BE IT REMEMBEREDthat the Board of Directors met in the Clubhouse, Hide-A-Way, Pearl River County, Mississippi, on the 11th 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, 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 May 2008.
The Chair entertained a motion to waive the reading of the Minutes of the Board meeting of May 14, 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 May 14, 2008. John Rodish acknowledged the motion, Jim Danton seconded the motion. Unanimously approved.
Manager’s Report
1. Our corporate income tax return was completed last month by our CPA, Kent Whitfield and Company. HAWL had overpaid by $117, which will be added to our $500 balance.
2. The bridge maintenance project with Pearl River Paving was completed last month. On June 10, 2008, Dungan Engineering gave the final approval for the job. The payment of $24,826.00, which is under budget of the original quote of $25,405.00, will be paid this month.
3. Last month, the plumbing for the new maintenance building was installed by Tim Moray’s Plumbing, LLC at a cost of $3,200.00. These funds were paid on May 27, 2008 from our BankPlus Capital Reserve account.
4. A new main server was purchased from Dell at a cost of $3,489.26. This capital expense was purchased on HAWL’s Visa credit card on May 22, 2008. The server was installed by Aim Technologies on June 10, 2008. The resolution is forthcoming.
5. On May 30, 2008, to address the grass/weed problem in the lake and per the recommendation of the Lake Quality Committee and the MSU Extension Service, sterilized Grass Carp fish was released in the lake at a rate of five per acre (1,000 fish). Please note this will not immediately solve the grass/weed problem, as it will take a few years to get this situation under control. The resolution for this project is forthcoming.
6. The 2007 Drinking Water Quality Report (Consumer Confidence Report – CCR) was mailed with last month’s statement. It was also placed on our website.
7. In May, all forty-eight treatment plants were inspected: 6 needed chlorine and 2 pumps had issues. This month, a letter will be mailed to all treatment plant customers stating our new treatment plant inspection policy. The resolution for the new treatment plant inspection policy is forthcoming.
8. Last month, our Public Service Commission Annual Report was completed.
9. This month, the insurance policy for the Directors and Officers insurance was renewed at a cost of $3,104 and the crime insurance policy was renewed at a cost of $993.
10. As of June 11, 2008, HAWL has received $4,605 in donations for our annual 4th of July fireworks celebration. This amount includes $680 that was carried over from the 2007 donations.
11. On June 4, 2008, the Board of Directors reviewed and adopted the Hide-A-Way Water System Emergency Response Plan. The resolution is forthcoming.
12. The following is a report of our delinquent accounts:
58 accounts are in the process of being worked in-house $ 9,087.43
9 accounts have received judgments $ 11,434.44
9 accounts are being worked by attorney Rick Norton of Bryan Nelson Firm $ 24,241.72
Total $ 44,763.59
228 accounts were assessed the $12.00 late fee in May.
STANDING COMMITTEE REPORTS
Architectural/Variances – Jim Wells (read by Danny Stockstill)
The number of houses to date, including any new home construction in this report are 942. The architectural committee approved the following: (2) new homes; (1) addition; (1) gravel driveway; (1) shed; (3) wood fences; (2) decks; (1) pool.
Finance Committee Report – Jim Danton
$ 46,794.16 BANKPLUS – Operating Account
1,200.00 Petty Cash
2,500.00 BankPlus – Payroll Account
$ 50,494.16 Total Checkbook, Payroll, and Petty Cash
$ 64,998.09 BANKPLUS – Business Resource Account
54,827.44 BANKPLUS Capital Reserve Account
39,691.84 Regions Bank Capital Reserve Account
100,866.50 First National Bank - Board Contingency Account
$260,383.87 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 $385,383.87
GRAND TOTAL $435,878.03
$ 174,802.51 Checks and Debits made 04/26/08 through 05/25/08 from BankPlus Operating Account
$ 190,210.57 Deposits made 04/26/08 through 05/25/08 from BankPlus Operating Account
On June 4, 2008, during the work session the Board of Directors reviewed checks #022732 through #022814 which were disbursed 04/26/08 through 05/25/08.
Security Safety, Fire Committee & Boat Sub-Committee– John Rodish
The Security Committee met on June 10, 2008. The Steering Committee for the Neighborhood Watch Program has put together three pods (small groups) of people from three different areas. These volunteers will form what will be our pilot program. More residents are needed though. All that is required of a volunteer is just to be aware of what is going on in their neighborhood. When something is amiss or unusual, report it to Security. There are some people who do this now but MORE INVOLVEMENT IS NEEDED! The next meeting is Tuesday, July 8, 2008 at 5:30 p.m. in the lodge. Everyone is invited. Sheriff Allison concurs that this will help deter the “malicious mischief” as well as some of the other criminal activities being experienced lately.
The Cooper Road/Southgate update is that everything is pretty much the same as it has been. The City of Picayune wants the case dismissed but we have the two judges who support our legal right to pursue our case. Traffic is already a problem on Highway 11 at peak travel times. With the anticipated growth of up to 1,500+ homes, a second exit AND entrance isn’t a luxury but a necessity. But as with any legal action, the going is slow and it will be a while before this issue is resolved.
Lake Quality – Danny Stockstill
Lake-water samples were taken from six locations on June 4, 2008. All samples were within the maximum allowable Mississippi standard level for recreational waters.
Rainfall data for the month of May was not available at the time of this report.
The BOD approved a two-phase program proposed by the Lake Quality Committee to control the growth of vegetation in our lake. The proposal was based on field studies and recommendations by the Mississippi State University Extension Service.
Phase One – Introduce sterile grass carp at the rate of 5 carp per acre for the long-term, economic control of aquatic weeds. 1,000 carp were ordered and released at 21 sites throughout our lake on May 30, 2008. Phase one is now complete for 2008.
Phase Two – Application of chemical herbicides to eliminate weeds not consumed by grass carp and to eradicated unusually heavy growth in public areas and boating lanes. Committee members are now in the process of procuring chemicals and equipment and preparing procedures for application as soon as possible.
Next meeting is scheduled for July 2, 2008.
Long Range Planning– Kathy Busco
No new information to present.
Social Committee – Beth Ennis
The Social Committee continues to work on the 2nd annual Bouncing on the Beach – Kids Day, which will be held on August 2, 2008. There will be an inflatable fun jumper and a slide as well as games with prizes. The committee is looking for middle and high school age teenagers as well as adults who would like to volunteer for the afternoon of fun.
The “Meet and Greet” social get-together will also be held in August. The intent of this activity is to help residents of similar interests to meet and develop their social activities. The Social Committee will have signup sheets by interest areas, i.e. cards, jogging, dances, exercise, for people to signup and then contact each other to organize future get-togethers outside of the Social Committee. This will be a very casual event.
Information on both activities will be forthcoming in the Echoes.
Public Affairs – Donna Rushton
No report given.
UNFINISHED BUSINESS
None
NEW BUSINESS
A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. approves the purchase of a new main server.
WHEREAS Hide-A-Way Lake Club, Inc. has been experiencing numerous computer processing problems, and;
WHEREAS it was determined that the current server has become obsolete and a new main server is needed to continue operating Hide-A-Way Lake Club, Inc. computer processing, and;
WHEREAS two (2) invitations for quotes went out and upon receiving two (2) quotes for the purchase of a new main server:
Model/Description Company Name Bid Amount
Dell Aim Technologies $3,489.26
Star Station Basic DATASTAR, Inc. $3,851.50
NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. approves the capital expenditure purchase of a new main server from Dell for the price of $3,489.26 and to have it installed by Aim Technologies. The purchase price excludes the cost associated with installation.
Resolution offered by Jim Danton seconded by Danny Stockstill on this 11th day of June , 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
A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. ratifies the May 19, 2008 email poll to accept the Lake Quality Committee’s recommendation to spend $15,000 to address the grass/weed problem in the lake.
WHEREAS the lake has become infested with grass and weed, and;
WHEREAS the Lake Quality Committee conducted research with the MSU Extension Service, and;
WHEREAS the Lake Quality Committee recommended the placement of sterilized Grass Carp at a rate of 5 per acre (1,000 fish) and to spot treat heavily infested areas with an appropriate herbicide, and;
WHEREAS two (2) quotes for Triploid Grass Carp were received from the following:
Company Name Bid Amount
Slades Fish Hatchery Cost per fish $9 based on 1,000 fish
Delivery fee--$65, includes placement into lake Ronnie Thomas Cost per fish $9, based on order of 1,000 fish Delivery fee--$100, includes placement into lake
WHEREAS although the issue of which chemical must still be resolved, the estimated cost for the herbicide is $3,000 ($135/gal/acre x 15 acres, sales tax, equipment rental/purchase), and;
NOW THEREFORE be it resolved the Board of Directors of Hide-A-Way Lake Club, Inc. ratifies the May 19, 2008 email poll to accept the Lake Quality Committee’s recommendation of spending $15,000 for sterilized Grass Carp fish and herbicide to address the grass/weed problem in the lake.
Resolution offered by Danny Stockstill seconded by John Rodish on this 11th day of June , 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
A resolution whereby the Board of Directors of Hide-A-Way Lake Club, met in Executive Session on Wednesday, June 4, 2008 to review the changes to Hide-A-Way Lake’s Treatment Plant Inspection Policy.
WHEREAS the Mississippi State Health Department recommended Hide-A-Way Lake Club, Inc. have a stricter policy on how treatment plants are inspected, and;
WHEREAS the Board of Directors reviewed the recommendations of the Lake Quality Committee and the General Manager to revise the Treatment Plant Policy as follows:
· HAWL will conduct unannounced inspections on a quarterly basis.
· The cost of a treatment plant inspection is $7.50 and will be charged to your account.
· Upon completion of the inspection, an index card will be left on the door indicating the findings of the inspection.
· Should chlorine not be present upon our inspection, you will have seven (7) calendar days to resolve this. As a courtesy, this will be the first and only warning for “no chlorine”. On each inspection thereafter, a fine will be assessed if chlorine is not present. After seven (7) calendar days have elapsed, HAWL will re-inspect your treatment plant. The cost for the re-inspection is $7.50 and will also be charged to your account. If the problem still remains, a fine of $100.00 will be administered and charged to your account. This follow-up process will continue every seven (7) days until the problem has been resolved. Note: the fine will double upon every inspection where the chlorine is missing.
· Should a mechanical problem exist, you will have seven (7) days to resolve the problem. Written proof must be turned into the Hide-A-Way Lake Club Office so that it can be properly recorded and filed in your property owner’s folder. This proof must be in the form of an invoice or receipt with the septic contractor’s name printed on it and itemizing what has been done to the system. If documentation is not submitted by the deadline and contact has not been made with the office, a weekly fine of $100.00 will be administered and charged to your account until the problem has been resolved.
NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. approves the revisions to Hide-A-Way Lake’s Treatment Plant Inspection Policy.
Resolution offered by Danny Stockstill seconded by Jim Danton on this 11th day of June , 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
A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. met in Executive Session on Wednesday, June 4, 2008 to review and adopt the Hide-A-Way Water System Emergency Response Plan.
WHEREAS it was determined an emergency response plan was not documented, and;
NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. adopts the Hide-A-Way Water System Emergency Response Plan.
Resolution offered by John Rodish seconded by Jim Danton on this 11th day of June , 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
