Total $ 29,987.33
206 accounts were assessed the $12.00 late fee in May.
STANDING COMMITTEE REPORTS
Architectural/Variances - Presented by Dominic Verona.
The number of houses to date, including the new home construction included in this report are 936. The architectural committee approved the following: (1) new home construction, (5) additions, (1) concrete patio, (6) fences and (4) sheds.
The Architectural Committee requested the Board of Director’s approval for adding Ron Scheuermann to the committee. Unanimously approved.
Finance Committee Report – Presented by Jim Danton.
$ 5,000.00 Hancock Bank Checkbook Balance (Operating Account)
1,200.00 Petty Cash
5,000.00 Cash – Payroll
$ 11,200.00 Total Checkbook, Payroll, and Petty Cash
$ 44,808.18 Hancock HIMMA Savings
53,868.06 BankPlus Capital Account
63,117.83 Regions Bank (formerly Union Planters Bank) Capital Account
64,783.05 First Southern Bank Money Market Account
81,771.81 First National Bank – Board Contingency Account
$ 308,348.93 Total Savings
$ 50,000.00 CD’s Bank Plus
40,000.00 CD’s Edward Jones
35,000.00 CD’s Regions Bank
$125,000.00 Total CD’s & Investments
TOTAL RESERVE $433,348.93
GRAND TOTAL $444,548.93
$ 139,538.35 Checks and Debits made 04/26/07 through 05/25/07.
$ 142,613.56 Deposits made 04/26/07 through 05/25/07.
On June 6, 2007, during the work session the Board of Directors reviewed checks #019883 through #019960 which were disbursed 04/26/07 through 05/25/07.
Mr. Danton also reported that the property insurance renewal included an increase in the deductible from $10,000 to 10% of the value of the insured property. On the lodge, the deductible would be approximately $60,000 should we need to replace it. Money has been put aside in savings to cover the higher deductible; however, ideally, it would come from the operating expense. Subsequently, the long term capital improvement schedule had to be reevaluated. Problems with planning for the increased deductible were exacerbated by the purchase of a new Security truck. However, on a “best case” basis, HAWL will be able to pay for the truck this month, pay for the repaving in August and still be able to cover the deductible should disaster strike. Even on a “worst case” basis, one-third of the deductible could be covered with the remaining balance coming from savings.
Security Safety, Fire Committee & Boat Sub-Committee – John Rodish
The Security Committee met on May 23rd and reviewed security procedures to ensure that they were up-to-date. The Southgate exit is still closed as of December of last year; the attorney is still working on the best way to proceed. New 25 mile per hour speed limit signs will replace the 20 mile per hour speed limit signs which were put up between our gates and Hwy. 11 recently.
Some individuals who have received citations have been verbally abusive towards Security officers in expressing their displeasure. Everyone is reminded that our Security personnel are paid to perform a job enforcing Hide-A-Way’s rules as a gated community. In addition, the issues with juvenile entry at the front gates have been addressed and the changes in procedure were included in the last Echoes.
Parks and Recreation - Jim Wells
At the request of the Social Committee, Parks and Recreation are combining efforts and will be participating in some upcoming functions. There is in the planning a Beach Day for the children. The proceeds as well as any donations generated would, in part, go to purchase additional playground equipment. Maintenance is commended on their work in upgrading the appearance of our facilities.
It is the hope in combining efforts with the Social Committee more community participation will be forthcoming. The current goal is to focus on defining the mission of the P&R Committee other than to monitor and maintain the public facilities, which is being done by the maintenance department on a routine basis. Active members for the Committee are still needed to help guide the Committee in that direction.
Lake Quality – John Rodish
Lake-water samples were taken from six locations on June 6, 2007. All samples were below the maximum allowable Mississippi standard level for recreational waters.
Rainfall for the month of May was measured at 2.68 inches which was 2.53 inches below the 30-year average for May of 5.21 inches. Rainfall to date was 19.16 inches, which was 9.21 inches below the average of 28.37 inches.
Mississippi Wildlife Management captured and removed 36 geese from the lake. The number of geese had increased to a point of becoming a nuisance due to the droppings which were littering the beach, docks and other areas around the lake. By feeding the birds, we are encouraging them to deviate from their normal migration pattern by staying here; therefore, property owners are being asked to no longer feed the geese.
Long Range Planning – Ray Holman
No report was given.
Social Committee – Kathy Busco
As Jim Wells indicated, the Social Committee is combining efforts with the Parks and Recreation. The normal things that we have going on is the Sunset on the Beach dance on July 14th, which is in the lodge (no bathing suits, please). There will be a deejay, contests (best sunglasses, beach hat) and other fun so make reservations now. The flea market will be in October as well as the Halloween Dance. A New Years Dance will round out the year.
The event for the kids which was already mentioned is the Beach Day. There will be activities, games, food, etc. The committee is looking into insurance on the jumper/water slides as to whether HAWL is covered for the day or would need a rider policy and if so, how much that would cost. Hamburgers and hot dogs would be supplied through the restaurant with proceeds from the sale of the food helping recover costs. Games would be for a minimal fee ($.10) with the money raised to go for new playground equipment. Hopefully, this will also be a recruiting tool to get parents involved in this kid-friendly committee. A pool party for the teenagers as well as other things are being planned so as to have something for everybody.
Public Affairs – Kathy Busco
The attorney is still working on the incorporation but with one question answered, another question is raised. There has not been a decision made as to the outcome of this study.
UNFINISHED BUSINESS
None
NEW BUSINESS
A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. approves the awarding of the contract for HAWL Roads 2007 construction project road resurfacing to Huey Stockstill, Inc.
WHEREAS after four (4) invitations to bid went out and upon receiving two (2) bid quotes for HAWL Roads 2007 construction project road resurfacing from the following:
Company Name Bid Amount
Barriere Construction Co. Declined to bid
Boh Bros. Construction $212,965.00
Huey Stockstill, Inc. $214,200.00
Warren Paving, Inc. Declined to bid
and;
WHEREAS Huey Stockstill, Inc. has previously contracted with Hide-A-Way Lake Club, Inc. to pave roads in the subdivision, and;
WHEREAS Huey Stockstill, Inc. company’s good work performances was known by Hide-A-Way Lake Club, Inc., and;
WHEREAS the Board of Directors felt the difference in cost was not relevant enough to take a chance with performance and quality of work by going with the lowest bid, and;
NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. approves the awarding of the contract for HAWL Roads 2007 construction project road resurfacing to Huey Stockstill, Inc. for $214,200.00
Resolution offered by Jim Danton seconded by Jim Wells on this 13th day of June, 2007.
Kathy Busco – President For
Ray Holman – Vice President Absent
Jim Danton – Secretary/Treasurer For
Jim Wells – Director For
John Rodish – Director For
Dominic Verona – Director For
A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. awards the purchase of a 2007 Tacoma truck from Toyota of Slidell for Hide-A-Way Lake Club, Inc. Security Department.
WHEREAS the Security Department currently has two trucks in their fleet, and;
WHEREAS a third vehicle is needed by our Security Department for increased patrol, and;
WHEREAS after three (3) invitations to bid went out and upon receiving three (3) bid quotes from the following:
Bid Amount
Company Name (Price excludes Tax, Title, and License)
Northshore Toyota $15,550.00
Toyota of New Orleans $15,320.00
Toyota of Slidell $15,420.00
and;
WHEREAS after discussing the results, the Board told the General Manager, Bruce Devillier, to proceed to make arrangements to purchase the 2007 Tacoma truck from Toyota of Slidell, and;
NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. approves the purchase of a 2007 Tacoma truck from Toyota of Slidell at the cost of $15,420.00 (which excludes tax, title, and license). This new truck will be added as a third vehicle to the Security Department fleet.
Resolution offered by John Rodish and seconded by Jim Danton on this 13th day of June, 2007.
Kathy Busco – President For
Ray Holman – Vice President Absent
Jim Danton – Secretary/Treasurer For
Jim Wells – Director For
John Rodish – Director For
Dominic Verona – Director For
ADJOURNMENT
Motion to adjourn given by Kathy Busco, John Rodish seconded the motion. The meeting was adjourned by a unanimous vote of the Directors.
